PRISM - FHF The Fred Hollows Foundation

Transcription

1 PRISM - FHF The Fred Hollows Foundation ANALYTICAL INTERFACE USER MANUAL Version 1.1

2 TABLE OF CONTENTS INTRODUCTION... 6 OVERVIEW... 6 THE FHF-PRISM LOGIN SCREEN... 8 LOGGING INTO THE FHF-PRISM... 8 RECOVERING YOUR PASSWORD... 9 REGISTERING A NEW USER... 9 THE FHF-PRISM STRUCTURE LIST MODULE ACCESSING THE LIST MODULE CREATING A LIST REPORT Adding Rows / Columns / Cross Tab Groupings Assigning Properties to the List Components MODIFYING A LIST REPORT Deleting Rows / Columns / Cross Tab Groupings Re-ordering List Components EXPANDING THE LIST ITEM SORTING LIST ITEMS CHART MODULE ACCESSING THE CHART MODULE CREATING A CHART REPORT Defining Data for the Chart Report Selecting Formatting Options for the Chart Report Defining Quick View Options for the Chart Report Viewing the Data Plotted on the Chart MAP MODULE ACCESSING THE MAP MODULE CREATING A MAP REPORT Defining Data for the Map Report Defining Chart Options for the Map Report Defining Scaling for the Map Report Selecting Formatting Options for the Map Report Selecting Quick View Options for the Map Report Selecting Map View Options

3 WORKING IN THE MAP MODULE Zooming in / Zooming out Measuring Distance Buffered Zone Querying Using Layers Viewing Legend Using Mini Map Viewing the Data Displayed on the Map REPORT MODULE ACCESSING THE REPORT MODULE CREATING A TABULAR REPORT Structuring a Tabular Report Assigning Properties to a Tabular Report CREATING A FREEFORM REPORT Structuring a Freeform Report Assigning Properties to a Freeform Report MANAGING REPORT EXPRESSIONS Creating an Expression Defining Expression Element Conditions Sharing Expressions Stopping to Share Expressions Editing Expressions Deleting Expressions PREVIEWING A REPORT CUSTOMIZING REPORTS Defining General Properties for the Report Components Defining Formatting Properties for the Report Components Setting Advanced Properties to Report Components Deleting a Report Table Component DETAILS SECTION ACCESSING THE DETAILS SECTION BROWSING AMONG DATASET INSTANCES EDITING AN EXISTING ITEM VIEWING RECORD DETAILS DELETING AN EXISTING ITEM CUSTOMIZED REPORTING SAVING REPORTS Saving New Reports

4 Saving a Copy of the Report RE-ORGANISING REPORTS Renaming Reports and Report Groups Sharing Reports and Reports Groups Stopping to Share Reports and Report Groups Deleting Reports and Report Groups Adding a Sub-group Adding an External Report Moving Reports VIEWING PRE-DEFINED REPORTS EDITING PRE-DEFINED REPORTS SEARCHING FOR REPORTS EXPORTING REPORTS PRINTING REPORTS FILTERING CREATING A FILTERING CRITERIA VIEWING FILTERING CRITERIA APPLIED REMOVING FILTERING CRITERIA APPLIED NOTIFICATIONS ACCESSING THE NOTIFICATION CENTER MANAGING NOTIFICATIONS LOGGING OUT REFERENCES APPENDIX I: CHART TYPES

5 TABLE OF FIGURES FIGURE 1: FHF-PRISM LOGIN SCREEN... 8 FIGURE 2: USER REGISTRATION FORM FIGURE 3: PROFILE SECTION FIGURE 4: ANALYTICS SECTION STRUCTURE FIGURE 5: LIST MODULE FIGURE 6: CREATING A LIST REPORT FIGURE 7: ADDING A ROW TO THE LIST REPORT FIGURE 8: EXPANDING THE LIST ITEM LEVEL FIGURE 9: SORTING THE LIST ITEMS FIGURE 10: CHART MODULE FIGURE 11: CREATING A CHART REPORT FIGURE 12: DEFINING DATA FOR A CHART REPORT FIGURE 13: SELECTING FORMATTING OPTIONS FOR THE CHART REPORT FIGURE 14: SELECTING QUICK VIEW OPTIONS FOR THE CHART REPORT FIGURE 15: VIEWING THE DATA PLOTTED ON THE CHART FIGURE 16: MAP MODULE FIGURE 17: CREATING A MAP REPORT FIGURE 18: DEFINING DATA FOR A MAP REPORT FIGURE 19: DEFINING CHART OPTIONS FOR A MAP REPORT FIGURE 20: DEFINING SCALING FOR A MAP REPORT FIGURE 21: SELECTING FORMATTING OPTIONS FOR A MAP REPORT FIGURE 22: SELECTING QUICK VIEW OPTIONS FOR A MAP REPORT FIGURE 23: SELECTING MAP VIEW OPTIONS FIGURE 24: INTELLIGENT SEARCHING FIGURE 25: ZOOMING BY SELECTION FIGURE 26: MEASURING DISTANCE FIGURE 27: BUFFERED ZONE QUERYING FIGURE 28: SELECTING A CHART TYPE FIGURE 29: SELECTING SCALING RANGE FIGURE 30: VIEWING MAP LEGEND FIGURE 31: USING MINI MAP FIGURE 32: VIEWING THE DATA DISPLAYED ON THE MAP FIGURE 33: REPORT MODULE FIGURE 34: CREATING A TABULAR REPORT FIGURE 35: SELECTING TABULAR REPORT COMPONENTS FIGURE 36: SETTING THE TABULAR REPORT PROPERTIES FIGURE 37: CREATING A FREEFORM REPORT

6 FIGURE 38: STRUCTURING A FREEFORM REPORT FIGURE 39: SETTING THE FREEFORM REPORT PROPERTIES FIGURE 40: CREATING AN EXPRESSION FIGURE 41: DEFINING SPECIFIC CONDITIONS FOR EXPRESSION ELEMENTS FIGURE 42: SHARING AN EXPRESSION FIGURE 43: STOPPING TO SHARE AN EXPRESSION FIGURE 44: SETTING GENERAL PROPERTIES FOR A REPORT COMPONENT FIGURE 45: DEFINING FORMATTING PROPERTIES FOR A REPORT COMPONENT FIGURE 46: SETTING CONDITIONS TO REPORT TABLE COMPONENTS FIGURE 47: PROJECT DETAILS SECTION FIGURE 48: MEMORIZING A REPORT FIGURE 49: ORGANISING THE REPORTS FIGURE 50: RENAMING A REPORT FIGURE 51: SHARING A REPORT WITH OTHER USERS FIGURE 52: STOPPING TO SHARE A REPORT FIGURE 53: ACTIONS LIST IN THE ORGANISE MODE FIGURE 55: ADDING AN EXTERNAL REPORT FIGURE 56: SEARCHING FOR A REPORT FIGURE 57: EXPORTING A REPORT FIGURE 58: PRINTING A REPORT FIGURE 59: CREATING FILTERING CRITERIA FIGURE 60: VIEWING THE FILTERING CRITERIA APPLIED FIGURE 61: REMOVING FILTERING CRITERIA APPLIED FIGURE 62: ACCESSING NOTIFICATION CENTER FIGURE 63: MANAGING NOTIFICATIONS

