INTERNATIONAL NGO ONLINE SERVICES - … OF CONTETABLE OF CONT ANALYTICAL INTERFACE Version 1.3 USER...

TABLE OF CONTETABLE OF CONT

ANALYTICAL INTERFACE

Version 1.3

USER MANUAL

INTERNATIONAL NGO ONLINE SERVICES FOR THE RWANDA DIRECTORATE GENERAL OF IMMIGRATION AND EMIGRATION

INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual INTERNATIONAL NGO ONLINE SERVICES | Analytical Interface | User Manual

TABLE OF CONTENTS

INTRODUCTION .................................................................................................................................................... 7

OVERVIEW ........................................................................................................................................................... 7

LOGGING INTO INGO ONLINE SERVICES ............................................................................................................... 9

REGISTERING A NEW USER .................................................................................................................................. 10

INGO ONLINE SERVICES STRUCTURE .................................................................................................................. 14

MY PORTFOLIO MODULE ................................................................................................................................... 17

MY CALENDAR .................................................................................................................................................. 18 My Appointments ...................................................................................................................................... 20

Adding a New Appointment ................................................................................................................. 20 Editing Appointment Details ................................................................................................................. 24 Viewing Appointment Details ............................................................................................................... 24 Deleting Appointments ......................................................................................................................... 24

My Work Tasks .......................................................................................................................................... 24 Adding a New Task ............................................................................................................................... 25 Editing Task Details ............................................................................................................................... 26 Viewing Task Details ............................................................................................................................. 27 Deleting Tasks ....................................................................................................................................... 27

MANAGING INGO PROFILES................................................................................................................................ 27 INGO Creation Procedure .......................................................................................................................... 29 Viewing INGO Details ................................................................................................................................ 29 Sorting INGO Profiles ................................................................................................................................ 30 Browsing among INGO Profiles ................................................................................................................. 31

MANAGING PROJECTS ........................................................................................................................................ 31 Creating a New Project ............................................................................................................................. 33 Viewing Project Details ............................................................................................................................. 33 Sorting Projects ......................................................................................................................................... 33 Searching for an INGO .............................................................................................................................. 35 Browsing among Projects .......................................................................................................................... 36

MANAGING APPLICATIONS .................................................................................................................................. 36 Application Approval Management .......................................................................................................... 39

Application Approval Procedure ........................................................................................................... 39 Annual Report Approval Procedure ...................................................................................................... 41

Sub-annual Report Approval Procedure ........................................................................................... 44 Action Plan Approval Procedure ........................................................................................................... 47

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Copyright © 2015 Rwanda Directorate General of Immigration and Emigration


Sub-action Plan (Ministry Level) Approval Procedure ...................................................................... 47 Sub-action Plan (District Level) Approval Procedure ........................................................................ 49 Sub-action Plan (DGIE Office) Approval Procedure .......................................................................... 51

Creating a New Application ....................................................................................................................... 54 Viewing Application Details ....................................................................................................................... 57 Searching for Applications......................................................................................................................... 58 Sorting Applications .................................................................................................................................. 59 Browsing among Applications ................................................................................................................... 61 Handing Over an Application .................................................................................................................... 61 Previewing Sub-action Plans ..................................................................................................................... 62 Application Number Generation ............................................................................................................... 63

FIND VISA MODULE ............................................................................................................................................ 66

ACCESSING THE FIND VISA MODULE ..................................................................................................................... 67 VIEWING VISA DETAILS ....................................................................................................................................... 67 SEARCHING FOR VISAS ........................................................................................................................................ 67 BROWSING AMONG VISA RECORDS ....................................................................................................................... 69

LIST MODULE ..................................................................................................................................................... 70

ACCESSING THE LIST MODULE .............................................................................................................................. 70 EXPANDING THE LIST ITEM .................................................................................................................................. 71 SORTING LIST ITEMS ........................................................................................................................................... 71 BROWSING AMONG LIST ITEMS ............................................................................................................................ 72 MODIFYING THE CURRENT VIEW .......................................................................................................................... 72

Adding List Groups / Columns / Column Groupings ................................................................................... 73 Re-ordering Groups / Columns / Column Groupings ................................................................................. 73 Removing Groups / Columns / Column Groupings .................................................................................... 73

REPORT MODULE ............................................................................................................................................... 74

ACCESSING THE REPORT MODULE ........................................................................................................................ 74 CREATING A REPORT .......................................................................................................................................... 75 PREVIEWING A REPORT ....................................................................................................................................... 77 GENERATING A REPORT ...................................................................................................................................... 78 CUSTOMISING REPORTS ...................................................................................................................................... 78

Formatting/Styling Report Components.................................................................................................... 79 Re-ordering Report Table Components ..................................................................................................... 81 Sorting Report Table Components ............................................................................................................ 82 Removing a Report Table Component ....................................................................................................... 82 Switching Report Table Components......................................................................................................... 83

CHART MODULE ................................................................................................................................................. 84

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KEY FEATURES ................................................................................................................................................... 84 ACCESSING THE CHART MODULE .......................................................................................................................... 84 MAIN SCREEN AND ITS COMPONENTS ................................................................................................................... 85 VIEW SCREEN AND ITS COMPONENTS .................................................................................................................... 89

MAP MODULE .................................................................................................................................................... 91

KEY FEATURES OF THE GIS TOOLS ......................................................................................................................... 92 ACCESSING THE MAP MODULE ............................................................................................................................ 92 MAP MODULE SCREEN COMPONENTS ................................................................................................................... 92 WORKING IN THE MAP MODULE .......................................................................................................................... 93

Zooming in / Zooming out ......................................................................................................................... 93 Measuring Distance .................................................................................................................................. 95 Buffered Zone Querying ............................................................................................................................ 96 Using Layers .............................................................................................................................................. 97 Setting Map Options ................................................................................................................................. 99 Using Mini Map ....................................................................................................................................... 101 Viewing the Data Displayed on the Map ................................................................................................. 101

DETAILS SECTION ............................................................................................................................................. 103

ACCESSING THE DETAILS SECTION ....................................................................................................................... 105 EDITING AN EXISTING DATASET INSTANCE ............................................................................................................ 106 DELETING AN EXISTING DATASET INSTANCE .......................................................................................................... 106

CUSTOMISED REPORTING ................................................................................................................................ 107

SETTING REPORT OPTIONS ................................................................................................................................ 107 SAVING REPORTS ............................................................................................................................................. 108

How to Save New Reports ....................................................................................................................... 108 How to Save a Copy of the Report ........................................................................................................... 109

RE-ORGANISING REPORTS ................................................................................................................................. 109 Renaming Reports and Report Groups .................................................................................................... 110 Deleting Reports or Report Groups ......................................................................................................... 110 Adding a Sub-group................................................................................................................................. 111 Re-ordering Reports and Groups ............................................................................................................. 111 Setting a Report as Default ..................................................................................................................... 111

VIEWING PRE-DEFINED REPORTS ........................................................................................................................ 112 EDITING PRE-DEFINED REPORTS ......................................................................................................................... 112 EXPORTING REPORTS ........................................................................................................................................ 113 PRINTING REPORTS .......................................................................................................................................... 113

FILTERING......................................................................................................................................................... 114

CREATING FILTERING CRITERIA ........................................................................................................................... 114

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SEARCH ............................................................................................................................................................ 117

SIMPLE SEARCH ............................................................................................................................................... 117 ADVANCED SEARCH .......................................................................................................................................... 117

LOGGING OUT .................................................................................................................................................. 119

REFERENCES ..................................................................................................................................................... 119

APPENDIX I: APPLICATION SUB-TABS ................................................................................................................ 120

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TABLE OF FIGURES FIGURE 1: INGO ONLINE SERVICES LOGIN SCREEN .............................................................................................. 9 FIGURE 2: USER REGISTRATION FORM .............................................................................................................. 10 FIGURE 3: MY PROFILE SECTION ........................................................................................................................ 13 FIGURE 4: INGO ONLINE SERVICES ANALYTICAL INTERFACE STRUCTURE ......................................................... 14 FIGURE 5: MY PORTFOLIO MODULE .................................................................................................................. 17 FIGURE 6: MY CALENDAR IN MY PORTFOLIO ..................................................................................................... 19 FIGURE 7: ADDING A NEW APPOINTMENT IN MY PORTFOLIO .......................................................................... 21 FIGURE 8: ADD NEW APPOINTMENT FORM ...................................................................................................... 23 FIGURE 9: CALENDAR ......................................................................................................................................... 23 FIGURE 10: ADDING A NEW TASK IN MY PORTFOLIO ........................................................................................ 25 FIGURE 11: ADD NEW WORK TASK FORM ......................................................................................................... 26 FIGURE 12: INGO PROFILE SECTION IN THE MY PORTFOLIO MODULE .............................................................. 28 FIGURE 13: SORTING THE INGOS ....................................................................................................................... 31 FIGURE 14: PROJECT SECTION IN THE MY PORTFOLIO MODULE....................................................................... 32 FIGURE 15: SORTING THE PROJECTS ................................................................................................................. 35 FIGURE 16: SEARCHING FOR AN INGO .............................................................................................................. 36 FIGURE 17: APPLICATION SECTION IN THE MY PORTFOLIO MODULE ............................................................... 37 FIGURE 18: APPLICATION APPROVAL PROCEDURE ............................................................................................ 41 FIGURE 19: ANNUAL REPORT APPROVAL PROCEDURE ...................................................................................... 44 FIGURE 20: SUB-ANNUAL REPORT APPROVAL PROCEDURE FOR MINISTRY LEVEL ............................................ 46 FIGURE 21: SUB-ANNUAL REPORT APPROVAL PROCEDURE FOR DISTRICT LEVEL ............................................. 47 FIGURE 22: SUB-ACTION PLAN APPROVAL PROCEDURE FOR MINISTRY LEVEL ................................................. 49 FIGURE 23: SUB-ACTION PLAN APPROVAL PROCEDURE FOR DISTRICT LEVEL ................................................... 51 FIGURE 24: SUB-ACTION PLAN APPROVAL PROCEDURE FOR CENTRAL LEVEL OF OPERATION ......................... 54 FIGURE 25: SEARCHING FOR AN APPLICATION .................................................................................................. 59 FIGURE 26: SORTING THE APPLICATIONS .......................................................................................................... 60 FIGURE 27: HAND-OVER FORM ......................................................................................................................... 62 FIGURE 28: PREVIEWING SUB-ACTION PLANS ................................................................................................... 62 FIGURE 29: FIND VISA MODULE ......................................................................................................................... 66 FIGURE 30: SEARCHING FOR A VISA RECORD .................................................................................................... 68 FIGURE 31: LIST MODULE .................................................................................................................................. 70 FIGURE 32: EXPANDING THE LIST ITEM LEVEL ................................................................................................... 71 FIGURE 33: MODIFYING THE CURRENT VIEW .................................................................................................... 72 FIGURE 34: REPORT MODULE ............................................................................................................................ 74 FIGURE 35: SELECTING A GROUPING FOR A REPORT ........................................................................................ 76 FIGURE 36: COMPATIBILITY MATRIX .................................................................................................................. 77 FIGURE 37: PREVIEWING THE REPORT .............................................................................................................. 78

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FIGURE 38: REPORTS WINDOW WITH PROPERTIES FOCUS ON THE TITLE FIELD .............................................. 79 FIGURE 39: FORMATTING/STYLING TEXT ENTRIES ............................................................................................ 80 FIGURE 40: REPORTS WINDOW WITH PROPERTIES FOCUS ON THE COLUMN .................................................. 80 FIGURE 41: ASSIGNING PROPERTIES TO REPORT TABLE COMPONENTS ........................................................... 81 FIGURE 42: REORDERING REPORT TABLE COMPONENTS .................................................................................. 81 FIGURE 43: DEFINING THE SORTING ORDER ..................................................................................................... 82 FIGURE 44: SWITCHING REPORT TABLE COMPONENTS .................................................................................... 83 FIGURE 45: MAIN SCREEN OF THE CHART MODULE .......................................................................................... 85 FIGURE 46: VIEW SCREEN OF THE CHART MODULE .......................................................................................... 89 FIGURE 47: MAP MODULE ................................................................................................................................. 91 FIGURE 48: INTELLIGENT SEARCHING ................................................................................................................ 94 FIGURE 49: ZOOMING BY SELECTION ................................................................................................................ 95 FIGURE 50: MEASURING DISTANCE ................................................................................................................... 96 FIGURE 51: BUFFERED ZONE QUERYING ........................................................................................................... 97 FIGURE 52: SELECTING A CHART TYPE ............................................................................................................... 98 FIGURE 53: SELECTING SCALING RANGE ......................................................................................................... 100 FIGURE 54: USING MINI MAP .......................................................................................................................... 101 FIGURE 55: VIEWING THE DATA DISPLAYED ON THE MAP .............................................................................. 102 FIGURE 56: INGO DETAILS SECTION ................................................................................................................. 103 FIGURE 57: PROJECT DETAILS SECTION ........................................................................................................... 104 FIGURE 58: APPLICATION DETAILS SECTION .................................................................................................... 105 FIGURE 59: SETTING THE LIST REPORT OPTIONS ............................................................................................. 107 FIGURE 60: MEMORIZING A REPORT ............................................................................................................... 108 FIGURE 61: ORGANISING THE REPORTS .......................................................................................................... 110 FIGURE 62: FILTERS .......................................................................................................................................... 114 FIGURE 63: SEARCHING FOR A CATEGORY ITEM ............................................................................................. 115 FIGURE 64: CREATING SAMPLE FILTERING CRITERIA ....................................................................................... 116 FIGURE 65: ADVANCED SEARCH SECTION ....................................................................................................... 118

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INTRODUCTION This document describes the International Non-governmental Organisation Online Services (INGO Online Services) developed for the Rwanda Directorate General of Immigration and Emigration. It provides the necessary instructions to ensure successful work with the application. Use of this document and compliance with the standards specified herein is mandatory for anyone working with the mentioned application.

