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ETC Assessment and Reporting ToolUse Cases and Requirements

1. Purpose of this Document

This document outlines use cases and corresponding high level requirements for the ETC Assessment and Reporting Tool (ETC-ART).

1.1. Related Documents

● The ETC Assessment and Reporting Tool - Concept Note

1.2. Terminology

The following section defines the terminology used throughout the document to promote common understanding of the requirements.

Term DefinitionForm Any data entry interface that incorporates a combination of controls such as text

fields, radio buttons, check boxes, drop line lists and other fields - that is created using the Form Designer.

Template Any form that has been submitted to a designated approver(s) and approved as an official ETC template. The template is then available for downloading to devices to be used for data collection purposes.

Form Designer An interface that allows for design of forms e.g. through drag and drop and configuration of form controls/fields.

Data Collection Client

An application that enables downloading of templates from the server, facilitates data entry, storage and submission back to the server.

Assessment Any template that has been filled or is being filled by a user and which will be sent for for review and approval.

2. Project Overview

2.1. Background

While the ETC has an Excel-based assessment tool, this has not been fully utilized and optimized. Currently the majority of ETC assessments carried out are often rapid, adhoc ‘look-see’ and end without reports that can be shared with the humanitarian community. This comes at a risk of programming thousands of dollars’ worth of projects without solid evidence-base.

As such, the key objectives of this project is to:1. Improve the timeliness, quality and accuracy of ETC assessments through automated, intuitive and easy to use mobile data collection solution.2. Encourage coordinated ICT assessments through use of shared ETC assessment tool and information management platform, hence reduce duplication of effort, and also providing a larger data set of comparable metrics.3. Promote a shared ICT operational picture of humanitarian needs and priorities, through validation, aggregation, analysis and visual display of assessment information.

2.2. Scope of the System

2.2.1 In Scope

Document Version 0.1 of 10

The overall goal of the project is to deliver an open source, inter-agency ETC Assessment and Reporting Tool that is secure, easy to use and portable (works on mobile devices). The solution should enable data collection, analysis and presentation.The system should primarily work online and have some offline capability e.g. data collection and storage on mobile devices. It should also be integrated with the new ETC website and be developed for commonly used mobile platforms i.e. Android, iOS and Windows Phone.

2.2.2 Out of Scope

The project will not develop customised versions of the ART for any particular organisation to use for their own data collection and reporting needs. Nevertheless, it will be open source allowing these organisations and other clusters to re-use and further develop the tool.

3. Overall Business Process

3.1. Domain Overview

The tool will manage the following business processes of the ETC;● Assessment Management: The tool can be used to carry out generic assessments to determine ICT

needs of the humanitarian community. This would include rapid assessment and in-depth assessments. The tool can be used as a checklist to ensure key steps are followed especially during technical installations e.g. repeater installation, radio room setup. The assessment data, once collated and analysed will highlight gaps and needs within the emergency.

● Status/Mission Report Management: The tool can be used as a quick and simple free form mission report highlighting key elements that should be reported and submitted to the ETC Coordinators and Information Management Officers for collation and developing information products.

● Service Report Management: The tool can be used to show the services to be offered by the ETC in a given emergency operation (from the service catalogue) and used to automatically report service availability based on completion of checklist and approval by team leader or ETC Coordinator.

3.2. Users

The target users for the ETC-ART is mainly those involved with ETC activities in the field, especially during emergency operations. They are categorised as follows:

● Key Users: These are critical to the continued success of the tool, and will be given greater importance in considering their requirements and feedback.

● Secondary Users: These are users expected to use the tool, but not for critical business needs. If there is conflict between the needs of the key users and secondary users, the needs of the key users will take precedence.

● No-Impact Users: These are users who infrequently will use the tool and do not have vested interest in its success. They will be given low priority.

More information about the characteristics of each user is available in the ‘ETC-ART Personas’ included in appendix section.

