1. The SAVIX MIS Version 9.5: Setup and use

2. Table of contents

3. The SAVIX MIS Version 9.5: Setup and use
1 Architecture of the MIS

4. 1.1 The main differences between the Excel MIS and the SAVIX MIS

5. Differences 1: MIS with multiple Projects and linkage to the SAVIX website
The VSL Associates Excel MIS (Versions 1.0 to 4.04) was installed on a single computer at a single location. Any instance of the Excel MIS was restricted to one user and different Projects used separate instances of the MIS. Thís meant that aggregation and comparison of results needed electronic transmission of all MIS instances to a single location, where they could be aggregated (usually quarterly).
The new SAVIX MIS is web-server based. This means that it can be accessed from any location worldwide, by any number of authorised users, simultaneously, if required, on any internet- enabled computer.While restricted to a single country, an MIS is not restricted to a single Project, and an unlimited number of projects can be created under one MIS. Aggregation and comparison of results is continuous and can be accessed by the MIS Administrator.
The Excel MIS was used as the source of Project-level data posted to the SAVIX website ( This called for the creation of a datafile (using an in-built utility), and manual posting of the datafile on a quarterly basis to the SAVIX. This was a complicated process that called for skilled Administrators, usually at a continental level, to be responsible for data screening and Project-by-Project posting.
The SAVIX MIS allows the user to link directly to the SAVIX website. This needs to be done only once and whatever data is entered thereafter is automatically updated every 24 hours on the website. Illogical data is rejected at the time of entry and data that is quetionable must be confirmed, eliminating the need for centralised screening. Thus, the authority to post to the SAVIX is given to the Project Administrator (although this may be over-ridden by the MIS Administrator). By activating or de-activating the connection to the SAVIX, a Project Administrator can instantly post or remove a Project.

6. Differences 2: Networks and user-defined fields
Projects that are in different MISs (and also in different countries) can be linked together in Networks. These are created by VSL Associates, at the request of a Network Administrator. Up to 20 User-defined fields can be created at the MIS level. This means that all Projects in an MIS share the same User-defined fields, which automatically appear in the data entry areas at the Project level.
User-defined fields can be created at the MIS level. This means that once an institution has created the User-defined data fields that are important to its specific interests, the data-entry screens on all Projects in the same MIS will then show data entry fields for these data. Separate reports can be created for User-defined data by the individual Project Administrators and by the MIS Administrator.
User-defined fields can be created at the Network level in the same way as at the MIS level and separate reports for these data can also be created by the Network Administrator.

7. 1.2 How the MIS is structured

8. Basic Architecture 1: Levels in the MIS
The system operates at three different levels:
The MIS. This is where individual Projects are created and their data stored. An MIS can house an unlimited number of Projects, but only if they are all in a single country, using the same currency. The MIS Administrator is responsible for:
creating the MIS
creating individual Projects
creating Standard data fields and User-defined data fields (in addition to standard fields) that will be asked of all Projects in the MIS
The MIS Administrator can open any Project in the MIS, but cannot enter data.
Project Administrators can only open their own Projects. They have no access to information on the other projects.
The Project. This is the basic unit of the MIS. It is where individual group data is entered and operational reports are generated, focused mainly on the performance of staff who have a direct responsibility for field operations. Each Project has its own Administrator (PA) and, optionally, its own Data Entry Officer (DEO).
The Network. A Network can be created by any third party, authorised by VSL Associates. It allows a Network Administrator to send invitations to any Project that is registered on the SAVIX MIS, in any country. It is mainly used by international NGOS to consolidate all of their Savings Group Projects, either regionally or worldwide, but can also be used in a single country to link together Projects that are being implemented by different partners.

9. Basic Architecture 2: MIS and Project Administrators
The MIS Administrator is responsible for:
setting up an MIS,
setting up Projects,
setting up all initial user-names and passwords,
setting up User-defined fields and
producing reports.
When an MIS is set up the MIS Administrator must create at least one Project (1).
The MIS Administrator has a unique e- mail address as their User-name.
Project Administrators must have different User-names (which do not have to be addresses), although passwords can be the same (2).
For a detailed example of credentials, showing User-names and passwords for both an MIS and a set of Projects, see Slide 13 1 2 2

10. Basic Architecture 3: Multiple Projects in a single MIS and user-defined fields
The MIS Administrator can create an indefinite number of Projects (this is useful when wanting to split Projects into different geograhical zones).
The MIS Administrator can also create User- defined fields. If this is done, all of these fields will appear in the data entry screens of each Project. (UDF 1). User- defined data can be classified into categories and may also be optional or mandatory, as determined by the MIS Administrator.
NOTE: If a user-defined field is classified as mandatory, the dataset for the group cannot be saved unless the mandatory data field is filled in.
UDF 1
UDF 1
UDF 1
UDF 1
UDF 1

11. Basic Architecture 4: Network of Projects in three different MISs
A Network is created by VSL Associates, on request to and may be set up for any appropriate institution, including implementers, Facilitating Agencies, donors, universities or professional bodies.
A Network allows selected Projects in different MIS instances to be linked, so that they can be aggregated and compared. In this example, the Network consists of 5 Projects in 3 different MIS instances.
A Network may be comprised of Projects in a single country, or in different countries. For this reason, financial results are automatically converted to $US.
A Network must be set up using a unique address as a User-name.

12. Basic Architecture 5: Network-defined fields in Network of Projects
Like the MIS Administrator, the Network Administrator can also create User- defined fields (called Network-defined fields).
These can also either be optional or mandatory.
If this is done, all of these fields will appear in the data entry screens of the individual Projects that have agreed to join the Network, under a separate tab.with the name of the Network
The Network Administrator does not have access to MIS- level user-defined data.

13. Basic architecture 5: Example of credentials created for an SG programme in Zimbabwe1 1 1 2 4 2 3 4 3
It is important to create a table of credentials BEFORE setting up an MIS or Projects, so that if User-names and passwords are forgotten they can be recovered. This should be done by the MIS Administrator. In this case there were three Projects, implemented in different places. The MIS Administrator therefore created YSLA (1) as three separate Projects, GEEP (2) as 2 and Sponsorship (3) as 2. This enables geographic comparisons to be made. Combining projects in this way in one MIS can only be done when they share the same User-defined fields. Note that two projects cannot share the same Administrator name (4)

14. The SAVIX MIS Version 9.5: Setup and use
2 The role of the MIS Administrator in setting up an MIS and a first Project

15. 2.1 MIS Credentials

16. Credentials 1: General
Credentials are the User-names and passwords that give different users access to the system. There are 3 levels of credentials that are initially established by the MIS Administrator:
MIS Administrator. The credentials for the MIS Administrator consist of a User-name that must be an address and a password that is selected by the MIS Administrator. It is necessary to use an address in order to register the MIS and set up Projects.
It is a good idea to create a dedicated address for the MIS Administrator. If the MIS Administrator no longer does this work, the User-name and password can be allocated to another person. The address can only be used once to set up a single MIS: if the MIS Administrator wishes to create more than one MIS there must be a unique name for the new MIS, plus a unique User name ( address) for each new MIS.
Project Administrator. Unlike MIS Administrators, Project Administrators do not need to use an address as a User-name. They can choose whatever User-name and password they wish. It is important to remember, however, that the User-name for the Project Administrator must not be the same as those of another Project in the same MIS, (although the same password can be used). This sometimes happens when a single person is the Project Administrator for more than one Project (see next slide).
Data Entra Officer. Like the Project Administrator, the Data Entry Officer does not need to use an address for a User-name. It is important to remember that the User-name for the Data Entry Officer must not be the same as in another Project in the MIS, although the same password can be used.

