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Tutorial_Caf_2020_etool.pdf

  1. 1. CAF 2020 - eTool CAF 2020 - eTool The Caf etool is continously updated so be sure to have the last ver- sion, referring to https://www.caf-network.eu/Digital_Tools Warning : the Caf etool is based upon a Microsoft SQL database, so it is man- datory to download and install first a Microsoft application called SQLLocalDb.msi . To do so, please, follow the Startup instructions, that you’ll find in the last pages of the present Tutorial.
  2. 2. CAF 2020 - eTool CAF 2020 - eTool WHY THIS ETOOL The main goal of an etool is to facilitate the management of one or more processes; it doesn’t intervene directly in the management, but only acts as a support. In the case of Caf 2020, we are dealing with a model that, ho- wever simple, actually implies a considerable commitment on the part of a small or large organisation, a commitment sha- red between several assessors. Below it is a list of features relating to this etool. 1) it allows different assessors to operate on the data for which they are responsible, which can subsequently be in- tegrated, for the purpose of producing final summary do- cuments. The model considers twenty-eight sub-criteria articulated in examples (around ten for each sub-criterion). Of each example different aspects must be considered, differentiated between "enablers" and "results", consisting of both textual content and numerical values. All this having in mind that among the various entities there are logical connections to be taken into account. It is therefore a framework that, however complex, must be designed precisely, on a support that is reliable and easy to manage by users. 2) it provides an engine for automatic data management. The etool adopts the Microsoft SQL relational database. 3) it implements the synchronization of data produced re- motely by the assessors. The product of the assessors needs to be integrated, synchro- nization mechanisms are therefore necessary. The etool offers two tools that allow it to be implemented, al- lowing each individual assessor to produce a single compres- sed file, to be transmitted in the most appropriate ways, to a figure with administrator functions. 4) it produces automatic data summaries. Considering the mass of data with which we are dealing with, it is imperative to have summaries available that allow us to have a picture as complete as possible of the situation, in or- der to make the right choices. The etool allows to create, in a simple and fast way, many summaries of the data, in the form of documents with hetero- geneous content, or in the form of numerical tables or graphs. These documents can be further processed and finally printed and /or saved in the most appropriate supports. 5) it compares the values between different numerical ta- bles and assign the most appropriate score. The attribution of the final scores comes from the consensus meeting. The etool has a single environment in which to recall for each single dimension of analysis (plan-do-check-act / trend- targets-comparisons-coverage) and for each sub criterion, the tables of all the data entered by all the assessors, supported by their statistical and graphical data.
  3. 3. CAF 2020 - eTool CAF 2020 - eTool It is also possible, at the same time, to recall the situation con- cerning the evidences, the strengths, weaknesses, ideas for improvement, of each subcriterion, so as to have all the ele- ments possible to attribute the final scores. 6) it facilitates the reading of numerical data. Numerical data is indispensable as they represent the measu- rements of the parameters that describe an organisation. The etool produces, in addition to the numerical tables, also their graphic representation through histograms, aerograms, radar diagrams, which facilitate the understanding of the results. 7) the pyramidal structure of data elaboration (see next page) Data passes through different elaborations, which follow the logical path adopted in practice. The user is thus guided in their insertion and takes advantage of all the facilities offered by the automation. For the Enablers this is applied in the path that from the relative raw data leads to a first synthesis and therefore to the extrapolation of the strengths, weaknesses, areas for improvement, ideas for improvement and the final (automatic) document of the Self Assessment Report. For the prioritization phase, this is applied in the path that le- ads from the ideas for improvement to their collation by the- mes, to the first formulation of the improvement actions, to their subdivision into key improvement actions and quick wins. They in turn will form the basis for the subsequent and final phase of prioritization. 8) it considers the international nature of the Caf model. Caf is an international model, born in Europe but also adopted outside of it. The Caf 2020 is available in 19 languages. The development environment with which the etool was crea- ted allows the complete localization in the various languages, both of the examples and of the user interface, in order to make the model completely usable, without linguistic obsta- cles and this may constitute an additional factor of its diffu- sion. At now it is fully localised in English and Italian and par- tially localised in 17 languages. 9) input of textual data with dictation Text can be inserted with keyboard, but also with the dicta- tion feauture, for all the languages for which it is currently a- vailable by the Microsoft Windows operating system. To start dictating, select a text field and press the Windows logo key + H to open the dictation toolbar. Then say whatever’s on your mind.
  4. 4. CAF 2020 - eTool CAF 2020 - eTool THE PYRAMIDAL STRUCTURE OF DATA ELABORATION SELF-ASSESSMENT PHASE PRIORITISATION PHASE APPROACHES TO PRIORITISATION
  5. 5. CAF 2020 - eTool CAF 2020 - eTool It is recommended to follow the numerical order to visualize the videos . * The videos were made some time ago, so the images slightly differ from the current interfa- ce, but the underlying concepts are basically the same. YOUTUBE VIDEOS 1 Enablers(2:39) 2 Results(8:12) 3 Self Assessment Report(3:27) 4 Enablers/Results score(5:32) 5 Ideas collation(6:42) 6 Key actions(1:54) 7 Consensus(2:42) 8 Eipa prioritisation(4:35) 9 Synchronisation(2:49) Caf Clipboard (3:27) < < < INDEX MAIN FORM PRIORITISATION FORM ETOOL RELATIONS ELABORATION PATH OF KEY IM- PROVEMENT AC- TIONS < RETURN LINKS TO:
  6. 6. CAF 2020 - eTool CAF 2020 - eTool  Numeric values are initialized to 0 (zero).  Text values are initialized to "--" (double dash, without quotes).  The following conventions have been adopted in the management of the indicators: - for sub-criteria 6.1 - 7.1 - 8.1 the values are initialized to the string "RESULT" (without quotes); - for sub-criteria 6.2 - 7.2 - 8.2 - 9.1 - 9.2 the values are initialized to the string “INDICATOR" (without quotes); If you change a text value initialized to "--" with a different one and then want to delete it, do not insert blank spaces but reinsert the string "--". In the management of indicators, when you insert a new string value, thus changing the default ones, and subsequently you want to delete it, reinsert the initialization ones "RESULT" or "INDICATOR" (without quo- tes). When you change any value, you are actually changing a database field. The above conventions actually behave like filters, instructing the software to take into account (or not) a certain value. This avoids processing unnecessary database fields. CONVENTIONS WARNING  the etool creates several necessary files only after the first use, so you can’t execute commads like Export or Merge during the same.  the presence of an antivirus could prevent the etool from running correctly , so it’s better to accondingly set the concerning execption rules (or temporarily disable the antivirus).
  7. 7. CAF 2020 - eTool CAF 2020 - eTool WHY THIS ETOOL PART 3 – INSTALLATION INSTRUCTIONS PART 1 - THE SELF ASSESSMENT PHASE ➢INSTALLATION INSTRUCTIONS ➢HOW TO OPERATE ➢DATA ENTRY ➢MAINFORM ➢CAF ADJUSTMENT ➢ENABLERS MANAGEMENT ➢ANNUALITIES INSERTION ➢INDICATORS MANAGEMENT ➢RESULTS MANAGEMENT ➢CHRONOLOGY ➢SYNTHESIS MANAGEMENT ➢STRENGHTS-WEAKNESSES-IDEAS FOR IMPROV. ➢ENABLERS SCORE INPUT ➢RESULTS SCORE INPUT ➢CONSENSUS MEETING MANAGEMENT ➢SCORE MONITORING ➢CHARTS MANAGEMENT ➢INTERACTIVE CHARTS ➢CONTRIBUTIONS MERGING ➢SELF ASSESSMENT REPORT ➢BACKUP ➢COPY GRIDS PART 2 - THE PRIORITISATION PHASE UTILITIES ➢BENCHLEARNING ➢BALANCED SCORE CARD ➢PCM ➢ETOOL RELATIONS ➢ELABORATION PATH KEY IMPROV. ACTIONS .. . ➢CRITICAL SUCCESS FACTORS ➢ANNOTATIONS ➢DICTATION ➢HIERARCHICAL GRAPH TOOL: INPUTGLEE ➢IDEAS COLLATION ➢ACTIONS FORMULATION ➢QUICK WINS/KEY IMPROVEMENT ACTIONS ➢PRIORITISATION EIPA approach ➢PRIORITISATION AUSTRIAN approach ➢PRIORITISATION FINNISH approach ➢PRIORITISATION ITALIAN approach ➢PRIORITISATION PORTUGUESE approach ➢PRIORITISATION SLOVAK approach CONCLUSIONS PART 4 – APPENDICES APPENDIX A ➢THE SYNCHRONIZATION PROCEDURE APPENDIX B ➢A CAF-etool PROJECT APPENDIX C ➢WORKFLOW ➢CAF JOURNEY ➢CAF CLIPBOARD
  8. 8. CAF 2020 - eTool CAF 2020 - eTool “The core of CAF2020 is a questionnaire with 200 examples of self-assessment of public organisations.” (https://www.eipa.eu/portfolio/european-caf-resource-centre/) The word “examples” tell us theyr true nature: they represent only suggestions. An interesting pubblication “Implementing CAF in public administration: Best practices in Europe ‐ obstacles and challenges” by Mel- pomeni A. Vakalopoulou, George D Tsiotras, Katerina Gotzamani is downloadable at https://www.researchgate.net/ publication/263491110_Implementing_CAF_in_public_administration_Best_practices_in_Europe_-_obstacles_and_challenges/ link/56fa59ed08ae81582bf4c49a/download Within it several ideas are underlined about the Caf adjustment: “… modifying CAF and adjusting it into the uniqueness of every organization can be obtained only through careful study and analysis of its implementation.” “… organizations not only implemented CAF, but they tried to differentiate and adjust it to their individual structure and status.” “The study of this case proves the need for CAF adjustments to the specialised conditions of every organization. Also, the example of the Finnish Public Management Department shows that CAF is a tool that can evolve and adjust itself to the new challenges and spe- cial features of every public administration. “ In the recent “Transforming Public Administration with Caf” by Thomas Prorok, Philp Parzer, they claim at page 36: “With the adjustment of the CAF questionnaire the examples of CAF can be concretised and customised to the specific culture and ‘language’ of the organisation” This eTool takes care of this important aspect of the Caf model and allows to personalize the examples and also to add others, in order to fulfill the above ideas. Look next pages for the Enablers’ and Results’ examples adjustment . CAF ADJUSTMENT INDEX < < INDEX
  9. 9. CAF 2020 - eTool CAF 2020 - eTool INDEX > > > > > > > > > > > To select an assessor, click an option button. The colors of the buttons follow a logic subdivision. ——————————————————————————-———- TEXTUAL DATA MANAGEMENT The first row of buttons calls the forms for (from left to right): -Insert raw data for Enablers -Insert raw data for Results -To do a synthesis for every sub criterion, based upon the previous raw data -To establish, referring to the previous synthesis, the WEAK- NESSES, STRENGHTS, AREAS FOR IMPROVEMENT, IDEAS FOR IMPROVEMENT for every sub criterion. I have called the inherent button REGISTER. ——————————————————————————-———- NUMERICAL DATA MANAGEMENT The second row deals with commands to manage the SCORES, the CON- SENSUS meeting and the score representation through charts . ——————————————————————————-———- The third row deals with UTILITY operations such as (from left to right): -Export all the data of every assessor (from assessor 1 to assessor 10) to synchronize (this is done by the Administrator) all the contribu- tions (scores, weaknesses, areas for improvement, ideas for im- provement) -To do a backup or to restore the archives and to subdivide the work among the assessors of the raw data inserted with the ENABLERS and RESULTS commands -To do the synchronization of all the contributions (scores, weak- nesses, areas for improvement, ideas for improvement) . -To print the SELF ASSESSMENT REPORT inside the inner word processor in a structured manner that, of course, can be further on elaborated, inside or outside it. ——————————————————————————-———-- The fourth row shows the credits, call the form for the PRIORITISA- TION phase, call the form to manage the steps of the Caf journey and exit from the application. ——————————————————–——— Call the Caf clipboard - Call the tutorial > > INDEX
  10. 10. CAF 2020 - eTool CAF 2020 - eTool For every sub criterion (1.1 in the picture) and for every example (n.1 in the picture) there are four textual boxes to fill. INDEX ENABLERS MANAGEMENT < < The command o- pens a new form for the synthesis management. The Font command allows you to esta- blish the Font type and size of the te- xtual boxes The image shows the filled textual boxes (in blue) and the empty ones (in gray) inherent the examples. INDEX
  11. 11. CAF 2020 - eTool CAF 2020 - eTool Adjustment of the Caf question- naire: customize the examples. The examples can be customised , tailoring them to own organisa- tion. It is up to the Admin to take this into account for the synchroni- zation (see the part about synchro- nization in this tutorial). Click the checkbox and change the text, then uncheck it. Once checked you can also restore the original content, clicking the Restore button. Clicking an option-button you can enlarge the adjacent textbox. To shrink it again you have to click the upper option-button. ADJUSTMENT AND LOCALISATION With the adjustment feature it is also possible to localise the examples in your language by your own.