User Category User Category PersonasKey Users ETC Staff ETC Coordinator

ETC ResponderGlobal ETC Support Cell StaffGlobal ETC Support Cell Manager

ETC Members & Partners UN Agency MemberNGO MemberPrivate Sector Partner/MemberStandby Partner/MemberGovernment Partner/Member


Humanitarian Community Field ICT ResponderLocal ICT Staff

Secondary Users Humanitarian Community Field Humanitarian WorkerOCHA Information ManagerGovernment Emergency Authority

Information Gathering Public AcademiaDonors

No-Impact Users Information Gathering Public ICT ProfessionalsPrivate Sector ResponderMediaMilitary Responder

3.3. Use Cases

The following is a list the main (high) level use cases which the system should satisfy. Section 4 should contain the functional requirements for each use case.

Use Case Description SectionDesign & Deploy Forms Authorised users design forms through an

easy to use interface, and then submitted for approval, before it becomes an official template that can be deployed for data collection.

4.1

Collect Data User downloads templates from library and undertakes data collection using client application.

4.2

Transfer Data Transmission of data to/from client apps to the server side, including associated workflows.

4.3

Analyse Data Collected data can be examined, transformed and modelled to produce useful information.

4.4

Report Results & Present Information

Integration with ETC website for reporting results, presenting information and sharing raw data.

4.5

Manage Users Integrate user management with emergency.lu LDAP.

4.6

4. Functional Requirements

The list below describes functional requirements of the ETC Assessment and Reporting Tool. Functional requirements describe the action that the product or solution must take. These are the specific product or solution capabilities that must be present for the user to carry out the feature’s services or to perform a use case.

4.1. Design & Deploy Forms

Name Design and Deploy FormsID UC-01Summary Authorised users design forms through an easy to use interface, and then submitted for approval, before it becomes an official

template that can be deployed for data collection.Actors ETC Coordinator, ETC Responder, Global ETC Support Cell Staff, Global ETC Support Cell Manager, UN Agency Member, NGO

Member, Private Sector Partner/Member, Standby Partner/Member, Government Partner/Member, Field ICT Responder, Local ICT Staff

Stakeholders Humanitarian Communty (all), Information Gathering Public (all)


Preconditions User must be authorised to create forms and be logged into the system.Triggers User wants to collect data, and there are no existing templates in the library.

User wants to modify existing templates by adding new data collection fields.

ID Requirement Description PriorityREQ001

Provision simple and easy to use interface for creating forms. It should be a flexible interface that allows for various types of data fields, validation, logic checks and skips. Controls to be allowed include: single text field, multiple text field, radio buttons, checkboxes, date, email, drop down list, photo, video, text area. Provision capability to make fields optional or mandatory.

Must Have

REQ002

The interface should make creation and editing of forms rapid and efficient. For example, creation of forms should be through use of drag and drop of the different data fields.

Must Have

REQ003

Use forms definition standard such as xforms. This should support UNICODE and non-latin text.

Must Have

REQ004

Forms should allow for use of a standard library of questions and codes for responses as well as user-generated questions and coded-responses.

Should Have

REQ005

Provision a central library to store forms and templates. Must Have

REQ006

Only authorised users can create forms. Must Have

REQ007

New forms created should be approved (by defined group of users) before publishing as official ETC “templates”.

Must Have

REQ008

Make provisions for access control to forms and templates. Must Have

REQ009

Make provisions for versioning for all forms and templates. Must Have

REQ010

Authorised users can customize existing forms and templates from the library. These should be saved as new versions. To become templates, these have to be approved as in REQ007.

Must Have

REQ011

When authorised user creates or edits a form, and is not submitted through the template process (REQ007), this is only visible to that user by default. User can also share the forms with other users (for review only, forms should not be usable for data entry at this stage).

Should Have

REQ012

Form designer should allow a preview of the data entry form at any time - both for web client and mobile clients.

Could Have

REQ013

Form can also be output to a word processing or equivalent format for layout formatting to be printed for data collection on paper.

