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6.5. Content management

6.5.1. Lists and spatial data

6.5.1.1. Importing data

Registry Administrators and Registry Maintainers can import the lists and spatial data of the Geo-Object Types under the curation mandate of their organization

To import Geo-Object data into GeoPrism Registry, we have to take into account the Geo-Object Types, attributes, and hierarchies that have been defined. The data to be imported needs to be formatted so the fields/columns can be mapped onto the attributes of the relevant Geo-Object Type, and where available, hierarchy information can be matched with the correct hierarchy.

Importing a spreadsheet (list)

Lists are imported in GeoPrism Registry under the form of a spreadsheet.

To be able to smoothly import a list to GeoPrism Registry, the following basic requirements must be followed:

  • The spreadsheet must be in XLSX format

  • The spreadsheet must contain the values for all the attributes that have been defined in the data dictionary as well as the parents for the hierarchies the Geo-Object Type is a part of

  • A header must exist on the first row that contains the unique label for each attribute

  • Each column must be set to the appropriate data type

  • The data should be in the first worksheet of the XLSX file; all other worksheets will be ignored by the system

  • There should be no formulas in the spreadsheet as these are not supported

  • Geographic coordinates included in the spreadsheet must be unprojected (World Geodetic System 1984; EPSG:4326) and stored in separated columns (latitude and longitude)

If the spreadsheet has multiple tabs only the first tab will be used for the import

Importing a spreadsheet happens as follows:

  1. Go to the Import module either by clicking the module icon on the homepage or by clicking the hamburger menu () in the upper right corner and selecting Import.\

  2. If an external system has been registered in GeoPrism Registry (see section 4), a window will open providing the option for the import to take place from an external system or from your computer. Choose the option that applies.\

  3. Ensure the Import Spreadsheet tab is selected.\

  4. Fill out the following fields for the list you would like to import:\

    Field
    Description
    Required

    Hierarchy

    The hierarchy the Geo-Object Type for which you are importing a list belongs to. The dropdown list of hierarchies will depend on the hierarchies created for the organization you are a part of. If the Geo-Object type is part of several hierarchies then the data elements in the XLSX file containing this information will have to be imported separately for each hierarchy

    Required

    Geo-Object Type

    The Geo-Object Type for which you are importing content into GeoPrism Registry. The dropdown will contain the list of Geo-Object Types over which the user has the curation mandate and which are part of the hierarchy that has been selected

    Required

    Import Strategy

    The import strategy for the list being imported:

    • New and update: This will import the Geo-Objects and associated attributes in the spreadsheetthat are not yet in GeoPrism Registry as well as overwrite the attributes of the Geo-Objects from the list that are already in GeoPrism Registry.

    • New only: This will import only the Geo-Objects from the spreadsheet that are not yet in GeoPrism Registry. If the file contains Geo-Objects that were already in GeoPrism Registry (same unique identifier and/or label depending on the selected matching method) then the import will fail to avoid creating duplicates.

    • Update only: This will overwrite the attributes of the Geo-Objects from the spreadsheet that are already in GeoPrism Registry. If the imported file contains Geo-Objects that are not already in GeoPrism Registry then these will not be imported.

    Required

    Start Date

    The start of the date of validity of the Geo-Objects in the spreadsheet. All the Geo-Objects in the spreadsheet, whether new or for update, should have the same start date of validity.

    Required

    End Date

    The end of the date of validity of the Geo-Objects in the list. All the Geo-Objects in the spreadsheet, whether new or for update, should have the same end date of validity. If the Geo-Objects in the spreadsheet are still valid on the date it is being imported in GeoPrism Registry, click the Set as most current button.

    Required

    Import blank cell

    Selecting this option ensures that if there are empty cells in the list being imported, they are imported as empty attribute values (overwrite). This option gives more control to ensure that updates will either only update cells with values or to overwrite existing values with null values.

  5. Click the Choose file button and in the window that opens, browse to the location of the spreadsheet you would like to import. Select the file and click Open.\

  6. Click the Submit button in the Spreadsheet import window.

  7. The Attribute Matching window opens containing the attributes for the Geo-Object Type. The number of attributes that appears depends on the number of attributes created for the Geo-Object Type for which the spreadsheet is being imported. In the dropdown option for each field, choose the attribute from the list being imported that matches the created attribute of the Geo-Object Type. Click the Next button. Note: When the spreadsheet is formatted correctly and completely as mentioned at the start of this section, you should be able to match all of its attributes to the Geo-Object Type for which it is being imported. Otherwise, some of the attributes will be left blank.

  8. The Hierarchy Matching window opens listing the Geo-Object Types considered as parents in to the Geo-Object Type for which the spreadsheet is being imported. The number of parent Geo-Object Types that will be listed depends on the position of the imported Geo-Object Type data in the hierarchy. Fill out the following fields for each parent Geo-Object Type:\

    Field
    Description
    Required

    Source file parent column

    The attribute from the spreadsheet being imported that corresponds to the parent Geo-Object Type (unique identifier or name)

    Match Strategy

    The strategy by which the selected attribute will be matched:

    • Using the code, label, and synonyms

    • Using the code only (fastest)

    Note: Hierarchy matching is optional.

  9. Click Submit.

  10. The import will start processing. Click the Go to jobs button to view the progress.\

  11. This will direct you to the Scheduled Jobs module. If there is no problem with the imported spreadsheet, the page will look as below. You will see the imported spreadsheet as one of the completed jobs when you click on the View completed jobs button.\

  12. If there is any problem with the spreadsheet being imported, you will see this in the In progress section, with the part of the process with the problem highlighted in red. Click on the Resolve Problems button to see the details of the problem.\

  13. The Job Details page will provide the problem type, message, and row number details of the issue and give you options on how to solve each problem when you click the Resolve button. Note: Depending on the problem type, GeoPrism Registry may ask you to fix the problem in the spreadsheet itself and then re-import it.

  14. Depending on the problem type, there may also be cases when you may ignore the errors and proceed with the import. When this is the case, click the Ignore All Errors button.\

  15. A warning message will appear asking if you want to mark the import as completed. Click the Complete Import button. This will complete the import process.\

  16. You will see the imported spreadsheet when you click on the View completed jobs button.\

Importing a shapefile

Spatial data is imported into GeoPrism Registry through shapefiles.