OVERVIEW The International Non-governmental Organisation Online Services (INGO Online Services) is an automated information management system designed for facilitating the registration process of the International Non-Governmental Organisations (INGOs) contributing to the development of Rwanda. The system is developed for the INGO department within the Rwanda Directorate General of Immigration and Emigration and is intended for automation of the transactional routines and business processes of the department related to the INGO annual registration and renewal of the annual registration certificate. Moreover, the system is used to successfully track the INGO data updates, INGO closure and other types of activities in the country. The main objective of INGO Online Services is to promote accountability and transparency of the entire INGO registration and registration renewal processes. In addition, the system aims at enabling cooperation and collaboration between DGIE, INGO and other relevant stakeholders. INGO Online Services is designed to provide quick access to INGO data remotely via the Internet. Once you have accessed this application, you can view data organised into lists, reports, charts, and maps; present the data in the form of different analytical reports, memorize/save the reports, print them and export them into the PDF, MS Word and MS Excel format files. In the current design, INGO Online Services consists of the following modules:

• INGO Profile – this module is designed to view the profiles of the International Non-governmental Organisations that either have been registered with the Rwanda Directorate General of Immigration and Emigration or placed an application for registration. In this

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application, you can view the organisation details as well as present the data in the form of different analytical reports in the List, Report, Chart and Map modules.

• Projects – this module is designed to view the projects that are implemented in the country or

are planned for implementation by the INGOs recorded in the system. In this application, you can track the project implementation and present the project data in the form of different analytical reports in the List, Report and Chart modules.

• Applications – this module is designed to track the applications submitted by the INGOs. In this

module, you can track the entire application approval process from start to finish as well as present the data in the form of different analytical reports in the List, Report, Chart and Map modules.

All applications available in INGO Online Services contain a built-in online data entry sub-system, which is designed to allow entering or modifying relevant information remotely via the Internet. INGO Online Services provides a web-based user interface and requires having a web browser pre-installed.

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LOGGING INTO INGO ONLINE SERVICES The starting screen of the INGO Online Services application is the Login Screen (Figure 1). To log in, you should validate yourself with the username and password and then click the Login button. Note: The password is case sensitive. Note: If you have failed to log in several times, the system will be blocked. Contact your system administrator in order to unlock your user access. The number of unsuccessful login attempts is configured from the Administration Center (see the INGO Online Services Administration Center User Manual in REFERENCES).

Figure 1: INGO Online Services Login Screen

A successful login directs you to the My Portfolio module. Note: If you have forgotten your password, you can retrieve it by clicking the Forgot your password? link in the Login Screen and confirming your identity. After submitting your identity information, you will receive a password to the e-mail address associated with your user account.

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Registering a New User If you are an INGO staff member and you are new to the system, you need a personal account to be able to work with it. To request an account, you have to sign up for a personal account (username and password). In order to register in the system, follow the steps below:

1. Click the Request a new account link in the Login Screen. A User Registration Form (Figure 2) appears.

Figure 2: User Registration Form

2. Provide the information requested in the form as described in the table below:

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Field Name Description

Username Fill in the user’s Username. This field is mandatory. This is the name that the user should provide when logging into the system.

First Name Provide the user’s First Name. This field is mandatory.

Last Name Provide the user’s Last Name. This field is mandatory.

Title Specify the user’s Title.

International NGO Specify whether the International NGO that the user represents is already registered with the DGIE or is seeking registration by activating the respective radio button. This field is mandatory. For a new INGO, fill in its name in the text box that appears. For an existing INGO, select its name from the drop-down list.

Account Type Specify the user’s Account Type. This field is mandatory. The following options are available:

• Privileged User • Standard User

Note: Privileged users must attach a Power of Attorney to complete their registration, while standard users must attach a Confirmation Letter.

Position Indicate the Position that the user occupies in the specified INGO.

Postal Address Enter the user’s Postal Address.

Phone Indicate the user’s contact Phone number. This field is mandatory.

Email Indicate the user’s Email address. This field is mandatory. Please note that the user will receive notifications to the email address indicated in this field.

Comment Add a Comment related to the user registration. This field is mandatory.

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Confirmation Letter This field is available for the standard users only and is used to upload the requested Confirmation Letter. To attach a document, click the Choose File button, select the respective file and click the Add button.

Note: The file to be attached should be of the .jpg, .pdf, .png, or .gif type only.

Power of Attorney This field is available for the privileged users only and is used to upload the requested Power of Attorney. To attach a document, click the Choose File button, select the respective file and click the Add button.

Note: The file to be attached should be of the .jpg, .pdf, .png, or .gif type only.

Security Image Enter the content of the Security Image in the text box. This field is mandatory. You may click the security image to have it re-generated if image is not clear.

3. Click the Submit button to deliver the information input.

Once you submit the registration form, the INGO Online Services administrator receives a notification. The administrator will review the information submitted and either approve the application or reject it. Please note that user account requests are approved and processed upon the receipt of a signed Power of Attorney / Confirmation Letter from the system administrator. In case the application is approved, you will receive a message to the e-mail address provided during registration. The e-mail will contain your login information details (username and automatically generated password). Once logged in with the received username/password, you can manage your details, i.e. change personal data and the password. To edit personal details, log into the application, go to the My Profile section (Figure 3) and make the appropriate changes in the data displayed.

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Figure 3: My Profile Section

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INGO ONLINE SERVICES STRUCTURE INGO Online Services consists of the following main sections:

• MY PORTFOLIO MODULE – used for quick access to the INGO profiles, projects and applications that the current user has permissions to manage.

• FIND VISA MODULE – used for quick access to the visa records of the expatriate staff employed by INGOs.

• LIST MODULE – used to create and execute ad-hoc queries on the data and acquire the results in the form of a list report.

• REPORT MODULE – used to create and execute ad-hoc queries on the data and acquire the results in the form of a table report.

• CHART MODULE – used to create and execute ad-hoc queries on the data and acquire the results in the form of a chart report.

• MAP MODULE – used to create and execute ad-hoc queries on the data and acquire the results in the form of a map report.

The INGO Online Services main window has a complex preview as it is shown in Figure 4.

Figure 4: INGO Online Services Analytical Interface Structure

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It contains the following components:

Component Name Description

Header This is the application header that contains the application name and logo. On the right side, the following options are available:

• Contact us – contact details (e-mail address and phone number) of the INGO Online Services System Administrator.

• My Profile – this opens your personal settings and details. For details, see Registering a New User.

• About – opens the INGO Online Services information window.

• Log Off – this button is used to log off the application.

Main Toolbar This is the main toolbar of the INGO Online Services application. The following tabs are available here:

• My Portfolio – opens the MY PORTFOLIO MODULE to manage user specific projects.

• Find Visa – opens the FIND VISA MODULE to search for a definite visa record.

• List – opens the LIST MODULE.

• Report – opens the REPORT MODULE.

• Chart –opens the CHART MODULE.

• Map – opens the MAP MODULE. Please note that this module is unavailable for the Projects application of INGO Online Services.

• Help – opens the INGO Online Services application help.

Main Menu Bar This menu contains sections with main functions of the INGO Online Services application:

• Applications – lists all applications present in INGO Online Services.

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• Search – contains a common and advanced search functions among the selected application list. For details, see SEARCH.

• Filters – contains filtering options. For details, see FILTERING.

• Public Views/Reports/Charts/Maps – memorized views reports / charts / maps (depending on the opened module) available to all users of the application.

• Group Views/Reports/Charts/Maps – memorized views reports / charts / maps (depending on the opened module) created by and available to the current user group only.

• My Views/Reports/Charts/Maps – memorized views / reports / charts / maps (depending on the opened module) created by and available to the current user only.

Main Menu Manipulation Buttons

• Left/Right arrows ( ) – used to hide/open the Main Menu bar.

• Up/Down arrows ( ) – used to collapse/expand the section in the Main Menu bar.

• Frame Divider ( ) – used to adjust the width of the Main Menu bar.

Workspace In this frame, all sections and modules are managed. Here are filtering and search results displayed.

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MY PORTFOLIO MODULE The My Portfolio module of the INGO Online Services application (Figure 5) provides quick access to the INGO profiles as well as project and application records that the current user has been granted with permissions to manage.

Figure 5: My Portfolio Module

In order to access the My Portfolio module, click the My Portfolio tab in the Main Menu of the INGO Online Services application (see INGO ONLINE SERVICES STRUCTURE). Editing permissions for records in My Portfolio can be based on the user (whether the user has created the record) or user’s group (whether someone from the group the user belongs to has created the record). All these permissions are granted and managed from the INGO Online Services Administration Center (see the INGO Online Services Administration Center User Manual in REFERENCES).

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The My Portfolio module consists of the following sections (Figure 5):

• INGO Profile – this section is used to provide information about the INGOs that have been registered with the Rwanda Directorate General of Immigration and Emigration to start their operations in the country. Moreover, in this section you can track those international non-governmental organisations that plan to extend their activities in the country, but need their registrations to be approved before that. For more details on how you can manage records in the INGO Profile section, see Managing INGO Profiles.

• Project – this section is used to keep record of all the projects that the international non-governmental organisations registered in Rwanda plan to carry out or are implementing at the moment. For more details on how you can manage the records in the Project section, see Managing Projects.

• Application – this section is used to store and manage different types of applications that the international non-governmental organisations registered in Rwanda can place for approval. For more details on how you can submit and process applications, see Managing Applications.

In each of these sections, you can view the details of appointments and work tasks assigned to you; view your schedule on a calendar (see My Calendar); create your own appointment and work task lists in the My Appointments and My Work Tasks sections respectively (Figure 5). Note: Depending on the permissions you have, you may have access only to a specific section in the My Portfolio module. The access permissions to different sections in the My Portfolio module as well as permissions to add and edit appointments and tasks are granted and managed from the INGO Online Services Administration Center (see the INGO Online Services Administration Center User Manual in REFERENCES).

My Calendar The INGO Online Services application comes enhanced with a comprehensive calendar control that apart from providing the common feature of navigating to a specific date, also offers additional features, such as handling and scheduling appointments and work tasks assigned to you.

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My Calendar offers a facility for easy and quick searching among all events - appointments and work tasks - displayed and managed in this section. This way, the user logged into the system can view key calendar events that they are expected or scheduled to attend.

Figure 6: My Calendar in My Portfolio

Users of INGO Online Services can use the My Calendar section to display the following:

• Display and select dates: The section displays a calendar through which users can move to any day in any year. Selecting a specific day in a calendar causes the selected date to be highlighted. Optionally, users can move to arbitrary dates by clicking a day or moving from month to month.

• Display appointments or other information in a calendar grid: The My Calendar section displays specific details for individual days, such as appointments and work tasks. Clicking the date on

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the calendar displays the information provided for the selected date. This may include appointments to be held or tasks/duties to be performed on the selected day. For better visualization, each of these events is represented with a square of its own color on the calendar date when they are supposed to commence or take place. This way, newly assigned tasks are marked with green squares, while the appointments are marked with blue squares.

In the My Calendar section, you can view your working schedule on the calendar and all the important information to be used for better and efficient management of the system (Figure 6). Click the date on the calendar to see the events scheduled for the date - appointments to be held (see My Appointments) or tasks to be performed (see My Work Tasks).

My Appointments The My Portfolio module of the INGO Online Services application provides you with a possibility of creating your own list of appointments. This chapter outlines how to view, add, edit and delete appointments.

Adding a New Appointment In order to add a new appointment from the My Portfolio module, follow the steps below:

1. Click the Add New Appointment link in the My Appointments section (Figure 7). This will open a new appointment adding form (Figure 8).

