CommCare Implementation Plan - 6 Month

The following implementation plan describes a 6 month CommCare project with 8 weeks of pilot. It is a fairly aggressive schedule and may need to be adapted to a longer time frame for your needs.  The chart below indicates the high-level tasks required for a CommCare implementation, estimated task duration, and when the task should be completed by. The section starting on the following page describes each task in further detail and identifies primary and supporting task actors.

Stage

Task

Actors

Time Frame (25 Weeks)

Duration (wk)

Due by:

0

2

4

6

8

10

12

14

16

18

20

22

24

 

Weeks 1 - 7

 

 

Design &

Preparation

Identify project coordinator

PM

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3

Wk 3

Design application content & translation (in Excel)

HE, PM, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4

Wk 4

Identify project site with necessary connectivity

PM, PC

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1

Wk 4

Design plan for power accessibility

PM, PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2

Wk 4

Procure phones and SIM cards

PM, PC

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4

Wk 5

Identify refinement group of CHWs

PC

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1

Wk 5

Obtain images and video content

PM, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3

Wk 7

Dimagi field engineer arrives at project site

-

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

-

Wk 6

Review messages with CHWs

Dimagi FE, PC

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2 days

Wk 6

Record audio content

HE, PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1

Wk 7

Build application prototype

Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3 days

Wk 7

 

Weeks 8 - 13

 

 

Refinement & Iteration

Train project coordinator in CommCare use

Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3 days

Wk 8

Train refinement group of CHWs

PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2 days

Wk 8

CHW house visit observations and feedback sessions

PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4

Wk 12

Summarize feedback and finalize application

PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3 days

Wk 12

Gather training materials

PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1

Wk 13

Design data phone plan/phone management contracts

PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1

Wk 13

 

Weeks 14 - 25

 

 

Training &

Pilot

Launch pilot – training starts

-

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

-

Wk 14

Train full cohort of CHWs & distribute phones/SIM

PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4

Wk 17

Monitor through CommCareHQ and ADM

PM, PC, Dimagi FE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8

Wk 25

Project coordinator follows up with CHWs

PC

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8

Wk 25

Actors : PM – Project Management, HE – Health Expert, PC – Project Coordinator, Dimagi FE – Dimagi Field Engineer.


Chart Task Details

Design and Preparation Stage

Identify project coordinator

Project management identifies a project coordinator to be the primary manager of the project operations on the ground.  This individual will be in frequent communication with project management and the Dimagi field engineer.

Primary Actor: Project Management

Supporting Actor(s): -

Design application content & translation (in Excel)

The Dimagi field engineer and health expert use the selected health content to repurpose and design for the mobile phone application.  They design each form so it matches the intent and purpose of the health content. Dimagi has an Excel template for translating the health content into a format ready for the application.

Once the application content is defined, this content is translated into the local language.

Primary Actor: Project Management

Supporting Actor(s): Health Expert, Dimagi Field Engineer

Identify project site with necessary connectivity

Project management identifies and investigates a project site particularly to ensure there is sufficient network connectivity.

Primary Actor: Project Management

Supporting Actor(s): -

Design plan for power accessibility

Project management and the project coordinator investigate project site for power accessibility.  If local power infrastructure isn’t sufficient to support mobile phone charging for CHWs, project management, the project coordinator, and the Dimagi field engineer review other power sourcing alternatives including solar power. 

Primary Actor: Project Coordinator

Supporting Actor(s): Project Management, Dimagi Field Engineer

Procure phones and SIM cards

Once the scope of the mobile phone application has been identified, project management and the Dimagi field engineer identify a suitable mobile phone model for the full cohort of CHWs.   Screen size, resolution, button layout, among other features are important when selecting a phone.  The degree of multimedia integration informs the phone choice.  Program management and project coordinator will procure selected mobile phone and SIM cards.

Primary Actor: Project Management

Supporting Actor(s): Project Coordinator, Dimagi Field Engineer

Identify refinement group of CHWs

The project coordinator identifies the group of CHWs (5-10) which will be used for the refinement and iteration stage of this project.  The refinement group of CHWs should be smaller (regardless of the full CHW cohort size) because of the intensiveness and close interaction during the refinement period.

Primary Actor: Project Coordinator

Supporting Actor(s): Project Management

Obtain images and video content

If multimedia integration is an application requirement, project management or the Dimagi field engineer arrange for creation of localized images and/or video content.

Primary Actor: Project Management or Dimagi Field Engineer

Dimagi Field Engineer arrives at project site.

The Dimagi field engineer arrives at the project site to assist the project coordinator in tasks leading up to full project deployment.  The Dimagi field engineer may not be at the project site during this time between arrival and full project deployment.

