PRISM - FHF The Fred Hollows Foundation

Transcription

1 PRISM - FHF The Fred Hollows Foundation MY WORKSPACE USER MANUAL Version 1.2

2 TABLE OF CONTENTS INTRODUCTION... 4 OVERVIEW... 4 THE FHF-PRISM LOGIN SCREEN... 6 LOGGING INTO THE FHF-PRISM... 6 RECOVERING YOUR PASSWORD... 7 REGISTERING A NEW USER... 7 THE FHF-PRISM STRUCTURE MY WORKSPACE SECTION ACCESSING THE MY WORKSPACE SECTION WORKING IN THE MY WORKSPACE SECTION CHANGING THE VIEW OPTION PENDING ACTIONS FOR PROJECTS PDG MANAGEMENT Managing PDG Members Managing PDG Roles COUNTRY COST ASSUMPTIONS Managing Country Cost Assumptions FRAMEWORK MANAGEMENT Managing Frameworks Managing Framework Levels Managing Framework Level Instances Managing Indicators DATA IMPORT Downloading Data Template Filling in the Project Template Uploading Data Template into the System Viewing Error Messages and Warnings WORK DELEGATION Managing Delegate Items Sent Managing Delegate Work Items INDICATOR DISAGGREGATIONS FLAGGING CONTROL Searching for an Indicator Browsing among Indicators Sorting Indicators

3 Using the Disaggregation Flagging Control LOGGING OUT REFERENCES

4 TABLE OF FIGURES FIGURE 1: FHF-PRISM LOGIN SCREEN... 6 FIGURE 2: USER REGISTRATION FORM... 8 FIGURE 3: PROFILE SECTION... 9 FIGURE 4: MY WORKSPACE WINDOW STRUCTURE FIGURE 5: MY WORKSPACE SECTION FIGURE 6: VIEWING PENDING ACTIONS FOR PROJECTS FIGURE 7: RECORDING COMMENTS FOR PROJECT PROGRESS REJECTION FIGURE 8: PDG MANAGEMENT FIGURE 9: ADDING A NEW PDG MEMBER FIGURE 10: VIEWING PDG MEMBER RECORDS FIGURE 11: ADDING A PDG ROLE FIGURE 12: COUNTRY COST ASSUMPTIONS FIGURE 13: CREATING A CCA RECORD FIGURE 14: VIEWING CCA CHANGE HISTORY FIGURE 15: FRAMEWORK MANAGEMENT FIGURE 16: CREATING A NEW FRAMEWORK FIGURE 17: VIEWING FRAMEWORK DETAILS FIGURE 18: ADDING A FRAMEWORK LEVEL FIGURE 19: ADDING A FRAMEWORK LEVEL INSTANCE FIGURE 20: EDITING A FRAMEWORK LEVEL INSTANCE FIGURE 21: SEARCHING FOR AN INDICATOR FIGURE 22: DATA IMPORT FIGURE 23: IMPORTING DATA TEMPLATE FIGURE 24: DELEGATING MY WORK FIGURE 25: ADDING A DELEGATE ITEM SENT RECORD FIGURE 26: CALENDAR FIGURE 27: ADDING A DELEGATE WORK ITEM RECORD FIGURE 28: INDICATOR DISAGGREGATIONS FLAGGING CONTROL FIGURE 29: SEARCHING FOR AN INDICATOR FIGURE 30: BROWSING AMONG INDICATORS FIGURE 31: SORTING INDICATOR RECORDS FIGURE 32: APPLYING FLAGGING CONTROL TO DISAGGREGATION CATEGORIES

5 INTRODUCTION The purpose of this document is to describe how the My Workspace section in the FHF-PRISM application functions and to provide the necessary instructions to ensure successful work with the application. Use of this document and compliance with the standards specified herein are mandatory for anyone working with the mentioned application. OVERVIEW The FHF-PRISM is an enterprise-level management information system that has been developed for the Fred Hollows Foundation (FNF) with the aim of addressing the cross-cutting challenges that the foundation currently faces and that impede the disciplined and effective management of its global programs and projects. The overall objective of the management information system is to centralize and streamline project data to enable efficiencies in collation, extraction, and manipulation of project information in a logical manner. Another objective that the system aims to achieve is supporting improved governance and accountability across programs through the administration of user roles and responsibilities defined by organisational hierarchies. Being a user-friendly, flexible, interoperable, and scalable solution, the FHF-PRISM increases visibility, transparency and accessibility of project information through the implementation of a web-based solution, contributing to improved collaboration and knowledge sharing between geographically dispersed personnel, such as field or other non-hq based staff. Moreover, the system reduces manual processing of project information through integration with other core FHF systems and facilitates automation of some project processes, thereby, ensuring consistency of data across functions. Serving as a strategic enabler for the organisation s goals for ambitious growth and greater impact in treating and preventing blindness and other vision problems, the FHF-PRISM facilitates complete project cycle management of FHF programs from performance monitoring and reporting to work planning and resource allocation tasks, as well as organisational decision making and reporting. With the FHF-PRISM, all stakeholders involved in the program and project implementation can easily obtain real-time information on its global projects and results and use insights derived from that information for decision making, learning, programming, and advocacy. Moreover, they can overcome the challenges that poor visibility, transparency, and accessibility of timely project progress 4

