Enrolment Officers Administration

Enrolment Officers administration is restricted to users with the system role of Scheme Administrator or with a role including an access to Administration/Enrolment Officers.

Pre-conditions

An enrolment officer may only be added after the approval of the management of the scheme administration with engaging of a new enrolment officer. Editing may be done on all fields; however, approval of the management of the scheme administration is usually required for a substitution of an enrolment officer. Deletion will normally occur when an enrolment officer leaves his post within the scheme administration. Entry of an enrolment officer in the register of enrolment officers doesn’t mean that the enrolment officer can login to IMIS. He/she has to be entered also in the register of users. It is facilitated by the ability to create the entry of an enrolment officer into the register of enrolment officers and the register of users simultaneously.

Enrolment Officers Control Page

The Enrolment Officers Control Page is the central point for all Enrolment Officer administration. By having access to this page, it is possible to add, edit, delete and search. The page is divided into four panels (Img. 107).
  1. Search Panel

    The search panel allows a user to select specific criteria to minimise the search results. In the case of officers the following search options are available which can be used alone or in combination with each other.

    • Last Name

      Type in the beginning of; or the full Last name; to search for officers with a Last name, that starts with or matches completely, the typed text.

    • Code

      Type in the beginning of; or the full Code to search for officers with a Code, that starts with or matches completely, the typed text.

    • Other Names

      Type in the beginning of; or the full Other Names to search for officers with other names, that starts with or matches completely, the typed text.

    • Birth Date From

      Type in a date; or use the Date Selector Button, to enter the Birth Date From to search for officers having the same or later birth date. Note. To clear the date entry box; use the mouse to highlight the full date and then press the space key.

    • Birth Date To

      Type in a date; or use the Date Selector Button, to enter the Birth Date To to search for officers having the same or earlier birth date. Note: To clear the date entry box; use the mouse to highlight the full date and then press the space key.

    • Date Selector button

      Clicking on the Date Selector Button will pop-up an easy to use, calendar selector (Tab. 14); by default the calendar will show the current month, or the month of the currently selected date, with the current day highlighted.

      • At anytime during the use of the pop-up, the user can see the date of today.
      • Clicking on today will close the pop-up and display the today’s date in the corresponding date entry box.
      • Clicking on any day of the month will close the pop-up and display the date selected in the corresponding date entry box.
      • Clicking on the arrow to the left displays the previous month.
      • Clicking on the arrow on the right will displays the following month.
      • Clicking on the month will display all the months for the year.
      • Clicking on the year will display a year selector.
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      Calendar Selector - Search Panel

    • Region

      Select the Region; from the list of regions by clicking on the arrow on the right of the selector to select enrolment officers acting in a specific region. Note: The list will only be filled with the regions assigned to the current logged in user.

    • District

      Select the District; from the list of districts by clicking on the arrow on the right of the selector to select enrolment officers acting in a specific district. Note: The list will be only filled with the districts belonging to the selected region and assigned to the current logged in user.

    • Phone Number

      Type in the beginning of; or the full Phone Number to search for enrolment officers with a Phone Number, that starts with or matches completely, the typed number.

    • Email

      Type in the beginning of; or the full Email to search for enrolment officers with the Email, which starts with or matches completely, the typed text.

    • Historical

      Click on Historical to see historical records matching the selected criteria. Historical records are displayed in the result with a line through the middle of the text (strikethrough) to clearly define them from current records (Img. 108).

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    Img. 108 Historical records - Result Panel

    • Search Button

      Once the criteria have been entered, use the search button to filter the records, the results will appear in the result panel.

  2. Result Panel

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    Img. 109 Image 63 - Selected record (blue), hovered records (yellow) - Result Panel

    The result panel displays a list of all officers found, matching the selected Criteria in the search panel. The currently selected record is highlighted with light blue, while hovering over records changes the highlight to yellow (Img. 109). The leftmost record contains a hyperlink which if clicked, re-directs the user to the actual record for detailed viewing if it is a historical record or editing if it is the current record.

    A maximum of 15 records are displayed at one time, further records can be viewed by navigating through the pages using the page selector at the bottom of the result Panel (Img. 110)

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    Img. 110 Page selector- Result Panel

  3. Button Panel

    With exception of the Cancel button, which re-directs to the Home Page, the button panel (the buttons Edit and Delete is used in conjunction with the current selected record (highlighted with blue). The user should first select a record by clicking on any position of the record except the leftmost hyperlink, and then click on the button.

  4. Information Panel

    The Information Panel is used to display messages back to the user. Messages will occur once an officer has been added, updated or deleted or if there was an error at any time during the process of these actions.

