HCM Declarative Statements & FAQs

HCM Overview

Mobile App

• The mobile application is offline first and needs the internet to log in and initialise it once, after which, it can be used offline.

• All workflows in the application have some mandatory fields, which can be disabled by updating the code configuration (Needs a technical resource to make the changes- UI will be available from March 2025 onwards through HCM Console).

• All workflow screens have the flexibility of additional data fields, which can be configured by updating the code configuration (Needs a technical resource to make the changes- UI will be available from March 2025 onwards through HCM Console).

  • Note: Additional fields configured will not be available as KPI’s on the dashboards by default. Any KPIs that need data from the additional fields will need configuration effort (Needs a technical resource to make the changes- UI will be available from March 2025 onwards through HCM Console). The new KPIs can be configured through the Kibana dashboard integrated within the DSS dashboard.

• Fields in the any mobile app workflows can be enabled/disabled or made mandatory or optional by updating the code configuration (Needs a technical resource to make the changes- UI will be available from March 2025 onwards through HCM Console).

• Adding and updating validation to any field in the workflow can be done by updating the code configuration (Needs a technical resource to make the changes- UI will be available from March 2025 onwards through HCM Console).

• Sync:

  • Since the mobile app is offline first, all the data collected while offline is transmitted to the server upon connecting to the internet. Two types of sync approaches are implemented.

  1. Auto Sync: The application smartly checks if the internet is available and what the bandwidth is. Based on the network strength, it creates a batch of records (Batch size is proportional to the internet bandwidth) and sends the records to the server. Auto-sync can be configured to run at a periodic interval.

  - Auto sync is used for up sync (data from the mobile is sent to the server).

- Auto sync is automatically disabled once the battery percentage falls below the configured threshold.

- Auto sync runs in the background and does not block the user from creating new records.

2. Manual Sync: The user may choose to initiate a sync manually. Manual sync will only be triggered when the background auto sync is not active.

- Manual sync is based on user input/user action.

- Manual sync is used for up-syncing and down-syncing.

- Downsync is used to download the master data which will be required when the device goes offline. Downsync is triggered on every login.

Web App

The web app provides the following capabilities:

• Dashboards: Users having access to dashboards can view the dashboards using the web app.

• User management and complaint management (help desk features) are also available via the web application.

• Console: A UI interface for setting up campaigns for system administrators.

Modules in HCM

Module 1: DIGIT and Campaign Setup

• DIGIT HCM supports all types of campaigns. This includes configuring -

- Single round, household campaigns like a Bednet campaign, IRS campaigns

- Single round individual campaigns like MDA campaigns for Neglected Tropical Diseases (NTD), etc.

- Multi-round individual campaign like SMC campaigns.

- Managing campaigns at facilities such as schools, orphanages, and at transit posts will be available in the 1.6 version

• HCM has been used for ITN, SMC, NTD campaigns, and supports IRS campaigns too with the 1.5 version.

Module 2: User and Role Management:

• HCM provides a UI to create and manage users and assign them to campaigns.

• Bulk user creation is possible but via backend configuration (Needs a technical resource, but UI based bulk uploads can be handled through the HCM Console).

• HCM provided RBAC (Role-based access control). There are a couple of default roles configured with the product (Registrar, Distributor, Warehouse Manager, Supervisors at various levels, system administrator).

- New roles can be configured by backend configuration (Needs a technical resource, but UI based configuration will be through the HCM Console in the future).

• HCM uses master data to set up the campaign system. This is possible by backend configuration as well as via the UI as a part of workbench v1.2.

Module 3: Microplanning

• HCM v1.5 cannot support the microplanning process (this includes creation, update, and sharing of microplan).

- Will be available in v1.6 as a web app.

• In its current version, the product can ingest the outputs of the microplan (which includes boundary list, targets, and duration for each boundary.

- These boundaries and their targets/periods are used to set up the dashboard KPIs.

Module 4: HCM Console

HCM Console is designed for individuals familiar with the on-ground execution of health campaigns. These users understand key terms like cycles, deliveries, doses, boundaries, and campaign hierarchies. However, they are not expected to be tech-savvy, and we aim to eliminate the need for them to grasp technical concepts like JSON files, schemas, APIs, MDMS, services, or intricate UI/UX designs. In short, HCM Console prioritises intuitive user experience with extensive guidance throughout the campaign creation and execution process.

Campaign Setup Process:

• HCM Console is an online-first desktop web application, which can be used by personas like programme managers, system administrators, or implementation partners to create, manage, and configure campaigns on HCM.

• As of version 0.3, HCM Console supports the creation, management and configuration of three campaign types: SMC Campaign, Bednet Campaign, and IRS Campaign.

• The process of campaign creation comprises the following steps:

  • Selecting Campaign Type - SMC, Bednet, IRS (or any other campaigns enabled in later versions).

  • Assigning campaign names.

  • Boundary selection from preloaded set of boundaries.

  • Selecting campaign start and end dates.

  • Setting the number of cycles and the number of deliveries in each cycle.

  • Setting cycle dates.

  • Set delivery rules/eligibility criteria for each delivery.

  • Set target data at the lowest level of boundary hierarchy for the campaign being created.

  • Create facility data for the campaign being created.

  • Create an app user data for the campaign being created.

• Console also supports saving campaigns in draft state, where the users can choose to upload campaign meta data to create campaigns on Console bit by bit as they collect/receive the relevant data needed for each step of the campaign creation process.

Modify Campaign Set Up:

Once the campaign is created, the user can manage/update data around the ongoing campaigns. The data that can be updated during campaign runtime are:

• Edit campaign and cycle dates.

• Add new boundaries during campaign runtime.

• Edit target data during campaign runtime.

