Validate & Approve Population Data

System role involved: National population data approver, Population data approver

1. You must first select the language before you can log in. Currently, 3 languages are supported for the HCM Microplanning platform. They are:

• English
• Portuguese
• French

Select the preferred language and click on 'Continue' to go to the login page.

(Note: Getting an account on the HCM Microplanning platform: The microplanning users with different roles will have their account created by the system admin and will be provided with a username and password to log in to the account).

1. On the login page, enter the 'Username', 'Password', and the 'City' you are working in to log in to the HCM Microplanning platform. You need to use the login credentials belonging to the ‘Population data approver’ or ‘National population data approver’ roles.

Once you log in, you will be landing on the homepage to take the next action.

1. Once you are on the home page, you will be able to see the "My Microplan" segment.

This is the view of the "My Microplans" segment.

By clicking the "My Microplan" segment, you will be able to see the list of Microplans that you are part of.

This is the dashboard that will show you the list of microplans assigned to you.

The data points that are available on this dashboard are:

• Name of Microplan: This field will show you the name of the microplan assigned to you.
• Status: This field will show the status of the microplans assigned to you. A microplan can be in either of the following statuses:

- Completed setup: This status means that the assigned microplan setup is completed and it’s ready for validation activities.

- Validation in progress: This status means that the assigned microplan is being validated by the assigned microplanning users.

- Microplan finalised: This status means that the assigned microplan’s estimation has been reviewed and finalized by the validation team.

• Campaign Disease: This field will show you the campaign disease for which the microplan was set up.
• Campaign Type: This field will show you the type of campaign for which the microplan was set up.
• Distribution Strategy: This field will show you the distribution strategy that is considered for the campaign assigned to the microplan.
• Action: This button will let you take the set of actions you want to perform in the selected microplan.

You can also search a microplan using the ‘Microplan Name’ search on top.

1. Once you choose the microplan on which you want to act, you will be redirected to an activity selection screen.

This is the view for the activity selection screen.

Once here, if you are logged in as a "Population data approver" role, you will have to click on the "Validate & Approve Population Data" tab. The population data will refer to the top-down uploaded population data by the system administrator while setting up the microplan.

This is the first and the critical step, without the validation and finalization of the population data, you will not be able to move ahead with other activities.

1. You will click on the "Validate & Approve Population Data" tab, and you will be redirected to the population validation page where you need to validate the population for each village or settlement under your jurisdiction.

This is the view for the population validation screen.

In this dashboard you will be able to see:

- List of villages that are assigned to you and others for validation. You can filter out the villages that are assigned to you and others by using the tabs "Assigned to me" and "Assigned to all".

- List of villages as per their validation status. You can filter out the villages with different statuses such as:

• Pending for validation: This status shows the list of villages under your jurisdiction and has not been validated yet.
• Pending for approval: This status shows the list of villages under your jurisdiction and has not been approved yet. You will only see villages in this status if any of your subordinates have updated the target or total population data for the villages under their jurisdiction and they have sent the villages to you for approving the changes made.
• Validated: This status shows the list of villages under your jurisdiction and has been validated either by you or your subordinates or your supervisors.

- You can also filter out the villages concerning their administrative hierarchy and administrative area using the filters available at the top.

- In the village details, you will be able to see:

• Village name: This indicates the name of the villages assigned.
• Assignee: This indicates the name of the person responsible for validating the village population data.
• Uploaded total population: This indicates the total population data that was uploaded by the central team or system administrator while setting up the microplan.
• Confirmed total population: This indicates the total population data for the village, which will be used for microplan estimation. Here, the uploaded total population will be the same as the confirmed total population.
• Uploaded target population: This indicates the target population data that was uploaded by the central team or system administrator while setting up the microplan.
• Confirmed target population: This indicates the target population data for the village, which will be used for microplan estimation. Here, the uploaded target population will be the same as the confirmed target population.
• Status logs: This indicates the status of each village (Validated, Sent for correction, or Approved), who changed the status, at what time the status was changed and what was the reason for the change.

Note: There will be a couple more columns such as confirmed and uploaded target population as per age groups for the SMC campaign.

This is the view of the status logs.

Now, if you agree to the confirmed population data in this dashboard, you will have to choose the villages and click on the ‘Validate’ button to validate the village population data.

Once you click on the ‘Validate’ button, you will be asked to enter a comment/reason for validation. This is non-mandatory and can be made mandatory depending on the microplan requirement.

This is the screen for validating the village population data.

This is the pop-up for adding a reason/comment of validation. Adding a reason/comment is non-mandatory.

In case you aren’t aligned with the confirmed population data of the village, you can click on the ‘edit’ button beside the confirmed population data to update it.

Once you update the confirmed population data, that particular village will move to the "Pending for approval" status of your supervisors to validate & approve the data.

This is the pop-up screen for editing/updating the village population data.

This is the pop-up for adding a reason/comment for sending the data for approval. Adding a reason/comment is non-mandatory.

Now, if you log in with a superior role such as "National population data approver", you will be able to see the villages that are assigned to you for approval.

As a supervisor with a "National population data approver" role, you will be able to take either of the following actions on the villages assigned to you:

• You can send back the data for correction: If you are not aligned with the population data update done by your subordinate, you can choose to send back the village data to your subordinate with a valid reason for rejection.
• You can approve the changes made in the village population data: If you are aligned with the population data update done by your subordinate, you can choose to approve the data with a reason for approval. Again, adding reason is a non-mandatory step.

This is the screen showing the list of villages that are pending for approval.

This is the pop-up you will get if you choose to send back any village data for correction. Adding the comment/reason is non-mandatory.

This is the pop-up you will get if you choose to approve the village data. Adding the comment/reason is non-mandatory.

Once the villages are validated, you should be able to see them in the ‘Validated’ bucket. Here, if you are not aligned with any of the village data that is validated, you will have the ability to send back the data for correction to the subordinate, who had earlier validated the data.

This is the dashboard showing the villages that are already validated. You get an option to send back any of the villages for correction if you are not aligned with the validated population data.

This is the pop-up you will get if you choose to send back any village data for correction. Adding the comment/reason is non-mandatory.

Once all the villages under your jurisdiction are validated, you should be able to see the villages in the ‘Validated’ bucket. You can go back to the home screen since your activity is completed.

This is the dashboard view when all the villages, under your jurisdiction, are validated.

Here, if all the users assigned to the "Population data approver" role have validated all the villages under their jurisdiction, the user with the "National population data approver" role will get a button called "Proceed To Finalise Population Data" to finalise the population data for the campaign boundaries. Once the population data is finalized, the same population data will be used for the microplan estimations.

This is the view that the "National population data approver" gets once all the villages in his jurisdiction are validated.

This is the pop-up that the "National population data approver" gets once he clicks on the "Proceed To Finalise Population Data" button.

This screen shows that the population data has been finalised for microplan estimation.

You can now click on the ‘Go back to home’ button to go back to the "My Microplans" dashboard, as your assigned activity has been completed.