7 INTRODUCTION The purpose of this document is to describe how the Analytics 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 6

8 progress information can pose, thus, avoiding duplication of work, missed opportunities, and impact on collaboration. The FHF-PRISM is a powerful tool for data visualization, analysis, and reporting. It presents the data in the application in highly visual ways and puts the power of analytics directly into the user s hands with a wide array of sophisticated but easy-to-use tools. Using the robust reporting capabilities that the FHF-PRISM offers, users can build powerful reports for informed decision making with the application drag-and-drop interface. These reports can further be saved, printed, or exported to various formats. The FHF-PRISM is designed to provide quick access to the data on programs / projects implemented and helps track them via the Internet. Once you have accessed this application, you are able to view the data stored in it, monitor the program / project implementation, and create real-time analytical reports in the List, Chart, Map, and Report modules of the application. The FHF-PRISM provides a web-based user interface and requires the end user to have a web browser pre-installed. 7

9 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. 8

10 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 Login with SAMIL button 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 information requested. 3. Click the Create account button to submit the inserted information. 9

11 Figure 2: User Registration Form 10

12 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 11

13 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 FHF-PRISM My Workspace User Manual in REFERENCES. 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. The FHF-PRISM Analytics window preview is shown in Figure 4. 12

14 Figure 4: Analytics Section 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. Notifications this contains user related system notifications. For more details, see NOTIFICATIONS. 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. 13

15 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 FHF-PRISM My Workspace User Manual in REFERENCES. 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. Reporting Options Bar This is the main toolbar of the FHF-PRISM. The following tabs are available here: List opens the LIST MODULE. Chart opens the CHART MODULE. Report opens the REPORT MODULE. Map opens the MAP MODULE. Modify allows editing the view displayed in the selected module. Filter contains filtering options. For more details, see FILTERING. Main Toolbar This is the main toolbar of the FHF-PRISM. The following main functions are available here: 14

16 Pre-defined Report Selector contains a list of pre-defined lists / charts / reports / cascades / bubbles (depending on the opened module) available to the application users. Organise switches to the Organise mode of the FHF-PRISM where you can see the list of the existing reports, add new, re-organise the existing groups, etc. New creates a new list / chart / map / report (depending on the opened module). Update is used to apply the changes made to the report structure. View switches to the View mode of the application where you can view the project and partner organisation data presented in the form of different reports. Design switches to the Design mode of the application where you can build reports and assign different properties to the report components. Save saves a list / chart / map / report (depending on the opened module) so that it can be shared with other users. Save as saves a list / chart / map / report (depending on the opened module) as a new one. Print allows printing the selected chart / map / table report. Export allows exporting the selected chart / map / table report in the MS Word, MS Excel, and PDF formats. Report Properties Pane Workspace This frame is used to display all the data components (categories and fields) that can be used to build a report. It is also used to set properties for a report or any of its components. In this frame, all sections and modules are managed. Here are filtering and search results displayed. 15

17 LIST MODULE In the List module of the FHF-PRISM (Figure 5), you can create and execute ad-hoc queries on the data and acquire results in the form of a list report. The List module is a powerful tool for querying the database and drilling down the selection by clicking the data elements that are presented on the screen. It is also perfect for showing aggregate data on various levels, listing hierarchies, as well as retrieving detailed information on the category of interest. List reports are characterized by each record being represented with a set of rows and columns. The List module offers flexible options for grouping the records according to the available criteria. Arranging list items in groups will help to see patterns and total up key amounts for comparison. A basic list report consists of at least one group and one column, but the actual quantity of groups and columns is defined by the user s choice of view. For more details on how to define groups / columns for a list report, see Creating a List Report. Figure 5: List Module Accessing the List Module To access the List module, go to Analytics List. You will be navigated to the List module of the application (Figure 5). In this module, you can view data organised according to the selected groups and columns, modify the list that is currently used, save it as a pre-defined report, include it under a definite group, etc. 16

18 Creating a List Report In the List module, you can draw up list reports of different levels of complexity by selecting the categories and fields that will serve as groups, columns and column groupings for the report. To create a list report, follow the steps below: 1. Go to Analytics List 2. Click the button in the main toolbar to switch to the Design mode and be able to modify the report. The Modify Current View panel will appear (Figure 6). Figure 6: Creating a List Report 3. Add rows and columns to the list report. 4. Add cross tab groupings to the list report. 5. Assign properties to the selected report components. 6. Switch to the View mode to see the changes in effect by pressing the button in the main toolbar. Adding Rows / Columns / Cross Tab Groupings To add a column / row / cross tab grouping to the list report, follow the steps below: 1. In the Data tab, select a category or field that you want to add to a list report and drag it onto the space where you want the selected component to display. 17

19 Note: You can select instances for the list report components browsing in the entire list of categories and fields in the All sub-tab. Or, you may do it in the By Theme sub-tab where the categories and fields are grouped according to a common feature they share. 2. Hold the left mouse button until a green tick appears on the selected component. 3. Release the mouse button. Assigning Properties to the List Components To assign certain properties to a list component, follow the steps below: 1. Select the list component to which you want to assign properties. 2. Switch to the Properties tab of the Modify Current View panel. 3. Assign properties to the selected component as appropriate. Note: You may assign different sets of properties to list components depending on the type of the component selected for the report. Modifying a List Report At any time, you can modify the list report displayed to you in the List module. To modify a list report, follow the steps below: 1. Click the button in the main toolbar to switch to the Design mode. The Modify Current View panel will appear (Figure 7). 2. Add new rows / columns / cross tab groupings for the list report. For more details, see Adding Rows / Columns / Cross Tab Groupings. 3. Re-order rows / columns / cross tab groupings selected for the report. 4. Delete rows / columns / cross tab groupings selected for the report. 5. Assign different properties to the selected report components. For more details, see Assigning Properties to the List Components. 6. Switch to the View mode to see the changes in effect by pressing the button in the main toolbar. 18

20 Figure 7: Adding a Row to the List Report Deleting Rows / Columns / Cross Tab Groupings To delete a column selected for the list, follow the steps below: 1. Click the button in the main toolbar to switch to the Design mode. The Modify Current View panel will appear (Figure 7). 2. Select the row / column / cross tab grouping that needs to be deleted from the list. 3. Hover the mouse pointer upon the selected component. 4. Click the (Delete) button that appears next to the component to delete it from the list. Re-ordering List Components To re-order list report components, i.e. change the order in which they appear in the report, follow the steps below: 1. Click the button in the main toolbar to switch to the Design mode. The Modify Current View panel will appear (Figure 7). 2. Select the list component for which you want to change the position. 3. Drag-and-drop it in the desired place. Expanding the List Item It is possible to expand the list item level to view the information of the sub-level(s). To expand the list item level, click the + sign next to the name of the list item. This will expand the list item group 19

21 level displaying the first sub-level (Figure 8). This can further be expanded unless there are no more sub-levels to display. Figure 8: Expanding the List Item Level Note: You can expand only one group level at a time. If you expand the group level of another list item, the previously expanded group level will get collapsed. Sorting List Items Entries in the list report may be sorted by the column value. To achieve that, click in the header of the column that you want to sort the list items by. This will sort the list alphabetically or numerically depending on the type of data entered into that column. If you click the arrow in the column header once again, the list items will be sorted in reverse order (Figure 9). 20