6 information can pose, thus, avoiding duplication of work, missed opportunities, and impact on collaboration. The My Workplace section in the FHF-PRISM is designed to serve as a personal worksite to perform user s daily assignments in the most effective and efficient manner. This section will also consolidate and display shortcuts to all functions that the current user can have in the application. In accordance with the permissions granted to the user and the user s role in managing the FHF programs and projects, the My Workplace section will be configured to display only the set of actions the user can perform. These actions may include viewing project and partner organisation details, tracking that actions to be performed over projects, etc. The FHF-PRISM provides a web-based user interface and requires the end user to have a web browser pre-installed. 5

7 THE FHF-PRISM LOGIN SCREEN The starting screen of the FHF-PRISM application is the Login Screen (Figure 1). It serves as a gateway to viewing, analysing, and modifying the data in the application. It ensures high level of security of the sensitive information that the application can contain and prevents it from being compromised as it enables full access to the application data for registered users only. Figure 1: FHF-PRISM Login Screen Logging into the FHF-PRISM Users who have already registered for an account for the FHF-PRISM will need to log into the application to start using it. To log in, you should validate yourself with the username and password and then click the Login button in the Login Screen (Figure 1). Please, note that the password is case sensitive. Note: If you have failed to log in several times, the application will be blocked. Contact your system administrator to unlock your user access. The number of unsuccessful login attempts is defined by the login policies adopted for the application. 6

8 If you are an internal staff member at FHF, you can log into the application using your company identity. So, if you are enlisted in your company s Active Directory or another company domain network, you can use a single sign-on (SSO) login standard to access the FHF-PRISM resources. To use a single sign-on to access the application, click the Log in with FHF company credentials link in the Login Screen (Figure 1). If you are already logged into your company s Active Directory or intranet, your authentication and authorization data will be exchanged between the parties using the Security Assertion Markup Language (SAML) standard. Once your identity is established, you will have access to the application. Recovering Your Password The accounts of registered users in the FHF-PRISM are password-protected. This means that you need to validate yourself with a username and password every time you log into the application. If you have forgotten your password, you can retrieve it by clicking the Forgot your password? link in the Login Screen (Figure 1) and authenticating yourself. This way, you will need to provide the address that is associated with your FHF-PRISM account and answer the security question you recorded during user registration. Once you have submitted your identity information, your password will be reset and a new password will be sent to the address associated with your user account. After you have successfully logged into the application with the password received, you are recommended to change it. For more details on how you can manage your personal and account information, see Registering a New User. Registering a New User If you are new to the system and you need a personal account, sign up for a username and password to start using the system. In order to register in the system, follow the steps below: 1. Click the Request a new account link in the Login Screen. A User Registration form will appear (Figure 2). 2. Fill in the form with your personal information. This will include your first name, last name, username and password that will be used to identify you in the system, etc. 3. Click the Create account button to submit the inserted information. 7

9 Figure 2: User Registration Form 8

10 Note: You will not be able to log into the application unless the administrator approves your registration. After your registration has been confirmed, you can log into the application to start using it. For more details, see Logging into the FHF-PRISM. Once logged in, you can manage your personal details, i.e. change the data (e.g. username, password, , etc.) provided during registration. To edit your personal details, log into the application, go to the Profile section (Figure 3), and make the appropriate changes in the data displayed. For more details on how you can access the Profile section, see THE FHF-PRISM STRUCTURE. Figure 3: Profile Section 9

