Indaba Users Guide - The Carter Center
Contents
1. i Help The Help tab will lead you to the Indaba Help Desk Here you will find answers to many questions about your project and frequently asked questions about Indaba However your greatest help will come from Carter Center Project Manager Laura Neuman and Project Supports Sarah Lovatt and Kari Mackey Global Integrity may update Indaba While we are still uploading findings into Indaba If you have any trouble viewing your work first clear the cookies and the cache from the browser and then click refresh a few times If neither of these options solves your issue please feel free to contact the Carter Center for help u H Privacy Policy The privacy policy can be accessed from any Indaba page via a link in the bottom right comer of any screen ar on this URL http getindaba org indaba rivacy People working anonymously in high risk environments should consider the following Most secure computer systems including those of banks email hosts and Indaba are easily compromised by government security agencies This is routine and difficult to detect If researchers need to work anonymously they should not put their real contact information in Indaba but use an anonymous user name Indaba sitemall messages should net be considered private or secure most email systems are also open to routine surveillance Email addresses are more of a problem because the system needs to be able to reach reviewers to work If reviewers2. The Carter Center s Global Access to Information Indaba Users Guide for testing the Implementation Assessment Tool NDABA Table of Contents 4 Introduction 2 Indaba definitions 3 Logging into Indaba 4 Indaba Homepage Overview a Your Content i Your assignments i Your content Your inbox Queues and Cases People Personal Profile Messaging Help Privacy Policy 5 Researcher s Workflow a Submit Questionnaire i Carter Center Review for completion ii Carter Center Review and Refinement iii Blind Peer Review iv Edit Final Approval b Submit Narratives i Review and Discussion of Narrative li Journal Review and Response ii Edit Final Approval 6 Blind Peer Review Workflow 7 Finalizing 1 Introduction The Indaba Users Guide is designed to provide guidance on working within Global Integrity Indaba platform for data collection and analysis Indaba is a multiuser browser based platform that allows geographically distributed teams to create edit and publish original content This Content can include text quantitative data and uploaded files of any type The Carter Center s Global Access to Information Initiative is an early adopter of the platform As part of this partnership Global Integrity has provided comprehensive support and consultation in designing a platform specific to the needs of the Implementation Assessment Tool IAT project as well as providing training and technical support to
3. Carter Center staff In return The Carter Center will share Indaba specific resources such as workflow plans question formats and documentation with the community in order to encourage best practices across like minded organizations and provide feedback on the performance of Indaba for its continuous improvement In Pilot Phase I the Indaba platform was not yet ready for our use so we chose to use an online source for data collection At the review meeting following Phase piloting all three researchers agreed that uploading their data to SurveyMonkey was an arduous task in which their work was often lost and they had to re input their findings The Carter Center staff also had difficulty communicating with the researchers during testing and analyzing the researchers findings upon completion Carter Center staff had to manually determine and publish the score for each of 72 indicators We hope that the Indaba platform will solve many of these issues with its easy uploading of questionnaire findings narratives and analysis of data Furthermore Indaba facilitates blind independent peer reviews of the findings Much ofthis manual is excerpted from the Indaba generated User s Manual and for additional details please see http getindaba org help desk users manual researchers for researchers and http getindaba org help desk user manual reviewers for reviewers 2 Indaba Definitions Assignment Assignment is the generic term used
4. editing please also upload your narrative as an attachment Therefore to complete the assignment copy and paste the narrative directly into Notebook Editor and upload as attachment Be sure to use the Paste as plain text from Word tool by clicking on thel icon circled in orange above Simply copying and pasting will corrupt some characters To upload the narrative as an attachment click the browse button 20 ADD HEW ATTACHMENTS Cha i s sics 10M Dasongtion By clicking browse you will be directed to the documents on your computer Choose your document and click Open Cts Ss You will now see the title of that document show up on the text box here ADD HEW ATTACHMENTS has i s sics 10M L_a Descrton ev In the description you can re title your file if you d lik Click Add to the right of the description to upload your file You will see your file appear here ps a Make sure to save your work before clicking the m Done Submit button or else your work will be lost Once you have completed the narrative and click I m done Submit You will be prompted with the following Confirmation er seyeuvartte cote Tris astan carnotas nse Once you dick OK your narrative will move to the next step in the workflow i Review and discussion of Narrative Your narrative has now been sent to the Project Support and Project Manager for their r
