 Issue 7.3, December 2003 |
Issue 7.3, December 2003 |
New Functionality and Decentralized Data Entry
Getting past technical improvements, IMSMA V3.0 has more everyday functionality. This functionality includes the following points:
IMSMA template reports enable MACs to revise IMSMA’s reporting tools according to local requirements. Older versions provided fewer reports, and non-technical managers often called IMSMA a “black-hole”—put lots of data in the system, retrieve less from the database. Harsh criticism now resolved!
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| Afghanistan’s MACA manages the world’s largest mine action information network, running IMSMA V3.0 and the full SQL Server back-end in Kabul, with decentralized data entry at MACA’s eight AMACs. c/o MACA, Kabul |
Decentralized data entry works nicely at MACA. Granting geographical areas of responsibility to Area Mine Action Centers (AMACs) and giving each AMAC responsibility for data entry streamlines synchronization with headquarters in Kabul. MACA’s large AMACs correspond to the regional mine action centers (RMACs) of smaller programs
Upgrading
Enhancements clearly justify upgrading to IMSMA V3.0. Afghanistan (MACA), Lebanon (the UN Mine Action Coordination Cell [UN-MACC]) and the United States (HDTC and Survey Action Center in Washington) upgraded as soon as it was available with good results. The Azerbaijan National Agency for Mine Action (ANAMA) customized IMSMA V2.2 to meet its needs and is now considering upgrading with help from the GICHD. Others will follow.
Training for IMSMA V3.0 was needed. SysAdmins attended GICHD-ETHZ “Train-the-Trainer” (T-t-T) in Geneva during April 2003. The actual upgrade is straightforward.
Software Requirements
ETHZ’s development team recommends Windows 2000 Professional or XP Professional. IMSMA V3.0 will run on Windows NT, although this is not recommended. HDTC installed IMSMA V3.0 on older NT machines, which worked but did not seem “happy.” NT machines are now upgraded to Windows 2000. Additionally, IMSMA V2.2 must be present, so if an earlier version is installed, upgrade to 2.2 first. Microsoft Office 2000 Professional, not Office XP, is required. Finally, ArcView 3.2a, the same version used by IMSMA V2.2, is used.
Hardware Requirements
The SQL Server back-end may want a better home than the old Access database. HDTC runs IMSMA V3.0 and MSDE on newer mid-range PCs (Windows XP Professional, Pentium 4 1.8 GHz, 256 MB RAM, 40 GB hard disk) with good results, but the database is small. UNMACA runs full the SQL Server on a Pentium 4 with 512 MB RAM and a 150-GB hard disk. Client workstations are similar to HDTC’s server: 256 MB RAM and 40-GB hard disk.
Running the Upgrade
First, make the usual full backups. Be aware of the following:
HDTC and MACA found IMSMA V3.0’s powerful data-cleaning tools effective in cleaning minor data entry errors such as misspellings or different spelling of organization names. The upgrade easily imported names into the new contacts table. HDTC students ran full IMSMA V3.0 and MSDE installations on different PCs, which went well. Sometimes there would be a little “IMSMA bug”—this is normal with highly customized non-commercial software. SysAdmin should report these to the development team but not worry. Installations always ended up running fine.4
Consult with the Swiss support team if you are uncertain about upgrading. Read the manual—it’s a good one.
IMSMA in the MAC
Training Issues
Great tools are of little use without adequate training. One week of local training will work for sharp data entry people familiar with IMSMA V2.2. Managers should realize that added data fields mean some tasks will take longer. SysAdmin, quality assurance and trainers should attend the Geneva T-t-T. They should first be completely familiar with IMSMA V2.2 and ArcView, understand relational database theory and have experience writing SQL queries.
The GICHD runs successful Partnership for Peace seminars in cooperation with the North Atlantic Treaty Organization (NATO) and special GIS conferences. Other training may evolve as IMSMA use accelerates:
Training within the MAC creates a progressive working environment and expedites day-to-day activities. IT cannot be lazy or impatient about training less technically oriented colleagues, and Ops must not have an attitude that they are above doing basic IMSMA tasks. IT people must not have a “knowledge is power” attitude toward sharing information; Ops should not look at IT as “geeks” who cannot understand demining. Hands-on mission-oriented training, using IMSMA reports and GIS queries to develop useful operations information, teaches valuable skills in a practical way. Cross-training where Ops and IT learn about each other’s work enhances team building. U.S. Army Special Forces teams constantly cross-train. An ideal IMSMA training team might be an experienced, patient, technical person working with a similar operations person.
Customization
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| Minefield plot (vector data) by MACA shows local customization (using ArcView extension) adding bearing and distance information to turning points with IMSMA GIS. c/o MACA, Kabul |
Mine action managers sometimes criticize IMSMA for not supporting actual demining—for being a “headquarters toy” to impress visitors. This may be a valid criticism but is clearly not the intention of IMSMA developers or local SysAdmin. IMSMA can give powerful support to field operators.