17. Credentials 2: Example of credentials created for an SG programme in Zimbabwe1 1 1 2 4 2 3 4 3
It is important to create a table of credentials BEFORE setting up an MIS or Projects, so that if User-names and passwords are forgotten they can be recovered. This is done by the MIS Administrator. In this case there were three Projects, implemented in different place. The MIS Administrator therefore created YSLA (1) as three separate Projects, GEEP (2) as 2 and Sponsorship (3) also as 2. This enables geographic comparisons to be made. Albert used the same password for his two Projects as did Mwamba for his (4), but the User-names were different, in the case of each Project, modified by a single digit.

18. 2.2 Registering an MIS

19. Registering an MIS 1: Open MIS at www.mis.thesavix.org

20. Registering an MIS 2: Initiate the registration process1
Click on `Register new MIS´ (1). Do NOT attempt to create an MIS by entering a name and password in the data fields above. You must register a name and password first

21. Registering an MIS 3: Read explanatory notes and then press ‘Continue registration’

22. Registering an MIS 4: Register MIS
The name of the MIS you ´wish to create is entered into the `MIS name´ field. Fill in the MIS credentials (Username/ and Password) and click `Register´ Note: the MIS password should not be the same as the password if a personal address is used: the password being entered here is to allow the MIS Administrator access to the MIS, not the address. NOTE: Before setting up the MIS it is a good idea to create a dedicated address for the MIS . This allows for easy transfer to another MIS Administrator. In this case, is not tied to a specific individual, but only to whoever is the MIS Administrator.

23. Registering an MIS 5: Instructions for finalising the creation of the MIS identity
Once ‘Register’ has been pressed, this screen tells the MIS Administrator that the MIS name will only be registered when they have been to the address provided in Step 4 and clicked on a URL that contains the name given to the MIS by the MIS Administrator (see step 6). At this point the MIS Administrator should quit the MIS and go to the address they have created.

24. Registering an MIS 6a: Open your e-mail1 2
In this example, the MIS Administrator has created the address (1) The password used here (2) is the password that the MIS Administrator wants to use to access the .

25. Registering an MIS 6b: Open your e-mail1
The MIS Administrator may find that the appears in junk, because this will depend on server settings. If this is the case, restore the to the Inbox.
Click on the long URL (1) that identifies the MIS (in this case VSLA Tanzania).
Once the MIS Adeministrator clicks on the URL, the system will automatically take the MIS Administrator to the MIS home page, where (s)he will be able to initiate the setup sequence. This involves all of the necessary steps neede in setting up the MIS and creating the first Project.

26. Registering an MIS 6c: Notification of registration
This is a notification screen that tells the MIS Administrator that the MIS is now registered in the system. If the Administrator is not ready to proceed with full registration (maybe because they need to gather necessary data), they need not do so at this time.
If they DO wish to proceed they can either open a browser and go to or simply click on the url displayed - (1) This will take them into the setup routine. 1

27. Registering an MIS 7: Select language and create MIS credentials1 2 3 4
On the main MIS screen, click the flag of your language (1), and find the MIS on the dropdown `MIS name´ list (2). Once selected, the MIS name will show in the `MIS name´ box. Enter your MIS Administrator identity (3) and the MIS password (4), then press the `Sign in´ button. You will be taken to the MIS setup - General Information screen. NOTE: The MIS password should not be the same as the password.

28. 2.3 Creating the first Project

29. Creating a Project 1: Create Project name, country and currency
When the MIS setup - General Information screen opens the three data-entry fields above will be blank. You will enter the name of your organisation, in which you are setting up the MIS. This is not the name of the Project but the name of the parent organisation.
You then enter the name of the country, from a drop-down list, and the system will then automatically select the currency of the country. You can, if you wish, over-ride this by using the Currency drop-down list (some countries, such as Zimbabwe and Liberia are using more than one currency). Once having completed this, press `Save and Next.´

30. Creating a Project 2: Explanatory notes
This is an explanatory screen, which advises the MIS Administrator that:
an MIS can contain as many Projects as needed, so long as they are implemented in the same country, using the same currency,
any User-defined fields that are created will appear in the data-entry fields of all Projects in the MIS,
within an MIS all User-names and passwords for Projects must be unique. If, within an MIS, the same User-names and passwords are used for different Projects the system will not accept the User-name.

31. Creating a Project 3: Project setup – Step 1 of 7 Project name, donor and FA name
The MIS Administrator enters the name of the Project (i.e. a name that is different to the MIS name) and, optionally, chooses the name of a Donor, from a drop-down (1).
A Facilitating Agency may also be selected and is an organisation implementing Savings Group Projects in more than one country, registered by VSL Associates, on request (2).
The implementing agency is also selected from a dropdown list. It is the agency directly implementing the project and is registered by VSL Associates on request (3). 1 2 3

32. Creating a Project 4: Project setup - Step 2 of 7: Additional information
The information entered on this screen is used to describe the Project and is visible on the SAVIX, if the Project‘s is posted to the SAVIX. This is the opportunity for the Project Administrator to describe in detail what the Project is all about, in any language.

33. Creating a Project 5: Project setup – Step 3 of 7: Entering credentials
This screen allows the Project Administrator‘s User-name and password to be entered by the MIS Administrator and, optionally, for a Data Entry Officer. Data can be entered by both, but only the Project Administrator has access to configuration settings.

34. Creating a Project 6: Project setup – Step 4 of 7: Entering costs and Project duration
This screen allows the Project Administrator to enter the Total Project cost. This figure is the total cost in the national currency from the starting date of the Project (in the past) to the ending in the future. If this figure changes (for example if a Project receives extra funds), it can be updated at any time, but it is always cumulative. Likewise the Project start date and end dates can be modified at any time (if, for example, the Project receives an extension). This is important so that the system can automatically calculate cost per member assisted, based on an assumption of straight-line expenditure.

35. Creating a Project 7: Project setup – Step 5 of 7: Choice of posting data to the SAVIX or not1 2
This screen allows the MIS Administrator to have the Project automatically send data to the SAVIX website. It is optional and can be activated at any time. The MIS Administrator should simply select `Yes´ (1) if they wish to share data with the SAVIX.
If the Project has never had any data posted to the SAVIX using the old Excel MIS, the MIS Administrator clicks `No´ for `I have a Project on the SAVIX´. If the MIS Administrator presses `Yes´ (2) the system enters a supplementary routine that allows them to link the new SAVIX MIS data to the old Excel SAVIX data. Warning. Contact for assistance in this process.

36. Creating a Project 8: Project setup - Step 6 of 7: Summary of current configuration choices1 1 2 2 3
This screen is a summary of selections. Those in blue (1) cannot be changed, but those in black (2) or grey text (3) can be changed on the Project‘s configuration screen. Both the MIS Administrator and Project Administrator can change any settings that are written in black or grey.