5. for all questionnaires and narratives for hich you are responsible for completing When it is your turn to work an an assignment it will appear in the Your Assignment box You must complete the assignment before the workflow can continue Discussion Box Text box for Researchers Project Manager and Project Support to use and share comments related to a specific indicator The discussion box is visible by all users and may be published Hint box Location of indicator specific instructions and preferred data source Hover over the box to view this information Journal Narrative Private Discussion Box Text box for Project Manager Project Support and Blind Peer Reviewer to use and share comments The Researcher cannot see these comments and they will not be published Sitemail Messages strictly sent through Indaba They are linked to your email address so you will receive these messages in your email inbox but you cannot respond through your general email You acess sitemail through the messaging tab your inbox located on the right hand side of the homepage or through the people tab Sources Data points Survey Questionnaire Target Ministry Agency Your content All assignments in which you participate However if these tasks are not in the your assignment box they are with a diferent user and it s not your turn to work on the assignment Workflow The movement of a product i e questionnaire or
6. narrative from start to completion The workflow establishes who is responsible i researchers project upport manager and blind peer reviewers for each assignment to move from one phase to the next and their duties completing questionnaire reviewing editing etc 3 Logging into Indaba The Project Manager has already set up your Indaba account and you will have received an Indaba generated email with a link to authenticate your username and password Please check your Spam folder if you have not yet received this email To log into Indaba click on this URL htt indabaplatform com Enter your User Name and Password in the box below and click the Sign In button Itis important to note that the user name is case sensitive but the password is not INDABA piae ED oore In case you have forgotten your password click on Forgot Password and you willbe prompted to enter your User Name Once you have done so your password will be sent to your registered email address Please contact your manager if you would like this emall address changed 4 Home page overview Once you log in you will find yourself on your home page which consists of a number af Clickable boxes and tabs that represent various functions On the home page you can gain access to your assignment check the project s content and current status and receive email notifications explained in detall below Links to some of the most impo
7. previous or next indicator or ta the home screen by licking the appropriate button on the Scorecard Navigation box located to the right of your screen 16 scorecard Navigation 0 e After you complete all indicators the Complete Assignment box will change from grey to blue indicating that you are now able submit your assignment Action Bar Action Bar Bh we B D course assenuen gt O conrear Additionally you can complete your assignment by scrolling to the Scorecard Navigation box and clicking on the HOME icon to retum to the Home screen There you will now see an orange Complete Assignment button You will not see this complete assignment button until all indicators are complete You only have to click ONE of these Complete Assignment buttons not both Please remember that if you do NOT click this button your assignment will not move forward to the next step in the workflow Carter Center Review for Completion v Once you click Complete Assignment you will be prompted with the following Prue onto somis Ms cn carnete unene oy ey Once you clic OK the questionnaire will move to the next step in the workflow Please bear in mind that once you submit your work you will no longer have access to the Indicators to enter more information or comments You will be able to see your work through the view feature but will not be able to ma
8. read emails sent through Indaba but not to reply In order to reply you must use the Messaging function You can get to the Messaging function by licking the folder at the top of Your Inbox or the blue Messaging tab atthe top of the page Itis important to remember that Indaba will automatically notify your registered email address that a sitemail has been sent to you However you will not be able to respond to the sitemail from your email To respond to the sitemal you have to lag into Indaba and send the response from the Messaging tab Queues and Cases The two blue tabs to the immediate right of the Your Content tab are for two functions Queues and Cases that only the Project Manager and Project Support willbe able to use Ifyou click on these tabs they are blank The queue function allows the Project Manager and Support to assign tasks to each other The Cases function will be used rarely and allows the Project Manager and or Support to stop an assignment in mid workflow if a problem or concern arses D People The People tab allows you to see a list of all people in charge of the project You will see Project Manager Laura Neuman and Project Support Sarah Lovatt and Kari Mackey Click on any of their names and you can send them site mail by clicking on the Send a Sitemail button below When sending messages to Project Support please include both Sarah Lovatt your primar
