5. LAPTOP PROCEDURES

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1 5. LAPTOP PROCEDURES Introduction This next section of the user guide will identify core essentials regarding your laptop turning it on, running the program, running the questionnaire, submitting the data, and turning it off. Software This laptop computer comes pre-configured with Windows 7 Professional operating system. Steps have been taken to restrict new applications from being installed and existing applications to be loaded. Getting Started: 1. Unpack the laptop from the box. 2. Unpack the AC power adapter and plug it in at the wall and into the left side of the laptop. It is important to have the laptop plugged in at all times. The laptop battery lasts around 2-3 hours at which time the laptop will shut off. The battery should always be completely recharged. NOTE: The laptop will not turn on the first time without the battery plugged into the laptop and the wall. 3. To open, look to the front of the laptop, lift the display cover. Using the mouse: i. The laptop uses a device called a touch pad mouse to control the movement of the mouse pointer on the screen. It is the square pad below the keyboard as illustrated in the following picture: Simply move your index finger as a pointer in the center of the square touch pad in the direction you wish to move the mouse pointer. TAB 5 Page 1

2 The left button beneath the touch pad acts like the left mouse button, and the right button acts like the right. (*may not look exactly the same as below) Left buttons Right buttons The touch pad is fairly sensitive and will take time to get use to. ii. The laptop also has an external mouse that can be utilized instead of the touch pad. There will be an arrow at the end of the mouse to show which way to plug it in. Plug the mouse into the backside of the laptop; the plug insertion is a UBS. The left and right buttons on the mouse act exactly like the left and right buttons beneath the touch pad (see above description), and the scroll button in the middle acts exactly like the scroll buttons beneath the touch pad). The scrolling wheel is located between the left and right buttons. To avoid suggesting an answer during the survey, it is important to keep the cursor (arrow) away from the responses until the respondent has provided an answer. You can avoid influencing the response simply by keeping your cursor at the top of the screen. Turning the laptop on 1. Open up the laptop. Turn the laptop on by holding down the power button located on the top left side of the machine, near the top of the keyboard. You may have to hold the power button for a few seconds before the machine starts up. A green light, second light from the left on the front panel, will appear when the laptop is turned on. There may be other lights that appear. 2. The laptop will now boot up. Step-by-Step instructions: i. The first screen that appears is a black one, with the words Microsoft Corporation at the bottom. ii. You should see a page with a blue and green background. In the center in a picture with REEES written underneath. In the white box, enter the password: fnigc#12 (all letters are in lower case) and click the Arrow button on your keyboard laptop. It will say Welcome and the main screen will boot up. iii. If the password is incorrect an error message will pop up saying, Wrong Password: (passwords are case sensitive be sure to use correct upper and lower case). Click the OK button and re-enter the correct password. iv. The computer is now booting up and will launch Windows. This will take a couple of seconds. TAB 5 Page 2

3 v. On the opening screen, you will see some icons. vi. The program you will be using is called Entryware Mobile. You will see a big yellow circle with Entryware Mobile written underneath. Put your mouse arrow on the yellow circle and double click. vii. The Entryware Mobile program is now open. Follow the instruction outlined in the following pages to run the surveys! Changing Windows Update Settings: i. Click the Start button. In the search box, type Update, and then, in the list of results, click Windows Update. ii. In the left pane, click Change settings. iii. Under Important updates, choose the option Check for updates but let me choose whether to download and install them. iv. Under Recommended updates, select the Give me recommended updates the same way I receive important updates check box, and then click OK. If you're prompted for an administrator password or confirmation, type the password or provide confirmation. TAB 5 Page 3

4 Entryware Mobile Step-by-Step Instructions 1. OPEN ENTRYWARE MOBILE (double-click on yellow circle icon) Your opening screen should look like the one below. You can return to this screen anytime by clicking on the Project house-shaped button, locating on the top left-hand side of the screen. List of projects List of records (surveys that have been completed, suspended, archived, and recovered) The main screen shows your list of all the projects on top (list of questionnaires). Below the list of projects is the list of records or surveys that have been run. Each new record of the survey will be shown as a new line in the lower screen. TAB 5 Page 4