  12. 12. CAF 2020 - eTool CAF 2020 - eTool Adjustment of the Caf que- stionnaire: add new examples. To add a new example click the green button “+”, a new yellow textbox is shown, write the text and then click the INSERT NEW EXAMPLE button. To delete a new example (it’s not possible to delete the original o- nes) select the same with the na- vigation bar and then click the red button “-” . Adding new examples makes the Caf etool more flexible but more attention is required in the synchronization phase. The inser- tion of new examples should be done by the administrator, before the first evaluation phase. He/she will hand over the modified database to the assessors, on which they can work.
  13. 13. CAF 2020 - eTool CAF 2020 - eTool Before you insert any data in the Re- sults forms it needs to select the years with the command If, for example, you select 2018 (in the list) as the first year, you have the situation in the picture. That is three years for which you can insert data in the Results forms. Then click Exit. This operation is done only once, at the beginning of the work. INDEX YEARS < This is a fontpicker, to choose the font family and the size of the font to use in the forms. INDEX
  14. 14. CAF 2020 - eTool CAF 2020 - eTool To insert data for the Results, it first needs to have a series of measurable parameters, the performance and perception indicators , relative to the organisation. The Caf model gives not binding indications about them, so the organisation is free to find and structure such parameters for its needs. Next phase is to insert them in the Caf etool database, which has room for up to 15 indicators for every exam- ple . Once inserted, they can only be affined during time, so it is recommended a deep study about their com- position and structuring. The Admin inserts the indicators in his/her database so they have to be synchronized with the S.A.G. compo- nents. The Backup form presents, for this purpose, two commands named BKP-IND and RST-IND, respectively for the backup and the restore of only data inherent the indicators. With the command BKP-IND it is created the backup in any chosen folder inside the system and also the relative compressed file, that can be easily transmitted to S.A.G. components. They, after its decompression in their own system, will launch the restoring operation. The below picture shows the work scheme. The operation can be repeated when it needs. INDICATORS MANAGEMENT <
  15. 15. CAF 2020 - eTool CAF 2020 - eTool 1) select an example with the Ex- amples list (the first is visible in the picture) , they are shown FIF- TEEN indicators (this is a fixed number). 2) update an indicator : click on it and change the text. This slider allows to enlarge/ shrink the height of the textboxes. INDEX The default text “RESULT” (for 6.1-7.1-8.1) or “INDICATOR” (for 6.2-7.2-8.2-9.1-9.2) have to be changed for the new indi- cators. If the text is not changed they are not considered, that is, it is a kind of filter. Once you have edited the indicators that you want, you can click on the EXIT button. Regarding the perception results (6.1 - 7.1 - 8.1), what you insert in the con- cerning fields are the same elements that you consider in the questionnaires, surveys, focus groups, appraisals, interviews, consultation with staff representatives, user panels, reports, public press meetings, NGOs, CSOs and/or others instruments that the organisation usually adopts. INDICATORS MANAGEMENT < < INDEX
  16. 16. CAF 2020 - eTool CAF 2020 - eTool 1) Select an example from the list 2) Select an indicator (previously established) with the naviga- tion bar (they are available up to fifteen indicators for every example - the estab- lished indicators are indicated in green color) 3) Fill the two textual boxes and insert the values (inherent the selected indicator) for three years. INDEX RESULTS MANAGEMENT < < A useful chart shows the numerical values in a more readable way. The reference years are established only once, within the previous form YEARS, at the beginning of the work. You can also manage the indicators directly inside theyr textbox’s description. The man- agement table of the previous page, will be accordingly updated, in a two-way mode. INDEX
  17. 17. CAF 2020 - eTool CAF 2020 - eTool RESULTS MANAGEMENT PANELS 1) selection of the example 2) indicators naviga- tion 3) insertion of values, perception results/ indicators results and summary 4) values chart The previous image is re-proposed for clarity, given the importance of the topic. Although it seems complex, it actually reflects the ordinary indicators management procedure.
  18. 18. CAF 2020 - eTool CAF 2020 - eTool Adjustment of the Caf question- naire: customize the examples. The examples can be customised , tailoring them to own organisa- tion. It is up to the Admin to take this into account for the synchroni- zation (see the part about synchro- nization in this tutorial). Click the Edit example button, two textboxes are shown. The upper one presents the selected example that you can change, the lower one contains the original example , that you can restore with a copy/ paste operation. Click again the Edit example but- ton and the two textboxes are hid- den. ADJUSTMENT AND LO- CALISATION With the adjustment feature it is also possible to localise the exam- ples in your language by your own.
  19. 19. CAF 2020 - eTool CAF 2020 - eTool Adjustment of the Caf que- stionnaire: add new examples. To add a new example click the green button “+”, a new yellow textbox is shown, write the text and the click the INSERT NEW EXAMPLE button. To delete a new example (it’s not possible to delete the original o- nes) select the same from the list and then click the red button “-” . Adding new examples makes the Caf etool more flexible but more attention is required in the synchronization phase. The inser- tion of new examples should be done by the administrator, before the first evaluation phase. He/she will hand over the modified database to the assessors, on which they can work. No check is made on the inser- tion of duplicates.
  20. 20. CAF 2020 - eTool CAF 2020 - eTool CRONOLOGY OF THE RESULTS When you complete a three-years pe- riod in a RESULTS table, with the SHIFT command you can perform a shifting of data to eliminate the first year and to insert a new one. This way, however, valuable information would be lost. It has been introduced the pos- sibility of inserting such a year into a specific table which will then reflect the CRONOLOGY of the results (for that in- dicator). In the left picture there is the table of examples in subcriterion 6.1. The ID_REL column represents the code in the example. Let's consider the first example, with code ID_REL = 1. Clicking on that first line they will be shown, in the second table, all the IN- DICATORS related to this sub-criterion (in a fixed number of fifteen). By clicking on each orange button of them , the third table shows the chro- nology for such a parameter and the concerned chart. INDEX RESULTS’ CHRONOLOGY < < A chart is invaluable to show the changing over time of the considered parameter. They are all test values, of course. You can print all the tables in the inner wordprocessor. INDEX
  21. 21. CAF 2020 - eTool CAF 2020 - eTool For every sub criterion, in the left side are called the list of examples and the data inserted with the previous forms. This is a reader, that allows to clearly look the data and with searching text features. In this Edit environ- ment they can be inserted others external objects (pictures, tables, charts, and so on) and to do copy/paste from left to right. For ENABLERS they are shown the EVIDENCES,for the RESULTS it is shown the SUMMARY. INDEX SYNTHESIS MANAGEMENT < < INDEX
  22. 22. CAF 2020 - eTool CAF 2020 - eTool For every subcriterion it is called (in the right side) the document created with the previous form, that is, the situation for the selected one . It is a read-only document and referring to its content they can be filled the four textual fields concerning STRENGHTS, WEAKNESSES, AREAS FOR IMPROVEMENT, IDEAS FOR IMPROVEMENT , selected with the homony- mous buttons. It is also shown the score, previously inserted with the inherent forms. This command print the stenghts, weaknesses, areas and ideas for improvement, in the inner wordprocessor, where they can be further elaborated. To facilitate the future subdivision in QUICK WINS and ACTIONS, it is recommended, for every proposed action, to in- sert on the left also the number of the sub crite- rion to which it belongs. The following is an ex- ample: 1.1 – action 1 - Lorem ipsum dolor sit amet, ... 1.1 – action 2 - Lorem ipsum dolor sit amet, ... 1.1 – action 3 - Lorem ipsum dolor sit amet, .... INDEX PRIORITISATION PHASE The command IDEAS COLLA- TION opens the inherent form - look at --> < < < > STRENGHTS- WEAKNESSES,-AREAS FOR IMPROVEMENT- IDEAS FOR IMPROVEMENT MANAGEMENT < READ ONLY These are toggle buttons, when one of them is active, the others are not, so you have to deacti- vate it to click another. INDEX
  23. 23. CAF 2020 - eTool CAF 2020 - eTool The form for the score assignment for En- ablers. The labels are colored based on their value ac- cording to the upper range scale. This command switch from the remarks scor- ing and the list of ex- amples. You can insert the RE- MARKS to scoring for every subcriterion. All the remarks can be printed in the inner wordprocessor. This command shows/ hides the labels of the examples, so you can do copy/paste inside the textboxes. INDEX ENABLERS' SCORE ASSIGNMENT < < INDEX
  24. 24. CAF 2020 - eTool CAF 2020 - eTool With the MAP command it is drawn the complete map, which concerns all the En- ablers sub-criteria and their examples subdivided for score range . These are the labels shown with the command, that you insert inside the inherent textboxes (look the previous page). With the COPY_GRIDS form it is possible to collect also this type of data for every assessor. The scores instead, are inserted with the SYN- CHRONIZATION command. INDEX < These are toggle buttons, when one of them is active, the others are not, so you have to deacti- vate it to click another. INDEX
  25. 25. CAF 2020 - eTool CAF 2020 - eTool The VALUES command shows the map of all the values of all the sub-criteria, concerning one assessor (the one selected with the START form). The conditional formatting allows, by means of the colors, to see the complete situa- tion. INDEX < INDEX
  26. 26. CAF 2020 - eTool CAF 2020 - eTool The EVIDENCES command shows the same ( previously established inside the ENABLERS forms) for the se- lected subcriterion, so to easily identify the right range score INDEX < INDEX
  27. 27. CAF 2020 - eTool CAF 2020 - eTool The upper buttons show another values map, concerning the score inserted by all the assessors. The goal is, of course, to have ever the complete situation clearly shown. The red number on the left shows the clicked button and the con- cerning criterion. INDEX < INDEX
  28. 28. CAF 2020 - eTool CAF 2020 - eTool Clicking upon a subcriterion but- ton and clicking upon this button, they are shown/ hidden the Weak- nesses, Strengths, Ideas for im- provement, Areas for improvement for the same sub- criterion, so to have all the ele- ments to assign the score. The Results’ score assignment has the same feature, not shown for short- ness. INDEX < INDEX
  29. 29. CAF 2020 - eTool CAF 2020 - eTool 1. click the PRINT command 2. SELECT the content (click inside the text and press Ctrl + A) 3. COPY the content in the clipboard (Ctrl + C) open EXCEL, click a cell and paste (Ctrl + V) The same for the RESULTS and the CONSENSUS values. INDEX < INSERT THE VALUES IN EXCEL INDEX
  30. 30. CAF 2020 - eTool CAF 2020 - eTool You can call the Synthesis and simultaneously work with both, so to assign the right score and to position the sub-criteria’s number inside the small textboxes. ASSIGN SCORE LOOKING AT THE SYNTHESIS INDEX
