Coordinators Web Handbook

Transcription

TIST – The International Small Group & Tree Planting Project
Coordinators Web
Handbook
Volume 1
1. Logging on to the TIST website
2. Using the TIST Forum
3. Using the TIST Webmail
4. The Node System
5. Registering New Groups
6. Entering Small Group Monthly Reports
TIST Coordinators Web Handbook – Volume 1
Welcome! This guide is designed to allow you to use the TIST website to
undertake regular administrative tasks. A basic understanding of how to use a
computer is assumed. With the help of someone in an internet café even
someone with no previous computer knowledge should be able to enter new
information on TIST groups.
Further guides will be produced to cover topics including creating group
payment vouchers online, taking and uploading group photos, and submitting
expense reports online.
Logging on to the TIST website
To access the TIST website you will need to find a computer with access to
the Internet. The cheapest way to access the Internet is often through an
Internet café. Time at Internet cafés can be bought for between US$0.50 and
US$5 per hour – depending on Internet café location. Expenses incurred by
TIST coordinators travelling to Internet cafés and using Internet cafés is a
valid TIST expense and will be reimbursed.
Once at an Internet café, or any other computer with Internet access, open a
web browser. A web browser is the part of a computer that allows you to view
web pages. There are different web browsers, including Internet Explorer,
Netscape Navigator and Mozilla. An Internet café assistant should be able to
help you open a web browser if you are unsure of how to do this.
The example below uses Internet Explorer, which you should find on most
computers. Not all computer screens look identical so do not worry if your
computer screen does not look exactly like the one below – you should still be
able to find similar pictures. To open Internet Explorer click on a picture like
the one below (use the left-hand button on the mouse next to the computer
and press the button twice in quick succession):
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The picture below shows with highlighting where you might find a picture like
the one above (note if there is a picture like the one at the bottom of the
screen you only need to click once on it):
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Once you open the web browser you should see a picture like the one below.
The page in the middle of the screen might be different, but the screen around
the outside will be similar:
More details of the part of the screen highlighted in red can be found below:
The section highlighted is shown in more detail above. It allows you to view
different pages and to move from one page to the next. The line that says
address allows you to enter the address of a website. Every website has its
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own address, for example www.tist.org is the TIST website address. Typing
www.tist.org into the address bar will take you to the TIST address. If you do
not know the address of a website typing the address of a web page called a
search engine will allow you to find the addresses of different web pages. If
you would like to find out more about search engines please ask the Internet
café assistant.
The arrow facing back will allow you to return to the page you were just
looking at.
To display the TIST website delete the text in the address box…
…and then type www.tist.org and press the return key:
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On the left hand side of the screen you can now see a series of options:
Clicking once with the left mouse button on any item that is underlined will
take you to another page. Clicking on “Project Areas” will allow you to view the
information that is available for anyone to see about the small groups. Clicking
on “More Information” will display detailed information about the project.
Clicking on “Documents to Download” will allow you download key documents
for printing about the TIST project. This area will be useful for you as you can
use it to download fresh copies of sections of the TIST welcome pack and
also copies of the TIST Small Group Registration Forms and Small Group
Monthly Reports.
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Using the TIST Forum
By clicking on the “TIST Forum” option on the left of the screen you can
display the TIST Forum. The TIST Forum is an area of the website where you
can share best practices and news with anyone around the world who views
the website. This would be a good place to ask questions for other
coordinators and answer questions left by other coordinators. Please also use
this area to add exciting news that you would like everyone involved with TIST
to know.
There are many features available on the forum so please explore. Below is a
short guide to the most basic features available. When you click on the “TIST
Forum” option you will see the screen below:
Clicking on the green banner at the top of the page will take you back to the
main TIST index page.