37. Creating a Project 9: Project setup – Step 7 of 7: Data migration from Excel MIS
This screen allows the MIS Administrator to migrate data from any Version 4 variant of the Excel MIS. The MIS Administrator must first create a datafile from the Excel MIS and save it. They can then import this datafile (not the MIS itself) into the SAVIX MIS, with the following caveats:
This can only be done once, at this moment in Project creation. If the Project is created and finalised without importing data from an Excel file it cannot be done later. If, later on, the MIS Administrator wishes to import a later version of the file, he/she must erase the Project and re-create it and then import the new datafile
Only Field Officer names will be imported and it will therefore be necessary to link all groups trained by all types of Village Agents to a list of Village Agents that the Project Administrator (not the MIS Administrators) must create when setting up a Project (See 3.1 under Project Administrator roles)
The groups will be imported into the SAVIX MIS with their old group number as a suffix (i.e. Olomo-032) in order that they can be distinguished from each other if they have the same name
No User-defined data will be imported. User-defined fields will need to be re-established and the data re-entered (if existing on the Excel MIS)
Once this process is completed, the MIS Administrator clicks on `Done´ and will then be taken to the MIS reporting screen.

38. Creating a Project 10. MIS Report screen2
NOTE: On completion of the setup process the MIS Administrator will be taken to the standard home screen that appears whenever the user logs on as MIS Administrator. The status of the user (MIS Administrator) and the Administrator‘s identity (vsl.associates.tanzania.com in this case (1)) can be seen in the top right hand corner. The MIS name is shown below (VSLA Tanzania (2).

39. Creating a Project 11: List of Projects screen3 1 2
This screen shows the Project that has been created. The configurations entered may be edited by clicking on the `Edit´ (1) button, or the entire project may be deleted by pressing on the red `X´ (2).
If the MIS Administrator wants to create another Project they should click on `Add´ (3). This will take them back to 1 of 7, to enter information on another Project. There is no limit to the number of Projects that can be created in an MIS, so long as:
they are in the same country
they use the same currency
Project Administrators are all in agreement that they share the same User-defined fields (see 2.4). If the projects use different Uer-defined fields, they must be set up as separate MIS instances and linked by a Network. Networks can be craeted only by VSL Associates upon request to

40. 2.4 Creating user-defined fields

41. What are User-defined fields?2 1
User-defined fields (UDFs) are data fields of any type (numeric, text, date etc.) and are created at the level of the MIS Administrator. They will automatically appear as data entry fields in their own tab in the data entry system for each Project. All Projects in the MIS will share the same UDFs, so it is important that you select UDFs that are relevant to all Projects. If it is likely that the UDFs you need are specific to a Project or cluster of Projects and do not apply across all Projects, you can create a separate MIS with its own UDFs that are distinct. Many organisations have more than one MIS, for this reason.
The screen above shows that the MIS Administrator has clicked on the User-defined fields tab . The sub-tabs show that there are two categories of UDF: those for Trainers and Supervisors (1) and those for Groups (2).

42. Differences 2: Networks and user-defined fields
Projects that are in different MISs (and also in different countries) can be linked together in Networks. These are created by VSL Associates, at the request of a Network Administrator. Up to 20 User-defined fields can be created at the MIS level. This means that all Projects in an MIS share the same User-defined fields, which automatically appear in the data entry areas at the Project level.
User-defined fields can be created at the MIS level. This means that once an institution has created the User-defined data fields that are important to its specific interests, the data-entry screens on all Projects in the same MIS will then show data entry fields for these data. Separate reports can be created for User-defined data by the individual Project Administrators and by the MIS Administrator.
User-defined fields can be created at the Network level in the same way as at the MIS level and separate reports for these data can also be created by the Network Administrator.

43. 2.4.1 User-defined fields: Trainers

44. Creating Trainer UDFs: Initiating UDF creation for Trainers/Supervisors
Having clicked on the `Trainer/Supervisor´ tab, the MIS Administrator will see the screen above. There are no UDFs for Trainers or Supervisors entered. The MIS Administrator begins the process of creating User-defined fields for Trainers/Supervisors by clicking on the `Add´ tab.

45. Creating Trainer UDFs 2: Entering UDFs for Trainers/Supervisors
In the example shown here, the MIS Administrator has decided to create a UDF that identifies the location at which the Field Officer lives. The title of the data field is entered in the ‘Name of Field‘ box - in this case `Village of FO´ (1).
Note that the name of the field should be as short as possible and restricted to a maximum of 30 characters.
The MIS Administrator then enters a more complete description in the optional `Description´ box (2). This will show up when the MIS Administrator rolls the cursor over the field in the data entry fields.
The MIS Administrator then selects the type of data from the drop down list, (3) and follows subsequent menus for each choice made. The MIS Administrator can choose to create a date, a percentage, a dropdown list from which the MIS Administrator can choose from a number of options, a number (formatted as a number), a radio button, which allows a choice from amongst a number of options and in text. Text can also be used to enter a number, but it will not be formatted as such, and spaces/commas/decimal points etc. will have to be entered manually and will not appear as numbers in numerical tables.
In this case the MIS Administrator will choose `Text field´ since the data (the name of the Field Officer‘s village of residence) will be entered as text. Please note that text entries are also appropriate for certain types of numbers, where spacings and other symbols may be incorporated.
Note: Only numerical and percentage values can be incorporated into Trainer performance reports: All other formats will only show at the level of group comparison 1 2 3

46. Creating Trainer UDFs 3: Entering UDFs for Trainers/Supervisors
Once having filled the first three first fields, the MIS Administrator then decides if the data will be mandatory or optional.
CAUTION: If `Mandatory´ (1) is selected the data field MUST be completed when data is entered for a group, or the dataset cannot be saved. Mandatory fields are indicated in the data entry areas in bold type and without the `Optional´ suffix.
When the MIS Administrator decides that field will be mandatory, an extra field opens up that asks the MIS Administrator to enter a value that all preceding records will be set to (2). This is because, if the MIS Administrator decides at a future time to add a new UDF, prior records will not have data entered (because the UDF did not exist when the other data was entered). By entering `N/A´ the MIS Administrator is ensuring that all previous records will show `N/A´ (Not available/applicable). If the MIS Administrator does not make this field mandatory, the `Value to add to pre-existing records´ data field will not appear.
The MIS Administrator can add many different records here if (s)he wishes. Typical types of record are:
Telephone number (always formatted as text because telephone numbers do not have full stops, spaces, commas and `+´ signs)
Postal address
Identity card number
Date of employment
Etc. Etc. 2 1 2

47. Creating Trainer UDFs 4: Final list of UDFs for Trainers/Supervisors2 1
Once the MIS Administrator has created the Trainer/Supervisor UDFs they will appear in a summary table as shown above (1). They can be erased by clicking on the red `X´ (2) or edited at any time by clicking on the `Edit´ checkmark .
NOTE: The UDFs for Trainers and Supervisors are intended to be used for day-to-day management purposes and not for administrative purposes. The guiding principle in creating all UDFs should be only to include what is essential and important and to avoid the temptation to gather data for which you do not have a specific need.