  31. 31. CAF 2020 - eTool CAF 2020 - eTool The form for the score assignment for Results. The labels are colored based on their value ac- cording to the upper range scale. The MAP command shows the map of all the values, as that of Enablers score (not shown for short- ness). The upper buttons show the values inserted by all the assessors score (not shown for short- ness). This command switch from the remarks scoring and the list of examples. You can insert the RE- MARKS to scoring for every subcriterion. All the remarks can be printed in the inner wordproces- sor. INDEX RESULTS' SCORE ASSIGNMENT < < INDEX
  32. 32. CAF 2020 - eTool CAF 2020 - eTool For every analysis dimen- sion (PLAN/DO/CHECK/ ACT/TREND/TARGETS/ COMPARISON/ COVERAGE) it is shown the chart with the score assigned by every asses- sor . The consensus score is assigned from the lists and its value is automati- cally placed in one of the two tables, relating to the chosen option. These simple statistics help the attribution of the consensus score. The data distribution is also shown in a box plot chart. Data refers to test values. If you hover the cursor upon the boxplot chart, you can see its values (min, max, Q1 < first quartile >, Q3 < third quartile >, MEAN(continue line), MEDIAN(dashed line)). All the statistics can be also printed with the command in the inner wordprocessor, where they can be further elaborated. The chart for the new score can be created with the but- tons like this. INDEX CONSENSUS MANAGEMENT < < INDEX
  33. 33. CAF 2020 - eTool CAF 2020 - eTool Clicking the buttons at the top it is shown the complete table of the numeric values of the relative chosen criterion. To read this table: - e.g. caf 4 1 is the criterion 4 and the assessor 1 , caf 4 3 is the criterion 4 and the assessor 3 and so on - every row represents a phase e.g. the row with ID =5 is the PLAN phase, the row with ID =6 is the DO phase, ID =7 is the CHECK phase, ID =8 is the ACT phase for sub criterion 4.2, and so on (the yellow row is the PLAN/TREND phase). Clicking again on a button the table is hidden and it is possible to click the others buttons. For Results the sequence is TREND – TARGET – COMPARISON – COVERAGE Subcriterion 4.2 Subcriterion 4.3 Subcriterion 4.4 Subcriterion 4.5 Subcriterion 4.6 INDEX It is implemented a condi- tional formatting that col- ors the cells based on their values. < Subcriterion 4.1 INDEX
  34. 34. CAF 2020 - eTool CAF 2020 - eTool With the REGISTER command it is possible to show/hide (for the chosen sub criterion) the weaknesses, strengths, areas for improvement, ideas for improvement established in the Register form. INDEX < INDEX
  35. 35. CAF 2020 - eTool CAF 2020 - eTool In the CAF etool you can manage the numeric values (the score) that are represented as tables and charts. Of course they are important and give you many in- formations. You obtain them in each evaluation session (during the CONSENSUS meeting) but without any relation with the previous ones. The variation of data during time give you further useful informations. The picture shows the variation of data during seven evaluation sessions (look at the vertical gray lines, included the first and the last), whose name and date-time creation you can see in this list. You can see the graphics also for each single phase, in the example the four phases are shown. The example refers to random test (hence non-realistic) values. You can also investigate the relations among enablers and results, showing at the same time the relative graphics. In the CONSENSUS management form, at the end of the evaluation session you can now save all the numerical data (the score) in an external file of suitable format (,csv type) with the CSV com- mand. With the TIME command you can call the inherent form, that allows you to read the abo- ve .csv files, so to show the gra- phical variation of data during time. It’s up to the Admin to take care of these important archives, that represents the history of the organisation. INDEX
  36. 36. CAF 2020 - eTool CAF 2020 - eTool All the numeric values are represented by several kind of charts that can be also printed (Bars-Pie- Radar– Stacked bars). With the HTML command it is created an html file, that can be published in a website. Look at “Interactive charts” further on. With the EXPORT com- mand all the charts are exported in the folder you choice. The visualized chart can be copied in the clipboard (COPY command) or saved (SAVE command) in your system. You can insert all the exported images in a PowerPoint presentation with a few steps. 1. Launch PowerPoint , but do not open the presentation in which you want to add the images. 2. Click "Insert" at the top of the window. 3. Click "Photo Album" at the top to start a new photo album. 4. Click "File/Disk" and use the file browser to select all the images you want to insert as slides. You can hold "Ctrl" while clicking to select multiple images or press "Ctrl-A" to select all of them. 5. Click "Insert" and then "Create" to create a new photo album in a second PowerPoint window. INDEX CHARTS MANAGEMENT < < < INDEX
  37. 37. CAF 2020 - eTool CAF 2020 - eTool INDEX < BAR CHART RADAR criteria PIE CHART RADAR –subcriteria INDEX
  38. 38. CAF 2020 - eTool CAF 2020 - eTool PERCENTAGE BARS GAUGE CHARTS PARETO INDEX
  39. 39. CAF 2020 - eTool CAF 2020 - eTool The command HTML in the CHARTS’ form creates an HTML file that, if is open with a browser, shows all the produced charts in an interactive manner, that is, hovering the cursor on its elements it is shown the numeric value (they are Google charts). It is very useful because it can be also published in our own website, to show to the world our Caf situa- tion. The picture is a partial one, all the charts for all the sub-criteria are shown in the same window. There is also a global stacked bars’ chart (see next page) INDEX INTERACTIVE BAR CHARTS < INDEX
  40. 40. CAF 2020 - eTool CAF 2020 - eTool YOU CAN VISUALIZE THESE CHARTS AT https://sites.google.com/ view/caf-etool-2020-charts- demo/home INDEX INTERACTIVE STACKED BAR CHART < “Gauge” charts. INDEX
  41. 41. CAF 2020 - eTool CAF 2020 - eTool It is possible to investigate the relations among the enablers and the results looking the sub-criteria’s score (previously established with the inherent forms) with suitable tables and charts, choosing the values source from Consensus meeting or current Assessor . When the score is (automatically) inserted, the labels are coloured accordingly to the upper-left range score, so to show a map. The numbers refer to test values, hence they are not coherent . < INDEX Clicking a but- ton it is shown a bar chart of the numeric values, for En- ablers and Re- sults, so to do a visual compari- son of them. In the picture they have been clicked the 3.1 and 7.1 but- tons. INDEX
  42. 42. CAF 2020 - eTool CAF 2020 - eTool SYNCHRONIZATION INDEX
  43. 43. CAF 2020 - eTool CAF 2020 - eTool The Assessor ‘s number is added after the contribution to which it belongs. The Admin will remove this redundancy , making a further rationalization of data. 3) Launch the COPY GRIDS command (look next page). The order is not mandatory, so you can launch the COPY GRIDS command first. You can manage this form only with Admin login. Every assessor Exports his/her own data with this command from the main form and trans- mits it to the Admin. The Admin will put all the contributions received by the Assessors in a folder as preferred. Then he/she launches the command “MERGE” to in- tegrate it in his/her own database. This form is shown, to manage the MERGE and the COPY GRIDS operations. 1) Select the folder into which there are the As- sessors’ export data, (MyFolder Path in the ex- ample). The existing assessments are shown (from assessor 1 to assessor 5 in the example) with concerning numbers in green color. 2) Launch the MERGE command. Data are added (in numeric order of assessor) in their own fields of the database, so there will be a certain redundancy. INDEX < MERGING OF CONTRIBUTIONS (SYNCHRONIZATION) MyFolder Path NOTICE do not use the EXPORT and MERGE commands the first time the etool is launched, because some necessary files are created subsequently. INDEX
  44. 44. CAF 2020 - eTool CAF 2020 - eTool With the previous “MERGE” command it is possible to integrate some type of data, like strengths, weak- nesses, areas for improvement, ideas for improvement and scores (for enablers and results), but for the raw data inserted with the first two forms (ENABLERS and RESULTS) this is not possible or rather, it doesn’t make sense. With this functionality it is possible to leverage the subdivision of the work among the as- sessors and then to integrate it. In the left there are listed all 28 sub-criteria with aside a choosing list with a range 1-10. These numbers are the order numbers of each assessor. In the picture the assessor n. 2 compiles the form concerning sub-criteria 1.1-1.2-1.3 -7.1-7.2 and assessor n. 1 compiles the forms 3.1-3.2-3.3-5.1-5.2-5.3 and so on. The subdivision of the work among the assessors is a strength of Caf model and this etool takes care of this aspect . INDEX COPY GRIDS < DISTRIBUTION OF WORK Please look at section for further clarifications. SYNCHRONISATION INDEX
  45. 45. CAF 2020 - eTool CAF 2020 - eTool SELF ASSESSMENT REPORT INDEX
  46. 46. CAF 2020 - eTool CAF 2020 - eTool With this command the Self Assessment Report is automatically created inside an Edit environment, where it can be further on elaborated and then printed. The content is automatically created taking it from the database and from the rtf files created in the Synthesis form, so, every elaboration that you do inside it, is not automatically saved when you exit from this form. You can save it with the save command in the ribbon, or you can do copy/paste in another word proces- sor. PRINT SELF ASSESSMENT REPORT < < INDEX SELF ASSESSMENT REPORT INDEX
  47. 47. CAF 2020 - eTool CAF 2020 - eTool 1) select the reader option 2) click the command 3) select the scrolling mode it is shown the new bar so it is possible to insert several types of annotations. This S.A.R. is not the final version, but only the base on which to work, so the annotations are useful. With this command (a toggle but- ton) it is shown/hidden the list of (textual) annotations. <
  48. 48. CAF 2020 - eTool CAF 2020 - eTool BACKUP INDEX
  49. 49. CAF 2020 - eTool CAF 2020 - eTool The backup and restore of data are very important functions in every software and the right backup policy is a basic rule. As a further security initiative, during the exit phase, it is maked an automatic backup inside an hidden folder, that can be restored in the case of difficulties. It is recommended to ever make also an external backup. During the same phase it is also created a compres- sed backup file, named with its timestamp. In this way you’ll have the chronology (that you can call with this command) of all the backup files, that you can accordingly manage (copy, delete, rename, mo- ve). This command exports the chronology. BACKUP MANAGEMENT These command have been introduced to facili- tate the initial indicators management in that they allow the backup and restore of data inher- ent the same ( look also at the indicators man- agement form). If you have a folder synchronized with a cloud service like Dropbox or Google Drive, you can select it with the “Cloud” button and the .Zip chronology will be auto- matically inserted also in such cloud services. When you create a Backup in the folder you prefer, it is created a new folder named "XML", a compressed one named "XML_CAF.zip" and a .bak file that is the backup of the inner SQL database. When you Restore your work, you have to search and se- lect the folder containing the XML folder. < INDEX T:mydir INDEX
  50. 50. CAF 2020 - eTool CAF 2020 - eTool ANOTHER WAY TO CREATE A BACKUP Inside your installation package (the Polish version in the picture) there is the subfolder PACKAGE2. Enter in it and you’ll find the files as in the picture. The two files:  DatiCaf.mdf  DatiCaf_log.ldf are your current database. By paying close attention not to damage them, you can copy and insert the same in any directory you want. For example, you can structure a directory and subdirecto- ries system in which to chronologically copy these fi- les, like in the picture.
