PAN AMERICAN DEVELOPMENT FOUNDATION (PADF)

Transcription

1 TABLE OF CONTETABLE OF CONT PAN AMERICAN DEVELOPMENT FOUNDATION (PADF) MONITORING AND EVALUATION (M&E) SYSTEM SETTINGS ADMINISTRATOR S GUIDE Version 1.0

2 TABLE OF CONTENTS INTRODUCTION... 3 OVERVIEW... 3 GENERAL SETTINGS CONSOLE... 5 ACCESSING THE GENERAL SETTINGS CONSOLE... 5 MANAGING DICTIONARY... 5 Accessing the Dictionary Section... 6 Managing Dictionary Records... 7 DATA MANAGEMENT CONSOLE PERSONAL CONSOLE ACCESSING THE PERSONAL CONSOLE MANAGING PERSONAL PROFILE Accessing the Profile Section Updating Your Profile REFERENCES

3 TABLE OF FIGURES FIGURE 1: GENERAL SETTINGS CONSOLE... 5 FIGURE 2: MANAGING APPLICATION MESSAGES... 7 FIGURE 3: EDITING A MESSAGE... 8 FIGURE 4: FILTERING MESSAGES... 9 FIGURE 5: IMPORTING MESSAGES FIGURE 6: EXPORTING MESSAGES FIGURE 7: PERSONAL SECTION FIGURE 8: PROFILE SECTION

4 INTRODUCTION This document describes the Settings section in the Pan American Development Foundation Monitoring and Evaluation (M&E) System. It provides the necessary instructions that the administrators and/or users granted with administrative rights should follow in order to ensure successful application management. OVERVIEW The PADF M&E System is an enterprise-level monitoring and evaluation system that functions to streamline and automate Pan American Development Foundation (PADF) home and field office project performance monitoring and reporting, work planning and resource allocation tasks. The PADF M&E System is aimed at addressing the challenges that PADF faces in handling and organizing the large volume of data associated with its many projects. These challenges involve inconsistency and lack of clarity on how and where project data should be held given the myriad of storage options, as well as inability to consistently grant or limit user access to specific project information. The PADF M&E System seeks to resolve these challenges by streamlining the management of project data through consolidation and organization of data in a logical manner. Furthermore, the organization of project data will enable the knowledge management personnel to more easily administer the type and level of access users have to project information. Moreover, the implementation of a cloud-based solution facilitates remote access to project information making it possible for geographically dispersed personnel, such as field or other non-hq based staff, to access project information as needed. The PADF M&E System incorporates business intelligence and data management solutions with comprehensive application administration functions. As such, it is equipped with a number of administrative tools that aim at providing the application administrators with the possibility of performing their daily assignments in an easily manageable way. The PADF M&E System is enhanced with a number of administrative tools intended for system administrators and advanced users to help make the entire application management process more intuitive and manageable. All the administrative tools are available to the system administrators and 3

5 advanced users in the Settings section. The Settings section in the PADF M&E System is a browserbased user interface allowing the system administrators to manage the application and all its messages, including button names, labels, etc. Moreover, using the tools that the Settings section offers, the administrators can manage the collection of user-defined categories and indicators to be used in the system. The PADF M&E System provides a web-based user interface and requires having a web browser preinstalled. Note: To ensure more flexibility and a more user-friendly environment, the PADF M&E System has been implemented as a multi-lingual System allowing the users to view the data presented in the System in two languages: English and Spanish. 4

6 GENERAL SETTINGS CONSOLE This chapter describes the General Settings console under Settings where the PADF M&E System Dictionary is managed. You may organize the messages present in the system, view them, add new items to the list, edit the existing items, etc. Accessing the General Settings Console For accessing the General Settings console, go to Settings General Settings (Figure 1). Figure 1: General Settings Console Once you access the General Settings console, you can manage the messages used in the system in the Dictionary section. For more details on how to manage the messages used in the system, see Managing Dictionary. Managing Dictionary PADF M&E System is equipped with a message handling tool that allows you to catalog both static and dynamic messages (e.g. button names, labels, captions, etc.) for display in the system without hard coding them into your forms and programs. The message handling tool is called Dictionary and is used to store and manage the messages in all languages that the system is available in. Using the Dictionary as a message handling tool has a number of advantages, including the following abilities: Define standard messages you can use in all your applications; Provide a consistent look and feel for messages within and across all your application sections; 5

7 Change or translate the text of your messages without regenerating or recompiling your application code. Dictionary makes it easy for you to modify or translate your messages in all application languages. All your message text is available from one simple form, which reduces the time and effort it takes to manage messages. Dictionary also reduces redundant programming necessary for coding application messages. Once you define your messages in the application Dictionary, you can refer to them in your forms, concurrent programs, and other application modules using the message name you define. Another specific feature that the Dictionary possesses is that you can define your messages to accept variable text such as field values or module names. You specify the values of the variable message parts when you call Dictionary from a form or another application module. Dictionary automatically inserts these values in the message before it returns the message to you. Accessing the Dictionary Section The Dictionary section can be accessed at Settings General Settings Dictionary. Once you access it, you are displayed with the messages in the system default language organized into two tabs: System and Application (Figure 2). The System tab stores all static messages, while the Application tab stores all dynamic messages used in the system. 6

