Purpose & scope
This Standard Operating Procedure (SOP) establishes the systematic workflow for collecting, processing, and managing screening data within IOM Myanmar's anti-trafficking operations. The procedure ensures data quality, consistency, and compliance with organizational standards while maintaining efficient operational workflows.
Scope: This SOP applies to all field staff, data entry personnel, and Information Management (IM) team members involved in the screening data collection process.
Definitions & abbreviations
IM
Information Management
KoBoToolbox
Digital data collection platform
MiMOSA
IOM's case management system
VOT
Victim of Trafficking
SharePoint
Microsoft cloud-based collaboration platform
Data collection workflow
Field colleagues conduct screening interviews with beneficiaries using the standardized Screening Paper Form. This physical form serves as the primary data collection instrument and contains all essential screening questions designed to identify trafficking indicators and assess individual needs.
Key Requirements:
- Use only the approved screening form version
- Complete all mandatory fields
- Ensure legible handwriting
- Obtain necessary consent signatures
- Store completed forms securely
Data entry personnel transfer information from the completed paper forms into the Screening Form Word File template. This standardized digital template ensures consistent formatting and reduces data entry errors through structured fields and validation prompts.
Key Requirements:
- Use the approved Word template format
- Maintain accuracy between paper and digital versions
- Apply consistent coding standards for categorical data
- Verify completeness before proceeding to next step
- Save files using standardized naming convention: [Country]_[Date]_[CaseID]
Upload the completed Screening Form Word File to the designated SharePoint folder organized by country. This centralized storage system ensures secure access, version control, and systematic organization of all screening documentation.
Key Requirements:
- Navigate to correct country-specific folder
- Follow established folder structure: Screening > [Country] > [Year] > [Month]
- Verify file upload completion
- Ensure appropriate access permissions
- Maintain backup copies as per retention policy
Inform the Information Management (IM) team about newly uploaded screening data through the established communication protocol. This notification triggers the next phase of data processing and ensures timely integration into analytical systems.
Communication Methods:
- Email notification to IM team distribution list
- Include: country, number of cases, upload date, and folder location
- Use subject line format: "New Screening Data - [Country] - [Date]"
- CC relevant supervisors and case managers
- Field Staff or Data Entry staff will fill the shared List Log File to notify the new upload data
- The IM will have to check the Log file regularly to be aware about was was uploaded or updated
Verify whether the screened individual already exists in the MiMOSA system by searching for existing ID numbers. If no MiMOSA ID exists, case management staff must create a new case record using the MiMOSA New Case Quick Entry function to establish the beneficiary profile.
Process Details:
- Search MiMOSA database using available identifiers (name, date of birth, contact information)
- If match found: note existing MiMOSA ID for linkage
- If no match: initiate new case creation process
- Document MiMOSA ID assignment in tracking system
- Ensure all mandatory MiMOSA fields are completed
The IM team enters the verified screening data into the KoBoToolbox server using the standardized digital form. This step creates the analytical dataset and triggers automated data processing workflows for reporting and analysis purposes.
Technical Requirements:
- Access KoBoToolbox using authorized credentials
- Select appropriate screening form template
- Link to corresponding MiMOSA ID number
- Apply data validation rules and quality checks
- Submit form and verify successful data transmission
- Generate confirmation receipt for audit trail