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Published by Flash Group, 2019-04-23 02:12:35

DREAMS (DRAFT_Training Manual)

DREAMS DRAFT_Training Manual

DREAMS INTEGRATED

MONITORING AND EVALUATION

SYSTEM TRAINING MANUAL FOR IMPLEMENTING PARTNERS
IN SOUTH AFRICA SEPTEMBER 2016

The focus of DREAMS is working together for an
AIDS-free future for girls and women.

TABLE OF CONTENTS 03
04
Abbreviations & Definitions 04
About This Manual 05
Roles and Responsibilities 05
Tool Buttons 07
08
For Example: 09
Module 1: Login 10
11
Forgot Password? 12
Register 12
Module 2: Menu Panels 13
System Heading Panel 17
Main Menu Panel 17
Sub Menu Panel 19
Module 3: Dashboard 21
Module 4: Data Collection 22
Data Collection Home Page 22
Reviewing Capture Form 22
Editing Capture Reports 24
Module 5: Data Exchange 25
26
Data Exchange 27
Process 1 – Add MER Indicators
Process 2 – Add Sequences 28
Editing MER Indicators 29
Editing Sequences 29
Crosswalk 30
Datim Exchange 30
Module 6: Reports
Raw Data
MER Data
Implementation

DREAMS Integrated Monitoring and Evaluation System Page 2



ABOUT THIS MANUAL

DREAMS Integrated Monitoring and Evaluation System (DIMES) is a web based application accessible using a web browser like Mozilla Firefox or
Google Chrome with Internet connectivity. This training manual acts as a guide for using DIMES, modules covered are the dashboard, data
collection, data reviewing, data exchange and reports. The admin and settings modules are covered in a separate manual.
The primary purpose of this training manual is to set out instructions on the basic functionality of DIMES and how to navigate through the system.
Purposes:

• Provides information on the basics of using DIMES, including a description of fields, and basic navigation techniques.
• Provides basic instructions on how to generate reports using the report module
• Gives instruction on how to run stats on the dashboard
• Provides a how to on data collection
• Gives detailed instructions on how to do data exchange with other systems
• Provides processes of how to review, accept, and reject collected data

This training manual and other system related documents are stored online and can be downloaded as PDFs, the user must have a PDF reader to
be able to view the document.

ROLES AND RESPONSIBILITIES

The proposed roles and responsibility are listed below along with a synopsis of what they should be able to do in the system. Additional roles can
be set up as needed

ROLE WHO RESPONSIBILITY

Data Viewer • DREAMS M&E Task Team Members Stakeholder • View the data
Data Capturer Programme Managers (DBE, DSD and DoH) • Run reports
• Stakeholder M&E Leads (DBE, DSD and DoH) • Send queries to help desk ([email protected])
Data Verifier • DREAMS District Coordinators • Download blank or populated capture forms in PDF

Data Reviewer • Implementing Partner IP Data Capturer • Capture /import and save monthly data into DIMES
IP Administrator
Stakeholder • Stakeholder Data Capturer • Amend captured data
Administrator • DREAMS M&E Task Team Capturer (MEval-
System Administrator • Send queries to help desk ([email protected])
SIFSA) • Download blank or populated capture forms

• Run reports

• IP M&E Lead / Programme Manager • Captures data/imports monthly data
• Stakeholder M&E Lead / Programme Manager • Amend captured data
• Send queries to help desk ([email protected])
• Run reports
• Approves data captured by submitting data to the

next level

• Download blank or populated capture forms
• Monthly verification of Meta data

• Accept or Reject data (provide reason if rejected)

• Agency Activity Managers (USAID & CDC) • Run reports

• SI Team • Send queries to help desk ([email protected])

• Who will accept/reject DBE and DSD annual data • Download blank or populated capture forms

• IP - Chief of party • Send queries to help desk ([email protected])

• View data
• Run Reports

• Download blank or populated capture forms

• Stakeholder M&E Lead • View data
• Run Reports

• Download blank or populated capture forms

• Send queries to help desk ([email protected])

• DREAMS M&E Technical Lead (MEval-SIFSA) • System development
• System maintenance

• User management
• Meta data management

DREAMS Integrated Monitoring and Evaluation System Page 4

Helpdesk (for queries, • DREAMS M&E Technical Lead (MEval-SIFSA) • Respond to queries
• Register new users
registrations and • Activate registered users
system admin rights) • Change user details
• Manage(view/edit/update) all controls
Agency Administrator • USG SI Team and USG • Review/validate/approve data entered by users

associated with their agencies
• View all controls and reported data for all partners

and agencies
• Add partner locations

• Download blank or populated capture forms
• Accept or Reject data
• Review Capture status per quarter
• Run Reports

TOOL BUTTONS

Names of windows, dialog boxes, fields, tool buttons, menus, and menu commands are presented in the training manual as they are seen on the
screen. If clarification is necessary, descriptive information will be displayed in parentheses to the right of the name. These items are displayed in
boldface text throughout this manual.