22 Figure 9: Sorting the List Items 21

23 CHART MODULE The FHF-PRISM is equipped with a powerful chart designer that empowers you with all the necessary tools to create charts for professionally looking presentations and reports. A user-friendly interface, great number of visual effects and pre-defined chart types, flexible chart components selection, and on-screen real-time chart visualization make using the chart designer an easy and delightful experience. Figure 10: Chart Module Accessing the Chart Module To access the Chart module, go to Analytics Chart. You will be navigated to the Chart module of the application (Figure 10). In this module, you may create different types of chart reports for better data visualization and analysis. You can also save chart reports as pre-defined ones, include them under a definite group, etc. 22

24 Creating a Chart Report To create a new chart, follow the steps below: 1. Go to Analytics Chart Figure 11: Creating a Chart Report 2. Click the Modify button in the reporting options bar. The Modify Current View panel will appear (Figure 11). 3. In the Data tab, select the data that will appear in the chart report. They will include the chart category, series, values, etc. 4. In the Formatting tab, define additional properties for the chart report. They will include selection of the maximal number of category items to be displayed on the chart, etc. 5. In the Quick View tab, define what forms should be shown in the information boxes on the chart. 6. Click the Update button to generate a chart report according to the selections made. 23

25 Defining Data for the Chart Report To define what data should appear on the chart, follow the steps below: 1. Go to the Data tab in the Modify Current View panel (Figure 12). 2. Select the following options: Data Field Description Chart Types Allows defining the chart type. For the list of available chart types, see APPENDIX I: CHART TYPES. Note: You can access the full list of available chart types and locate the one you want to use for a chart report by clicking the (Previous) and (Next) buttons. Category Allows selecting one of the options provided in the Category dropdown menu. The selected category will define one of the chart axes. Note: Selection of a category for the chart report is required. Series Allows selecting one of the options provided in the Series dropdown menu. The selected series will define the chart legend. Note: Selection of a series for the chart report is optional. Currency Values Value/Measure Allows selecting the currency in which the chart values should be expressed. Allows selecting a value from the list that will define the main chart criteria. Allows defining whether the factual data displayed on the chart should be defined by a value or measure. Note: This option becomes available only if the Speedometer chart type has been selected. 24

26 Lower/Upper Bound Allows specifying the lower and upper bounds for the data displayed on the chart. Note: These options become available only if the Line or Speedometer chart type has been selected. Format As Allows formatting the data displayed on the chart. The following options are available: Number Currency Percentage Note: This option becomes available only if the Speedometer chart type has been selected. Data Table Data Label Legend Hide Unspecified Sorting Show Clusters Presents the summary of the information contained in the chart in a grid or table. Shows the actual values of each chart constituent. Explains the categories and data series displayed on the chart. Allows defining whether unspecified values should be excluded from the chart report. Allows defining whether the values displayed in the chart report should appear in descending or ascending order. Allows defining custom coloring pattern for the chart report. Upon selection of this option, it will be necessary to specify the following information: Clusters to define the number of clusters to be shown on the chart. Range - to define the color for each cluster. Note: This option becomes available only if the Speedometer chart type has been selected. 25

27 Note: Clicking the Swap link allows switching places of category and series selections. Figure 12: Defining Data for a Chart Report Selecting Formatting Options for the Chart Report To define formatting options for the chart report, follow the steps below: 1. Go to the Formatting tab in the Modify Current View panel (Figure 12). 2. Select the following options: Formatting Field Description Char Count Wrap Limits the number of characters to be used to display the category item names to the value set in this field. Allows indicating whether wrapping should be applied for longer pieces of text on the chart. 26

28 Show Top <Number> Category Show Top <Number> Series Show in <Pattern> Show in <Number> Show Axes Indicates the maximal number of category items to be displayed in the chart. Indicates the maximal number of series items to be displayed in the chart. Allows selecting a pattern-filled chart for black and white printing. Allows defining how the numerals (e.g. amounts, etc.) should appear on the chart. The following options are available: Original (shows the numerals as it is recorded in the documents), Thousands (shows the numerals divided by 1,000), Millions (shows the numerals divided by 1,000,000), and Billions (shows the numerals divided by 1,000,000,000). Allows defining whether the report should include a description of the chart axes. Note: This option is not available for the Pie and Speedometer chart types. Secondary Axis Allows defining whether the secondary axis should be available in the chart report. Note: This option is not available for the Pie and Speedometer chart types. Category Axis Allows entering text to go with the horizontal axis. Note: This option is not available for the Pie and Speedometer chart types. Values Axis Allows entering text to go with the vertical axis. Note: This option is not available for the Pie and Speedometer chart types. 27

29 Figure 13: Selecting Formatting Options for the Chart Report Defining Quick View Options for the Chart Report To define quick view options for the chart report, follow the steps below: 1. Go to the Quick View tab in the Modify Current View panel (Figure 13). 2. Select the following options: Quick View Field Description Forms Indicate the forms that should be displayed in information boxes over the chart by selecting the necessary checkboxes. The following forms may be available: Project Organisation Sub-Activity: Partner Organisation 28

30 Figure 14: Selecting Quick View Options for the Chart Report Viewing the Data Plotted on the Chart The chart designer is used to provide you with visually insightful charts for better and more efficient decision making. For this purpose, the FHF-PRISM is incorporated with a mechanism allowing to view not only the aggregated summary of the data plotted on the chart, but also disaggregation of these data according to the chart constituents. In order to access data for a specific chart constituent, point the mouse cursor on the respective item and click it (Figure 15). An information box will open. The information displayed includes the summary of the data selected from the Data, Formatting, and Quick View tabs of the Modify Current View panel, i.e. the selected chart category, series, etc. Another distinct feature of the Chart tool in the FHF-PRISM is that it allows viewing the forms in the information box along with the data plotted on the chart. For instance, if you have selected to show the Project form in the information box, clicking it will navigate you to the DETAILS SECTION of the application where all project instances that stand behind the data of the selected chart constituent 29

31 will be listed. For more details on how to show forms in information boxes, see Defining Quick View Options for the Chart Report. Figure 15: Viewing the Data Plotted on the Chart 30

32 MAP MODULE In the Map module of the FHF-PRISM, you can make use of an advanced GIS tool for data visualization. The GIS tool brings together maps, data and different data layers for informed decision making, data analysis and reporting. It is a practical tool to visualize data from the geospatial perspective as it enables precise, real-time mapping and visualization of all data associated with various data sets in the system. The resulting data visualizations will allow to quickly and easily draw out key findings from the data on the map (Figure 16). Figure 16: Map Module In this module, you can plot data directly on a map and then access that data through the map. You can also query, aggregate, disaggregate, filter, and edit data on a map, visually capture data at any desired level, from the most general to the most detailed, down to the district level. Moreover, the GIS tool offers an impressive array of state-of-the-art features that allow plotting different data series on the map and generate map reports for data analysis. They also give you the opportunity to visualize your data with clusters (i.e. groups of data points that are close together and 31