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Figure 7: Adding a New Appointment in My Portfolio

2. Provide the information requested as described in the table below:

Note: Some fields in this section are mandatory to be filled in. They are marked with an asterisk.


Subject Provide a one-line synopsis of the purpose that the appointment has. This field is mandatory.

Start Date & Time Specify the date and time when the appointment is supposed to begin. This field is mandatory. A calendar popup is available for the date input, see Figure 9: Calendar.

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End Date & Time Specify the date and time when the appointment is supposed to end. A calendar popup is available for the date input, see Figure 9: Calendar.

Location / Place Specify the appointment location. This field is mandatory.

Recipients Select the Recipients of the appointment by ticking the respective checkboxes in the drop-down list and clicking the Add button. This field is mandatory.

Note: To make it easier to locate the appropriate organisations in the long list, the system has a search capability. To find the relevant organisation, enter the organisation name in the search field. The list of all organisations matching the criteria will be displayed in the drop-down list.

If you want to remove a selected organisation and prevent it from receiving an appointment invitation, click the icon next to the organisation name.

Note: You can activate the SMS service for the appointments by ticking the Send SMS checkbox. This way, the appointment participants will receive SMS notifications on the appointment time and venue.

Message Enter the appointment Message. This field is mandatory.

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Figure 8: Add New Appointment Form

3. Click the Save button to save the information input. Or, click the Save & Close button to save

the information and return to the MY PORTFOLIO MODULE.

Figure 9: Calendar

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Editing Appointment Details In order to edit the information provided for an appointment, follow the steps below:

1. Select the date on the calendar to see the appointments scheduled for the selected date. 2. Click the arrow to the right of the selected appointment record.

Note: You can use the (Info) option to the left of the selected record to see brief information about the appointment.

3. Select the Edit Appointment option. You will be directed to the appointment form where the information provided for the selected appointment will be displayed.

4. Make the appropriate changes. 5. Click the Save button to save the information input. Or, click the Save & Close button to save


Viewing Appointment Details In order to view the information provided for an appointment, follow the steps below:

1. Click the date on the calendar to see the appointments scheduled for the selected date. 2. Click the appointment description. This will open the appointment details window.

Note: You can use the (Info) option to the left of the selected record to see brief information about the appointment.

Deleting Appointments In order to delete an existing appointment, follow the steps below:

1. Click the date on the calendar to see the appointments scheduled for the selected date. 2. Click the arrow to the right of the selected record and select the Delete option.

My Work Tasks The My Portfolio module of the INGO Online Services application provides you with the possibility of creating your own list of tasks. This chapter outlines how to add, edit and delete work tasks.

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Adding a New Task In order to add a new task from the My Portfolio module, follow the steps below:

1. Click the Add New Task link in the My Work Tasks section (Figure 10). This will open a new work task adding form (Figure 11).

Figure 10: Adding a New Task in My Portfolio

2. Provide the information requested as described in the table below:

Note: Some fields in this section are mandatory to be filled in. They are marked with an asterisk.

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Title Provide a one-line synopsis of the work task. This field is mandatory.

Start Date Specify the date when the work task is supposed to begin. This field is mandatory. A calendar popup is available for this input, see Figure 9: Calendar.

End Date Specify the date when the work task is supposed to end. A calendar popup is available for this input, see Figure 9: Calendar.

Description Provide the task Description. This field is mandatory.

Figure 11: Add New Work Task Form

3. Click the Save button to save the information input. Or, click the Save & Close button to save


Editing Task Details In order to edit the information provided for a work task, follow the steps below:

1. Select the date on the calendar to see the tasks scheduled for the selected date. 2. Click the arrow to the right of the selected task record.

Note: You can use the (Info) option to the left of the selected record to see brief information

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about the work task. 3. Select the Edit Task option. You will be directed to the work task form where the information

provided for the selected task will display. 4. Make the appropriate changes. 5. Click the Save button to save the information input. Or, click the Save & Close button to save


Viewing Task Details In order to view the information provided for a task, follow the steps below:

1. Click the date on the calendar to see the tasks scheduled for the selected date. 2. Click the task description. This will open the work task details window.

Note: You can use the (Info) option to the left of the selected record to see brief information about the task.

Deleting Tasks In order to delete an existing appointment, follow the steps below:

1. Click the date on the calendar to see the tasks scheduled for the selected date. 2. Click the arrow to the right of the selected record and select the Delete option.

Managing INGO Profiles The INGO Profile section of the My Portfolio module (Figure 12) has been designed to manage the profiles of the international non-governmental organisations that extend or plan to extend their activities in Rwanda. The organisation records displayed in the INGO Profile section are arranged into two groups depending on whether the organisation has a profile established for it or is yet to create it. The information displayed in the INGO Profile section for each INGO having a profile includes the following:

• INGO Name – this is the name of the INGO;

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• Registration Number – this is a unique code assigned to the INGO for identification and future reference. Please note that this number will not change even after closing and reopening the INGO.

• First Registration Date – this is the date when the INGO first registered with the Rwanda Directorate General of Immigration and Emigration;

• Status – this shows whether the INGO registration has already been processed; • Registration Expiry – this is the date when the INGO registration will expire; • Last Updated On – this is the date when the INGO profile was last updated; • Last Updated By – this is the name of the user who last updated the INGO profile.

Figure 12: INGO Profile Section in the My Portfolio Module

Note: Viewing permissions for the INGO Profile tab and editing permissions for records within it are privileged to the following users only:

• System Administrators

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• DGIE Users • DGIE Supervising Head • DGIE Intermediate Head

In the INGO Profile section, details of the INGO profiles can be viewed. Moreover, it is possible to browse profile records and sort them in the ascending or descending order according to definite criteria.

INGO Creation Procedure As it has been stated in the chapters above, the INGO Profile section holds information on the international organisations that have not yet established a public profile for them. This means these organisations have not yet registered with the Rwanda Directorate General of Immigration and Emigration. The steps below describe the entire process of recording an INGO in the INGO Online Services system:

• The System Administrator adds an INGO from the Administration Center (see the INGO Online Services Administration Center User Manual in REFERENCES). The INGO is listed among the organisations not having a profile yet (Figure 12).

• In the next step, the INGO needs to create its profile by submitting a First Time Registration application (see the INGO Online Services First Time Registration Application User Manual in REFERENCES).

• Once the application is submitted, the INGO will be moved to the INGOs Having Profile list.

Viewing INGO Details In order to view the details of INGO profiles in the INGO Profile section, follow the steps below:

1. Go to the My Portfolio module. 2. Click the INGO Profile tab. 3. Click the name of the INGO that you want to see the details for. You will be directed to the

Details section where the INGO data will be displayed. For more information, see DETAILS SECTION.

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Sorting INGO Profiles The INGO profiles displayed in the INGO Profile section can be sorted in ascending or descending order according to one of the following criteria:

• INGO Name – the INGOs will be sorted in alphabetical order according to the INGO name. • Registration Number – the INGOs will be sorted in numerical order according to the

registration number they have been assigned. • First Registration Date – the INGOs will be sorted in chronological order according to the date

when they were first registered in the country. • Status – the INGOs will be sorted in alphabetical order according to their registration status. • Registration Expiry – the INGOs will be sorted in chronological order according to the date

when their registration will expire. • Last Updated On – the INGOs will be sorted in chronological order according to the date when

they were last updated. • Last Updated By – the INGOs will be sorted in alphabetical order according to the user who

last updated the INGO profile. In order to sort the INGOs according to one of the criteria described above, follow the steps below:

1. Go to the My Portfolio module. 2. Click the INGO Profile tab. 3. Click the arrow icon in the header of the column that you want to sort the INGOs by (Figure

13). 4. Click the arrow icon once again to sort the INGOs in reverse order.

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Figure 13: Sorting the INGOs

Browsing among INGO Profiles In order to locate the INGO profile that you are looking for, you can make use of the page numbers

or the respective (First), (Previous), (Next) and (Last) buttons at the bottom of the INGO profiles table.

Managing Projects The Project section of the My Portfolio module (Figure 14) is used to keep record of all the projects that the international non-governmental organisations registered in Rwanda plan to carry out or are implementing at the moment. The projects that are stored in this section are an indispensable part of

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the Action Plan or Biannual and Annual Reports that all INGOs operating in Rwanda should submit in their due time.

Figure 14: Project Section in the My Portfolio Module

The information displayed in the Project section for each project includes the following:

• Project – this is a unique code assigned to the project for identification and future reference; • INGO Name – this is the name of the INGO implementing the project; • Domain / Sector of Intervention – this is the economic domain / sector that the project

implementation supports;

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• Level of Operation – this is the level of operation / intervention of the project; • Start Date – this is the date when the project starts; • End Date – this is the date when the project ends; • Status – this is the project status in terms of its implementation; • Last Updated On – this is the date when the project was last updated; • Last Updated By – this is the name of the user who last updated the project.

In the Project section of the My Portfolio module, a project may be created; details of the existing project can be viewed. Moreover, it is possible to browse projects and sort them in ascending or descending order according to definite criteria.

Creating a New Project In order to create a new project in the Project section of the My Portfolio module, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Project tab. 3. Click the New Project button (Figure 14). This will open a Project form which is described in

the INGO Online Services Project Data Entry User Manual, see REFERENCES.

Viewing Project Details In order to view the details of projects in the Project section of the My Portfolio module, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Project tab. 3. Click the reference number of the project that you want to see the details for. You will be

directed to the Details section where the project data will be displayed. For more information, see DETAILS SECTION.

Sorting Projects The projects displayed in the Project section of the My Portfolio module can be sorted in ascending or descending order according to one of the following criteria:

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• Project – the projects will be sorted in numerical order according to the reference number that they have been assigned.

• INGO Name – the projects will be sorted in alphabetical order according to the INGO name implementing the project.

• Domain / Sector of Intervention – the projects will be sorted in alphabetical order according to the economic domain / sector that the project implementation supports.

• Level of Operation – the projects will be sorted in alphabetical order according to the level of operation / intervention of the project.

• Start Date – the projects will be sorted in chronological order according to the date when the project starts.

• End Date – the projects will be sorted in chronological order according to the date when the project ends.

• Status – the projects will be sorted according to their implementation status. • Last Updated On – the projects will be sorted in chronological order according to the date

when the project was last updated. • Last Updated By – the projects will be sorted in alphabetical order according to the name of

the user who last updated the project. In order to sort the projects according to one of the criteria described above, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Project tab. 3. Click the arrow icon in the header of the column that you want to sort the projects by (Figure

15). 4. Click the arrow icon once again to sort the projects in reverse order.

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Figure 15: Sorting the Projects

Searching for an INGO Because the list of the projects displayed in the Project section of the My Portfolio module can be long and hard to browse in, you are offered to use a search feature to filter the list of projects according to the INGO that is involved into the project implementation.

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In order to browse the projects implemented by a certain INGO, select the respective INGO from the drop-down list (Figure 16). Al projects where the selected INGO plays a definite role will be displayed on the screen.

Figure 16: Searching for an INGO

Browsing among Projects In order to locate the project that you are looking for, you can make use of the page numbers or the

respective (First), (Previous), (Next) and (Last) buttons at the bottom of the projects table.

Managing Applications The Application section of the My Portfolio module (Figure 17) is used to store and manage different types of applications that the international non-governmental organisations registered in Rwanda can place for approval.

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Figure 17: Application Section in the My Portfolio Module

The Application section of the My Portfolio module consists of the following tabs:

• Applications – this tab lists all applications that different INGOs have placed for approval. It should be mentioned that the application records in this tab are arranged into different groups according to the status that they share. This way, you can view the list of draft, submitted and approved applications, as well as the applications that have been discarded, rejected or terminated. For more details on how applications are placed and processed, see Application Approval Procedure.

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• Action Plans – this tab lists all action plans submitted either on a domain or district level that are pending approval. It should be noted that the action plans need to be processed and approved before an INGO can start its operations. For more details on how action plans are processed, see Action Plan Approval Procedure.

• Annual Reports – this tab lists all annual reports that have been submitted by INGOs and that are pending approval before they can become a part of an INGO record. For more details on how annual reports are processed, see Annual Report Approval Procedure.

• Biannual Reports – this tab lists all biannual reports that have been submitted by INGOs and that are pending approval before they can become a part of an INGO record. For more details on how biannual reports are processed, see the INGO Online Services Biannual Report Application User Manual REFERENCES.

