dhis2-devs team mailing list archive
-
dhis2-devs team
-
Mailing list archive
-
Message #20086
[Branch ~dhis2-documenters/dhis2/dhis2-docbook-docs] Rev 622: Data set properties
------------------------------------------------------------
revno: 622
committer: Lars Helge Øverland <larshelge@xxxxxxxxx>
branch nick: dhis2-docbook-docs
timestamp: Thu 2012-11-15 10:29:10 +0100
message:
Data set properties
modified:
src/docbkx/en/dhis2_user_man_datasets_forms.xml
--
lp:~dhis2-documenters/dhis2/dhis2-docbook-docs
https://code.launchpad.net/~dhis2-documenters/dhis2/dhis2-docbook-docs
Your team DHIS 2 developers is subscribed to branch lp:~dhis2-documenters/dhis2/dhis2-docbook-docs.
To unsubscribe from this branch go to https://code.launchpad.net/~dhis2-documenters/dhis2/dhis2-docbook-docs/+edit-subscription
=== modified file 'src/docbkx/en/dhis2_user_man_datasets_forms.xml'
--- src/docbkx/en/dhis2_user_man_datasets_forms.xml 2012-04-16 13:42:40 +0000
+++ src/docbkx/en/dhis2_user_man_datasets_forms.xml 2012-11-15 09:29:10 +0000
@@ -1,16 +1,83 @@
<?xml version='1.0' encoding='UTF-8'?>
<!-- This document was created with Syntext Serna Free. --><!DOCTYPE chapter PUBLIC "-//OASIS//DTD DocBook XML V4.4//EN" "docbookV4.5/docbookx.dtd" []>
<chapter>
- <title>Datasets and data entry forms</title>
+ <title>Data sets and data entry forms</title>
<section id="datasets">
- <title>Datasets</title>
- <para>All data entry in DHIS2 is organised through the use of datasets. You can add and edit datasets in Maintenance->Datasets. A dataset is a collection of data elements grouped together for data collection and data export between instances of DHIS2 (e.g. from a district office local installation to a national server). .</para>
- <para>A dataset also has a frequency which controls the data collection frequency, which can be daily, weekly, monthly, quarterly, six-monthly, or yearly. Both which data elements to include in the dataset and the frequency is set in the Add/Edit Dataset window, together with a name, short name, and code. In order to use a dataset to collect data for a specific orgunit you must assign the orgunit to the dataset, and this mechanism controls which orgunits that can use which datasets. </para>
- <para>Datasets also are assigned to specific organisation units which will be allowed to enter data for all data elements in a given dataset. You can assign orgunits to a dataset in the Dataset Management (list of available datasets are shown) by clicking on the blue folder icon, the first icon under Operations, corresponding to the dataset you would like to modify. Alternatively you can manage orgunit assignments for all datasets together in the Dataset Assignment Editor (available in the right-side menu for Datasets). </para>
- <para>Your dataset will then be ready to be used in Services->Data Entry for the orgunits that you have assigned and for periods according to your selected frequency (period type).</para>
+ <title>Data sets</title>
+ <para>All data entry in DHIS2 is organised through the use of data sets. You can add and edit
+ data sets in Maintenance->Data sets. A data set is a collection of data elements grouped
+ together for data collection and data export between instances of DHIS2 (e.g. from a district
+ office local installation to a national server). </para>
+ <para>A data set has a data collection frequency which can be set through the period type
+ property. The frequency can be daily, weekly, monthly, quarterly, six-monthly, or yearly.