To be able to smoothly import shapefiles into GeoPrism Registry, these basic requirements must be followed:

  • The spatial data must be in shapefile format.

  • As a shapefile consists of multiple files that collectively make up a shapefile, these files must be compressed into a zipped (.zip) file before importing.

  • The shapefile must include data only for a single Geo-Object Type.

  • The shapefile must be unprojected (World Geodetic System 1984; EPSG:4326). Otherwise, GeoPrism Registry will give an error message and the import will not take place.

Shapefiles are imported as follows:

  1. Go to the Import module either by clicking the module icon on the homepage or by clicking the hamburger menu () in the upper right corner and selecting Import.\

  2. Click on the Import Shapefile tab.

  3. If an external system has been registered in GeoPrism Registry (see section 4) a window will open providing the option for the import to take place from an external system or from your computer. Choose the option that applies.\

  4. Fill out the following fields for the shapefile you would like to import:\

    Field
    Description
    Required

    Hierarchy

    The hierarchy the Geo-Object Type for which you are importing a shapefile belongs to. The dropdown list of hierarchies will depend on the hierarchies created for the organization you are a part of.

    Required

    Geo-Object Type

    The Geo-Object Type of the shapefile you would like to import. The dropdown list of Geo-Object Types will depend on the hierarchy selected in the Hierarchy field.

    Required

    Import Strategy

    The import strategy for the shapefile being imported:

    • New and update: This will import the Geo-Objects in the shapefile that are not yet in GeoPrism Registry as well as overwrite the attributes of Geo-Objects from the shapefile that are already in GeoPrism Registry.

    • New only: This will import only the Geo-Objects from the shapefile that are not yet in GeoPrism Registry. If the imported file contains Geo-Objects that are already in GeoPrism Registry (same unique identifier and/or label depending on what is selected during matching) then the import will fail to avoid creating duplicates.

    • Update only: This will overwrite the attributes of the Geo-Objects from the list that are already in GeoPrism Registry. If the imported file contains Geo-Objects that are not yet in GeoPrism Registry, these will not be imported.

    Required

    Start Date

    The start of the date of validity of the Geo-Objects in the shapefile. All the Geo-Objects in the shapefile being imported, whether new or for update, should have the same start date of validity.

    Required

    End Date

    The end of the date of validity of the Geo-Objects in the shapefile. All the Geo-Objects in the shapefile being imported, whether new or for update, should have the same end date of validity. If the shapefile is still valid on the date it is being imported in GeoPrism Registry, click the Set as most current button.

    Required

    Import blank cells

    Selecting this option ensures that if there are empty cells in the list being imported, they are imported as empty attribute values (overwrite). This option gives more control to ensure that updates will either only update cells with values or to overwrite existing values with null values.

  5. Click the Choose file button and in the window that opens, browse to the location of the compressed shapefile (.zip file) you would like to import. Select the file and click Open.\

  6. Click the Submit button in the Shapefile import window.

  7. The Attribute Matching window opens containing the attributes for the Geo-Object Type. The number of attributes that appears depends on the number of attributes created for the Geo-Object Type for which the shapefile is being imported. In the dropdown option for each field, choose the attribute from the shapefile being imported that matches the created attribute of the Geo-Object Type. Click the Next button. Note: When the shapefile is formatted correctly and completely, you should be able to match all of its attributes to the Geo-Object Type for which it is being imported. Otherwise, some of the attributes will be left blank.

  8. The Hierarchy Matching window opens listing the Geo-Object Types above (parent) the Geo-Object Type for which the shapefile is being imported. The number of Geo-Object Types listed depends on the position in the hierarchy of the Geo-Object Type for which the shapefile is being imported. Fill out the following fields for each parent Geo-Object Type:\

    Field
    Description

    Source file parent column

    The attribute from the shapefile being imported that corresponds to the parent Geo-Object Type (unique identifier or name)

    Match Strategy

    The strategy on how the selected attribute will be matched:

    • Using the code, label, and synonyms

    • Using the code only (fastest)

    Note: The hierarchy matching is optional. This could be completed if you have added the hierarchy information to the shapefile you are importing.

  9. Click Submit.

  10. The import will start processing. Click the Go to jobs button to view the progress.\

  11. This will direct you to the Scheduled Jobs module. If there is no problem with the imported shapefile, the page will look as follows. You will see the imported shapefile listed as one of the completed jobs when you click on the View completed jobs button.\

  12. If there is any problem with the shapefile being imported, you will see this in the In progress section with the part of the process with the problem highlighted in red. Click on the Resolve Problems button to see the details of the problem.\

  13. The Job Details page will provide the problem type, message, and row number details of the issue and give you options on how to solve each problem when you click the Resolve button. Note: Depending on the problem type, GeoPrism Registry may ask you to fix the problem in the shapefile itself and then re-import it.

  14. Depending on the problem type, there may also be cases when you can ignore the errors and proceed with the import. When this is the case, click the Ignore All Errors button.\

  15. A warning message will appear asking if you want to mark the import as completed. Click the Complete import button. This will complete the import process.\

  16. You will see the imported shapefile when you click on the View completed jobs button.\

6.5.1.2. Creating a set

Registry Administrators and Registry Maintainers can create a set of the lists and spatial data of the Geo-Object Types under the curation mandate of their organization.

To create a set:

  2. In the left sidebar, find the organization of which you are a member (this should be the first organization in the list). The Geo-Object Types that have been created are listed under each organization they belong to. Under your organization, click on the Geo-Object Type for which you are creating a new set.\

  3. Click the Create New List and Spatial Data button.\

  4. The Configuration window opens. First, select the type of list by clicking the corresponding radio button: a. Single date: This list type publishes lists that show the state of all Geo-Objects on a single given date. b. Frequency-based: This list type publishes lists at a fixed frequency (annual, biannual, quarterly, monthly) from a given start date. c. Period-based: This list publishes lists for each specified validity period where all the attribute, hierarchy and geometry values of all Geo-Objects for a given Geo-Object Type are the same.

  5. Fill out all the required fields and any optional fields that are relevant in the form.\

    Field
    Description
    Required

    Code

    The unique human readable identifier. Code can be used to determine the uniqueness of a List and Spatial Data set if duplicate display labels exist in the system. A unique code is automatically generated by the system. However, you may replace this with another code.

