PRISM-FHF The Fred Hollows Foundation

Transcription

1 PRISM-FHF The Fred Hollows Foundation INDICATOR DATA ENTRY USER MANUAL Version 1.2

2 TABLE OF CONTENTS INTRODUCTION... 3 OVERVIEW... 3 INDICATOR TARGETS... 5 MANAGING COMMENTS... 7 Adding a Comment... 7 Editing Comments... 8 INDICATOR ACTUALS... 9 INDICATOR GENERAL INFORMATION SAVING DATA REFERENCES

3 TABLE OF FIGURES FIGURE 1: INDICATOR TARGETS SECTION... 5 FIGURE 2: SELECTING A YEAR... 7 FIGURE 3: ADDING A COMMENT... 8 FIGURE 4: INDICATOR ACTUALS SECTION... 9 FIGURE 5: INDICATOR GENERAL INFORMATION SECTION FIGURE 6: APPLYING CHANGES TO FEMALE DISAGGREGATION ITEM FIGURE 7: HIDING FEMALE DISAGGREGATION ITEM IN INDICATOR TARGETS FIGURE 8: HIDING FEMALE DISAGGREGATION ITEM IN INDICATOR ACTUALS

4 INTRODUCTION This document describes the Indicator data entry module in the FHF-PRISM application developed for the Fred Hollows Foundation (FHF) to improve the disciplined and effective management of its global programs and projects. It provides the necessary instructions that users should follow during the data entry process. The document is addressed to those who will use the FHF-PRISM application to add or modify information on the indicators used in the system. OVERVIEW The FHF-PRISM is an enterprise-level management information system that has been developed for the Fred Hollows Foundation (FHF) with the aim of addressing the cross-cutting challenges that the foundation currently faces and that impede the disciplined and effective management of its global programs and projects. The overall objective of the management information system is to centralize and streamline project data to enable efficiencies in collation, extraction, and manipulation of project information in a logical manner. Another objective that the system aims to achieve is supporting improved governance and accountability across programs through the administration of user roles and responsibilities defined by organisational hierarchies. Being a user-friendly, flexible, interoperable, and scalable solution, the FHF-PRISM increases visibility, transparency and accessibility of project information through the implementation of a web-based solution, contributing to improved collaboration and knowledge sharing between geographically dispersed personnel, such as field or other non-hq based staff. Moreover, the system reduces manual processing of project information through integration with other core FHF systems and facilitates automation of some project processes, thereby, ensuring consistency of data across functions. Serving as a strategic enabler for the organisation s goals for ambitious growth and greater impact in treating and preventing blindness and other vision problems, the FHF-PRISM facilitates complete project cycle management of FHF programs from performance monitoring and reporting to work planning and resource allocation tasks, as well as organisational decision making and reporting. With the FHF-PRISM, all stakeholders involved in the program and project implementation can easily obtain real-time information on its global projects and results and use insights derived from that information for decision making, learning, programming, and advocacy. Moreover, they can overcome the challenges that poor visibility, transparency, and accessibility of timely project progress 3

5 information can pose, thus, avoiding duplication of work, missed opportunities, and impact on collaboration. The Indicator module in the FHF-PRISM is designed to specify the measurement indices that will be used to monitor and evaluate the effectiveness of the FHF projects and programs, as well as measure the progress they make towards the goals set for them. The set of indicators listed in the module will be used at different levels to measure the outputs and outcomes produced by project activities against the project goals. In the current design, the Indicator data entry form consists of the following sections: The Indicator Targets section is used to provide the target values set for the indicator alongside with its baseline values. The Indicator Actuals section is used to provide information about the actual values of the indicator according to the reporting dates. The Indicator General Information section is used to display the indicator profile. The information presented in this section includes the indicator properties, information about the disease focus, health system pillars, thematic focus, and country that the indicator is related to. Moreover, you can specify which indicator category you want to see the reporting measures for in this section. The FHF-PRISM provides a web-based user interface and requires the end user to have a web browser pre-installed. 4

6 INDICATOR TARGETS The Indicator Targets section of the Indicator form (Figure 1) is used to provide information about the starting points for the indicator from which the indicator progress will be measured. Moreover, information on the targets and challenges that the indicator is set to reach is also specified in this section. Figure 1: Indicator Targets Section For more details on how to provide the information requested in the Indicator Targets section, refer to the table below. 5

7 Field Name Description Indicator Baseline / Targets Provide information about the baseline and target values of the indicator by specifying the following: Target Year - this drop-down is available for non-composite indicators and is used to select the year/quarter to record indicator targets. Please, note that the drop-down lists all the years and quarters that fall within the implementation schedule of the monitored item (e.g. project, activity, etc.) The current year is pre-selected in the list; however, you can select a different timeframe to record target data. Baseline this drop-down is available for non-composite indicators and is used to indicate the reference values for the indicator. Please, note that the indicator baseline value is the value against which the progress will be measured. Target indicate the target values for the indicator for each reporting year/quarter that falls within the implementation schedule of the monitored item (e.g. project, activity, etc.) If the indicator has disaggregation (by country, gender, age group, etc.), enter indicator target values for each disaggregate. Target Comments record additional comments that are relevant to the indicator baseline or target values. For more details on how to do this, see Managing Comments. Note: Based on the values input in this section, the system may automatically calculate the totals for baseline and target disaggregates. For the system to perform calculations, click the Calculate button in the top right corner of the screen. 6