48. 2.4.2 Choosing Standard data entry fields (SDFs) for groups

49. Creating your own data fields: General
A data field that is created by the user can be anything that the user wants to include. The SAVIX MIS allows the user to create these fields in two ways:
Selecting them from a list of Standard-data fields (SDFs) that have historically proven to be the most frequently used. This speeds up the process of creating them and makes it easy to use the same phrases in different MIS instances. SDFs are pre-organised into the following categories:
Group details
Members
Income generating activities
Education and training
FI Interactions (Financial institution interactions)
Creating them from scratch as User-defined fields (UDFs). This allows the user to create customised fields, using their own phraseology and to sort them in to user-created categories.
Note that the system allows the user to create a maximum of 20 NDFs and 20 UDFs. This is deliberate, so as to limit the data collection burden of work

50. Creating Standard data fields1 2
Before setting up User-defined fields (SDFs or UDFs) the MIS Administrator will have discussed with project managers and donors what data is importent to them that is not part of the standard dataset. The golden rule here is `If in doubt, leave it out!´ If the team agrees that UDFs are necessary the MIS Administrator can review those that are pre-formatted as Standard Data Fields. By clicking on the tab `User-defined fields) (1) the screen above will appear.
The user then clicks on the blue `Manage selection of Stabdard Data Fields´ button (2). This takes the user to a screen where the SDFs are clustered into the 5 categories listed in the previous slide. This is displayed on the following slide

51. Creating Standard data fields
This screen shows some of the SDFs that are clustered under `Group Details´ In all there are 19 SDFs in this category. The other categories have the following number of SDFs
Members 12
IGAs 13
Education and training 12
FI Interactions 21
To select an SDF the user clicks on the respective `Add to my list´ button.(1)
Once this is done the button wording will change to `Remove from my list´ (2) This enables the user to eliminate the selection, which will no longer appear on the data entry screens
CAUTION: The maximum number of SDFs that may be selected, as a total across all categories is 20. 1 2

52. List of standard data fields (page 1 of 2)
Group details
Name of community/village
Name of District
Chairperson‘s name
Chairperson‘s gender
Chairperson‘s ‚phone number
Secretary‘s name
Secretary‘s phone number
Meeting frequency
Meeting day
Meeting time
Record-keeping method
Shareout target date
No. of females in leadership in SG
No. of females in leadership outside SG
No. of females who have left the SG
No. of men who have left the SG
No. of new SGs started by SG Mbr.
Members
Youth members (all)
Youth members (female)
No. of males < 15
No. of females < 15
No. of males 15-20
No. of females 15-20
No. of males 21-24
No. of females 21-24
No. of males 25-35
No. of females 25-35
No. of males >35
No. of females >35
Income generating activities
No. of members who run an enterprise
No. of member enterprises older than 6 months
No. of females who run an enterprise
No. of member enterprises with paid employees
No. of paid employees in member enterprises
No. of mbrs. with retail business
No. of mbrs. with manufacturing business
No. of mbrs. with transport business
No. of mbrs. In ag. and livestock business
No. of mbrs. in service business
No. of enterprises run by SG
No. of SG enterprises > 6 months old
No. of paid employees at SG enterprise .

53. List of standard data fields (page 2 of 2)
Education and Training
Received SPM training
Received financial education training
Received gender training
Received child rights training
Received improved ag. training
Received MCHN training
No. of mbrs. who received SPM training
No. of mbrs. who received financial education
No. of mbrs. with impr. agric. practices training
No. of mbrs. who received gender education
No. of youth mbrs. who received MCHN training
No. of spouses who participated in gender training
FI Interactions
Distance to partner FSP branch
Distance to partner FSP agent (inc. MNOs)
Distance to non-partner FSP agent (inc. MNOs)
SG has account at partner FSP
Dormancs of accounts
SG has account at non-partner FSP
Group has taken FSP loan
No. of SG loans taken from FSP
Value of SG loan outstanding
Value of all SG payments on current loan
No. of mbrs. with savings acct in a bank
No. of mbr. bank accounts that are active
Is SG using mobile money for group transactions
No. of SG mobile money transacdtions last 3 months
No. of SG mbrs. with mobile money accts
No. of mbrs. Using mobile money services

54. SDFs as they appear to MIS Administrator after selection

55. 2.4.3 Creating user-defined data entry fields (UDFs) for Groups

56. Creating User-defined fields (UDFs) – getting started
If the MIS Adminiustrator wants to create their own fields, because the SDFs do not offer them what is needed, they can create their own User-defined fields, or UDFs. (1)
They can do this on the same User-defined field tab, underneath the list of selected SDFs that appear after the MIS Administrator has finalised the SDF selection.
The MIS Administrator will first decide on the categories that (s)he wants to create for UDEFs, by clicking on the `Add category´ tab. (2)
Once the categories are created, the MIS Administrator will create the UDFs one by one by clicking on the `Add´ tab. (3)
NOTE. No more than 20 UDFs can be created. 1 2 3

57. Creating UDF categories
After clicking on the blue `Category´ button
the Category naming screen appears. The MIS Administrator types in the name of the Category and clicks `Save.´ This is repeated until all categories have been created. In this case we have created three Categories:
Gender
Group quality
Age
There is no limit to the number of categories that can be created. Note that the MIS Administrator has numbered the categories so that they will appear in this seuqence in the data entry area

58. Viewing list of UDF categories2 1 3
On this screen the three categories appear in the order in which they were created (1).
Note that the MIS Administrator can edit any of the Categories by clicking on the pencil icon (2).
The MIS Administrator can also erase a Category by clicking on the red X icon. (3)
Once this is done, the MIS Administrator clicks on `Add´ and starts to create the specific UDFs. The next screen shows a single UDF being created.

59. Creating group UDF
The MIS Administrator enters the Name of field, often with a letter prefix that fixes the order in which the UDF appears, in the data entry screen (1) and then types in a description. (S)he then selects the Category from the dropdown (2).
Once this is done the MIS Administrator selects Data type - in this case `Number´ (3). In this case of choosing `Number´ the system then asks if it should be decimalised or if it should be mandatory or optional. If the Validation button `Yes´ is pressed (4) the system will then ask for maximum and minimum values that may apply to the metric, and allows the MIS Administrator to type in an error message that will appear if the number entered falls outside the selected range. It will also allow the MIS Administrator to decide if the message should be a warning message (which allows the data to be accepted), or if it should be an error message, in which case the data will not be accepted. 1 2 3 4

60. Viewing list of UDFs 1
This shows the final table: 6 UDFs and 3 categories. Note that UDFs are lettered sequentially (a – f) regardless of category. Letters are used (1) since numbering above 10 does not produce a consistent sequence. NOTE: a maximum of 20 UDFs can be created.

61. 2.5 Configuring programme-wide Trainer Performance report

62. What is a Trainer performance report?
Although Project Administrators can create their own customised Trainer Comparison reports, these will vary from project to project, because different projects will have different interests and biases
The SAVIX MIS now allows the MIS Administrator to configure a Trainer performance report that is standardised across all projects in an MIS. This enables Project Managers to evaluate their performance against project-wide criteria, using metrics that are selected from the standard metrics built in to the system. No SDFs or UDFs are available for this report.
The role of the MIS Adminjistrator is to set this up, using a Trainer performance configurazion utility that appears on the main menu (1). 1

63. Configuring a Trainer performance report – setup screen (1)
When the MIS Administrator clicks on the Trainer performance confioguration tab (1) the screen above will appear.
By default 5 metrics have been pre-selected from the metrics available from the picker table on the right. These can be changed to suit the MIS Administrator, whose first task is to choose a number of metrics that (s)he will use to assess trainer performance across all projects. The Administrator can select as many or as few as they choose, but a useful guide is to have no fewer than 3 and no more than 6.
NOTE: When published these will have a powerful influence on Field Officer behaviour, so select cautiously so as to avoid perverse beahviour.

