User Manual
Last updated
Last updated
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This user manual is designed to serve as a comprehensive guide for system admins and programme managers responsible for managing and configuring various aspects of campaign data using the HCM Console. The manual covers a range of functionalities, from updating campaign data to configuring checklists and managing boundary data, ensuring that users can efficiently and effectively manage their campaigns.
User Role
Scope of Action
Role Description
System Admin
National Level/Provincial Level
The user will have all the data required for setting up a campaign and will be responsible for campaign setup on the DIGIT HCM app using the campaign data.
Dual Timeline View for Campaign Creation
Overview
The campaign creation process is structured with a dual timeline to manage different steps more effectively. The Horizontal Timeline at the top handles major campaign setup steps, while the Vertical Timeline on the left handles sub-steps within each major step. Horizontal Timeline
Step 1 - Campaign Details:
Step 1.1: Define campaign Type
Step 1.2: Define Campaign Name
Step 1.3: Define Campaign Dates
Step 1.4: Review a summary of the campaign details
Boundary Details:
Step 2.1: Select boundary data for the campaign. This step does not have a Vertical Timeline.
Delivery Details:
Step 3.1: Set up the number of cycles and deliveries, including the cycle dates.
Step 3.2: Set up rules for the delivery of resources.
Step 3.3: Review a summary of the delivery details.
Upload Data:
Step 4.1: Upload data for targets.
Step 4.2: Upload data for facilities.
Step 4.3: Upload data for the creation of HCM app users sections.
Step 4.4: Review a summary and success screen before proceeding to app configuration.
App Configuration:
Step 5.1: Manage checklists and other configurations for the HCM mobile app.
2. Configuring Checklists Based on User Roles
System admins can create and manage checklists for different roles within a campaign. Each checklist can contain specific questions tailored to the roles and checklist types defined by the campaign needs.
Step 1: Access Checklist Creation
Navigate to Checklist Creation:
Step 1: Once you have submitted the campaign data and started the campaign creation process, move to the app configuration section.
Step 2: On the vertical timeline, the Manage Checklist Creation step will appear as the first step.
Step 3: You will see a table with columns: Name of the Checklist, Role, Checklist Type, and Status.
Understanding the Table:
Checklist Name: Displays the name of the checklist.
Role: Shows the selected role for which the checklist is configured (e.g., National Supervisor, District Supervisor).
Checklist Type: Indicates the type of checklist selected for the given role.
Status: An "Active/Inactive" toggle determines whether the checklist is visible to the user on the HCM mobile app.
Step 2: Create New Checklist
Initiate New Checklist Creation:
Click on Add New Checklist on the top-right corner of the screen.
A pop-up window will appear, prompting you to select the role and checklist type.
Select Role and Checklist Type:
From the dropdown menu, select the appropriate role for which the checklist is being created (e.g., National Supervisor, District Warehouse Manager).
Select the checklist type from the dropdown menu, which will list all applicable checklist types for the selected role.
Close or Create Checklist:
After making your selections, click Create Checklist to proceed. If you miss selecting either the role or checklist type, an error message will appear.
Step 3: Add Questions and Answers
Add Checklist Name:
Once the role and checklist type are selected, you must assign a unique name to your checklist. This name must be unique within the role.
Add Questions:
Click on Add New Question to start creating questions.
A section labeled "Question 1" will appear, with a text box below it for entering the question.
Select Answer Type:
- Select the answer type from the dropdown menu. The options include:
Multiple Choice (Single Select): App users can select only one answer from a list of options.
Multiselect (Checkboxes): App users can select multiple answers from a list of options.
Dropdown (Single Select): App users can select a single answer from a dropdown menu.
Short Answer: Allows app users to enter a text-based response.
Configure Options for Multiple Choice/Dropdown:
If you selected Multiple Choice or Dropdown as the answer type, you will need to configure the available options.
Click on Add New Option to add more choices. Each option can be edited, and up to 10 options can be added.
Add Comments or Linked Questions:
For Multiple Choice and Dropdown types, you can enable the "Add Comment" option, allowing users to provide additional text when selecting certain answers.
Alternatively, you can create linked (nested) questions that will appear based on the user's answer. This can be nested up to 5 levels.
