Data Entry App: Custom Form Findings Debrief
Sept 29, 2022
Updated 30. 05. 2023
Questions to Answer
Project Goal
The functional design team role has been to gather user stories and make sure that the development team hears the input from the community in a synthesized way.
This can give the development team an understanding of the user and highlight any potential needs for further user analysis. We believe having this understanding of the user will assist in the development strategy of the overall architecture of the app and will assist the development team in answering these questions.
Aim / Objective
Aim:
With the new design and build of the Aggregate Data Entry application the team worked to better understand the landscape and the use cases of :
Secondary Aim:
Objective:
What use cases can we potentially support more natively in DHIS2 (skip logic, layout and color customization, etc.)?
Gathering User Requirements
User stories and user experiences were gathered through 3 main methods.
Survey Results
Prevalence of Custom Forms used in Implementations
“I cannot say what percentage for sure because there are many systems being supported, however:
All these are custom forms.”
“epivac, eIDSR, eCBSSS also have a couple of forms which are custom”
-HISP implementer
I would say as a rough estimate, 80% of my implementations are using custom forms.
-NGO implementer
Two Users Experiences
The Data Entry Users
Data Entry Clerks
These uses have a stacks of paper forms at their desk that need to be entered into the computer. They will try and get as many forms entered into the DHIS2 data entry form app as fast as possible.
District Teams
These users can be responsible for compiling district reports. They will compile multiple data sources creating a single output in the DHIS2 data entry form app. This work can be done at the district office or while away from their desks.
Web:
Most people will use the web. If web users have unstable internet, user might leave the application open and do their data entry and then sync their work once they have internet
Android:
With infrastructure challenges, such as limited computer availability and poor internet connectivity in certain areas, users are generally drawn to Android devices. District teams responsible for data entry on behalf of clinics and schools without any internet access sometimes prefer the convenience of entering data on Android devices while they are away from their desks.
Technical Staff, Monitoring & Evaluation Staff
DHIS2 Implementers
This task is a skill of negotiation and digitalization education.
Results: Why a custom form?
Clients want the the form in the system to look the same as the paper form.
As non-technical users,clients, want a simple layout and more integrated complex logic
Data Entry Form Evolution
Paper Web Android
EMIS Termly Data reporting form, Uganda
EMIS Android Demo Videos
This here is the Termly Tool android where we used ages as DEs so that there could be a bit of likeness to the paper tool making data entry easier and also so the form wouldn’t be extremely wide.
We had one single data element enrolment, broken down by age, sex and class/grade. Notice here the android form becomes shorter and wider.
Data Entry Form Evolution
INFORMATION FORM BOOK 8: REGISTER OF PLANNED PARENTHOOD [HISP Tanzania]
Paper Web
Findings
Three overarching themes emerged:
Formatting / Layout /Styling
Formatting
Transpose and Nesting function
What:
Want the ability to transpose the default row/column layout (i.e. make the disaggregations by rows and the data elements be columns) [Tech 1418] , [DHIS2-13469]
Why:
With many categories in cat combo of a data element, the form tends to be extremely wide making data entry tedious and makes it difficult to create sections. (i.e. A lot of scrolling). Users want the flexibility to decide what goes on each table (or section).
Formatting / Layout / Styling
Example:
Flexible section forms for aggregate
Patrick (HISP Uganda)
User story:
Patrick (HISP UG): I suggest section management be improved to allow users to create sections based on dataSet operands (dataelement+categoryOptionCombo) not just the data elements. With this, users can created smaller sections with flexibility to have more items vertically and not just horizontally and event have sub totals in sections.
Transpose functionally
Example:
EMIS Termly Data reporting form (Digital)
Dasiy, (HISP Uganda)
User story:
Daisy (HISP UG) Flexibility to choose which categories appear in the rows and columns (TECH-1418), to avoid the extremely wide forms where multiple category combinations are being used for a single data element
Transpose functionally
Rendering of Data Elements
What:
Want the ability to add an option set as a:
Why:
To have the form look more like a paper form. In Data entry app now it is as a dropdown but the paper form might have it as checkboxes next to each other. It will make it easier to see the options you can choose from without having to click the dropdown etc.