11 THE FHF-PRISM STRUCTURE The FHF-PRISM consists of the following main sections: My Workspace delivers an intuitive and secure platform through which users can access all application resources that they have permissions to view and manage. It also contains shortcuts to the main functions that users can perform in the application. For more details, see the MY WORKSPACE SECTION. Dashboard is used to support informed and strategic decision-making through creation of executive dashboards for data reporting and analyses. For more details, see the FHF-PRISM Dashboard User Manual in REFERENCES. Portfolio is dedicated to consolidating user access to data entry and other actions and serves as the main information hub for the datasets (projects and partner organisations) that the FHF-PRISM application supports. For more details, see the FHF-PRISM Portfolio User Manual in REFERENCES. Analytics contains analytical tools that can be used to analyse data in various ways, reflecting the variety of data tracking needs of the project, as well as tools for custom querying, sorting, and filtering of the data by any combination of variables. For more details, see the FHF-PRISM Analytical Interface User Manual in REFERENCES. The FHF-PRISM My Workspace section window preview is shown in Figure 4. 10

12 Figure 4: My Workspace Window Structure It contains the following components: Component Name Description Header This is the application header that contains the application name and logo. On the right side, the following options are available: User Name this is the name of the user logged in the FHF- PRISM. o My Profile opens your personal settings and details. For details, see Registering a New User. o Logout is used to log off the application. 11

13 Notifications this contains user related system notifications. For more details, see the FHF-PRISM Analytical Interface User Manual in REFERENCES. Help this contains a menu of the system help items. o Contact Support sends an to the Support team. o About provides a short overview of the technologies underlying the FHF-PRISM. o Help opens the listing of all user manuals available in the system in the PDF format. Settings this opens the administrator s tools present in the FHF-PRISM. The following tabs are available here: My Workspace serves as the main working platform for the current user. For more details, see the MY WORKSPACE SECTION. Dashboard opens the Dashboard section to manage the executive dashboards stored in the application. For more details, see the FHF-PRISM Dashboard User Manual in REFERENCES. Portfolio serves to consolidate data entry and other actions available to the user in the FHF-PRISM application. For more details, see the FHF-PRISM Portfolio User Manual in REFERENCES. Analytics gives access to the reporting tools present in the FHF-PRISM. For more details, see the FHF-PRISM Analytical Interface User Manual in REFERENCES. View Options These options allow to configure your viewing settings. The available buttons are as follows: Show Large Icons displays the workspace items in large cluster icons. Show List displays the workspace items in a list view. 12

14 Workspace This frame is used to manage the data available to you in this section. 13

15 MY WORKSPACE SECTION In the My Workspace section of the FHF-PRISM application (Figure 5), you can make use of a personal worksite, designed for you to have a central place to view and manage your content, i.e. the projects, partner organisations, pending actions for projects, project frameworks, project development groups, etc. that you are in charge of or have access to. The content of this section is live content, generated specifically for each user that is logged in and is determined by what users have access to. The My Workspace section consolidates and displays project related information categorized and organised into groups according to the key tools used during the project implementation. All these groups are within a single-click access and are presented in the form of cluster icons. The following cluster icons are presented in the My Workspace section (Figure 5): Projects gives access to the list of projects recorded in the FHF-PRISM and displayed in the Project portfolio. For more details on how to manage projects, see the FHF-PRISM Portfolio User Manual in REFERENCES. Pending Actions for Projects gives access to the list of projects that are pending your action to progress to the next stage. For more details on how to navigate to the list of projects and move them forward according to a pre-defined workflow, see Pending Actions for Projects. Partner Organisations gives access to the list of partner organisations involved into the implementation of the FHF programs and projects and displayed in the Partner Organisation portfolio. For more details on how to establish and manage organisational profiles, see the FHF-PRISM Portfolio User Manual in REFERENCES. Project Development Group Management displays the list of user roles from different entities, divisions, or even companies collaborating on a project that requires their particular expertise and time. For more details on how to see working groups for different projects, see PDG Management. Country Cost Assumptions allows compiling the cost assumptions for different countries the FHF extends its activities in to give partner organisations a tool for calculating expenses that project implementation may incur. For more details, see Country Cost Assumptions. 14