  51. 51. CAF 2020 - eTool CAF 2020 - eTool Your BACKUP is positioned in a folder cal- led “XML”, inside which there are many .xml files. The .xml format is a uni- versal one, so it can be read with many tools including Microsoft Excel. Go to Open and choose a file in your XML folder, choose XML Table from the options that appear and click OK in the next message that follows. It is shown a table with the values (textual and numerical). This is an example (a small part) So you can easily read your database and manage a copy of it for your purposes. The following is a chart done with Excel with the previous values You can also read a .xml file with:  a browser  a text editor  an XML viewer/editor but it’ll be shown in .xml format and not a table one as with Excel. READ YOUR DATABASE WITH EXCEL INDEX
  52. 52. CAF 2020 - eTool CAF 2020 - eTool INDEX PART 2 - PRIORITISATION PHASE INDEX
  53. 53. CAF 2020 - eTool CAF 2020 - eTool INDEX < < <  QUICK WINS management  BENCHLEARNING management  BALANCED SCORECARD management  PROJECT CYCLE MANAGEMENT  HIERARCHICAL GRAPHS  PARETO CHART The EIPA button and the buttons with flags refer to the localised approaches (EIPA - Italian— Portuguese—Finnish—Austrian—Slovak) to the prioritisation phase, as those presented in the “CAF Improvement identification, prioritisa- tion and implementation . A study of inspiring practices installed in 20 Public Sector organisa- tions throughout Europe and the methodologies for prioritisation. “ by Patrick Staes, Nick Thijs, Dorina Claessens in 2016. > > > > > > > > > > > > INDEX
  54. 54. CAF 2020 - eTool CAF 2020 - eTool IDEAS COLLATION / ACTIONS FORMULATION INDEX
  55. 55. CAF 2020 - eTool CAF 2020 - eTool Clicking the upper buttons they are shown the IDEAS FOR IMPROVEMENT for every subcriterion. Clicking these buttons it is possible to collate the ideas under common themes (up to twenty). The command FORMULATE ACTIONS shows the inherent form. You can PRINT the ideas for each theme. INDEX < IDEAS COLLATION FOR THEME < < > < REGISTER FORM > INDEX
  56. 56. CAF 2020 - eTool CAF 2020 - eTool Clicking the THEMES button it is shown/hidden the list of common themes to manage the same. INDEX < < < > < INDEX
  57. 57. CAF 2020 - eTool CAF 2020 - eTool To facilitate the procedure, with the MIRROR command the ideas for improvement are du- plicated. Clicking the S/H(show/ hide) command a new textbox is shown signaled with a red la- bel on the left. Clicking the up- per buttons the ideas for im- provement are shown in this new textbox. To collate an idea: 1) click an upper button (a subcriterion) 2) click a Theme (1 up to 20) 3) select an idea from the left textbox 4) press the F5 functional but- ton of the keyboard and it will be MOVED in the right theme space 5) in this way you can operate with the remaining data and at the end of the work all the content of the textboxes will be empty, meaning this that all the ideas have been collated. INDEX < The four buttons allow to format the text inside the new textbox. This is useful because in this way you can organize the text before to move it inside the THEMES textbox. Text is moved without formatting. INDEX
  58. 58. CAF 2020 - eTool CAF 2020 - eTool In the left they are automatically loaded the AREAS FOR IMPROVEMENT (from the REGISTER form) and the OR- GANISATION’s STRATEGIC OBJECTIVES (previously elaborated in the CRITICAL SUCCESS FACTORS form, that you can call with this command). Clicking an upper button they are shown the IDEAS previously collated for theme and the theme’s description . Based on these data, they can be formulated the IMPROVEMENT ACTIONS (on the right) that will be automati- cally available in the QUICK WINS management form. < INDEX ACTIONS FORMULATION < < TO THE QUICK WINS FORM < INDEX
  59. 59. CAF 2020 - eTool CAF 2020 - eTool QUICK WINS / KEY IMPROVEMENT ACTIONS INDEX
  60. 60. CAF 2020 - eTool CAF 2020 - eTool In this textbox you’ll have the action list automati- cally taken from the AC- TIONS FORMULATION form. The first operation to do is to copy this list in the middle textbox, with this command. You do this operation only once, but in the case of a mistake or a new self assessment phase you can repeat this operation. You can print the three contents inside the inner word processor. Now you can cut and paste , from the middle textbox to the left textbox the actions that are considered QUICK WINS. At the end you’ll have all the QUICK WINS in the left textbox and all the KEY IMPROVEMENT ACTIONS in the middle text box. The list of these actions will be automatically available in the following PRIORITISATION (for EIPA , Finnish, Portuguese, Italian, Austrian, Slovak approach) form. As a further facilitation, when you select some text in the middle textbox, press the F5 functional button of the keyboard and the text will be moved in the left textbox and is appended at the end of the ex- isting text. If you do a mistake you can leverage the UNDO/REDO (Ctrl + Z / Ctrl + Y) features of the two textboxes: click inside the textbox in which you want UNDO or REDO and press (Ctrl + Z / Ctrl + Y) how many times you want, there are not limits. INDEX TO THE PRIO- RITISATION FORM QUICK WINS / KEY IMPROVEMENT ACTIONS MANAGEMENT < < KEY IMPROVEMENT ACTIONS < FROM THE ACTIONS FORMULATION FORM < < INDEX
  61. 61. CAF 2020 - eTool CAF 2020 - eTool INDEX < < PRIORITISATION - EIPA’s approach < < INDEX
  62. 62. CAF 2020 - eTool CAF 2020 - eTool These KEY IMPROVEMENT ACTIONS are automatically inserted from the QUICK WINS elabo- ration previously done, but until now it is only pure text. You can now construct the KEY IMPROVEMENT ACTIONS LIST in the right., that is an indexed one as you can see from the first column ID. INDEX The PRIORITISA- TION command shows the homony- mous form. The ACTION SHEET command shows the homonymous form, that implements the “Scheme B” of the Caf brochure. < < ACTIONS LIST CONSTRUCTION < FROM THE QUICK WINS FORM < < < < INDEX
  63. 63. CAF 2020 - eTool CAF 2020 - eTool The actions can be com- pleted with the informa- tion as those considered in the “Scheme B” of the Caf brochure. A synthesis can be printed inside the inner word processor, for fur- ther elaborations. You can also have a GANTT chart with the time data, but only for the first 25 actions. See to the next page. The ACTION SHEET is available also for Aus- trian, EIPA, Finnish, Ital- ian , Portuguese and Slo- vak prioritisation phase. INDEX ACTION SHEET < < < < < < INDEX
  64. 64. CAF 2020 - eTool CAF 2020 - eTool INDEX The ini- tiatives are shown here by clicking on the left but- tons. INITIATIVES GANTT CHART < < < < INDEX
  65. 65. CAF 2020 - eTool CAF 2020 - eTool The KEY IMPROVEMENT ACTIONS LIST, previ- ously established, is shown in the right table. INDEX PRIORITISATION - EIPA APPROACH < < < < INDEX
  66. 66. CAF 2020 - eTool CAF 2020 - eTool This is the EIPA approach to the prioriti- sation phase (COMPLETE MODE), as that presented in the “CAF Improve- ment identification, prioritisation and implementation . A study of inspir- ing practices installed in 20 Public Sector organisations throughout Europe and the methodologies for prioritisation. “ by Patrick Staes, Nick Thijs, Dorina Claessens in 2016. It is possible to manage up to 50 de- fault actions. For every proposed action they can be chosen the subcriterion to which it be- longs, the SW value (articulated in IMCC, IMST, IMIR, IMSR) , the EIM value (articulated in LD, RN, SR), the PIM value and the chosen action. In this area it is shown a summary of all the data inserted. Clicking upon the small green labels they are shown the definitions of every voice. The etool makes available the Caf score. INDEX COMPLETE MODE < < < < INDEX
  67. 67. CAF 2020 - eTool CAF 2020 - eTool This is the EIPA approach to the pri- oritisation phase (CONCENTRATED MODE) . It is very simplified compared with the complete mode. The values for the strategic weight SW and the ease of implementation EIM are in the range 1-10. Several tables are accordingly pre- sented in the edit environment of the etool and created with the PRINT commands. They can be saved or ex- ported in other professional word processor for further elaborations. The following are some screenshots of these tables. INDEX CONCENTRATED MODE < < < < INDEX
  68. 68. CAF 2020 - eTool CAF 2020 - eTool Created in the complete mode INDEX STRATEGIC WEIGHT OUTPUT EASE OF IMPLEMENTATION OUTPUT < < < < INDEX Warning: due to a certain mechanism inside the programming language, the modification of the table in the internal WordProcessor becomes difficult, because the program seems to slow down considerably. To overco- me this obstacle, the table is by default created in a viewer, that is a fast operation. However, if you need to edit the table, you can save the document in your system and then edit it within another WordProcessor. This is true, of course, also for the complete (larger) table illustrated in the next page.