Perhaps something in standard IMSMA doesn’t match local needs. This is why IMSMA is designed to be customized. Local teams should continually think about new development of their system. Any customization must be fully documented in accordance with good software development practice. IT should encourage non-technical feedback and do required development—but avoid unneeded customization.
Customization possibilities include normal Access modifications, e.g., adding data fields to forms. Reports can be customized and completely new reports written; good IT work will make them available to customers. If new fields are correctly written, and necessary Access work done, the language translation capabilities of IMSMA V3.0 will be retained. Custom GIS themes can be created, which requires higher-level SysAdmin skills since custom SQL queries are needed to support the themes. Local customizations must be undertaken only by well-trained people and may not be retained during upgrade, thus the importance of full documentation! Upgrades will be more complex in MACs where a lot of IMSMA customization was done.
Management Within the MAC
In mine action programs around the world, IMSMA technical personnel are utilized for report and map printing by operations. But IMSMA is designed to be used directly by Ops for such tasks. Reporting tools are user-friendly, and basic GIS skills like producing maps and overlays are developed with practice and perhaps an ArcView tutorial. Being able to do this within “Ops,” without having to wait for IT, means faster information. Misunderstandings are avoided and accuracy increases.
Similar circumstances occur in other business situations. Legacy databases, with complex reporting tools, were beyond the ability of anyone except specialists to extract reports from. Executives would write report requirements and submit to IT, waiting days to get the information they needed. Often the report would not meet their needs, so a change would be requested and the process repeated. Mine action cannot wait for this to happen!
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| This IMSMA plot shows how ArcView’s powerful spatial analysis tools help establish clearance priorities. Note how buffers show the impact of mined areas on civilian activities. c/o ETHZ, Switzerland |
Modern desktop (or notebook) databases changed that. A big part of the beauty of IMSMA V3.0 is that it retains the friendly Microsoft Access front-end to connect with the powerful SQL datapool. Mine action managers extract the information they need in minutes without waiting on IT—who may be in the middle of repairing the network, getting an RMAC back online or any other essential task. IT can then spend more time training users, optimizing the system for better performance and doing higher-end analysis in support of management.
Distributed IT
To accomplish all of this, a distributed approach to IT within the MAC may prove helpful. That is, IT may give up some centralized control of information management and give greater responsibility to “Ops.” IMSMA allows this to be safely done with various administrative accounts and user logins. Read-only terminals allow extraction of information, while other terminals may allow data entry but not customization. With proper training, Ops may take over certain data input activities, e.g., survey and clearance reporting. Ops may even be faster and more accurate getting this information into IMSMA’s datapool compared to data entry people unfamiliar with the field environment. Quality control procedures may need revision in distributed IT; this may be similar to requirements with decentralized data entry. MACA has accomplished much of this, with read-only terminals as well as decentralized data entry and advanced data quality capabilities.
Conclusion
IMSMA V3.0 is a “mission accelerator” for mine action operations and planning; no MAC should run without it. Process management tools expedite day-to-day activities and track actual work on the ground. IMSMA connects operations staff and managers with each other and the outside world, in real time if they have strong communications. A properly used IMSMA system reduces administrative burdens.
The powerful SQL database allows fast export and import of data among mine action partners and other agencies (e.g., socio-economic or infrastructure data). GIS functionality allows map display, spatial analysis and quality control of data. IMSMA offers a wide selection of pre-formatted forms and reports and can be customized for local needs.
With IMSMA V3.0’s improved management tools, Operations can efficiently task and plan, sometimes without visiting the field. Using IMSMA this way doesn’t require deep IT knowledge, just an interest and willingness to learn—and some helpful “IMSMA geeks” who will share their knowledge!
Notes
This article was written with input from
Matz Wennerstrom, MACA, and Shadi Hasbini, UN-MACC.
This article reflects personal experiences, observations and opinions of the
authors only. Nothing in this paper represents any official policy, position
or plans of the authors’ national governments, organizations or command
structures. The principal authors alone assume responsibility for accuracy of
their statements. IMSMA is a registered trademark of GICHD Geneva,
Switzerland. ArcView is a registered trademark of ESRI Redlands, CA, USA.
Microsoft, SQL Server and MSDE are trademarks of Microsoft Corporation.
Resources
Contact Information
Mohammed Qasim
Information Management Associate
UNMACA
Kabul
Afghanistan
Tel: +93-70-28-4095
E-mail: qasim@unmaca.org
John Walker
Training Specialist
Department of Defense HDTC
Fort Leonard Wood, MO
USA
E-mail:
john.fremont.walker@us.army.mil
Website: www.wood.army.mil