Design considerations: There are many other rendering types for Tracker DE’s, which might be needed to Aggregate DE’s (icons as buttons + +)
Format / Layout / Styling
Example:
MoH IPC data assessment tool (Digital)
Patrick, (HISP Uganda)
Rendering of Data Elements
Rendering of Data Elements
Example:
Facility Assessment
Standard Data Entry App (Beta)
Example:
PSI, JM
User Story: I want to to have a text box where I can add links and supportive links and text
Text box as an object
Layout
Headings and Subheadings
What:
I want to be able to add Heading and Subheadings; such as,
Including nesting of headings
Also adding a heading for names and report information. For example having this Header/Section that shows up before all the other sections
Why:
To make it easier for users to understand the layout of your form
Formatting / Layout /Styling
Example:
PSI Malawi Reproductive Health Monthly Site Report
Headings and Subheadings
Example:
Performance based finance ( J. Paul)
User Story: Added a heading for names and report information. This heading and section shows up before all the other sections in order to have the report information section on top
Headings and Subheadings
Flexibility of Sections
What:
Want the ability to open select sections at a time and make the form more compact
Why:
Without having nested sections/ tabs the form is difficult to manage and is to large
Format / Layout / Styling
Example:
EMIS Termly Data reporting form (Digital)
Daisy, (HISP Uganda)
Flexibility of Sections
Example:
Performance based finance ( J. Paul)
User Story: Tabs and custom display on each tab was done in Madagascar to allow slow internet facilities to load the whole reporting form at once
Flexibility of Sections
Example:
Pakistan.
George
Flexibility of Sections
Custom display layout
What:
Want the ability to adjust the width and length of data entry form, cell width/ height and text size
Why:
To optimize and reduce the size of the form and reduce scrolling
Format / Layout / Styling
Example:
PSI Malawi Reproductive Health Monthly Site Report
(JM)
Custom Display Layout
Example:
PSI Malawi Reproductive Health Monthly Site Report
(JM)
Custom Display Layout
Have the width of the form adapt to the width of the window
View
What:
The ability to:
Why:
To manage large forms. If it is a long form going down the user collapse the section and the user can continue to enter data and doesn't have to scroll
Format / Layout / Styling
Example:
Form Features (PEPFAR has the following features to the forms as a whole)
View
Example
EMIS
Termly Tool on Android
Frozen column
View
Styling
Form Styling
What:
I want to be able to make the form pleasant to look at:
Why:
To create a form that stands out and makes it easier to remember.
Using images to make it clear to the user what form they are working in at a glance. Using colors to make it clear when something ends and begins. Using font size and type to differentiate items in the form
Format / Layout / Styling
Example:
Ministry of Health and Sanitation.
Monthly Summary of Out-Patient Morbidity
Calle
Custom header with flag logo
Form Styling: Logos / Flags
Example:
PSI, JM
User Story: I want to break up the sections to help data entry users differentiate where they are working by using different colors. This also makes it easier for the user to consume the form information
Form Styling: Colors /Shading
Example:
Performance Based Finance used a custom display of data entry form (J. Paul)
User Story: Alternate colors for rows and set up sections, row or column by color.
I want to be able to break up the white standard rows to help data entry users differentiate what row they are working with. This also makes it easier for the user to consume the form information
Form Styling: Colors / Shading
Example:
Ministry of Health and Sanitation.
Monthly Summary of Out-Patient Morbidity
Calle
User Story: Alternate colors for rows and set up sections, row or column by color
I want to be able to break up the white standard rows to help data entry users differentiate what row they are working with. This also makes it easier for the user to consume the form information
Form Styling: Colors /Shading
Example:
PSI, JM
User Story: I want to to have a text box where I can add links and supportive links and text
Text box as an object
Custom Logic
USER STORY: “We want just like it is in the program rules for Tracker”
“People were primarily reflecting on program rules to envision “data set rules” and hence basic assumption would be to have most functionalities available in program rules covered”
Color code responses
What:
I want to have color coded responses based on logic.