33 display the total for each grouping on the map) and markers (i.e. data points individually plotted on the map) that stand for your dataset instances. Moreover, you have the ability to zoom freely; to select a point on a map and ask the system to display any category of data within a given radius ( buffered zone querying ); to measure distance between any two points on the map, etc. Accessing the Map Module To access the Map module, go to Analytics Map. You will be navigated to the Map module of the application (Figure 16). In the Map module, you can choose to view different data sets displayed on the map, create and display reports, save them as pre-defined reports, arrange them in the desired way, print them, etc. Creating a Map Report To create a new map report, follow the steps below: 1. Go to Analytics Map 2. Click the Modify button in the reporting options bar. The Modify Current View panel will appear (Figure 17). 3. In the Data tab, select the categories that will appear in the map report. 4. In the Chart tab, select to plot pie or bar charts on the map. 5. In the Scaling tab, define plotting category data on the map to view them in different colors in the map report. 6. In the Formatting tab, define additional properties for the map report. They will include selection of the administrative boundaries, legend, etc. 7. In the Quick View tab, select the measures to be shown in information boxes over the map. 8. In the Google Maps tab, define the map view options. 9. Click the Update button to generate a map report according to the selections made. 32

34 Figure 17: Creating a Map Report Defining Data for the Map Report To define what data should appear on the map, follow the steps below: 1. Go to the Data tab in the Modify Current View panel (Figure 18). 2. Select the following options: Data Field Description Categories Currency Allows selecting one of the options provided in the Category dropdown menu. The selected category will define one of the map values. Allows selecting the currency in which the map values should be expressed. 33

35 Figure 18: Defining Data for a Map Report Defining Chart Options for the Map Report To define the chart type for the data that should appear on the map, follow the steps below: 1. Go to the Chart tab in the Modify Current View panel (Figure 19). 2. Select the following options: Chart Field Description Chart Type Chart Allows defining whether the data should be presented in the form of a pie chart or a bar chart when plotting graphs on the map. Allows selecting a category to display on the map in the chart form. 34

36 Figure 19: Defining Chart Options for a Map Report Defining Scaling for the Map Report To define plotting category data on the map and to view them in different colors, follow the steps below: 1. Go to the Scaling tab in the Modify Current View panel (Figure 20). 2. Select the following options: Scaling Field Description Scaling Scaling Mode Allows plotting category data on the map and to view them in different colours. Allows defining whether Auto or Manual scaling should be applied to the map report. If the Manual option is selected, it will be necessary to specify the following information: Cluster to define the number of clusters to be shown on the map. Range - to define the colour for each cluster. 35

37 Scaling field Displays the selected scaling information on the map. Figure 20: Defining Scaling for a Map Report Selecting Formatting Options for the Map Report To define formatting options for the map report, follow the steps below: 1. Go to the Formatting tab in the Modify Current View panel (Figure 21). 2. Select the following options: Formatting Field Description Borders Information Displays border information for all territorial units. Defines whether the Information box should be plotted on the map. It will provide additional information about Unspecified category values. 36

38 Legend Mini map Defines whether the Legend box should be plotted on the map. It will hold explanations for the category icons displayed on the map. Enables an overview map of the entire country displayed in a small window allowing quick navigation to a desired location with one click without having to zoom out, find the new location and zoom in again. Figure 21: Selecting Formatting Options for a Map Report Selecting Quick View Options for the Map Report To define quick view options for the map report, follow the steps below: 1. Go to the Quick View tab in the Modify Current View panel (Figure 22). 2. Select the following options: 37

39 Quick View Field Description Icons Forms Defines the measures and forms to be shown in information boxes. Please, note that only the selected values will be shown on the map. Allows defining what forms will be shown in information boxes on the map. Please, note that only the selected values will be displayed. Figure 22: Selecting Quick View Options for a Map Report Selecting Map View Options To define viewing options for the map report, follow the steps below: 1. Go to the Google Maps tab in the Modify Current View panel (Figure 23). 2. Select the following options: 38

40 Map View Field Description Map View Adjustment Allows defining whether the Google Maps feature should be enabled for the application. If it is enabled, you should define what type of map you want to display your information on by selecting one of the following options: Roadmap Terrain Satellite Hybrid Labels Defines whether the location Labels should be plotted on the map. They will hold explanations for the objects displayed on the map. Figure 23: Selecting Map View Options 39

41 Working in the Map Module Zooming in / Zooming out The GIS tool is equipped with the advanced zooming capabilities used to enlarge or reduce the view of the map on the screen. The following zooming options are available: Free zoom in / zoom out This option allows you to easily explore the data through Intelligent Searching. To be able to do it, you should click the (Search) icon in the Location Information section and enter any combination of letters to search for. The results will return all administrative territories that match the search criteria. You can select the administrative territory to navigate to from the list containing the search results (Figure 24). The selected item will be magnified and displayed in the main screen. Figure 24: Intelligent Searching 40

42 Scaled zoom in / zoom out This option allows zooming in / zooming out using the scale tool available in the Advanced GIS. This means that when changing the zoom scales by clicking either or, you can magnify or reduce the viewport according to the scale value. Mouse wheel-based zoom-in / zoom-out This option supports mouse wheel-based zooming in / zooming out. To enlarge or reduce the viewport using the scroll wheel button of the mouse, you should click anywhere on the map and use the wheel button in the backward motion to zoom in and in the forward motion to zoom out. Zoom by selection This option allows magnifying the original viewport or a portion of it using the mouse. To be able to enlarge an area on the map, you should activate the Zoom by Selection option by clicking the button and then selecting a region on the map to magnify (Figure 25). Figure 25: Zooming by Selection 41

43 Measuring Distance In the Map module, you can measure the distance between two points on the map. To do this, click the button, select the point on the map and drag the mouse to the second point to trace a path to measure (Figure 26). The measured distance will be expressed both in metric and English units of measure. Note: Measuring is calculated using the latitude and longitude coordinates from point to point and does not consider elevation. Figure 26: Measuring Distance Buffered Zone Querying This feature in the Advanced GIS tool is used to select a point on a map and display any type of data within a given radius. In addition, the tool is easily navigable through a Mini Map, Navigation Bar and Tools. 42

44 Figure 27: Buffered Zone Querying To be able to create a buffer zone to view data for, select the button and then select the region on the map to highlight. The selected area will be activated while the rest of the screen will be disabled (Figure 27). This tool may be useful for presentations on screenshots to mark the selected area on the map. Using Layers The Map module provides a variety of data to select to display over the viewing area. You can display the following information: Display categories; Plot data in the form of different graphs (pie chart or bar chart); Choose to view data on a scaling map; Display map features, such as administrative territory borders. The following layers can be applied in the FHF-PRISM: 43

45 Chart You can plot different data series on a map and view them in the form of different graphs, such as pie charts or bar charts. You can turn on this option by expanding the Data tab in the Modify Current View panel and selecting the chart categories to be displayed on the map. By default, the selected categories will appear in the form of a pie chart. However, you can choose to view the data in the form of a bar chart by selecting the appropriate option from the Chart Type drop-down (Figure 28). Figure 28: Selecting a Chart Type Scaling This option is used to view the data on a scaling map. This means that the selected data series will not be displayed in form of graphs, but the administrative territories will be coloured according to the selected scaling category instead. The scaling legend at the bottom left side of the map prompts on the colouring pattern used. To view the data on a scaling map, follow the steps below: 1. Expand the Scaling tab in the Modify Current View panel. 2. Select one of the possible alternatives listed in the Scaling drop-down list. 44