5 2. Check your Sync Settings C. Check this box D. Click the Save button A. Click on Sync Settings B. Check your user name and password A. On the main screen, click the Sync Settings button on the left hand side, under Communication. You should then see the Sync Settings screen (shown on the right above). B. Check your user name and password. Make sure it matches with the user name and password you have been assigned!! For this example, the username was fieldworker22 and the password was banana C. Make sure that the Enable box at the top right of the screen has been checked. D. Hit Save if you have made any changes. (Note: after you hit Save it will stay on the same screen). E. Hit on the Project icon to the top left (the little house icon) to return to the main opening screen. TAB 5 Page 5

6 3. Sync your laptop. When you sync your laptop, it is sending and receiving information. The newest versions of the questionnaire will automatically download to your laptop, and completed surveys will be sent to the Regional Coordinator. a. Click on the Sync button When your computer is syncing, a small screen will pop up (as shown to the left). It will show your system communicating with the region (server). When it is done syncing, the screen automatically goes away. <<<<<< You need to have connection to the internet to Sync your laptop!! >>>>> If you have internet connection and your laptop is not syncing, you should check your Sync Settings. TAB 5 Page 6

7 Once you have synced your laptop, your completed records should now be submitted (archived) and you should have the newest versions of the questionnaires. A. You can tell what version you have of the questionnaire by checking the revision number the number under the Rev column. If you sync and the Rev number is higher, it means that a newer version of the questionnaire has been uploaded. For example, the first project in the list below is New Questions Adult and it has Rev number 92. If you sync your laptop and Rev number changes to 97 that means you have a new, updated version of that questionnaire. A. The Revision number shows you what versions of the questionnaire you have. Newer versions will have higher numbers B. Each new record is shown in this list. When you complete a survey with a participant, it will be shown here as Completed. After you sync your laptop, the records will be submitted and then shown as Archived. B. You can also tell if your completed records have been sent by looking at the lower screen. After you complete a survey, the record is shown on the lower screen as Completed under the State column. These records of the questionnaire are completed but are not yet submitted to the region. After you sync your laptop, all the survey records that were Completed should now be shown as Archived. Archived records have been submitted to the regions. TAB 5 Page 7

8 4. Running the surveys A. Double-click on the survey you want to run from project list (Adult, Child or Youth) or highlight the survey you want (it should now coloured as shown below) and click on New Record Click to start a new record. Each new participant needs a new record. B. The survey should then pop-up and fill the screen. Now you can get started!!! TAB 5 Page 8

9 Question Types 1. Single Answer Multiple Choice For many questions, you will ask a question and then you select one answer from the options by clicking on that choice. Click on the one answer you want It will either automatically go to the next screen, or you click on the Next button (blue arrow) at the bottom right hand side of the screen 2. Multiple Answer Sometimes people can give more than one answer for a question. These types of questions are followed by statements such as Mark all that apply or Check all that apply. When you click on an answer, the box beside it will turn blue and it will be outlined in light gray. Click on all the answers given by the participant. When an answer is selected, the left-hand box should turn blue. In this example, participants are asked about their physical activities and answered walking and golf. TAB 5 Page 9

10 3. Multiple Answer Multiple Choice For these types of questions, a list of items is provided and participants will need to provide an answer for each one. It is similar to a multiple choice, but rather than asking a separate question for each item on the list (in this case below, food group) they are presented all at once. For example below, participants need to indicate how frequently they eat each of the following food groups so you will need to check an answer for each of the food groups listed on the left-hand side. Click on an answer for each one of the items (food groups in this case) listed to the left. For example, this participant had milk and milk products several times a day. <<<<<<< Remember to mark an answer for every item on the list!! >>>>>>>>> TAB 5 Page 10

11 Drop-Down Menus Some multiple answer questions will have the response options shown in drop-down menus instead. The list of categories is on the right hand side (i.e. food, shelter, etc below). You will need to select an answer for each of the categories. 1. You click on the box beside the category (i.e. food, shelter) and the possible answers are shown below. 2. Click on the answer provided by the participant you should their answer now in the box. 3. Make sure you have selected an answer for each category! 1. Click on the box beside the category In the example, we clicked the box beside food 2. Click on the answer you want from the drop-down menu Once you select an answer, it will be shown in the box. In the example, we selected the answer no (can cover all costs) for the categories food and shelter. An empty box means you haven t yet selected an answer TAB 5 Page 11

