My Introduction Good morning, over the next hour and a bit we will be Looking at guidance on completing beneficiary forms and entering activity hours into the database, this will take about 20 minutes. You will then do some group work, in the groups on page 2 of your session agenda, for about 20 minutes looking at the three specific questions and any other issues you may have regarding data entry and monitoring. We will then get back together to present and discuss these issues and potential solutions. There will be a chance for questions during this session and at then end.
Firstly The beneficiary form and database activity entry. You have a copy of the Beneficiary form guidance and the Activity Hours Logged Guidance on your chair.
The current version of the Beneficiaries form that you should be using is Version 3 March 2010. Please delete any old versions. On your printed copies the references to the notes in the guidance is in blue in the relevant field. And all fields and check boxes have been populated as part of the testing.
I do not propose to read out each of the guidance notes but give you a few moments to read it and ask any questions. If you are reading it and it doesn’t make sense, then so will others so please raise your point so we have a clear team understanding. If it is clear I will move on.
Again for notes 4 to 7 have a read, are there any questions?
Any questions regarding the general guidance?
The beneficiary definition is being discussed with the Digital Inclusion Unit at WAG (Cathryn, any update) this section gives you a practical example of what you should be considering when deciding if an individual is a beneficiary. Any Questions? It is really important that forms are completed as soon as the person becomes a beneficiary and is sent in immediately. There are two reasons for this. One is that we conduct a mid quarter report, so if left to the end it will give a false indication of the work being carried out in the first six weeks of any quarter and secondly it will make the administration task really difficult if they all arrive at the end of a quarter. Lastly it will assist you if you get into the habit of sending in forms and entering data on a weekly basis.
Now lets look at the database activity hours logging
This screen shot shows a typical activity log screen with a narrative in the notes field. Please ensure you enter the project code; some staff have been missing this and the hours do not get counted. This may be because connection is lost, if this happens to you please check that entry when you log back in to make sure it is correct. Not only will this affect the overall figures but will also affect any data on your targets achieved. Make sure the company Name fields and contact fields are completed from the menu. Use the drop down menu for the actual activity title. You have a copy of the Guidance for this which has a brief description example for each of the menu items to help you select the correct activity. This is really important to make sure that we only count hours towards activity that goes towards adopting or exploiting ICT. Change slide here to emphasize points and detail last point re Notes field…….
Re emphasize and detail last point. We do need to emphasise, this project is funded by £19 Million of public money It is heavily target driven by both WAG and WEFO with very specific target definitions. So you need to be always thinking, is what I am doing going towards achieving target as well as assisting the client or individual. We know it is bureaucratic and time consuming but if we do not get the data entry right we will not stand up to the three independent project evaluations that are scheduled let alone a European Article 4 or 10 audit. The mid project Audit will start in Quarter 10, July 2011 to report before end of year three, March 2012, it could stop the project if we are not delivering to the targets and in budget. So it is in all our interests to get the data recording and entry right first time. So if you are not already in the habit of regular weekly data entry and form submission, please get the habit, it will help you, me and those we are seeking to assist.
Split into groups, 20 minutes to discuss and write down your issues and solutions on flipchart, for me to take away to finalize the business process flowcharts I am working on. Then we will have a 25 minute plenary session where each group will have up to five minutes to present their findings and for us all to discuss; to finish up we will have a final five minutes for questions and discussions.
Leave on during group work and plenary.
Induction day monitoring session ppt 150410
Project Monitoring <ul><li>David Moore </li></ul><ul><li>Project Monitoring Officer </li></ul>
Guidance on Completion of Beneficiaries Form C20 – B Database Activity Hours entries
Guidance Notes <ul><li>Note 1 As well as the actual title, please put in a description of the type of activity that the beneficiary has participated in. </li></ul><ul><li>Note 2 The name of the activity deliverer is entered here. Either a Partner, a client who is delivering or a 3rd party provider. </li></ul><ul><li>Note 3 The name of the organisation the person works for or is a volunteer for, is entered here. If the person is not an employee or volunteer, then they are an unattached beneficiary, therefore enter unattached beneficiary in this field. </li></ul>
Guidance Notes <ul><li>Note 4 If you cannot get a date of birth please put an age in. The NI number is only used as a unique identifier and for no other purpose and is not passed on to any other agency. If you cannot get a full postal address please get the post code. Note 5 Data Protection Questions, tick option which applies. </li></ul><ul><li>Note 6 If form completed electronically please print persons name here otherwise obtain a signature. </li></ul><ul><li>Note 7 If form completed electronically please print your name here, if signing hard copy please also print your name. </li></ul>
Guidance Notes <ul><li>General The best way to navigate between fields is to use the TAB key. It is important that all fields and tick boxes are completed fully. If the person does not wish to supply the relevant information (after you have explained the confidentiality and the fact that these details are required for funding purposes), then enter REFUSED instead. Then this will show up in analysis. All fields without notes are self </li></ul>
Guidance Notes <ul><li>What is a Beneficiary </li></ul><ul><li>Administration All forms must then be sent by post (see address at top of form) or email attachment to Rachael ( [email_address] ) in Admin as soon as completed so she has time to enter the beneficiary into the database before the end of the quarter. They should be sent in as soon as completed and not left to the end of the quarter. </li></ul>
Entering Activity in the Database <ul><li>Make sure you enter the project code. </li></ul><ul><li>Complete the contact name and company name fields . </li></ul><ul><li>Use the new drop down menus to populate the activity field. </li></ul><ul><li>Complete notes field to give more detail about the activity that evidences adoption or exploitation of ICT or some detail about meetings attended. </li></ul><ul><li>If you lose connection when entering data double check accuracy next time you log in for that event. </li></ul><ul><li>Is what I am doing going towards achieving target as well as assisting the client or individual. </li></ul>
Group Work Emma Evans Susan Taylor Chris Burton Mashahid Ali Peter Davies Sue Blantern Catherine Padfield Karen Lewis (new Circuit Rider) Daniel Mais Jayne Smith Michelle Walker Mog (Chris Morgan) Tim Ray Chris Allman Alpha Bah Josh Hoole Claudia Davies Dan Taylor Rachael Davies Mathew Lloyd Simon Donaldson Craig Hughes Steve Fossey Mike George Hamish Fyfe Marc Davies Charmaine Glisson Helen Evans Simon Jones Ricardo Malgas John Paul Jones Dafydd Ladd Caroline Kenzie Mike Wilson Catherine Evans Joyce Chow Zoe Jackson Stephanie Davies Leanne Taylor Dan Jolley Layton Emery Katrina Kirkwood Mark Smith Terry Price Group E Group D Group C Group B Group A
Group Work Plenary – 25 minutes <ul><li>Are there any issues with the use of the database? If so please identify and suggest solutions. </li></ul><ul><li>Are there any issues with the use of forms? If so please identify and suggest solutions. </li></ul><ul><li>What do you need to know to be able to effectively and accurately use the database? </li></ul>
Project Monitoring Any Questions ? <ul><li>David Moore </li></ul><ul><li>Project Monitoring Officer. </li></ul><ul><li>[email_address] </li></ul><ul><li>Mobiles:- 07900167906 or 07974406702 </li></ul>