To read what has been written by other TIST coordinators and small group
members you do not need to log in. However to add new messages and
replies you need to log in. To log in click on the text that says “Log in:
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You will now see a screen like the one below:
Click on the box that says “Username”, enter your username, then click on the
box that says “Password” and enter your password. Once you have finished
click on “Log in” to log in.
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You may see a prompt on the screen like the one below:
Make sure that you ALWAYS select “No”. If you chose for your password to
be remembered this will allow other people who use the same computer to
use your password and maybe enter false or offensive material.
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Once you have logged in successful you will be returned to the screen below:
Notice how the part of the screen that said “Log in” now says “Log out
[davideyre]”. When you log in your username will be displayed instead of
davideyre.
To view the messages that have been entered under one of the subjects click
on that subject. For example to view the information that has been entered
under Morogoro Training click on the “Morogoro Training” text.
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You should now see this screen:
You can add new topics for discussion or contribute to an existing one. To
contribute to an existing one please click on the text for that topic. For
example to view the Welcome topic and maybe to add a reply click on the text
that says “Welcome”:
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You should see this screen and can read the messages that other people
have left:
You can use the arrows at the right side of the screen to view lower down the
screen:
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Clicking on the up arrow moves the page up. Clicking on the down arrow
moves the page lower. In this case clicking on the down arrows shows this
part of the page:
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Clicking on the “Post Reply” button:
Displays the page below and allows you to add a reply:
Type a subject in the Subject line:
Type the main message in the large box in the centre of the screen:
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When you have finished your message use the down arrow at the right hand
side of the screen to move the page down. Click on the submit button:
If you decide that none of the existing topics suit the message you want to
leave you can click on the new topic button to add a new topic:
You will then see this screen – complete it as above and then click submit:
Once you have finished leaving messages on the forum remember to log out
by clicking on the “Log Out [username]” text. You can then return to the main
part of the TIST website by clicking on the green banner at the top of the
screen.
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Using the TIST Webmail
TIST Webmail allows you to send e-mail to the TIST office, other coordinators
and small group members with e-mail addresses. E-mail messages are like
normal letters that you might send at a post office, except that e-mails are
sent using the computer and arrive instantly.
To open the TIST Webmail from the menu at the left hand side of the TIST
website index page click on the text that says “TIST Webmail”:
This will open this TIST Webmail log in screen.
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Enter your username in the “UserID” box and enter your password in the
“Password” box. Ensure that the box by “remember my userid” does not have
an x in it then click “Login”:
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As long as you have entered the correct username and password you will now
see this screen:
If you have new e-mails these will appear in a list:
If the list if very long you may have to use the arrows to view one page and
then the next:
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Clicking on the text under the subject header will display the text of the e-mail:
If the e-mail is quite a long e-mail you will have to use the arrows on the right
of the screen to move the screen up and down so that you can read the whole
e-mail.
The buttons at the top of the e-mail allow you to reply to all the people the first
e-mail (Reply All) or just to the sender of the e-mail (Reply). “Forward” allows
you to send the e-mail to someone else. “Print” prints the e-mail. “To Trash”
deletes the e-mail:
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Clicking on “Reply” or “New” will display a page similar to that below:
Enter the e-mail addresses of who you want to receive the e-mail. If this is a
reply these will be filled in automatically. Then enter a Subject and enter the
text of the e-mail at the big box at the bottom of the screen. Once you have
finished your e-mail click on “Send” to send it.
When you have finished sending and reading e-mail click on the “Logout”
button to logout:
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The Node System
The node system is the recommended way for TIST coordinators to see every
TIST small group each month.
Small groups should be organised into Group Centres. Each group should be
able to walk or cycle to a central point in the Group Centre and back in a day.
This means that Group Centres are usually areas about 10-20km in diameter.