Note: All the application records that are listed in the above-mentioned tabs are organised into different sub-tabs according to the common status that they share. For more information on what sub-tabs are available under different tabs, see APPENDIX I: APPLICATION SUB-TABS. The information displayed in the Application section for each application includes the following:

• Application Number – this is a unique code assigned to the application for identification and future reference;

• Application Type – this identifies the application type; • INGO – this is the name of the INGO that submitted the application; • Domain of Intervention – this is the domain of intervention of a project included in the INGO’s

action plan; • District – this displays the districts for applications submitted on a district level; • Status – this displays the application approval status; • Is hand-over done? – this displays if the submitted application is handed over to the DGIE by

the INGO; • Updated By – this is the name of the user who last updated the application; • Updated On – this is the date when the application was last updated;

• Due Time – this shows whether the application is (Due), (Pending) or (Overdue) for proceeding with the application approval procedure.

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Application Approval Management Each application recorded in the system should go through the corresponding approval process to be handed in to the DGIE. The details on application approval are provided in the following chapters.

Application Approval Procedure Below is the application approval procedure (Figure 18):

1. The Administrator / INGO User / INGO Administrator creates an application. It is saved as a draft in the My Draft Applications table of the Application section in the My Portfolio module.

2. The Administrator / INGO Administrator submits the application if all the data and documents required for the application submission are provided. If an annual report is available in the application, the application is sent to the Pending Annual Report Approval stage where the Annual Report Approval process will start (see Annual Report Approval Procedure). If an annual report is not available, the application is saved with the In Progress status. Note: If the application in the In Progress state contains an Action Plan, the Action Plan Approval process will start (see Action Plan Approval Procedure).

3. The application in the In Progress state will automatically be recommended for approval if a sub-action plan is advanced to the DGIE Office for approval (see Action Plan Approval Procedure) and will be saved with the Pending at DGIE Office status.

4. The application in the In Progress / Pending at DGIE Office state will automatically be discarded if all the sub-action plans associated with it are discarded (see Action Plan Approval Procedure). The application will be saved with the Discarded status.

5. In the Pending at DGIE Office state, the application will automatically be approved if any of its sub-action plans is approved (see Action Plan Approval Procedure). The application will be saved with the Approved status.

6. The application in the Pending at DGIE Office stage will automatically be rejected if all the sub-action plans associated with it are rejected (see Action Plan Approval Procedure). This does not refer to the applications in the Discarded state. At this stage, the action will automatically be cancelled if the Rejected / Discarded status of any sub-action plan is cancelled (see Action Plan Approval Procedure).

7. In the Pending Annual Report Approval / In Progress / Pending at DGIE Office state, the Administrator / DGIE Supervising Head can terminate the application approval. The application in the In Progress / Pending at DGIE Office state can also be automatically terminated at the end of the current financial year if the sub-action plan approval has not yet started (see Application Approval Procedure). The application will be saved with the Terminated status.

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8. The Administrator / DGIE Supervising Head can cancel the application in the In Progress / Pending Annual Report Approval if the sub-action plan approval process has not started yet. The application will be saved with the Draft status. The application in the In Progress state will automatically be cancelled and saved with the Pending Annual Report Approval status if the Approved status of the annual report is cancelled. The application in the Approved or Rejected state will automatically be cancelled and saved with the Pending at DGIE Office status if the Approved or Rejected / Discarded status of a sub-action plan is cancelled. Note: If the Terminated status of the application is cancelled, the application will be saved with the status it has prior to its termination. If the application is discarded from the In Progress status, it will be sent back to the In Progress state when cancelling its Discarded status. Otherwise, the application will be rolled back to the Pending at DGIE Office state.

Attention: To be able to submit a draft application, the following data are required:

1. At least one project should be added to the Action Plan. 2. The administrative cost for the current financial year should be provided. 3. All the required documents should be attached (e.g. Power of Attorney from the INGO Head

Office, Proof of Funding or Commitment Letter, Detailed Administrative Budget, etc.)

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Figure 18: Application Approval Procedure

Annual Report Approval Procedure Below is the Annual Report approval procedure (Figure 19):

1. The Administrator / INGO Administrator submits an application that contains an annual report. It is saved with the Submitted status. At this stage, the Annual Report will automatically be processed if a sub-annual report associated with it is approved (see Sub-annual Report Approval Procedure).

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Note: If more than one sub-processing is initiated, the Annual Report will be saved with the Pending status until it is automatically advanced to the DGIE Office when all its sub-annual reports are approved (see Sub-annual Report Approval Procedure). If only one sub-processing is initiated, the annual report will be saved with the Pending at DGIE Office status.

2. The Annual Report in any state will automatically be terminated if the main application is terminated (see Application Approval Procedure).

3. In the Pending at DGIE Office state, the Administrator / DGIE Intermediate Head / DGIE Supervising Head can submit a change request. The annual report will receive the Change Request by DGIE Office status. If the DGIE User approves the request for change, the annual report will be saved with the Recommended for Change Request status and will receive the Change Request by DGIE Office status after the recommendation is accepted by the Administrator / DGIE Intermediate Head / DGIE Supervising Head.

4. The Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can re-submit the annual report with the Change Request by DGIE Office status to the previous state. It will receive the Pending at DGIE Office status and the process will reiterate.

5. In the Pending at DGIE Office state, the Administrator / DGIE Intermediate Head / DGIE Supervising Head can submit a clarification request. The annual report will receive the Clarification Request status. If the DGIE User approves the request for clarification, the annual report will be saved with the Recommended for Clarification Request status and will receive the Clarification Request status after the recommendation is accepted by the Administrator / DGIE Intermediate Head / DGIE Supervising Head.

6. The Administrator / Ministry User / DGIE District User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can respond to clarifications for the annual report in the Clarification Request state. It will receive the Pending at DGIE Office status.

7. In the Pending at DGIE Office state, the Administrator / DGIE Intermediate Head / DGIE Supervising Head can approve the annual report. The annual report will receive the Approved status. If the DGIE User gives their approval, the annual report will be saved with the Recommended for Approval status and will receive the Approved status after the recommendation is accepted by the Administrator / DGIE Intermediate Head / DGIE Supervising Head.

8. The Administrator / DGIE Supervising Head can cancel the annual report in the Change Request by DGIE Office / Clarification Request / Approved state. If cancelled, the report will receive the Pending at DGIE Office status. Please note that the Administrator / DGIE Supervising Head can cancel the annual report in the Pending at DGIE Office stage only if it progressed from the Change Request by DGIE Office / Clarification Request state. In this case, the cancelled annual

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report will receive the Change Request by DGIE Office / Clarification Request status respectively. Please, pay special attention to the fact that the Administrator / DGIE Supervising Head can cancel the annual report in the Approved state only in the following cases:

• Any Registration Type Application – the action plan approval procedure has not started yet after the annual report approval (see Application Approval Procedure).

• Closing the INGO – none of the application approval activities has started after the application declaration (see the INGO Online Services Closing the INGO Application User Manual in REFERENCES).

Note: If the Terminated status of the main application is cancelled (see Application Approval Procedure), the Terminated status of the annual report will automatically be cancelled, and the report will be saved with the status it had prior to its termination.

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Figure 19: Annual Report Approval Procedure

Sub-annual Report Approval Procedure The submitted sub-annual report is processed at the Ministry / District level where it receives the Pending at Ministry / District status. Below is the Sub-annual Report approval procedure for the Ministry / District Level of Operation (Figure 20 and Figure 21):

1. In the Pending at Ministry / District state, the Administrator / Ministry User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can approve the sub-annual report. It will receive the Approved by Ministry / District status.

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2. In the Pending at Ministry / District state, the Administrator / Ministry/DGIE District User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can submit a change request. The sub-annual report will receive the Change Request by Ministry / District status.

3. The Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can re-submit the sub-annual report with the Change Request by Ministry / District status to the previous state. It will receive the Pending at Ministry / District status and the process will reiterate.

4. The sub-annual report in the Pending at Ministry / District or Change Request by Ministry / District state will automatically be terminated if the main application is terminated (see Application Approval Procedure).

5. The Administrator / DGIE Supervising Head can cancel the sub-annual report in the Change Request by Ministry / District state and it will be rolled back to its previous state. Note: If the Terminated status of the main application is cancelled (see Application Approval Procedure), the Terminated status of the sub-annual report will automatically be cancelled, and the report will be saved with the status it had prior to its termination. Moreover, the Administrator / DGIE Supervising Head can cancel the sub-annual report in the Pending at Ministry / District state only if it previously had the Change Request by Ministry / District status. In this case, the cancelled sub-annual report will receive the Change Request by Ministry / District status.

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Figure 20: Sub-annual Report Approval Procedure for Ministry Level

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Figure 21: Sub-annual Report Approval Procedure for District Level

Action Plan Approval Procedure The submitted application containing an action plan is processed at the Ministry / District level where it receives the Pending at Ministry / District status. The chapters below describe the application approval procedures for each level.

Sub-action Plan (Ministry Level) Approval Procedure Below is the Sub-action Plan approval procedure for the Ministry Level of Operation (Figure 22):

1. In the Pending at Ministry state, the Administrator / Ministry User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can recommend the sub-action plan for approval. If the sub-action plan has the Central Level of Operation, it will continue its approval according to the DGIE Office approval procedure (see Sub-action Plan (DGIE Office) Approval Procedure). Otherwise, the sub-action plan will receive the Recommended by Ministry status. The recommended sub-action plan will then be divided by districts and will go through the District Level approval procedure (see Sub-action Plan (District Level) Approval Procedure).

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2. In the Pending at Ministry state, the Administrator / Ministry User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can submit a change request. The sub-action plan will receive the Change Request by Ministry status.

3. The Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can re-submit the sub-action plan in the Change Request by Ministry status to the previous state. It will receive the Pending at Ministry status and the process will reiterate.

4. The Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can discard the sub-action plan with the Change Request by Ministry status. It will receive the Discarded status.

5. The sub-action plan in the Pending at Ministry or Change Request by Ministry state will automatically be terminated if the main application is terminated (see Application Approval Procedure).

6. The Administrator / DGIE Supervising Head can cancel the sub-action plan in the Change Request by Ministry / Recommended by Ministry / Discarded state and it will receive the status it progressed from. Please note that the sub-action plan cancelled in the Recommended by Ministry stage will remain in the same stage if the Sub-action Plan approval procedure for the District Level has already started. Otherwise, it will be sent back to the Pending at Ministry state. Note: If the Terminated status of the main application is cancelled (see Application Approval Procedure), the Terminated status of the sub-action plan will automatically be cancelled, and it will be saved with the status it had prior to its termination. Moreover, the Administrator / DGIE Supervising Head can cancel the sub-action plan in the Pending at Ministry stage only if it previously had the Change Request by Ministry status. In this case, the cancelled sub-action plan will receive the Change Request by Ministry status.

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Figure 22: Sub-action Plan Approval Procedure for Ministry Level

Sub-action Plan (District Level) Approval Procedure Below is the Sub-action Plan approval procedure for District Level of Operation (Figure 23):

1. In the Pending at District state, the Administrator / DGIE District User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can recommend the sub-action plan for approval. The recommended sub-action plan will continue its approval according to the DGIE Level approval procedure (see Sub-action Plan (DGIE Office) Approval Procedure). Note: In the Pending at District state, the Administrator / District User can provide a comment about the sub-action plan if it previously did not have any status (i.e. if it had not been recommended / re-submitted / cancelled from another state).

2. In the Pending at District state, the Administrator / DGIE District User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can decline the sub-action plan. It will be sent back to the Ministry Level and will be saved with the Pending at Ministry status. In this state, the Administrator / Ministry User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can recommend the sub-action plan for approval and send it back to the District Level. It will be saved with the Pending at District status.

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3. In the Pending at District / Ministry state, the Administrator / DGIE District User/Ministry User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can submit a change request. The sub-action plan will receive the Change Request by District / Ministry status.

4. The Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can re-submit the sub-action plan with the Change Request by District / Ministry status to the previous state. It will receive the Pending at District / Ministry status and the process will reiterate.

5. The Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can discard the sub-action plan with the Change Request by District / Ministry status. It will receive the Discarded status.

6. The sub-action plan in the Pending at District / Ministry or Change Request by District / Ministry state will automatically be terminated if the main application is terminated (see Application Approval Procedure).

7. The Administrator / DGIE Supervising Head and INGO Administrator / DGIE User / DGIE Intermediate Head (at the Change Request by Ministry stage) can cancel the sub-action plan in the Pending at Ministry / Change Request by District/Ministry / Discarded state and it will receive the status it progressed from. Please note that the sub-action plan cancelled in the Pending by Ministry state will be sent back to the Pending by District stage if it progressed from the Pending at District state. Otherwise, it will be sent to the Change Request by Ministry state. Note: If the Terminated status of the main application is cancelled (see Application Approval Procedure), the Terminated status of the sub-action plan will automatically be cancelled, and it will be saved with the status it had prior to its termination. Moreover, the Administrator / DGIE Supervising Head can cancel the sub-action plan in the Pending at District stage only if it previously had the Change Request by District status. In this case, the cancelled sub-action plan will receive the Change Request by District status.

