I-TECH Overview

1. I-TECH Overview TrainSMARTI-TECH

2. Description • Open-source, web-based training data collection system • Allows users to accurately track data about training programs, trainers, and trainees • Robust reporting module that includes both canned reports as well as customized reports • Accessible to users with Internet connectivity, even at dial-up speeds. • Data input interfaces are simple, intuitive, and match many of the paper forms on which data is often first recorded. • The web interface is permission-based, which allows different user groups to perform different functions within the website––administrators can configure user permissions; data entry staff can enter data but not run reports; managers can design and generate reports from the data; and stakeholders or funders can be granted a login to see a summary of activities or data.

3. Facts • Open Source LAMP Technology (Linux, Apache, MySQL, PHP) • Accessed via a web site • Browsers supported: Internet Explorer 7 Firefox Version 1 and higher • Can be hosted by I-TECH or on your own server • Sites can be created as needed to coincide with country projects • Labels for forms and reports are customizable at the country level • Currently translated into English, French, and Swahili

4. Why is TrainSMART Important? Many funders require training data as a condition of awards and TrainSMART provides a uniform data collection system that can be used across many projects and in most settings Provides real-time data access to all interested parties. These include in- country offices, Headquarters, local Ministries and CDC and USAID offices Assists projects in reporting data to various funders and partners Measures programs inputs and outputs and helps to determine program outcomes Creates a way to store data that is secure and backed up Data quality can easily be assessed Data can be reviewed and missing or inaccurate data can easily be fixed

5. Login Page

6. Landing Page Data Summary – quick snapshot of the data in the system Future Trainings – lists any trainings that happen in the future Incomplete Trainings – lists any trainings that are missing certain information To be Approved – a feature that allows certain users to approve a trainings prior to it appearing in the system Attached Documents – gives users the ability to upload documents to share with other users

7. Training Calendar The calendar allows users to quickly see when classes are scheduled. The calendar can be printed by month. The trainings are hyper-linked allowing the user to easily click through to see more details on the trainings

8. Navigation and Modules The header on each page provides information about the session: who is logged in, languages available, modules Trainings – enter a new training or view/edit an existing training People – enter a new person (participant, trainer, or unattached) or view/edit an existing person Places – enter a new place (facility or training location) or view/edit an existing place Reports – run the reports that are needed Evaluations – create evaluations and attach them to one or multiple trainings My Account – customize the application to meet your needs

9. Add a New Training Training names can be categorized under categories such as HIV, Malaria, or TB Trainings can be tracked where participants are not known.

10. Add New Training Cont. Track many attributes about the training. All fields are customizable so you can track data specific to your project Easily search for and add trainers and participants to the training

11. Add New Training Cont. Tracker funders and funding amounts Multiple fields for adding comments

12. Add New Training Cont. Easily search for and add trainers and participants to the training Attach documents to share with other users

13. Searching for a Training There are a variety of criteria the user can set to return only specific trainings The data returned can be exported to excel and the table is sortable by each column a-z or z-a

14. Add a New Person – Duplicate Check When entering a new person the system will check existing people and return possible matches, this reduces double entry and increases data integrity

15. Searching for a Person The user can set criteria to limit what people are returned

16. A Person’s Record Many of the fields can be turned off if you are not collecting this data Location of a person is driven by their facility or workplace

17. A Person’s Record (continued) If needed, personal contact information can also be stored

18. A Person’s Record (continued) Capture cadre and responsibilities The drop down menus can easily be changed to meet your needs by adding , deleting, or reconfiguring the data

19. A Person’s Record (continued) The application can match training needed to upcoming trainings A table displays classes taken There is the ability to enter a class taken by the person when the training is not in the system Change history tracks changes made to the person’s record (they change facilities, name, age etc.)

