How to use this Portal


CONTENTS

1. WHAT IS A PORTAL?
2. SADASP.ORG
3. MAPS
4. TABLES AND CHARTS
5. DATA EXPORTS
6. INTERNAL MESSAGES
7. SHORT MESSAGE SERVICE (SMS)
8. PERFORMING TASKS IN THE PORTAL:

    i. Community Social Protection Committee (CSPC)
    ii. District Social Protection Committee (DSPC)
    iii. Regional Social Protection Monitoring Team (RSPMT)
    iv. SMS Moderator
    v. Systems Administrator

 

 

1. WHAT IS A PORTAL?
A portal is a data management system that can be accessed anywhere - in the field where data is input and in the office where data analyses are made. Portals implement rigorous security including two-way encryption.

Most portals have web interfaces like normal websites but underneath, they are much more powerful and complex and contain enterprise-level tools that are not available in typical websites.

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2. SADASP.ORG
Sadasp.org is a digital portal with tools for data gathering, analyses, display and export. Sadasp.org is operated in collaboration with District Administrations in Ghana's Northern Savannah Ecological Zone (NSEZ).

Sadasp.org is built on the world's most advanced Content Management System and database engine. When you open sadasp.org in a web browser, the public interface allows you to read a summary of what the system can do.

However, to login, you need authentication as a member of a CPSC, DSPC or RSPMT. Once you login, the first point of call is your committee's Dashboard with various tools for data input, moderation and display.

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3. MAPS
The mapping system of sadasp.org puts household data into interactive maps. A user can switch between "Household", "NGOs", "District", "Towns and Roads" and "Satellite Image" map layers. The layers in turn run on the GeoPHP engine which does the geometry operations using either the Global Positioning System (GPS) or local Ghanaian terrestrial mobile masts.


To input data into a map, you must login as a CPSC or DSPC member and use the "Household and SP Beneficiary Form" to mark the co-ordinates of a house on a map. There are tools on the map to use in switching to the Satellite Image and then zooming in to the rooftops of houses. Once the appropriate house is identified, a marker tool is used to click on it and its co-ordinates are saved.

Maps can be viewed by District with households showing up as markers. When clicked, information on the household appears in a popup. The markers may be different types - for example, a red four-pointed star for households and a blue five-pointed star for NGOs.

The Legend at the top-right of the map allows for toggling the district boundaries, Satellite, Roads maps, etc., on/off.

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4. TABLES AND CHARTS
The charting system and data tables in sadasp.org is highly interactive. Data that is input by field monitors is automatically analyzed and added to the appropriate table and chart. The displays have several interactive filters that allow different permutations of data to be retrieved. For instance, the filters can be set to display data from just a district, a Social Protection programme -- or all of them. Better still, households can be searched using their unique serial numbers.

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5. DATA EXPORTS
Users on sadasp.org with the right permission can export data in XML format for use in other projects. XML can be opened in Microsoft Excel, etc.

To export data, a user must login to his/her committee's Dashboard and click on the "Export Data" button. Next, the user must select the desired set of filters and scroll to the bottom and click on the XML button to export.

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6. INTERNAL MESSAGES
The internal email system of sadasp.org is restricted to only members. Users on sadasp.org can securely communicate with each other without fear of information leakage to the outside world.

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7. SHORT MESSAGE SERVICE (SMS)
The SMS system on sadasp.org is independent of all Mobile Service Providers (MSPs) in Ghana and Value Added Service (VAS) providers. This makes the cost of maintaining the system negligible. The only requirement is to buy a data bundle every month to maintain the mobile chip and number.

The SMS system allows beneficiaries of Social Protection programmes to send messages to their District Social Protection Committees (DSPCs).

The system allows a user to automatically open the SMS App on an Android phone after clicking a red button. There is no need to enter the phone number as it is pre-filled. Instructions on how to input a message are also given.

For persons whose phones do not have data connection to directly open their SMS App, a mobile number is given for them to use.

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8. PERFORMING TASKS IN THE PORTAL:

 

i. Community Social Protection Committee (CSPC)

The CSPC Dashboard

How to input household data

  • Login to your Dashboard.
  • Click the red "Household & SP Beneficiary Form" button.
    (A digital form will load with several tabs - "SECTION A" to "SECTION E". You may leave out "MONITOR REPORT", "DSPC REVIEW", "RSPMT REVIEW" and "CSO REPORT")
  • Please read the "CONSENT STATEMENT" to the head of the household.
    (If he/she agrees to answer the questions, begin from question A.1 and fill in all fields). See the image below:
  • After completing a section, click the next tab at the top of the form to move to a new section. Some of the sections contain sub-sections. An example is "SECTION B" (Questions B.1 to B.21 - "Add new Information on a household member").
  • After inputting data into a sub-section, you must save it. You can input as many household members as possible but remember to always save.
  • Once the number of entries for that sub-section are complete, you can move to the next section.
  • Finally save the full form. If some fields are left incomplete, the system will prompt you to complete them before it saves the form.

Edit and update household data

  • Click "MY MONITORING WORK" button.
    (A table with a full list of households assigned to your account will open.) See image below:
  • Search for the household by typing its serial number into the search box at the top of the table.
  • Click on the household name/serial number under "Click to Edit" column.
  • Select "Edit draft" tab.
    (The household will open with all data.)
  • Do your changes and save.