12 4. Open-ended Numeric Some questions require the participant to provide an answer in the form of a number. For example, how many children live in the household, or how many cigarettes do you smoke each day (as shown below). When a numeric answer is required, a number keypad will be shown on the screen. You can either type in the number using your laptop keyboard or just click in the answer using the number keypad on the screen. The number (the answer) will appear in the box For this example, the participant smoked 5 cigarettes a day Number keypad Click on the numbers you want or type them in using your laptop keyboard Note: For some answers, maximums and restrictions have been set. For example, people s height cannot be 57 feet and 13 inches it makes no sense! When a numeric answer is inappropriate (too high, too low), a message will pop-up and tell you to revise the answer. TAB 5 Page 12

13 5. Open-ended Text Sometimes participants will be required to answer a question, and a list of responses is not provided (for example, the name of the child on the children s survey). You will know when it is an open-ended text because a small letter keypad will be on the bottom of the screen. This question type is not used very much in any of the questionnaires. An example of open-ended text has been provided to the left - At the end of the questionnaire, participants are asked to give us feedback and provide comments. You just type in the answer given using your laptop keyboard, or click on the letter you want on the letter keypad on the screen. It is much faster to use the laptop keyboard. Letter Keypad We recommend you use your laptop keyboard instead It is much faster! TAB 5 Page 13

14 Other Features 1. Suspending (pausing) a Questionnaire It may happen that, for whatever reason, you need to stop a questionnaire midway through. You can save the questionnaire up to that point and start it again at a later time. First, you need to click on the Quit button on the bottom of the screen. When the Save Options window pops up, you can click on the option of Save and suspend the 1. Click on Quit survey. The program will save the questionnaire up to where you left 2. In the pop-up window, select off. save and suspend survey You do not want to be suspending many questionnaires it creates 3. Schedule a confusion for you, takes up more of your time, and also you risk not follow-up time getting your questionnaire completed. Suspending cases is a tool you with participant. can use if a situation requires it, but use it sparingly. You will be able to see the Suspended questionnaire in the main view of Entryware. Under the column State, it will say Suspended. When you return to the participant to complete the rest of the survey, simply highlight the suspended case and click on Resume. The program has saved all the previous answers so you can simply continue from where you left off. Steps to Suspend 1. Click Quit at the bottom of the screen 2. Select Save and Suspend 3. Schedule a follow-up time with participant 4. To restart the questionnaire, select the project (adult, youth or child) 5. Then select the suspended case 6. Click on the Resume button to the right. All previous answers should be saved. 4. Select the project 5. Select the suspended case 6. Click on Resume TAB 5 Page 14

15 2. Search box Sometimes you will have to pick your response from a large list of choices, for example community names or languages. When there is a large list of options, there will be a search box on the top of the screen. You can use this box to quickly find the answer you want.. Start by typing in the response given (i.e. Canoe Lake First Nation). Once you type in the letter C, it will show you a list of all communities that begin with that letter. Click on your choice You can also scroll through all the different choices, but it is much faster to search for the answer you want. After typing in the letter C, only communities that begin with the letter C are shown TAB 5 Page 15

16 3. Other and the Keypad For some questions, you need to type in a response (as mentioned with Open-ended text questions). You have the option of using the keyboard of the laptop, or clicking on the response using the provided keyboard. When participants choose to respond other, the keyboard will pop-up: you will need to type in their response. Letter keypad For some questions, the participant cannot find the right answer for them for a question, so they choose other. When you click on other, a letter keypad will pop up this means you need to type in the answer they want to provide. In this example, the participant wanted to indicate that meditation helped make them healthy. The field worker click on other and when the letter keypad came up, they typed in meditation. To close the keypad, click OK. <<<<<<< Watch your spelling!! >>>>>>> TAB 5 Page 16