46 You can also define custom scaling for the map by setting new colouring patterns. To create custom scaling, follow the steps below: 1. In the Scaling tab of the Modify Current View panel, select the value to be plotted on a scaling map from the Scaling drop-down list. 2. Activate the Manual scaling option (Figure 29). 3. Define the number of Clusters to be plotted. 4. Specify the colouring Range. 5. Click the Update button for the changes to take effect. Figure 29: Selecting Scaling Range Borders You can turn on border information by expanding the Formatting tab in the Modify Current View panel and selecting one of the following options from the Borders drop-down list: Auto displays border information for all territorial units when the zoom in is selected. For example, if you zoom in to region level, the border information for both regions and subregions will be displayed on the map. FHF Region displays the border information for the regions where FHF extends its activities. Country displays the border information for all countries within the FHF regions. 45

47 Sub-division 1 displays the border information for all sub-divisions 1 within the country. Sub-division 2 displays the border information for all sub-divisions 2 within the country. Viewing Legend To explain the data series or categories on the map, the legend is used to identify the patterns or colours that are assigned to the selected categories (Figure 30). It is worth mentioning that each data series or category is represented by a unique pattern or colour in the map legend, which is displayed: In the Legend box if you have chosen to enable this option in the Formatting tab of the Modify Current View panel. At the bottom left side of the map if you have selected to view data on a scaling map. Figure 30: Viewing Map Legend Using Mini Map The Mini Map window feature displays an additional view of the map with a position indicator that corresponds to the current view inside the main screen (Figure 31). One of the main features of the Mini Map is that while the Mini Map window responds to position adjustments in the main screen, 46

48 you can also interact directly with it. Clicking any area within the window or dragging the position cursor to the desired place will adjust position both in the Mini Map and in the main screen to the point in the Mini Map window that the user selects. To enable the Mini Map option, follow the steps below: 1. Expand the Formatting tab in the Modify Current View panel. 2. Activate the Mini map option by ticking the respective checkbox. Figure 31: Using Mini Map Viewing the Data Displayed on the Map The Advanced GIS tool is used to view the data referring to definite territorial units regions or districts - when zoomed in to this level. To access the data for a specific territorial unit, click the name of the territorial unit (Figure 32). The information shown in the tooltip that appears is the aggregate summary of the map report options selected in the Data, Chart, Scaling, Formatting, and Quick View tabs of the Modify Current View panel. Apart from displaying the information related to the selected territorial unit, the information box can also display the dataset forms plotted on the map report. For instance, if you have selected to show the Project form in the information box, clicking it will navigate you to the DETAILS SECTION of the 47

49 application where all project instances that stand behind the data of the selected territorial unit will be listed. For more details on how to show dataset forms in information boxes, see Selecting Quick View Options for the Map Report. Figure 32: Viewing the Data Displayed on the Map 48

50 REPORT MODULE In the Report module of the FHF-PRISM (Figure 33), you can create tabular reports, including freeform and cross-tab data reports. Table reports are a convenient way of presenting more than one record at a time. A basic table report consists of rows and columns, where each row is one record and each column is a field. The FHF- PRISM users will be able to compile a report using the drag-and-drop functionality where they can select data categories in the column on the left and drop them into the report template as rows and select measures from the left and drop them on the template as columns. The system is intelligently designed to enable it to recognize which categories are compatible with specific measures. Where incompatibilities arise, the system will therefore warn users of such occurrences. Figure 33: Report Module The Report module also offers comprehensive methods and techniques for table report design and customization (e.g. it is possible to group records in different tables according to the report grouping selected; apply formatting; define totals to show before the data, etc.) Accessing the Report Module To access the Report module, go to Analytics Report. You will be navigated to the Report module of the application (Figure 33). In this module, you can structure and format table reports, save them as pre-defined reports, arrange them in the desired way, print them, etc. 49

51 Creating a Tabular Report To create a new tabular report, follow the steps below: 1. Go to Analytics Report 2. Click the New button in the main toolbar and select the Add new tabular report option (Figure 34). Figure 34: Creating a Tabular Report 3. Structure the report by selecting the appropriate components for it in the Data tab. For more details, see Structuring a Tabular Report. 4. Assign additional characteristics to the report in the Properties tab. For more details, see Assigning Properties to a Tabular Report. Structuring a Tabular Report To structure a tabular report, follow the steps below: 1. Click the Modify button in the reporting options bar. The Modify Current View panel will appear. 2. Type the text that should appear as the report title in the Title text box. 3. Enter the report Header and Footer, if needed. 50

52 Figure 35: Selecting Tabular Report Components 4. In the Data tab, select the categories and measures that will stand for report table groupings, rows, and columns (Figure 18). The categories and measures are displayed in the following sub-tabs: All displays all categories and fields existing in the FHF-PRISM application. By Theme displays all existing categories and fields grouped by theme. Expression allows adding expressions to the report. For details, see Managing Report Expressions. 5. Hold the left mouse button until a green tick appears on the selected component. 6. Release the mouse button. Assigning Properties to a Tabular Report To set properties for a tabular report, follow the steps below: 1. Click the Modify button in the reporting options bar. The Modify Current View panel will appear. 2. Switch to the Properties tab (Figure 36). 3. Under the Reporting tab, specify whether the serial numbers should be displayed in the report by selecting the appropriate checkbox. 4. Specify whether the whole branch of data containing unspecified values should be excluded from the report by selecting the Hide unspecified checkbox. 5. Specify whether the specific data rows containing unspecified values should be hidden from the report by selecting the Hide unspecified row checkbox. 51

53 6. Select the Hide row column checkbox if you wish the data of the column that has been created from a row, i.e. the first column of the report to be excluded from the output. Figure 36: Setting the Tabular Report Properties Note: You may also assign additional characteristics to the selected report components. For more details, see Customizing Reports. Please, take into consideration that you may assign different sets of properties to tabular report components depending on the type of the component selected for it. Creating a Freeform Report To create a new freeform report, follow the steps below: 1. Go to Analytics Report 2. Click the New button in the main toolbar and select the Add new freeform report option (Figure 37). 3. Structure the report by selecting the appropriate components for it in the Data tab. For more details, see Structuring a Freeform Report. 4. Assign additional characteristics to the report in the Properties tab. For more details, see Assigning Properties to a Freeform Report. 52

54 Figure 37: Creating a Freeform Report Structuring a Freeform Report To structure a freeform report, follow the steps below: 1. Click the Modify button in the reporting options bar. The Modify Current View panel will appear. 2. Type the text that should appear as the report title in the Title text box. 3. Enter the report Header and Footer, if needed. 4. In the Data tab, select the categories and measures that will stand for report rows (Figure 38). The categories and fields are displayed in the following sub-tabs: All displays all categories and fields existing in the FHF-PRISM application. By Theme displays all existing categories and fields grouped by theme. Expression allows adding expressions to the report. For details, see Managing Report Expressions. 5. Hold the left mouse button until a green tick appears on the selected component. 6. Release the mouse button. 53