16 Framework Management gives access to the project frameworks developed to ensure successful monitoring and completion of a project. For more details on how to view the frameworks in place for the FHF various projects, see Framework Management. PRISM Category Management navigates to the Categories sub-section in the FHF-PRISM where you can manage the different types of categories used in the application. For more details on how to manage categories, see the FHF-PRISM Data Management Administrator's Guide in REFERENCES. PRISM Currency Rates Management navigates to the Currency Rates sub-section in the FHF- PRISM where you can record the currency exchange rates to be used when converting project amounts from one currency into another. For more details on how to record and update currency exchange rates, see the FHF-PRISM Data Management Administrator's Guide in REFERENCES. Import navigates to the Import sub-section in the FHF-PRISM where you can import and view the project data templates for the specific state of the project implementation. For more details on how to import data for various FHF projects, see Data Import. Delegating My Work navigates to the Delegating My Work sub-section in the FHF-PRISM where you can record the sent, received, and managed assignments and delegates items. For more details on how to record and update the delegate and work items, see Work Delegation. Disaggregations Flagging Control navigates to the Disaggregations Flagging Control subsection in the FHF-PRISM where you can manage indicator disaggregations and category instances used in the application. For more details on how to manage disaggregations, see the Indicator Disaggregations Flagging Control. 15

17 Figure 5: My Workspace Section Accessing the My Workspace Section In order to access the My Workspace section of the FHF-PRISM application, click the My Workspace tab in the application header. 16

18 WORKING IN THE MY WORKSPACE SECTION This chapter guides you through the common actions that you may take in the My Workspace section to successfully carry out your project management tasks on a regular basis. Changing the View Option According to the default settings, the information in the My Workspace section is displayed in a clustered view. However, you can switch the page viewing options to the List View. To switch from one viewing option to the other, click the respective / button in the upper right corner of the screen. Pending Actions for Projects To view the list of projects that are pending your action before they can be moved to the next stage, you should click the Pending Actions for Projects cluster icon in the main window. You will be navigated to the Pending Actions for Projects sub-section of the My Workspace section (Figure 6). Figure 6: Viewing Pending Actions for Projects To be able to move a definite project to the next stage, you should tick the checkbox to the left of the Project ID number. This will activate the button for all actions that you are entitled to take over the 17

19 selected project. Click the respective button to take the action. Please, note that when rejecting the project progress to the next stage, you will be requested to provide the reason for rejection and other comments that you think are appropriate (Figure 7). Figure 7: Recording Comments for Project Progress Rejection PDG Management In the My Workspace section, you have the possibility of forming working groups who will work jointly to define the project activities and sub-activities that are essential for successful completion of a definite project. They may also undertake allocated tasks and identify any additional tasks that may be necessary in order to achieve a specific outcome. To manage the project development groups, you should click the Project Development Group Management cluster icon in the main window. You will be navigated to the PDG Management subsection of the My Workspace section (Figure 8). In the PDG Management sub-section, you will have the possibility of adding or removing members of the working groups formed around the projects displayed in this sub-section. 18

20 Figure 8: PDG Management Managing PDG Members This chapter outlines how to add and delete PDG member records. Adding a PDG Member Record In order to add a new member to the PDG, follow the steps below: 1. Click the name of the project to the working group of which you want to add a new member. Alternatively, you may click the (Edit) button to the left of the project record. A new window will open displaying the list of the project working group members (Figure 9). 2. Click the Add button at the bottom of the new window. A new record will appear. 3. Define the Role that the new PDG member will play in the project implementation and indicate the new member s Name. 4. Click the (Ok) button to save the information input. 5. Click the Save and Close button to finalize the process of adding a new member to the project development group. 19

21 Figure 9: Adding a New PDG Member Viewing a PDG Member List In order to view the list of users included in the project development group (PDG), follow the steps below: 1. Expand the project to view the list of the development group members that are involved into the project implementation. This can be done by clicking to the left of the project title (Figure 10). 2. Click to collapse the list. 20

22 Figure 10: Viewing PDG Member Records Deleting PDG Member Records In order to delete a PDG member record, follow the steps below: 1. Click the name of the project in the working group of which you want to make changes. Alternatively, you may click the (Edit) button to the left of the project record. A new window will open displaying the current formation of the project development group (Figure 9). 2. Click the (Delete) button to the left of the PDG member record that you want to remove. 3. Click Yes to confirm deletion. Managing PDG Roles This chapter outlines how to add and delete eligible role records. Adding an Eligible Role Record In order to define what functions PDG members can perform, follow the steps below: 21

23 1. Click the Manage PDG Roles button displayed in the top left corner of the PDG Management sub-section. A new window will open displaying the list of the roles involved into the project implementation (Figure 11). 2. Tick the checkbox to the left of the record for which you want to define eligible roles. This will activate the Eligible Roles filed. 3. Select the Eligible Roles for the PDG member from the drop-down list. 4. Click the Save and Close button to finalize the process of defining PDG member functions. Figure 11: Adding a PDG Role Deleting Eligible Role Records In order to delete an eligible role record, click member. (Delete) to the right of the role assigned to the PDG Country Cost Assumptions In the My Workspace section, you can compile the cost assumptions for different countries the FHF extends its activities. The purpose of this activity is to give partner organisations a tool for calculating expenses that project implementation may incur. 22