Delete Questions or Answers:
To delete a question or answer, click the delete icon next to it. Be sure to review all entries before proceeding.
Step 4: Preview and Create Checklist
Review Questions and Answers:
Once all questions and answers are added, review them to ensure accuracy.
Click on the Preview button in the top-right corner to see how the checklist will appear in the HCM Mobile App.
Create the Checklist:
If everything is correct, click the Create Checklist button to finalize the checklist.
A success screen will appear for 5 seconds before redirecting you to the Checklist home screen.
Step 5: Manage Drafts and Active Checklists
Saving Checklists as Draft:
If you navigate away or close the screen without creating the checklist, it will be saved as a draft (assuming a unique name was provided).
Activate or Inactivate Checklists:
Use the "Active/Inactive" toggle on the Checklist home screen to control whether a checklist is available to users in the HCM mobile app.
Managing Boundary Data
Programme managers can manage boundary data for specific campaigns. Boundaries can be created, edited, and managed using data from GeoPoDe or through custom ShapeFiles and Excel uploads.
Steps for Managing Boundary Data Using GeoPoDe:
Step 1: Access Boundary Management:
Log in to the HCM Console.
Navigate to the Boundary Management section from the main dashboard.
On the Boundary Management home screen, click the Create New Boundary Data button.
Step 2: Choose Boundary Data Source:
A prompt will ask if you want to use GeoPoDe data or create your boundary data.
If you select Get Boundary Data From GeoPoDe, the system will fetch the available boundary hierarchy and data for your country.
Step 3: Handle Partial Boundary Data:
If only partial boundary data is available from GeoPoDe, the missing levels will need to be created manually.
Add the missing boundary hierarchy levels using the Add Boundary Hierarchy Level button.
Step 4: Upload Additional Data:
For missing boundary levels, you can upload data via ShapeFiles or Excel.
Download the Excel template if needed, fill in the missing boundary data, and upload it back into the system.
Step 5: Preview and Confirm Boundary Data:
Once all data is uploaded, preview the boundary data on a map or in an Excel format.
Use the filters to view different boundary levels or base maps (e.g., Satellite, Street Map).
Click the Confirm Boundary Data button to finalize the boundary data. A success screen will appear for 5 seconds before redirecting you to the Boundary Management home screen.
Steps for Creating Custom Boundary Data:
Step 1: Create Custom Boundary Hierarchy:
If GeoPoDe data is not used, click Create My Own Boundary Data.
Add new boundary hierarchy levels using the Add New Boundary Hierarchy button.
Name each level, and add up to 10 levels as needed.
Step 2: Add Custom Boundary Data:
Upload boundary data using either ShapeFiles or Excel.
If using ShapeFiles for some levels and Excel for others, download the Excel template to ensure consistency.
Fill in the boundary data for the levels not covered by ShapeFiles and upload the completed Excel file.
Step 3: Preview and Confirm Custom Boundary Data:
Preview the boundary data on a map or in Excel format.
Use the filters to view different boundary levels or base maps.
Click Confirm Boundary Data to finalize the boundary data.
Steps for Editing Existing Boundary Data:
Step 1: Access Existing Boundaries:
Step 1: In the Boundary Management home screen, click View Existing Boundary Data.
Step 2: A table will display all existing boundaries with details such as Disease Type, Last Campaign Usage, and Creation Date.
Step 2: Edit Boundary Data:
To edit boundary data at the lowest level of the hierarchy, download the relevant ShapeFile or Excel.
Step 3: Modify the data as needed:
Add New Boundaries: Set the boundary status to 'Active' for new boundaries.
Remove Boundaries: Set the boundary status to 'Inactive' for boundaries to be removed.
Combine or Split Boundaries: Update the ShapeFile or Excel to reflect combined or split boundaries.
Step 4: Upload Edited Data:
Save and upload the modified ShapeFile or Excel back into the system.
Preview the updated boundary data and confirm the changes.
Note: Changes to boundary data will only apply to future campaigns. Ongoing campaigns will continue to use the boundary data with which they were created.