For example:

Tool button = As presented in manual Description
= Save Data
Saving a form after entering data, will save
= Submit Data the data in the database
= Back To Filter
= Accept Data After saving the data it has to be submitted
= Reject Data
= Edit Going back to the filter page
= Submit Form
= Update Info After the data has been submitted, the
activity manager can accept the data
After the data has been submitted, the
activity manager can reject the data
Editing a field or description

Submit a form to run a report

It’s the same as the Edit and Save button,
will save the data in the database

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DREAMS Integrated Monitoring and Evaluation System



Forgot Password?

In the event that a user forgot their password, follow the steps below:

1. Click on the Forgot Password? Link
2. The password recovery screen will be displayed as below:

Figure 1.2: Forgot Password

3. Type your email address in the text box

The email address is used as a verification process to make sure that the email is send to the right person
4. Click on the Reset Password button
5. To cancel the process and go back to the Login screen, click on the Cancel button

DREAMS Integrated Monitoring and Evaluation System Page 7

Register

Registering a user is permission based; only system admins is able to register a user
1. Click on the Register button from the Login screen, the screen below will be displayed

Figure 1.3: Registration

2. Type the Username, First Name, Last Name, Contact Number, and Email address on the text boxes
3. Based on the role of the user being added, select the role from a predefined list
4. Select the implementing mechanism for the user being added from a predefined list
5. Type the password in the password text box and confirm password text box

! Your password will not be seen as you type, you will only see dots

6. Read through the terms of service by clicking the link on terms of service, the screen below will display as a pop up

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DREAMS Integrated Monitoring and Evaluation System

Figure 1.4: Terms and Conditions

7. After reading the terms of service, click on the orange Close button to close the terms of service pop up
8. Accept the terms of service by clicking the Accept checkbox
9. Click the Create Account button to register the user to the system
10. In the event that you want to cancel the registration of a user, click the Cancel button
11. Information about registering a user can be accessed by clicking the Need Help? Button on the registration screen

DREAMS Integrated Monitoring and Evaluation System Page 9

MODULE 2: MENU PANELS

After successfully logging into the DREAMS Integrated Monitoring and Evaluation System, the first screen to be displayed is the Dashboard. The
menu panel is standard throughout the system; there are 3 types of menu panels as described below:

System Heading Panel

The system-heading panel contains the DREAMS logo on the far left, the full name of the system in the middle, and the name of the person logged
in on the far right. Follow the steps below to explore user sub-menu:
1. Click on the name of the user to display the user sub-menus, a pop up list of sub-menus will display under the user name as below:

User Sub-menu Description
My Profile
Edit Profile Click to view the user’s profile, displays the details of the user
Change Password
View Sent Emails Click to edit your profile, allows the user to edit their details
Sign Out
Click to change your password, allows the user to change
their password as mentioned in Module 1
Click to view sent out emails from the system, allows the user
to view all their emails send from the system
Click to log out of the system

Figure 2.1: User sub menus

2. Click on the My Profile user sub-menu to view details about the user, the cancel button on the user profile screen takes you back to the
dashboard screen

3. Click on the Edit Profile user sub-menu to edit the user details, the cancel button on the edit profile screen takes you back to the dashboard
screen

4. Click on the Change Password user sub-menu to change the user’s password, the cancel button on the change password screen takes you
back to the dashboard screen

5. Click on the View Sent Emails user sub-menu to view sent emails from the system, the cancel button on the view send emails screen takes
you back to the dashboard screen

6. Click on the Sign Out user sub-menu to log out of the system

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DREAMS Integrated Monitoring and Evaluation System

Main Menu Panel

Below the system heading is the main menu panel, which has a total of 6 menu options, depending on the permission of the user this will differ.
Each menu option is described below:

Menu Description
Dashboard Stats with graphs on the area a user is working in
Data Collection Data entry of work being implemented
Data Exchange Data exchange with implementing partner systems
Email Email communication functionality from the system
Admin Settings System administrators module
Reports Generating reports from the system

Sub Menu Panel

The sub-menu panel is below the main menu panel, this panel display the name of the current screen on the far left and a breadcrumb menu of
the current screen on the far right. The breadcrumb menu assists the user in knowing how they got redirected to certain screens, the user can also
click on the breadcrumb as a shortcut to redirect them to certain screens of the breadcrumb menu. Below is how the System Heading Panel, the
Main Menu Panel, and the Sub Menu Panel looks like:

Figure 2.2: Menu Panels

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DREAMS Integrated Monitoring and Evaluation System

MODULE 3: DASHBOARD

The dashboard is the home page of the system and will display stats and graphs of the working area of the user. The screen below is an example
of when a national user logs in the system to see stats of the 2 DREAMS provinces.

Figure 3.1: Dashboard

As an example the numbers displayed on the dashboard are dummy numbers. The data does not represent the true reflections of
the provinces. For the purpose of the training manual we will use both GP and KZN as examples, please NOTE that the dashboard
will differ based on the user’s working location and level.

DREAMS Integrated Monitoring and Evaluation System Page 12

Depending on the area and level of a user, the dashboard will display a tab or tabs of the DREAMS implementing mechanism location, for
example the current dashboard displays tabs for KwaZulu-Natal and Gauteng. Follow the below steps to navigate through the dashboard:
1. Click on the province tab, by default it will display the user’s province (KwaZulu-Natal or Gauteng)
2. The dashboard has 3 sections

a. Section 1 – Estimated Population Females Aged 10 – 24
b. Section 2 – Population By District and Priority Groups
c. Section 3 – DREAMS Targets vs Results
3. View the Estimated Population Females Aged 10 -24 section for the selected province

Figure 3.2: KwaZulu-Natal Estimated Population Females Stats

Figure 3.3: Gauteng Estimated Population Females Stats
4. View the Population By District and Priority groups section for the selected province

Figure 3.4: KwaZulu-Natal Population By District and Priority Groups Stats

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DREAMS Integrated Monitoring and Evaluation System

Figure 3.5: Gauteng Population By District and Priority Groups Stats
5. View the DREAMS Targets vs Results section for the selected province

Figure 3.6: KwaZulu-Natal Intervention Bank Targets vs Results

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DREAMS Integrated Monitoring and Evaluation System

Figure 3.7: Gauteng Intervention Bank Targets vs Results

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DREAMS Integrated Monitoring and Evaluation System







Figure 4.2: Viewing Capture Reports
2. Based on the role and permissions, click on the Accept Data or Reject Data button

Accepting the data will lock the capture report and won’t allow any further updates, the report will then be viewed only. Indicators
displays the accepted numbers under the results column, the targets are also displayed next to the results.
Rejecting the data means that the report will be send back for entering the correct data, a narrative is written by the user rejecting
the report explaining why the data was rejected. A rejected capture report can be edited by clicking the Edit option under the Actions
column.

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DREAMS Integrated Monitoring and Evaluation System

Editing Capture Reports

1. From Data Collection Home Page under the Actions column, click on the Edit pop up option

! A capture location report which has not been accepted can be edited

2. A note displaying the status of the form is displayed, it will either be Open or Closed
3. Details about the implementing mechanism and a user audit trail is displayed as part of the form

Figure 4.3: Editing Capture Report

4. There are 3 indicator categories tabs, each tab has indicators which are grouped by sub-category. Click on the tabs to view the indicators and
their input text boxes. The numbers next to the categories indicates the total number of indicators per category.

5. Click the indicator name or the “-” “+” sign to collapse/expand the numerator/denominator text boxes.

! The disabled text boxes means the value is a calculated value, the calculation is automated and triggered when you exit the
enabled text box on an indicator

6. Enter the numerator or denominator number of an indicator
7. After all the numbers have been entered, click the Submit Data button
8. Click the Back To Filter button to get back to the capture location report screen

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DREAMS Integrated Monitoring and Evaluation System

MODULE 5: DATA EXCHANGE

Data Exchange

In order for data exchange to effectively work, you need to follow the steps below for setting up your MER indicators and Sequences.
1. Click on the Data Exchange menu on the main menu panel to display the sub-menus, the sub-menu will pop up sub-menus a) Sequences b)

MER Indicators c) DATIM Exchange options.