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Figure 23: Sub-action Plan Approval Procedure for District Level

Sub-action Plan (DGIE Office) Approval Procedure Below is the Sub-action Plan approval procedure for Central Level of Operation (Figure 24):

1. In the Pending at DGIE Office state, the Administrator / DGIE Supervising Head can submit a change request. The sub-action plan will receive the Change Request by DGIE Office status. If the DGIE User / DGIE Intermediate Head approves the request for change, the sub-action plan will be sent to the Recommended for Change Request state and will receive the Change Request by DGIE Office status only after the recommendation is accepted by the Administrator / DGIE Supervising Head. Note: In the Recommended for Change Request state, the DGIE Intermediate Head can accept the recommendation if the sub-action plan is advanced by the DGIE User to any of the recommended statuses.

2. The Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can re-submit the sub-action plan with the Change Request by DGIE Office

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status to the previous state. It will receive the Pending at DGIE Office status and the process will reiterate.

3. In the Pending at DGIE Office state, the Administrator / DGIE Supervising Head can submit a clarification request. The sub-action plan will receive the Clarification Request status. If the DGIE User / DGIE Intermediate Head approves the request for clarification, the sub-action plan will be sent to the Recommended for Clarification Request state and will receive the Clarification Request status only after the recommendation is accepted by the Administrator / DGIE Supervising Head. Note: In the Recommended for Clarification Request stage, the DGIE Intermediate Head can accept the recommendation if the sub-action plan s advanced by the DGIE User to any of the recommended statuses.

4. The Administrator / Ministry User / DGIE District User / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can respond to the clarification request. The sub-action plan will receive the Pending at DGIE Office status.

5. In the Pending at DGIE Office state, the Administrator / DGIE Supervising Head can reject the sub-action plan. It will receive the Rejected status. If the DGIE User / DGIE Intermediate Head gives their approval for rejection, the sub-action plan will be sent to the Recommended for Rejection stage and will receive the Rejected status only after the recommendation is accepted by the Administrator / DGIE Supervising Head. Note: In the Recommended for Rejection stage, the DGIE Intermediate Head can accept the recommendation if the sub-action plan is advanced by the DGIE User to any of the recommended statuses.

6. In the Pending at DGIE Office state, the Administrator / DGIE Supervising Head can approve the sub-action plan. It will receive the Approved status. If the DGIE User / DGIE Intermediate Head recommends for approval, the sub-action plan will be sent to the Recommended for Approval state and will receive the Approved status only after the recommendation is accepted by the Administrator / DGIE Supervising Head. Note: In the Recommended for Approval stage, the DGIE Intermediate Head can accept the recommendation if the sub-action plan is advanced by the DGIE User to any of the recommended statuses.

7. In the Pending at DGIE Office state, the Administrator / DGIE Supervising Head can send back sub-action plan to the previous level of operation. The sub-action plan will restart its approval procedure according to the one at the Ministry Level (see Sub-action Plan (Ministry Level) Approval Procedure) if it has the Central Level of Operation. Otherwise, the sub-action plan will restart its approval procedure according to the one at the District Level (see Sub-action Plan (District Level) Approval Procedure). If the DGIE User / DGIE Intermediate Head recommends it for reverting, the sub-action plan will be sent to the Recommended for Sending

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Back state and will restart its approval according to the respective level of operation only after the recommendation is accepted by the Administrator / DGIE Supervising Head. Note: In the Recommended for Sending Back state, the DGIE Intermediate Head can accept the recommendation if the sub-action plan is advanced by the DGIE User to any of the recommended statuses.

8. In the Change Request by DGIE Office state, the Administrator / INGO Administrator / DGIE User / DGIE Intermediate Head / DGIE Supervising Head can discard the sub-action plan. It will receive the Discarded status.

9. The sub-action plan in the Pending at DGIE Office / Recommended for Change Request / Change Request by DGIE Office / Recommended for Clarification Request / Clarification Request / Recommended for Rejection / Recommended for Approval / Recommended for Sending Back state will automatically be terminated if the main application is terminated (see Application Approval Procedure).

10. The Administrator / DGIE Supervising Head can reject the sub-action plan recommendation in the Recommended for Change Request / Recommended for Clarification Request / Recommended for Rejection / Recommended for Approval / Recommended for Sending Back state. In this case, the sub-action plan will be rolled back to the state it progressed from.

11. The Administrator / DGIE Supervising Head can cancel the sub-action plan in the Change Request by DGIE Office / Clarification Request / Rejected / Approved / Discarded state. In this case, the sub-action plan will be rolled back to the state it progressed from. Note: If the Terminated status of the main application is cancelled (see Application Approval Procedure), the Terminated status of the sub-action plan will automatically be cancelled, and it will be saved with the status it had prior to its termination. The Administrator / DGIE Supervising Head can cancel the sub-action plan in the Pending at DGIE Office stage only if it previously had the Change Request by DGIE Office / Clarification Request status. In this case, the cancelled sub-action plan will receive the Change Request by DGIE Office / Clarification Request status.

Note: The Clarification Request status and all the recommended statuses will be displayed as Pending at DGIE Office unless the current user is granted with permissions to view the respective status.

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Figure 24: Sub-action Plan Approval Procedure for Central Level of Operation

Creating a New Application In order to create a new application in the Application section of the My Portfolio module, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Application tab. 3. Click the New Application button (Figure 17). This will open an intermediate form for specifying

the application type and the INGO initiating the application. Each application type is described in the respective user manual in REFERENCES.

Note: According to the current INGO state, the application type availability may vary. The table below describes in what case a definite application type is available to the INGOs.

Application Type Applicability

First Time Registration • INGO has a profile established for it. • INGO has a Non-registered status. • There is no other First Time Registration application

available for the INGO in the current financial year

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(except the cases when the application has the Discarded, Rejected or Terminated status).

Reopening an INGO • INGO has a Closed or Terminated status. • A new financial year is started. • There is no other Reopening an INGO application

available for the INGO in the current financial year (except the cases when the application has the Discarded, Rejected or Terminated status).

Renewal for One Year • INGO has a Registered status. • A new financial year is started. • A Biannual Report for the previous financial year is

submitted and approved. • The registration expiry date of the INGO is later than

the start date of the current financial year and is sooner than the end date of the current financial year.

• There is no other Renewal for One Year / Renewal for

more than 1Y up to 5Y / Closing the INGO application available for the INGO in the current financial year (except the cases when the application has the Discarded, Rejected or Terminated status).

Renewal for more than 1Y up to 5Y • INGO has a Registered status. • A new financial year is started. • A Biannual Report for the previous financial year is


the start date of the current financial year and is sooner than the end date of the current financial year.

• There is no other Renewal for One Year / Renewal for

more than 1Y up to 5Y / Closing the INGO application available for the INGO in the current financial year (except the cases when the application has the Discarded, Rejected or Terminated status).

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Annual Report and Action Plan • INGO has a Registered status. • A new financial year is started. • A Biannual Report for the previous financial year is


the end date of the current financial year. • There is no other Annual Report and Action Plan /

Closing the INGO application available for the INGO in the current financial year (except the cases when the application has the Discarded, Rejected or Terminated status).

Augmenting Action Plan • INGO has a Registered status. • A new financial year is not started. • INGO has an approved sub-action plan for the current

financial year. • There is no Closing the INGO application available for

the INGO in the current financial year (except the cases when the application has the Discarded, Rejected or Terminated status).

Biannual Report • INGO has a Registered status. • The second half of the current financial year is

started. • INGO has an approved sub-action plan for the current

financial year (in the middle of the year).

Closing the INGO • INGO has a Registered status. • The registration expiry date of the INGO is later than

the current date. • There is no other Annual Report and Action Plan / First

Time Registration / Reopening an INGO / Renewal for One Year / Renewal for more than 1Y up to 5Y / Closing the INGO application available for the INGO in the current financial year (except the cases when the

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application has the Discarded, Rejected or Terminated status).

Changing the INGO Name • INGO has a Registered status. • The registration expiry date of the INGO is later than

the current date. • There is no other Changing the INGO Name / Closing

the INGO application available for the INGO in the current financial year (except the cases when the application has the Discarded, Rejected or Terminated status).

Temporary Exit Permit • INGO has a Registered status. • The registration expiry date of the INGO is later than

the current date.

Request for Editing Staff Data • INGO has a Registered status. • The registration expiry date of the INGO is later than

the current date.

Request for Editing Assets Data • INGO has a Registered status. • The registration expiry date of the INGO is later than

the current date.

Viewing Application Details In order to view the details of applications in the Application section of the My Portfolio module, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Application tab. 3. Click the reference number of the application you want to see the details for. You will be

directed to the Details section where the application data will be displayed. For more information, see DETAILS SECTION.

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Searching for Applications The Application section of the My Portfolio module can contain almost unlimited number of applications. So, the main challenge of working in this module becomes the ability of locating the required application easily and quickly. This is the reason why this section has been enhanced with a comprehensive search mechanism that allows locating the application you are looking for within a mere fraction of time. The search option is intended for locating applications instantly and easily. It implies acquiring the search results based on filtering criteria. The results returned will display all matches to the query. The following filters are available in the Application section of the My Portfolio module:

• International NGO – filters applications by the name of the INGO that has initiated the application.

• District – filters applications by the district name if the application is submitted at a district level.

• Applicable to me – filters applications by the user’s ability of viewing and editing them. Please note that if the All Items option is selected, the list will display only those applications that you / your user role can view. If the Applicable to my user role option is selected, the list will display only those applications that you can edit.

• Domain / Sector of Intervention – filters applications by the economic domain / sector of intervention of a project included in the INGO’s action plan.

• Financial Year – filters applications by the financial year of a project implementation included in the INGO’s action plan.

• Application Type – filters application by the application type. In order to search for an application, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Application tab. 3. Select the filtering criteria that apply. 4. Click the Go button (Figure 25). The results will display only the applications that match the

search parameters. Note: If you want to remove any filtering criteria applied and roll back to the entire list of applications, click the Reset button.

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Figure 25: Searching for an Application

Sorting Applications The applications displayed in the Application section of the My Portfolio module can be sorted in ascending or descending order according to one of the following criteria:

• Application Number – the applications will be sorted in numerical order according to the reference number that they have been assigned.

• Application Type – the applications will be sorted in alphabetical order according to their type. • INGO – the applications will be sorted in alphabetical order according to the INGO name that

has initiated the application. • Level of Operation – the applications will be sorted in alphabetical order according to the level

of operation / intervention of the project the application is submitted for. • Domain of Intervention – the applications will be sorted in alphabetical order according to the

economic domain / sector of the project implementation the application is submitted for. • District – the applications will be sorted in alphabetical order according to the district the

application is submitted for. • Status – the projects will be sorted according to their approval status.

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• Is hand-over done? – the applications will be sorted in chronological order according to the completeness of the hand-over procedure.

• Updated On – the applications will be sorted in chronological order according to the date when the application was last updated.

• Updated By – the applications will be sorted in alphabetical order according to the name of the user who last updated the application.

Figure 26: Sorting the Applications

In order to sort the applications according to one of the criteria described above, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Application tab. 3. Click the arrow icon in the header of the column that you want to sort the applications by

(Figure 26). 4. Click the arrow icon once again to sort the applications in reverse order.

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Browsing among Applications In order to locate the application that you are looking for, you can make use of the page numbers or

the respective (First), (Previous), (Next) and (Last) buttons at the bottom of the applications table.

Handing Over an Application For handing over an application, you should provide an electronic signature. In order to upload an electronic signature, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Application tab. 3. Expand the My Approved Applications sub-tab.

4. Click the (Signature) icon in the furthermost right column of the application table. A Hand-over form will appear (Figure 27).

5. Specify the Recipient of the Certificate. This field is mandatory. Please note that the hand-over date will automatically be set to the current date and cannot be edited.

6. Click the Browse button to locate the file that needs to be attached. Please note that the attachment size is limited to 5MB and the file should not be of the .exe or .dll type.

7. Click the Ok button to upload the selected file. Or, click the Cancel button to terminate the operation.

Once a green tick appears in the Is hand-over done? column, the application is ready for handing over.

You can also download the application in the PDF format by clicking the button.

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Figure 27: Hand-over Form

Previewing Sub-action Plans You can preview the sub-action plans of the approved applications. To preview a sub-action plan, follow the steps below:

1. Go to the My Portfolio module. 2. Click the Application tab. 3. Expand the My Approved Applications sub-tab.

4. Click the (Preview Sub-action Plans) button next to an application. The sub-action plan of the respective application will be displayed (Figure 28).

Figure 28: Previewing Sub-action Plans

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Application Number Generation To make the application numbers informative and easy-to-understand, the following algorithms are standing behind the application number generation. Note: The App part of the application number is common for all applications.