24 To manage the project country cost assumptions, you should click the Country Cost Assumptions cluster icon in the main window. You will be navigated to the Country Cost Assumptions sub-section of the My Workspace section (Figure 12). Figure 12: Country Cost Assumptions In this sub-section, you can create cost assumptions or groups of cost assumptions that will hint on the prices of definite goods and services in a particular country. Moreover, you can introduce changes to the cost assumptions already recorded in the application, thus, providing a more realistic insight into the country s pricing policy. Another useful tool that the Country Cost Assumptions sub-section is equipped with is tracking the changes made to the assumptions made. Managing Country Cost Assumptions This chapter outlines how to create, edit, and delete country cost assumption (CCA) records. It also describes how you can track the changes made to CCA records. Creating a CCA Record In order to create a CCA record, follow the steps below: 1. Click the button in the upper right corner of the sub-section screen (Figure 12). An Add Assumption form will open (Figure 13). 2. Specify whether the new record is for an assumption or assumption group by selecting the corresponding option from the drop-down list. 23

25 3. Select the Currency in which the assumption is calculated. This field is mandatory. 4. For an assumption group, enter the Assumption Group name. This field is mandatory. 5. For an assumption, indicate what assumption group it will fall in. 6. Enter a one-line synopsis of what the Assumption will reckon on. This field is mandatory. 7. Select the Type of Unit from the drop-down list. The following options are available: Case Class Day Package Person Team 8. Specify the Assumption Cost. This field is mandatory. 9. Provide additional comments related to the assumption, if any. 10. Click the Ok button to save the information input. 24

26 Figure 13: Creating a CCA Record Editing CCA Records In order to edit a CCA record, follow the steps below: 1. Click the (Edit) button to the left of the CCA display name. This will activate the selected record. 2. Make the required changes in the data displayed. 3. Click to apply the changes made. Or, click to discard them. 25

27 Deleting CCA Records In order to delete a CCA record, click the (Delete) button to the left of the record. Viewing CCA History In order to view the history of changes made to the CCA records, follow the steps below: 1. Click the button in the upper right corner of the sub-section screen. A new History window will open (Figure 14). 2. Review the information displayed. This includes the name and function of the user who has introduced the change, the name of the record updated, etc. 3. Click the Ok button to close the window. Figure 14: Viewing CCA Change History Framework Management In the My Workspace section, you can view and establish global and results frameworks for the FHF projects that will serve as a monitoring tool developed to ensure successful completion of a project. To manage the project framework, you should click the Framework Management cluster icon in the main window. You will be navigated to the Framework Management sub-section of the My Workspace section (Figure 15). 26

28 Figure 15: Framework Management In this sub-section, you can create a new framework, as well as edit and delete the existing frameworks. Managing Frameworks This chapter outlines how to create new frameworks, as well as edit and delete the existing frameworks. Creating a New Framework In order to create new framework, follow the steps below: 1. Click the button in the upper right corner of the sub-section screen (Figure 15). A Framework form will open (Figure 16). 2. Indicate the name of the Plan the results framework will be related to. This field is mandatory. 3. Specify the Number of Levels that the results framework is going to have. This field is mandatory. 27

29 4. Select the instances (e.g. goal, intermediate result, etc.) that will stand on each level of the results framework. This can be done by selecting the corresponding item from the respective drop-down lists. Note: If the desired framework level instance cannot be found in the list, you can create a new instance. For more details on how to do this, see Managing Framework Levels. 5. Click the Save and Close button to save the information input. Figure 16: Creating a New Framework Viewing Framework Details In order to view the particulars of a definite results framework, click the (View) button to the left of the framework record. The framework summary will open in a separate window (Figure 17). 28

30 Figure 17: Viewing Framework Details Editing Frameworks In order to edit a framework, follow the steps below: 1. Select to view the framework details. This can be done by clicking the (View) button to the left of the framework. The framework summary will open in a separate window (Figure 17). 2. Click the Edit button in the upper right corner of the framework summary page. 3. Make the required changes in the data displayed. 4. Click the Save and Close button to apply the changes made. Or, click Close to discard them. Deleting Frameworks In order to delete a framework, follow the steps below: 1. Select to view the framework details. This can be done by clicking the (View) button to the left of the framework. The framework summary will open in a separate window (Figure 17). 2. Click the Delete button in the upper right corner of the framework summary page. 29

