We manage field activities involving teams and assignments, where data collection is a core task. Activities may target specific entities such as locations, health facilities, or people, and could involve tasks like distributing items (e.g., ITNs, medicines) or supervising teams. Each team has planned locations and allocated quantities for their assignments.
Current Design:
- Assignments: Link an activity, orgUnit, team, and day.
- Activity: Groups assignments, teams, and tasks within a defined time frame.
- Teams: A "person entity" created before linking a user, allowing assignment distribution. Later, a user can be linked to a person to gain permissions and configurations upon login.
- Users: Store login info (username, password, etc.).
- DataForm Templates: Templates for data collection, varying per team/task.
- Data Submission: Stores submitted data linked to teams and assignments.
Challenges:
- Dynamic Data Collection: Activities can require reporting on locations, quantities, teams, or tasks.
- User-Specific Access: Control what data (locations, assignments, or teams) a user can select in forms or download for reporting.
- Flexibility and Intuition: System must adapt to different scenarios (e.g., task reporting, supervision visits) while being simple to configure and intuitive for users.
- Reporting: Data must be organized and linked in a way that is easy to export to external systems for advanced analysis and reporting without requiring significant cleaning or transformations.
- Integration with Main System: The system should function as a separate module that is dynamic yet independent of the main ERP system. It should allow seamless data collection and linkage to entities within the ERP system when needed, without being tightly coupled to it.
Goal:
Design a dynamic, adaptable system to manage activities, assignments, and data collection with these considerations:
- Users can easily configure workflows without extensive setup.
- Activities and data collection workflows adapt to different use cases (e.g., reporting on a location, supervising a team).
- Permissions restrict what users can see, download, or select in forms based on their assignments or roles.
- Ensure the data structure is clean, organized, and interoperable with external systems for seamless reporting and analysis.