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I-TECH OverviewI-TECH
OverviewTrainSMART
I-TECH
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.
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
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
Login Page
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
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
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
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.
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
Add New Training Cont.
Tracker funders and funding amounts
Multiple fields for adding comments
Add New Training Cont.
Easily search for and add trainers and participants to the training
Attach documents to share with other users
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
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
Searching for a Person
The user can set criteria to limit what people are returned
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
A Person’s Record (continued)
If needed, personal contact information can also be stored
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
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.)
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
Facility Information
Reports
Reports are organized into groups based on type of report
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
Reports (continued)
Other reports return line by line data based on the criteria selected
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
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
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
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
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
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
Load data from Excel
Adding Users
Select which access level the user should have
Select which organizations data the user can manipulate
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.
Training Title Region ParticipantsMOH TB Guidelines Region 1 16MOH TB Guidelines Region 2 16MOH TB Guidelines Region 4 383MOH TB Guidelines Region 7 53MOH TB Guidelines Region 9 25
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.
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.
Countries using TrainSMARTCaribbean 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.
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.
TrainSMART Demo Site
URL:
http://demo.trainingdata.org
Login: demo
Password: demo4ITECH