31 Managing Framework Levels This chapter outlines how to add, edit, and delete framework levels. Adding a Framework Level In order to add a framework level, follow the steps below: 1. Click the Managing Framework Levels button at the bottom of the Framework form. A Managing Framework Levels data entry form will open (Figure 18). 2. Indicate the name of the framework level. 3. Click the Add button. 4. Click the Close button to save the information input and navigate back to the previous screen. 30

32 Figure 18: Adding a Framework Level Editing Framework Levels In order to edit a framework record, follow the steps below: 31

33 1. Click the (Edit) button to the left of the framework level name you want to edit. This will activate the selected row. 2. Make the required changes in the data displayed. 3. Click the Save and Close button to apply the changes made. Or, click Cancel to discard them. Deleting Framework Levels In order to delete a framework level, follow the steps below: 1. Click the (Delete) button to the left of the framework level name. 2. Click Yes to confirm deletion. Managing Framework Level Instances This chapter describes what actions you can take over the project framework level instances. Viewing Framework Level Instances In order to view a results framework structure, i.e. the level instances it is comprised of, click the framework title. The selected framework structure will be displayed in the table below (Figure 15). Adding a Framework Level Instance In order to add a framework level instance, follow the steps below: 1. Select a framework that you want to add a new level to by clicking the framework name. The selected framework levels will be expanded in the table below. 2. Select the framework level that the new instance will stand on from the drop-down list (Figure 19). 3. Click the Add New button. Based on the selection, you will be requested to select the Goal, Strategic Objective, and/or Intermediate Results, etc. for the new instance. 4. Enter the name of the new framework level instance. 5. Click the (Ok) button to save the information input. Or, click the button to discard them. 32

34 Figure 19: Adding a Framework Level Instance Editing Framework Level Instances In order to edit a framework level instance, follow the steps below: 1. Select a framework that you want to add a new level to by clicking the framework name. The selected framework levels will be expanded in the table below. 2. Click the (Edit) button to the left of the framework level instance. A new window will open (Figure 20). 3. Make the required changes in the Framework Level Description. 4. Define the list of measurement indices that will be associated with the given framework level instance. For more details on how to do this, see Managing Indicators. 5. Click the Ok button to apply the changes made. Or, click Cancel to discard them. 33

35 Figure 20: Editing a Framework Level Instance Deleting Framework Level Instances In order to delete a framework level instance, follow the steps below: 1. Select a framework that you want to add a new level to by clicking the framework name. The selected framework levels will be expanded in the table below. 2. Click the (Delete) button to the left of the framework level instance that you want to remove (Figure 19). Managing Indicators This chapter outlines how to add, edit, and delete indicators. 34

36 Adding an Indicator In order to add an indicator to the framework level instance, follow the steps below: 1. Click the Add Indicator button at the bottom of the Indicators for Framework Level table. An Add Indicators form will open (Figure 21). 2. Locate the indicator that you want to attach to the given activity. To do this, enter the keyword in the search box. The system will query the database and retrieve all indicator records that match the search criteria. 3. To create more advanced search criteria, select the Search all fields checkbox and specify the following: Indicator FHF Type Health System Pillars Disease Focus Thematic Area Country 4. Click the Search button to apply the filter. 5. Tick the checkbox to the right of the indicator record to select it. 6. Click Ok to save the information input and return to the previous screen. 35

37 Figure 21: Searching for an Indicator 36

38 Editing Indicators In order to edit an indicator, follow the steps below: 1. Click the button to the right of the indicator display name. You will be directed to the Indicator module in the FHF-PRISM where the indicator summary will be displayed. 2. Click the Edit button in the upper right corner of the indicator summary page. 3. Make the required changes in the data displayed as it is described in the FHF-PRISM Indicator Data Entry User Manual in REFERENCES. 4. Save the changes made and close the form to return to the previous screen. Deleting Indicators In order to delete an indicator, follow the steps below: 1. Click the button to the right of the indicator display name. 2. Click Yes to confirm deletion. Data Import The My Workspace section is enhanced with a flexible data export and data import mechanism that is used to provide a means of transferring data inside and outside the FHF-PRISM application. This mechanism is especially useful if you intend to import bulk data into the application and want to avoid manual data entry of multiple data rows. Figure 22: Data Import 37