    Required

    Title

    The title for the set in the default locale.

    Required

    Description (Abstract)

    The description of the content of the set

    Required

    Geo-Object Type

    The Geo-Object Type covered by the set. This field is auto-filled.

    Geo-Object Type Code

    The code for the Geo-Object Type covered by the set. This field is auto-filled.

    Include Latitude and Longitude

    For point-type Geo-Object Type only: indication of whether you want the latitude and longitude to be displayed in the list.

    Parents

    The hierarchies the Geo-Object Type for which the set is being created belongs to, as well as the considered parents of the Geo-Object Type in those hierarchies. Selecting one or more of the participating hierarchies and parent Geo-Object Types will add the code and display labels from those hierarchies to your list.

  6. Fill out the next section depending on the selected list type:

    1. Single date: Type or select the date that all the Geo-Objects in the list are valid on.\

    3. Period-based:

  7. Fill out all the fields in the Metadata section for both the list and spatial data.

    1. List\

      Field
      Description

      Title

      The title for the list in the default locale.

      Credit

      Credits given to any individuals or groups for the list.

      Description (Abstract)

      A description of the contents of the list in the default locale.

      Process

      A description of the process used to create and curate the data for this list, in the default locale.

      Status

      A description of the progress so far to create and curate the data for the list (e.g., ongoing, compelted).

      Access Constraints

      A description of any access constraints for this list, in the default locale.

      Use Constraints

      A description of any use constraints for this list, in the default locale.

      Acknowledgements

      A description of any acknowledgements related to the data for this list, in the default locale.

      Disclaimer

      The disclaimer for this list, in the default locale.

      Contact Name

      The name of the person to contact with any questions about this list.

      Telephone Number

      The telephone number of the person to contact with any questions about this list.

      Email Address

      The email address of the person to contact with any questions about this list.

    2. Spatial Data\

      Field
      Description

      Title

      The title for the spatial data in the default locale.

      Credit

      Credits given to any individuals or groups for the spatial data.

      Description (Abstract)

      A description of the contents of the spatial data in the default locale.

      Process

      A description of the process used to create and curate the data for this spatial data, in the default locale.

      Status

      A description of the progress so far to create and curate the spatial data (e.g., ongoing, compelted).

      Access Constraints

      A description of any access constraints for this spatial data, in the default locale.

      Use Constraints

      A description of any use constraints for this spatial data, in the default locale.

      Acknowledgements

      A description of any acknowledgements related to the data for this spatial data, in the default locale.

      Disclaimer

      The disclaimer for this spatial data, in the default locale.

      Topic Categories

      Topics covered by the spatial data.

      Place Keywords

      Keywords to describe the places covered by the spatial data.

      Update Frequency

      How often the spatial data is updated.

      Lineage

      The process history and/or overall quality of the spatial data.

      Languages

      The languages in which the spatial data is captured.

      Scale or Resolution

      The scale or resolution at which the spatial data was captured.

      Spatial Representation Type

      The spatial data model used.

      Reference System

      The coordinate reference system the spatial data is stored in.

      Report and Specification

      Link to the report and specification of the spatial data.

      Distribution Format

      File format in which the spatial data is distributed.

      Contact Name

      The name of the person to contact with any questions about this spatial data.

      Telephone Number

      The telephone number of the person to contact with any questions about this spatial data.

      Email Address

      The email address of the person to contact with any questions about this spatial data.

  8. Click the Submit button.

  9. Once created, you will see the created set on the page. Click on its title.\

  10. You will see the imported list and spatial data for the Geo-Object Type. Click the Metadata button.\

  11. Set the following parameters for both the list and spatial data:

    1. Is Master: Check the box if list or spatial data is the master data.

    2. Visibility: Choose either public (visible to users of all organizations) or private (visible only to users of your own organization)\

You have now created a set of list and spatial data including their metadata.

6.5.1.3. Managing versions of a set

Registry Administrators and Registry Maintainers can manage versions of a set created for the Geo-Object Types under the curation mandate of their organization.

Creating a set for a given Geo-Object Type generates two types of versions for each instance (list or spatial data) of this set:

  • The working version allows the authorized user to access the Geo-Object Type data either for viewing or editing. This version is generated automatically by GeoPrism Registry.

  • The published versions correspond to a snapshot in time of the Geo-Object Type data for the configured validity date or period. This type of version cannot be modified but can still be explored and exported.

  1. Go to the Lists and Spatial Data module either by clicking the module icon on the homepage or by clicking the hamburger menu () on the upper right corner and selecting Lists and Spatial Data.\

  2. On the left sidebar, find the organization of which you are a member (this should be the first organization on the list). The Geo-Object Types that have been created are listed under each organization they belong to. Under your organization, click on the Geo-Object Type for which you would like to publish a version. In the example below, the Community health worker (MOH) Geo-Object Type is selected.\

  3. Click on the name of the list and spatial data set for which you would like to publish a version. In the example below, the frequency-based set is selected.\

  4. Depending on the list type of the selected set as well as the frequency or the number of periods configured, there could be one or more validity dates or periods in the set. Find the validity date or period that you would like to publish a version for and click the New Version button.\

  5. The Metadata window will open. This contains the metadata information of the list and spatial data set (see section 6.5.1.2). The metadata information of either the list or spatial data or both can be edited to reflect the information of the version being published.\

  6. Click the Submit button.

  7. The created version will now appear under the Published Versions section.\

  8. To explore the published version, follow the relevant steps in section 6.5.1.4.

  9. To export the published version, follow the relevant steps in section 6.5.1.7.

  10. If changes are made to the working version of the list and/or spatial data, you can create another version of the dataset by repeating the relevant steps above.

  11. The published version can also be deleted by clicking the Delete button and confirming the deletion when prompted.\

6.5.1.4. Exploring lists and spatial data

Registry Administrators, Registry Maintainers, and Registry Contributors can explore the lists and spatial data of the Geo-Object Types under the curation mandate of their organization.

Other users can explore lists and spatial data of Geo-Object Types that are made visible to the public by the organization the Geo-Object Type belongs to.

The list and spatial data of a Geo-Object Type either from a working or published version can be explored through the List and Spatial Data and Explorer modules.