55 Figure 38: Structuring a Freeform Report Assigning Properties to a Freeform Report To set properties for a freeform report, follow the steps below: 1. Click the Modify button in the reporting options bar. The Modify Current View panel will appear. 2. Switch to the Properties tab (Figure 39). 3. Under the Reporting tab, specify how the records will be arranged in the freeform report by selecting the appropriate layout for it. The following options are possible: List View Table View Numbered View Bulleted View 4. Indicate the position that the selected report component names will occupy in the report by activating the respective radio button. 5. Assign properties to the blocks that will contain report components. You can set the Padding and Block Height values. 6. Specify whether the records in the report should be set out with border by selecting the Show border checkbox. 54

56 Figure 39: Setting the Freeform Report Properties Note: You may also assign additional characteristics to the selected report components. For more details, see Customizing Reports. Please, take into consideration that you may assign different sets of properties to freeform report components depending on the type of the component selected for it. Managing Report Expressions You can create different types of expressions and use them in table reports. Please note that expressions are user-specific, which means that they cannot be shared with other users of the FHF- PRISM. This chapter outlines how to create, edit, and delete expressions. Creating an Expression In the Report module, you can design an expression, save it and use it as a report column. To create an expression, follow the steps below: 1. Click the Modify button in the reporting options bar. The Modify Current View panel will appear. 2. In the Data tab, expand the Expression sub-tab. 3. Click the Add Expression button. An expression panel will appear (Figure 40). 4. Define the expression Name. 55

57 5. Specify the expression Elements and Functions. Note: You can indicate what specific conditions the expression elements should meet. For more details on how to do this, see Defining Expression Element Conditions. 6. Indicate whether you would like to share the expression with all users of the application. Note: Activating the sharing option will make the expression available to all other users of the application. However, you can use the advanced sharing option to make the report available to a certain group of users. For more details, see Sharing Expressions. 7. Click the Save button to save the expression for future reference. Figure 40: Creating an Expression Defining Expression Element Conditions To define specific conditions for the elements included in the expressions, follow the steps below: 1. Click the arrow to the right of the selected expression element. An actions list will appear. 2. Select the Filter option. 3. Select the filtering Category, Condition, and Search Value(s) for the selected expression element (Figure 41). Note: You can add more conditions by clicking the Add Condition link. 4. Click the OK button to apply the changes. 56

58 Figure 41: Defining Specific Conditions for Expression Elements Sharing Expressions To share an expression with a certain group of users, follow the steps below: 1. Click the Advanced sharing link. A Share with others popup will appear (Figure 42). Figure 42: Sharing an Expression 57

59 2. Select the users, user groups, or roles that you want to share the selected expression with by clicking their name. Note: If the list is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. 3. Click the Share button to save the modifications made. Or, click Cancel to discard them. Stopping to Share Expressions In order to stop sharing an expression, follow the steps below: 1. Click the (Share) button to the left of the shared expression. 2. In the Share with others popup (Figure 43), click (Delete) to the right of the user, group, or role that you want to deny access to your expression. Alternatively, you may click the Stop Sharing button to make the selected expression private again. 3. Click the Ok button to save the modifications made. Or, click Cancel to discard them. Figure 43: Stopping to Share an Expression Editing Expressions To edit an existing expression, follow the steps below: 1. Click the (Edit) button to the right of the record to be modified. An expression panel will 58

60 appear (Figure 40). 2. Make the required changes. 3. Click the Save button to save the modifications made. Deleting Expressions To delete an expression, click the (Delete) button to the right of the record to be deleted. Previewing a Report After structuring the report, you can preview it to make sure that all data for analysis is included into it. To preview the report, press the button in the main toolbar. Customizing Reports You can customize the reports by assigning certain properties to the report components, re-ordering rows and columns, etc. The sections below will describe how to customize the reports. Defining General Properties for the Report Components The FHF-PRISM is designed to allow formatting and styling the text entries and other reports components, such as table groupings, rows, and columns selected for a report. This way, you can format your report by assigning the report components general properties (e.g. caption, sorting, width, etc.) To assign general properties to a report component, follow the steps below: 1. In the report structure, select the report component that you want to assign general properties to. The Properties section will appear (Figure 44). 2. On the General tab, define the properties to format/style the selected report component by as described in the table below: 59

61 General Field Description Caption Show Total Sorting Prefix Suffix Width Decimal Places Show on Total Enter the piece of text that will provide an explanation for the selected report component and serve as its title or heading. Define whether the total value of the selected report component should be displayed. Next, indicate whether the total table calculations should occupy the top or bottom line of the report table. Define whether the selected table component should be arranged in a definite order in the final report. Next, specify whether it should be sorted in the ascending or descending alphabetical or numerical order depending on the type of data entered for it. This option is available for freeform report components and allows defining the affix that should come before them. This option is available for freeform report components and allows defining the affix that should come after them. Define to what extent the report row or column should extend. This option is available for freeform report components and allows specifying the position of the digit to the right of the decimal point. This option is available for the textual report components only and is used to confirm showing the summary of the report component values in the total row. Note: This option should be selected if you intend to sort the values of the report component in ascending or descending order. References Enter the number and text for the report footnote citing references or comments. Please, note that the reference mark will be shown as a superscript next to the report component name, while the text will be shown at the bottom of the report. 60

62 Figure 44: Setting General Properties for a Report Component Defining Formatting Properties for the Report Components You may format/style the text entries as well as main report table components (table groupings, rows, and columns) by assigning to them value characteristics such as font, font size, font color, background color, alignment (i.e. left, center, or right), etc. To assign formatting properties to a report component, follow the steps below: 1. Click the report component that needs to be formatted / styled. The Properties section will appear. 2. On the Formatting tab (Figure 45), define whether you want to apply formatting to the report component value or header. 3. Set the formatting properties as described in the table below: Formatting Field Description Font Font Size Select the font in which the report component value/header characters or symbols will appear in the final report. Select the font size in which the report component value/header characters or symbols will appear in the final report. 61

63 Color Background Color Bold Italic Underline Align Left Centered Align Right Select the color for the report component value/header text. Select the color for the report component value/header background. Specify whether the report component value/header should appear bold. Specify whether the report component value/header should appear italic. Specify whether the report component value/header should be underlined. Specify whether the report component value/header should be aligned to the left with a ragged right margin. Specify whether the report component value/header should be centered. Specify whether the report component value/header should be aligned to the right with a ragged left margin. Figure 45: Defining Formatting Properties for a Report Component 62

64 Setting Advanced Properties to Report Components In the Report module, you can set a condition for a report component and apply definite formatting rules to it based on the specified condition. To define conditional formatting rules, follow the steps below: 1. Click the report component that needs to be formatted / styled. The Properties section will appear. 2. On the Advanced tab, click the Add button. An expression panel will appear (Figure 46). 3. Select the condition Member 1 from the drop-down list. 4. Specify the condition Operator and Value in the respective fields. 5. Define the selected component conditional formatting Color and Background Color. 6. Apply other formatting as appropriate. 7. Preview the report by pressing the button in the main toolbar. Figure 46: Setting Conditions to Report Table Components Note: To delete a condition, click the Remove All button in the Advanced sub-tab under the Properties tab (Figure 46). 63