20. Trainer Information If the person is a trainer there are additional data points to capture this information A table will appear showing the classes this person has taught

21. Facility Information

22. Reports Reports are organized into groups based on type of report

23. Reports (continued) Data is returned from a report in a the table format. The table can be exported to excel for further analysis, printed, copied, or sorted Some reports return counts of individuals grouped by the criteria selected

24. Reports (continued) Other reports return line by line data based on the criteria selected

25. Evaluations The evaluation section allows the user to create evaluations, print, and assign evaluations Evaluations can contain questions using a likert scale or a text box One evaluation can be assigned to multiple trainings. Results group likert answers and display each text box answer separetly

26. External Application There is an off-line component that can be downloaded via the administrative section The application runs on a local machine in areas with little or no connectivity This application looks and feels like the on-line version Data can be uploaded to the on-line version when there is connectivity

27. Country Setup Country setup allows an administrator the ability to change the logo and the name of the system Modules can be turned off/on Languages can be selected

28. Training Settings Training settings allows the user to change the label of most data points, turn off/on many fields and set values for the drop down menus

29. People Settings People settings allows the user to change the label of most data points, turn off/on many fields and set values for the drop down menus

30. Drop Down Menus The hyper links on the left allow the user to create the values in the drop down lists. In addition to entering values defaults can be set to assist in data entry. Once entered values can be edited and deleted

31. Load data from Excel

32. Adding Users Select which access level the user should have Select which organizations data the user can manipulate

33. Data to Drive Decisions A MOH released a new set of TB guidelines. To ensure clinicians were aware of the new guidelines the MOH wanted to see what regions had not received a TB training in the last year. The report ran shows that only 5 out of the 10 regions received a TB training in the last year. This will help the MOH focus trainings for the coming year.

34. Data to Drive Decisions Many programs have the issue of training the same person multiple times in the same topics. A report can be run that shows what classes the participants took and when. It may be determined that taking the course every year is the best way to keep up to date but the program will be able to make that informed decision using the data.

35. Data to Drive Decisions A project wanted to determine if their training was increasing participants test scores. A report can show increases from pre-test to post-test. Once the change is known further qualitative studies can determine if the increase is enough to be a success.

36. Countries using TrainSMART Caribbean HIV/AIDS regional training network (CHART): administrated by the central office in Kingston Jamaica with offices in 5 other countries entering data on a regular basis Botswana: I-TECH using TS to track in-country trainings Ethiopia: I-TECH office is using TS to track trainings that they conduct. AidSTAR is using TrainSMART to track their community outreach trainings Guyana: Using TS as their national training database. Haiti: Used by I-TECH and 4 partners to track their trainings. Will begin using TS as their national training database with administrative users in each department India: The State of Tamil Nadu Aids Control Society (TANSACS) is using TrainSMART to track their statewide HIV trainings Mozambique: I-TECH is using TS to track their trainings Namibia: I-TECH has three TS sites running: I-TECH trainings, Department of Defense trainings, I-TECH’s DVC program South Africa: The states of Limpopo, Mpumalanga, and Free State are using TrainSMART to track all HIV trainings conducted within their states Tanzania: I-TECH is using one site to track their trainings. There is another site that is used by 9 USG funded HIV training partners and for a local government pilot. Zambia: CIDRZ has signed a licensing agreement with I-TECH and is running TS on their own servers Engender Health: Engender contracted with I-TECH to modify TrainSMART to meet their needs.  They currently have 32 sites up and running. Uganda: The Integrated Infectious Diseases Capacity-Building Evaluation (IDCAP) is running TrainSMART on local servers to track participation at on-site support (OSS) sessions. 

37. Steps for Moving Forward I-TECH can host TrainSMART sites on our servers that are available 24/7 for a yearly hosting fee. As new modules and enhancements are funded and developed they will be automatically rolled out to all sites that are hosted on the I-TECH server. If a site is hosted on another server, the software is provided free of charge. However, it is up to that organization to incorporate new modules and enhancements. I-TECH staff are available to provide technical assistance in implementing TrainSMART in all areas including: Needs assessments, Site customization (develop specifications, determine costs, and further manage the development process from start to finish), Site localization (setting field names and pull-down menus, developing paper forms), Development and updates of release notes, user manuals, and training materials, Conducting trainings, and Follow-up support.

38. TrainSMART Demo Site URL: http://demo.trainingdata.org Login: demo Password: demo4ITECH

39. Robert McLaughlinrobmcl@uw.edu206.897.1823 Questions?