9. Te aston ama undere Once you click this box the answers to the questions will return to the Project Support She will do one last check to make sure everything was answered and will then complete her assignment Project Support will continue the workflow by submitting the questionnaire to the Project Manager Laura Neuman Carter Center Review and Refinement The Project Manager will review the Questionnaire but this time with a more substantive lens The Project Manager will make any comments or ask any questions in the Discussion box and send the researcher her list of questions As before you will answer all selected questions and lick Send Feedback once you have completed this part of the workflow This process is exactly the same as the process described above The Project Manager will review your updated answers and may send more questions as necessary If she is satisfied with your answers she will complete the assignment Now the workflow moves to the Blind Peer Reviewer ii Blind Peer Review The Blind Peer Reviewer will remain anonymous to the researcher This person is an expert in the field of access ta information from your country The Blind Peer Reviewer will review your answers and make comments suggesting a different answer if they deem necessary Once they have completed the assignment their comments will return to the Project Manager She will review the Blind Peer Reviewers cammen
10. ad the Project Manager s comments in the Discussion box and answer appropriately Be sure to cick the Save button after completion You will see a green check mark to the left of the question once you have saved your answer Once you have answered and saved your work please return to the Questionnaire home page You will see an orange box instructing you to Send Feedback As before you will then be prompted with the confirmation message Once you click this box the answers to the questions will return to the Project Manager She will do one last check to make sure everything was answered and will then finalize the assignment 7 Final Once the indicator questionnaires are all completed and have been reviewed by the Blind Peer Reviewer the Carter Center will analyze the data and organize it for you to present to your focal groups At the conclusion of the pilot testing the findings and narratives will be prepared for publication a
11. eview and editing Should they have any questions or requests they will return your narrative to you with comments and or additional instructions in the discussion box and most likely an additional attachment that includes thelr comments and edits to your original work Indaba will then notify you for Journal Review and Response Journal Review and Response The narrative has now returned to your assignment box Click on this assignment and read the discussion at the top ofthe page Feel free to add any comments be sure to click the Add Comment box or your comments will not be saved Add Comment Read the comments and or edits made to your narrative and revise as appropriate Be sure to check if Project Manager Support attached any additional documents When you have completed this task cilek the m done Submit button Your narrative will return to the Project Manager Support If they have additional comments questions or concerns this back and forth will continue Otherwise the assignment will move to the next phase of the workflow i Edit Final Approval Project Manager and Support will edit narratives to ensure they are ready for publication 6 Blind Peer Review Workflow The Carter Center will provide the Blind Peer Reviewer s a unique username and password AS the Blind Reviewer you will be notified via email when a ministry agency Is ready for your review and given the username password at that ti
12. ith the score but wish to add a comment clarification or suggestion or 2 Ifyou do not agree with the score While Indaba will not force you to leave a comment for I am not qualified to judge this answer The Carter Center would like you to explain why you think this is the case PLEASE INCLUDE A COMMENT AS TO WHY YOU ARE NOT QUALIFIED TO JUDGE THE INDICATOR Ifyou would like to leave a comment for the Project Manager Support to see please do so in the Private discussion box z When leaving a comment in the discussion or private discussion box be sure to click the Add Comment or your comment will not be saved Add Comment For each indicator be sure to click the Save button or your answers will be lost You will not be prompted to save your work This button appears at the bottom of each page as so am It also appears in the Action bar at the right of your screen Action Bar You only have to click ONE of these save buttons not both If you forget to save and move onto another indicator or log out of Indaba your work will be lost You will not be prompted to save so always remember to click the Save button Once you save your wark through either of these two buttons you will get a pop up bar at the bottom of your sereen that confirms that your work has been saved a z When you have reviewed every indicator and are ready to complete the assignment the Co