Must Have

REQ014

Designer can push new versions of forms and templates to clients. Clients should receive notification and allowed to start using new version. No data should be lost due to using new versions and new changes should be highlighted to the user.

Must Have

REQ015

System should allow for administrators to enforce use of new versions of ETC templates to ensure compliance and uniformity in data collection. When administrators enforce, clients apps should update automatically when connected to internet.

Must Have

REQ016

The interface for creating forms should also be available offline i.e. as a desktop application. If used offline, new forms created can be stored locally on computer or stored in forms library.

Could Have

REQ017

Localise forms for multiple languages, with priority for English, French and Spanish languages.

Could Have

4.2. Collect Data

Name Collect DataID UC-02


Summary User downloads templates from library and undertakes data collection using client application.Actors ETC Coordinator, ETC Responder, Global ETC Support Cell Staff, Global ETC Support Cell Manager, UN Agency

Member, NGO Member, Private Sector Partner/Member, Standby Partner/Member, Government Partner/Member, Field ICT Responder, Local ICT Staf

Stakeholders Humanitarian Community (all), Information Gathering Public (all)Preconditions Users must be logged in to a data collection app.Triggers Needs and gaps to be identified, that can be supported by the ETC.

Need for baseline information.

ID Requirement Description PriorityREQ051 Data collection tool developed for web browser, Android, iOS, Windows Phone

and Windows desktop clients (in order of priority). Clients must be user friendly and allow for rapid data entry.

Must Have

REQ052 Data collection clients interface should be simple, easy to use and clearly presented to users to facilitate data entry. For example; navigation should be easy, forms on mobile clients should support multiple page and sections.

Must Have

REQ053 Data collection clients should work both online and offline. Web browser client should only work online. For mobile clients, while device is online, the data collected is stored on both the device and on the server through real-time synchronisation (but only accessible to user before being submitted) - this acts as a form of backup.

Must Have

REQ054 Capability of downloading various templates (e.g. ETC Rapid Assessment, VHF Repeater Site Assessment) from a library to the mobile device through internet connection.

Must Have

REQ055 Categorise assessment on the mobile data collection client e.g. New, Ongoing, Submitted, Approved, Not Approved, etc.

Should Have

REQ056 Users should be able to view and edit previously collected data before submitting for approval. Once submitted, the user would be unable to edit the data.

Must Have

REQ057 Validation rules created during the form design should occur on the client directly. This may include simple verification of data type (i.e. numeric vs. string), range validation, computation checks (a set of rows or columns should total 100) or logical checks. Errors should immediately prompt the user with a clear message on the validation failure.

Must Have

REQ058 The client must save each section of the form as the user moves to the next section, or must autosave the whole form (using idle time). In case the application crashes, data must be recoverable immediately to continue data collection.

Must Have

REQ059 Notification to users with older versions of templates about availability of newer versions.

Must Have

REQ060 All data gathered should be geo-referenced. The client must allow for capture of GPS coordinates either through satellite or cell tower triangulation. The device should obtain geographic coordinates upon client request (i.e. a ‘get coordinates’ button). The interface should display the coordinate values (with an option to view this displayed on a map) so that the user can verify its accuracy. The client should allow user to make manual changes to the values (or pin drop to the map), if they verify otherwise.

Must Have

REQ061 All submitted forms should be accurately indexed (time stamped, name of user, organisation, country, location).

Must Have

REQ062 Provision search functionality on the client tools. This would search forms, templates and assessments available on the clients and on the server (if client is online).

Must Have

REQ063 Localise user interface for multiple languages, with priority for English, French and Spanish languages.

Should Have

REQ064 Provision a feedback option, where users can provide feedback on the templates being used for data collection. This might be in the form a button where the user clicks and is presented with fields to provide and submit feedback. Information to

Must Have


be submitted should automatically include: form name and version, client version, and other relevant information that will aid in resolving the issue raised by user. The feedback option should be consistent across all templates.