65 Deleting a Report Table Component It is possible to delete a report table component from being included in the report, if this is necessary. To delete a report table component, follow the steps below: 1. Switch to the Design mode by clicking the button in the main toolbar. 2. Hover the mouse over the report component item that needs to be deleted. 3. Click the (Delete) button that appears next to the selected category. The selected component will be deleted from the report. 64

66 DETAILS SECTION The FHF-PRISM has a built-in Details section, where you can view detailed information on the particular instances of the datasets (projects and partner organisations) that the application supports. When accessing the Details section, you can view the data provided for a specific dataset instance. You may also edit or delete dataset instances if you have the corresponding permissions. Figure 47: Project Details Section Accessing the Details Section The Details section can be accessed from the List, Chart, and Map modules. To access the Details section from the List module, you will need to click the dataset instance item the details of which you want to view. This will navigate you to the Details section of the selected dataset instance where more detailed information about the selected item will be displayed. 65

67 Note: Depending on the list representation settings, additional expanding the list items may be required to reach the project. To access the Details section from the Chart or Map module, you will need to first plot the dataset form on the respective chart or map report. The form will be displayed in the information boxes available for each chart or map constituent. Clicking the form name in the information box will navigate you to the Details section. Note: If you are accessing the Details section from the Chart or Map module, you will see all dataset instances standing behind the data for the selected chart or map constituent displayed in a table at the top of the screen. You will need to browse the records in the table to find the one the details of which you want to view. Browsing among Dataset Instances If you are accessing the Details section from the Chart or Map module, you should locate the item that you want to see the details for in the table displayed on the screen and click it to open its details. To easily locate the item that you are looking for, you can browse among the items in the table using the corresponding page numbers or (First), (Previous), (Next), and (Last) buttons at the bottom of the table. Editing an Existing Item In the Details section, you may edit those existing dataset instance items that have been either created by you or you have permissions to manage. To edit an existing item, follow the steps below: 1. Click the title of the dataset item that you would like to edit. The item summary will be displayed. 2. Click the Edit button in the top right corner of the dataset item summary page (Figure 47). 3. Make the changes in the data displayed as it is described in the respective user manual in REFERENCES. 4. Save the changes made and close the form. 66

68 Viewing Record Details In the Details section, you can have a closer look at some dataset instance particulars without having to edit it. In order to view a particular record, click the (View Form) button to the left of the record. The details of the selected record will open in the read-only mode. Deleting an Existing Item In the Details section, you may delete those existing items that have been either created by you or you have permissions to manage. To delete an existing item, follow the steps below: 1. Click the title of the dataset item that you would like to delete. The item summary will be displayed. 2. Click the Delete button in the top right corner of the dataset item summary page (Figure 47). 67

69 CUSTOMIZED REPORTING The FHF-PRISM allows you to customize the pre-defined reports stored in the List, Chart, Map, and Report modules in the Analytics section, i.e. save reports, export them to the desired format or print them. You may also re-organise the reports in the desired way, i.e. include them into a group of reports or create a new report group for them, rename them, etc. Saving Reports After creating reports of different types, you can save them as pre-defined reports and include them either in the Public or My report groups. Please note that reports stored in the Public group are available to all users who access the application, while the reports in My group can be managed by the user who created them. There are two ways of saving a report in the FHF-PRISM. You can save a newly-created report or save a copy of an existing report with a different name, in a different location, or with a different content. Saving New Reports To save a report created, follow the steps below: 1. Click the button in the main toolbar. A new window will appear (Figure 48). 2. Define the report name. Figure 48: Memorizing a Report 3. Specify the group the report will be included in by selecting the appropriate value from the Group combo box. 68

70 4. Click the OK button to save the report for future reference. Or, click Cancel to terminate the operation. Saving a Copy of the Report In the FHF-PRISM, you can save a copy of an existing report. The copy of the report can be saved in a different location, with a different name or edited content. To save a copy of a report, follow the steps below: 1. Click on the button in the main toolbar. A new window will appear (Figure 48). 2. Save the report following the steps described in the section above. Re-organising Reports You can organise the reports in the desired way, i.e. rename the reports, create groups to include reports under them, etc. To organise the reports, click the respective button in the main toolbar. You will be switched to the Organise mode (Figure 49). In this mode, the following actions will be available to you: Renaming Reports and Report Groups Sharing Reports and Reports Groups Stopping to Share Reports and Report Groups Deleting Reports and Report Groups Adding a Sub-group Adding an External Report Moving Reports 69

71 Figure 49: Organising the Reports Renaming Reports and Report Groups To rename a report/report group, follow the steps below: 1. Select the report/report group to be renamed. 2. Click the (Edit) button on the right of the report/report group name (Figure 50). 3. Fill in the desired name for the report/report group. 4. Click the OK button to confirm renaming. Figure 50: Renaming a Report Note: The Public and My groups cannot be renamed. 70

72 Sharing Reports and Reports Groups As it has been stated in the paragraphs above, the reports stored in the My group and its sub-groups are private and intended for personal use. However, you have the possibility of sharing personal reports with selected users, user groups, or roles acting in the application. In order to share a report / report group, follow the steps below: 1. Select the report / report group that you want to share. 2. Click the (Share) button on the right of the report / report group name (Figure 51). 3. Select the users, user groups, or roles that you want to share the selected report / report group with by clicking their name. Note: If the list is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. 4. Click the button to make the report / report group available to the selected users, user groups, and roles. Figure 51: Sharing a Report with Other Users 71

73 Stopping to Share Reports and Report Groups In order to stop sharing a report / report group, follow the steps below: 1. Click the (Share) button to the left of the shared report / report group. Figure 52: Stopping to Share a Report 2. In the Share with others popup (Figure 52), click (Delete) to the right of the user, group, or role that you want to deny access to your report / report group. Alternatively, you may click the button to make the selected report / report group private again. 3. Click the Ok button to save the modifications made. Or, click Cancel to discard them. Deleting Reports and Report Groups To delete a report/report group, follow the steps below: 1. Select the report/report group to be deleted. 2. Click the (Delete View) button next to the report/report group (Figure 50). Or, select the Delete All option from the Actions menu (Figure 53). 3. Click the OK button to confirm deletion. Note: The Public and My groups cannot be deleted. 72

74 Figure 53: Actions List in the Organise Mode Adding a Sub-group To add a sub-group, follow the steps below: 1. Click the (Add Group) button next to the Public or My group (Figure 50). Or, select the Add New Public Group or Add New Private Group option from the Actions menu (Figure 53). 2. Fill in the desired name for the sub-group. 3. Click the Add button to confirm adding. Adding an External Report To add an external report, follow the steps below: 1. Select the Add External Report option from the Actions menu (Figure 53). 2. Fill in the desired name for the external report in the Add External Report popup (Figure 55). 3. Type the link to the location where the report is stored. Please note that you have the possibility of testing whether the URL is correct before adding the report. For this, you will need to click the Test URL link in the Add External Report popup. 4. Click the Add button for the report to be available in the FHF-PRISM application. 73