+ Which data elements to include in the data set and the frequency are set in the Add/Edit Data
+ set window. In order to use a data set to collect data for a specific orgunit you must assign
+ the orgunit to the data set, and this mechanism controls which org units that can use which
+ data sets. </para>
+ <para>Data sets also are assigned to specific organisation units which will be allowed to enter
+ data for all data elements in that data set. You can assign org units to a data set in the
+ Data set management by clicking on the blue folder icon, the first icon under Operations, next
+ to the data set you would like to modify. Alternatively you can manage orgunit assignments for
+ all data sets together in the Data set Assignment Editor (available in the right-side menu). </para>
+ <para>A data set has several properties that must be entered when creating a new one. Name,
+ short name, code and description should be used to identify and describe the data set. The
+ other properties deserve an explanation:</para>
+ <itemizedlist>
+ <listitem>
+ <para>Expiry days: Controls for how long it should be possible to enter data in data entry
+ for this data set. Expiry days refer to the number of days after the end date of the
+ selected data entry period where the data entry form should be open for entry. After the
+ number of days has expired, the data set will be locked for further entry. You can set
+ manual exceptions to this using the lock exception functionality in data administration
+ module.</para>
+ </listitem>
+ <listitem>
+ <para>Complete notification recipients: Sets which users should receive a message with a
+ notification about this data set being marked as complete in data entry. In this list you
+ can select a user group, and all members in this group will receive a notification. The
+ message will be delivered through the DHIS messaging system.</para>
+ </listitem>
+ <listitem>
+ <para>Skip aggregation: Define whether data for this data set should be skipped during data
+ mart generation. You should leave this on no, which is the default behavior, in most
+ situations. Can be useful if you have limited server resources and are setting up new
+ experimental data sets.</para>
+ </listitem>
+ <listitem>
+ <para>Allow future periods: Defines whether it should be possible to enter data for future
+ periods for this data set in data entry. The default behavior is to allow data entry only
+ for periods which have passed, i.e. the end date is after today's date. If set to yes you
+ can enter data for future periods, which is useful e.g. for population, target and
+ planning data.'</para>
+ </listitem>
+ <listitem>
+ <para>All fields for data elements required: Defines whether it is mandatory to fill all
+ values for a data element in data entry if one or more values have been filled. This means
+ that if the user enters one data value for a data element in an entry field (i.e. for a
+ category option combination), then she must enter data for all fields belonging to that
+ data element (i.e. all category option combinations).</para>
+ </listitem>
+ <listitem>
+ <para>Complete allowed only if validation passes: Controles whether it should be possible to
+ mark a data entry form as complete only if the validation of that form is sucessful.
+ Default behavior is yes. If set to no, then a user cannot mark the form complete if
+ validation fails.</para>
+ </listitem>
+ <listitem>
+ <para>Skip Offline: Controls whether this data entry form should be downloaded and saved in
+ the user's web browser. Normally you should leave this on no, which is the default
+ behavior. If you have forms which are rarely used and are very big you can consider
+ setting it to yes to speed up initial loading of the data entry module.</para>
+ </listitem>
+ </itemizedlist>
+ <para>Your data set will then be ready to be used in Services->Data Entry for the org units
+ that you have assigned and for periods according to your selected frequency (period
+ type).</para>
<section id="dataSet">
- <title>Dataset management</title>
- <para>The dataset management function allows you to create new datasets and manage existing ones. The dialog can be reached by choosing Maintenance->Datasets->Dataset. A sample dialog is displayed below.</para>
+ <title>Data set management</title>
+ <para>The data set management function allows you to create new data sets and manage existing
+ ones. The dialog can be reached by choosing Maintenance->Data sets->Data set. A sample
+ dialog is displayed below.</para>
<screenshot>
<mediaobject>
<imageobject>
@@ -21,19 +88,33 @@
<itemizedlist>
<para>Each of the functions is described below.</para>
<listitem>
- <para>Sort: This controls the custom sort order. Depending on the systems settings, users will see the datasets ordered in the specific order which you provide. </para>
- </listitem>
- <listitem>