13. ke any changes except for those that The Carter Center staff sends back to you with questions in a later stage of the project i Carter Center Review for Completion Once you complete the assignment your questionnaire will move to the next phase of the workflow in which the Project Support will review your answers far completion This phase of the review is to assure that all indicators are completed and all sources marked If there are any problems the Project Support will indicate this in the Discussion text box Once the Project Support has reviewed the entire questionnaire she will return a list of questions to the researcher You will then see for example Survey Review Response Bangladesh Customs TCC IAT Phase 2 Questionnaire in your assignment box Click on this assignment and you will see a list of questions on the right hand page below the Scorecard Navigation box that the Project Support has asked Click on each question read the Project Support s comments in the Discussion box and answer appropriately Be sure to cick the Save button after completion You will see a green check mark to the left of the question once you have saved your answer Once you have answered and saved your work please return to the Questionnaire home page You will see an orange box instructing you to Send Feedback a As before you will then be prompted with the confirmation message ees avant coi
14. me Under the Your Content tab you will see the yellow assignment box includes your assignment As with the researchers when you are responsible for an assignment the Project Manager Support cannot access it to make comments ot ask questions however they can view the assignment and your progress Be sure to frequently check your messages for questions camments that Project Manager or Support may have while the assignment is with You This will help solve any issues or alert you to any common themes before you have completed the entire assignment Click on the blue text to access the questionnaire Your screen will look like something like this The boxes on the left of each number are grey until you input your opinion see below Once you complete the review of an indicator this box will turn green Partially completed indicators will be orange a Click on the blue text to open each indicator You will then see the indicator the researcher s answer as well as the discussion between the Project Manager Support and the researcher Under reviews please choose one of the following 1 Yes Lagree with the score and have no comments to add Yes l agree with the score but wish to add a comment clarification or suggest another reference No ido not agree with the score am not qualified to judge this indicator You will be required to add a comment if 1 You click yes I agree w
15. mplete Assignment box located in the Action bar will change from grey to blue indicating that you are now able submit your assignment Acton sar Acton sar EES PA se B counesse gt coreane Additionally an orange complete assignment bax will appear on the homepage ofthe questionnaire mpiete Assignment You can click on either of these complete assignment buttons to submit You da NOT have to click both When you click Complete Assignment you will receive this confirmation message Meve ut dovis Mis aton cannot osu This way if you decided you are not ready to submit you may cancel If you click OK you wi complete the assignment and not be able to edit your answers further The Project Manager will then review your answers If she has any questions or concerns for You or the researcher she will note them in the Discussion text box Once the Project Manager has reviewed the entire questionnaire she will return a list of questions to you or the researcher depending to whom her question is directed If she has questions for you you will 2 then see for example Survey Review Response Bangladesh Customs TCC IAT Phase 2 Questionnaire in your assignment box Click on this assignment and you will see a list of questions on the right hand page below the Scorecard Navigation box that the Project Manager has asked ueston uist Click on each question re
16. ncluding language preference make sure to click the Save button Messaging Indaba has a built in sitemail messaging system that works like a very light version of a Web mail system Sitemail is a basic Indaba specif system alerts and messages to your usual email ie Gmail Hotmail etc Only one email account is allowed for this purpose This means that the system will forward Sitemail to only one email account If more people need to see the communication you received you will need to forward it to your colleagues messaging system that can forward This system was developed to solve two potential problems Sitemail enables an email like communication with people working anonymously or in areas where email censorship is a barrier to reliable communication Second rather than having to check Indaba it notifies you more effectively directly to your usual email when your assignment deadlines are looming You will receive duplicate emails one to your usual email and one to your Indaba inbox if you are sending the email through sitemail a copy will be in your Indaba outbox To respond to sitemail even if received in your usual email you must log in to Indaba and send from the Messaging tab If you simply click Reply in your personal email your message will be sent to a general Indaba inbox that no one in particular reads Thus the person you were trying to communicate with will not receive your message
