Considerations for Large Scale Mobile Data Collection Efforts
Data collection is not an easy thing. There are a lot of moving parts, things change rapidly, and the hardest part is not the hardware or the software, its almost always people. Thinking ahead and staying organized makes the hardware and software easy to manage, allowing you more bandwidth to focus on people.
For Starters:
How long is the program/contract?
It is important to know how long the data collection period will be and what the frequency is. For example:
- Is the data collection on-going and indefinite (i.e. a health facility)? You'll need to think about long term training solutions and knowledge sharing during staff turnover as well as how to handle hardware/software updates.
- Is the data collection short-term or repetitive? Do you have ample training time to "get it right" the first time and anticipate issues in the field? If the data collection period is shorter and sample size is smaller, the accuracy of each record becomes increasingly more important.
How many enumerators and how many devices?
Knowing how many people and how many devices you'll have to manage is important.
- One device per person? per team?
- Are there backup devices deployed in the field in case of unforeseen issues?
- Can enumerators share or swap devices or are they tied to a specific device?
Expected device lifetime?
Expect that under the best conditions possible that a device will last three years reasonably. Hopefully they will last five but it is reasonable to expect that some device's batteries, screens, and other bits of hardware will fail before your program finishes.
Procuring devices
Depending on where your project is located, there may be registered dealers for high quality products (i.e. Samsung). There are advantages to using these dealers because of their relationships with the manufacturers:
- Some device manufacturers have Corporate Social Responsibility (CSR) programs that will allow your project to take advantage of discounted prices or even full grants. For example, in Ghana, Samsung worked with local partners to procure 3,000 brand new tablets for free. This was done via one of Samsung's philanthropic subsidiaries as a required-by-law program that they give back via CSR.
- Because the dealers can work directly with the makers, it is possible to pre-load software (i.e. DHIS2 Capture or Mobile Device Management tools) onto the devices which can save hours or even days of setup time, depending on how many devices you will have.
- Direct bulk shipment. None of the awkward "going through customs with thousands of dollars of tech" experiences. Plus they carry the burden of importation fees and will likely be less as a locally registered business, depending on which country.
What version of Android?
Ensure that your devices meet the minimum and recommended requirements and plan for upgrades over the life of a contract. If possible see how often your software is updated and if the schedule will align with Android releases in X number of years.
Wifi or Mobile data?
Most tablet devices have options for Wifi-only or Mobile capable. Depending on your process, enumerator team structure, and local availability of reliable mobile service, you may need to choose one over the other but there can be cost implications.
- Where will data collection happen? At a single place (i.e. facility or office) for the duration of the program?
- Will enumerators upload their data via generally shared wifi (i.e. facility or office), will they use a shared mobile hotspot in the field?, or will they use their own mobile-enabled devices.
- What are the best mobile service providers in that area? Multiple regions?
- If using a mobile hot-spot or mobile data enabled device, their connection to the internet will largely depend on the provider's network coverage. Depending on the country and region, the best provider may change from province to province which could render a hotspot device unusable. It will be good to plan ahead of time and get good intel on which providers are best. You will always be able to buy a SIM in each region, but keeping track of SIMs (don't duplicate costs), cost of data across providers, and which is best where is a mini-project in itself.
- There are some ways of bundling providers into one SIM, as well but will require thorough research into availability.
Accessories
There are some device accessories that can make or break reliability and timely data entry.
- Even basic cases are always worth their cost. Always get cases for your devices, especially for long term projects. The time, effort, money, and opportunity cost of a broken device is worth a case that could help prevent it.
- Where we work, chargers are basically available everywhere on the side of the road but if your device is going to be in a facility or office (especially if it is remote) plan on including a spare charger, or reimbursing your enumerators for the cost of a new one at some point over the life of the project. Everything has a lifespan, including cables. Also, with the power outages/surges in the places we work, chargers live short lives.
- Enumerators that are more "on-the-go" in the field may need a car charger. Plan on sending one along with them, especially if they are doing data review or QA in-transit.
Mobile Device Management (MDM)
MDM is not required–like cases should be 
--but it can really relieve the headaches that managers will experience during long term projects or collection periods where the enumerators do not come back or check-in at a central location where management can perform QC on protocols and devices. The basic principle of MDM is that managers can remotely keep tabs on enumerator's hardware and software like they would if they were centrally located. This is a benefit for both enumerators and managers. There are also many built-in security features that can be taken advantage of remotely by those who need to, or know what they are doing. Most MDM platforms also offer basic analysis of users and device "fleets" which can be helpful when managing multi-device, multi-version hardware/software fleets. There are many platforms out there and many more pricing schemes. The best, in my opinion, offer the ability to scale the cost up and down as you need based on the features that you need, not based on the number of users you have. It is a competitive market, but the the ideal cost per device per month should be between $1-5 USD for our type of work. Big name platforms usually don't offer that. My favorite MDM provider is called Miradore and I've had great success with them in Ghana on 3,000 tablets.