- <para>Add new: Adds a new dataset. When pressing this button, you can create a new dataset. You need to provide a name, shortname and frequency. The "Code" attribute is optional. Data elements can be added to the "Selected data element" list by selecting them individually. and pressing the <inlinegraphic fileref="resources/images/dhis2_images/move_right.png"/> button. Indicators can also be added to data sets and will be available to be placed in custom data entry forms when they need to be shown along with data elements on the same data entry form. Press "Save" to add the new dataset. </para>
- </listitem>
- <listitem>
- <para><inlinegraphic fileref="resources/images/dhis2_images/assign.png"/> Assign organisation units to datasets: This function will allow you to assign individual organisational units to a dataset. Only organisational units which have been assigned to a dataset will be allowed to enter data into the dataset. </para>
- </listitem>
- <listitem>
- <para><inlinegraphic fileref="resources/images/dhis2_images/edit.png"/> Edit dataset: This will allow you to edit existing datasets, for instance when you need to add or remove data elements and indicators to a given dataset.</para>
- </listitem>
- <listitem>
- <para><inlinegraphic fileref="resources/images/dhis2_images/i18n.png"/> Translate: Allows you to translate the name of a dataset to a different language.</para>
+ <para>Sort: This controls the custom sort order. Depending on the systems settings, users
+ will see the data sets ordered in the specific order which you provide. </para>
+ </listitem>
+ <listitem>
+ <para>Add new: Adds a new data set. When pressing this button, you can create a new data
+ set. You need to provide a name, shortname and frequency. The "Code" attribute
+ is optional. Data elements can be added to the "Selected data element" list by
+ selecting them individually. and pressing the <inlinegraphic
+ fileref="resources/images/dhis2_images/move_right.png"/> button. Indicators can also
+ be added to data sets and will be available to be placed in custom data entry forms when
+ they need to be shown along with data elements on the same data entry form. Press
+ "Save" to add the new data set. </para>
+ </listitem>
+ <listitem>
+ <para><inlinegraphic fileref="resources/images/dhis2_images/assign.png"/> Assign
+ organisation units to data sets: This function will allow you to assign individual
+ organisational units to a data set. Only organisational units which have been assigned
+ to a data set will be allowed to enter data into the data set. </para>
+ </listitem>
+ <listitem>
+ <para><inlinegraphic fileref="resources/images/dhis2_images/edit.png"/> Edit data set:
+ This will allow you to edit existing data sets, for instance when you need to add or
+ remove data elements and indicators to a given data set.</para>
+ </listitem>
+ <listitem>
+ <para><inlinegraphic fileref="resources/images/dhis2_images/i18n.png"/> Translate: Allows
+ you to translate the name of a data set to a different language.</para>
</listitem>
<listitem>
<para><inlinegraphic fileref="resources/images/dhis2_images/edit_layout.png"/> Create or edit a custom data entry form. Refer to <xref linkend="customDataEntryForms"/> for detailed information of how to use this function. </para>
@@ -42,24 +123,40 @@
<para><inlinegraphic fileref="resources/images/dhis2_images/edit_compulsory_data_elements.png"/> Edit compulsory data elements: This dialog will allow you to add or remove data elements which will be marked as compulsory during data entry. </para>
</listitem>
<listitem>
- <para><inlinegraphic fileref="resources/images/dhis2_images/delete.png"/> Delete: Completely removes a dataset from the system. </para>
+ <para><inlinegraphic fileref="resources/images/dhis2_images/delete.png"/> Delete:
+ Completely removes a data set from the system. </para>
<warning>
- <para>Any dataset which is deleted from the system, is irrevocably lost. All data entry forms, and sectrion forms which may have been developed will also be removed. Ensure that you have made a backup of your database before deleting any dataset in case you need to restore it at some point in time.</para>
+ <para>Any data set which is deleted from the system is irrevocably lost. All data entry
+ forms, and sectrion forms which may have been developed will also be removed. Ensure
+ that you have made a backup of your database before deleting any data set in case you
+ need to restore it at some point in time.</para>
</warning>
</listitem>
<listitem>
- <para><inlinegraphic fileref="resources/images/dhis2_images/information.png"/> Information: Display some informative information about the dataset, including the number of data elements, the frequency, and which data entry form has been assigned to the dataset.</para>
+ <para><inlinegraphic fileref="resources/images/dhis2_images/information.png"/>
+ Information: Display some informative information about the data set, including the
+ number of data elements, the frequency, and which data entry form has been assigned to