39 To make use of the data export and import mechanism, you should click the Import cluster icon in the main window. You will be navigated to the Import sub-section of the My Workspace section (Figure 22). In the Import sub-section of the My Workspace section, you have the possibility of downloading project data templates, filling in them, and then importing data that describe the project implementation at its different states. Downloading Data Template Data templates are MS Excel worksheets that are designed to meet the data accuracy and data consistency regulations adopted for the FHF-PRISM application. To download a data template, follow the steps below: 1. Select the project state for which you would like to download the data template from the drop down list 2. Click the Download template link to download the template that you will fill in with the project data. 3. Save the file on our local computer to be able to access it at any point of time. Filling in the Project Template Once the project template is successfully saved on your local computer, start entering project-related data into it. The data to be provided may include project summary details, project implementation schedule, financial details of implementing the project, etc. Upon completion of the data entry process, save the data entered in the template and archive the template into the zip format to be able to upload the file into the system. Uploading Data Template into the System To upload the template file with the project-related data in it back into the system, follow the steps below: 1. Click the Upload button. 2. Locate the zip file of the project template on your local computer. 38

40 3. Click the Import button to transfer the template data into the system (Figure 23). Figure 23: Importing Data Template Viewing Error Messages and Warnings After data import, the system will run a number of validation checks to make sure that the data imported are in the right format and comply with the data consistency regulations of the application. After the validation checks, the system will return a submission log notifying whether your data have been accepted by the application server. To track the changes that have not been accepted and to view the error messages and warnings generated by the system, see the corresponding Error Messages, Warning Messages, and Status tables. Work Delegation In the My Workspace section, you can compile the sent, received, and managed assignments in addition to the delegate items that have been used in the projects by the users. The purpose of this tool is to provide the users with the details of the assignments, sent and received delegate items, dates of delegations, etc. To manage the project delegations and delegate items, you should click the Delegating My Work cluster icon in the main window. You will be navigated to the Delegating My Work sub-section of the My Workspace section (Figure 24). 39

41 Figure 24: Delegating My Work In the Delegating My Work sub-section of the My Workspace section, you have the possibility of assigning users to carry on the next activities on the projects (see Managing Delegate Items Sent); view the list of tasks assigned to you; and, compile the list of delegate work items assigned from one user to another user (see Managing Delegate Work Items). Managing Delegate Items Sent This chapter outlines how to add, edit, and delete delegate item sent records. Adding a Delegate Item Sent Record In order to add a delegate item sent record, follow the steps below: 1. Click the Add button at the bottom of the Delegate Items sent field. A new field will appear (Figure 25). 2. Select the User you are going to assign to do the task from the drop-down list. This field is mandatory. 40

42 Figure 25: Adding a Delegate Item Sent Record 3. Define the task implementation schedule by entering the task Start Date and End Date. These fields are mandatory. A calendar popup is available for these fields, see Figure 26: Calendar. 4. Click to the right of the record to save the information input. Or, click to terminate the operation. Figure 26: Calendar Editing Delegate Item Sent Records In order to edit a delegate item sent record, follow the steps below: 1. Click the (Edit) button to the right of the delegate item sent record. This will activate the selected record. 2. Make the required changes in the data displayed. 3. Click to the right of the record to save the changes made. Or, click to discard them. Deleting Delegate Item Sent Records In order to delete a delegate item sent record, follow the steps below: 1. Click (Delete) to the right of the record that you want to remove. 41

43 2. Click Yes to confirm deletion. Managing Delegate Work Items This chapter outlines how to add, edit, and delete delegate work item records. Adding a Delegate Work Item Record In order to add a delegate work item record, follow the steps below: 1. Click the Add button at the bottom of the Delegate Work Items field. A new field will appear (Figure 27). 2. Select the user you are going to delegate the work item from in the Delegate Work From field. This field is mandatory. 3. Select the user you are going to delegate the work item to in the Delegate Work To field. This field is mandatory. 4. Define the work item implementation schedule by entering its Start Date and End Date. These fields are mandatory. A calendar popup is available for the date fields, see Figure 26: Calendar. 5. Click to the right of the record to save the information input. Or, click to terminate the operation. Figure 27: Adding a Delegate Work Item Record Editing Delegate Work Item Records In order to edit a delegate work item record, follow the steps below: 1. Click the (Edit) button to the right of the delegate work item record. This will activate the selected record. 42