The central point in the Group Centre forms a node that is visited once a
month. A typical coordinator might supervise 5-10 nodes. On the day that the
coordinator visits the node a meeting is held. At least one member of each
small group in that Group Centre should come to the node meeting. At the
meeting the following occurs:
-
Each group hands in a Small Group Monthly Report Form for that
month
-
Any groups that have handed in 3 Monthly Report Forms in the last
quarter receive a Small Group Voucher for payment at a bank (details
will be provided in a future volume on how to generate and distribute
these vouchers)
-
Group members can share best practices
-
Any groups that report having >10,000 trees or seedlings have this
checked by the coordinator or another group
Once the node meetings are complete, once each month the Coordinator
should travel to an Internet Café to upload the new Small Group Monthly
Reports and any new Small Group registrations.
Questions on the node system can be answered by e-mails to TIST staff and
by referring to the Small Group Start-up Packet.
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Registering New Groups
TIST coordinators are responsible for registering new Small Groups. This is a
three part process:
1. Telling people about TIST and recruiting Small Groups
2. Clustering groups into Group Centres
3. Entering the Group Centres and Groups online
Steps 2 and 3 are dealt with in this Handbook. As is written above Small
Groups should be organised into Group Centres. Each group should be able
to walk or cycle to a central point in the Group Centre and back in a day. This
means that Group Centres are usually areas about 10-20km in diameter.
Group Centres can contain as many groups as can reach the central node. If
there are only a few groups in a Group Centre consider asking them to travel
to an adjacent node to save your time.
Any new groups should be asked to complete a Group Registration Form. An
example form is on the next page:
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The International Small Group Tree Planting Program (TIST)
Registration Form
TIST is a reforestation and economic development program.
TIST is operated in __________________________ by
_______________________________________.
A Small Group can have 6-12 members. Small Groups that register to be a TIST Small
Group have reviewed the Offer to Small Groups and agree with the requirements.
Small Group Name
Village
Bank Account Number:
Bank and Branch
Today’s Date
Names:
Age (Years)
Gender
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Rest filled in by TIST Coordinator
Group Center
TIST Number
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Signatures:
Once a Registration Form has been completed and Group Centres decided
the information can be entered online. To enter information click on
“Coordinator Login” from the menu on the left-hand side of the TIST index
page:
This will now display the Coordinator Login screen:
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To log in enter your username in the “Username” box and then enter your
password in the “Password” box:
Remember is the computer asks to remember your password chose no so
that your password remains secret.
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Remember to select an area from the “Area” list, this area will be the District,
Region or State you are working in:
Once you have done this click on “Submit”.
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You should now see an index of the different tasks you can complete as a
coordinator:
In Volume 1 of this Handbook you will learn how to use the following options:
-
Register a new Group Centre
-
Register a new Small Group
-
Enter a Small Group Monthly Report
-
View a report on each Group Centre
Please do not click on the other options. You will learn more about these
options in other Volumes of this Handbook. If you click on the other options
please click on the option to return to the main window. Running the other
reports without the proper training may result in groups not getting paid as
they should or incorrect information being stored.
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The second half of the options is displayed below, you will learn more about
these in future volumes:
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Click on the “Register a new group center” option to register a new group
centre:
In the “Group Center Name” box enter a name for the group centre. This will
usually be the name of a nearby town or village. The “Group Center Code” is
a code of no more than 6 letters used by the website to organise the Small
Groups. In this box enter the first 6 letters of the Group Centre name or 6
other letters or numbers that are related to the name. When you have finished
entering this information click on “Submit”.
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An example of how to enter a new Group Centre is displayed below:
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When you click “Submit” you should see the following screen with the text in
red saying “Insert Successful”. If you make an error you will see an error
message and a prompt to repeat the process and correct the error:
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Once you have created a new Group Centre you are ready to add new Small
Groups to that Group Centre. You can also add new Small Groups to an
existing Group Centre. Under the heading “Register a new group, select a
group center and click go:” click on the “Group Center” box to display a list of
Group Centres present in the Area you selected when you logged on:
Once you have selected a Group Centre click “Go”.