+ the data set.</para>
</listitem>
</itemizedlist>
</section>
</section>
<section>
<title>Data Entry Forms</title>
- <para>Once you have assigned a dataset to an orgunit that dataset will be made available in Data Entry (under Services) for the orgunits you have assigned it to. A default data entry form will then be shown, which is simply a list of the data elements you belonging to the dataset together with a column for inputting the values. If your dataset contains data elements with a non-default categorycombination, such as age groups or gender then additional columns will be automatically generated in the default form based on the different options/dimensions. </para>
+ <para>Once you have assigned a data set to an orgunit that data set will be made available in
+ Data Entry for the orgunits you have assigned it to. A default data entry form will then be
+ shown, which is simply a list of the data elements belonging to the data set together with a
+ column for inputting the values. If your data set contains data elements with a non-default
+ categorycombination, such as age groups or gender then additional columns will be
+ automatically generated in the default form based on the different options/dimensions. </para>
<para>If you use more than one dataelement category combination you will get multiple columns in the data entry form with different column headings for the options. In addition to the default list-based data entry form there are two more alternatives, the section-based form and the custom form.</para>
<section>
<title>Section forms</title>
- <para>Section forms allow for a bit more flexibility when it comes to using tabular forms and are quick and simple to design. Often your data entry form will need multiple tables with subheadings, and sometimes you need to disable (grey out) a few fields in the table, both of these functions are supported in section forms. This function can be access by choosing Maintenance->Dataset Section. </para>
+ <para>Section forms allow for a bit more flexibility when it comes to using tabular forms and
+ are quick and simple to design. Often your data entry form will need multiple tables with
+ subheadings, and sometimes you need to disable (grey out) a few fields in the table, both of
+ these functions are supported in section forms. This function can be access by choosing
+ Maintenance->Data set Section. </para>
</section>
<section id="dataSetSection">
<title>Adding a new section form</title>
@@ -67,18 +164,33 @@
<para>When designing a section form the procedure is as follows:</para>
<orderedlist>
<listitem>
- <para> Set up your dataset as described in <xref linkend="datasets"/></para>
+ <para> Set up your data set as described in <xref linkend="datasets"/></para>
</listitem>
<listitem>
- <para>Open the DataSet Section window (from right side menu under Datasets) and add your sections one by one. To add a new section to a section form, first choose the dataset from the "Select dataset" combo box. Then choose the specific category combo and press "Add new". You can now add data elements from the "Available data element" list on the left to the "Selected data elements" list on the right. Data elements can be sorted within the section with the use of the "Move up" <inlinegraphic fileref="resources/images/dhis2_images/move_up.png"/> and "Move down" <inlinegraphic fileref="resources/images/dhis2_images/move_down.png"/> buttons. Be sure to press "Save" once you have finished.<note>
+ <para>Open the Data Set Section window (from right side menu under Data sets) and add your
+ sections one by one. To add a new section to a section form, first choose the data set
+ from the "Select data set" combo box. Then choose the specific category combo
+ and press "Add new". You can now add data elements from the "Available
+ data element" list on the left to the "Selected data elements" list on
+ the right. Data elements can be sorted within the section with the use of the "Move
+ up" <inlinegraphic fileref="resources/images/dhis2_images/move_up.png"/> and
+ "Move down" <inlinegraphic
+ fileref="resources/images/dhis2_images/move_down.png"/> buttons. Be sure to press
+ "Save" once you have finished.<note>
<para>You can only use one data element category combination per section. </para>
</note></para>
</listitem>
<listitem>
- <para> You may need to control how the data element sections are displayed on the final form. In Dataset Section management, select the dataset from the "Dataset" drop-down box, then leave [All] in the "Select Category Combo" drop-down. Click on "Sort section" to sort the order of appearance of your sections in the data entry form.</para>
+ <para> You may need to control how the data element sections are displayed on the final
+ form. In Data set Section management, select the data set from the "Data set"
+ drop-down box, then leave [All] in the "Select Category Combo" drop-down.
