Chapter 3

Workload Management

Contents

• 3.1 Downloading of Workload
  • 3.1.1 Forms 2 and 3 and Shapefiles
  • 3.1.2 Form 4
• 3.2 Managing of Workload
  • 3.2.1 Forms 2 and 3, and Shapefiles
  • Re-assigning Workload
  • 3.2.2 Form 4
• 3.3 Adding of HPQ Forms to be encoded

The following are the instructions for the activities under Workload Management which are to be done by the PFP and his/her alternates:

3.1 Downloading of Workload

3.1.1 Forms 2 and 3 and Shapefiles

Downloading from CSWeb

The following are the instructions in downloading workload:

1. Log in to the DPS.
   
2. Go to the Utilities module and click the DOWNLOAD button in the Download Workload tab. Wait for it to finish downloading.
   
3. The list of EAs under the PSO will then appear. Proceed to download the data for each EA by going to the Download Data tab.
   
4. Select an EA or a group of EAs, tick the Data button, and click the DOWNLOAD button to download their Form 2s and 3s.
   
   
   After a successful download, the number of downloaded forms will be reflected. Click the CLOSE button to exit the counter window.
   
5. Perform item d to download the shapefiles as well. Tick the SHP File button this time.
6. Repeat steps d and e until all EA files are downloaded. It is advised NOT to download the data/shapefiles of all the EAs in the province at once as it may lead to lagging/crashing.
   
   EAs with downloaded data, shapefiles, and signatures may now be assigned to processors in the Workload Management module.
   Download only the data of EAs with completed data collection operations and data uploading activities. It is highly discouraged to re-download the data of EAs which have already undergone data processing as it may lead to edit loss.

   NOTE

Importing files to the DPS

If the downloaded CBMS Form 2s are not complete, the supervisors may opt to import the csdbe files to the DPS using the consolidated tablet files. The following are the steps to do so:

1. Go to the Download Data tab in the Utilities module.
   
2. Select an EA with csdbe files to import then click the IMPORT DATA FILE button.
   
3. Locate the tablet files of the assigned by browsing to its path.
   
4. Select the csdbe files to be imported then click the Open button.
   
5. Select the csdbe files to be imported then click the Open button. Wait for the importing of files to be finished. The updated count of the EA forms will be reflected upon successful import.

3.1.2 Form 4

1. Go to the Utilities module.
   
2. Click the DOWNLOAD BPQ button in the Download Workload tab. Wait for it to finish downloading.
   
3. A dialog box will appear confirming the successful downloading of local files of BPQ CAWI. Click the OK button.
   
   Ensure that all BPQs were verified by the HCAS and/or Provincial CBMS Core Team before downloading the local BPQ files in the DPS. Only those with “Verified” status will be downloaded.

   NOTE

3.2 Managing of Workload

3.2.1 Forms 2 and 3, and Shapefiles

Assigning Workload

1. To assign a workload, go to the Workload Management module.
   
2. Click the Assign tab. This tab displays the EAs for assignment. EAs can be assigned if they have downloaded CAPI forms or the number of PAPI forms for encoding.
   
3. Right-click an EA, then click the Assign EA option.
   
4. A dialog box will appear reflecting the details of the EA to be assigned. Select a processor (MDP or DP) in the dropdown list and click the SAVE button.
   
   The processors, both DPs and MDPs, should log in first to the DPS in order to be included in the list of DPS users reflected in the Summary of Users tab (can be viewed in the Utilities module of PFP/ISA’s account), and to receive an assignment.

   NOTE
5. Two (2) dialogue boxes will appear confirming the successful assignment of the workload; click the OK button for both boxes.
   
   The processor may now view the EA assigned to him/her when he/she logs in to the DPS.
   
   The supervisors (PFP and those using ISA accounts) may also assign an EA to themselves by going to the Data Entry/Data Validation module and right-clicking on the EA they wish to work on.

Re-assigning Workload

1. To re-assign a workload that was previously assigned, go to the Receipt and Control tab in the Workload Management module.
2. Right-click on the EA to be re-assigned; then click Reassign EA.
   
3. A window with the details of the EA will appear. Select a processor then click the SAVE button.
   
4. Two (2) dialogue boxes will appear confirming the successful reassignment of the workload; click the OK button for both boxes.
   

Accepting Workload

1. To accept an EA which was processed by an MDP/DP, go to the Workload Management module, and click the Processed tab.
   
2. Right-click on an EA and click Accept EA.
   
3. A window will appear reflecting the details of the EA submitted by the processor. Click the SAVE button.
   
4. A dialog box will be displayed to confirm the acceptance of the EA. Click the OK button.
   
5. Another box will appear stating that the EA was returned successfully. Click the OK button.
   

Monitoring Activities on EA Data Files

The PFP and other supervisors at the DPC can monitor the activities done on each EA file by performing the following procedures.

1. Go to the Workload Management Module.
2. In the Receipt and Control tab, right-click on an EA then select Show EA Activity.
   
3. A window showing all the activities done to the EA will appear. Close the window by clicking the DONE button.
   

3.2.2 Form 4

Assigning Workload

1. Go to the Form 4 module. This module displays the list of barangays under the province.
   
2. Right-click on a barangay to be assigned and select Assign.
   
3. A window will appear showing the details of the barangay. Select a processor in the dropdown then click the SAVE button.
   
4. Check the STATUS column to confirm the successful assignment of the BPQ. It should reflect ASSIGNED.

Accepting Workload

1. In the Form 4 module, right-click on the barangay with processed BPQ and select Return BGY.
   
2. Two (2) windows will verify then confirm the acceptance of workload. Click the OK button for both.
   

Unassigning Workload

1. In the Form 4 module, right-click on an assigned barangay.
   
2. A dialogue box will then verify the unassigning of workload. Click the OK button.
   
3. Lastly, a confirmation that the unassigning of workload is successful will prompt. Click the OK button.
   

Monitoring Activities on the Barangay Profile Questionnaires

The PFP and other supervisors at the DPC can also monitor the activities done on each BPQ by performing the following procedures.

1. Go to the Form 4 Module.
2. Right-click on an EA to be checked, then select Show BGY Activity.
   
3. A window showing all the activities done at the BPQ will appear. It can be closed by clicking on the DONE button.
   

3.3 Adding of HPQ Forms to be encoded

The following are the procedures in setting the number of Form 2 to be encoded in the DPS:

1. To add forms for the encoding of HPQ PAPI, go to the Receipt and Control tab under the Workload Management module.
   
2. Select an EA with HPQ PAPI to encode, right-click on it and click Add Form.
   
3. A box will appear reflecting the details of the EA. Indicate the number of HPQ PAPI forms for encoding in the FORM 2/HPQ PAPI field then click the SAVE button.
   
4. Two (2) dialogue boxes will then appear confirming the addition of forms. Click the OK buttons for both.
   

The number of PAPI forms will now be reflected in the F2/HPQ PAPI column and the EA may now be assigned to the processor.

If upon encoding of forms the processor found that the actual number of forms to be added for HPQ PAPI encoding is not equal to the number of HPQ PAPI encoded by the PFP in the Workload Management module, the processor should immediately inform the PFP of the issue and inform the latter of the correct number of HPQ PAPI to be added. The PFP should then correct the number of HPQ PAPI.