17. our Content Your content a pveicsomcuumupercomace BERE Bp clei oe The Your Content box is a way to see progress of a document through its workflow This provides some transparency of what you and others Researcher Project Manager Project Support Blind Peer Reviewer are doing on Indaba The STATUS column progress bar indicates which goals have been completed and those that have nat By hovering your mouse over each colored black you can see the name of that workflow goal as seen below ee a a i Seen cme The color is an indicator of status Gray work not started Gray Red work waiting to be assigned Green Gray workin progress Red work overdue Green work complete The VIEW icon is a way to see the dacument in its current form This allows users to track progress af editing and other quality control processes however you cannot edit the assignment using this function The HISTORY icon opens a chart which you can use to understand how long each goal took to complete or make projections about future work based on estimates The GOAL metric is system generated estimate of when your goal might be completed based on the time it has taken you to conduct and complete work on your assignment per the original deadline Please note that this is not the deadline for completing your assignment The ESTIMATE metric is a time estimate for the completion of the overall workflow cycle
18. referred data source in the sources text box If you do not write anything you will receive this error message You also can upload attach any relevant materials organizational chart copy of law ete using the attachment function Attachments You will browse for the document presumably saved on your computer include a description tte for the attachment and click add The Discussion Box allows you to make any comments related to the indicator or findings It also is a space for discussion with the Project Manager Project Support Be sure to click the Add Comment box or your comments will not be uploaded 3 VERY IMPORTANT once you have completed the indicator BE SURE TO CLICK THE SAVE BUTTON This button appears at the bottom of each page as so m It also appears in the Action bar at the right of your screen Action Bar ED Z course assan You only have to click ONE of these save buttons not both If you forget to save and move onto another indicator or log out of Indaba your work will be lost You will not be prompted to save so always remember to click the Save button Once you save your work through either of these two buttons you will get a pop up bar at the bottom of your screen that confirms that your work has been saved cm ED After you save you can click on either the right or left arrow to navigate to another indicator Or you can navigate to the
19. rtant Indaba functions also are on the home page in the six blue tabs at the top of the page Your Content Queues Cases People Messaging Help In addition on the home page you can access and edit your personal profile and get acquainted with the project s privacy policy 1t you have used indaba previously you will still have access to your past work To ensure that you are in the correct workflow please check that the title af the workflow found above the Your Content tab E ro A A oT A A Your Content Tab Your content is your homepage and includes information about the assignments on which you are working and the progress of your work i Your assignments When each assignment is ready to complete it will appear in the yellow your assignment box as well as the deadline This isthe most important box in Indaba uemtbusetonae fS6LA ASROULTURE TOG Frase z auestonnare When you have a task assigned to you a link will appear in the yellow box that will navigate you directly to the content If you do not see an assignment in Your Assignments box then it is NOT your turn to work on the assignment Clicking on this link is the only way to work on your assignment The Status column indicates the progress that has been made on the assignment The Deadline column indicates when your assignment is due year month day i Your Content Below the Your Assignments box you will see a gray box called Y
20. t A Submit Questionnaire You will see that the Your Assignments box includes the seven questionnaires for you to begi inputting your data To access each questionnaire click on the appropriate link This wil direct you to the questionnaire and will look tke this SCR RBRIEULTORETEE Pr sae Ik Oeics The boxes on the left of each number are grey until you input an answer Once you complete an indicator this box will turn green Partially completed indicators will be orange Click on the blue text to open each indicator You will then see the indicator hint box answer choices and sources list a 120 crosseaning Functions derrovewrenson an pices eon ia Please answer the indicator based an your research and click on which source you used to find this answer Hover the mouse over the hint box to see indicator specific instructions and the preferred data source Ifthe source you used is not listed as an option please choose Other and in the Description of Sources text box indicate what source you used and any other information related to your source website links name of agency official with authority over palicy procedure etc u PLEASE NOTE even if you checked one of the preferred data sources you must include something in the sources text box in order to move ta the next indicator If using a preferred data source feel free to just write p
