Pre-requisites:

The Standard Supervisory App must be already setup in your project space, before you can use it. For information on how to set it up, please read this page.

Overview:

Standard Supervisory App is generic out of the box app that can be used by supervisors to track their mobile workers. The mobile workers that are registered in your project space, automatically show up as cases in the case list screen of the Supervisory App (no separate registration is required in the app). If you deactivate a mobile worker, it stops showing up in the case list.

The Standard Supervisory App provides 4 functionalities to the supervisor:

  1. Giving performance feedback to mobile workers
  2. Evaluate quality of visit between mobile worker and their beneficiaries
  3. Evaluate proficiency of mobile worker in using CommCare
  4. Tracking of tech issues reported by mobile workers

 

Below are the details of the forms:

Form Name

Description

When to Fill

Snapshots

Performance Feedback Form
(in FLW Supervision module)

This form is designed to help a supervisor convey the performance feedback to the mobile worker. Certain performance indicators about each mobile worker are directly available in the app such as number of forms submitted last week/month, number of cases modified last week/month, total number of open cases, etc. This form consists of a score formula, which uses the performance indicators to calculate whether the mobile worker is ‘meeting target’ (Green), ‘not meeting target, but improving’ (Yellow) or ‘not meeting target, not improving’ (Red).
The score formula needs to be configured for each partner organization, while initially setting up the Supervisory App in their domain.
The default score formula is “Mobile worker needs to have atleast 10 open cases, and each month needs to followup with atleast 85% of her clients”.

It is recommended to fill this form at least once a month for each mobile worker while giving them performance feedback (via phone or in-person).

Note: the performance indicators update on the server every hour, and would get updated on the phone on manually doing ‘Sync with Server’. Hence, the supervisor should periodically keep doing ‘Sync with Server’ to get the latest indicator numbers.

Visit Observation Form

(in FLW Supervision module)

This form evaluates quality of service that the mobile worker provides to her beneficiaries while visiting them. It evaluates things like the mobile worker’s counselling skills, effectively using Commcare or not, providing accurate information or not, etc. It gives a score and a color code based on the score – Green (did well), Yellow (satisfactory, but needs improvement), Red (unsatisfactory, needs lot of improvement)

The supervisor is supposed to fill this form while observing a visit between mobile worker and her client (at beneficiary’s home or clinic, etc). It is recommended to fill this form once in about 45 days for each mobile worker.

Mobile Experience Survey (MES) Form

(in FLW Supervision module)

This form evaluates the mobile worker’s proficiency in using CommCare. It evaluates mobile worker’s knowledge of essential skills (able to open CommCare,  login/logout, etc), important to know skills (stating number of unsent forms, etc) and nice to know skills (able to read SMS, etc). It gives a score and a color code – Green (knows most skills), Yellow (knows essential skills), Red (does not know even essential skills).

The supervisor is supposed to fill this form in-person with the mobile worker, asking her to perform each action asked in the form. Mark a yes/no depending upon if mobile worker was able to perform the action or not. Then teach the ones she couldn’t perform.

 It is recommended to fill this form once in about 45 days for each mobile worker.

Report Tech Issue Form (in FLW Supervision module)

This form creates a ticket in the system for tracking a tech issue over time. It captures some basic details about the issue like brief description, type, severity, etc. All the tickets created, show up as cases in the ‘Tech Issues Followup’ module.

Supervisor should fill this form as soon as he comes to know of a tech issue faced by a mobile worker.

           

Edit Tech Issue Form

(in Tech Issues Followup module)

This form is used to update the information of an existing ticket. It is a replica of ‘Report Tech Issue Form’ except that previously entered values are pre-filled into the questions, available for changing.

Supervisor should fill this form whenever he wants to update any information regarding a tech issue ticket.

Close Tech Issue Form

(in Tech Issues Followup module)

This form closes an open tech issue ticket. It captures additional info like where the issue was resolved, escalation level, etc.

Supervisor should fill this form only after the tech issue has been resolved for the mobile worker.

 

Color Codes for Mobile Workers:

A mobile worker can have up to 4 colors.

  1. Performance color (Green/Yellow/Red):
    This color gets generated when supervisor fills out the ‘Performance Feedback’ form for the mobile worker. Green means ‘meeting performance target’, Yellow means ‘not meeting target, but improving’ and Red means ‘not meeting target and not improving’.
  2. MES color (Green/Yellow/Red):
    This color gets generated when supervisor fills out the ‘Mobile Experience Survey’ form for the mobile worker. Green means ‘knows most mobile skills’, Yellow means ‘knows essential skills’, Red means ‘does not know even essential skills’.
  3. Visit Quality Color (Green/Yellow/Red):
    This color gets generated when supervisor fills out the ‘Visit Observation’ form for the mobile worker. Green means ‘does well’, Yellow means ‘satisfactory, needs improvement’, Red means ‘unsatisfactory, needs lots of improvement’.
  4. Aggregate Color (Green/Yellow/Red):
    Aggregate color is generated only if all the above 3 colors have been generated.
    Aggregate color = IF all 3 colors are green then Green, ELSE IF any of the 3 colors is red then Red, ELSE Yellow.

All these colors are visible in the case detail screen at the top. If you scroll further down in the case detail screen, then you can see the various scores. Aggregate color is also visible in the case list screen across each user (only if available).

FLW Case List Screen

 

FLW Case Detail Screen

 

Tech Issues Case List Screen

 

Tech Issues Case Detail Screen

 

 

Using the Supervisory App Excel Dashboard:

All the data collected by the Supervisory App can also be viewed in an Excel Dashboard in an aggregated form. Dimagi FM is responsible for setting up this dashboard for your project space.

Supervisor’s supervisor, Dimagi FM, etc could be the consumers of this dashboard to see how the mobile workers are performing, and how well the supervisors are doing their job.

FLW Dashboard sheet:

This sheet of the excel dashboard shows a snapshot of how the mobile workers are currently performing. It shows what percentage of workers are Green, Yellow and Red in various categories such as Performance color, MES color, etc.

It also shows a metric ‘Days since perf feedback (per user)’ with mean and median values. This metric tells on average, mobile workers are being followed up by their supervisors in how many days.

 

Tech Issue Dashboard sheet:

This sheet shows a breakdown of the various tech issues by their type, escalation level, location of resolution, etc. It also shows stats about total number of open/closed issues, duration for which they remained open, etc.

 

Refreshing Data:

Each night CommCare will update the data on the server.  To have Excel pull in the latest, do the following:

  1. Choose Data menu
  2. Click Refresh All
  3. This will pull the latest data from CommCareHQ. You will be prompted for your CommCare HQ password.
  4. Switch to 'FLW Cases' sheet. The last column 'Days since perf feedback', uses a calculation formula. If any new rows were added, extend the formula of the column to include the new rows (method described here: Apply Excel Formula to entire column).
  5. Switch to 'Tech Issue Cases' sheet. The last 3 columns ('issue status', etc), use calculation formula. If any new rows were added, extend the formula of the column to include the new rows (method described here: Apply Excel Formula to entire column).

 

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