• For Annual Report and Action Plan applications:

App-ARP-####/YY where ARP is Annual Report and Action Plan application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-ARP-0002/14

• For Augmenting Action Plan applications:

App-AAP-####/YY where AAP is Augmenting Action Plan application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-AAP-0003/13

• For Biannual Report applications:

App-BAR-####/YY where BAR is Biannual Report application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-BAR-0010/15

• For Changing the INGO Name applications:

App-CHN-####/YY where CHN is Changing the INGO Name application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-CHN-0018/13

• For Closing the INGO applications:

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App-CLS-####/YY where CLS is Closing the INGO application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-CLS-0001/15

• For First Time Registration applications:

App-FTR-####/YY where FTR is First Time Registration application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-FTR-0015/14

• For Renewal for One Year applications:

App-R1Y-####/YY where R1Y is Renewal for One Year application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-R1Y-0008/12

• For Renewal for more than 1Y up to 5Y applications:

App-R5Y-####/YY where R5Y is Renewal for 1 to 5 Years application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-R5Y-0023/15

• For Reopening an INGO applications:

App-ROP-####/YY where ROP is Reopening an INGO application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-ROP-0005/14

• For Request for Editing Assets applications:

App-REA-####/YY where REA is Requesting for Editing Assets Data application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

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For example: App-REA-0170/12

• For Request for Editing Staff applications:

App-FTR-####/YY where RES is Requesting for Editing Staff Data application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-RES-2030/15

• For Temporary Exit Permit applications:

App-TEP-####/YY where TEP is Temporary Exit Permit application type, #### is a sequential number from 0001 to 9999 and YY is the year when the application is created

For example: App-TEP-0001/13

Note: The sequential number in the application name will be reset to 0001 once the year changes. The described application numbers may be seen in different instances of INGO Online Services, e.g. in the details of the application (see DETAILS SECTION), when editing the application information (see the corresponding application user manual in REFERENCES), in the MY PORTFOLIO MODULE, etc.

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FIND VISA MODULE The Find Visa module of the INGO Online Services application (Figure 29) provides users with a facility for easy and quick searching among all visa records that are stored in the system for all expatriate staff employed by INGOs. It should be noted that the list of visa records presented in the Find Visa module is compiled of the entries associated with the expatriate staff recorded in the INGO profile. The visa entries in the application are added in the INGO Profile module. They can also be updated in the Request for Editing Staff Data application. For more details on how to create or update a visa entry, see the respective user manual in REFERENCES.

Figure 29: Find Visa Module

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In this module, you can locate the visa records you are looking for by applying search criteria to the list of records displayed on the screen. This will narrow down the data on the screen and make it easier to find the personal entry that you are looking for. For more details, see Searching for Visas.

Accessing the Find Visa Module In order to access the Find Visa module, click the Find Visa tab in the Main Menu of the INGO Online Services application (see INGO ONLINE SERVICES STRUCTURE). Please, note that only the Visa User and Administrator can access the Find Visa module. The information displayed in the Find Visa module for each record includes the following:

• Employee Name/Visa – this is the name of the employee who owns the visa; • INGO Name – this is the name of the INGO the expatriate employee works at; • Date of Birth – this is the employee’s date of birth; • Nationality – this is the employee’s nationality; • Passport Number – this is the employee’s passport number; • Position – this displays the job title that the employee has in the INGO; • Contract Period – this displays the start and end dates of the employee’s contract; • Visa Ref. # – this is the visa reference number; • Issue Date – this is the date when the visa was issued to the employee; • Expiry Date – this is the visa expiry date; • Status – this is the current status of the employee’s visa.

Viewing Visa Details In order to view the details of visa records in the Find Visa module, follow the steps below:

1. Go to the Find Visa module. 2. Expand the record you want to view the details for by clicking the ‘+’ sign next to it.

Searching for Visas The Find Visa module can contain almost unlimited number of records. So, the main challenge of working in this module becomes the ability of locating the required record easily and quickly. This is

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the reason why this module has been enhanced with a comprehensive search mechanism that allows locating the record you are looking for within a mere fraction of time. The search option is intended for locating visa records instantly and easily. It implies acquiring the search results based on filtering criteria. The results returned will display all matches to the query. The following filters are available in the Find Visa module:

• International NGO – filters records by the name of the INGO the employee works at. • First Name / Last Name – filters records by the employee’s first name / last name. • Passport Number – filters records by the employee’s passport number. • Nationality – filters records by the employee’s nationality. • Visa Ref. # – filters records by the visa reference number. • Date of Birth – filters records by the employee’s date of birth. A calendar popup is available

for this field, see Figure 9: Calendar. Please note that you can specify a range of dates in case if you do not know the precise date of birth of the employee.

Figure 30: Searching for a Visa Record

In order to search for a visa record, follow the steps below:

1. Go to the Find Visa module.

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2. Select the filtering criteria that apply. 3. Click the Search button (Figure 30). The results will display only the applications that match

the search parameters. Note: In order to reset the search criteria and roll back to entire list of visa records, click the Reset button.

Browsing among Visa Records In order to locate the visa record that you are looking for, you can make use of the page numbers or

the respective (First), (Previous), (Next) and (Last) buttons at the bottom of the visa table.

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LIST MODULE In the List module (Figure 31) of the INGO Online Services application, you can create and execute ad-hoc queries on the data and acquire the results in the form of a list report.

Figure 31: List Module

Accessing the List Module A list consists of at least one group and one column, but the actual quantity of groups and columns is defined by the user’s choice of view. Please see Modifying the Current View for more details on how to define groups / columns of a list. In order to access the List module, click the List tab. You will be navigated to the List module. In this module, you can view data organised according to the selected groupings and columns, modify the currently used list, include it under a definite group, etc.

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Expanding the List Item It is possible to expand the list item level to view the information of the sub-level(s). In order to expand the list item level, click the ‘+’ sign next to the name of the list item. This will expand the list item group level displaying the first sub-level (Figure 32). This can further be expanded unless there are no more sub-levels to be displayed. Note: You can expand only one group level at a time. If you expand the group level of another list item, the previously expanded group level will get collapsed.

Figure 32: Expanding the List Item Level

Sorting List Items You can sort the list view by column by clicking on the name of the column. This will sort the list alphabetically or numerically depending on the type of data entered into that column. The upward- or downward-pointing arrow that appears on the column can reverse the order of the list.

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Browsing among List Items You can browse among the list items by clicking on the number link of the page to navigate to. The Previous and Next buttons can be used to move to the required page.

Modifying the Current View It is possible to modify the list that is currently displayed in the List module. You can add new groupings to it or remove the selected ones, (un-)select columns, re-order them, etc. The steps described below provide for the necessary instructions for modifying the current view.

1. Click the Modify Current View link at the top right corner of the List screen. A Modify Current View window (Figure 33) will appear presenting the administrator with the groupings/columns selected and available for the list view.

2. In the Groupings section, add / re-order / remove groups. 3. In the Columns section, add / re-order / remove columns. 4. In the Cross Tab Groupings section, define add / re-order / remove column groupings for the

view. 5. After finishing making changes in the view, click the OK button for the changes to take effect.

Or, click the Cancel button to discard the changes made.

Figure 33: Modifying the Current View

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Adding List Groups / Columns / Column Groupings In order to add a group / column / column grouping to the list, follow the steps below:

1. In the Available Groups / Columns panel, select the group / column / column grouping to be added to the list. Note: It is possible to select several groups / columns by means of the Shift or Ctrl keyboard buttons.

2. Click the (Select) button. The selected group(s) / column(s) will appear in the Selected Groups / Columns panel.

Re-ordering Groups / Columns / Column Groupings In order to re-order the selected groups / columns / column groupings, follow the steps below:

1. Select the group / column / column grouping that needs to be re-ordered in the Selected Groups / Columns panel.

2. Click the Move Up / Move Down button.

Removing Groups / Columns / Column Groupings In order to remove the selected groups / columns / column groupings from the list, follow the steps below:

1. In the Selected Groups / Columns panel, select the group / column / column grouping that needs to be removed from the list.

2. Click the (Unselect) button. The selected group(s) / column(s) / column grouping(s) will be removed from the Selected Groups / Columns panel.

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REPORT MODULE In the Report module of INGO Online Services, you can create and execute ad-hoc queries on the data and acquire the results in the form of a table report.

Accessing the Report Module As it has been stated above, the system provides for the opportunity to create different sorts of table reports. In order to access the Report module of the system, click the Report tab. You will be navigated to the Report module of the application where the Report Designer (Figure 34) will open. In this module, you can create table reports, arrange them in the desired way, print them, etc.

Figure 34: Report Module

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Creating a Report In order to create a report, i.e. to structure the report table and choose what information should appear in the rows and columns of the table, add report components, which are:

• Text entries – title, subtitle, header, and footer. For these fields, the expected input is a free text. Note: By default, the Report Designer gives you the possibility of adding report titles. However, you can change the default view to make adjustments for other text entry components (sub-title, header and footer) as well. To be able to provide additional textual information to the report, you will have to click the Show Details link (Figure 34) and provide the appropriate information the fields that emerge. Clicking the Hide Details link will collapse the text entry fields displaying only the Title.

• Report grouping – allows grouping data according to a specific category. Grouped data appear in different tables. Each table contains data that fall under one group of the category specified.

• Rows – group data within the report table. • Columns – show details specific to each table row. • Sub-columns – divide the row details displayed under each column.

In order to add report components, follow the steps below: They provide instructions on how to compose and submit queries.

1. Type the text that should appear as the report title in the Title text box. 2. Enter a Subtitle, Header and Footer, if needed. 3. In the Group Report by section, specify the category, which will be used to group data into

different tables. To add a report grouping, click the Add Grouping link in the Group Report by section and select the appropriate category from the menu that appears (Figure 35). Note: The report will be divided into as many tables as there are table groupings selected.

4. Select table rows by clicking on the Add Row link and selecting the appropriate item from the menu that appears. Please note that it is possible to select one row at a time from the list of available rows.

5. Select table columns by clicking on the Add Column link and selecting the appropriate item from the menu that appears. Please note that it is possible to select one column at a time from the list of available columns. Note: Once you have selected a report column, an Add Sub-column link becomes available under the selected column. It allows indicating how the row details displayed under each column will be divided.

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Figure 35: Selecting a Grouping for a Report

Note: At any point it is possible to remove all components selected for the report and design a new

report from scratch by clicking the button. Note: If you have defined a report which has incompatible columns (columns over which reports cannot be generated), they will be marked in red and an error message will occur. To make your reports productive, use the link (as marked in red, Figure 35) to open the Compatibility Matrix table (Figure 36). This is a table that displays the compatibility between all categories and measures in the database to display them in the report.

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Figure 36: Compatibility Matrix

Previewing a Report At any time during the process of creating a report, look in the Preview section at the bottom of the page, in order to view the final structure of the report (Figure 37). The Preview will not be ready for viewing unless the user has at least one table row defined. All your added report components and structuring results will be displayed in the Preview section which helps you to check whether the report matches the required output or not. This section can be expanded in order to display whole of the information.

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Figure 37: Previewing the Report

Generating a Report

The final step in the process of creating a report is report generation. By clicking the button, a request to the Reporting Engine is submitted in order to access the database, gather the required data and present it in the manner required. The Report containing all the real data appears in a new window.

Customising Reports You can customise the reports by assigning font characteristics to report components, re-ordering rows and columns, etc. The sections below will describe how to customise the reports.

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Formatting/Styling Report Components You may format/style the text entries as well as main report table captions and values by assigning to them value characteristics such as font, font size, font color, background color, alignment (i.e. left, center, or right), etc. In order to format/style a report component, follow the steps below:

1. Click the report component that needs to be formatted / styled. 2. Select the Properties option from the actions list that appears (Figure 38).

Figure 38: Reports Window with Properties Focus on the Title Field

The Properties window will appear. Please note that for text entries the Properties window includes text formatting buttons and a text area (Figure 39). For other report components, like rows, columns, etc., the Properties window also allows assigning additional characteristics, e.g. sorting order, reference text, etc. (Figure 41)

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Figure 39: Formatting/Styling Text Entries

3. Change the properties as needed. Note: To prevent you from navigating away from the section every time when modifying the properties of a different report table component, the Properties window allows selecting the following item to be modified. To do that, you need to select the appropriate instance from the Items drop-down list in the Properties window. The list contains the previously selected report table components.

4. Click the Apply button for the changes to take effect. Clicking the Ok button will close the window and navigate you to the Report module.

Figure 40: Reports Window with Properties Focus on the Column

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Figure 41: Assigning Properties to Report Table Components

Re-ordering Report Table Components This option enables the user to establish and modify the order of the report table components, like rows, columns, etc. In order to re-order report table components, the user should follow the steps described below.