  69. 69. CAF 2020 - eTool CAF 2020 - eTool Created in the complete mode (with test values). INDEX GLOBAL OUTPUT < < < < INDEX
  70. 70. CAF 2020 - eTool CAF 2020 - eTool Created in the concentrated mode. INDEX CONCENTRATED MODE OUTPUT < < < < INDEX
  71. 71. CAF 2020 - eTool CAF 2020 - eTool INDEX < < PRIORITISATION - AUSTRIAN approach < < INDEX
  72. 72. CAF 2020 - eTool CAF 2020 - eTool INDEX These KEY IMPROVEMENT ACTIONS are automatically inserted from the QUICK WINS elabora- tion previously done. You can now construct the KEY IMPROVEMENT ACTIONS LIST in the right. INDEX The PRIORITISA- TION command shows the homony- mous form. The ACTION SHEET command shows the homonymous form, that implements the “Scheme B” of the Caf brochure. < ACTIONS LIST CONSTRUCTION FROM THE QUICK WINS FORM < < < INDEX
  73. 73. CAF 2020 - eTool CAF 2020 - eTool Insert the Priority value in the INPUT column ( 0 up 8) , it will be inserted also in the PRIORITY col- umn and its background colored accordingly the lateral scale. Once the work is complete click on the SCORE header and the table is ordered in ascendant or descendent order. Look at the next picture. INDEX PRIORITISATION < < < < INDEX
  74. 74. CAF 2020 - eTool CAF 2020 - eTool EXPORT THE TABLE 1-Select a row clicking in the left. 2-Click in the upper left corner to select the whole datagrid. 3-Press Ctrl + C and it is copied in the clipboard. 4-Open your word proces- sor and paste ( Ctrl + V ) the content. Select the table and set the borders as visible and do all the elaborations that you want. The PRIORITISATION is very fast, because the most of the work has been previously done in the QUICK WINS form. Here is done only a sieving opera- tion. INDEX < < < < INDEX
  75. 75. CAF 2020 - eTool CAF 2020 - eTool INDEX < < PRIORITISATION - FINNISH approach < < INDEX
  76. 76. CAF 2020 - eTool CAF 2020 - eTool On the right there is the action list. It is shown the new action list . In the middle there is a grid with nine categories to which belong the ac- tions. To categorize an action: 1) Select an action with the navigation buttons 2)Click in one of the nine buttons in the low/left side (the categories). It is updated the grid and in- cremented (or decre- mented) the number of actions inside a category. 3). To know the actions in a category, click upon the relative black circular button and they will be shown in this list INDEX PRIORITISATION—FINNISH APPROACH The ACTION SHEET command allows to manage the same as explained before. < < < < INDEX
  77. 77. CAF 2020 - eTool CAF 2020 - eTool The ACTION LIST command shows/hides the actions list from the QUICK WINS form (the KEY IM- PROVEMENT ACTIONS ), so you can fill the KEY IMPROVEMENT ACTIONS LIST. INDEX < < < < FROM THE QUICK WINS FORM INDEX
  78. 78. CAF 2020 - eTool CAF 2020 - eTool The actions’ number and the categories to which they belong, are also shown inside a MAP, shown/hidden with this command. When you hover over a yellow label (an action) it is shown the tooltip of its category and the descrip- tion of the action inside a pink textbox that appears (in the picture it is visible the tooltip for the cate- gory “POTENTIAL” and the description of the ac- tion n.2). The pink textbox disappears when you leave the label. The actions are positioned in numeric order inside a category. You can also as- sign the “UNCLASSIFIED” category to an action with the “0” button. INDEX < < < < INDEX
  79. 79. CAF 2020 - eTool CAF 2020 - eTool The action list is also printed (with the PRINT command) inside an edit environment, where it can be further on elaborated. INDEX < < < < INDEX
  80. 80. CAF 2020 - eTool CAF 2020 - eTool INDEX < < PRIORITISATION - ITALIAN approach < < INDEX
  81. 81. CAF 2020 - eTool CAF 2020 - eTool For every subcriterion, called with the above buttons, they are shown the weaknesses previously elaborated. It is possible to classify them in three types as RECURRENT, STRATEGIC and OPERATIONAL . The buttons with the P (paste) letter, are use- ful to paste the content of the clipboard (which content is here displayed) together with the number of the subcriterion to which it belongs. As usual, it is possible to have automatically, a synthesis inside the Edit environment, that can be also enlarged with the button E/S (enlarge/shrink). INDEX WEAKNESSES MANAGEMENT < < < < INDEX
  82. 82. CAF 2020 - eTool CAF 2020 - eTool Lorem ipsum dolor sit amet, consectetur adipisci elit, sed eiusmod tempor incidunt ut labore et dolore magna ali- qua. Ut enim ad minim veniam, quis nostrum exercitationem ullam corporis suscipit labo- riosam, nisi ut aliquid ex ea commodi conse- quatur. Lorem ipsum dolor sit amet, consectetur adipisci elit, sed eiusmod tempor incidunt ut labore et dolore magna aliqua. Lorem ipsum dolor sit amet, consectetur adipisci elit, sed eiusmod tempor incidunt ut labore et dolore magna aliqua. ANALYSIS’ FLOW 1 - We copy in the clipboard one weakness (Ctrl+C). Say that it is a re- current weakness,we visualize the con- tent of the clipboard with the P (paste) button. 2 - As it is a recurrent weakness, we paste it in the inherent textbox with the P (paste) button. The content of the clip- board will be added, together with the number of the subcriterion to which it be- longs (1.1 in the example) 3 Once we ha completed the work we can get the synthesis with the PRINT com- mand, inside the Edit environment. The list of the classified weaknesses is shown. INDEX 1.1 < < < < INDEX
  83. 83. CAF 2020 - eTool CAF 2020 - eTool Print a synthesis of all the ini- tiatives inserted inside the edit environment. Print the Action list as estab- lished in the QUICK WINS management form. Show/Hide the Strengths. Show/Hide the Action sheet. It is possible to manage up to 25 initiatives . Choosing an option they can be filled the four textual data and to insert the values of the impact column (1/3/5) and the feasibil- ity column (1/3/5). The value of the priority’s field is automatically calculated. It can be edited a synthesis, inside the Edit environment. INDEX INITIATIVES MANAGEMENT < < < < INDEX
  84. 84. CAF 2020 - eTool CAF 2020 - eTool The Initiatives’ management form also present a complete “Action-sheet” as the one considered in the Caf model (the Scheme B). The previous picture show the form as it nor- mally appears and this shows it when the remaining fields to consider are called. INDEX < < < < INDEX
  85. 85. CAF 2020 - eTool CAF 2020 - eTool This is a (very simple) GANTT which refers to the INITIATIVES managed with the previous form. The initiatives are shown here by clicking on the left buttons. This is the date of the current day, useful to see the situation. The number of initiatives is 25. INDEX INITIATIVES GANTT CHART < < < < INDEX
  86. 86. CAF 2020 - eTool CAF 2020 - eTool With this form it is pos- sible to do a prioritiza- tion of the initiatives, based upon the priority value. INDEX PRIORITISATION—ITALIAN APPROACH < < < < INDEX
  87. 87. CAF 2020 - eTool CAF 2020 - eTool INDEX It is possible to insert up to 25 CFS. For every subcriterion, relat- ing to the list of CFS you can in- sert the value of the importance ( 1/2/3 ). It is then calculated the total and the normalized total. The command Importance Value Chart shows a new form with the next chart . The command for the Critical Success Factors analysis. The command for a global view of CSF. CRITICAL SUCCESS FACTORS MANAGEMENT < < < < INDEX
  88. 88. CAF 2020 - eTool CAF 2020 - eTool This is the global view of CSF. The labels’ color, based upon their numeric value, show a map INDEX < < < < INDEX
  89. 89. CAF 2020 - eTool CAF 2020 - eTool INDEX IMPORTANCE/VALUE CHART < < < < INDEX
  90. 90. CAF 2020 - eTool CAF 2020 - eTool With the commands it is shown/hide the list of priorities INDEX < < < < INDEX
  91. 91. CAF 2020 - eTool CAF 2020 - eTool PARETO CHART In the prioritisation phase the Pareto chart could be a useful tool. < INDEX
  92. 92. CAF 2020 - eTool CAF 2020 - eTool INDEX < < PRIORITISATION - PORTUGUESE approach < < INDEX
  93. 93. CAF 2020 - eTool CAF 2020 - eTool The aggregation of the list of improvement suggestions can be done from the Action List : taken from the QUICK WINS. Clicking upon an option they can be chosen the Self assessment team’s suggestions and the stakeholders’ suggestion (source satisfaction surveys). These suggestions are the actions chosen, that will be managed with the following PRIORITISATION form. INDEX IMPROVEMENT SUGGESTIONS MANAGEMENT < FROM THE QUICK WINS FORM < < < INDEX
  94. 94. CAF 2020 - eTool CAF 2020 - eTool Clicking an option (that is an action) they can be inserted the impact, capacity, clients, choosing the values with the comboboxes (1 / 3 / 5) and the ranking. The scoring is automatically calculated. The improvement action is filled with copy/paste from the list of improvement suggestions managed with the previous form (see the next picture on the right). For every action must be filled the justifica- tions for the scoring. The UPDATE command is to do manually the updating of the database, usually done when the exit button is clicked. It is useful whether it takes much time to manage all the actions.The ACTION SHEET command allows to manage the same as ex- plained before. INDEX SCORING < < < < INDEX
  95. 95. CAF 2020 - eTool CAF 2020 - eTool With the PRINT command all the actions are listed with the table of values and the justifications to the scoring, inside an edit environment, for further elaborations that can be also saved. With the ACTIONS LIST command it is printed the list of actions as established in the aggregation form, so it is possible to copy and paste in the IMPROVEMENT ACTION field. INDEX COPY/PASTE TO IMPROVEMENT ACTION FIELD READ ONLY < < < < INDEX
  96. 96. CAF 2020 - eTool CAF 2020 - eTool The PLANNIG phase is managed with this form. The ACTION LIST previously established is available and shown/hidden with the homonymous com- mand. INDEX PLANNING MANAGEMENT < < < INDEX
  97. 97. CAF 2020 - eTool CAF 2020 - eTool It is created with the PRINT command INDEX < < < INDEX
  98. 98. CAF 2020 - eTool CAF 2020 - eTool INDEX < PRIORITISATION - SLOVAK approach < < INDEX
  99. 99. CAF 2020 - eTool CAF 2020 - eTool These KEY IMPROVEMENT ACTIONS are automatically inserted from the QUICK WINS elabo- ration previously done. You can now construct the KEY IMPROVEMENT ACTIONS LIST in the right. You have to insert in an action field the number of the subcriterion to which it belongs in the form x.x (for example 4.3). INDEX The PRIORITISA- TION command shows the homony- mous form. The ACTION SHEET command shows the homonymous form, that implements the “Scheme B” of the Caf brochure. < ACTIONS LIST CONSTRUCTION FROM THE QUICK WINS FORM < < INDEX
  100. 100. CAF 2020 - eTool CAF 2020 - eTool For every subcrite- rion you can insert the score inherent the eight principles of excellence. This score give us the Index depending on 8 principles of excel- lence (IPoE). The Caf score give us the Index depending on the CAF evalua- tion criteria (ICC). INDEX SCORING—PRINCIPLE OF EXCELLENCE < < < INDEX