Explore a list

  1. Go to the Lists and Spatial Data module either by clicking the module icon on the homepage or by clicking the hamburger menu () in the upper right corner and selecting Lists and Spatial Data.\

  2. In the left sidebar, find and click the Geo-Object Type you would like to explore under the organization it belongs to. Then click its list and spatial data set (the County (MOH) Geo-Object Type in the example below).\

  3. Depending on the list type of the set, you might see one or more validity dates/periods. On/in the validity date/period you would like to explore, you can click on the Metadata button to see the information about the list and spatial data of the Geo-Object Type. To close the Metadata window, click on the Cancel or Back button at the bottom.\

  4. Still on/in the validity date/period you would like to explore, click Lists under either Working Versions or Published Versions (based on your user access, availability of the published versions, and needs).\

  5. The list for the Geo-Object Type will open. You can explore the list by:

    1. Sorting the content of any attribute alphabetically or numerically in ascending or descending order by clicking the arrows by the column name (the header of the attribute with the sorted content is colored green).\

    2. Filtering the content by typing the needed value in the filter/search field under the corresponding attribute header. This will return only the Geo-Objects whose content matches the entered value.\

Explore spatial data

  1. Go to the Lists and Spatial Data module either by clicking the module icon on the homepage or by clicking the hamburger menu () in the upper right corner and selecting Lists and Spatial Data.\

  2. On the left sidebar, find and click the Geo-Object Type you would like to explore under the organization it belongs to. Then click on its list and spatial data set (the County (MOH) Geo-Object Type in the example below).\

  3. Depending on the list type of the set, you might see one or more validity dates/periods. On/in the validity date/period you would like to explore, you can click on the Metadata button to see the information about the list and spatial data of the Geo-Object Type. To close the Metadata window, click on the Cancel or Back button at the bottom.\

  4. To open and explore the spatial data:

    1. Through the list:

      1. Still in the validity date/period you would like to explore, click List under either Working Versions or Published Versions (based on your user access, availability of the published versions, and needs).\

      2. When the list opens, click on the View on map button.\

  5. You will be redirected to the Explorer module where the spatial data of the Geo-Object Type will be displayed. You can zoom in and out and pan the map to look at the spatial data.\

  6. Click on one of the Geo-Objects then click the Edit button in the information box that pops up.\

  7. This will display the information for that particular Geo-Object in the left sidebar. By navigating the History bar, you will see if there are changes to the Geo-Object through time.\

  8. Click on the different data elements tabs to explore the information about the attributes, hierarchies, and geometry of the Geo-Object.\

6.5.1.5. Editing lists and spatial data

The System Administrator, Registry Administrators and Registry Maintainers can directly edit the lists and spatial data of the Geo-Object Types under the curation mandate of their organization.

The list and spatial data of a Geo-Object Type can be modified to add a new Geo-Object or edit an existing Geo-Object.

Adding a new Geo-Object

  2. On the left sidebar, find and click the Geo-Object Type you would like to add a Geo-Object to under the organization it belongs to. Then click on its list and spatial data set (the Community health worker (MOH) Geo-Object Type in the example below).\

  3. Depending on the list type of the set, you might see one or more validity dates/periods. In the validity date/period you would like to edit, click Lists under the Working Version section.\

  4. The list for the Geo-Object Type will open. Click the Add Geo-Object button.\

  5. This will open the Geo-Object Type in the Explorer module ready for editing. First, to enforce that this Geo-Object exists, make sure that the Yes radio button is selected in the Exists section. Then type or select the date of validity of the Geo-Object that you are adding..\

  6. In the Validity section, make sure that the Valid radio button is selected.

  7. You can then add the information for the new Geo-Object in the different data element tabs.

    1. Attributes: The number of attribute values to be provided depends on the number of attributes created for the Geo-Object Type.

    2. Hierarchies: The number of parent Geo-Object Type attribute values that would have to be provided depends on the number of hierarchies the Geo-Object Type belongs to and its position in those hierarchies.

    3. Geometry: Aside from the validity period, you may also be able edit the geometry of the Geo-Object depending on whether this functionality has been enabled for this particular Geo-Object Type.

  8. Once all the information has been provided, click the Submit button.\

  9. If there is no issue with the changes made, you will get a message that the edit is submitted successfully to the system. Click the Ok button.\

  12. Repeat steps 5 to 9 to add the information about the new Geo-Object.

Editing an existing Geo-Object

To edit an existing Geo-Object:

  2. In the left sidebar, find and click the Geo-Object Type you would like to edit under the organization it belongs to. Then click its list and spatial data set (the County (MOHA) Geo-Object Type in the example below).\

  3. Depending on the list type of the set, you might see one or more validity dates/periods. In the validity date/period you would like to edit, click Lists under the Working Version section.\

  5. This will open the spatial data in the Explorer module with the selected Geo-Object highlighted and ready for editing. Click the Edit button in the pop-up information window.\

  6. This will display the information for that particular Geo-Object in the left sidebar. Click the Edit button to start the editing session.\

  7. Click on the data elements tab (Attributes, Hierarchies, Geometry) containing the information you would like to edit.\

  8. Once in the correct data elements tab, make the necessary changes. GeoPrism Registry marks the data elements tab with changes with an orange dot, changes the font color of the modified information to orange, and indicates the type of change that has been made:

    1. Value Change: If only the attribute value has been modified.\

    2. Time Change: If only the date of validity has been modified.\

    3. Update: If both the value and date of validity of the attribute have been modified.\

  9. If you would like to undo the changes that have been made in a data element tab, click the revert arrow button.\

  10. When all the changes have been made, click the Submit button.\

  11. If there is no issue with the changes made, you will get a message that the edit is submitted successfully to the system. Click the Ok button.

  12. If you would like to make changes to another Geo-Object, click on its corresponding geometry on the map and then repeat steps 5 to 11.

6.5.1.6. Curating lists and spatial data

Two types of semi-automatic curation are implemented in GeoPrism Registry:

  1. The System Administrator, Registry Administrator and Registry Maintainer can check if some of the records in the working list do not have a geometry.