Editing Campaign Data
System admins can manage and update campaign data, such as Targets, Facilities, and Users, during an ongoing or upcoming campaign. This feature reduces the dependency on the Implementation Team and enables quicker adjustments.
Before editing campaign data, ensure that:
You have access to the HCM Console.
The campaign is either in an upcoming or ongoing state.
You have the latest uploaded files for Target, Facility, and User data.
Detailed Steps to Select New Boundaries:
Access the Campaign:
Log in to the HCM Console.
Navigate to the My Campaigns section from the main dashboard.
Locate and select the campaign you wish to update. This will take you to the campaign summary screen.
Edit Boundaries:
On the My Campaign screen, click the Actions button and then select Edit Campaign Boundary Data from the dropdown.
The user will then be taken to the boundary selection screen where they can only add existing boundaries from the dropdown.
Mandatory Data Updates:
After selecting new boundaries, click Submit.
The system will automatically redirect you to the Target, Facility, and User data update screens. These updates are mandatory to ensure consistency in campaign data.
Complete the necessary updates in each of the Target, Facility, and User data screens.
Detailed Steps to Edit Target Data:
Access the Campaign:
Navigate to My Campaigns in the HCM Console.
Select the campaign for which you want to edit target data.
Edit Target Data:
On the Update Target Data Screen, click on the "Download Existing Data" button to download the last successfully uploaded file used for creating the Target Data.
Open the downloaded file and review the existing Target data.
Download and Edit Target Data:
On the Target Upload Screen, note that the "Download Template" button is disabled. Instead, download the last successfully uploaded file that was used to create the Target Data for the campaign.
Open the downloaded file and review the existing data.
Edit Data When New Boundaries Are Added:
On the Update Facility Data Screen, click on the "Download Existing Data" button to download the last successfully uploaded file used for creating the Facility Data.
Open the downloaded file and review the existing facility data.
Upload Updated Data:
After making the necessary edits, save the Excel file.
Return to the Target Upload Screen and upload the updated Excel file.
Ensure that the upload is successful and the changes are reflected in the campaign summary.
Detailed Steps to Edit Facility Data:
Access the Campaign:
Go to My Campaigns in the HCM Console.
Under My Campaigns go to the campaign for which you want to edit Facility Data and under “Actions” click on “Edit Facility Data”.
Download and Edit Facility Data:
On the Update Facility Data Screen, click on the "Download Existing Data" button to download the last successfully uploaded file used for creating the Facility Data.
Open the downloaded file and review the existing facility data.
Edit Data When New Boundaries Are Added:
If new boundaries are added to the campaign, these will be appended to the “List of Campaign Boundary” sheet.
Review and update the facility status, boundary mapping, and create any new facilities as needed. Note: Removal of existing boundary data is not allowed.
Upload Updated Data:
After making the necessary edits, save the Excel file.
Return to the Facility Data Upload Screen and upload the updated Excel file.
Ensure that the upload is successful and that the changes are reflected in the campaign summary.
Note on Deactivation/Deletion:
If there are facilities that need to be deactivated or deleted, contact the Impel Team as this action requires additional checks and cannot be performed through the Console.
Detailed Steps to Edit User Data:
Access the Campaign:
Go to My Campaigns in the HCM Console.
Select the “Actions” button for that specific campaign and in the dropdown that opens, select “Edit App User Data”.
Download and Edit User Data:
On the Update App User Data Screen, click on the "Download Existing Data" button to download the last successfully uploaded file used for creating the App User Data.
Open the downloaded file and review the existing App User data.
Edit Data When New Boundaries Are Added:
If new boundaries are added to the campaign, these will be appended to the “List of Campaign Boundary” sheet.
Review and update user roles, boundary mapping, and create any new users as needed. Note: If a user is assigned to a boundary that has been deselected, update the boundary mapping for that user.
Upload Updated Data:
After making the necessary edits, save the Excel file.
Return to the User Data Upload Screen and upload the updated Excel file.
Ensure that the upload is successful and that the changes are reflected in the campaign summary.
Note on Deactivation/Deletion:
If the users need to be deactivated or deleted, contact the impel team as this action requires additional checks and cannot be performed through the Console.
Note: You can access the templates for data upload below:
