TAI Indicator Database User Instructions for Version 1.0

Transcription

1 TAI Indicator Database User Instructions for Version 1.0

2 Table of Contents QUICK HELP... 4 How do I get started?...4 Where can I find research guidelines and background information for this assessment?...5 What common, basic commands do I need to know to use the database?...5 What do the different terms form, record, worksheet, and report mean?...6 What are the different components of the database and in what order should I use them?...6 PURPOSE... 9 GOALS OF THE SYSTEM... 9 GETTING STARTED... 9 Minimum System Requirements...9 Welcome Screen...9 Accessing the TAI Indicator Database...13 NAVIGATION BASICS Basic Form Structure...16 Moving Between Records...18 Numbering System...18 Form Toolbar...18 Filtering Records...20 Finding Records...22 Saving Records...23 Deleting Records...23 Copying Records...24 Printing Indicator Worksheets...26 INDICATOR OVERVIEW GENERAL LEGAL INDICATOR WORKSHEETS General Legal Indicators Tab Views...31 Saving Your Response...32 Copying Your Response to a New Record...32 Deleting the Record...34 Printing the Current Indicator Worksheet...34 CASES Entering a New Case...36 Changing Case Type...40 Deleting a Case...41 PRACTICE (CASE-RELATED) INDICATOR WORKSHEETS Practice Indicators Tab Views...43 Saving Your Response...45 Copying Your Response to a New Record...45 Entering a New Case...47 Viewing the Current Case...48 Deleting the Record...49 Printing the Current Indicator Worksheet...49 REPORTS TAI Reports Wizard...50 Entering Reports Selection Criteria...52 Deleting Selection Criteria...59 Saving Selection Criteria for Later Use...60 Previewing Records...60 Previewing Report Output...63 The Access Initiative User Instructions ii

3 EXPORT UTILITY SENDING YOUR FILES CONTACTING THE ACCESS INITIATIVE The Access Initiative User Instructions iii

4 QUICK HELP The TAI User Instructions document is an in-depth technical manual designed to take you through each step of using the database. However, we encourage you to read this quick help section, which gives a brief description of the application and refers you to the proper section of the TAI User Instructions to read for more details. This overview answers the following frequently asked questions: How do I get started? Where can I find background information and research guidelines for this assessment? What common, basic commands do I need to know to use the database? What do the different terms form, record, worksheet, and report mean? What are the different components of the database and in what order should I use them? How do I get started? When you insert the CD, a welcome screen should automatically appear. Note: If the welcome screen does not appear, navigate to your CD drive using My Computer or Windows Explorer. Double-click on the drive icon to view the files. Doubleclick on the Readme.txt file to see additional instructions on accessing the files. From the welcome screen, follow these steps to begin using the application: 1. Click on How-to Guide Research Guidelines and Resources. Then click on Save to save the file TAIHowto.chm to your computer in the location of your choice. TAIHowto.chm contains a How-to Guide where you will find background information on The Access Initiative, a description of the methodology, research guidelines, and other resources. 2. Click on User Instructions. Then click on Save to save the file Userinstructions.pdf to your computer in the location of your choice. Userinstructions.pdf is this document. It contains technical instructions for using the database on the CD. 3. Under Indicator Database, choose the link that describes your computer. a. If you have Microsoft Access 2000/XP or have already installed the Access Run-time, follow the instructions on the screen to save the database file (TAIIndicatorDB.mdb) from the CD to your computer and perform the following additional steps: Right-click on the file name in the folder or directory where you saved TAIIndicatorDB.mdb. Select Properties from the menu that appears. Click on the Read-only box to de-select it. Click Apply. Click OK. Quick Help The Access Initiative User Instructions 4

5 b. If you DO NOT have Microsoft Access 2000/XP, you must install the Microsoft Access Run-time to use the TAI Indicator Database. Click on the link under If you DO NOT have Microsoft Access 2000/XP and then click Open. (If the welcome screen did not appear, use Windows Explorer or My Computer to navigate to your CD-ROM drive. Double-click on the CD-ROM drive icon. Open the file folder entitled TAIIndicatorDB\Windows95Users. Double-click on the SetupAST.exe file to launch the installation program and follow the setup instructions. You do not need to copy any files from the CD to your hard drive. The SetupAST.exe program will automatically install the Access Runtime to your computer or server.) You may then install the TAIIndicatorDB.mdb either by following the instructions in (a) above, or by clicking the Setup.exe file located in the TAIIndicatorDB folder on the CD-ROM. The application is configured to support multiple users, and you may also copy the file to a networked computer or server to permit more than one user to access it. If you have trouble installing the files, contact your system administrator. Once you have saved TAIHowto.chm, Userinstructions.pdf, and TAIIndicatorDB.mdb, you are ready to begin and you no longer need the CD itself. See Getting Started for more information on installing the software. Where can I find research guidelines and background information for this assessment? You will find this information in the How-to Guide (TAIHowto.chm). While the file you are now reading (Userinstructions.pdf) provides technical guidance on using the database, the How-to Guide provides information on conducting research, understanding your country s participation system, and working with The Access Initiative. It also includes a glossary which defines many of the terms used in this document. What common, basic commands do I need to know to use the database? If you are familiar with Microsoft Windows, you will find that commands operate as they do in other Windows applications. The database is designed on a Microsoft Access template, so you should find it easy to use if you are familiar with Microsoft Access databases. Basic commands like moving between records, copying data, saving information, and printing records are explained in the Navigation Basics section. (Basic commands operate the same way in each part of the database, but the instructions on using them are repeated in each section of the User Instructions for reference.) To save a record The database automatically saves information for you when you complete a record and move to the next. However, you can force a save by selecting Records from the toolbar and clicking Save. To print a record or report Click on the Print button on the toolbar. You will see a preview of the record or report. From the preview screen, you can print the record, or save it in Microsoft Word or Excel by clicking the Office Links button. Quick Help The Access Initiative User Instructions 5

6 To view a list of all records Click on the List button in the toolbar. The default view is Detail, which shows you only one form at a time. The List view only shows titles and numbers of indicators and cases, but will allow you to navigate from form to one another. To see a list of all indicators, click on Indicator Overview from the Main Menu. To move from one part of the database to another (for instance, from the Reports Wizard to the Indicator Worksheets) Return to the Main Menu by clicking on the Main Menu button on the top toolbar. Then, select the part of the database you wish to see. If you were already working in another section of the database and have not closed that window, simply move to that window by minimizing windows on top of it or click on the appropriate shortcut button at the bottom of your screen. What do the different terms form, record, worksheet, and report mean? Form is a general term referring to any screen allowing you to enter data. The different types of forms in this database are: General Legal Indicator Worksheets Cases Practice (Case-Related) Indicator Worksheets Commands, navigation, and toolbars operate in the same way for all forms. A record is one unit of data or information, entered into a form. For instance, one case study (with its title and description) is one record. One indicator (with its guidelines, researcher information, and response) is one record. A worksheet is the name for an indicator record. This is the word you will see used in the How-to Guide. An Indicator Worksheet contains guidelines on that indicator, as well as the researcher information and response. A report is a format for synthesizing and presenting data. For instance, the Indicator Worksheet is one type of report, displaying information on one indicator. By using the Reports Wizard in the database, you can print out Indicator Worksheet reports, summarized Indicator Worksheets, and reports that combine data from several indicators displaying scores for an entire subcategory or category. See the Reports section for more details. See the Glossary in the How-to Guide for definitions of research-based terms such as indicator, value, category, etc. What are the different components of the database and in what order should I use them? Start by reading through the How-to Guide to gain a sense of the tasks and terms. Main Menu Shows you links to all components of the database at once. You can return here at any time by clicking on Main Menu on the toolbar. Quick Help The Access Initiative User Instructions 6

7 Indicator Overview Shows you a visual representation of the organization and structure of the various categories, subcategories, and their respective indicators. You can view or edit any Indicator Worksheet from this screen by clicking on the link next to its title. You can also quickly see which Indicator Worksheets are complete or incomplete. See the Indicator Overview section for more detailed information. Indicator Worksheets There are two types of Indicator Worksheets: General Legal Worksheets and Practice (Case-Related) Worksheets. When you enter the database, you will usually start working on one of the types of Indicator Worksheets. Most of your data entry will take place here. These forms allow you to enter data on your research and the scores, or values, you are selecting to reflect your country s performance. Both types, however, have three tabs where you can read or enter information: To fit your screen, each form is broken into Tabs to display complex information. To view data on each tab click on the Tab header. If you are assessing laws in your country, click on General Legal Indicator Worksheets in the Main Menu. You will see the first record in the General Legal Indicators; you can begin entering data or move to another record. See the General Legal Indicator Worksheets section for more detailed information. If you are assessing practice, click on Practice (Case-Related) Indicator Worksheets in the Main Menu. You will see the first record in the Practice (Case-Related) Indicator Worksheets. See the Practice (Case-Related) Indicator Worksheets section for more detailed information. These indicators are linked to case studies. You can begin entering data in these worksheets, but if you have not yet entered a case study, you will be directed to the Cases form, described below. Cases These are the forms in which you enter information on case studies (cases) that you have selected. See the How-to Guide for detailed information on how to select case studies. Every practice indicator is linked to a case, so in order to complete a Practice Indicator Worksheet, you must first enter information on a related case. Once you enter information on a case, you can navigate to related indicators. You can enter Cases first from the Main Menu and then move to the Indicator Worksheets, or start with the Indicator Worksheets and move to the Cases form as prompted. See the Cases section for more detailed information on how to use the Cases form. Reports After entering your data in some or all of the Worksheets and Cases forms, you may run reports showing your data in raw or synthesized form. Running reports allows you to view, save, and print single indicators or summaries of scores from different sets of indicators. Clicking on Reports on the Main Menu or on the Report icon from any form toolbar will take you to a Reports Wizard where you can customize the output of your report. See the Reports section for more information. Export Indicator Responses When you are finished entering your data and running score reports, you can export (send) your data to a file on your computer in order to send it to another organization (such as your lead organization or The Access Initiative). See the Export Utility section for more information. Quick Help The Access Initiative User Instructions 7

8 If at any time you have questions about the database that cannot be answered with the User Instructions or the How-to Guide, contact The Access Initiative at: The Access Initiative World Resources Institute 10 G Street NE Suite 800 Washington, DC USA (202) Quick Help The Access Initiative User Instructions 8

9 PURPOSE The Access Initiative (TAI) is a global coalition of civil society groups promoting implementation of national-level commitments to access to information, participation, and justice in decisions that affect the environment. The TAI Indicator Database is an interactive tool allowing civil society researchers to assess their government s performance in these areas. This document, the TAI Indicator Database User Instructions, describes the features of the software application and provides detailed instructions on how to use the TAI Indicator Database to enter and manage information associated with general legal and practice (case-related) responses to selected indicators. After entering information, researchers can create reports and use the results to work toward policy change. This document provides technical and step-by-step instructions on the operation of the database. Please see the How-to Guide (TAIHowto.chm) to learn how to conduct research and how to become involved with TAI. GOALS OF THE SYSTEM The goal of the TAI Indicator Database is to provide users with an intuitive tool that quickly and easily captures pertinent information and accurately assesses the state of access to information, participation, and justice in environmental decisions. Respondents may send results of their analysis to the World Resources Institute (WRI), the acting Secretariat of The Access Initiative (TAI). The WRI-based staff of TAI will assist researchers in interpreting data and provide subject matter expertise and support as needed. Using the TAI Indicator Database is an excellent way for civil society groups to start the process of working with their government and the public to increase access to information, participation, and justice. GETTING STARTED Minimum System Requirements The minimum system requirements to use the TAI Indicator Database are as follows: Pentium I processor, or higher 64MB RAM 6MB free hard disk space Windows 98/NT/2000/XP Welcome Screen Once you have inserted the CD in your CD drive, a welcome screen will appear automatically. Getting Started The Access Initiative User Instructions 9

10 FIGURE 1 - TAI WELCOME SCREEN Note: If the welcome screen does not appear, navigate to your CD drive using My Computer or Windows Explorer. Double-click on the drive icon to view the files. Doubleclick on the Readme.txt file to see additional instructions on accessing the files. Follow these steps to begin using the application: 1. Click on How-to Guide Research Guidelines and Resources. Then click on Save to save the file TAIHowto.chm to your computer in the location of your choice. TAIHowto.chm contains a How-to Guide where you will find background information on The Access Initiative, a description of the methodology, research guidelines, and other resources. 2. Click on User Instructions. Then click on Save to save the file Userinstructions.pdf to your computer in the location of your choice. Userinstructions.pdf is this document. It contains the technical instructions for using the database on the CD. 3. Under Indicator Database, choose the link that describes your computer. a. If you have Microsoft Access 2000/XP installed on your desktop or server, follow the instructions on the screen to save the database file Getting Started The Access Initiative User Instructions 10

11 (TAIIndicatorDB.mdb) from the CD to your computer and perform the following additional steps: Right-click on the file name in the folder or directory where you saved TAIIndicatorDB.mdb. Select Properties from the menu that appears (see Figure 2). Click on the Read-only box to de-select it (see Figure 3). Click Apply. Click OK. c. If you DO NOT have Microsoft Access 2000/XP, you must install the Microsoft Access Run-time to use the TAI Indicator Database. Click on the link under If you DO NOT have Microsoft Access 2000/XP and then click Open. (If the welcome screen did not appear, use Windows Explorer or My Computer to navigate to your CD-ROM drive. Double-click on the CD-ROM drive icon. Open the file folder entitled TAIIndicatorDB\Runtime. Double-click on the SetupAST.exe file to launch the installation program and follow the setup instructions. You do not need to copy any files from the CD to your hard drive. The SetupAST.exe program will automatically install the Access Runtime to your computer or server.) You may then install the TAIIndicatorDB.mdb either by following the instructions in (a) above, or by clicking the Setup.exe file located in the TAIIndicatorDB folder on the CD-ROM. The application is configured to support multiple users, and you may also copy the file to a networked computer or server to permit more than one user to access it. If you have trouble installing the files, contact your system administrator. Once you have saved TAIHowto.chm, Userinstructions.pdf, and TAIIndicatorDB.mdb, you are ready to begin and you no longer need the CD itself. Getting Started The Access Initiative User Instructions 11

12 FIGURE 2 - RIGHT-CLICK ON FILE TO ACCESS PROPERTIES PAGE Getting Started The Access Initiative User Instructions 12

13 You are now ready to start using the TAI Indicator Database. It will operate like any other file on your computer; you can access it and save data into it whenever you wish. FIGURE 3 - DESELECT THE READ-ONLY ATTRIBUTE Accessing the TAI Indicator Database To open the TAI Indicator Database, simply go to the folder, directory, or server where you saved or installed the files and double-click on TAIIndicatorDB.mdb. You may also want to create a desktop shortcut to the file to simplify access. When you open the TAI Indicator Database, the Main Menu will be displayed (see Figure 4). From the Main Menu you can access General Legal Indicator Worksheets, Cases, Practice (Case-related) Indicator Worksheets, Reports, and the Export Utility. These components are explained in detail in the following sections. Detailed background information on performing the research that accompanies the use of this database is provided in the How-to Guide (TAIHowto.chm). Getting Started The Access Initiative User Instructions 13

14 FIGURE 4 - TAI INDICATOR DATABASE MAIN MENU Getting Started The Access Initiative User Instructions 14

15 NAVIGATION BASICS The TAI Indicator Database has been designed following Microsoft Windows standards for application design. You will find that many commands operate as they do on other Microsoft Windows applications. To open a form or part of the database, simply click on the appropriate link from the Main Menu. FIGURE 5 - CLICK ON A LINK TO OPEN A FORM Navigation Basics The Access Initiative User Instructions 15

16 The form you selected will be displayed (see Figure 6). FIGURE 6 - GENERAL LEGAL INDICATOR WORKSHEET FORM When you click on a link from the Main Menu to open a form, the first record in the selected set of records will be displayed. Basic Form Structure The parts of the form are provided in Figure 7 for reference. This figure displays a General Legal Indicator Worksheet form; Practice (Case-Related) Indicator Worksheets look similar. Navigation Basics The Access Initiative User Instructions 16

17 Form Menu Form Header Form Toolbar Tab View Navigation Buttons FIGURE 7 - FORM STRUCTURE Information that is non-editable is displayed in BLUE with a white background. Information that you can edit is displayed in BLACK with a white background. To fit your screen, each form is broken into Tabs to display complex information. To view data on each Tab click on the Tab header. FIGURE 8 - FORM TABS Navigation Basics The Access Initiative User Instructions 17

18 Moving Between Records The TAI Indicator Database provides three ways to move from one record to another record. You can: use the navigation buttons located on the form toolbar, or use the navigation buttons located at the bottom of the form, or use the form menu (Records/Goto/First,Next,Last). Note: When you move off a record you have edited, the TAI Indicator Database automatically saves your edits. If you have not entered all required information, the TAI Indicator Database will return an error message to you before allowing you to move off the record. Numbering System Note that in the navigation toolbar at the bottom of the screen, a number appears (see image above). This number indicates where you are in the current record set. Case forms, General Legal Indicator Worksheets, and Practice (Case-Related) Indicator forms are three separate record sets that are each numbered separately. For instance, if you are working on the first of the Legal Indicator Worksheets, you will see Record: 1 of 20 displayed. If you are working on the third Practice (Case-Related) Indicator Worksheet, you will see Record: 3 of 123 displayed. The total number of records may change if you add additional cases or copy Indicator Worksheets. Note: These numbers are solely for navigation and do not correspond with the numbered titles of the Indicator Worksheets (Information/Law 1, Information/Law 2, etc.). Form Toolbar The standard form toolbar allows you to perform a number of functions, including the ability to toggle between list and detail views of your record; navigate to the first, previous, next, or last record; delete the current record; and view score reports. Below is a complete description of all buttons found on the form toolbar and their functions. FIGURE 9 - STANDARD FORM TOOLBAR Button Button Name Description Detail Allows you to view the detail of a record. The default view for all forms in the TAI Indicator Database is Detail. List Allows you to view the list of records. Go to First Go to Previous Allows you to move to the first record in the set of records you are currently viewing. Allows you to move to the previous record in the set of records you are currently viewing. Navigation Basics The Access Initiative User Instructions 18

19 Button Button Name Description Go to Next Allows you to move to the next record in the set of records you are currently viewing. Go to Last Allows you to move to the last record in the set of records you are currently viewing. Delete Allows you to delete the current record. Sort Ascending Sort Descending Spell Check Find Find Next Filter Wizard Remove Filter Form Filter Return to Main Menu Open Reports Close Form Help Allows you to sort the current set of records ascending (alpha-numeric) by the field in which your cursor is currently located. Allows you to sort the current set of records descending (alpha-numeric) by the field in which your cursor is currently located. Allows you to perform a spelling check (English only) on the field in which your cursor is currently located. Opens the Windows Find box and allows you to search for a record based on Start of Field, Any Part of Field, or Whole Field match. Allows you to find the next record matching your search criteria. Opens the Form/Report Filter Wizard. This Wizard allows you to perform complex searches, including multi-column searches. Removes filter. Opens an advanced feature which allows you to construct a complex filter and selects and sorts records as specified by user (Optional) Returns you to the Main Menu so that you can enter other sections of the database. Opens the Reports Wizard. Closes the Form. Opens Help. Note: All of these functions may also be found on the form menu. In addition, you can use the navigation buttons located at the bottom of the form to navigate between records. Navigation Basics The Access Initiative User Instructions 19

20 Filtering Records With a filter, you can search for records based on specific words in particular fields. The TAI Indicator Database provides a drop-down at the top of the Indicator Worksheet forms allowing you to quickly and easily filter the records displayed by common criteria. Note: If you are trying to filter by Case, you must first have some Indicator Worksheets completed. This function exists only on the Indicator Worksheet forms, not on the Case forms. FIGURE 10 - FILTER RECORDS USING THE VIEW/FILTER DROP-DOWN Navigation Basics The Access Initiative User Instructions 20

21 The filters available to you are given in the following table. Filter Name Filter by Priority {All Responses} {Priority Indicators} Filter by Completion Status {Completed Indicators} {Indicators Not Completed} Filter by Category and Type Information (All) General Legal Emergency Large Scale National Emergency Small Scale Air Water Report Participation (All) Policy Strategy Plan Program Legislation Case Capacity Building (All) Ministry of Environment Administrative Court Midlevel Court Government Institution Libraries Schools NGOs Other Sources of Information Filter by Case General Legal Indicators By Case Description Removes any filter and shows all records. Displays only those indicators marked as Priority. Displays indicators in which you have entered data. Displays indicators for which you have not entered data. Displays indicators for the Information category. Displays indicators for the selected Information case type. Displays indicators for the Participation category. Displays indicators for the selected Participation case type. Displays indicators for the Capacity Building category. Displays indicators for the selected Capacity Building case type. Displays General Legal indicators. Displays indicators for the case you have selected. The navigation bar at the bottom of the screen indicates when a filter has been applied. Navigation Basics The Access Initiative User Instructions 21

22 Finding Records You can use the Windows Find pop-up box to locate individual records. Note: A find will search only the current set of records, so if you have applied a filter, the find will locate records only within the filtered set. To open the Find pop-up box, either click CTRL-SHIFT or select Edit/Find from the form toolbar. The Find pop-up box is displayed. FIGURE 11 - FIND POP-UP BOX Enter the text you would like to search by in the Find What box. Note: Previous search criteria will be available to you in the drop-down. Enter the field in which you want to perform the search in the Look In box. You may specify the search for a full match (Whole Field), Start of Field, or Any Part of Field. Navigation Basics The Access Initiative User Instructions 22

23 FIGURE 12 - FIND POP-UP BOX - MORE FEATURES You may also specify the direction of your search and whether to match case or format. To view these extended search features, click the More button (see Figure 11). Click Less to hide these additional features. Saving Records The TAI Indicator Database automatically saves any changes to records you enter when you move to the next or previous record. The database will not notify you that your changes have been successfully saved, but will notify you if you have not filled in all required data. You can force a save by selecting Records/Save Records from the form menu. When you save, the database file is updated in the folder where you originally saved it. Deleting Records You can delete a record by clicking the button on the form toolbar. The TAI Indicator Database will notify you that you are about to delete the current record; click yes to commit the delete or no if you do not want to delete the record. FIGURE 13 - DELETE RECORD Navigation Basics The Access Initiative User Instructions 23

24 Copying Records The TAI Indicator Database provides you with an easy way to copy information from your current record to a new record. On the second tab ( Researcher/Source Information ) of the TAI Indicator Worksheet form, click on the link Click to Copy Current Record to New Indicator. This action will open a pop-up box that will enable you to select the indicator into which you want to copy the current record s response information. Note: Your research information will be copied into the new record; your selected value and Justification/Comments will not be copied. FIGURE 14 - COPY CURRENT RESPONSE TO NEW INDICATOR RECORD Select the indicator into which you want to copy the current response from the drop-down menu. Click OK to create a new indicator record. Navigation Basics The Access Initiative User Instructions 24

25 FIGURE 15 - COPY TO INDICATOR After you have copied the record, the TAI Indicator Database displays your new record. Navigation Basics The Access Initiative User Instructions 25

26 Printing Indicator Worksheets You can print a worksheet for the current indicator by clicking the form header. button located in the The Indicator Worksheet is one way to present and print out your responses. The TAI Indicator Database can also produce several other reports, or formats for synthesizing and presenting data. A complete description of how to run the other reports in the TAI Indicator Database is provided in the Reports section. Navigation Basics The Access Initiative User Instructions 26

27 INDICATOR OVERVIEW The Indicator Overview form displays the major categories under which indicators are organized. There are multiple indicators across three categories Access to Information, Participation, and Capacity Building. Categories are further organized into subcategories. For more about indicators and their organization, please see the How-to Guide. The Indicator Overview is a visual and structural summary of the different types of indicators. This screen designates the status of the indicators by flagging whether each Indicator Worksheet is complete or incomplete. Additionally, it serves as an entry point into the application, allowing you to view, edit, or modify Indicator Worksheets (You may also access Indicator Worksheets through the General Legal Indicator section, Cases section, or Practice Indicator Worksheet section). For instructions on how to navigate and filter Indicator Worksheets, please refer to the previous section, Navigation Basics. In the Indicator Overview form, category-specific information about the indicators is displayed by clicking on any of the three radio buttons at the top of the form (see Figures 16A, B, and C). Radio button selection by Category Entry point into application Complete or Incomplete status FIGURE 16A INDICATOR OVERVIEW CATEGORY I (ACCESS TO INFORMATION) Indicator Overview The Access Initiative User Instructions 27

28 FIGURE 16B INDICATOR OVERVIEW CATEGORY II (PARTICIPATION) Indicator Overview The Access Initiative User Instructions 28

29 FIGURE 16C INDICATOR OVERVIEW CATEGORY IV (CAPACITY BUILDING) Indicator Overview The Access Initiative User Instructions 29

30 GENERAL LEGAL INDICATOR WORKSHEETS The General Legal Indicator Worksheet form displays indicators that do not have a specific case associated with them but that assess laws relevant to access to information, participation, or capacity building. See the How-to Guide s Methodology section for a more in-depth description of legal indicators. For instructions on how to navigate and filter General Legal Indicator Worksheets, please refer to the previous section, Navigation Basics. There are a total of 20 General Legal Indicator Worksheets across three categories Access to Information, Participation, and Capacity Building. FIGURE 17A - GENERAL LEGAL INDICATORS WORKSHEET General Legal Indicators The Access Initiative User Instructions 30

31 General Legal Indicators Tab Views Information on the General Legal Indicators form is displayed on three tabs Instructions, Researcher/Source Information, and Response. Fields that you must complete (required fields) are marked with a red asterisk (*). Indicators which are considered most important are marked with the words Priority Indicator in red in the upper right hand corner. See the How-to Guide s Methodology section for more information about priority indicators. The Instructions tab displays the Category, Subcategory, and Topic for the indicators as well as Research Guidelines and Notes/Special Instructions. The Researcher/Source Information tab provides fields for entering the Researcher Name (required, as indicated by the red asterisk), Document Title/Source, Issuing Authority, Issuance Date, and supporting information such as Chapters/Articles/Paragraphs and Other Sources of Information. FIGURE 17B - GENERAL LEGAL INDICATOR WORKSHEET - RESEARCHER/SOURCE INFORMATION TAB The Response tab displays the response options and the value you have selected, in addition to any comments or justification for choosing that value (refer to the How-to Guide s Organization and Definitions section for more about choosing values). You can select a value by double-clicking on the value in the list on the left side of the form or by using the drop-down box on the right side of the form. General Legal Indicators The Access Initiative User Instructions 31

32 To enter a Justification or Comments, simply type in the space provided. Double-click to select a value Or select the value from the drop-down box Fill in your explanation here FIGURE 17C - GENERAL LEGAL INDICATORS WORKSHEET - RESPONSE TAB Saving Your Response To save the information you have entered, simply move to a different record (First, Previous, Next, Last) or close the form. You may also explicitly save by going to the form menu and selecting Records/Save Record. The file will be updated in the location you have saved it on your computer. Copying Your Response to a New Record You may copy your Researcher/Source information to a new indicator by clicking the Click to Copy Current Record to New Indicator link located on the Researcher/Source Information tab. This action will open a pop-up box that will allow you to select the indicator into which you would like to copy the current record s information. General Legal Indicators The Access Initiative User Instructions 32

33 FIGURE 18 CLICK TO COPY CURRENT INDICATOR TO NEW RECORD FIGURE 19 - COPY CURRENT INDICATOR TO NEW RECORD Use the drop-down menu to select the indicator into which you want to copy information and click OK. This action will create a new indicator record and copy the current record s information into it. The new record will be displayed. Note: The value and the Justification/Comments are not copied into the new record, so that you may select a new value for your new record. General Legal Indicators The Access Initiative User Instructions 33

34 Deleting the Record You can delete a record by clicking the button on the form toolbar. The TAI Indicator Database will notify you that you are about to delete the current record; click yes to complete the delete or no if you do not want to delete the record. FIGURE 20 - DELETE RECORD Note: If you simply want to remove your response without deleting the indicator, you may do so by highlighting the information to be deleted and hitting the DELETE key on your keyboard. Printing the Current Indicator Worksheet You can print a worksheet for the current indicator by clicking the button located in the form header. This will show you a preview of the worksheet. After previewing the Indicator Worksheet, you may print it or save it to your computer. General Legal Indicators The Access Initiative User Instructions 34

35 CASES The majority of the TAI indicators are practice indicators, or case-related. To assess practice indicators, you must first enter information about your selected case studies in the Case form. You may view, add, modify, and delete cases from the Case form, which is accessible from the Main Menu. See the How-to Guide (sections on Assessing Access to Information, Assessing Participation, and Capacity Building) for detailed information on how to select case studies and how to relate them to the practice indicators. FIGURE 21 - CLICK ON A LINK TO OPEN THE CASES FORM Cases The Access Initiative User Instructions 35

36 FIGURE 22 - CASES FORM See the Navigation Basics section for instructions on how to browse existing cases. Entering a New Case To enter a new case, click the a new record by clicking the located at the bottom of the form. button located on the form toolbar. You may also enter navigation button Either of these actions will open to a new case record. Enter the title for the case, the type of case, and a short description if desired. Case Title and Type are required, as indicated by the red asterisk (*). Note: You can use the case study forms provided in the How-to Guide to fill in more detailed descriptions. After you have entered a title and type for the new case, click the Add Indicators button. This action will bring up a list of the appropriate indicators for the case, based on the type you have selected. Cases The Access Initiative User Instructions 36

37 FIGURE 23 - CREATE NEW CASE Cases The Access Initiative User Instructions 37

38 Click to add indicators for your new case FIGURE 24 ADD INDICATORS FOR A NEW CASE Cases The Access Initiative User Instructions 38

39 Double-click on an indicator to view its Worksheet FIGURE 25 - CLICK ADD INDICATORS TO ADD THE CASE TYPE-RELATED INDICATORS TO THIS CASE The list of indicators and their current status is displayed. You may go to a particular indicator by double-clicking on it. Note: A scrollbar is visible on the right side of the indicator list. Use this scrollbar to view the entire list of indicators. Cases The Access Initiative User Instructions 39

40 FIGURE 26 - USE SCROLLBAR TO VIEW ALL INDICATORS FOR THIS CASE Changing Case Type Indicators associated with cases are linked to a type of case (see the How-to Guide for details on which case types you should select). If you change a case type, different indicators will be associated with that case. You will need to click Add Indicators to refresh the list of indicators associated with your new case type. Note: Any responses you have entered for existing indicators for that case will be deleted when you change the case type. Cases The Access Initiative User Instructions 40

41 Deleting a Case You can delete a record by clicking the button on the form toolbar. The TAI Indicator Database will notify you that you are about to delete the current record; click yes to complete the delete or no if you do not want to delete the record. FIGURE 27 DELETE CASE DIALOGUE BOX Note: If you delete a case, you will also delete all related indicators, including ones in which you have entered response information. Cases The Access Initiative User Instructions 41

42 PRACTICE (CASE-RELATED) INDICATOR WORKSHEETS The Practice (Case-related) Indicator Worksheet form displays indicators that are associated with cases. You may open the Practice Indicator Worksheet form by clicking on the link from the Main Menu, double-clicking on the indicator title from the Cases form, or by clicking on its title in the Indicator Overview. See the How-to Guide s Methodology section for more information on practice indicators. Accessing the Practice (Case-Related) Indicator Worksheet form from the Main Menu will allow you to browse all existing case-related indicator records. For instructions on how to navigate and filter Practice (Case-Related) Indicator Worksheets, please refer to the previous section, Navigation Basics. There are a total of 123 different Practice Indicator Worksheets across three categories Access to Information, Participation, and Capacity Building. You may add more depending on how many case studies you assess for each indicator. Note: The name or title of the Case is displayed in the header of the form for your reference. Practice Indicators The Access Initiative User Instructions 42

43 FIGURE 28 - PRACTICE INDICATORS WORKSHEET FORM Practice Indicators Tab Views Information on the Practice Indicators form is displayed on three tabs Instructions, Researcher/Source Information, and Response. Fields that you must complete are marked with a red asterisk (*). Indicators which are considered most important are marked with the words Priority Indicator in red in the upper right hand corner. See the How-to Guide s Methodology section for more on priority indicators) The Instructions tab displays the Category, Subcategory, and Topic for the indicators as well as Research Guidelines and Notes/Special Instructions. The Researcher/Source Information tab provides fields for entering the Researcher Name and Case Name/Title (required, as indicated by the red asterisk *), Website/URL, Document Title/Source, Issuing Authority/Author, Date Published, relevant Page Numbers, Interviewee Agency/Office, Interview Date, Request Agency/Office, Response Rec d Within (number of days), and Other Information or Sources. Practice Indicators The Access Initiative User Instructions 43

44 FIGURE 29 - PRACTICE INDICATOR WORKSHEET - RESEARCHER/SOURCE INFORMATION TAB The Response tab displays the response options and the value you have selected, in addition to any comments or justification for choosing that value. You can select by doubleclicking on the value in the list on the left side of the form or using the drop-down box on the right side of the form. To enter a Justification or Comments, simply type in the space provided. Practice Indicators The Access Initiative User Instructions 44

45 Double-click to select a value Double-click to select a value Or select the the value value from from the dropdown box the drop-down box Fill in your justification or or comments here here FIGURE 30 - GENERAL LEGAL INDICATORS WORKSHEET - RESPONSE TAB Saving Your Response To save the information you have entered, simply move to a different record (First, Previous, Next, Last) or close the form. You may also explicitly save by selecting Records/Save Record from the form menu. Copying Your Response to a New Record You may copy your Researcher/Source information to a new indicator by clicking the Click to Copy Current Record to New Indicator link located on the Researcher/Source Information tab. This action will open a pop-up box that will allow you to select the indicator into which you would like to copy the current record s information. Practice Indicators The Access Initiative User Instructions 45

46 FIGURE 31 CLICK TO COPY CURRENT INDICATOR TO NEW RECORD FIGURE 32 - COPY CURRENT INDICATOR TO NEW RECORD From the drop-down menu, select the indicator to which you wish to copy information and click OK. This action will create a new indicator record and copy the current record s information into it. The new record will be displayed. Note: The value and Justification/Comments are not copied into the new record, so that you may select a new value for your new record. Practice Indicators The Access Initiative User Instructions 46

47 Entering a New Case You can add a new Case record directly from the Researcher/Source Information tab. Simply start typing a new Case name into the field provided. The TAI Indicator Database will display a pop-up box notifying you that the Case you have entered does not exist and asking you if you would like to add it now. FIGURE 33 ADDING A NEW CASE Click Yes to add the new Case. This action will create a new Case of the same type as the Case you were viewing previously. A new record will appear and you may continue adding information. Practice Indicators The Access Initiative User Instructions 47

48 Viewing the Current Case You may view the current case by clicking the Case Title/Name link on the Researcher/Source Information tab. FIGURE 34 - CLICK TO VIEW CASE INFORMATION Practice Indicators The Access Initiative User Instructions 48

49 Deleting the Record You can delete a record by clicking the button on the form toolbar. The TAI Indicator Database will notify you that you are about to delete the current record; click yes to complete the delete or no if you do not want to delete the record. FIGURE 35 DELETING A RECORD Note: If you simply want to remove your response without deleting the indicator, you may do so by highlighting the information to be deleted and hitting the DELETE key on your keyboard. Printing the Current Indicator Worksheet You can print a worksheet for the current indicator by clicking the button located in the form header. This will show you a preview of the worksheet. After previewing the Indicator Worksheet, you may print it or save it to your computer. Practice Indicators The Access Initiative User Instructions 49

50 REPORTS The TAI Indicator Database has several methods for summarizing and presenting data to assist you with the analysis of indicator responses. These different formats are referred to as reports. The table below provides a list of available reports that you can run using the Reports Wizard described below. Report Name Indicator Response Summary Indicator Response Worksheet Response Scorecard Avg Across Indicators Response Scorecard By Case Response Scorecard By Indicator Case Comparison Response Scorecard Summary by Subcategory Description Provides a summary view of each indicator for which you have entered a response. Provides the same view as the General Legal and Practice Indicator Worksheet forms. Displays the average score and standard deviation for all responses to each indicator. This report is grouped by category and subcategory and provides the overall scores for each. Displays the average score and standard deviation for all responses to each indicator, grouped by case. Displays the average score and standard deviation for all cases for each indicator. Displays the overall average score and standard deviation for each category and subcategory. TAI Reports Wizard The TAI Indicator Database provides a query tool that will allow you to input selection criteria (if desired) to vary what information is displayed on the report. You may access the Reports Wizard from the Main Menu or by clicking the button on toolbar appearing on the Cases, General Legal Indicator Worksheet, and Practice Indicator Worksheet forms. This action will open the Reports Wizard menu. FIGURE 36 - REPORTS WIZARD MENU Reports The Access Initiative User Instructions 50

51 Select the desired report from the drop-down menu and click Next to continue. FIGURE 37 - SELECT REPORT YOU WANT TO RUN AND CLICK NEXT The Filter Wizard is displayed. The Filter Wizard allows you to select and enter criteria to vary the output of the report. Reports The Access Initiative User Instructions 51

52 Entering Reports Selection Criteria The Reports Wizard allows you to enter one or more criteria, such as a category or researcher name, to vary the selected report s output. A drop-down menu provides a list of available criteria from which you can choose. Select criteria from the list provided FIGURE 38 - FILTER WIZARD SELECT CRITERIA Reports The Access Initiative User Instructions 52

53 Select criteria value FIGURE 39 - ENTER CRITERIA VALUE CATEGORY Reports The Access Initiative User Instructions 53

54 Select criteria value FIGURE 40 - ENTER CRITERIA VALUE SUBCATEGORY After you have chosen the selection criteria on the left-hand side of the screen, move to the right-hand side and enter the value (name of category, subcategory, case, etc.) by which you want to filter the report output. Click back on the selected criteria on the left-hand side of the screen to confirm your selection. Reports The Access Initiative User Instructions 54

55 To To enter more than than one one value value for any for given any given selection criteria, criteria, click click In List In Of. List Of FIGURE 41 - SELECT IN LIST OF TO ENTER MULTIPLE VALUES You can enter multiple values for a single criterion by selecting In List Of instead of =. You can use wildcards to filter by partial match for some criteria, such as Researcher Name. Select the Like operator and enter a text string to match. Use the * wildcard to return records that match a part of the text string you have entered (see Figure 43). Here s an example: Researcher Name Like *Smith* Reports The Access Initiative User Instructions 55

56 Select Like to enter a string to match. Use wildcards to return records based on partial match. FIGURE 42 - SELECT LIKE TO ENTER VALUES BASED ON PARTIAL MATCH Reports The Access Initiative User Instructions 56

57 FIGURE 43 - USE * TO ENTER A PARTIAL MATCH VALUE Reports The Access Initiative User Instructions 57

58 Clicking the Is button changes it to Not. Choosing Not will select all records that do not match the criteria value you have entered Toggle Is to Not to select all all records records that do that not do match not match the criteria value value you you have have entered entered FIGURE 44A-B - TOGGLE IS TO NOT By clicking the Is button, you may also change Is to Not to elect NOT to match the criteria you have entered. Reports The Access Initiative User Instructions 58

59 Deleting Selection Criteria To delete a criterion, select it by clicking the gray box to the left of the desired record and hitting the DELETE key on your keyboard. Click gray box next to record to select it; hit DELETE on your keyboard to remove it FIGURE 45 - CRITERIA SELECTED Reports The Access Initiative User Instructions 59

60 Saving Selection Criteria for Later Use You may also save criteria for later use. This function helps if you use a very specific set of information each time and that criterion is not available as a drop-down in the existing criteria list. Enter a name for your criteria in the box provided. The TAI Indicator Database will ask you if you want to save your criteria. Click Yes to save the criteria. You may use the drop-down box to pull up the saved criteria the next time you run the report. E Enter a name a name to save to this save set this of criteria set of for criteria later for use later use FIGURE 46 - SAVE CRITERIA After you have entered selection criteria, click Next to preview records or Finish to preview the report. Previewing Records You may preview the output records in spreadsheet format after you have specified criteria. The preview function also provides you with a convenient way to export your data. Click Preview Records to view the returned record set. Reports The Access Initiative User Instructions 60

61 Click to Preview records. From this view Click you to Preview can copy records. and From paste this records view to you a can word copy processing and paste records spreadsheet to a word application, processing or spreadsheet if desired. application, if desired. FIGURE 47 - PREVIEW RECORDS FIGURE 48 RECORDS DISPLAYED FOR PREVIEW Reports The Access Initiative User Instructions 61

62 You can highlight and copy records from the previewed set to your clipboard and paste them into to any other application, including word processing programs, spreadsheets, etc. FIGURE 49 - COPY RECORDS FROM PREVIEW Reports The Access Initiative User Instructions 62

63 Previewing Report Output Click Finish to preview the report output. You may print the report from this screen. If you do not see the toolbar, use the menu to print the report and/or export to Word or Excel. FIGURE 50 - PREVIEW REPORT If you have Microsoft Office installed on your computer, you can export the report to Word or Excel. Click the Office Links button on the Reports toolbar to export the report in the current format. FIGURE 51 - OFFICE LINKS Reports The Access Initiative User Instructions 63

64 EXPORT UTILITY When you are finished entering your data and selecting responses, you may export your information so that it can be shared with other researchers and organizations and with The Access Initiative (See Getting Involved in the How-to Guide for more information). The TAI Indicator Database provides a utility to export all indicator responses to an external file. This utility is available from the Main Menu. FIGURE 52 EXPORT INDICATOR RESPONSES When you click on the Export Indicator Responses link, a pop-up box appears notifying you that a new file is about to be created on your C:/ drive (C:/TAIResponses.csv). The file format is delimited text, which means it can easily be read by most spreadsheet and word processing programs. Click Yes to create the new file. FIGURE 53 - EXPORT RESPONSES POP-UP Export Indicator Responses The Access Initiative User Instructions 64

65 FIGURE 54 - NEW FILE CREATED The TAI Indicator Database will notify you that the new file has been created successfully. The following is a list of the fields exported to C:/TAIResponses.csv: ResponseID (This is a unique number assigned to each new response record. Note that ResponseIDs are never duplicated and are never repeated. This number has no intrinsic meaning other than to uniquely identify a response record.) IndicatorNum IndicatorTitle Category Subcategory Topic ResearcherName CaseTitle CaseDesc WebsiteURL TitleofSource IssuingAuthority DateofIssuance PageNumbers SupportingDocs SupportingDocsOther InterviewAgency InterviewDate RequestAgency ResponseTime SelectedValue Justification/Comments DateUpdated UpdatedBy ValueID (unique number assigned to each value for each indicator) CaseID (unique number assigned to each case) Export Indicator Responses The Access Initiative User Instructions 65