64. Configuring a Trainer performance report – setup screen (2)
When the MIS Administrator has selected the metrics, there are three rows below, crossing all metrics. These are: Minimum, Maximum and Weight (1).
Minimum is the result that the Project managers consider to be acceptable for a given metric
Maximum is the result that the Project managers consider to be closest to the most desirable result
Weight is the percentage weighting given to each element. The sum of all weights should not exceed – or be less than – 100
The table below shows is filled in as an example.
NOTE: Note: Rates, such as Attendance rate and Return on savings are assumed to be percentages 1

65. Trainer performance report logic
When a report is configured in this way, the score results, per trainer, are created using the following logic
The MIS Administrator sets an upper and a lower score
The actual result is calculated as a percentage, depending on where the result falls between the upper and lower limits. Thus, for example, if the upper limit for attendance is 100% and the lowest acceptable limit is 80% and there is 90% attendance, the score is 50%, because it is half way between 80% and 100%.
Once a score is obtained, it is factorised by the weighting. Thus, if the score obtained for attendance was 50% and the weighting is 30% for attendance, the score is 15%
The results below are from a sample project in Tanzania, where 5 Field Officers are being compared.
Note: This table is a printable version of the on-screen version

66. 2.6 Creating additional Projects

67. Creating additional Projects 1:
To create an additional Project in the same MIS, it is not necessary to go through the complete MIS registration process. The MIS Administrator only has to click on `Add´ (1) This will take them back to setup steps 1 - 7, to enter information on another Project. There is no limit to the number of Projects that can be created in an MIS, so long as:
they are in the same country
they use the same currency
Projects are in agreement that they share the same User-defined fields

68. Creating additional Projects 2:
All preceding steps are carried out in the same manner as for the first Project, but the summary screen at the end of the process does not show the name of the country or the type of currency, since these have already been entered when setting up the MIS for the first project
This summary shows that there is no Data Entry Officer listed. Once this step is complete the MIS Administrator will click on Save and next (1) and proceed to the Migrate data screen. 1

69. 2.7 Importing MIS data from the VSL Associates Excel MIS: Version 4.04

70. Creating additional Project and importing MIS data from Version 4
Creating additional Project and importing MIS data from Version 4.04: Browsing for datafile 1
When the MIS Administrator selects the `Yes, migrate data´ button, a window opens that asks the user to browse (1) to an Excel V4.03 or datafile (NOT the MIS itself). In this case the MIS Administrator has selected the `BoC June 2014´ datafile.

71. Creating additional Project and importing MIS data from Version 4
Creating additional Project and importing MIS data from Version 4.04: Warning on upload
A message appears that warns the MIS Administrator that if there was any data already in the file (this is not likely) it will be erased by the act of uploading. Click on ´Yes.´

72. Creating additiona Project and importing MIS data from Version 4
Creating additiona Project and importing MIS data from Version 4.04: Upload complete
A message appears that tells the user that the file has been successfully uploaded. At this point the MIS Administrator will press the white `Done´ button.
NOTE:
In cases where the datafile cannot be uploaded there will be a message indicating what the errors are on your datafile. If you cannot easily correct them please forward your datafile to for analysis and repair. This is a free service. Please include the original Excel Version file (or earlier)

73. Creating additiona Project and importing MIS data from Version 4
Creating additiona Project and importing MIS data from Version 4.04: Conversion massages
This is the final step before opening the file as a Project Administrator.
Please read this section carefully because there are several steps that have to be undertaken by the Project Administrator before new data can be entered, or old data edited.
Once having read the text, the MIS Adsministrator presses the blue `Done´ button.

74. Creating additiona Project and importing MIS data from Version 4
Creating additiona Project and importing MIS data from Version 4.04: List of Projects screen
Once the `Done´ button is pressed the MIS setup is complete and the MIS Administrator‘s work is finished, at least for the immediate future. The MIS Administrator may need to create additional Projects, create new Standard date fields and User-defined fields and prepare reports that aggregate or compare Project reports.
From this moment on, the day-to-day running of the system is in the hands of the Project Administrators and Data Entry Officers. In terms of setting up the system the MIS Administrator‘s work is done

75. The SAVIX MIS Version 9.5: Setup and use
3 The role of the Project Administrator in setting up a Project

76. 3.1 Create and maintain a table of Trainers

77. Create and maintain a table of Trainers 1: General
The MIS is designed to measure the performance of Projects and the Trainers who are responsible for creating and supervising savings groups. The old Excel MIS allowed the user to set up the system to analyse either the performance of Trainers, or, alternatively, the performance of geographic zones.
With the SAVIX MIS, the performance of geographic zones is still possible by setting up Projects piece-by-piece with modified names (i.e. BoC Mwanza, BoC2 Arusha etc) in different geographic locations and then combining the results, but the basic focus of performance analysis is the Trainer, so, at the Project level, the choice between Geographic Zone and Trainer has been eliminated.
Types of Trainer. There are 3 classes of Trainers: FOs, VAs and Apprentices (community- based Trainers who are selected and supervised by VAs). These people are identified by name.
What is the hierarchy of Trainers? The SAVIX MIS assumes that Supervisors manage FOs, who, in turn manage Vas who, in turn, manage Apprentices (although this category is rarely used). A VA is never managed directly by a Supervisor
It is obligatory to enter the names of Field Officers but projects often do not bother to include VA or Apprentice names. This is perfectly OK and can simplify analysis in cases where projects hold Fos accountable for results.

78. Create and maintain a table of Trainers 1b: General
Who creates groups and gathers data? The SAVIX MIS assumes that Supervisors do not create groups or gather data. This may only be done by FOs, VAs and Apprentices.
What is the hierarchy of Trainers? The SAVIX MIS assumes that Supervisors manage FOs, who, in turn manage Vas who, in turn, manage Apprentices (although this category is rarely used). A VA is never managed directly by a Supervisor
The system will not allow data to be entered until a Table of Trainers has been created. This not only names all Supervisors, FOs, VAs and Apprentices, but shows who is monitoring whom. Thus, it shows:
the name of the Supervisors who are monitoring specific FOs.
the names of the FOs who are monitoring specific VAs and
the names of the VAs who are monitoring specific Apprentices
It is vital that in setting up a Project, the Project Administrator respects this classification and does not confuse the status of the various types of Trainer and what they do.
A Supervisor does not create, train or supervise groups, but only manages Field Officers
Field Officers are paid Project staff with a formal employment contract
Village Agents are Trainers drawn from the community. They might be paid a stipend by the Project but are not employees and may be paid by the group, or work without pay
Apprentices work under the direction of Village Agents and expect to become Village Agents at some time. They may be paid by the VA or by the group
Spontaneous. This is a classification that indicates a group that was self-trained

79. Create and maintain a table of Trainers 1c: General
IThe table on the following page shows a typical set of Trainers for a small Project and their relationship. It shows that there are two Supervisors, 6 Field Officers and 5 Village agents. There are no Apprentices. This indicates that this is a young Project, because, normally:
A Supervisor will have at least 6 Field Officers working under them.
A Field Officer may be responsible for between 5 and 10 Village Agents, and
Each VA may be responsible for 1 or 2 Apprentices.

