The Project Coordination Learning Track will guide you through all of the main tools and features of CommCareHQ that will be useful in monitoring and supervising a project.
After learning all of the material covered in this track, you will be eligible to take the Project Coordination Capstone Exercise and become certified in CommCare Project Coordination - for more information see CommCare Certification.
To explore other tracks visit the CommCare Learning Tracks homepage.
Overview
This track is appropriate for people who will be monitoring or actively managing a CommCare project. The Project Coordination Learning Track covers all of the major functions of CommCareHQ, other than Application Building. If you are interested in learning about Application Building, check out the Application Building Learning Track.
What will I learn?
You will learn how to use the major functions of CommCareHQ in order to: interpret and use worker monitoring reports; access and interpret data on CommCareHQ; manage web and mobile user accounts, and manage project data.
Am I qualified?
Anyone can go through this learning track to gain full comfort in using CommCareHQ. Before starting, we recommend that you take the short CommCare Fundamentals course on CommCare Academy.
For anyone who intends to attempt certification in Project Coordination, we recommend the following:
- Experience and comfort using a web browser
- Experience using Microsoft Excel or other Office products
- Completion of CommCare Fundamentals
Core Modules
We suggest that the modules should be completed in the order in which they are listed below. We recommend you open links in a separate tab, or download this guide so you can use it for navigation.
Many of these modules do not yet have any associated tutorials. Therefore, we recommend that you practice within a test project space.
IMPORTANT NOTES:
- All of these modules assume that you have Admin access as a CommCareHQ user. If you do not have admin access in your project space, create your own test project space.
- These modules cover all features available in the community and standard software plans. If you do not have a standard software plan, please contact the certification team, or create a new project space. New project spaces have access to the pro software plan for 30 days.
CommCareHQ Basics
This module provides a basic overview of CommCareHQ, including creating and managing a web account, navigating sections of CommCareHQ, using support resources, and configuring project settings.
This module requires completion of:
| Learning Objective | The learner should be able to: | Links |
|---|
| Create a CommCareHQ account | - Complete the sign up process for CommCareHQ
- Login to account
| Beginner Tutorial Part 1 - Setting Up a New Project Space |
| Create a new CommCareHQ project space | - Set up a new project space
- Recognize what is allowed in a project space name
| Beginner Tutorial Part 1 - Setting Up a New Project Space |
| Distinguish between a CommCareHQ account and a CommCareHQ project space | - Explain the relationship between a CommCareHQ account and a CommCareHQ project space
- Recall that CommCareHQ users can have access to multiple project spaces
| CommCare Fundamentals - CommCare Structure |
| Describe each section of CommCareHQ | - Locate each of the following sections of CommCareHQ: Dashboard, Reports, Data, Users, Applications, Exchange, Project Settings (also CloudCare and Messaging only if relevant to project)
- Explain what information can be found and what tasks can be completed in each of the main sections (also CloudCare and Messaging only if relevant to project)
| Beginner Tutorial Part 2 - Navigating and Preparing the Application Builder Project Settings |
| Explain the purpose of the CommCare users forum and how to join | - Explain the purpose of the CommCare users forum
- Understand and provide examples of the types of questions that are asked to the users forum
- Feel comfortable answering questions or sharing information when appropriate
- Describe best practices and basic etiquette when using the users group (e.g. clear subject lines, starting a new thread for a new topic i.e. not using an existing thread to ask an unrelated question, etc.)
| Home |
| Access and use the CommCare Help Site | - Navigate the home page of the Help Site (menu, shortcuts, search bar)
- Provide examples of the types of resources available on the Help Site
- Complete a search for a problem or question they have (i.e. use the search bar to input a topic, select a topic from the auto-filled list or search for their specific topic, understand and select from search results, etc.)
| Home |
| Report a bug or other technical issues | - Provide examples of problems that should be reported to Dimagi through the "Report an Issue" feature
- Report a bug or other technical issue within HQ, including knowing where the "Report an Issue" button is located, what type of information to include, how to inform other people, etc.
| Submit a Support Request |
| Switch between project spaces | - Use the project space dropdown menu to switch to another project space
- Understand when to switch to another project space (i.e. under which circumstances to switch)
| Project Settings |
Web User Management
This module covers the process of managing CommCareHQ web users and roles.
This module requires completion of:
- CommCare Fundamentals
- CommCareHQ Basics
Note: You must be an Admin of a project space, or have permissions to modify CommCareHQ Web User accounts
| Learning Objective | The learner should be able to: | Links to Resources |
|---|
| Invite a new web user | - Complete the process for inviting a web user to a project space
| Web Users |
| Determine if a web user has accepted an invitation | - Locate the list of current web users and pending invitations
| Web Users |
| Resend or delete an invitation, as appropriate | - Determine when an invitation can/should be sent again or deleted
- Resend an invitation
- Delete a pending invitation
| Web Users |
| Distinguish between the different default roles and explain what each can and cannot do | - Explain and distinguish each role and the permissions for each: Admin, App Editor, Data View, Field Implementer, Read Only
| Web Users |
| Change a web user's role | - Complete the process of changing a web user's role
- Explain when a web user's role should be changed
| Web Users |
| [Paid Feature] Create, edit and delete a new web user role | - Edit or delete default roles
- Create, edit, or delete additional, custom web user roles (beyond the default roles provided)
| Web Users |
Mobile Worker Management
This module covers the skills related to managing mobile user accounts, including creating, updating, and archiving mobile workers and mobile worker groups.