  2. GeoPrism Registry automatically produces tasks in the Curation module each time a new historical event (see section 6.5.3) requires for some changes to be applied by the Registry Administrator or Registry Maintainer on relevant Geo-Objects (for example, the split of a district would require for the health facilities located in a part of it it to be reassigned to the new one that has been created)

Apart from the above, the System Administrator, Registry Administrator, Registry Maintainer and Registry Contributor role can also use the sort functionality in an open list to identify Geo-Objects with empty values for a given attribute.

To identify the Geo-Objects that do not have a geometry in a list (the check is performed in the list and not the graph database, meaning that it is performed only for the temporal validity of that list, date or period):

  2. In the left sidebar, find and click the Geo-Object Type for which you would like to identify the Geo-Objects without a geometry for a given list (health center for example). Open the set containing the list presenting the temporal validity for which you want to perform the curation (the frequency-based list in this case):\

  3. Open the working version of the list instance for which you want to perform the curation (2022-01-01 in this example).\

  4. In the list that opens, click the Run curation button\

  5. A curation report will appear:

    1. If there is at least one Geo-Object for which the geometry is missing in the list, the report will state for which Geo-Object this is the case.\

    2. If all the Geo-Objects have a geometry, then the report will be empty.\

  6. The last curation run will remain accessible until the next one by clicking on the link on the right of the Run Curation button.

  7. Go back to the list and address the missing geometries, if possible.

To view the tasks generated in relation to captured historical events:

  2. In the Curation module, there are two sections: Open Tasks and Completed Tasks. In the Open Tasks section, you will see the tasks related to Geo-Objects over which you have the curation mandate and for which hierarchy related information might need to be changed due to a historical event captured for one of its parents. In the example below, as the Ministry of Health Registry Administrator or Registry Maintainer, you are being informed that the Santa Rosa Shire has been merged into the Bacong Shire on 9/15/12 and suggested to look if any of the national hospitals located in the Santa Rosa Shire may need to be reassigned to the Bacong one starting from 9/15/12\

  3. To learn more about the event mentioned in the task, you can go to the Historical Events module to explore the particular historical event the Geo-Object is a part of (see section 6.5.3) to know how to explore historical events.

  4. The number of changes you would have to apply depends on the number of geo-objects impacted by the historical event that has been captured. In the above task for example, all the national hospitals located in the Santa Rosa shire before 04/20/07 will have to be reassigned to the Bacong shire after that date. Depending on the number of changes you have to apply, you may either:

    1. Import a spreadsheet containing the geo-objects that are being impacted together with the new parent information (See Section 6.5.1.1 above to know how to import a spreadsheet).

    2. Edit each impacted Geo-Object separately using the Lists and Spatial Data module (see Section 6.5.1.4 above to know how to edit an existing Geo-Object).

  5. Once the changes have been made, go back to the Curation module. Find the task that has been addressed and mark it as complete by clicking the Complete radio button. The task will now be moved to the Completed Tasks section.\

  6. If you have incorrectly marked a task as complete, you may go to the Completed Tasks section, find the particular task, and mark it as open again.

6.5.1.7. Exporting lists and spatial data

Registry Administrators, Registry Maintainers and Registry Contributors can export the lists and spatial data for the Geo-Object Types in their organization, and for Geo-Object Types belonging to other organizations that are publicly visible.

The lists and spatial data of a Geo-Object Type can be exported as a spreadsheet or a shapefile, respectively:

  2. In the left sidebar, find and click the Geo-Object Type of which you would like to export the list and/or spatial data. Then click on the set from which you want to perform the export (the Community health worker (MOH) Geo-Object Type in the example below).\

  3. Depending on the type of set, you might see one or more instances in the set (one per date or period of validity). Decide for which instance you want to do the export (only one in the example here, dated 2022-03-03) and if you want to export the working version or the published version and under that version, click List.\

  4. The list for the Geo-Object Type will open. Click the Export button.\

  5. The Export window opens. Select whether you would like to export the list (spreadsheet) or the spatial data (shapefile) and then click the Submit button.\

  6. Once the data has been downloaded, check the default downloads folder of your computer for the downloaded data.

  7. The downloaded file will contain the following depending on what has been selected:

    1. List (spreadsheet): The downloaded list is in .XLSX format with the file name being the Geo-Object Type code and the start date of validity of the selected list. In the example below, the downloaded list is of the Community health worker (MOH) type with the starting date of validity of 2022-03-03, so the downloaded file name is CHW-2022-03-03.xlsx. This file has three worksheets:

      1. The first worksheet contains the list of the Geo-Objects as it appears in GeoPrism Registry. The worksheet name is the first 31 characters of the name of the list and spatial data set in GeoPrism Registry.\

      2. The second worksheet is the metadata containing information about the list.\

      3. The third worksheet is the data dictionary providing details about the different fields/columns in the lists.\

    2. Spatial data (shapefile): The downloaded spatial data is stored in a compressed file (.ZIP) with the file name being the Geo-Object Type code and the start date of validity of the selected spatial data. In the example below, the downloaded spatial data is of the Community health worker (MOH) type with the starting date of validity of 2022-03-03 so the downloaded file name is CHW-2022-03-03.zip. The .ZIP file contains the six files composing a shapefile and a metadata file containing the information about the shapefile in .XLSX file format.\

      1. You may now open the shapefile in your preferred geographic information system (GIS) software. The attribute table of the shapefile contains the information about the Geo-Objects as it appears in GeoPrism Registry. The field names are abbreviated due to the field name length restriction for shapefiles. You will find the complete description of the field names in the Data Dictionary worksheet of the metadata file.\

      2. The metadata file contains two worksheets, Metadata and Data Dictionary, of which the content is the same as the one obtained when downloading the list.

6.5.2. Change requests

Geo-Objects need to be regularly updated so that they reflect changes in the geographic features they represent as closely as possible. To avoid the proliferation of different versions of lists of Geo-Objects being managed separately within and between programs, such lists can be centrally managed in GeoPrism, only by those who are given the responsibility to do so.

Geo-Objects can either be directly modified by users with a Registry Maintainer role for the relevant Geo-Object Type, or through change requests submitted by users with a Registry Contributor role for it, and then reviewed by the Registry Maintainers through GeoPrism Registry.