80. Create and maintain a table of Trainers 2a: Schematic of Trainers and Supervisors1 2 3
This diagram shows the relationship of Trainers and Supervisors in a hypothetical Project in Tanzania. It shows that the Project Manager is un- named (and is excluded from the table of Trainers in the SAVIX MIS). It shows that there are two Supervisors (1), 6 Field Officers (2) and 7 Village Agents (3). NOTE: No group data can be entered without the name of at least one FO, VA or Apprentice. The FO is mandatory (since they are either creating groups or supervising Village Agents), but Supervisors and Village Agents are optional. There are no Apprentices in this Project

81. Create and maintain a table of Trainers 2b: Trainers and Supervisors as showing on the MIS

82. Create and maintain a table of Trainers 3: The Project Administrator’s home page1 2 3
When the Project Administrator opens the MIS using his/her credentials, the top right hand of the screen shows that the system was opened by the Project Administrator and also displays the User-name(1). The system also shows the name of the MIS and the name of the Project.
The screen also shows that there are 3 tabs. By default it opens at the Reports screen (2). To create a Table of Trainers the Project Administrator opens up the Data Entry screen (3)

83. Create and maintain a table of Trainers 4: Data Entry options1
When the Project Administrator opens the Data Entry area of the MIS, two tabs appear: `Groups´ and `Trainers/Supervisors.´ By default, this opens at the `Groups´ data entry area. To enter data on Trainers (i.e. To create a Table of Trainers), the Project Administrator clicks on the `Trainers/Supervisors´ tab (1)

84. Create and maintain a table of Trainers 5: Blank Trainers/Supervisors data entry sheet
When the Project Administrator opens the `Trainers/Supervisors´ tab the screen above appears. No Trainer information has been entered. To begin to build the Table of Trainers, the Project Administrator first starts with Supervisors, then with Field Officers, then with Village Agents and finally (if included) with Apprentices. This is done so that as the Project Administrator goes down from the people who are supervising the lower level Trainers already have their name in place, which can then be linked to the Trainer in question (see slides 80 and 81). To enter data on Trainers (i.e. To create a Table of Trainers), the Project Administrator clicks on the blue `Add Trainer/Supervisor´ button.

85. Create and maintain a table of Trainers 6: Blank Trainers/Supervisors data fields
There are 6 data entry fields below.
The first 4 (Name, Gender, Role and Supervisor) are default. (1,2,3)
The Telephone number field (4) was created by the MIS Administrator when setting up the Trainer User-defined fields and is optional.
The `Village of FO´ field (5) was set up at the same time
Latitude and Longitude data may be entered (6) if this is collected manually, but is best entered automatically using a mobile data entry android app.
The next screens show these fields filled in for a Supervisor 1 2 3 6 4 5

86. Create and maintain a table of Trainers 7a: Supervisor data entered
The Supervisor‘s name and gender are entered.
The next field (Role) allows the Project Administrator to select from among 4 possible categories:
Supervisor
Field Officer
Village Agent
Apprentice
The Project Administrator has selected `Supervisor´
Note: The ‚Supervisor‘ box is blocked, because there is no Supervisor for a Supervisor in the SAVIX MIS

87. Create and maintain a table of Trainers 8: Supervisor data saved1
The system automatically takes the Project Administrator back to the main Trainer/Supervisor table and shows the name of the Supervisor and indicates that this person is active in the Project. The green bar shows that the data has been saved in the database (1).
NOTE: Use special care when creating this table: the names of Trainers cannot be erased, but may only be rendered inactive. This is because even if a Trainer has left the Project, their name must remain as the original Trainer of their groups when they were working for the Project.
The screen on the following page shows the table with the first Field Officer‘s name entered but with both Supervisors‘ names included

88. Create and maintain a table of Trainers 9a: Field Officer data entered
When the Field Officer‘s name and gender are entered, the system then needs to know who is the FO‘s Supervisor.
By clicking on the `Supervisor (Optional) dropdown (1), the system will only display the names of Supervisors.
The Project Administrator then selects the correct name - in this case Nelly Otieno (2) - and then completes the rest of the data entry fields.
In this way all of the Field Officers that are Project employees are entered. Once this is done the table will appear as per 9b on the following slide 1 2

89. Create and maintain a table of Trainers 9b: Field Officer data saved
The table of Trainers that includes both Supervisors and Field Officers is shown, with the person supervising each Field Officer listedwith the name of his/her Supervisor.
Note that Julia Majara is now shown as being supervised by Nelly Otieno

90. Create and maintain a table of Trainers 10a: Village Agent data entered
After the Village Agent‘s name and gender are entered, the `Village Agent´ role is then selected from the drop-down list of Trainer types. An aditional window opens up that asks the Project Administrator what type of Village Agent the Trainer is. There are 4 choices:
Group paid Agent (the agent receives money from the SG)
Unpaid Agent (the Agent is a volunteer)
Agent unknown if paid (the Project does not know if the Agent is paid by the group or not)
Project paid Agent The Project pays the Village Agent a financial incentive
In the example the Village Agent is described as `Group paid Agent´ (1) 1 1 2

91. Create and maintain a table of Trainers 10b: Village Agent data entered
When the type of Village Agent has been selected, the Project Administrator then selects the name of the person directly supervising the VA from a dropdown list (1)
In the case of a Village Agent, the direct manager of a VA is a Field Officer, and the drop-down list of names excludes all higher-level Supervisors and only lists Field Officer names. (1)
A Village Agent must have a Field Officer as a manager: a Village Agent‘s data cannot be saved if there is no Field Officer to monitor the VAs work. A Supervisor‘s name cannot be linked to a Village Agent. 1

92. Create and maintain a table of Trainers 10c: Village Agent data saved
The completed table of Trainers and Supervisers is displayed.
There are two types of Village Agent listed:
Group paid
Unpaid.
Once the Project Administrator has completed this table data may be entered either by the Project Administrator or by the Date Entry Officer

93. Create and maintain a table of Trainers 11a: Making a Trainer inactive
Sometimes a Trainer will leave the Project or be transferred to other duties. If a Trainer is no longer active in the role of Trainer the Project Administrator cannot erase the Trainer‘s name, but can make him/her inactive.
This is done by clicking on the `edit´ symbol in the table of Trainers and then activating the drop- down list in the `Trainer/ Supervisor status´ field and selecting `inactivè´ This process can ber reversed at any time and the Trainer‘s role can also be changed, as needed.
NOTE: If a Trainer leaves the MIS Administrator MUST NOT just change his or her name, even if the new person takes over the same portfolio. The Trainer MUST be rendered inactive and a new trainer created. As the new trainer starts to collect data his or her name will be substituted in the new datasets