REQ065 All assessments must contain: version number of template, version number of data collection client, and version number of form designer.

Should Have

4.3 Transfer Data

Name Transfer DataID UC-03Summary Transmission of data to/from client apps to the server side, including associated workflows.Actors ETC Coordinator, ETC Responder, Global ETC Support Cell Staff, Global ETC Support Cell Manager, UN Agency Member,

NGO Member, Private Sector Partner/Member, Standby Partner/Member, Government Partner/Member, Field ICT Responder, Local ICT Staf

Stakeholders Humanitarian Community (all), Information Gathering Public (all)Preconditions User must be logged onto to a data collection app.Triggers Collected data needs to be synchronised with server.

Collected data needs to be submitted for approval.

ID Requirement Description PriorityREQ101 All collected data in the assessment being used must be transmitted to the server

upon clicking the "submit" button. The server will acknowledge receipt of the assessment once it compares the hash values to ensure data integrity.

Must Have

REQ102 If device is offline, the data should be saved to the data collection client device (under “outbox” category) and synchronised to the server when internet link is established.

Must Have

REQ103 Data transfer should be possible through multiple channels. Prioritise through internet link established on device e.g. WIFI, GPRS, 3G, etc. Prompt the user before using mobile data options e.g. 3G, EDGE, GPRS.

Must Have

REQ104 Data transfer could also occur via SMS (for small datasets) as a secondary option. Notify user of the number of SMS that would need to be transmitted to transfer the data, and make provision for user to make choice.

Should Have

REQ105 All data being transferred must be compressed. Must HaveREQ106 Data transmission options should be fully configurable to allow for timeout

parameter when sending by mobile data connections (GPRS, 3G, etc). Options should be in place to define the maximum size of a files that can be sent by SMS and by mobile data (even after compression). For example, a video clip might be too large to send via mobile data (e.g. GPRS) or SMS and might best sent via a WIFI connection.

Should Have

REQ107 Any unsent data in the outbox should re-sent at a later time without user interaction.

Must Have

REQ108 The data collection client should receive a confirmation message upon successful submission and receipt of data.

Must Have

REQ109 Assessments should be submitted for review and approval (to a defined group of people) before publishing and access control and logging enabled.

Must Have

REQ110 Approvers can review the submitted data, make edits(which should be logged) and approve. Once approved, the data will no longer be editable. Approvers can also choose not to approve the submitted assessment/checklist - in this case, provision a field to allow them make a comment and return filled assessment/checklist to data collector.

Must Have

REQ111 If filled out assessment/checklist is not approved, a notification is sent to the data collector on their mobile data collection client. Data collector can then make changes to the assessment/checklist and re-submit for approval.

Must Have

REQ112 Ability to synchronise user account and data collection activities across multiple clients e.g. if user starts collecting data on Android device while in the field and needs to complete filling the form using web client, this should be possible as long

Could Have


as user synchronises Android client with server.REQ113 Server side validation on unique IDs should generate an error response to the

sender if duplicates are found. This should prompt user to overwrite the data on the server side. This might occur if user is using several clients to work on the same data collection template before its submitted for approval.

Could Have

REQ114 Data transfer should be encrypted according to industry-standard mechanisms (i.e AES, PKI, etc.)(except for SMS, sine this option might not be available with such data transfer mode). This applies for both the mobile and the desktop applications

Must Have

4.4. Analyse Data

Name Analyse DataID UC-04Summary Collected data can be examined, transformed and modelled to produce useful information.Actors ETC Coordinator, ETC Responder, Global ETC Support Cell Staff, Global ETC Support Cell ManagerStakeholders ETC Members & Partners (all), Humanitarian Community (all), Information Gathering Public (all)Preconditions User must be logged in to the system.Triggers Data collected should be transformed into useful information to draw conclusions and support decision making.