Common MDM features for management and security of devices:
- Remote Wipe (necessary security feature when handling PID)
- Device location (assists with recovery if lost/stolen)
-
Hardware and Software enforcement
- Automatically downloads certain apps
- Blocks specified apps
- Monitors app and data usage
- Force or block upgrades to hardware and software (specify versions)
-
Remotely message all or some users
- Send file to users (think PDF user guides, APKs, etc)
- Manage device accounts and user access (resetting passwords
) - Manage device PINs
- Encrypt data. Some MDMs work with Samsungs KNOX platform to strengthen the security.
DHIS2 Capture Technical requirements - From https://www.dhis2.org/Android
| Minimum | Recommended | |
| Android version | Android 4.4 (KitKat) | Android 5.1 (Lollipop) or better |
| DHIS2 version | DHIS 2.29 | DHIS 2.30 / 2.31 / 2.32 |
Recommended Device Specs (From UiO)
Mobile Devices specs
Recommendations for mobile device acquisitions for a Dhis2 Android deployment
Last updated: Feb 2019
| Mobile phones | Tablets | Chromebooks | |
| Construction | Probably the most important feature: this device is going to be doing a lot of field work, and it needs to last 2+ years | ||
| Brand | If you are going to be responsible for managing a lot of devices, it is easier to stick to one brand | ||
| OS | Minimum Supported: Android 4.4 (not recommended) Minimum Recommended for new devices: Android 6.X Recommended for new devices: Android 8.X or superior |
ChromeOS - devices are updatable to the latest version of ChromeOS for at least 5 years after release. Check here | |
| Processor | Recommended: 4 cores, 1.2GHz | various | |
| RAM | Minimum: 2Gb Recommended: 2Gb or more |
Minimum: 1.5Gb Recommended: 3Gb or more |
Minimum: 4Gb Recommended: 4-8Gb |
| Storage | Minimum: 8Gb Recommended: 32Gb DHIS2 app do not uses much space. However, storage of personal images & videos uses a lot of space |
Minimum: 16Gb. Recommended: 32-128Gb |
|
| Screen Size | Minimum: 4" Recommended: 5.5” |
Minimum: 7" | 11” - 14” |
| Camera | Minimum: 5Mpx, with flash Recommended: at least 8Mpx, flash |
optional | |
| Battery Ensure a battery capable of a full-day work in the field |
Minimum capacity 2,400mAh, more recommended | Minimum capacity 5,000mAh, more recommended | 8-10 hr expected |
| Accessories Case, Keyboard, External power |
Consider an appropriate external cover and a screen protector. For tablets, consider an external keyboard for desk operation. Consider supplying an external power brick ( 10,000mAh - 20,000mAh) |
USB 3G/4G modem Mouse WebCam |
|
| Connectivity | 4G (LTE)/ 3G radio, unlocked. If importing devices, check compatibility of frequency bands with local mobile operators. Bluetooth 4.0 or better. WiFi 2.4 GHz & 5 GHz. |
Bluetooth 4.0 or better. WiFi 2.4 GHz & 5 GHz. External USB 3G/4G dongle or Wifi hotspot |
Planning large acquisitions
Each project will need a mix of device types: phones, tablets, and Chromebooks. Most mobile devices are likely to be allocated to a dedicated user. Things to consider will include the nature of the job. For example, community workers will use smartphones or tablets. But health workers that work on a facility may prefer a tablet with an external keyboard or a Chromebook.
The actual large-scale acquisition should be delayed as much as possible. Initially, the recommendation is to purchase as few devices as possible for testing the configuration and given some level of choice to future users. Once a decision to move into a pilot is agreed, the second purchase should ideally be limited to the devices needed for the pilot. If the roll-out plan spans over a year, the acquisition of the devices should also be split across time: better devices at the same price point are constantly being offered by manufacturers on cycles that vary between 12-18 months.
Example of a total acquisition of 100 to 1000 devices.
| Project Month | Phase | Acquisition | # of devices |
| Month 2 | Design and initial configuration | Select 3 or 4 possible form factors. Buy from one or two manufacturer | 2-8 |
| Month 4-6 | Pilot | Buy only the devices required to complete the pilot | 10-30 |
| Month 6-12 | Roll out - phase 1 | First mass-acquisition | 50-500 |
| Month X | Roll out Phase X | --> | 50-500 |
| Month 36-48 | Upgrade replacement | Replace devices | X |
Recommendations for a DHIS2 mobile deployment
If you plan to deploy the DHIS2 Android App in the field, we strongly recommend you to read the Mobile Implementation Guidelines published by UiO. They include chapters on technology requirements, security and configuration aspects, and testing and roll out recommendations. Below you will find some key aspects briefly introduced, we recommend reading the extended document.
Mobile device specifications
The Android App is compatible with DHIS2 2.29, 2.30, 2.31 and 2.32. It requires a device that is running Android v4.4 or higher. In this link you will find recommendations for mobile device acquisitions for a DHIS2 Android deployment.
Testing and Piloting
Before deploying the DHIS2 Android App in the field, you should first do a full round of testing of the app in you own configuration. The app has been extensively tested with the demo servers, and during Beta testing it was tested against some real configurations as well. We know, however, that every DHIS2 configuration is special in many senses, and might cause inconsistencies that we have not being able to identify. It is strongly advised to carry out a comprehensive testing of the app in your own server before piloting it.