EXAMPLE Project Phone Management Plan

 

This document will detail the protocols that need to be taken in regards to phone management as it relates to the deployment of CommCare for the Gates Grand Challenges Grant Round

General Phone Use

This phone is to be used for project activities only.  Project activities include using CommCare and submitting forms, sending an SMS to the project coordinator indicating a problem with CommCare, or calling the health facility during emergency situations arising/discovered during project activities. 

If the phone is determined to being improperly used deemed by the project coordinator, the phone and all components can be retrieved from the CHW, and the CHW is removed from the project.

Phone Credit Recharge Protocol

Phone credit is needed for CHWs to submit CommCare forms to the server.  As determined by the XXXX project coordinator and Dimagi consultant, the process will be managed manually for at least the first couple of months post deployment.  The XXXX project coordinator will visit the CHWs in XXXX and XXXX 2 times a month.  During these visits, the project coordinator will check the phone credit on the CHW’s phone and record this amount in his phone credit log.  The project coordinator will then disburse a 25 or 50 MZM mCel voucher to the CHW to recharge their mCel credit.  The project coordinator will then check back up with this CHW in two weeks time to repeat this process.  The phone credit log will help better understand how much credit is being used every two weeks by the CHW which can help determine if the credit is being used for only CommCare or for other tasks.

The recharge voucher amount and frequency of visits can be changed as the project progresses, but at the beginning of the project, it is advised to follow up with the CHWs frequently to ensure proper use of the phone and have a better understanding of how much credit they are using.

Once an estimate can be made about the appropriate amount of credit, this process can change to a remote topping up procedure.  This can be accomplished by transferring credit via SMS to each of the CHW phones.  To transfer credit on the mCel network, create and send an SMS to:

82+

Type in the following into the body of the SMS:

333 [receiver’s number] [MZM amount]

The project coordinator will be monitoring the data submission from the server and if a CHW has not been submitting forms, the project coordinator should ask the CHW for the reason why they haven’t been submitting forms and be prepared to not disburse recharge credit.

Recharging Phone Battery Protocol

During the February assessment, it was determined that all CHWs will have access to electricity to charge their phones.  It is the CHW’s responsibility to keep their phone charged and therefore available to be used for project activities.  During training, the project coordinator needs to ask CHWs if they know where they are going to take their phones to be charged and if they have to pay to charge their phones.  CHWs will have to pay to use these “electricity stations”.  So, XXXX will provide cost reimbursement for charging the phone.  It is estimated that the CHW will need to recharge their phone twice a week for about 30 minutes each.   

The project coordinator will be monitoring the data submission from the server and if a CHW has not been submitting forms, the project coordinator should ask the CHW for the reason why they haven’t been submitting forms and be prepared to not disburse a phone recharging stipend.

Lost Phone Policy

Each CHW is responsible for keeping track of their phone and taking precautions to avoid theft.  If a CHW loses a phone or has a phone stolen, the XXXX project coordinator needs to follow up with the CHW in person to understand what happened.  If the CHW reports the phone stolen, and it is determined that the CHW is being truthful, the XXXX project coordinator should replace the phone (including SIM card and SD card) from the project inventory.  Both the lost phone and new phone disbursed should be tracked in the project’s inventory spreadsheet.  If a CHW loses a phone more than once, the XXXX project coordinator needs follow up with the CHW in person to talk with the CHW and understand the problem.  At this point, the project coordinator needs to determine if the CHW should remain in the project or not.

See the CommCare Application Management and Monitoring Protocol for phone replacement steps.

Lost Phone Accessory Policy

If a phone accessory is lost (charger, battery, SIM card), XXXX will ask the CHW to pay for the cost of the lost accessory.  If the CHW cannot pay, the XXXX project coordinator needs to decide if XXXX is willing to pay for the replacement accessory.  XXXX has budgeted for replacement phones and equipment.  If a CHW loses an accessory more than once, the XXXX project coordinator needs follow up with the CHW in person to talk with the CHW and understand the problem.

Lost SD Card Policy

SD cards hold the multimedia content used for the application and are, therefore, required for this application.  If an SD card is lost, XXXX will provide another SD card to replace the misplaced one.  When a replacement SD card is disbursed, the XXXX project coordinator needs to note this in the project’s inventory spreadsheet.  If a CHW loses an SD card more than once, the XXXX project coordinator needs follow up with the CHW in person to talk with the CHW and understand the problem.

CHW Dismissal/Leaving Phone Policy

Per the CHW contract that was signed prior to phone distribution, a CHW will return the phone (and battery), phone charger, the Mcel SIM card, and SD card if they are no longer able or willing to participate in this project.  Each CHW is going to be registered with a SIM card through mCel prior to phone distribution.  Even though this SIM card is registered to this CHW, we will not formally “transfer” the registration when the CHW stops participating in this project.  SIM card registration has very little practical meaning, and this process would be an administration burden.  The SIM card will just return to XXXX and will be used by the CHW who replaces the old CHW.