Different types of requests for changes are possible to Geo-Objects in a list, more specifically requesting for:

  • Adding a new Geo-Object

    • E.g., opening of a health facility

  • Modifying the period of existence of a Geo-Object

    • E.g., definitive closing of a health facility

  • Modifying an attribute values

    • E.g., name changes, change of the head of a health facility or their contact details

  • Modifying the geometry of a Geo-Object

    • E.g., moving a health facility to a new location or changing the boundaries of a district Inactivating a Geo-Object E.g., duplicate record, wrong geo-object type

Remember to follow the relevant data specifications, data dictionary and classification tables when submitting or reviewing a change request.

6.5.2.1. Submitting a change request

A change request can be submitted by a Registry Contributor using specific modules depending on the nature of the request:

  1. Lists module for any type of request

  2. Explorer and Change Requests modules for any type of requests, except requesting for a new Geo-Object to be added

Submitting a request to add a new Geo-Object

A request to add a new Geo-Object can only be submitted by a Registry Contributor through the working version of the list for the relevant Geo-Object Type. This means that the Registry Contributor must have the curation role for that Geo-Object Type in order to submit such a request.

  1. Navigate to the Lists and Spatial Data module either from the homepage or the burger menu.\

  2. Click on the Geo-Object Type for which a new Geo-Object should be added:\

  3. Open the list set for which you want to submit a change request.\

  4. Open the working version of the list for one of the instances of the list set.\

  5. Once the list opens, click the Add Geo-Objects button in the top right.\

  6. If you have selected a Geo-Object Type Group (health facility for example), a dropdown menu will appear once you click on the Add Geo-Objects button. In this menu, select the Geo-Object Type for which you would like to submit a request to add a Geo-Object.\

  7. The Geo-Object creation view opens, with the panel on the left, allowing you to set the period of existence, the attributes, the parents in the concerned hierarchies, and the geometry of the new Geo-Object.\

  8. Start by specifying the period of existence (start and end date) of the Geo-Object and keeping the validity as "Valid”.\

  9. From there you can fill the information for the other tabs (Attributes, Hierarchies and Geometry). Please refer to the list of attributes that are mandatory when adding a new Geo-Object to proceed (this should be documented in the relevant data dictionary for the Geo-Object Type). Notes: (1) The temporal validity for the first instance of each attribute will have the same start and end date as the existence period specified under step 8. (2) The geometry of the Geo-Object can either be defined during the process described here or added by importing a shapefile (see section 6.5.1.1).

  10. Provide a reason for submitting the change request in the field at the bottom of the panel\

  11. Click the Submit A Change Request button. This results in the creation of the change request, which you can consult in the Change Requests module by clicking the View change request button in the message that appears.\

Submitting a change request for an existing Geo-Object

Submitting a change request to modify an existing Geo-Object can be done in four steps by the Registry Contributor with the curation mandate over the relevant Geo-Object Type:

  1. Open the Geo-Object in the editing view

  2. Capture the information you would like modify

  3. Specify the reason for submitting a change request

  4. Submit the change request

The Geo-Object-specific editing view can be reached by the Registry Contributor through three different modules in GeoPrism Registry:

  • Change Requests

  • Lists and Spatial Data

  • Explorer

The following subsections describe how to reach the editing view through each of these modules.

Reaching the Geo-Object editing view through the Change Requests module

This is the fastest way to reach the Geo-Object editing view when the Registry Contributor knows for which Geo-Object they want to submit a change request, without having to first look at the list.

  1. Navigate to the Change Requests module.

  2. You will find the Submit a new change request section at the bottom of the screen that opens.\

  3. In this section, select the Geo-Object Type, specify the date for which you want to view the information associated with the Geo-Object, and the name of the Geo-Object (note: the options from which to choose will appear as you start typing the name of the Geo-Object and you can then choose from these options).\

  4. Click the View Geo-Object button. This will open the Geo-Object editing view.\

Reaching the Geo-Object editing view through the Lists and Spatial Data module

The Registry Contributor can choose this option when they are looking at a list for one of the Geo-Object Types for which they have the curation mandate, and see something that needs to be modified, completed or updated.

  1. Navigate to the Lists and Spatial Data module.\

  2. Click on the Geo-Object Type for which you need to submit a change request.\

  3. Open the list set for which you want to submit the request.\

  4. Open the working version of the list for one of the instances of the set.\

  5. In the list that has opened, search for the Geo-Object for which you want to submit a change request (for example by using the search functionality attached to each attribute).\

  6. Click on the view icon for the Geo-Object () .

  7. This will open the Geo-Object on a map with a pop-up.\

  8. Click on the Edit button in the pop-up. This will open the editing view for the Geo-Object\

Reaching the Geo-Object editing view through the Explorer module

The Geo-Object editing view can be reached in two ways when using the Explorer module:

  1. By following an approach similar to the Change Request module. In this case, the Registry Contributor will use the search bar in the upper left of the Explorer module. Please note that this functionality does not require for the Geo-Object Type to be specified and does not give access to the dropdown of options as the name of the Geo-Object is being typed. As such, it might return a large number of Geo-Objects of different types.

  2. By accessing the Geo-Object editing view while looking at the spatial data for a specific Geo-Object Type over which the Registry Contributor has the curation mandate.

The following steps allow you to reach the editing view of a Geo-Object while looking at its geometry:

  1. In the Explorer module, with the layer for the Geo-Object Type of interest already displayed, click on the Geo-Object for which you want to submit a change request. This will display a pop-up for that Geo-Object.\

  2. Click the Edit button in the pop-up box. This will open the Geo-Object editing view:\

Capturing and submitting a change request to modify a Geo-Object

Once the Registry Contributor has reached the Geo-Object editing view through one of the channels described in the previous section, they can fill in and then submit a change request to modify an existing Geo-Object

To start this process, the Registry Contributor has to click on the Edit button located at the bottom of the Geo-Object panel (seeing the button might require to scroll down quite significantly depending on the number of attributes the Geo-Object has):\

From there, the Registry Contributor will be able to fill in and submit a change request for the Geo-Object, for the following changes:

  • Changing its period of existence

  • Changing its validity

  • Modifying the temporal validity (start/end date) of an attribute, parent in a hierarchy or the geometry

  • Adjusting the value of an attribute, parent in a hierarchy or geometry without changing the temporal validity of the information

  • Adding or deleting an instance of information for a given attribute, hierarchy, geometry or period of existence