94. Create and maintain a table of Trainers 11b: Making a Trainer inactive
Once the `Save´ button is pressed, a warning appears, asking the user to make sure that lower-level personnel, supervised by the now-inactive trainer are re-assigned to a new trainer
This is important, because by rendering a Trainer inactive, all of the Trainers below him/her will no longer be showing as supervised.
To assist the Project Administrator to identify the Trainers that have become de-linked, the rows on which their names appear will be shaded blue, as seen in the next slide

95. Create and maintain a table of Trainers 11c: Making a Trainer inactive
This shows that Peter Kimani is inactive (1). It also shows that Esther Nganga and Wilfred Keen are no longer connected to a Field Officer (the cells are blue (2)). As a result, their groups will not show in Supervisor or FO reports since there is no FO to connect them to the correct Supervisor.
The Project Administrator should either link the two VAs to an existing FO, or recruit a replacement FO, who takes over supervision of the VAs.
The Project Administrator should review and update the linkages in the Trainers table at least once every quarter 1 2

96. 3.2 Confirmation and editing of Configuration settings

97. Confirmation of Configuration settings 1: General
The initial configuration of the system is done by the MIS Administrator. When creating the first Project the MIS Administrator enters information on the following:
Currency and country
Name of donor
Name of Facilitating Agency
Choice of whether or not to share data with the SAVIX
Project cost from start to projected finish
Project start and end dates (with the end date likley to be in the future if the project is ongoing
Narrative description of the Project
Other services offered by the Project
Project locale (rura, urban, both)
Identification of a previous version of the same Project on the SAVIX in order to integrate old data with imported and new data
User-names and passwords of the Project Administrator
User name and password for access to the mobile `phone data entry API

98. Confirmation of configuration settings 2: MIS Administrator Configuration screen access1
The MIS Administrator gets access to the individuial Project configuration screens by logging on as MIS Administrator and then clicking on the `Projects´ tab. (S)he then clicks on the `Edit´ checkmark (1) of the relevant Project. This will take the MIS Administrator to the Configuration screen of the selected Project

99. Confirmation of Configuration settings 3: MIS Administrator Configuration screen access
The MIS Administrator can now re-edit all of the configuration settings created on Setup, except for the name of the Project, the name of the Country and the name of the Currency

100. Confirmation of Configuration settings 3: Project Administrator Configuration screen access1
The Project Administrator logs on using the Project Administrator user/name and password.
(S)he then clicks on the `Configuration´ tab (1) on the opening screen and gets access to all the configuration utilities, which appear exactly as they do to the MIS Administrator,
In the same way, the currency and country information cannot be changed

101. The SAVIX MIS Version 9.5: Setup and use
4 Data entry

102. 4.1 Group level data entry

103. Group-level data entry: General
There are 6 types of data that can be entered into the MIS
Static data. These are data that are collected and entered only once in the life of a group. They never change, unless under exceptional circumstances.
Cycle data. These are data that are collected at the start of a cycle. Usually there will be no changes in these data until a new cycle starts, except for the status of the group (Supervised or self-managed) and if the name of the person monitoring the group changes.
Dataset. These are data that are regularly collected throughout the annual cycle, usually every quarter. Any of these data (except the name of the group) may change
Standard data. These are optional pre-configured data that can be selected by the MIS Administrator (See PP 2.4.2: Choosing Standard data entry fields (SDFs) that apply to groups). If no SDFs have been created, no SDF data entry screen will appear.
User-defined data. These are optional data defined by the MIS Administrator (See PP : Creating user-defined data entry fields (UDFs) that apply to Groups). If no UDFs have been created, no UDF data entry screen will appear.
Network-defined fields. These are data defined by a Network Administrator, if the Project Administrator has agreed to join a Network. If no NDFs have been created, no NDF data entry screen will appear.

104. Group-level data entry: general (cont.)
Data can be entered EITHER by the Project Administrator, OR the Data-entry Officer. The Project Administrator has access to the Configuration screens, while the DEO does not.
The DEO can only:
add trainers and render them active or inactive
create groups
enter and edit data
delete groups
prepare and print reports
The Project Administrator can:
do all of the above
change the Configuration settings
Data collection forms in 5 languages (English, French Kiswahili, Portuguese and Spanish) can be downloaded from the SAVIX website, under the `MIS TOOLS´ tab. These are in Excel but will need to be customised by users, to incorporate Standard-data fields, User-defined fields and Network-defined fields. They use exactly the same terms that appear on the data entry areas of the SAVIX MIS and appear in the same sequence,
A thorough training should be given to all who collect data. Close supervision of data collection and auditing is essential for several months: bad data is the single biggest issue that we face. It is not recommended to use Village Agents to collect data, which should be done quarterly.

105. Static data

106. Group-level data entry: Static data 12 3
In this case we have shown the Project opened by the Project Administrator. (S)he clicks on `Data entry´ (1) and then `Groups´(2). There are no groups showing since this is the first time the PA has entered data on any groups. The PA then clicks on `Add new Group´ (3).

107. Group-level data entry: Opening the Static data screen
This screen shows the static data fields for a new Group.
Once these data have been entered and saved they will probably never need editing again, unless the name of the group changes (in which case it is better to erase the group and re-create it) or if the physical location changes as listed on the GPS co- ordinates (Latitude and Longitude) (1).
GPS data are optional, but can be used to create a Google map of all groups in a project. 1

108. Group-level data entry 4a: Entering Static data
This screen shows the static data fields partially filled in.
The person entering data (in this case the PA) first enters the name of the group and then clicks on the drop-down arrow in the `Group trained by´ field (1).
This produces a list of people who are qualified to create and train groups, and comes from the Trainer table, created on Project setup. This includes all paid Field Agents and all Village Agents of all types.
The PA then clicks on the name of the person who originally trained the group in how to become a savings group.
Once the PA clicks on the name of the Trainer, the system identifies their status (in this case Field Officer (2)). 1 2

109. Group-level data entry 4b: Entering Static data and including a Google map
This screen shows the static data fields completed.
In addition to the mandatory fields (the first 4) it is possible to enter GPS data. The default for this is using GPS decimal data (1). If other systems are used the Project Administrator clicks on `Convert from Degrees, Minutes, Seconds or GPS format´ (2) and follows the instructions. In this case the user has entered the data and clicked on the checkbox entitled `Show maps on load.´ When this is done the user will see the Google map and can zoom in and view it either in map or satellite format (see below ). Once this is completed the PA presse the `Save´ button (not shown). 1 2

110. 4.1.2 Adding a dataset: Cycle data

111. Group-level data entry 4c: Determining whether or not to add a Dataset
Once the PA activates the `Save´ process a `Warning´ message appears (1), asking the PA if (s)he will be asked if they wish to add a dataset.
In most cases group data is collected no earlier than the date on which savings begin, so in nearly every case there will be additional data to add. Some programmes, however, seek to register their groups at the earliest possible opportunity in order to meet benchmarks for group creation.
If the PA decides not to, the data here will be saved but no results will appear in any reports, except where data will be included in the total number of Members and total number of Groups.
In the case of this example, the PA presses´`Yes.´ 1