  101. 101. CAF 2020 - eTool CAF 2020 - eTool You can select the whole table clicking on up- per left corner of the grid, copy in the clipboard (Ctrl + C) and paste (Ctrl + V) in your word processor, so you can further elaborate and print it. You can sort the Ip column click- ing on its title “Ip”. INDEX This form automatically shows the action list and the final priority index, according to the formula Ip = 0,6*ICC + 0,4*IPoE < < < INDEX
  102. 102. CAF 2020 - eTool CAF 2020 - eTool INDEX UTILITIES INDEX
  103. 103. CAF 2020 - eTool CAF 2020 - eTool This form allows to manage the bench learning process. It is composed of five phases. INDEX BENCHLEARNING MANAGEMENT < < < INDEX
  104. 104. CAF 2020 - eTool CAF 2020 - eTool It is possible to print a synthesis than can be also edited in its own environment and then saved. INDEX BENCHLEARNING MANAGEMENT < < < INDEX
  105. 105. CAF 2020 - eTool CAF 2020 - eTool The Critical Success Factors can be analyzed through a path that deals with the Vision and the Mission of the organisation, the inherent strategic Objectives, the operational Objectives and their enabling conditions. To open the C.S.F. form, click in the homonym button in the FORMULATE ACTIONS FORM CRITICAL SUCCESS FACTORS MANAGEMENT INDEX < < < < < < < INDEX
  106. 106. CAF 2020 - eTool CAF 2020 - eTool The Critical Success Factors can be further on declined in Key Performance Indicators to which assign a Target and an Actual Value. Their difference give useful indications. With the PRINT command the table is printed in the edit envi- ronment. The DIFFERENCE column has a conditional formatting that colours the cells in orange when it is negative. INDEX BALANCED SCORE CARD MANAGEMENT < < < < < INDEX
  107. 107. CAF 2020 - eTool CAF 2020 - eTool This is a simple PCM. In this grid it can be added/edited a project. In this grid they can be added/edited all the activities pro- vided for the project and in this grid they can be added/edited all the budget voices provided for every project. It is also available (for every project) the GANTT for the provided activities .It is possible to look at all the tables with the GRID com- mand. The PLAN can be printed inside an edit environment in which it can be further edited. The following picture shows a little part of it. INDEX PROJECT CYCLE MANAGEMENT < < < INDEX
  108. 108. CAF 2020 - eTool CAF 2020 - eTool To insert the content, click a circular button and insert it in the textbox that appears. It is also shown a description of what it has to be inserted. The goal of this PCM is only to have a fast way to draft one or more (simplified) projects , without any velleity to replace a professional one. INDEX PROJECT CYCLE MANAGEMENT < < < INDEX
  109. 109. CAF 2020 - eTool CAF 2020 - eTool INDEX The project can be printed inside an edit environment. < < < INDEX
  110. 110. CAF 2020 - eTool CAF 2020 - eTool This is the overall view of projects, activities and budget, recallable with the previous GRID command. INDEX < < < INDEX
  111. 111. CAF 2020 - eTool CAF 2020 - eTool This form manages the “Caf journey”. The 10 buttons act as switches that turn on/off the steps. They can be inserted (N but- tons) notes for every step. The U (undo) but- tons turn off the switches (from higher order back to lower one). The PRINT com- mand insert the overall synthesis in this textbox , that can be saved (SAVE button) in a text file. These buttons show the descrip- tion of every step as the Caf bro- chure. INDEX THE CAF JOURNEY MANAGEMENT < < < INDEX
  112. 112. CAF 2020 - eTool CAF 2020 - eTool With this utility that I have named INPUTGLEE, that you can call with this command, you can create hierarchical graphs leveraging a po- werful Microsoft library called MSAGL . These graphs can be use- ful to organize the Caf users’ acti- vity. INPUTGLEE There are many visual tools that allow you to build hierarchical charts. There is no doubt that the desired result is achie- ved but at the cost of considerable effort and with the serious limitation of the time available, which is usually not much. It is more rational to leave these tasks to the machine, which can perform all the necessary optimizations, while leaving the last word to the human operator. This is what INPUTGLEE does; GLEE (Graph Layout Execution Engine) was the old name of MSAGL (Microsoft Automatic Graph Layout) a Microsoft library. The purpose of the software is to facilita- te the input of nodes and their links. It is obvious that these relationships must be known in advance and the simplest way to start the job is to draw them out with pen and paper, but regardless of their positioning in the graph, which instead will be created by the underlying algorithm. The more is the number of nodes, the more you'll appreciate the help of the MSAGL library. INDEX < < INDEX
  113. 113. CAF 2020 - eTool CAF 2020 - eTool INDEX
  114. 114. CAF 2020 - eTool CAF 2020 - eTool INDEX
  115. 115. CAF 2020 - eTool CAF 2020 - eTool INDEX
  116. 116. CAF 2020 - eTool CAF 2020 - eTool INDEX
  117. 117. CAF 2020 - eTool CAF 2020 - eTool INDEX
  118. 118. CAF 2020 - eTool CAF 2020 - eTool The use of the images have some limitations: Don’t insert too many images, otherwise the map becomes somewhat confusing; Choose small images, with dimensions of an icon (48 x 48 – 128 x 128 – max 256 x 256); Apart from that, the library is highly optimized and allows you to create excellent graphics. Tip – when you drag a node with more edges, these seem to collapse into one. To avoid this, press the shift keyboard key while dragging it. Furthermore, the nodes position is updated. INDEX
  119. 119. CAF 2020 - eTool CAF 2020 - eTool ENABLERS RESULTS SYNYHESIS WEAKNESSES STRENGTHS AREAS FOR IMPROVE- IDEAS FOR IMPROVEMENT COLLATE IDEAS FORMULATE IMPROVEMENT ACTIONS CRITICAL SUCCESS FACTORS ORGANISATION’s STRATEGIC QUICK WINS KEY IMPROVEMENT ACTIONS LIST PRIORITISATION ACTION SHEET RESULTS SCORE ENABLERS SCORE SELF ASSESSMENT REPORT CONSENSUS CHARTS CHARTS INDICATORS CHRONOLOGY E-TOOL RELATIONS BALANCED SCORE CARD INDEX > > > > > > > > > > > > > > > > > > > > > > > > < INDEX
  120. 120. CAF 2020 - eTool CAF 2020 - eTool THE ELABORATION PATH OF THE KEY IMPROVEMENT ACTIONS IDEAS FOR IMPROVEMENT IDEAS FOR IM- PROVEMENT COLLATION UNDER COMON THEMES AREAS FOR IMPROVEMENT ACTIONS FORMULATION ORGANISATION’s STRATEGIC OBJECTIVES ACTIONS SUBDIVISION QUICK WINS KEY IMPROVEMENT ACTIONS KEY IMPROVEMENT ACTIONS LIST CONSTRUCTION ACTIONS SHEET PRIORITISATION > > > > > > > > > > > INDEX < INDEX
  121. 121. CAF 2020 - eTool CAF 2020 - eTool RAW DATA SYNTHESIS   WEAKNESSES   STRENGTHS   AREAS FOR IMPROVEMENT   IDEAS FOR IMPROVEMENT SCORE CONSENSUS IDEAS COLLATION FOR THEME ACTIONS FORMULATION KEY IMPROVEMENT ACTIONS QUICK WINS PRIORITISATION C.S.F. FLOW DIRECTION ASSOCIATION COMMANDS / OPERATIONS S.A.R. INDEX
  122. 122. CAF 2020 - eTool CAF 2020 - eTool This clipboard represents a dedicated space for every subcrite- rion, easily recallable when it needs, with the small button near the EXIT button of every form, to insert all the notes that come in mind during the work . Clicking on a subcriterion button, the pen picture appears to signal that it is possible to insert the text (if you be- gin to type it vanishes). With the Print command you can print a synthesis of all the notes inside the edit environment. You can use Microsoft Cortana (for English (Australia, Canada, India, United Kingdom), French (France), German (Germany), Italian (Italy), Portuguese (Brazil) , Spanish (Mexico, Spain) and simplified Chinese languages. Press the shortcut (Windows + H) on your keyboard and this box appears THE CAF CLIPBOARD < Click on the microphone icon, click inside and dictate the text. INDEX
  123. 123. CAF 2020 - eTool CAF 2020 - eTool With the SKETCH command you can draw coloured sketches, that are automatically saved and reloaded in new sessions. You can:  save the sketch in your system  open an existing sketch (that replaces all)  import an image as a background upon which to draw your sketches  save all as a jpeg image A stylus is more suitable than mouse, because it can levera- ge the features of the under- neath graphic control…. and it can certainly give better re- sults! INDEX
  124. 124. CAF 2020 - eTool CAF 2020 - eTool It is useful to take fast annotations of the ideas that come in mind, through POST-IT labels. It is possible to do such a thing inside the etool, clicking the small green button present in all the forms. You can insert text or sketches, inside boxes , that can also be moved and resized. The upper annotations command shows/hides the list of the textual notes. To insert a note select an icon and the command bar is enabled. INDEX < INDEX For the textual notes you can profitably leverage the dictation feature of the same. Remember that the functionality of dictation are possible for all parts of the present Etool where the text can be inserted.
  125. 125. CAF 2020 - eTool CAF 2020 - eTool INDEX PART 3—INSTALLATION INSTRUCTIONS INDEX
  126. 126. CAF 2020 - eTool CAF 2020 - eTool INSTALLATION INSTRUCTIONS There is not an installation phase, you have to download the package of your interest, decompress it ( a .zip file) in your system and then launch the “WpfCAF.exe” file that you find in the folder that is created. Prerequisites: -Windows 10 O.S. ; -It is mandatory to download and install a Microsoft application called SQLLocalDB.msi that is essential to manage the inner SQL database . Please look at the “Startup instructions” that you find at the end of the present tutorial. INDEX
  127. 127. CAF 2020 - eTool CAF 2020 - eTool INDEX APPENDIX A - SYNCHRONIZATION INDEX
  128. 128. CAF 2020 - eTool CAF 2020 - eTool NOTES ABOUT THE SYNCHRONIZATION One thing to bear in mind is the kind of work that is being adopted. In general it can be of two types: • standalone type, in which both the assessors that the Admin operate on the same machine; • operational autonomy, hence on different machines. The latter is the one that will probably be adopted in most cases, above all for flexibility reasons . Assuming to have cho- sen this, there are some concepts that need to be clarified, in order to operate in the more correct and effective way. The working cycle of the SAG is carried out in two stages. In the first, which could be defined as "private", each assessor works in a private sphere, anywhere he wants to do it and with any machine (assuming the Microsoft Windows Operating System). The second, instead, of "collegial” type, is managed by the Admin, which is actually a fictitious figure, which may coincide with an assessor, but also with the same SAG. It is extremely important to clearly define the ways in which all the individual contributions (from the assessors), merge into one (the admin). (SEE ALSO NOTES AT THE END) The Caf etool provides two current instruments for this proc- ess: a) The first is of explicit type and is the MERGE phase b) The second is the mask COPY GRIDS called up from the main screen. -MERGE phase It is implemented through the following steps: a) EXPORT -database and RTF FILES The single assessor EXPORTS his/her own database (with the homonymous command of the main form) also in XML(*) for- mat, to which will be added a prefix, depending on the order number ( "A_" for the assessor # 1, "B_" for the assessor # 2, etc. until "L_" for the assessor # 10). Obviously the purpose is to clearly identify they. The evidences' management makes use, both of data belonging to the internal database, both also of external data sources to it. These can be of various kinds (text, images, tables, statistical graphs, and so on), and the assessors should be in a position of being able to enter the same. As these are external elements to the database, they must remain external, but it has to be possible a form of syn- chronization, which, by force of circumstances may not coin- cide with those mentioned previously (in fact limited only to the database). This synchronization makes use of ".rtf" format files, produced by the contents of the RichTextBox of the mask ENABLERS AND RESULTS MANAGEMENT. This in practice constitutes a simple text editor, with basic formatting options but with the possibility to insert graphics, images, tables, and so on. RTF files are exported together with the database, but a suffix (coinciding with the database prefix) is added.(*) XML stands for eXtensible Markup Language and is a universal for- mat, adopted for the exchange of data through all the plat- forms. It is highly optimized and allows very fast operations. INDEX INDEX