To change the period of existence of a Geo-Object:

  1. Open the Geo-Object setting tab \

  2. Change the start or end date of the period of existence (note the orange frame that now appears around the Exist section in the panel, the current value appearing below the field for which the value has been changed, and the red dot appearing in the other tabs):\

  3. Adjust the temporal validity (start and end date) of the information captured in the other tabs to match the new period of existence of the Geo-Object. Once this is done, the dots on all the tabs will have turned orange\

  4. Specify the reason for submitting the change request in the Reason field and click the Submit A Change Request button.\

  5. This results in the creation of the change request, which you can consult in the Change Request module by clicking on the View change request button in the message that appears.\

To change the validity of a Geo-Object:

  1. Open the Geo-Object setting tab \

  2. In the Validity section of the tab, change the value for the validity from "Valid" to "Invalid" (note the orange frame that now appears around the Validity section in the panel and the current value appearing below the field. In this case no dots appear for the other tabs as setting the Geo-Object as invalid has no impact on this information):\

  3. Specify the reason for submitting the change request in the Reason field and click the Submit A Change Request button.\

  4. This results in the creation of the change request, which you can consult in the Change Request module by clicking the View change request button in the message that appears.\

To modify the temporal validity (start/end date) of an attribute, parent in a hierarchy or of the Geo-Object geometry:

  1. Open the relevant tab for the type of information you’d like to change the temporal validity for (attribute, hierarchical information or geometry):\

  2. Scroll to the instance of a(n) attribute/hierarchical information/geometry value you would like to change the temporal validity for. Adjust the start and end date for the instance using the designated date pickers. Also adjust the validity period of other instances of the same attribute/hierarchical information/geometry to remove any temporal validity overlaps and ideally gaps as well.\

  3. Specify the reason for submitting the change request in the Reason field and click the Submit A Change Request button.\

  4. This results in the creation of the change request, which you can consult in the Change Request module by clicking the View change request button in the message that appears.\

To adjust the value of an attribute, parent in a hierarchy or geometry without changing the temporal validity of the information:

  1. Open the relevant tab for the type of information you’d like to change the value for (attribute, hierarchical information or geometry):\

  2. Scroll to the instance of a(n) attribute/hierarchical information/geometry value you would like to change. Adjust the attribute/hierarchical information/geometry.\

  3. Specify the reason for submitting the change request in the Reason field and click the Submit A Change Request button.\

  4. This results in the creation of the change request, which you can consult in the Change Request module by clicking the View change request button in the message that appears.\

To add an instance of a given attribute, hierarchy or geometry or period of existence:

  1. Open the relevant tab for the type of information you’d like to add an instance for (attribute, hierarchical information or geometry).\

  2. Scroll to the attribute/hierarchical information/geometry value you would like to add an instance for and click on the + New instance link. In case this link is not visible, ensure ‘view all periods’ is toggled in the history bar.\

  3. Fill in the new instance with a value and provide a validity start and end date. Also adjust the validity period of other instances of the same attribute/hierarchical information/geometry to remove any temporal validity overlaps and ideally gaps as well. When adding instances of hierarchical information, the validity period must be entered first so GeoPrism Registry will only provide parent Geo-Objects that are valid for that period as options.\

  4. Specify the reason for submitting the change request in the Reason field and click the Submit A Change Request button.\

  5. This results in the creation of the change request, which you can consult in the Change Request module by clicking the View change request button in the message that appears.\

To delete an instance of a given attribute, hierarchy or geometry or period of existence:

  1. Open the relevant tab for the type of information you’d like to delete an instance for (attribute, hierarchical information or geometry).

  2. Scroll to the attribute/hierarchical information/geometry value you would like to delete an instance for and click on the x button to the right of the instance. In case multiple instances are not visible, ensure ‘view all’ is toggled in the history bar. The to-be-deleted instance can be reversed by clicking on the reverse icon.\

  3. Specify the reason for submitting the change request in the Reason field and click the Submit A Change Request button.\

  4. This results in the creation of the change request, which you can consult in the Change Request module by clicking the View change request button in the message that appears.\

Change requests in the Change Request module can be edited by clicking on the Edit button at the bottom.\

Users can then directly edit their requested changes, in a similar fashion to in the Geo-Object editing view.

For change requests that require official documentation as evidence for the change, reference documents can be uploaded in the change request. While still in edit mode of the change request, click on Choose File under Reference Documents to browse for a file to attach, and click upload. Multiple documents can be attached to a change request.

Click on Update to finish editing the change request.\

6.5.2.2. Reviewing a change request

When a change request is submitted the changes are pending until they are evaluated by the Registry Administrator or the Registry Maintainer having the curation mandate over the given Geo-Object Type.

Viewing a change request

Change requests can be searched through and viewed by users with System Administrator, Registry Administrator or Registry Maintainer roles for a given Geo-Object Type as follows:

  1. Navigate to the Change Requests module.\

  2. The Change Requests module’s home page opens, listing all the change requests that have been submitted by users with a Registry Contributor role. Each change request is summarized by an expandable row containing information on the:

    1. Contributor: user who submitted the change request

    2. Geo-Object Type: the Geo-Object Type for which the change request was submitted

    3. Geo-Object: the specific Geo-Object for which the change request was submitted

    4. Date Contributed: the date the change request was submitted by the contributor

    5. Status: status of the change request; this can be one of the following:

      • Pending: a Registry Maintainer has either not reviewed the change request, or reviewed it but not implemented the decisions

      • Accepted: a Registry Maintainer has accepted all changes and implemented the decision

      • Partial: a Registry Maintainer has accepted only some changes and rejected others, and implemented the decision

      • Rejected: a Registry Maintainer has rejected all changes, and implemented the decision

    6. Request ID: unique identifier of the change request\

  3. Users can filter through the change requests by status, by using the relevant tabs at the top left.\

  4. To view a specific change request, click on the arrow at the far right of the row to expand it.\

Addressing a change request

  1. Navigate to the Change Requests module.\

  2. Find the change request you would like to address.\

  3. Expand the change request to view the requested changes. The specific changes requested by the user will be marked with an orange dot in the relevant tabs. Note that a change request can contain multiple changes across a Geo-Object’s attributes and/or hierarchy information and/or geometry and/or settings, and each can be individually accepted or rejected.\

  5. Once you have made a decision on each requested change, notes can be added to the change request in the designated fields at the bottom:

    1. Maintainer Notes: any notes you would like to make as a reviewer of the change request, for example, reasons why you rejected certain changes

    2. Additional Decision Makers: any comments on the change requests from stakeholders involved in the officialization of the change request.\

  6. To finish reviewing the change request, click on Implement Decisions. This will commit all the changes you have accepted to the graph database.