ID Requirement Description PriorityREQ151 Provision real time access to the assessment data via a web-based application

which allows custom queries of the assessment data.Must Have

REQ152 The web-based application should allow for easy and simple design of graphical outputs such as charts, graphs and tables based on the assessment data collected. This should allow for creation of standard reports based on templates. This report designer could be the same as the form designer.

Must Have

REQ153 Limited ability to filter and aggregate data based on indicators. Must HaveREQ154 Possibility to import/export data in pre-defined formats easily. Must HaveREQ155 Collect and view statistics such as: time taken to complete assessments,

assessment data sent by day/week/month, usage of templates,Could Have

REQ156 Provision access to the feedback made through REQ064. This should clearly display: user, feedback comments and details collected in REQ064. The raw data should be downloadable in Excel format.

Must Have

REQ157 The web-based application should allow authentication, authorisation and audit and have administrative interface for user and data access management (CRUD).

Must Have

REQ158 Provision search functionality on the web-based application. This would search all assessment data on the server.

Must Have

4.5. Report Results & Present Information

Name Report Results & Present InformationID UC-05Summary Integration with ETC website for reporting results, presenting information and sharing raw data.Actors ETC Coordinator, ETC Responder, Global ETC Support Cell Staff, Global ETC Support Cell Manager, UN Agency Member,

NGO Member, Private Sector Partner/Member, Standby Partner/Member, Government Partner/Member, Field ICT Responder, Local ICT Staff, Humanitarian Community (all), Information Gathering Public (all)

Stakeholders N/APreconditions Data has been collected and/or analysed.Triggers Assessment results and data to be shared with humanitarian community.

ID Requirement Description PriorityREQ201 Use the ETC Website for reporting results and presenting information. As such,

there should be integration between the assessment tool and the ETC Website.Must Have

REQ202 Automatically visualise standard reports generated in REQ152 on the ETC Website.

Must Have


REQ203 Capability to download reports in the searchable PDF format. These reports should be appropriately branded with ETC logo and colours.

Must Have

REQ204 Reports should be sharable via email and social media tools. Must HaveREQ205 Visualize geo-referenced data on a map on the ETC Website. Provision capability

to view this information on other base maps.Must Have

REQ206 Generate ETC services map that indicates locations and services provisioned by the ETC. This map should be in several formats e.g. PDF, PNG, GIF, JPEG, and should be downloadable.

Must Have

REQ207 Provision search functionality. This would search reports and other information available on the tool.

Must Have

REQ208 Ability to view standard reports generated in REQ152 and REQ206 on data collection client app. This should be optimised for the mobile app and should be easy to view.

Should Have

REQ209 Provision an API that will allow display of geo-referenced information on any geo-portal e.g. STAS.

Should Have

REQ210 Data collected should be well structured and made available in either of the following formats: XML, RDF and CSV - for ease of sharing openly on the ETC website

Must Have

REQ211 The data (to be openly shared on the ETC website) should be both human and machine-readable.● Enriching (X)HTML resources with semantics, metadata, and identifiers.● Encode the data using open and industry standards.● Make data human-readable by either converting to (X)HTML, or by using real-time transformations through CSS or XSLT.● Use permanent patterned and/or discoverable "Cool URIs";● Allow for electronic citations in the form of standardized (anchor/id links or XLINKs/XPointers) hyperlinks

Must Have

4.6. Manage Users

Name Manage UsersID UC-06Summary Integrate user management with emergency.lu LDAPActors ETC Coordinator, ETC Responder, Global ETC Support Cell Staff, Global ETC Support Cell ManagerStakeholders ETC Members & Partners (all), Humanitarian Community (all)Preconditions Must have administrative access to LDAPTriggers User needs to be granted access to use the ETC-ART


Integrate user management with the emergency.lu LDAP and use full scope of authentication, authorisation and auditing, coupled with existing CRUD (create, read, update, delete) system.