75 Figure 54: Adding an External Report Moving Reports To move reports, follow the steps below: 1. Select the report that needs to be moved into another report group. 2. Drag-and-drop the selected report into the desired group. Viewing Pre-defined Reports In the reporting modules of the Analytics section, you can view the pre-defined reports stored under Public or My groups for data analysis and comparison. For this purpose, click the report title to display. The selected report will open in the application workspace. Editing Pre-defined Reports To save you the time and effort of structuring a report from the scratch when it is necessary to introduce some modifications in any of the pre-defined reports stored under Public or My sections, the Design mode has been implemented in the FHF-PRISM. To edit a pre-defined report, click the report name. The selected report will load in the application window. Switch to the Design mode to see the selected report structure. Make the appropriate changes in the report structure as described in the appropriate section of the present document. You 74

76 may also format and style the report components in the desired way. To keep the modifications made to the report, save it (see Saving Reports). Searching for Reports The FHF-PRISM is equipped with a search mechanism, which allows searching for any pre-defined report. To find a report, follow the steps below: 1. Switch to the Organise mode by pressing the button in the main toolbar. 2. Type the text to search for directly into the search box (Figure 51). The search results will display the reports the titles of which match the search criteria. Note: You can also define to search for report components (rows and columns). To be able to detect all those reports that contain the search criteria as a report component, tick the Include [Report Component] checkbox. All the reports that contain the search criteria will be highlighted. Figure 55: Searching for a Report Exporting Reports From the Chart, Map, and Report modules, you can design appropriate reports and export them in the PDF, MS Word, and MS Excel formats. 75

77 Figure 56: Exporting a Report To export the reports in the PDF, MS Word, and MS Excel formats, follow the steps below: 1. Click on the respective (Export in PDF Format) / (Export in Word Format) / (Export in Excel Format) button in the main toolbar (Figure 57). 2. Save the report, if necessary. Printing Reports From the Chart, Map, and Report modules, you can design appropriate reports and print them out. To print out the selected report, follow the steps below: 1. Click the (Print) button in the main toolbar (Figure 58). A separate window will open. 2. Select the Print option. 76

78 Figure 57: Printing a Report 77

79 FILTERING The system allows for data filtration. Filtering is used to narrow down the information displayed in the reports. The filtration works in the Step-by-Step technology, which is used to implement new filtering over the results of the previous one. This option reduces the size of reports and makes them easier to read. Filters can be added to new or existing reports. Defined filtering is available in the List, Chart, Map, and Report modules. Creating a Filtering Criteria To create filtering criteria, follow the steps below: 1. Click the Filter tab in the reporting options bar (Figure 59). Note: The Filter tab will be closed when clicking somewhere outside the tab area. To keep the Filter tab open, pin it to the screen. 2. Select the category according to which the filtering will be carried out from the drop-down list. Please note that selection of a category will define the content of the filtering condition drop-down list displaying only those values that are related to the selected category. 3. Specify the filtering condition. The following options are available: Filtering Condition Description Is Is not Is Unspecified Contains Does not contain The filter should exclude all category items that do not have the selected category value. The filter should exclude all category items that have the selected category value. The filter should include all category items with unspecified values. The filter should include all category items that contain the keyword entered in the text area. The filter should exclude all category items that contain the keyword entered in the text area. 78

80 Begins with Between Not Between Equal Is not equal to Greater than Greater than or equal to Less than Less than or equal to Top The filter should include all category items that begin with the keyword entered in the text area. The filter should include all category items that are in the selected range. The filter should include all category items that are out of the selected range. The filter should include the category items with values equal to the selected category value. The filter should exclude the category items with values equal to the selected category value. The filter should exclude the category items with values less than the selected category value. The filter should exclude all category items with values smaller than the selected category value. The filter should exclude all category items with values greater than the selected category value. The filter should exclude all category items with values greater than the selected category value. The filter should include all category items that are included in the selected top count of the selected measure. 4. Define the category value. Note: The content of the category value drop-down list depends on the selected category. 5. Add more filtering criteria by clicking the Add Condition link and repeating the steps described above. Note: To define the relation between the results of the two sets of filtering criteria, the AND/OR logical operators are used. If the AND operator is used, only the category items that satisfy both conditions will display. If the OR operator is selected, the filtering results will contain the category items that satisfy any of the conditions applied. 79

81 6. Click the Apply button to apply the filtering to report. The system will regenerate and re-load an updated report that includes the updated filtering criteria. Figure 58: Creating Filtering Criteria Viewing Filtering Criteria Applied To view filtering criteria applied to a report, follow the steps below: 1. Go to the section that contained a report with filtered data. 2. Hover the mouse over the respective icon displayed in the Filter tab (Figure 60). 80

82 Figure 59: Viewing the Filtering Criteria Applied Removing Filtering Criteria Applied To remove filtering criteria applied to a report, follow the steps below: 1. Go to the section that contained a report with filtered data. Figure 60: Removing Filtering Criteria Applied 2. Click the icon displayed in the Filter tab. Alternatively, you may expand the Filter tab and click the Clear button (Figure 61). Note: It is possible to restore the settings of the initial filter by expanding the Filter tab and clicking the Revert button. 81

83 NOTIFICATIONS The FHF-PRISM deals with a large volume of dynamic information, which is managed by different users. Hence, it is essential to be able to track what modifications have been made to various reports and what actions concerning your own interactive data have been taken by other users. This is the reason why the FHF-PRISM has been incorporated with a flexible Notification Center, called to provide the users with a detailed overview of alerts about any modifications or relevant system updates and user actions. The main objective of the Notification Center is to help users to follow system modifications by showing alerts and important announcements in the upper-right corner of the system screen, without interrupting the user s current activity. The Notification Center is a practical feature incorporated in the FHF-PRISM. Being developed for fulfilling efficient user experience, it is very easy and convenient to use. Each time modifications are made to the corresponding reports as well as other relevant user actions or system updates are presented, the user receives an alert from the Notification Center and can be redirected to the respective screen immediately, if needed. Accessing the Notification Center The Notification Center is accessible by just one click from the Notifications icon in the right side of the application header. So, when logged into the system, you immediately see if you have new notifications. This allows you to continue using the system without interruptions and view your notifications whenever convenient. To access the Notification Center, follow the steps below: 1. Hover the mouse over the respective (Notifications) icon in the application header. The list of all recent notifications will appear (Figure 62). Note: The red square to the right of the notification icon will inform you about the number of recent notifications. 2. Click the See All button to access the entire list of notifications received by you. 82

84 Figure 61: Accessing Notification Center Managing Notifications It is also possible to view older notifications that are saved and collated in the Notification Center (Figure 63). It is from here that you can manage your notifications in the desired way. 83

85 Figure 62: Managing Notifications 84

86 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 My Workspace 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 85

87 APPENDIX I: CHART TYPES The table below presents the chart types available in the FHF-PRISM: # Icon Chart Type Sample Chart 1 Bar 2 Column 3 Bar 3D 4 Column 3D 86

88 5 Stacked Bar 6 Stacked Column 7 Stacked Bar 3D 8 Stacked Column 3D 9 Pie 87

89 10 Pie 3D 11 Line 12 Speedometer 13 Scatter 88