  129. 129. CAF 2020 - eTool CAF 2020 - eTool Strategic planning of tasks It is very important an advance planning of tasks in order for an equitable distribution of the same among all the assessors. In this way, each assessor will produce a number of ".rtf" files to be transferred, as a result of the synchronization, in the Admin system. However, there is the possibility (by several as- sessors) of producing .rtf files about the same sub-criterion. (See d) synchronization) b) TRANSMISSION Each assessor transmits his/her own database (in XML for- mat) and the .rtf files to the Admin. It is an operation which, obviously, can be done in various ways and is released by the Caf etool. The Caf etool creates at this purpose a single com- pressed file, which can be transmitted in a more smooth way. c) AGGREGATION After receiving the database and all the .rtf files, the Admin must simply inserts they (aggregating they), in any of his/her system folder. If you adopt a shared folder on an Internet hosting service files, this operation is automatic. d) SYNCHRONIZATION has been unified and can be managed inside a unique form. Click on d1) MERGE phase It is done with the homonymous command and synchronizes the Admin database with those of the assessors. During this operation, the synchronization of the RTF files is also performed. (See end notes). The .rtf files produced by different assessors, but dealing with the same sub-criterion, are subjected to a MERGE operation in that it is produced one .rtf file with the contents of these files, appending the content in the order of the numbering of the assessors . The Admin will eliminate redundant data and will give it a final shape. d2) COPY GRIDS Please refer to the section of the Tutorial. INDEX > INDEX
  130. 130. CAF 2020 - eTool CAF 2020 - eTool THE SYNCHRONIZATION CYCLE The Caf etool has been designed upon the idea that the Self Assess- ment Group is an unitary entity, though formed by the union of dis- tinct sub-entities (the assessors). With the synchronization mechanism, the sub-entities, though operating autonomously, share the same data. The following is the circular schema of the process. CAF ADJUSTMENT The Caf adjustment, previously shown, makes the synchronization procedure indispensable, as it is (obviously) necessary to operate on the same examples. The Admin after the Caf adjustment (with the S.A.G. collaboration), exports its own data- base and the Assessors synchronize it with theyr own. INDEX INDEX
  131. 131. CAF 2020 - eTool CAF 2020 - eTool SYNCHRONIZATION MECHANISM Its necessity is connected to the operating modes, that are: 1. Standalone mode: the machine on which you work is unique and in turn the assessors access it by acting on both the "private" fields (the scores), than on "public" (all others). 2. Operational autonomy: each assessor works on a differ- ent system (the Admin system can also be used by an asses- sor). The first mode, clearly, does not need any synchronization. The second one, instead, imposes its use. The reasons, as ob- vious, require further clarifications. A database is composed of tables, not considering for simplic- ity also other necessary entities. Each table consists of fields (intersection between a row and a column), in which they fit the specific information. The CAF model provides that each assessor contributes to the definition of the contents; these contributions will be further on developed and defined by the figure called Admin. On the other hand, each assessor also inserts data that must neces- sarily be differentiated from those of the others (the scores). Finally, looking to the nature of the data, we see that in part they must be unique within the database. To take account of this variety of content formation, the ap- propriate technical choices have been done to differentiate, then, the same synchronization. Schematically, the synchronization is performed as follows: 1) SCORES Limiting ourselves to a single table (there is one for sub-criterion), the following occurs: - There are 11 columns, 10 for the assessors and one for the Admin INDEX INDEX
  132. 132. CAF 2020 - eTool CAF 2020 - eTool 2) public data, which are formed by the contribu- tions of each assessor (evidences, strengths, weak- nesses, .....) The situation is the following The content of the FIELD (e.g. the first line of the column 9), in the Admin’s database, is constituted by the content of such fields in the database of each assessor, placed accordingly to the order number of the same one. This will introduce ( of course) a certain redundancy to the content, that the Admin must remove. INDEX INDEX
  133. 133. CAF 2020 - eTool CAF 2020 - eTool 3) public data, but that must be UNIQUE in- side the Admin database. These are made up of all the TABLES that are formed by filling the masks "Aggregation and analysis of Enablers evidences" and "Aggregation and analysis of Results evi- dences." This uniqueness feature requires to Admin figure, an advance planning of the as- sessors' tasks, so that each assessor fills a num- ber of tables that WILL REPLACE THE SAME TABLE IN THE ADMIN’s DATABASE. This will be done using the COPY GRIDS command of the main screen. The picture shows a possible example. For sim- plicity, avoiding crossings, they are replaced only two tables for single assessor . INDEX > INDEX
  134. 134. CAF 2020 - eTool CAF 2020 - eTool 4) Rich Text Files They were introduced to take into ac- count any data from EXTERNAL sources to the database and that cannot be in- serted in this, given their qualitative and quantitative nature, not known first. They are considered within the data type of point 2), which we refer for their INDEX S.A.G operates in a centric manner. All the (autonomously done) contributions flow to the admin, that aggregates and synchronizes them. At the end the ad- min transmits his/her own database and the assessors restore it in their own system. INDEX
  135. 135. CAF 2020 - eTool CAF 2020 - eTool ASSESSORS ADMIN —————————————  DATA INTEGRATION  DATA SYNCHRONISA- TION BACKUP BACKUP DATA EXPORT DATA RESTORE REDUNDANCY Redundancy is of fundamental importance in the event of (accidental or malicious) loss of data. The etool has different degrees of redundancy: 1) AUTOMATIC BACKUP at the end of each work session an automatic backup is made in a specific folder, thus having a hi- story of the same; 2) MANUAL BACKUP with manual backup the data is saved in the folder you choose. Operations 1) and 2) are related to a single assessor, so the redundancy grows linearly with their num- ber. RESTORE The Restore function allows you to always have updated data. INDEX
  136. 136. CAF 2020 - eTool CAF 2020 - eTool This etool is based on a relational database realized with Microsoft SQL. It is light in terms of resources and can be saved as a unique file, so to be easily exchanged among the S.A.G. . The etool uses the database through the effective (although quite old) ADO.net tecnology; tables are stored in the RAM, hence elaborated and then saved back into the database in a very fast and transparent manner for the users. This software does a massive use of XML format (a univer- sal one) for storing and exchange data. The database has almost 130 tables, most of which are in hyerarchical relations, so to represent the underneath logic model. The following picture shows an example of hyerarchical relation. INDEX
  137. 137. CAF 2020 - eTool CAF 2020 - eTool 1 2 3 4 5 6 7 8 9 10 ASSESSORS EXPORT DATA 1 2 3 4 5 6 7 8 9 10 ASSESSORS EXPORT DATA ADMIN’s database WEAKNESSES—STRENGTHS—AREAS FOR IMPROVEMENT— IDEAS FOR IMPROVEMENT— SCORES ENABLERS / RESULTS (RAW DATA) MERGE COPY GRIDS S Y N C H R O N I S A T I O N SYNCHRONISATION—OVERALL DIAGRAM INDEX
  138. 138. CAF 2020 - eTool CAF 2020 - eTool INDEX APPENDIX B : “CAF 2020 eTool localization project” INDEX
  139. 139. CAF 2020 - eTool CAF 2020 - eTool The modern Programming Environments (like Micro- soft Visual Studio 2022) provide very efficient in- struments to accomplish the localization in any lan- guage. In the case of Caf 2020 e-Tool what it needs is the existing localized Caf model and only the transla- tion of a single column of a single table (of three col- umns). It has about six hundreds rows but a lot of it must be filled with phrases or words taken from the Caf model. The following is a small part of the local- ization table for Russian language (for Caf 2013) (made by Mr. Dmitry Maslov, national Caf correspon- dent for Russia). Once the table is complete, it has to be inserted in a special section of the software and the interface for that language is ready. This is a work of a few hours. The second phase of the localization is to insert, in several tables of the database, all the “examples” of the already localized version of the Caf model. Once all these translations are complete, the full lo- calization will also be complete. Translate the interface by yourself In the next page you find a way to translate the inter- face by youself, inside the application. INDEX INDEX
  140. 140. CAF 2020 - eTool CAF 2020 - eTool DIY LOCALISATION OPTION The CAF model is already tran- slated in about 20 languages. The CAF etool is accordingly translated (only the examples), but at now the interface is fully localised only for English, Ita- lian and Polish. You can now localise the inter- face by yourself, inserting your translation in this grid, that you call with this command. After you complete the transla- tion you have to exit from the application to persist the database. Caf 2020 etool is regularly published on Caf-network.eu site, so if someone makes the translation in the above way, could send me the .csv file of the same, that is created with the CSV command, so it’ll be updated for all the interested users.