1. Click the component item that needs to be reordered in the report. 2. Select the respective Move Up / Move Down / Move Right / Move Left option from the menu

that appears. The report generated will maintain the order of the items that was displayed in the Report Designer (Figure 42).

Figure 42: Reordering Report Table Components

Note: If any of these actions is not available, the respective option will be disabled in the menu.

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Sorting Report Table Components You may change the order in which the table components will appear in the final report. The report table components can be sorted either in an Ascending (A-Z) or a Descending (Z-A) order. In order to alphabetically sort the report table components, follow the steps below:

1. Click the component item for which the sorting order needs to be changed. 2. Select the Sorting Order option from the actions list (Figure 43). 3. Define whether the report item values should be sorted in the ascending or descending order.

Please note that selecting the None option from the list removes the sorting criteria.

Note: The sorting order for the report components can also be defined from within the Properties window.

Figure 43: Defining the Sorting Order

Removing a Report Table Component It is possible to remove a report table component from being included in the report, if this is necessary. In order to remove a report table component, follow the steps below:

1. Click the component item that needs to be removed. 2. Select the Remove option from the menu that appears. The selected grouping value will be

removed.

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Switching Report Table Components The report table components may be switched between report grouping, rows and columns. If there are sub-columns selected, switching between table groupings / rows and columns is disabled. It is possible to switch between table groupings / rows and sub-columns. In order to switch report table components, follow the steps below:

1. Click the component item that needs to be switched. 2. Select the Switch Place with option from the menu that appears (Figure 44). 3. Define what component item the selected instance needs to switch place with. The selected

component item will be removed from its current position and added as an item to the specified component. For instance, if it is selected to switch between table grouping and row, the selected table grouping item will be removed from table grouping and added as the row item, while the row item will trade places with the table grouping item.

Figure 44: Switching Report Table Components

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CHART MODULE The INGO Online Services application is equipped with a powerful chart designer that empowers you with all necessary tools to create charts for professionally looking presentations and reports. A user-friendly interface, great number of visual effects and pre-defined chart types, flexible chart components selection, and on-screen real-time chart visualization make using the chart designer an easy and delightful experience.

Key Features You can make use of the following key features of the Chart tool in INGO Online Services: Rich user interface that supports movable windows for arranging the screen as desired. The ability to resize the charts directly in the workspace. The ability to show or hide the data labels and legends. The ability to customise the colouring or choose pattern-filled charts for black and white

printing.

Accessing the Chart Module As it has been stated above, the system provides for the opportunity to present data in the form of different charts. In order to access the Chart module of the system, click the Chart tab. The Chart module appears where a pre-defined chart is displayed.

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Main Screen and Its Components

Figure 45: Main Screen of the Chart Module

1. Category - allows selecting one of the options provided in the Category drop-down menu

located at the top of the Chart window. The selected category will define one of the chart axes. Selection of a category for the chart report is required.

2. Series - allows selecting one of the options provided in the Series drop-down menu located at

the top of the Chart window. The selected series will define the chart legend. Selection of a series for the chart report is optional.

Note: Clicking the (Swap) button allows switching places of category and series selections.

3. Chart Types - allows defining the chart type. The following options are available:

4. Show Top <Number> - indicates the maximal number of category items to be displayed in the chart.

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5. Show Top <Number> on Secondary Axis - indicates the maximal number of series items that should be displayed on the secondary axis in the chart. Becomes available only if a Series is selected. This option is disabled if you have selected the pie or line chart types.

6. Char Count - limits the number of characters to be used to display the category item names to the value set in this field.

7. Values - allows selecting a value from the list that will define the main chart criteria.

8. Update - loads the latest data from the database and displays them on the chart.

9. Reset default - loads the default chart built according to the default chart category and chart type.

10. Workspace - the main working area in the Chart module where the chart designed is displayed.

Chart Type Example

1. Bar

2. Column

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3. 3D Bar

4. 3D Column

5. Stacked Bar

6. Stacked Column

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7. Stacked 3D Bar

8. Stacked 3D Column

9. Pie

10. 3D Pie

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11. Line

View Screen and Its Components

Figure 46: View Screen of the Chart Module

1. Show - allows selecting one or several of the following options:

• Data Table - presents the information contained in the chart in a grid or matrix. • Data Label - shows the actual values of each chart cell. This option is disabled if you have

selected the pie or line chart types. • Legend - explains the categories and data series displayed on the chart. • Pattern - allows choosing a pattern-filled chart for black and white printing.

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• Colouring Option - allows defining whether the chart should be displayed in multiple colours or in one of the colours available.

• Show In - allows defining how the numeric values will be displayed on the chart. To avoid large number occupying too much space, you can choose to view the numbers in thousands / millions / billions.

2. Title - a text box to enter the chart report title. 3. Note - a text box to enter additional information about the chart report.

4. Footer - a text box to insert a portion of text that will appear in the bottom area of the chart

report.

5. Subtitle - a text box to enter a subtitle for the chart report.

6. Font - allows selecting the font the chart report title/subtitle/footer/note will appear in.

7. Size - allows selecting the font size the chart report title/subtitle/footer/note will appear in.

8. Workspace - the main working area in the Chart module where the chart designed is displayed.

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MAP MODULE In the Map module of the INGO Online Services application, you can make use of an advanced GIS tool for data visualization. The GIS tool brings together maps, data and different data layers for informed decision making, data analysis and reporting. It is a practical tool to visualize data from the geospatial perspective as it enables precise, real-time mapping and visualization of all data associated with various data sets in the system. The resulting data visualizations will allow to quickly and easily draw out key findings from the data on the map. Moreover, the GIS tool offers an impressive array of state-of-the-art features that allow plotting different data series on the map of the Rwanda and generate map reports for data analysis. They also give you the opportunity to query, aggregate, disaggregate, filter, and edit data on a map, visually capture data at any desired level, from the most general to the most detailed one. Moreover, you have the ability to zoom freely; to select a point on a map and ask the system to display any category of data within a given radius (‘buffered zone querying’); to measure distance between any two points on the map, etc.

Figure 47: Map Module

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Key Features of the GIS Tools You can make use of the following key features of the Map module in INGO Online Services: The ability to visualize data analysis results on a map; A rich set of data visualization options; The ability to create map reports and integrate them into larger reports; The ability to print reports for future reference or export them in the desired format; The possibility of plotting categories and graphs on the map; Display of dynamic legends depending on the selection of layers; The ability to measure distance between any two points on the map and to create buffered

zones; Colouring of administrative territories based on dynamic scaling.

Accessing the Map Module The system provides for the opportunity to present data on the map of the country. In order to access the Map module of the system, click the Map tab. You will be navigated to the Map module where the map of the country is displayed. In the Map module, you can choose to view different data sets displayed on the map, create and display reports, save them as pre-defined reports, arrange them in the desired way, print them, etc.

Map Module Screen Components The following figure describes some of the features available in the main screen of the Map module (Figure 47):

1. Zoom to panel - allows free zooming to the desired administrative unit.

2. Navigation controls - a set of tools that provide common navigation functions, such as panning and zooming, measuring distance and creating buffered zones. Please note that the navigation controls pane is constantly present on the screen for easy access to the map navigation options. However, it can be toggled to allow a better view of the map.

3. Map - the map of the country.

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4. Scale Bar - allows you to work out the distances on the map. The distances are expressed both in the metric and English units of measure.

5. Mini Map - an overview map of the entire country displayed in a small window allowing quick navigation to a desired location with one click without having to zoom out, find the new location and zoom in again.

6. Scaling Layer - provides a variety of data series to choose from to display on a scaling map.

7. Chart Layer - provides a variety of data series to choose from to plot on a map in the form of bar or pie charts.

8. Selected Options - displays an array of options (categories, scaling, chart, and border) that have been selected for the map report.

9. Options Panel - allows defining additional characteristics for the map report. These characteristics can include the type of the chart to be plotted, border options, whether lakes and other water reservoirs should be displayed, etc. In this panel, you can also define custom coloring patterns for a scaling map.

10. Location information section - displays the name of the administrative unit when it is pointed

on the map.

11. Cursor position section - displays the geographic coordinates (expressed as latitude and longitude) for any point on the map.

Working in the Map Module

Zooming in / Zooming out The GIS tool is equipped with the advanced zooming capabilities used to enlarge or reduce the view of the map on the screen. The following zooming options are available:

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Free zoom in / zoom out This option allows you to easily explore the data through Intelligent Searching. To be able to do it, you should click the (Search) icon in the Location Information section and enter any combination of letters to search for. The results will return all administrative territories that match the search criteria. You can select the administrative territory to navigate to from the list containing the search results (Figure 48). The selected item will be magnified and displayed in the main screen.

Figure 48: Intelligent Searching

Scaled zoom in / zoom out This option allows zooming in / zooming out using the scale tool available in the Advanced GIS.

This means that when changing the zoom scales by clicking either on or , you can magnify or reduce the viewport according to the scale value.

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Mouse wheel-based zoom-in/zoom-out

This option supports mouse wheel-based zooming in / zooming out. In order to enlarge or reduce the viewport using the scroll wheel button of the mouse, you should click anywhere on the map and use the wheel button in the backward motion to zoom in and in the forward motion to zoom out.

Zoom by Selection

This option allows magnifying the original viewport or a portion of it using the mouse. To be able to

enlarge an area on the map, you should activate the Zoom by Selection option by clicking the button then select a region on the map to magnify (Figure 49).

Figure 49: Zooming by Selection

Measuring Distance In the Map module, you can measure the distance between two points on the map.

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To do this, click the button, select the point on the map and drag the mouse to the second point to trace a path to measure (Figure 50). The measured distance will be expressed both in metric and English units of measure. Note: Measuring is calculated using the latitude and longitude coordinates from point to point and does not consider elevation.

Figure 50: Measuring Distance

Buffered Zone Querying This feature in the Advanced GIS tool is used to select a point on a map and display any type of data within a given radius. In addition, the tool is easily navigable through a Mini Map, Navigation Bar and Intelligent Search Tools.

To be able to create a buffered zone to view data for, select the button, and then select the region on the map to highlight. The selected area will be activated while the rest of the screen will be disabled (Figure 51). This tool may be useful for presentations or screenshots to mark the selected area on the map.

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Figure 51: Buffered Zone Querying

Using Layers The Layers feature in the Map module provides a variety of data to select to display over the viewing area. Layers are the mechanism used to display different datasets on the map for data visualization. Each layer references a dataset that is stored in the database. You can use the Layers feature to display the following information:

• Display categories • Choose to view data on a scaling map • Plot data in the form of different graphs (pie chart or bar chart)

The following layers can be applied in INGO Online Services: Scaling This option is used to view the data on a scaling map. This means that the data series selected in the Scaling Layer will not be displayed in the form of graphs, but the administrative territories will be

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colored according to the selected scaling category instead. The scaling legend at the bottom left side of the map prompts on the coloring pattern used. To enable this option, expand the Scaling Layer section and select one of the possible alternatives listed. Please note that by default, the No Scale option is selected.

Chart You can plot different data series on a map and view them in the form of different graphs, such as pie charts or bar charts. You can turn on this option by expanding the Chart Layer panel and selecting the chart category(-ies) to be displayed on the map. By default, the selected category(-ies) will appear in the form of a pie chart. However, you can choose the view the data in the form of a bar chart by selecting the appropriate option from the Chart Type drop-down (Figure 52).

Note: When pointing the mouse cursor on any of the chart constituents, you can view the data that stands behind it.

Figure 52: Selecting a Chart Type

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Setting Map Options In the Map module, you can define the map options that will override the default values currently set for any map report created. You can use the Options section to define the following values:

• Indicate whether the data plotted on the map should display in the form of a bar chart or pie chart;

• Define custom scaling options for the map report; • Display border information for all territorial units in the country.

Chart Type As it has been stated in the chapters above, you can plot different data series on the map and display them in the form of a pie or bar chart. By default, the data series selected in the Chart Layer section will be available in the form of a pie chart. However, you can set the chart type to a bar chart in the Options section. In order to display your data series in the form of a bar chart, follow the steps below:

1. Expand the Options section. 2. Select the Bar Chart radio button.

Scaling Mode In the Map module of the INGO Online Services application, you can plot data on a scaling map for better data visualization and analysis. You may choose between the two options that the platform offers: you may use one of the pre-defined coloring patterns or you may create a customised scaling map where you will have to define the coloring options for each range of values that you want to plot on the map. To view the data on a scaling map, follow the steps below:

1. Expand the Scaling Layer panel. 2. Select one of the possible alternatives.

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Figure 53: Selecting Scaling Range

In order to view the data on a customised scaling map, follow the steps below:

1. Expand the Options panel. 2. Set the Scaling Mode to Manual by activating the respective radio button (Figure 53). 3. Click the Add button. 4. Specify the Colouring options for each data range and specify the values that stand behind it. 5. Click the Apply button for the changes to take effect.