112. Group-level data entry 5a: Entering Cycle data
This screen is for the entry of Cycle data, which is normally gathered at the first visit of the Group Monitor/Trainer after the start of the cycle, usually when savings have started.
Static data has been transferred automatically from the Static data fields, showing the Group name, the status of the group (in this case `Supervised´ (1)) and the number of Registered Members who existed at the start of the cycle. (2)
Apart from the name of the group, data in both of these cells can be edited, since, if this group is entering a second cycle, or if the data is being gathered long after the group was first registered, these may have changed. It is assumed that the group will not change its name. 1 2

113. Group-level data entry 5b: Entering cycle data
This screen shows the Cycle data filled in.
NOTE: Pay particular attention and ensure that the cycle number is reviewed and changed if needed (1). It is common for people who collect data not to pay attention to this, which diminishes the value of analysis by cycle.
NOTE: Make sure that the name of the person monitoring the group is correct. Some programmes have groups set up by a Field Officer but monitored by a different person. In this case the person monitoring the group is the same as the person who originally trained the group (2)
NOTE: Pay particular attention to `Savings re-invested at start of cycle.´ (3) This is the total amount of money that members carried over as their personal savings from the previous cycle.
NOTE: Property at start of cycle (4) is the value of the physical property owned by the group at the start of the cycle, not including any cash. The value of this property is listed only as the purchase price paid. No depreciation or appreciation is estimated.
Once this table is completed do NOT press the `Save´ button but click on the `Dataset´ tab. The complete array of data (Static, Cycle, Dataset and UDF/NDF) is saved only when the user has filled in all tables. 1 2 3 4

114. 4.1.3 Adding a dataset: Data collected at each monitoring visit

115. Group-level data entry 6a: Entering main Dataset (1 0f 2)
This screen shows the first 10 data fields for the main Dataset.
NOTE: The definitions for each of these fields can be found in the accompanying `Data Definitions – English´ to be found on the `MIS TOOLS´ page of the SAVIX website (
NOTE: Pay particular attention to ensuring that data is collected for this sheet at the end of the meeting and before the box is locked, so that the final result of all transactions is captured.
NOTE: The `Show descriptive hints´ checkbox (1) is shown marked. This is a utility that gives explanatory notes for each of the data items if the cursor is rolled over the cell. It can be switched off by removing the chackmark. 1

116. Group-level data entry 6b: Entering main Dataset (2 0f 2)
This screen shows the final 6 data fields for the main Dataset.
NOTE: Pay particular attention to understanding the term `Dividends paid this cycle (1).
This does NOT refer to the money shared out at the end of the cycle. It refers to the total money that was paid out to members, before the main (usually annual) share-out. It is a cumulative figure. The purpose of including this data is to allow groups that do not share out, but pay periodic dividends to their members to note how much money has been returned to members DURING the cycle and BEFORE the share out. This sum is NEVER included in the sum shared out to members (because they have already received it). For most time-bound SGs that share out all of their capital annually, dividends are hardly ever paid. This datum is mainly included so that Indian SHGs can use the system.
NOTE: The `Is this an end-of-cycle share-out (distribution) meeting´ checkbox (2), is intended to indicate if the meeting at which the data was collected was a share-out (distribution) meeting at the end of the cycle. It is included to make it possible to analyse performance of groups by cycle and thus track for the longer term, the average end- of cycle performance, to see how this may be changing. 1 2

117. Group-level data entry 7: Entering User-defined data
This screen shows the User-defined data fields created by the MIS Administrator (see `The role of the MIS Administrator 2.4.´)
NOTE: The data fields are automatically incorporated into the data entry pages when set up by the MIS Administrator. In this case all of the fields are shown as being optional (1). If they are mandatory, the dataset cannot be saved unless the fields are filled in. This is indicated by the absence of the (Optional) notation and by the text appearing in bold font.
NOTE: Each of the User-defined categories (Gender, Age and Group quality) appears with a numerical prefix (2). This is done when the MIS Administrator creates the MIS. By using a numerical prefix the categories appear in an order chosen by the MIS Administrator. If this is not done then the system defaults to an alphabetical list.
Similarly, all of the Data items have been provided with an alphabetical prefix. This is done in order to ensure that they appear in a sequence determined by the MIS Administrator, and one that goes across categories (because, if they are chosen to appear side-by-side in reports, they must have a unique letter prefix). 2 1 3 3 2 2

118. Managing datasets

119. Group-level data entry 8a: Single group registered on the system1 4 2 3
Once the data is saved the user is taken directly back to the `Groups´ page. In the example above the group `Umoja´is listed as now registered. The system also displays the name of the person who is monitoring the group (Julia Majara) and the group‘s status (Supervised)
The system automatically creates a number for the group (0001) (1). Once used, this number will never be used again, even when a group is erased from the system. This ensures that group numbers cannot mistakenly be duplicated. It is, however, important that this number is provided to the Trainer so that group records can be updated.
On the right hand side two buttons appear. `Add Dataset´ (2) and `View Datasets´ (3).
When the user clicks on `Add Dataset´ the system will take him/her back into the data entry screens, but directly to the Cycle data screens and not the Static data screens, since the Static data is highly unlikely to need editing. If the user wants to edit the Static data they can do so by clicking on `Edit´ (4).
The slide on the following page shows this project with all of its groups registered.

120. Group-level data entry 8b: Multiple groups registered on the system

121. Group-level data entry 9: Single dataset stored under single group name1 2
When the user clicks on `View Dataset´ (previous slide) they are taken to the place in which the datasets on an individual group are stored. The name of the group appears on the top-left (1) with a date suffix that notes the date of which the group was formed (in this case 04/05/2014). As more datasets are created for this group, they will be added to this page. To add a new dataset the user presses the `Add Dataset´ button (2)

122. Group-level data entry 10: Multiple datasets stored under a single group name3 4 2
This is a page taken from another, much older project, in which the group was formed in October 2012 (1).
Since then, data has been collected 6 times, most recently on the 2nd February 2014 (2). The group has completed one cycle and is half-way through the second
Any of these datasets can be edited or examined at any time by clicking on the `Edit´ symbol (3)
Any dataset can be deleted by clicking on the large red `X´ symbol (4)

123. Group level data entry 11a: Editing
When data is entered and saved as a dataset it may be the case that there are errors in the data. If the user wishes to correct them, (s)he clicks on `View datasets´ (1). This will take the user to the list of datasets for the particular group 1

124. Group level data entry 11b: Editing
When the library of datasets for a particular group is opened it will appear as below. In this case the group has had data entered 5 times: 4 times in the first cycle (1) and once in the second cycle (2)
The user then selects the particular dataset that they wish to edit (3) 1 2 3

125. Group level data entry 11c: Editing
When the user enters the dataset that they wish to edit, they are automatically taken to the Cycle data screen, because it is assumed that the static data will not require editing.
It will be seen that the Dataset and UDF data screens are not accessible. (1 and 2).
The user must first of all either click on the `Edit´ or `Confirm´ buttons at the bottom. If no data is to be edited here, the user presses `Confirm´ If, however, changes are to be made, the user presses the `Edit´ button and makes the necessary changes. Once either of these steps have been completed and the `Save´ button pressed (not shown here), the `Dataset´ and `UDF Data´ screens become available and the fields are editable
NOTE: Usually the edit function is used at the start of a new cycle, or to correct errors, or to change the name of the person monitoring the group
To enter a new dataset you must press the `Add Dataset´ button that appears on the list of groups (See 8b) or on the datasets page (see previous slide). 1 2