8 Figure 2: Managing Application Messages In each tab, the messages are presented in the table having the following columns: Component Name Description Type Description English [National Language] This describes the type of the message, e.g. button name, label, caption, etc. This provides additional information about the message, e.g. the module it is used in. This provides the message text in the English language. This provides the message text in the native language. Managing Dictionary Records This chapter outlines how to edit messages, apply filters to them, import and export them. 7

9 Editing Dictionary Records In order to edit a dictionary record, follow the steps described below: 1. Go to Settings General Settings Dictionary 2. Click the message record that you want to modify. An Edit Message pop-up window will appear (Figure 3). 3. Make the required modifications in the message text. 4. Click the OK button to save the changes made. Or, click Cancel to discard them. Figure 3: Editing a Message Filtering Messages For easy access and better management, the Dictionary section of the PADF application is equipped with a filtering capability providing you with the possibility of viewing only a subset of the messages stored. You can apply one or more existing filtering criteria and view the subset of data that matches your selection. The following filters are available in the Dictionary section: Message Type used to filter the messages according to the selected type; 8

10 Language used to display the messages in an application language other than default. Once one or more filtering criteria are selected, press the Update button for the changes to take effect (Figure 4). Figure 4: Filtering Messages Importing Messages The system allows you to retrieve messages from sources external to the application and insert them into the messages recorded in the Dictionary sub-section. In order to retrieve messages from external sources, follow the steps below: 1. Go to Settings General Settings Dictionary 2. Click the Import button above the Messages table (Figure 5). 3. In the opened window, select the file to import by browsing the local computer and locating the file with the messages in it. 4. Click the Import button to initiate the message retrieval process. After the messages have successfully been imported, you can start working on them making the required modifications (see Editing Dictionary Records). 9

11 Figure 5: Importing Messages Exporting Messages The PADF application allows you to extract the messages stored in Dictionary to the MS Excel format. This option will give you the possibility of modifying the messages in a familiar environment as well as make them portable. In order to extract the messages to the MS Excel format, follow the steps below: 1. Go to Settings General Settings Dictionary 2. Click the Export in Excel Format button above the Messages table (Figure 6). 3. Select to save the file on your local computer. 4. Make the required modifications. When you export data to MS Excel, the Dictionary tool creates a copy of the selected data (i.e. the data on display) and then stores the copied data in a file that can be opened in MS Excel. 10

12 Figure 6: Exporting Messages DATA MANAGEMENT CONSOLE For details on how to provide information in the Data Management console, refer to the PADF M&E System Data Management Administrator s Guide in REFERENCES. PERSONAL CONSOLE This chapter describes the Personal console under the Settings section, where the user s personal details and Profile information are managed. Accessing the Personal Console For accessing the Personal console, go to Settings Personal or click the My Profile link from the username menu (Figure 7). Once you access the Personal console, you can manage t the user s personal details. For more details, see Managing Personal Profile. 11

13 Figure 7: Personal Section Managing Personal Profile This chapter outlines how you can manage personal information listed in the Profile section of the PADF M&E System application. More specifically, it describes how to enter or edit personal information. Accessing the Profile Section The Profile section can be accessed at Settings Personal Profile (Figure 7). Once you access the Profile section, you will be presented with your personal details form (Figure 8). 12

14 Figure 8: Profile Section Updating Your Profile As it has been stated in the paragraphs above, the system administrator user is created on the database level. However, you can later establish your user profile by providing the information requested in the Profile section of the Personal console. This information is as follows: Component Name Description Name Last Name Middle Name This is the Name of the user provided when registering the user account. This field is mandatory. This is the Last Name of the user provided when registering the user account. This field is mandatory. This is the Middle Name of the user provided when registering the user account. This is the address of the user. This field is mandatory. 13

15 Password Default Language Phone Fax URL Comments This is the Password of the user account. This is the Default Language of the user account. This is the Phone number of the user. This is the Fax number of the user. This is the user s web address. Any relevant Comments should be provided here. 14

16 REFERENCES Please, refer to the following PADF M&E System related documents to obtain more information about the system and how it functions: PADF M&E System Analytics User Manual PADF M&E System Dashboard User Manual PADF M&E System Portfolio User Manual PADF M&E System Program Data Entry User Manual PADF M&E System Indicator Data Entry User Manual PADF M&E System Project Data Entry User Manual PADF M&E System Data Management Administrator s Guide 15