44 2. Make the required changes in the data displayed. 3. Click to the right of the record to save the changes made. Or, click to discard them. Deleting Delegate Work Item Records In order to delete a delegate work item record, follow the steps below: 1. Click (Delete) to the right of the record that you want to remove. 2. Click Yes to confirm deletion. Indicator Disaggregations Flagging Control The My Workspace section is enhanced with an indicator disaggregation flagging control. The control allows selecting the indicator data disaggregation instances that will be marked as mandatory or optional in the projects where they appear. This flagging mechanism gives the system administrators and other eligible roles the possibility to define the disaggregation categories that will require mandatory data input and the ones that will require optional data input. This mechanism is especially useful if you intend not to allow certain disaggregation categories to be hidden for the indicators that they are part of. To use the indicator disaggregations flagging control, click the Disaggregations Flagging Control cluster icon in the main window of the My Workspace section. You will be navigated to the Indicator Disaggregations Flagging Control sub-section (Figure 28). In the Indicator Disaggregations Flagging Control sub-section, you can set the disaggregation categories either as mandatory or as required. 43

45 Figure 28: Indicator Disaggregations Flagging Control Searching for an Indicator To be able to define data input options for the indicator disaggregation category, you should first locate the indicator record that you want to apply the flagging control to. Because the Indicator Disaggregations Flagging Control sub-section can contain almost unlimited number of indicator 44

46 records, it has been enhanced with a powerful search mechanism. The search mechanism allows looking for any indicator record stored in the application database. In order to search for an indicator record, follow the step below: 1. In the Search Indicators field, enter the keyword into the search box. Please, note that the search engine will return all the data that contains any of the letters or numbers you have typed (Figure 29). 2. In case of multiple search results, try narrowing down the search criteria or browse among indicators to locate the one that you are looking for. Figure 29: Searching for an Indicator Browsing among Indicators The Indicator Disaggregations Flagging Control sub-section is set to display three indicator records in search results. For this, it has been enhanced with the pagination option. This means that it is enabled with the possibility of splitting the list of indicator records into pages for paged navigation. To navigate through the pages, you can use the page numbers at the bottom of the field, as well as the (First), (Previous), (Next), and (Last) arrow buttons (Figure 30). 45

47 Figure 30: Browsing among Indicators Sorting Indicators Another option for easily locating indicators in the Indicator Disaggregations Flagging Control subsection is through sorting them in ascending or descending order according to one of the available criteria, for example, Indicator Periodicity (Actual) or Indicator Periodicity (Target). Figure 31: Sorting Indicator Records In order to sort the indicators, follow the steps below: 1. Click the arrow icon in the header of the column that you want to sort the indicators by (Figure 31). 2. Click the arrow icon once again to sort the indicators in reverse order. 46

48 Using the Disaggregation Flagging Control Once you have located the indicator that you want to apply the flagging control to, you should click the indicator name to display all disaggregates defined for it. For more details on to define indicator disaggregation, see the FHF-PRISM Data Management Administrator's Guide in REFERENCES. As soon as the indicator disaggregates are displayed, define whether each disaggregation category is mandatory or optional (Figure 32). To do this, expand the indicator disaggregate to see all disaggregation categories listed under it. Then select the Yes option in the Mandatory field to set the disaggregation category as mandatory for data input. Or, select the No option in the Mandatory field to set the disaggregation category as optional for data input. Note: The mandatory disaggregation categories cannot be deselected or deactivated later on. They will appear in the read-only mode in the data entry form of the respective indicator. For more information about the indicator data entry form, see the FHF-PRISM Indicator Data Entry User Manual in REFERENCES. Figure 32: Applying Flagging Control to Disaggregation Categories 47

49 LOGGING OUT Once you have finished using the FHF-PRISM application, it is necessary to log out. To log out from the application, click your account name in the upper right corner of the application window and then click the Logout link. REFERENCES Please, refer to the following FHF-PRISM related documents to obtain more information about the system and how it functions: FHF-PRISM Analytical Interface User Manual FHF-PRISM Portfolio User Manual FHF-PRISM Dashboard User Manual FHF-PRISM Project Data Entry User Manual FHF-PRISM Activity Data Entry User Manual FHF-PRISM Sub-activity Data Entry User Manual FHF-PRISM Indicator Data Entry User Manual FHF-PRISM Partner Organisation Data Entry User Manual FHF-PRISM Security Administrator's Guide FHF-PRISM Workflow Administrator's Guide FHF-PRISM Data Management Administrator's Guide FHF-PRISM Settings Administrator's Guide 48