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You will now see a page that allows you to enter details about the new group:
The second half of this page is displayed below:
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The details for filling in this form can be copied directly from the completed
paper Small Group Registration Form. The paper form should be kept and
filed once the information is entered online.
Once you have copied across the information from the paper form click on the
“Submit” button. If the information has been entered correctly then a page
displaying “Insert Successful” will appear. However if an error has been made
the Add New Group page will be displayed again with red text explaining the
errors. Correct the boxes with errors and then click on “Submit” again:
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Entering Small Group Monthly Reports
Once groups have been registered each month they should submit a Small
Group Monthly Report of their activities. Submitting 3 reports in each quarter
entitles the Small Group to a payment voucher.
The next page shows an example Small Group Monthly Report Form. This
form should be collected at each node meeting by the Coordinator and a fresh
blank form handed to the Small Group.
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The International Small Group and Tree Planting Program
Small Group Monthly Report
Instructions: 1.) Fill in this form at the end of each month. 2.) Answer questions for
the month that just ended. 3.) Return to your TIST Coordinator. Thank you.
1. Month and Year of this Report
Month:
Year:
2. Small Group Name
3. Village
4. Group Center
5. TIST Number
6. Date Submitted:
7. Total number of meetings held each month
Circle either: 0 / 1 / 2 / 3 / 4 / 5
8. Number of members at the last meeting
Members
9. How many minutes was the last meeting?
Minutes
10. What date did the Small Group last meet?
11. How many different leaders led meetings this month?
Circle either: 0 / 1 / 2 / 3 / 4 / 5
12. How many seedlings were added this month?
Seedlings
13. How many trees were planted in ground this month?
Trees Planted
14. How many trees died this month?
Trees Died
15. How many seedlings are alive at the end of this month?
Seedlings
16. How many trees are alive at end of this month?
Trees Alive
17. Did Small Group receive an HMM this month?
Circle either: Yes / No
18. Did Small Group receive an Account Statement this month?
19. Did TIST staff come count trees this month?
Circle either: Yes / No DATE:
20. Was a Bank account created or changed this month?
21. If yes, please give the new account number and bank branch
22. 4 Small Group member signatures to state this Small Group
Monthly Report is accurate.
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Once the paper forms have been collected these can be entered on the
website from the Coordinator menu:
From the menu under the heading, “Complete a small group monthly report,
select a group center and click go:” select a Group Centre from the list.
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An online version of the paper form is now showed ready to be completed. Do
not worry if at first this form takes a while to complete. With practice the time
taken will fall dramatically!! The form is displayed below:
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Select a group number from the list of groups:
Complete the form and click on “Submit”. As with the Small Group
Registration page if you make an error you will be prompted in red text to
correct the error. Correct the error and then click “Submit” again.
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You can view the results of hard work by seeing what information has been
entered for each Group Centre. On the Coordinator index select a Group
Centre from this option and click “Go”:
You will see this report for your chosen Group Center:
The first half shows the average trees and seedlings each group in the group
centre has had over the last 12 months. Further down the page…
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… the second half shows a list of groups, when they were registered and the
last few monthly reports the groups have completed:
You may have to log out and then log back in again at the Coordinator Login
to view a summary for the most recently entered information. You should
always log out when you have finished entering Small Group data. To do this
find the paragraph at the top of each page which says something similar to:
Click on “Logout” to log out. PLEASE BE PATIENT WHILE THE WEBSITE
LOGS OUT. The log out takes up to 60 seconds as it is updating the project
summary web pages with the data you have just entered. Do not close the
web browser window until after you see the screen on the next page showing
you have logged out successfully.
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The successful log out screen:
For Further Help
If you need any further help or explanation please show this Handbook to the
assistant at your nearest Internet café and ask them to help you. If you still
need more help then please either contact each other by e-mail or phone or email davideyre@tist.org.
Page 42

Coordinators Web Handbook

Transcription

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