Our process

Kwantu specialises in helping you scale how you collect and use data in programmes.  When starting a new project to implement a custom system we typically use the following process.

1. Process mapping

We start with analysis of your existing data collection process.  We prefer to focus on the administrative level, looking at improving primary level data collection related to core programme or back office activities.  Through this we seek to clarify and standardize processes, ensuring that the data needs for monitoring, evaluation, learning, management and finance are all met.  We also look for bottlenecks that limit your ability to scale and recommend ways to automate or otherwise improve the efficiency of processes.

The output from this stage is what we call a Process Manual.  This document provides a detailed specification of your system.  It covers role players, workflows, taxonomies, data collection forms and reports or dashboards.  This gives you all you need to get a detailed quotation and timeline for implementing the system.

2. Configuration

Should you choose to work with us to implement your system, the Process Manual provides a clear terms of reference for the assignment.  However, unlike other suppliers we will create your system via configuration, not software development.

We can configure data collections apps quickly and at low cost by using our Kwantu app building platform.  This means that we are not coding a new app for you.  Instead we are creating an app using the tools available from the platform.

This approach limits the functionality available in your app and the flexibility in relation to the user interface.  However, it brings the following benefits:

  • Apps can be configured in days, rather than months
  • Cost for creating apps is much lower than with custom development
  • Platform already has powerful tools for reporting on data
  • You can combine multiple apps in the same interface
  • Benefit from new platform features as they become available
  • Apps can be shared with others
  • Option to share data across organisations from each app

This allows us to take an iterative approach to implementing your system.  We aim to deliver an initial 'minimal viable concept' prototype within a few weeks.  This brings the idea of the system to life and makes it easier for non-technical staff to understand and engage with the project.

Based on feedback from the prototype we can make adjustments to the Process Manual as needed, before we finalise the system.

3. Pilot

Once we have configured the system as per the Process Manual, we recommend moving to a small pilot.  This should ideally focus on one group of users and run for a few weeks.  We can provide support as needed for the pilot, including training and accompaniment.

The pilot should use real data and will often reveal important feedback on edge cases or usability issues not considered in the previous stages.  Final adjustments can then be made based on this feedback.

4. Training

We normally provide web based training guides.  These may include videos or GIFs that demonstrate how key areas of the system work.  We can also provide web-based or face to face training for system administrators or general users.

5. General support

Once the system is live our support team are available to assist with any problem.  We operate a support portal in which you can log tickets, track their status and view help articles.

6. Operational support

We also offer optional operational support.  This covers two areas:

6.1 Data driven management

This is a pro-active form of support that aims to build capacity for data driven management in your organisation.  Our operational support agents will configure and run reports or dashboards that track administrative processes in your system.  They will use these to ask questions like:

  • Have all the current cycle of projects been registered on the system?

  • Is data being entered for these projects according to the agreed schedule?

  • Is data being reviewed and approved by users responsible for data quality?

This pro-active approach aims to build understanding and capacity among managers to identify areas where the data entry and approval process is not being followed.  This enables them to take early action to provide additional training or support to remedy this.

If necessary our agents will also assist in modifying job descriptions to incorporate more clearly tasks and responsibilities related to the administrative processes in your system.

6.2 Data usage

Depending on your context, our agents will also advise on how to use data effectively in the context of your programme.  This may mean setting up reports or dashboards that aggregate and summarise data in ways that help your advocacy team to use.  Or it could focus on extracting data needed for discussion and analysis around programme learning.