+ Click on "Sort section" to sort the order of appearance of your sections in
+ the data entry form.</para>
</listitem>
<listitem>
- <para>In Data Entry you can now start using the Section form (should appear automatically when sections are available for the selected dataset). Datasets which have section forms will automatically display the section form.</para>
+ <para>In Data Entry you can now start using the Section form (should appear automatically
+ when sections are available for the selected data set). Data sets which have section
+ forms will automatically display the section form.</para>
</listitem>
<listitem>
<para>Certain data elements may need to be disabled for data entry. Clicking on the <inlinegraphic fileref="resources/images/dhis2_images/edit_layout.png"/> "Section grey field management" icon will allow you to disable specific data element category options as seen below. Pressing the "Disable" button will prevent data from being entered into this specific data element/category option during data entry. Be sure to press "Done" to save your changes.</para>
@@ -91,7 +203,11 @@
</screenshot>
</listitem>
</orderedlist>
- <para>A sample section form is displayed in the next figure. Notice how each data element category has been separated into a separate section, and a data entry table has been automatically generated by the system. Use of section forms in combination with data element categories can drastically reduce the amount of time which is required to create data entry forms for datasets.</para>
+ <para>A sample section form is displayed in the next figure. Notice how each data element
+ category has been separated into a separate section, and a data entry table has been
+ automatically generated by the system. Use of section forms in combination with data element
+ categories can drastically reduce the amount of time which is required to create data entry
+ forms for data sets.</para>
<screenshot>
<screeninfo>Section form example</screeninfo>
<mediaobject>
@@ -105,11 +221,17 @@
<title>Custom Forms</title>
<para>When the form you want to design is to complicated for the default or section forms then your last option is to use a custom form. This takes more time, but gives you full flexibility in term of the design. DHIS2 uses a built-in HTML editor (FcK Editor) for the form designer and you can either design the form in the UI or paste in your HTML directly (using the Source window in the editor). A complete reference for use of the editor can be found <ulink url="http://docs.cksource.com/CKEditor_3.x/Users_Guide";>here</ulink>.</para>
<para>One of the big advantages of custom forms, is that they can be created to mimic existing paper aggregation forms. This makes data entry much easier for users, and should reduce the number of data elements which are incorrectly entered, as they are more easily identifiable when entering data from a paper form. </para>
- <para>Once a custom form has been added to a dataset it will be available in data entry and used automatically. </para>
+ <para>Once a custom form has been added to a data set it will be available in data entry and
+ used automatically. </para>
<note>
- <para>Custom forms are preferentially displayed over section forms. If a dataset has both a section form and a custom form, the custom form will be displayed during data entry. Users will not be able to select which method they wish to input data, so be sure that your custom form contains all data elements which may be required.</para>
+ <para>Custom forms are preferentially displayed over section forms. If a data set has both a
+ section form and a custom form, the custom form will be displayed during data entry. Users
+ will not be able to select which method they wish to input data, so be sure that your
+ custom form contains all data elements which may be required.</para>
</note>
- <para>To add a custom form design to a dataset then first locate your dataset in the Dataset Management window and click on the Design data entry form icon under Operations (the fifth icon), see the mouse-over text to be sure.</para>
+ <para>To add a custom form design to a data set then first locate your data set in the Data
+ set Management window and click on the Design data entry form icon under Operations (the
+ fifth icon), see the mouse-over text to be sure.</para>
<para>First provide a Name for the form. There are a few important buttons in the Editor that you must pay special attention to. The blue monitor icon is the full screen mode on/off button, which can be very useful. The there is a Source button that shows the HTML code for your form. </para>
<para>If you already have the HTML for your form then you should start by pasting it in here. Click on Source again to go back to preview/non-HTML mode. Then there is an icon in the top right corner with a + sign on it, this will open a list of available data elements to add to your form, the Data Element Selector window. </para>
<para>All the input fields need to have a link to a data element or indicator. To add new data elements to the form, double-click them from the data element/indicator box as shown below. You can also select a data element/indicator and press the "+Insert" button. You can switch between either data elements or indicators by pressing the respective buttons.</para>