  141. 141. CAF 2020 - eTool CAF 2020 - eTool DICTATION The new technology (Microsoft Cortana) is now available for desktop applications like the eTool. It works with Windows 10 and for English (Australia, Canada, India, United Kingdom), French (France), German (Germany), Italian (Italy), Portuguese (Brazil) , Spanish (Mexico, Spain) and simplified Chinese languages. For the others languages you have to use Microsoft Speech Recognition technology. Press the shortcut (Windows + H) on your keyboard and this box appears on your screen Click on the microphone icon and then click in a textbox inside the Caf etool, or inside the Caf clipboard or the edit en- vironment, dictate the text with a microphone and it will be transcribed. It's a great convenience and facilitation. I’m sure that in the future this will be extended to all the languages, but if you want leverage this feature also with the others languages, there are other ways like the followings, though they have not the same flexibility. Google docs It is an excellent solution. If you open the eTool and at the same time you open a document in Google docs, it is possible to dictate inside it and with a copy/paste you can transfer the content in the eTool textboxes. You can also use your Android Smartphone to dictate in the same document opened both in it that in your personal com- puter. At https://support.google.com/docs/answer/4492226?hl=it#zippy=%2Clanguages-that-work-with-voice-typing you'll find the "tutorial" for dictations in Google Docs. Google dictation is available for almost every language, so it doesn't suffer the Microsoft Cortana's limitations. Microsoft “Dictation” It is a stand-alone application that you can get from Microsoft Store. Go to https://www.microsoft.com/en-us/p/ dictation/9p4lw96t0bcd?activetab=pivot:overviewtab and choice your language. It is available only with Windows 10 INDEX INDEX
  142. 142. CAF 2020 - eTool CAF 2020 - eTool INDEX APPENDIX C - WORKFLOW INDEX
  143. 143. CAF 2020 - eTool CAF 2020 - eTool ENABLERS 1-Select an example with the navigation bar 2-Compile the textual boxes 3-Exit ————————————————————————— RESULTS This form is very articulated and before to begin, it needs to work with others forms: the YEARS and the INDICATORS’ MANAGEMENT ones · YEARS 1-Select the edit option 2-Select the first year with the list box 3-Exit · INDICATORS’ MANAGEMENT 1-Select an example from the list 2-Change the default content (RESULT or INDICATOR) with the one that you establish (there are up to fif- teen indicators for every example). 3-Exit RESULTS A-Select an example from the list 1-Select an indicator from the navigation bar 2-Fill the Perception or Indicator results box 3-Insert measurement, target and comparison for the year considered 4-Fill the summary box 5-Repeat the procedure for all the indicators belonging to the example B-Exit RESULTS’ CHRONOLOGY This is a read-only form. There are three master-details ta- bles. 1-Click on a row in the first list (the examples) – it is shown the inherent details table (the indicators) 2-Click on a row of indicators – it is shown the inherent de- tails table with the values (measurement, target and comparison ) for the three years considered and also a chart. ————————————————————————— SYNTHESIS 1-Select a subcriterion They are shown the example list and the DATA in- serted with the previous forms (ENABLERS and RE- SULTS) in two read-only boxes 2-Insert, in the edit environment and for every subcrite- rion, a synthesis. You can do copy paste from left to right and insert also new external data (tables, pictures, charts and so on) 3-Exit INDEX INDEX
  144. 144. CAF 2020 - eTool CAF 2020 - eTool REGISTER 1-Select a subcriterion (in the right side is shown the syn- thesis previously inserted - it’s read-only) 2-Fill the four textual boxes (you can do copy paste from right to left) 3-Collate the ideas for improvement under common themes 4-Formulate the improvement actions 5-Exit ————————————————————————— ENABLERS AND RESULTS’ SCORE 1-Select a subcriterion (small buttons) Select a score range and select the score from the lists for the four analysis dimension (PLAN-DO- CHECK-ACT) 2-Select a criterion (large buttons) to see the score as- signed by all the assessors. 3-Click the VALUES command to show the map of all the score value for all the sub-criteria 4-Click the MAP to show the map of the examples involved in every range score 5-Click the PRINT command to have the VALUES (voice c) in a textual box, from which you can copy the content. ————————————————————————— CONSENSUS MEETING 1-Select a subcriterion (small buttons) 2-Select an analysis dimension (PLAN-DO-CHECK-ACT- TREND-TARGET-COMPARISON-COVERAGE) The chart with the score given by all the assessors is created and some simple statistics are shown at the bottom of the form. Furthermore, you can set the percentile for the boxplot chart. The chart and these statistics will help the choice of the score to assign collegially. 3-Select the score from the lists under the range scale. It will be located inside one of the two tables depending on whether we consider an Enabler o a Result. 4-Repeat the procedure until to fill the two tables. 5-With the PRINT command you can write the two tables in a textbox, so you can copy the content for your needs. 6-The REGISTER command call the homonymous form that will help you to select the score. 7-The criterion buttons allow to show, for every criterion, all the numeric values. INDEX INDEX
  145. 145. CAF 2020 - eTool CAF 2020 - eTool CHARTS 1– Select an option 2-Select a subcriterion to look the inherent bar chart 3-Click the STACKED BARS or RADAR commands to look the same 4– Click the CAF RELATIONS command to look the same ————————————————————————— CONTRIBUTION MERGING 1-The Admin puts the contributions received by the asses- sors in a directory. 2-He/she select this directory and launches the command MERGE to integrates all the contributions in the data- base SELF ASSESSMENT REPORT Click the SELF ASSESSMENT REPORT command to create it in the edit environment. ————————————————————————— BACKUP 1-Select the BACKUP command 2-Select a directory to save the files 3-Exit ————————————————————— ———— RESTORE 1-Select the RESTORE command 2-Select the BACKUP directory 3-Wait for the restore procedure 4-When it is complete the application will be closed ————————————————————————— COPY GRIDS There are 28 lists, each of one contains the numbers from 1 to 10 (the assessors number) 1-Click a list (a subcriterion) and select the assessor num- ber that will deal with that subcriterion 2-Repeat the action for each list 3-Launch the command COPY GRIDS 4-Exit INDEX
  146. 146. CAF 2020 - eTool CAF 2020 - eTool PRIORITISATION ————————————————————————— QUICK WINS – ACTION LIST There are three vertical textual boxes: in the right you’ll have the ACTION LIST automatically taken from the S.A.R. 1-Launch the COPY ACTION LIST S.A.R. command and they will be copied in the middle textbox 2-Cut and paste from the middle textbox to the left one the actions that you consider QUICK WINS. 3-Exit ————————————————————————— EIPAS’s APPROACH 1-Select the prioritisation mode (complete or concen- trated) 2-Select a subcriterion from the list 3-COMPLETE MODE Insert IMCC – IMST – IMIR - IMSR - LD – RN – SR – PIM 4-CONCENTRATED MODE Insert SW - EIM – PIM 5-Insert the possible chosen action 6-Print the values tables 7-Exit PORTUGUESE APPROACH There are three vertical textual boxes: in the right you’ll have the ACTION LIST taken from the S.A.R. or from QUICK WINS, accordingly with the chose option. 1-Select a TOPIC with the inherent option 2-Copy/paste from the right textbox to the left one (the as- sessment team’s improvement suggestion) 3-Fill the middle textbox (the stakeholders suggestions) 4-Launch the SCORING or PLANNING command 5-Exit · PORTUGUESE APPROACH – SCORING 1-Choise an option (an action) 2-Insert the impact, capacity, clients values with the lists 3-Fill the justifications for impact, scoring, clients 4-Exit · PORTUGUESE APPROACH - PLANNING For each action, called with the navigation buttons fill the form. INDEX INDEX
  147. 147. CAF 2020 - eTool CAF 2020 - eTool FINNISH APPROACH Click ACTION LIST command and it will be shown the same taken from QUICK WINS form. 1-Insert the new actions (up to 25) to consider in the grid on the right side. 2– Navigate the actions and assign a category to each one, clicking on the buttons in the low-left side (there are 9 category to Select from) 3-With the MAP command, a categorization map of the actions is shown (or hidden). 4-The action list is printed (with the PRINT command) in- side an edit environment, where it can be further on elaborated. ————————————————————————— AUSTRIAN APPROACH On the left there are the actions taken from the QUICK WINS. 1-Based on its content you can fill the new actions list 2-Click the PRIORITISATION command to show the relative form 3-Insert the prioritisation values in the INPUT field 4-Click in the PRIORITY header to order in ascending or de- scending mode 5-Select the whole table clicking on the upper left corner and copy (Ctrl + C) in the clipboard to export it. SLOVAK APPROACH On the left there are the actions taken from the QUICK WINS. 1-Based on its content you can fill the new actions list 2-Click the PRIORITISATION command to show the relative form 3-Click the SCORE PoE command to open the inherent form a.Select a subcriterion in the upper side b.Assign a score for the eight principles of excellence with the lists c.Exit from the SCORE PoE form 4-the prioritisation form will be updated 5-they are shown : a-the CAF score b-the PoE score c-the ICC index d-the IpoE index e-the total priority index according to the formula Ip = 0,6*ICC + 0,4*IpoE 6-Click in the Ip header to order in ascending or descend- ing mode 7-Select the whole table clicking on the upper left corner and copy (Ctrl + C) in the clipboard to export it. INDEX INDEX
  148. 148. CAF 2020 - eTool CAF 2020 - eTool ITALIAN APPROACH · WEAKNESSES 1-Select a subcriterion 2-Copy in the clipboard a weakness (Ctrl + C) 3-Paste it in the inherent textbox (RECURRENT – STRATEGIC – OPERATIONAL) 4-PRINT the synthesis 5-Exit · INITIATIVES 1-Select an option (an initiative) 2-Fill the four textbox 3-Assign the values for impact and feasibility 4-Fill the action sheet for each initiative 5-Print the action list and the synthesis 6-Exit · CRITICAL SUCCESS FACTORS ANALYSIS 1-Insert Vision and Mission of the organisation, the inher- ent strategic Objectives, the operational Objectives and their enabling conditions 2-Establish the CRITICAL SUCCESS FACTORS · CRITICAL SUCCESS FACTORS 1-Click on a subcriterion 2-For each established CSF assign the importance value (1/2/3) 3-Call the global view of CSF 4-Call the importance/value chart 5-Exit INDEX
  149. 149. CAF 2020 - eTool CAF 2020 - eTool INDEX CONCLUSIONS The aim of this work is to give to Caf users an instrument to manage the data that itself asks. It has a pyramidal structure, that is, data pass through several elaborations, each based on the previous one. At the end of a session path it is automatically created the fi- nal document of the Self Assessment Report. The prioritisation phase is also considered, with some tools that help the user to easily tackle it. These tools have different implementation, in relation to the approach adopted by each Country. The Caf e-Tool has the following features: • It allows the assessors to autonomously work on their own machine and easily share the results among the S.A.G. , through an exportation procedure , a synchronization one and the final integration of data by the Admin figure; • All the textual elaborations are done inside the inner ba- sic word processor, but it is possible to transfer the content on other professional one to further on elaborate it; • The Consensus is facilitated with synthesis charts and the scores’ tables can be easily filled with the help of simple statistics and other data previously elaborated; • It produces several kind of charts that show the values of all the numerical data treated;  It can be easily adopted both for Administrations that Educational Institutions;  It creates many summary documents that will facilitate the Caf model implementation.  It can be easily localized in any language, as shown in an- other appropriate project prototype. The work is based on a personal motivation, which excludes any other. Salvatore INDEX INDEX
  150. 150. CAF 2020 - eTool CAF 2020 - eTool STARTUP INSTRUCTIONS Download the package of your interest extract the compressed .zip file in your system (I recommend the desktop) launch (double click) the “WpfCAF.exe” file that you find at the bot- tom in the folder that is created. It’s recommended to create a link and put it in the Desktop (Right click —> New —> Send to Desktop) to launch this command, to avoid to accidentally delete or damage this important file. Follow the tutorial Contacts: spampinato55@gmail.com Prerequisites: -Windows 10 O.S. ; for older O.S. versions it has to be accordingly adapted the inner SQL database; -It is mandatory to download and install a Microsoft application called SQLLocalDB.msi that is essential to manage the inner SQL database. Please look next page to do it. INDEX
  151. 151. CAF 2020 - eTool CAF 2020 - eTool HOW TO DOWNLOAD AND INSTALL THE SQLLocalDB.msi file Inside the folder of the package there is the LOCALDB folder And inside it there are the subfolders named 2016, 2017, 2019 ; they rispectively contain the SqlLocaldDB.msi applications version of those same years, that, once launched intall the same in your system. If you have a new system you can install the 2019 version, but sometime it doesn’t work, that is when you launch the Caf etool the main form is regularly shown but when you call another form, it take several seconds to elaborate but suddenly is closed, without any messagge. If so, please uninstall the SqlLocaldDB.msi and install the 2017 version. For older PC it’s possible that only the 2016 version works. INDEX
  152. 152. CAF 2020 - eTool CAF 2020 - eTool CAF 2020 eTool HOW TO OPERATE INDEX INDEX
  153. 153. CAF 2020 - eTool CAF 2020 - eTool ASSESSORS’ NUMBER ASSIGNMENT ADMIN INDEX INDEX
  154. 154. CAF 2020 - eTool CAF 2020 - eTool INSERT RAW DATA EVERY ASSESSOR INSERTS RAW DATA FOR HIS/HER ESTABLISHED SUBCRITERIONS (BY THE ADMIN), FOR ENABLERS AND/OR RESULTS (EVIDENCES – DATA AND INFORMATIONS OBTAINED FROM THE QUESTIONNAIRE - DATA AND INFORMATIONS OBTAINED FROM THE INTERVIEW) INDEX A INDEX
  155. 155. CAF 2020 - eTool CAF 2020 - eTool MAKE A SUMMARY EVERY ASSESSOR MAKES A SUMMARY RAW DATA SUMMARY INDEX INDEX
  156. 156. CAF 2020 - eTool CAF 2020 - eTool STRENGHTS – WEAKNESSES - AREAS FOR IMPROVEMENT - IDEAS FOR IMPROVEMENT BASED ON THE SUMMARY EVERY ASSESSOR ESTABLISHES THE STRENGHTS – WEAKNESSES - AREAS AND IDEAS FOR IMPROVEMENT SUMMARY - STRENGHTS - WEAKNESSES - AREAS FOR IMPROVEMENT - IDEAS FOR IMPROVEMENT INDEX INDEX

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