• Edit the facility data during campaign runtime.

• Edit app user data during campaign runtime.

App Configuration Through Console:

• After a campaign is created, the user needs to define the app configuration for a given campaign that is created. The app configurations that can be defined in this version are:

- Create checklists for all actors in a campaign.

- Activate/deactivate post intervention flow - Refusal, Referral, and Side Effects, and define reasons for each.

Master Data Management Through Console: Boundary Data Management: The Console user can set up boundary data through either ShapeFiles or through Excel. The user can choose to import ShapeFiles from GeoPoDe or create their own ShapeFiles and upload them on the Console. Either way, the user will have to follow the schema defined by GeoPoDe for uploading ShapeFiles.Alternatively, the Console user can also set up boundary data through Excel, which will be a basic line by line mapping of all the boundary data available in a given province or a country. Actions available to the user: The user can choose to create new data from scratch once and then edit the same data again using Console. The user can also view data from other programmes and download it (as Shapefiles or Excel) if they feel the data is useful.

Module 5: Supply Chain

The HCM Supply chain module supports two primary use cases:

• Stock Management for warehouses (Used by the warehouse manager)

• HCM can be used to track movement of stock throughout the supply chain to record stock transactions (all the below mentioned transactions) between:

- Two warehouses (Upstream, downstream, or lateral movement).

- Warehouse and field teams, and vice versa.

• Automatically calculate the available stock on hand based on transactions created by the warehouse manager (specific for stock transactions created for a particular product at the warehouse, which are available locally in the mobile device).

• DIGIT HCM mobile application can be used by the warehouse manager to scan the bales (Container for bed nets) and link the scanned 2D codes to the stock transactions if the 2D bar codes are compliant with GS1 standards.

Module 6: Training

• The demo/UAT versions of the application can be used to train the campaign staff on the application and dashboard.

Module 7: Registration

• Field teams can use the HCM mobile application to register beneficiaries for the campaign.

• In HCM, users must create a household with its location and then add at least one individual to the household (individuals cannot exist without the household).

• HCM by default supports door-to-door registration, but can be configured to support fixed-post registration as well (Needs a technical resource to make the changes, to manage through Console in the future).

• HCM can support QR code/ 2D bar code based registration by linking a unique voucher to the registered beneficiary within the application.

• HCM can support location tracking and visualisation by recording and linking latitude and longitudinal coordinates for each household registered.

• HCM captures the location of the users at frequent intervals, which will help to track the time spent on the field and hence adherence to the SOPs during campaigns.

• In the 1.7 version, HCM allows enumeration of members belonging to communal living facilities such as orphanages, refugee camps, schools, etc.

Module 8: Service Delivery & Distribution

• Field teams can use the HCM mobile application to search previously registered beneficiaries (local device offline search) and record service delivery.

• The HCM app by default, supports registration and delivery as two separate flows (both the activities happen at different points in time), but can be configured to support a workflow where registration and delivery are done together (Needs a technical resource to make the changes, to manage through the Console in the future).

• Field teams can scan 2D code printed on the resources to link the resources with the delivery transaction (Provided the code is compliant with GS1 standards).

• HCM can support location tracking and visualisation by recording and linking latitude and longitudinal coordinates for each service delivery transaction.

• In the 1.7 version, DIGIT HCM allows distribution of services to members belonging to communal living facilities such as orphanages, refugee camps, schools, etc.

• With the latest version, the eligibility criteria can be determined through a checklist and based on which the beneficiary can be administered, referred to a health facility or marked as ineligible.

Module 9: Monitoring & Evaluation

Monitoring and Evaluation (MnE) is supporting via two major use cases:

• Supervision: HCM allows creation of checklists for supervision/inspections to be filled using the mobile app.

- Checklists can be created via backend configurations (This can be done through the UI using HCM Console).

- The checklists are basic forms that support the following question-answer type: Short answer, long answer, radio buttons, and multiple choice answers.

- Geo-tagging of checklists will be available in v1.5 onwards.

- The current checklists support conditional login and validations such as mandatory/ optional, min and max length, skip logic, etc.

• Dashboards: HCM offers an out-of-the-box dashboard for key metrics and indicators (Metric available for ITN, SMC, IRS campaigns. Metrics for NTD campaigns will be available from January 2025 onwards).

• Dashboard metrics and indicators are created/updated via backend configurations. The dashboard has a Kibana integration that can be used to configure any custom KPIs and charts.

• Mobile dashboards: An online mobile dashboard is available for the team supervisors to track key performance metrics of the field teams. This dashboard is accessible on the app based on the configured role.

• A help text can be provided to the checklists questions with the latest update.

• Custom reports can be generated via backend configurations (Needs a technical resource to make the changes, UI to be provided in the future).

Module 10: Attendance

• The Attendance module will allow supervisors to mark attendance for their attendees, which will, in turn, help the system maintain the authenticity of records and provide consistent data for payments to the attendees.

• The module enables supervisors to mark attendance for their attendees in an offline-first manner. The attendance can be marked in 2 ways, based on the type of attendance structure chosen by the programme team: Attendance recording once a day, and attendance recording twice a day (morning and evening).

• HCM can be used to track attendance of campaign staff during various events such as training, microplanning, or actual campaigns.

• The attendance register is created by a technical resource for each of the events. This will be managed through the HCM Console in the future.

Module 11: Payments

• The payments module will allow a supervisor at a ground level to view, edit, and approve the attendance for different events across boundaries.

• Create a muster roll based on the approval of a register.

• The module will allow for viewing the approved registers, collating them together at a boundary and event level, and generating a payment report.

• Allows the user to download the payment report in Excel/PDF formats.

• For more details, click here.