Process 1 – Add MER Indicators

1. Click on the MER Indicators option to open a screen that will add the MER indicator, the MER indicator screen has a table which displays all
the added MER indicators

2. The filter search box allows you to type in any word and the table will filter based on the results found. Below is an example after filtering:

Figure 4.3: Viewing MER Indicators Page 21
3. If the MER Indicator has more records, pagination will allow you to navigate to different pages.
4. Click on the Add New MER Indicator button, this will open a pop up screen with only limited

information to add.
5. Enter the name, narrative hint, and description.
6. Once all the information is added click on the Save Changes button to save the MER indicator.



DREAMS Integrated Monitoring and Evaluation System

Figure 4.4: Adding MER Indicator
7. Clicking the Close button will discard any information on the screen and return back to the

MER Indicator screen.
8. Check that the MER Indicator is saved by using the filter and type in the name of the indicator

Process 2 – Add Sequences

1. Click on the Sequences option to open a screen that will add Sequences, the Sequences screen has a table which displays all the added
Sequences

2. The filter search box allows you to type in any word and the table will filter based on the results found. Below is an example after filtering:

Figure 4.5: Viewing Sequences Page 22



DREAMS Integrated Monitoring and Evaluation System



Figure 4.7: Editing MER Indicator
5. Click the Back button to go back to the MER Indicators screen

! HTML code is allowed when adding / editing MER indicators. e.g <bold></bold>

Editing Sequences
Added Sequences can be able to be edited, follow the steps to be able to edit:
1. Click on the Data Exchange menu on the main menu panel to display the sub-menus, click the Sequences sub-menu
2. From the list of Sequences, click the Edit link
3. Select the De Indicator, or select the Parent, or select the Data Element Type, or name and comment

Figure 4.8: Editing Sequences Page 24
4. To effect the changes, click on the Submit button
5. Click the Back button to go back to the Sequence screen



DREAMS Integrated Monitoring and Evaluation System

Crosswalk

1. Click on the Crosswalk button next to the Sequence to be redirected to the crosswalk screen, the crosswalk screen displays a table of
DREAMS indicators linked with the Sequence

2. Using the Filter text box, type the name of the data element to be filtered

Figure 4.9: Viewing Crosswalk

3. To add a new crosswalk for a Sequence, click on the Add New Crosswalk button
4. Select the Data Element, select the Period, select the Sequence Number, enter the Formula.
5. Click the Submit button to save the Crosswalk

Figure 4.10: Edit Crosswalk

Click the Back button to go back to the Sequence screen
DATIM Exchange

Follow the steps to be able to do data exchange with DATIM
1. Click on the Data Exchange menu on the main menu panel to display the sub-menus, click the Datim Exchange sub-menu
2. Filter by period, or location, agency/mechanism/partner

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DREAMS Integrated Monitoring and Evaluation System

Figure 4.11: DATIM Exchange Filter
3. Once the filtering is done, click the Submit button
4. Results based on the filter will be displayed
5. Type words to be filtered and the report will only return the filtered results
6. Click on the Download DATIM Exchange File button, this will download the file to your computer/laptop
7. To run another report with different filters, click on the Update Report Table and repeat from step 2.

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DREAMS Integrated Monitoring and Evaluation System



MER Data

1. Click on the MER Data sub-menu
2. Filter by period, or location, agency/mechanism/partner
3. Once the filtering is done, click the Submit button
4. Results based on the filter will be displayed

Figure 4.13: MER Data Report

5. Type words to be filtered and the report will only return the filtered results
6. The report can be downloaded in Excel, CSV or PDV by clicking on the buttons on the top right

Implementation

1. Click on the MER Data sub-menu
2. Filter by period, or location, agency/mechanism/partner
3. Once the filtering is done, click the Submit button
4. Results based on the filter will be displayed

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DREAMS Integrated Monitoring and Evaluation System

Figure 4.14: Implementation
5. Type words to be filtered and the report will only return the filtered results
6. The report can be downloaded in Excel, CSV or PDV by clicking on the buttons on the top right

Page 29

DREAMS Integrated Monitoring and Evaluation System

The focus of DREAMS is working together for an
AIDS-free future for girls and women.

FOR IMPLEMENTING PARTNERS IN SOUTH AFRICA SEPTERMBER 2016


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