This module requires completion of:
- CommCare Fundamentals
- CommCareHQ Basics
| Learning Objective | The learner should be able to: | Link to Resources |
|---|
| Create and manage a mobile worker account | - Explain which characters are allowed in a username and describe some best practices for username conventions
- Add additional information about a mobile worker, such as name or phone number, and explain how adding this information is useful
- Change or reset a mobile worker's password
- Delete a mobile worker and explain what happens when you delete a mobile worker
| Create and Manage CommCare Mobile Workers |
| Deactivate and reactivate a mobile worker | - Determine when to deactivate a mobile worker and explain what happens when you deactivate a worker
- Deactivate a mobile worker and locate the deactivated worker list
- Reactivate a mobile worker and explain what happens when you reactivate a worker
| Create and Manage CommCare Mobile Workers |
| Create and edit user fields | - Define a "user field" and explain how it can be used
- Complete the process of adding a user field
- Edit a user field
- Explain when to make a field required and how that affects bulk uploading
- Delete a user field and explain how that may affect the application or reporting
| Custom User Data |
| Create and manage a mobile worker group | - Explain the purposes of a mobile worker group and when to place workers into groups
- Create a mobile worker group
- Understand and configure each setting for a mobile worker group, including when to turn on case sharing and/or reporting
- Add and remove workers from a group, and explain the implications for a mobile worker
- Delete a mobile worker group and explain the implications of deleting a group
| Mobile Worker Groups |
| [Paid Feature] Create or modify mobile worker accounts using the Bulk Upload feature | - Use bulk upload to add or update mobile workers
- Explain when to use this feature
| Create and Manage CommCare Mobile Workers |
| [Paid Feature] Configure mobile worker groups using the Bulk Upload feature | - Use bulk upload to configure mobile worker groups
- Explain when to use this feature
| Mobile Worker Groups |
Worker Monitoring Reports
This module covers interpreting and using worker monitoring reports, as well as configuring saved and scheduled reports.
This module requires completion of:
- CommCare Fundamentals
- CommCareHQ Basics
| Learning Objective | The learner should be able to: | Link to Resources |
|---|
| Distinguish between raw data and worker activity data | - Define raw data and the types of raw data
- Explain the differences between the types of raw data
- Define and provide examples of worker activity data
| CommCare Fundamentals - Data in CommCare |
| Understand and be able to apply report filters | - Explain the purpose of report filters and when they should be used
- Know when and how to apply filters for submission time, completion time, date range, users, groups, case type, and form(s)
| Report and Export Filters |
| Explain the difference between form completion time and form submission time, and why they could differ | - Define completion time
- Define submission time
- Explain the difference between completion time and submission time
- Explain why completion time and submission time may differ, and provide examples of what the time difference may indicate
| Form Completion versus Form Submission and Timezones |
| Interpret and Use the Worker Activity Report | - Navigate to this report in CommCareHQ
- Interpret what each column means (this is the most complex report)
- Explain when to use this report
| Worker Activity Report |
| Interpret and Use the Daily Form Activity Report | - Navigate to this report in CommCareHQ
- Interpret the number of forms submitted by a given mobile worker on a given day
- Explain when to use this report
| Pre-Configured Reports |
| Interpret and Use the Submissions by Form Report | - Navigate to this report in CommCareHQ
- Interpret how many forms of each type a given mobile worker has submitted over a given date range
- Explain when to use this report
| Pre-Configured Reports |
| Interpret and Use the Form Completion Time Report | - Navigate to this report in CommCareHQ
- Interpret the average completion time of a given form for a given mobile worker over a given date range.
- Explain when to use this report
| Pre-Configured Reports |
| Interpret and Use the Case Activity Report | - Navigate to this report in CommCareHQ
- Interpret the number and percentage of cases a mobile worker has “touched” in the last 30 days, 60 days, or 90 days
- Explain when to use this report
| Pre-Configured Reports |
| Interpret and Use the Form Completion vs. Submission Trends Report | - Navigate to this report in CommCareHQ
- Interpret the time between when forms were completed on the phone and when the server received them
- Explain when to use this report
| Pre-Configured Reports |
| Interpret and Use the Worker Activity Times Report | - Navigate to this report in CommCareHQ
- Explain when to use this report
| Pre-Configured Reports |
| Export a Report into Excel | - Complete the exporting process
- Explain when to export a report to Excel
| Exporting Pre-Configured Reports to Excel |
| Save a Report and explain why this is useful | - Create or update a saved report
- Recall the ability to access saved reports directly from the Dashboard and Dropdown menu in CommCareHQ
- Explain reasons for saving a report
- Delete saved reports
- Explain who can access and manage a saved report
| Managing Saved and Scheduled Email Reports |
| Schedule an Email Report | - Navigate to the appropriate page in CommCareHQ
- Configure scheduled reports
- Edit or stop scheduled reports
- Explain who can access and manage a scheduled report
| Managing Saved and Scheduled Email Reports |
Project Data Management
This module covers active project data monitoring, including finding submitted forms, auditing case lists, archiving forms, and reassigning cases.