8 Figure 2: Selecting a Year Managing Comments This chapter outlines how to add and edit comments. Adding a Comment In order to add a comment, follow the steps below: 1. Click the button next to the Baseline / Target / Actual field. An Add Text form will appear (Figure 3). 7

9 2. Enter the comment text. 3. Click the Ok button to save the information input. Or, click Cancel to terminate the operation. Figure 3: Adding a Comment Editing Comments In order to edit a comment, follow the steps below: 1. Click the button next to the Baseline / Target / Actual field. The Add Text form will appear. 2. Make the required changes in the data displayed. 3. Click the Ok button to apply the changes made. Or, click Cancel to discard them. 8

10 INDICATOR ACTUALS The Indicator Actuals section of the Indicator form (Figure 4) is available for non-composite indicators and is used to provide information about the indicator progress made as of the date of the report. Figure 4: Indicator Actuals Section For more details on how to provide the information requested in the Indicator Actuals section, refer to the table below. 9

11 Field Name Description Indicator Actuals First, select the year/quarter for which the indicator progress information will be captured or viewed from the drop-down list. Please, note that the drop-down will contain all years/quarters that fall within the implementation schedule of the monitored item. Second, specify what portion of the indicator targets have been achieved in each reporting year/quarter. Please, note that the reporting period id defined by whether the respective indicator is set to report progress on the quarterly or yearly basis. Third, record additional comments that are relevant to the indicator actual values. For more details on how to do this, see Managing Comments. Note: Based on the indicator target and actual values, the system may automatically calculate the totals (both for each quarter/year and grand total), as well as the percentage of achievement for the indicator in the given year. For the system to perform calculations, click the Calculate button in the top right corner of the screen. 10

12 INDICATOR GENERAL INFORMATION The Indicator General Information section of the Indicator form (Figure 5) is used to display the indicator profile. The information presented in this section includes the indicator properties, information about the disease focus, health system pillars, thematic focus, and country that the indicator is related to. Moreover, you can specify which indicator category you want to see the reporting measures for in this section. Figure 5: Indicator General Information Section 11

13 For more details on what information is presented in the Indicator General Information section, refer to the table below. Field Name Description Indicator Properties The information presented in this field appears in the read-only mode and is intended for viewing purposes only. It is derived from the indicator profile set up by the system administrator when creating a new indicator. For more details on how to create a new indicator and set up its profile, see the FHF-PRISM Data Management Administrator s Guide in REFERENCES. Moreover the Indicator Properties field includes the following: Indicator Code this is a unique code assigned to the indicator and used for reference. Indicator Type define whether the indicator is an FHF Core indicator or Other indicator. The FHF Core indicators differ from other indicators in that for the former, the FHF organisation or head office can define or control the indicator requirements. Indicator Title this is a one-line synopsis of the indicator and what it is called to measure. Indicator Definition/Explanation this is a short explanation of the indicator providing additional information on it. Notes these are additional notes and comments related to the indicator. Subsidized / Unsubsidized this indicates whether the indicator is subsidized or not. Periodicity (Actual) this shows the frequency with which the indicator actual is reported. The following options are available: Quarterly and Annual. Periodicity (Target) this is the frequency with which the indicator target is reported. The following options are available: Quarterly and Annual. 12

14 Disease Focus Health System Pillars Thematic Focus Country Indicator Disaggregations This field lists the diseases that the indicator will focus on. This field lists the heath system pillars that the indicator is going to support. This field lists the themes that the indicator will focus on. This field shows the geographical coverage of the indicator. More specifically, it lists all the countries where the indicator will be applied. This field lists the disaggregation (by country, gender, age group, etc.) and its levels defined for the indicator. Moreover, this field allows marking the disaggregation items for which disaggregated target/actual data are not available. This can be done by deselecting the checkbox to the right of the disaggregation item and clicking the Apply Changes button. Note: Deselecting all items of any disaggregation will automatically replace the items with the Disaggregation not available (DNA) option. Figure 6: Applying Changes to Female Disaggregation Item 13

15 Figure 7: Hiding Female Disaggregation Item in Indicator Targets 14

16 Figure 8: Hiding Female Disaggregation Item in Indicator Actuals 15

17 SAVING DATA When you have finished with the data input or modification, you should save your changes before you leave the page. Click the Save button to save the data entered and to remain in the opened page. Or, click the Ok button to save the data entered and navigate away from the Data Entry screen. Clicking the Cancel button will discard any changes made and close the data entry window. REFERENCES Please, refer to the following FHF-PRISM related documents to obtain more information about the system and how it functions: FHF-PRISM Analytical Interface User Manual FHF-PRISM My Workspace User Manual FHF-PRISM Dashboard User Manual FHF-PRISM Portfolio User Manual FHF-PRISM Project Data Entry User Manual FHF-PRISM Partner Organisation Data Entry User Manual FHF-PRISM Activity Data Entry User Manual FHF-PRISM Sub-Activity Data Entry User Manual FHF-PRISM Settings Administrator s Guide FHF-PRISM Workflow Administrator s Guide FHF-PRISM Security Administrator s Guide FHF-PRISM Data Management Administrator s Guide 16