Why:
To be able to give users color cues as they are entering data.
**Design considerations:
Can we utilize legends-need to make sure the design does not confuse colors already used in the Data entry app; for invalid (red) and saved (green) values. Android design of a thick line on the left could work?
Custom Logic
Example:
MoH IPC data assessment tool (Digital)
Patrick, (HISP Uganda)
Being able to arrange sections based on operands rather than data elements (the primary motivation here is having items be vertical)
Colour cues are useful to users (e.g. highlighting cells with a certain colour given an operand’s selection) (helps users as they enter data)
**Users wanted to be able to have the colors in the data cell, but the team was unable to create that so they made this color cue box
Logic depending on response
What:
Users want “Data set Rules”. rules.
Why:
They want the same functionality as Tracker program. This could reduce data entry errors, and support users to validate the data being entered
**Design Considerations:
Need to make sure these “data set rules” do not clash with predictors which also deal with automating/assigning values.How would this function alongside validation rules?
Custom Logic
Example:
[Custom form] INFORMATION FORM BOOK 8: REGISTER OF PLANNED PARENTHOOD [HISP Tanzania]
Added scripting to trigger hide and show fields
Other
There was a category of users that created custom forms for additional functionality but could have potentially utilized current core DHIS2 functionality; such as predictors, and indicators. For example, pushing data values to other org units based on custom logic.
Other user stories noted the limiting functionality when applying a custom form in DHIS2; such as, not being able to support objects that are not related to metadata for translation.
**Supporting the strengthening of feature knowledge and usability, and improving on specific DHIS2 functionality could be prioritized outside of the conversation of Custom Forms in DHIS2.
Questions to Answer
Recommendations
Thank you
Questions and Follow up
Next steps (6.6.23)
Resources
Annex: Examples and Screenshots
Details can be found here
Example:
Flexible section forms for aggregate
Patrick (HISP Uganda)
Example:
MoH IPC data assessment tool (Paper form)
Patrick (HISP Uganda)
1 of 2
Example:
MoH IPC data assessment tool (Digital)
Patrick, (HISP Uganda)
2 of 2
Being able to arrange sections based on operands rather than data elements (the primary motivation here is having items be vertical)
Colour cues are useful to users (e.g. highlighting cells with a certain colour given an operand’s selection) (helps users as they enter data)
EMIS Termly Data Reporting Form
Notes:
EMIS Termly Data Reporting Form & Surveys in General
Use Case: As an aggregate district data entrant and analyst, I want to enter all my data both Yes/No/Option questions together with aggregate data in one entry screen/capture and analyze them all using the same analytics tools
Country implementation experience: Using Tracker/Events has not been a great solution.
Example:
EMIS Termly Data reporting form (Paper 1 of 11 screenshots)
Dasiy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 2 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 3 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 4 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 5 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 6 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 7 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 8 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 9 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 10 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Paper 11 of 11 screenshots)
Daisy, (HISP Uganda)
Example:
EMIS Termly Data reporting form (Digital)
Dasiy, (HISP Uganda)
Example:
J. Paul
Example:
J. Paul
Performance Based Finance used a custom display of data entry form
The standard entry form missed custom display and additional columns for the specific use cases
Display and integration with core data entry and tracker app displays and data source
Example:
Ministry of Health and Sanitation.
Monthly Summary of Out-Patient Morbidity
Calle
Example:
Monthly Summary of Paediatric HIV/AIDS
Calle
Example:
ART Register
Calle
Example:
PEPFAR Custom Forms - Kyle Pittleman
(details in link)
Example:
PEPFAR Custom Forms - Kyle Pittleman
(details in link)
Example:
[PAPER FORM] INFORMATION FORM BOOK 8: REGISTER OF PLANNED PARENTHOOD [HISP Tanzania]
Example:
[Custom form] INFORMATION FORM BOOK 8: REGISTER OF PLANNED PARENTHOOD [HISP Tanzania]
Added scripting to trigger hide and show fields