21. think email addresses can be linked to them example myrealname gmallcom or name myrealemployer com they can go to a public computer and create a new completely unconnected email address from Gmailcom and use that only for sensitive work NOTE This should not be an issue for the Carter Center IAT project If you have concerns please speak with Laura Neuman 5 Researchers Workflow Once you log in to Indaba the assignments ready for your input will be located in the yellow your assignments box on the homepage Over the course ofthe project you will be asked to complete the following assignments 7 questionnaires of 75 indicators one questionnaire per ministry agency 1 country context narrative 1 focal group narrative summary of key findings narrative 1 narrative assessing the IAT Please note that the narratives cannot be submitted until all the questionnaires have been completed When you are responsible for an assignment Project Manager and Support cannot access It to make comments or ask questions however they can view the assignment see what you are working on Be sure to frequently check your messages for questions comments that Project The number af ministries might be diferent for Phase researchers and for countries where one of he 2 Manager or Support may have while the assignment is with you This will help solve any issues before you have completed and submitted the entire assignmen
22. ts answers and if the Project Manager has additional questions or need for clarification from the researcher she will return a list of those back to the researcher This workflow is the same as the previous one you will be sent a list of questions respond to them and send feedback to Project Manager 3 Final Approval Once the Project Manager is satisfied with all answers the workflow will continue to the editing and final approval stage Project Support and Project Manager are responsible for these tasks and wil eit approve the questionnaire to ensure they are fit to publish B Submit narratives You will have four narratives to submit 1 Country Context narrative minimum of 500 words 1 Focal Group narrative 500 5 000 words 1 Summary of Key Findings narrative 5 10 pages LAssessment of Too narrative no more than 5 pages Once you have completed all of the questionnaires you wil see the four narratives in your assignments Click on the narrative assignment You will now be able to upload your narrative in the Notebook Editor Iewboon tenor AL eons z JaG arz aajmsjniu tEjaar Bae You have two options for submitting your narrative typing directly into Notebook Editor or copy and pasting from a word document The later is preferred In order to satisfy the requirements for the minimum word limit you will need to have something written into the Notebook Editor But for ease of reviewing and
23. which is adjusted based on the work completed in each so far If goals are completed before or after their deadlines the estimate will be adjusted This is a guess only Please note that this is not the deadline for completing your assignment Below the status line the NEXT STEP item shows you who is presently working on the document Your Inbox Your Inbox box is located to the right of the Your Assignments box Here you can see ali sitemail that has been sent to you directly The sitemail can be automatically generated by Indaba Informing you about the next step in the workflow or sent to you by another party working on your project via Indaba The sitemail automatically generated by Indaba usually consists of alerts or reminders that your assignment is ready for you that it is past due et Ifyou want to retrieve more sitemail click on more below the last sitemail in Your Inbox box You can click on every sitemail link to see its content your inbox Summary Finaings Narratives Fendy tor you to start working ots tun nace Spate BANGLA CUSTOUS TCC Phase 2 Summary Findings Narrative read Tor you to stari working BANGLA AGRICULTURE TCC Phase 2 Summary Findinos Hiarrate 18 Faad for you to start working 2 050 ton oaoa St Peer Revie narranve ready for yout sia worung ots ho nib Sten BANGLA CUSTOMS TCC Phaso2 Poot Reviw Narrative s roadr for ou tostar working This inbox allows you to
24. y contact for technical issues and Kari Mackey E Personal Profile In the top right corner of any Indaba page you will see your name in green text This is Where you can access your personal profile In this window you can see your limited and full biographies as well as system information The Project Manager and Project Support may see and edit personal profiles In order to edit your personal profile click on Edit in the top right comer of the window next to the placeholder for your photograph You are now able to edit your profile in a window that looks like this You can also choose system language from the Language drop down lst Two languages are available English Spanish and French The system s information will now be displayed in the language of your choice This page is also where you can change your password if needed by simply choosing the Change Password link at the bottom of the page This will take you to another page Where you will have to enter your old password and then input your new password If you decide to change your password please notify Project Manager Laura Neuman and Project Support Sarah Lovatt The personal profile information only can be seen by people with access to Indaba It cannot be viewed on the general Web and only by Indaba users assigned to your project Le Project Manager and Project Support 20 Ifyou make changes to your personal profile i
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