Must Have

REQ252

Specifiy different levels: form designers, managers (approve), users Must Have

REQ253

Login function to the tool will require: email address and password Must Have

REQ254

Provision capability to register as a user directly from the tool. This function will require the following information: ‘First Name’, ‘Last Name’, ‘Official Email Address’, ‘Organization’, ‘Job Title’, ‘Organization Type’ (options: Local NGO, International NGO, UN Agency, Government Agency, Other).

Must Have

REQ255

New users with recognised domain names (e.g. wfp.org, ericsson.com etc.) would not need to be approved but would gain access automatically. The ETC has an existing list of authorized domain names.

Must Have

REQ256

Display the login/register option in a way that users can easily access and use. Must Have

REQ25 Provision a secure “remember my password” option for users, to enable easy Must Have


7 login to the tool.REQ258

Users do not need to be logged in to the tool to view reports and access basic information. Login only required to carry out tasks such as downloading assessment templates, collecting and submitting data.

Must Have

4. Non-Functional Requirements

The list below describes non-functional requirements. Non-functional requirements specify something about the system itself, and how well it performs its functions. They do not directly address a client business or application need. Instead, they may address:- A property the end product must possess- The standards by which it must be created- The supporting structure that makes it possible- The environment in which it must exist.

4.1. Data Requirements


Data volumes (TBD)

4.2. Look, Feel and Use Requirements


The entire tool should represent the ETC brand in terms of colours, fonts, logos and theme.

Must Have

REQ327

The tool should be visually appealing, uncluttered, provide easy access and navigation to all functionality.

Must Have

REQ328

The tool should be built so that someone with no technical capabilities finds it easy to use. Functionality will not be complex so there will be no learning curve with regard to using it.

Must Have

REQ329

The tool should support major languages i.e. English, French, Spanish. It should also allow for localization.

Could Have

REQ330

Consistent end-user experience across mobile platforms, from the look and feel to the features and available functionality

Should Have

4.3. Performance Requirements


The tool should be designed to be able to operate 24/7 across multiple time zones.

Must Have

REQ352

The critical days/hours for the tool use is during active emergency operations, especially first 30 days of an L3 emergency. The tool should be able to operate non-stop during this crucial period.

Must Have

4.4. Capacity and Scalability Requirements


Expected average number of users per day (initially): 500 Must Have

REQ376

Expected peak number of users in a day (during emergencies): 1000 Must Have

REQ377

Expected peak concurrent users: 200 Must Have

REQ37 Peak volume time: 60 days (during L3 emergencies) according to timezone of Must Have


8 the countryREQ379

Design and optimize tool for the internet connection speed of most users, especially considering low bandwidth environments with high latency. The average connection speed is assumed at 256kbps.

Must Have

4.5. Operational Requirements


Design the tool to be used in multiple time zones. Data uploaded for specific emergency operation should be timestamped for the time zone of the affected country.

Must Have

REQ402

The data for the tool should be backed up regularly (at least once a day) to enable recovery in case of loss of data. During L3 emergencies, the website should be backed up more often (every 3 hours) due to criticality of data to support operations.

Must Have

4.6. Portability Requirements


Design, develop and test for the most common internet browsers i.e. form designer. This includes; Internet Explorer, Mozila Firefox, Google Chrome and Safari.

Must Have

REQ426

Design the tool so that it can be used on several devices with varying monitor sizes (desktops, laptops, tablets, smartphones)

Must Have

REQ427

The solution should operate on reasonable server resources i.e. processor, memory and space requirements.

Must Have

4.7. Supportability Requirements


Provision comprehensive documentation including:● Low-level documentation● High-level documentation (explaining the software and hardware architecture).● Support documentation (to deploy, troubleshoot and debug the application & infrastructure).● End-user documentation (API documentation and/or training manuals).

Must Have

REQ452

Training of ETC staff, members & partners to install/setup, maintain and support the tool

Must Have

REQ453

12-month bug warranty Must Have

REQ454

Frequency of maintenance: quarterly Should Have

REQ455

Inline help System with information to the end user about features, data fields Must Have
