Why collecting data from the field through android phones Step-wise approach How to deal with challenges What s Next

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2 Why collecting data from the field through android phones Step-wise approach How to deal with challenges What s Next

3 Use of technology instead of doing work with pen and paper and Do not require paper so environment friendly It will help to capture pictures and videos and documenting stories Easy to use In-built checks to avoid wrong data entry Password protected files for ensuring more confidentiality in field Data is easily available at the centre level

4 Get a phone with sim card and internet access Unauthorized audio, images and videos should not be uploaded/downloaded or clicked from the mobiles Should not upload/download any unauthorized application on mobile Should be carried when required and kept at a safe place in office/home Should not be considered as personal property of the user and to be returned while leaving Sign a declaration form

5 Installing ODK: Install from the website ( ODK Collect apk on the computer Then transfer through data cable or Bluetooth to the mobile Now, upload the forms saved on computer disk to the mobile by pasting the xml form to Android mobile location- /sdcard/odk/forms/

6 Opening ODK Look for the odk installed app on the phone Open it and go to Fill blank form Swipe on go to next page Fill the numbers or words Automatic skips will help to see only those fields which need to be seen Constantly save each page by clicking on floppy like image In the last when saving form, click on the field of Name this form, now it will give you options to change file name and wait for automatic response Form Successfully Saved In the last save the form by first putting school or community name, then name of the volunteer and lastly date. For e.g., PschoolNanda_Shyam_21JUN14

7 For in school and out school, there are two different tools which will appear on screen in Fill Blank Form Fill this form daily whenever go to field For e.g., If Ram visit a school in village A where activity on civic participation was conducted, then he will fill this form with GPS, videos and pictures. Then, again Ram conducted SRHR event in that school, so now again he will fill a separate form for a different activity conducted even though school is same

8 School A School B Community A

9 One ISY form will be filled for School A One ISY form filled for SRHR module One ISY form filled for MHM, even though participants are same For community A, one OSY form for activity in old group and two different OSY forms separately for 2 new groups formed Conclusion: Remember if there are two events/programs even at same place we need to fill two separate forms

10 Video will not be more than 5 minutes and maximum 3 video and minimum 1 video should be captured by the volunteer everyday Video should be clear (not taken in direct sunlight) Video should not capture too many people if taking for case study While taking images or videos of event take it so that we have a helicopter view of the session Videos and pictures to be taken carefully so that it can be used for uploading on FB page (clear and crisp)

11 GPS needs to be taken outside the building/house and needs time to capture co-ordinates. Also, its performance enhances with internet connection so keep your data connection turn on while capturing GPS coordinates Save the form all the time at every page by clicking floppy like icon on top

12 Before getting to the office, please charge the phone Write local language in English script so that one can understand Case study and event report to be written as it is done now on hard copies

13 Three month will be piloting, so keep all records on hard copies and also on mobiles Report any problems faced to the APC

14 Get signed document from the volunteers when giving them phone Purchase sim card as per the service provider in the local area for mobile internet Give proper training to volunteers through mock exercises Follow-up by having a feedback session with all volunteers in a meeting

15 Collect data from the volunteers as soon as possible, otherwise there is a risk of loss of data You have to collect data in two ways to ensure no risk of losing data i.e., in-person and synchronising through google drive (refer next slides for details) Please set up a time in a month when data will reach you (should not be just once a month, at least 2 times a month from a volunteer)

16 Files in a folder in Mobile in ODK folder 2 nd method- Transfer through internet 1 st method- Transfer through cable Create folder system on hard drive in system (districtnameyear & monthvolunteer name- ISY folder and OSY folder separately) Transferred directly to folder in computer from the mobile phone where separate folders are storedodk/instances folder Install google drive on computer and mobile Create folders on google drive exactly created on system (district name- year & month- volunteer name- ISY folder and OSY folder separately) Copy files in those folders

17 Get data directly from mobile of volunteer through data cable: 1. Attach the data cable and then look for ODK folder stored in the mobile which will be in SD card 2. Copy the folder stored in instance folder (ODK folder) to the computer, make folders in same way you made it on google drive and copy paste folders from the instances folder from volunteer mobile.

18 Install google drive on your computer system from this link Install google drive android version from s&hl=en Now make create folder on the google drive by installing and opening the drive from the icon in tray on desktop Create a folder named the district, (district name- year & month- volunteer name- ISY folder and OSY folder separately) 1. Create folder with name month and year (E.g., June_2011), this will be created for every month 2. Then within month and year folder, create folder named for each volunteer 3. Within each volunteer folder create two folder ISY and OSY 4. Each volunteer folder to be linked to this drive which can be done through mobile (open drive apk in mobile and then click on plus button which will show folders and then go to volunteer folder and link it) 5. Each day volunteer should link filed by synchronising through internet

19 After copying files you need to open xml sheets You can open xml file by first opening excel sheet and giving location of the xml file and then open it (choose as an xml table option prompt when it comes while opening) Now, copy data from the opened excel sheet (from xml) to the datasheet which has all formulas In the end you will find the final numbers (be careful not to change formulas while writing numbers)

20 Link media files by looking at the name of the picture file or video file in the folder same in the excel sheet Now, right click on the file name in the excel sheet and select option hyperlink and after that give location of the file by locating it on the computer (video/picture will be stored with the same name in the folder and we need to link it for all files) Put the final excel sheet with formulas and all the images and videos in same file

21 You will provided a master sheet and you just have to copy each row of all the volunteers on it by selecting the whole row (there will be 2 sheets one for ISY and on for OSY) In the last, you will see through automatic formulas, all the numbers generated As usual, write those numbers on the excel sheet Put datasheet and all images and videos in the folder and send it to PC for approval PC will share it through google drive to M&E team