Primary Actor: -

Review Messages with CHWs

The Dimagi field engineer and the project coordinator meet up with a small group of the CHWs               identified to participate in the project.  The content messages (which later will be put into the               phone) are reviewed to ensure appropriateness in the local context and to make any preliminary               refinements.

Primary Actor: Dimagi Field Engineer

Supporting Actor(s): Project Coordinator

Record audio content

Using written audio scripts (in both English and in the local language) created by the health expert and the project coordinator, the Dimagi field engineer and project coordinator record the audio clips in local language.  The Dimagi field engineer will post-process the recorded audio in preparation for application integration.

Primary Actor: Dimagi Field Engineer

Supporting Actor(s): Project Coorindator

Build application prototype

The Dimagi field engineer builds a prototype of the CommCare application using the application definition from the Excel file and integrating any required multimedia. 

Primary Actor: Dimagi Field Engineer

Refinement and Iteration Stage

Train project coordinator in CommCare use

The Dimagi field engineer trains the project coordinator on CommCare basics and CommCareHQ, our web-based application for project management and reporting. A presence in the field is essential to provide supportive supervision for the CHWs and to report on progress.

Primary Actor: Dimagi Field Engineer

Train refinement group of CHWs

With support from Dimagi field engineer, the field coordinator will train the identified refinement group of 5-10 CHWs on the finalized application prototype.

Primary Actor: Project Coordinator

Supporting Actor(s): Dimagi Field Engineer

CHW house visit observations and feedback sessions

The CHWs begin a pre-pilot refinement period, learning how to use the new tool and discovering any potential difficulties. This design process takes advantage of the CHW’s knowledge about the community and local issues to make the application more contextually appropriate.  

Primary Actor: Project Coordinator

Supporting Actor(s): Dimagi Field Engineer

Summarize feedback and finalize application

Based on suggestions from CHWs and field observations, the Dimagi field engineer and project coordinator summarize feedback and suggested improvement.  These adjustments will make the application more contextually appropriate and will be tailored for this population of both CHWs and clients.  This summarization is communicated to project management and the health expert for final approval.  With final approval, the Dimagi field engineer creates the final application.

Primary Actor: Dimagi Field Engineer

Supporting Actor(s): Project Coordinator

Gather training materials

The Dimagi field engineer identifies and gathers already existing training material from previous CommCare projects.  The Dimagi field engineer and project coordinator may repurpose some of the training material to make it contextually appropriate and/or specific to this application.

Primary Actor: Dimagi Field Engineer

Supporting Actor(s): Project Coordinator

Design data phone plan/CHW phone management contracts

The project coordinator and Dimagi field engineer design a data phone plan to accommodate the expected level of activity from the CHWs.  This data phone plan is passed to project management for approval before deployment. Also, the Dimagi field engineer selects a CHW phone management contract template and re-purposes it for this project.

Primary Actor: Project Coordinator

Supporting Actor(s): Dimagi Field Engineer, Project Management

Training and Pilot Stage

Launch pilot – training starts

The pilot is officially started and CHW training starts.

Primary Actor: -

Train full cohort of CHWs & distribute phones/SIM

The project coordinator takes the lead with support from the Dimagi field engineer to train the full cohort of CHWs on the finalized application.  The CHWS are split into training groups (about 15-20 CHWs per training group) to accommodate effective training size.  Then, each training group will receive a 2-day seminar (5-6 hours per day) learning both mobile phone basics and the CommCare application.

At the end of each training seminar, the Dimagi field engineer and project coordinator distribute the mobile phones and SIMs to the CHWs.  The CHWs will sign the phone management contract, and the project coordinator fills in a phone inventory spreadsheet.

Primary Actor: Project Coordinator

Supporting Actor(s): Dimagi Field Engineer

Monitor through CommCareHQ and ADM

During project operations, the project coordinator closely monitors CHW activity via CommCareHQ and meets with CHWs weekly to gather feedback.  The project coordinator tracks CHW activity and progress using built-in data performance metrics available through CommCareHQ.  The Dimagi field engineer serves as a resource for guidance on using CommCareHQ or effective strategies for monitoring CHWs.

Additionally, Dimagi has instituted an Active Data Management (ADM) process.  In ADM, Dimagi sends out to all stakeholders a weekly performance report to provide actionable information to drive data-based decision making.

Primary Actor: Project Coordinator

Supporting Actor(s): Dimagi Field Engineer

Project Coordinator follows up with CHWs

Using the performance reports, the project coordinator provides supportive supervision by following up with underperforming CHWs, reinforcing skills learned during training, and solving any technical problem.

Primary Actor: Project Coordinator