Enrolment Officer Page

  1. Data Entry

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    Img. 111 Image - Enrolment Officer Page

    Enrolment Officers Details

    • Code

      Enter the code for the enrolment officer. Mandatory, 8 characters maximum.

    • Last Name

      Enter the last name (surname) for the enrolment officer. Mandatory, 100 characters maximum.

    • Other Names

      Enter other names of the enrolment officer. Mandatory, 100 characters maximum.

    • Date of Birth

      Enter the date of birth for the enrolment officer. Note. To clear the date entry box; use the mouse to highlight the full date and then press the space key.

    • Phone Number

      Enter the phone number for the enrolment officer. 50 characters maximum.

    • Email

      Enter the e-mail address for the enrolment officer. 50 characters maximum.

    • Permanent Address Details

      Enter details of the place of living of the enrolment officer.

    • Region

      Select from the list of available regions the region to a district in which the enrolment officer will act. Mandatory

    • District

      Select from the list of available districts the district in which the enrolment officer will act. Note: The list will be only filled with the districts belonging to the selected region. Mandatory .

    • Substitution

      Select from the list of available enrolment officers the enrolment officer which will substitute the current enrolment officer Substitution means that all prompts to renewals/feedback will be directed to the substituting enrolment officer. Note: The list contains enrolment officers who already exist in the system and who have at least on location common with the enrolment officer to be substituted.

    • Works To

      Enter the date which the substituted enrolment officer will work up to. Note. To clear the date entry box; use the mouse to highlight the full date and then press the space key.

    • Communicate

      Check the box Communicate if the enrolment officer should receive SMS messages alerting him/her about a need of renewing policies of families/groups he/she is assigned to.

    • Municipalities

      Select from the list of available municipalities the municipality(s) which the enrolment officer is acting in, by either clicking on the Check All box at the top of the list of municipalities, or by selectively clicking on the Check box to the left of the municipality. Mandatory (at least one municipality must be selected.

    • Villages

      Select from the list of available villages the village(s) which the enrolment officer is acting in, by either clicking on the Check All box at the top of the list of villages, or by selectively clicking on the Check box to the left of the village. Villages are pre-selected based on the selected municipality. The pre-selection can be modified. Mandatory (at least one village must be selected.

    • village Officer Details

    • Code

      Enter the code for the Village Executive officer. 25 characters maximum.

    • Last name

      Enter the last name (surname) for the Village Executive officer. 100 characters maximum.

    • Other Names

      Enter other names of the Village Executive officer. 100 characters maximum.

    • Phone Number

      Enter the phone number for the Village Executive officer. 25 characters maximum.

    • Email

      Enter the e-mail address for the Village Executive officer. 50 characters maximum.

    • Date of Birth

      Enter the date of birth for the Village Executive officer. Note. To clear the date entry box; use the mouse to highlight the full date and then press the space key.

    • Include Login

      Enable the enrolment officer to use openIMIS web by creating web credentials (enrolment officers primary interface is the enrolment application running on android device that doesn’t require openIMIS user), the change must be saved to be taken into account.

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      Img. 112 Image - Enrolment Officer Login

      Once the login is created, it will be visible in the User Control Page

  2. Saving

    Once all mandatory data is entered, clicking on the Save button will save the record. The user will be re-directed back to the Enrolment Officers Control Page, with the newly saved record displayed and selected in the result panel. A message confirming that the officer has been saved will appear on the Information Panel.

  3. Mandatory data

    If mandatory data is not entered at the time the user clicks the Save button, a message will appear in the Information Panel, and the data field will take the focus (by an asterisk on the right of the corresponding data field).

  4. Cancel

    By clicking on the Cancel button, the user will be re-directed to the Enrolment Officers Control Page.

Adding an Enrolment Officer

Click on the Add button to re-direct to the Enrolment Officer Page.

When the page opens all entry fields are empty. See the Enrolment Officer Page for information on the data entry and mandatory fields

Editing an Enrolment Officer

Click on the Edit button to re-direct to the Enrolment Officer Page.

The page will open with the current information loaded into the data entry fields. See the Enrolment Officer Page for information on the data entry and manditory fields.

Deleting an Enrolment Officer

Click on the Delete button to delete the currently selected record.

Before deleting a confirmation popup (Img. 113) is displayed, which requires the user to confirm if the action should really be carried out?

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Img. 113 Delete confirmation- Button Panel

When an officer is deleted, all records retaining to the deleted officer will still be available by selecting historical records.