  7. You will be given the option to stay in the Change Request module or make further edits to the Geo-Object in the Geo-Object editing view.\

6.5.3. Historical events

The Historical Events module allows users to capture the changes to Geo-Objects such as when there are splits, merges, reassignments, upgrades (moving up the hierarchy), or downgrades (moving down the hierarchy). It also presents a visual representation of the Geo-Object's changes over time.

6.5.3.1. Creating a historical event

Registry Administrators and Registry Maintainers can create historical events for the organization they are a part of.

  1. Go to the Historical Events module either by clicking the module icon in the main menu page or by clicking the hamburger menu () on the upper right corner and selecting Historical Events.

  2. In the Manage Historical Events page tab, click the Create button at the bottom of the page.

  3. A window will open with fields to be filled with the following information on the historical event:

    1. Event Date field (required field): type or select the date of when the historical event happened or came into effect

    2. Description (optional): type a short description of the historical event.

    3. Geo-Object Type Before (required): choose the type of the Geo-Object before the historical event happened.

    4. Geo-Object Type After (required): choose the type of the Geo-Object after the historical event happened.\

  4. Once the fields have been filled (the example below shows the merging of two shires into one), a new section will appear below that will allow you to recreate the historical event. This new section has four columns:

    1. Before: The name and unique identifier of the Geo-Object before the historical event

    2. Impact: Impact of the change to the Geo-Object (full or partial). This is automatically assigned depending on the historical event being represented

    3. After: The resulting name and unique identifier of the Geo-Object after the historical event

    4. Type: Type of change that happened (merge, split, reassign, upgrade, downgrade). The merge, split and reassign types are automatically assigned depending on the historical event being represented. The upgrade and downgrade types appear as a dropdown menu and the user will have to choose the correct type.\

  5. Click the + New instance button. Two new fields will appear. With each field, you will be able to choose the corresponding Geo-Object before and after the historical event.\

  6. If at any point after the step 5 you realize that you had put the wrong event date or chosen the wrong Geo-Object Type in the Geo-Object Type Before and/or Geo-Object Type After fields, you will have to delete the instance fields first before being able to modify the date or the Geo-Object Types.

    1. To delete the instance fields, click the delete icon button ().\

    2. After modifying the necessary fields, repeat step 5 then proceed to step 7.

  7. Click on the field in the Before column. A list of Geo-Objects will appear based on the Geo-Object Type you selected in the Geo-Object Type Before field. If you do not see the name and unique identifier of the Geo-Object before the historical event (as only the first 7 Geo-Objects in the list are shown), type the name of the Geo-Object for it to appear. Click on the Geo-Object name.\

  8. Click the field in the After column. A list of Geo-Objects will appear based on the Geo-Object Type you selected in the _Geo-Object Type Afte_r field. If you do not see the name and unique identifier of the Geo-Object after the historical event (as only the first 7 Geo-Objects in the list are shown), type the name of the Geo-Object for it to appear. Click the Geo-Object name.\

  9. Notice that at this point, the values in the Impact and Type columns are automatically assigned. These could still change depending on the historical event being represented. A simple visual representation of the historical event will also appear in the upper right side of the window. This could also still change depending on the historical event being represented.\

  10. If there is more than one Geo-Object involved in the historical event being represented, click the + New instance button and fill out the fields again as many times as needed. In the example below, the merging of two shires into one is being represented.\

  11. Click the Submit button. You will now see the created historical event listed in the Manage Historical Events tab.\

6.5.3.2. Exploring historical events

Registry Administrators, Registry Maintainers, and Registry Contributors can explore the historical events of the Geo-Object Types of the organization they are a part of and Geo-Object Types belonging to other organization that are publicly visible.

  2. In the History tab, fill out the following fields of the historical events you would like to explore:

    1. Geo-Object Type: choose the Geo-Object Type. This could either be the 'before' or 'after' Geo-Object Type for the historical event

    2. Start Date: type or select the starting date of the range of time of the historical events you would like to explore

    3. End Date: type or select the end date of the range of time of the historical events you would like to explore. If you would like to explore historical events until the present date, click the Set as most current button. (_Note: f_or Registry Contributors, the Historical Events module will open directly on the History tab. The Manage Historical Events tab is neither visible nor accessible.)

  3. Click the Submit button. All historical events involving the selected Geo-Object Type that happened any time between the start and end dates will be shown.\

6.5.3.3. Editing a historical event

Registry Administrators and Registry Maintainers can edit the historical events for the organization they are a part of.

  2. In the Manage Historical Events tab, find the historical event you would like to edit. To help you find the historical event, you may fill out one or more of the fields found at the top of the page:

    1. Geo-Object Type Before: the Geo-Object Type before the historical event happened

    2. Start Date: The starting date of validity of the historical event

    3. End Date: The end date of validity of the historical event\

  4. In the window that opens, make the necessary changes to the historical event representation then click the Submit button at the bottom of the page. The changes you made have now been applied.\

6.5.3.4. Exporting historical events

  2. In the History page tab, fill out the following fields: of the historical event/s you would like to export:

    1. Geo-Object Type: choose the geo-object type. This could either be the “before” or “after” geo-object type for the historical event/s

    2. Start Date: type or select the starting date of the range of time of the historical event/s you would like to export

    3. End Date: type or select the end date of the range of time of the historical event/s you would like to export. If you would like to export the historical event/s that is/are valid until the present date, click the Set as most current button.

  3. Click the Submit button. All historical events involving the selected geo-object type which happen within the start date and end date will be shown. In the example below, all historical events involving the Shire (MOHA) geo-object type valid from 2007-04-20 to the present are shown.

  4. In case you would like to export the historical event/s for only one particular date, type or select that date for both the Start Date and End Date fields. Then click the Submit button.

  5. To export the list of historical events (in MS Excel format), click the Export button.