Map tools

  • To enter household data into a map, please go to question A.14. It is advisable to switch the layer and locate the area around the household using the "Towns and Roads" layer. See top-right of image below:
    (The names on the map will help you find the locality.)
  • Next, select the "Satellite Image" layer and zoom in till you reach the roofs of houses.
    (Please note that the zoom level will just be enough for you to identify individual houses.)
  • Look for the house and scroll to the bottom of the map and select the point tool (the first one on the list of tools).
  • Click on the household and save.

Edit and update map data

  • Click "MY MONITORING WORK" button.
  • Select "Edit draft" tab.
    (The household form will open with all data.)
  • Scroll down to A.14a - "Household Geolocation".
  • Click on "Edit" under "Operations" column.
  • If you want to remove a point (marker), please click on the "X" tool to clear it.
  • Next, use the point tool (first one) to click a new spot on the map.
    (Remember to use the "Satellite Image" layer to identify the household.)

Moderate data from CSPC Dashboard to DSPC Dashboard

  • Click "NEEDS REVIEW" button.
    (A table with a full list of households allocated to your account will open.) See image below:
  • Under the "Moderation" column, click on the household to move it from the CSPC Dashboard to your district DSPC.

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ii. District Social Protection Committee (DSPC)

The DSPC Dashboard

Review data from CSPCs

  • Login to your DSPC Dashboard.
  • Click "NEEDS REVIEW" button.
    (A table with a list of all household data will open.) See image below:
  • You can search for a household by using the search filter at the top of the table.
  • To review data belonging to a particular household, please click the household name under "Household Serial Number" column.
    (All details of that household will be displayed.)
  • To see which officials worked on the data, click on the user name under "Revised by".
  • The "Last updated" column lists the last time the data was updated.

Moderate data from DSCP Dashboard to RSPMT Dashboard

  • Click "NEEDS REVIEW" button.
  • Search for households updated by your CSPCs.
  • Look under "Set moderation state" column and click "Change to Regional SP Committee Review".

Input District Development Actors data

  • Click the button "District Development Actors DATA INPUT".
    (The District Development Actor input form will open.) See image below:
  • Input the data and save. (The system will automatically log the data into the appropriate district map and Development Actors table.)

Moderate District Development Actors data

  • Click on the orange button at the top of the Dashboard (or inside the "HELP" box).
    (A table bearing a full list of NGOs with a filter will load.) See image below:
  • Look under the "Moderate" column and click on the "Edit" or "Delete" link.
    (The "edit" link will appear only on entries created by your DSPC. Please note that when you choose "delete" and confirm, all data belonging to that NGO will be removed from the system.)

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iii. Regional Social Protection Monitoring Team (RSPMT)

The RSPMT Dashboard

Review data from DSPCs

  • Login to your RSPMT Dashboard.
  • Click on "Moderate from RSPMT to SADA HQ" button.
  • Search for household.
  • Click on the household name under "Household Serial Number" column to review all data on a household.
  • To see details of official who performed the last revision, click the official's username under "Revised by" column.

Moderate data from RSPMT Dashboard to SADA HQ

  • Under "Set moderation state", look for a household and click to move the household to SADA HQ.

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iv. SMS Moderator

The SMS Moderator's Dashboard

How to import delayed SMS

  • Login into the SMS Moderator's Dashboard.
  • Click "IMPORT SMS" button.
    (The import interface will open with a status message.)
  • Scroll to the bottom of the form and click on "Import" to import delayed SMS.
    (Please use the "IMPORT SMS" button only as a last resort to pull queued SMS messages from the mobile service provider. The system is configured to automatically process SMS messages.)

Moderate SMS

  • Click "SMS MODERATION" button. (A table with bulk actions checkboxes will open.) See image below:
  • To delete SMS messages, click on the checkboxes beside the telephone numbers and then choose an operation above (inside the "Operations" box).
  • Click "Execute" to delete.
  • To edit an SMS message, click edit under the "Edit" column.
  • Remember to save after editing.

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v. Systems Administrator

The System Administrator's Dashboard

Create, edit, suspend or delete user accounts.

  • Click on "People" menu on the black menu bar at the top of your Dashboard.
    (The accounts management interface will open.)
  • Click "+ Add user" to add a user. The following form will open:
  • Other actions can be effected by clicking on "edit" under "Operations".

Manage roles and permissions

Roles allow you to fine tune the security and administration of Drupal. A role defines a group of users that have certain privileges as defined on the permissions page. Examples of roles include: anonymous user, authenticated user, moderator, administrator and so on. In this area you will define the names and order of the roles on your site. It is recommended to order your roles from least permissive (anonymous user) to most permissive (administrator). To delete a role choose "edit role".

Anonymous user: this role is used for users that don't have a user account or that are not authenticated.
Authenticated user: this role is automatically granted to all logged in users.

System performance review and troubleshooting

To improve system performance, especially after new data is loaded onto maps:

  • Click the house icon on the extreme top-left of the black menu bar.
  • Select "Flush all caches" and wait for the system to flush caches.
  • For more information please click on "Help" menu on the black menu bar.
    (A page with "Help topics" will open with a list of help items.)

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