17 4. Scroll-down button When all the categories or items of a question cannot fit on the screen, you will need to scroll down to access the entire list. Below is the question concerning health conditions it is very important to ask about all of the health conditions, marking yes or no for each. When you get to the bottom of the screen, you will need to click on the scroll-down button to continue with the question and see the rest of the health conditions. Anytime you see a scroll-down button that is a reminder to you that there is more to the question!! Scroll-down button TAB 5 Page 17

18 Finalizing and Saving the Questionnaire At the end of the questionnaire, a Thank-you window will pop-up. It will also show you and the participants how many minutes it took to complete the survey. Following the Thank you, we provide an opportunity for participants to make comments about the content or their experience. Please type in their comments. Once you press the next button, the questionnaire is finished. Once you finish the survey, it will automatically be saved and you will return to the Entryware Main Menu. A saved survey cannot be reopened, and none of the answer on the laptop can be seen by anyone in the community nor can any of the answers be changed. TAB 5 Page 18

19 Key Terminology Entryware Mobile: the name of the software for conducting the questionnaire and sending the responses to the region Letter keypad- an alphabet keyboard that is available on the screen. It will be provided when the participant needs to fill in a text answer. You can use your laptop keyboard instead. Numeric keypad- a numeric keyboard (0-9) that is available on the screen. It will be provided when the participant needs to fill in a numeric answer. You can use the number keys on your laptop keyboard instead. Participant each person that fills out the questionnaire is a participant Project also referred to as the questionnaire. The project is the empty questionnaire. There is a separate project for the Adult, Youth and Child questionnaire. Questionnaire the form containing all the questions. Record the unique questionnaire for each participant. Each participant will fill out the questionnaire - this answered questionnaire is a record. Survey another word for questionnaire. Sync the laptop communicating to the region, sending and receiving information. It is how the completed records of the questionnaires are submitted and new versions of the questionnaire project are received. TAB 5 Page 19

20 Shutting down the laptop: To shut your laptop computer off: 1. Click the x at the corner of Entryware to close the program 2. Click the blue circle on the bottom left of the screen 3. Click on the bottom arrow to the right a side window will pop up 4. Select Shut down TAB 5 Page 20

21 Frequently asked questions I hit Esc and I came to a blank screen, what do I do? Anytime you are stuck on a screen: i. Click Ctrl, Alt, and Delete simultaneously. ii. The only two options enabled are Shut down and Cancel. Click Cancel to return to the application. iii. Choose Shut down to shut down or restart your computer. iv. The next screen gives you option to shut your laptop down or restart your computer. How do I delete a record? Interviewers are not able to delete a record, contact your Regional Coordinator to explain. Your Regional Coordinator will arrange for the record to be deleted. Laptop Support: If you require further assistance or for general enquiries about laptop, contact your regional coordinator, who will handle or direct the call as required. Using FNIGC SMART Bridgit Collaboration Software The FNIGC has implemented sophisticated collaboration technology to enable to speedy resolution of any laptop issues encountered within the field. When a fieldworker encounters difficulties syncing their laptop, they should first contact their Regional Coordinator. If the Regional Coordinator is unable to resolve the issue, please contact kwood@fnigc.ca to set up a Bridgit meeting time. How to use it? 1. Instruct the fieldworker to access the following URL: 2. Click Download Software 3. Once the software is activated the fieldworker should see the following screen; TAB 5 Page 21

22 4. Click this arrow to search for the meeting entitled; 5. Enter the meeting password here. FNIGC FIELD SUPPORT 6. Click this button to join the meeting 4. Using the drop down box, the fieldworker will need to search for the meeting entitled FNIGC FIELD SUPPORT 5. The meeting space is password protected. The password will be supplied by the Regional Coordinator. Enter the password as per the diagram above. 6. Once the fields have been entered, click JOIN MEETING. 7. Once the fieldworker has joined the meeting, they should see a screen similar to the one below; 8. Click Share my Desktop to share your laptop screen with FNIGC 8. In the upper part of the screen, the fieldworker will click the following icon coordinator. to begin sharing his/her desktop with the FNIGC technical TAB 5 Page 22

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