This module requires completion of:
- CommCare Fundamentals
- CommCareHQ Basics
| Learning Objective | The learner should be able to: | Link to Resources |
|---|
| Interpret and use the Submit History Report | - Navigate to this report in CommCareHQ
- Use report filters to narrow search results
- Find, view, and inspect a submitted form
- Explain when to use this report
| Submit History |
| Interpret and use the Case List Report | - Navigate to this report in CommCareHQ
- Use report filters to narrow search results
- Inspect the case list of a given mobile worker or mobile worker group
- Use the "Search" field to pull up a specific case or cases
- Explain when to use this report
| Data Inspection Advanced Case Search |
| Close a case from CommCareHQ | - Find a case on CommCareHQ and use the Close Case button
- Explain the implications of closing a case via CommCareHQ
- Explain when to use this feature
| Data Management |
| Interpret and use the Application Status Report | - Navigate to this report in CommCareHQ
- Use report filters to narrow search results
- Explain the difference between the last submission and last sync
- Determine the last submission and last sync for each mobile worker
- Determine the deployed application for each mobile worker
- Understand the color coding and explain what each color means
- Explain when to use this report
| Manage Deployment Reports |
| Reassign a case | - Explain what it means to reassign a case
- Complete the process for reassigning a case
- Outline the steps required for mobile users' case lists to update
- Understand when to reassign cases and the implications of doing so
| Reassign Cases |
| Archive a form | - Explain the archive form function and how this affects cases
- Describe and complete the process of archiving a form
- Locate an archived form and unarchive it
- Explain when to use this feature
| Archive Forms |
| [Paid Feature] Create or update cases using Excel Importer | - Create new cases and modify existing cases using Excel
- Set up the Excel file (including download the case export when updating cases)
- Select the file to import and upload it into CommCareHQ
- Map case properties and complete the import
- Understand when to use this feature
- Explain how using the importer can impact reports and/or the application
| Importing Cases Using Excel |
CommCare Data
This module provides a detailed exploration of how data is treated in CommCare and how to access and interpret data exports. Topics include: accessing CommCare data, including creating and using exports; configuring daily saved exports; and knowing the various uses for each type of data export. Additionally, common important metadata fields, case and form data, and CommCare data conventions will be covered.
This module requires completion of:
- CommCare Fundamentals
- CommCareHQ Basics
| Learning Objective | The learner should be able to: | Link to Resources |
|---|
| Distinguish between exporting forms and exporting cases | - Describe the data contained in a form export
- Describe the data contained in a case export
- Determine when each export should be used (i.e. based on information requirements, a learner can determine which report will provide the needed data)
| Data Exports |
| Create and download a form export and case export | - Navigate to the appropriate page in CommCareHQ
- Understand and configure Export Settings
- Set export name according to best practice naming conventions
- Explain each default file type option and select the option appropriate for the export
- Explain what a Daily Saved Export is, and recognize when it is useful to select this option
- Choose fields to export based on data/reporting needs
- Customize the export:
- Change the sheet name; change the order of fields; use select all/select none buttons
- Change the display text and communicate how changes impact the export
- Recognize and use the filters options, including: user type, group, and date range
| Form Data Export Case Data Export |
| Create and download a bulk form export | - Describe a bulk export
- Complete the process for creating and downloading a bulk form export
- Explain when to use this type of export
| Section E: Form Data Export |
| Identify, interpret and use metadata fields | - Identify and distinguish metadata fields from other data fields (on the Edit Export page and in an Excel spreadsheet)
- Explain each of the following fields:
- For form exports: case_name, case_id, username, completed_time, started_time, received_on
- For case exports: case_id, owner_name, opened_by_username, opened_date, last_modified_by_username, last_modified_date, closed_by_username, closed_date, closed
- Answer questions about the form by referencing the metadata
| Metadata Glossary |
| Understand who can access data within a project space | - Recall which web user roles have permission to access data
- Explain who has access to exports within a project space
- Distinguish between who can view exports versus saved reports within a project space
| Managing Saved and Scheduled Email Reports Form Data Export |
| Access and export form contents to Excel for data analysis | - Locate "Export Form Contents" option within the Form Builder
- Complete the process of exporting form contents to Excel
- Given an Excel file containing form contents, be able to interpret a form data export
- Explain when exporting form contents is useful
| Export Form Contents |
Project Coordination Certification
To get certified in CommCare Project Coordination you must:
- Learn all of the material associated with each of the modules listed on this page. Where available we recommend you complete the tutorials.
- Register for the Project Coordination course on Dimagi Academy and pass the test for each module.
- Successfully complete the Capstone Exercise.
For more information, please see CommCare Certification.