Note: You can remove a custom scaling option by clicking the icon. Or, you can remove all the defined scaling options by clicking the Remove All button. Borders You can turn on border information by expanding the Options panel and selecting one of the following options:

• Auto - displays border information for all territorial units when the zoom in is selected. • Province - displays the border information for all provinces. • District - displays the border information for all districts. • Sector - displays the border information for all sectors.

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Using Mini Map The Mini Map window feature displays an additional view of the country map with a position indicator that corresponds to the current view inside the main screen (Figure 54). One of the main features of the Mini Map is that while the Mini Map window responds to position adjustments in the main screen, you can also interact directly with it. Double-clicking any area within the window or dragging the position cursor to the desired place will adjust position both in the Mini Map and in the main screen to the point in the Mini Map window that the user selects.

Figure 54: Using Mini Map

Viewing the Data Displayed on the Map The Advanced GIS tool is used to view the data referring to definite territorial units – region or cities/municipalities when zoomed in to this level. In order to access the data for a specific territorial unit, click the name of the respective territorial unit (Figure 55). The information that is displayed in the information window includes number of applications and activities, etc. If you have plotted any chart category on the map, the chart category details appear in the information window as well.

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Figure 55: Viewing the Data Displayed on the Map

Also, you can view information on country-wide applications and activities that do not have any territorial unit reference. To view data on these applications / activities, click the Country Wide section. Note: Clicking the View Details link at the bottom of the information window will take you to the Details section of the application. For more information about the actions that can be taken in this section, see DETAILS SECTION.

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DETAILS SECTION

The INGO Online Services application has a built-in Details section, where you can view detailed information on dataset instances, e.g. INGO location, project financial information, status of an application submitted by an INGO, etc.

The Details section can be accessed from the My Portfolio, List, Report, Chart and Map modules. In the Details section, you can view detailed information on dataset instances, browse among other instances listed under the same parent item, print the instance details, etc.

Figure 56: INGO Details Section

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Figure 57: Project Details Section

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Figure 58: Application Details Section

Accessing the Details Section

In order to access the Details section, follow the steps below: 1. Access the Details section by clicking on the one of the following:

• In the My Portfolio module: Click the respective INGO title or project / application reference number. You will be directed to the Details section (Figure 56, Figure 57 and Figure 58).

• In the List module: Click the INGO title or project / application reference number for the details to be displayed. This will open the Details section of the application where more detailed information about the INGO / project / application will be displayed. Note: Depending on the list representation settings, additional expanding the list items may be required to reach the dataset instance.

• In the Report module: Create a report indicating INGO / Project / Application as a value for the report row and click the Submit button. For more details on how to create and generate reports, please see Creating a Report. In the report generated, click the INGO title or project / application reference number.

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• In the Chart module: Click the chart for the details to be displayed (e.g., click a relevant bar to see what it consists of). This will open the Details section of the application where all items matching the selection will be listed. The first item in the list will be displayed in an expanded mode.

• In the Map module: Point the mouse cursor on the object on the map. The information window will appear. In order to access the application details section select the View Details link. This will open the Details section. The first item in the list will be displayed in an expanded mode.

2. Take the necessary actions (review the provided information, update and improve as needed). The Close button is used to return to the main screen.

Editing an Existing Dataset Instance In the Details section, you may also edit those existing dataset instances that have been either created by yourself or you have permissions to manage. In order to edit an existing instance, follow the steps below:

1. Click the Edit button at the top of the Details window. The data input window appears which is described in the respective data entry user manual in REFERENCES.

2. Make the appropriate changes in the data input window and save.

Deleting an Existing Dataset Instance In the Details section, you may delete those existing dataset instances that have been either created by yourself or you have permissions to manage. In order to delete an existing instance, follow the steps below:

1. Locate the item that you want to permanently delete from the application. Please note that deleted items will no longer be available for data analysis and reporting.

2. Click the Delete button at the top of the Details window.

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CUSTOMISED REPORTING The INGO Online Services application allows you to customise the already-created reports in the List, Report, Chart, and Map modules, i.e. to define the way the numeric values can be displayed, their format, the number of the items to be displayed, etc. You may also re-organise the reports in the desired way, i.e. include it into a group of reports or create a new report group for it, rename the report, etc. The INGO Online Services application can also export the reports to the desired format (Word, Excel, etc.) or print them out.

Setting Report Options In the List and Report modules, you can set the report options, i.e. define whether the numeric values should be displayed in thousands, millions, etc. In order to set the report options, follow the steps below:

1. Click the (Set Options) button in the top toolbar. An Options window (Figure 59) will appear.

2. Define the format in which the numeric values should be displayed, i.e. whether the original values should be displayed or they should be shown in thousands, millions, etc. This prevents large numeric values represented by many zeros from taking a lot of space in the report.

3. Specify whether the empty or unspecified rows should be hidden by selecting the appropriate checkboxes.

Figure 59: Setting the List Report Options

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4. After finishing, click the Ok button for the changes to take effect. Or, click the Cancel button to discard the changes made.

Saving Reports After creating reports of different types, you can save them as pre-defined reports and include them either in the Public Reports group and make them available for all users who access application, in the Group Reports group and make the, available to all users of the same user group that you belong to, or in the My Reports group available to you only. There are two ways of saving a report in the INGO Online Services application. You can save a newly-created report, or save a copy of an existing report with a different name, in a different location, or with a different content.

How to Save New Reports From the List, Report, Chart and Map modules, you can design an appropriate report and save it. In order to save the report created, follow the steps below:

1. Click the button on the top right side of the screen. A Memorize Report window (Figure 60) will appear.

2. Define the report name in the Memorized Name field.

Figure 60: Memorizing a Report

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3. Specify the group the report will be included in by selecting the appropriate value from the Include under the Following Group drop down list.

4. Check the Include currently selected filters checkbox to save filtering defined along with the report.

5. Click the Ok button to save the report for future reference or click Cancel to discard the changes made.

How to Save a Copy of the Report In the application, you can save a copy of an existing report. The copy of the report can be saved in a different location, with a different name or edited content. In order to save a copy of a report, follow the steps below:

1. Click the button on the top right side of the screen. A Memorize Report window (Figure 60) will appear.

2. Save the report by the steps described in the section above.

Re-organising Reports You can organise the reports in the desired way, i.e. rename the reports, create groups to include reports under, etc. From the List, Report, Chart, and Map modules, you can design appropriate reports and organise them

in the preferred way. In order to organise the reports, click the respective (Organise Views / Reports / Charts / Maps) button at the top right side of the screen. An Organise Views window (Figure 61) will appear. You may perform the following actions:

• Renaming Reports and Report Groups • Deleting Reports or Report Groups • Adding a Sub-group • Re-ordering Reports and Groups • Setting a Report as Default

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Figure 61: Organising the Reports

Renaming Reports and Report Groups In order to rename a report / report group, follow the steps below:

1. Highlight the report / report group to be renamed. 2. Click the Rename button. 3. Fill in the desired name for the report / group. 4. Click the Ok button to confirm renaming.

Note: The Public Reports, Group Reports and My Reports groups cannot be renamed.

Deleting Reports or Report Groups In order to delete a report or report group, follow the steps below:

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1. Highlight the report / report group to be deleted. 2. Click the Delete button. 3. Click the Ok button to confirm deletion.

Note: The Public Reports, Group Reports and My Reports groups cannot be deleted.

Adding a Sub-group In order to add a sub-group, follow the steps below:

1. Click the Add Group button. 2. Fill in the desired name for the sub-group. 3. Click the Ok button to confirm adding.

Re-ordering Reports and Groups In order to re-order reports / report groups, follow the steps below:

1. Highlight the report / report group the sorting order of which needs to be changed. 2. Click the Move Up / Move Down button.

Setting a Report as Default In order to set a report as default, follow the steps below:

1. Highlight the report to be displayed in the respective module when you access it. 2. Click the Set as default button. The selected report will be marked with the (default for me)

option. 3. If you need to set the report as default for public user access, click the Set as Default for Public

Users button. The selected report will be marked with the (default for public users) option. 4. If you need to set the report as default for registered users, click the Set as Default for

Registered Users button. The selected report will be marked with the (default for registered users) option.

Note: This option is available only in the List, Chart and Map modules.

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Viewing Pre-defined Reports In the List, Report, Chart, and Map modules, you can view the pre-defined reports stored under Public Views / Reports / Charts / Maps, Group Views / Reports / Charts / Maps or My Views / Reports / Charts / Maps section (see the Main Menu Bar description in INGO ONLINE SERVICES STRUCTURE) for data analysis and comparison. For this purpose, select the report to display and click one of the following Generate Report buttons to the left of the report name:

• - in the List module; • - in the Report module; • - in the Chart module; • - in the Map module.

The selected report will open in the application window (List, Chart and Map modules) or a new window (Report module). The same results can be achieved if you click the report name.

Editing Pre-defined Reports To save you the time and the effort of structuring a report from the scratch when it is necessary to introduce some modifications in any of the pre-defined reports stored under Public Reports, Group Reports or My Reports, the Edit option has been designed in the Report module. In order to edit reports, click the (Edit) button to the left of the report to edit. The selected report structure will be loaded in the application window giving you the possibility of formatting and styling it in the desired way. For more details on how to apply formatting to the reports, see Customising Reports. The pre-defined List, Chart and Map reports stored in Public Views / Charts / Maps, Group Views / Charts / Maps or My Views / Charts / Maps can also be edited after you have selected to view them (see Viewing Pre-defined Reports). Once the selected report is loaded in the application window, make the appropriate changes and save them. If you wish to keep the modifications, do not forget to save the modified report, see Saving Reports.

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Exporting Reports From the Report, Chart and Map modules, you can design appropriate reports and export them in the PDF, MS Word and MS Excel formats. In order to export the reports in the PDF, MS Word and MS Excel formats, follow the steps below:

1. Click the respective (Export in PDF Format) / (Export in MS Word Format) / (Export in MS Excel Format) button. A separate window will open.

2. Make changes, if necessary.

Printing Reports From the Report, Chart and Map modules, you can design appropriate reports and print them out. In order to print out the selected report, follow the steps below:

1. Click the (Print) button on the top toolbar in the right side of the screen. A separate window will open.

2. Select the Print option.

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FILTERING

The system allows for data filtration. Filtering is used to narrow down the information displayed in the reports. The filtration works in the Step-by-Step technology, which is used to implement new filtering over the results of the previous one. This option reduces the size of reports and makes them easier to read. Filters can be added to new or existing reports. Defined filtering is applicable for list, reports, charts, and maps.

The list of the most frequently-used filter categories is displayed under the Filters section. The list of all available filter categories is displayed when you click the More Filters link.

Creating Filtering Criteria In order to create filtering criteria, follow the steps below:

Figure 62: Filters

1. Click the hyperlink under the Filters section that represents the Category according to which

the filtering will be carried out. A Filters window (Figure 62) will appear having the Category Item pull down menu set to the selected Category. The first text area holds a list of all the available Category items that the report could display, whereas the second text area holds a

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sub-set list of the first one. You may only edit the sub-set list in the second text area. At the end of the filtering, if the sub-set list is empty, all the Category items will be included in the report. If, however, the sub-set is non-empty, only the items in the sub-set list will be included in the report. At the bottom of the pop-up window the selection criteria from all categories are presented. This view is also available from the main screen under the View Criteria hyperlink.

2. Select a Category item from the list in the first text area. Note: To make it easier to locate the appropriate category item in the long list, the Filters window has a search capability. To find the relevant category item, you can enter any combination of letters in the search field. The list of all category items matching the criteria will be displayed in the first text area (Figure 63). To remove the search criteria, use the (Delete) button to the right of the search field.

3. Click the downward-pointing arrow button to add the item selected to the list in the second text area (Figure 64).

4. Repeat steps 2 and 3 to add more than one Category items. Note: If a Category item needs to be removed from the second text area, select it from the list in the second text area and click the upward-pointing arrow button.

5. Click the Ok button to apply the filtering to the ad-hoc query and to the screen that was active prior to the filtering alterations (i.e. List, Chart, or Map). The system will regenerate and download, to the client’s side, an updated report that applies the updated filtering criteria.

Figure 63: Searching for a Category Item

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Note: It is possible to exclude a Category item from being included into the filtering criteria to be created. In this case, click the Exclude checkbox. All the Category items that appear in the second text area will be excluded from the filtering criteria to be created.

Figure 64: Creating Sample Filtering Criteria

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SEARCH The INGO Online Services application is equipped with a comprehensive search mechanism, which allows searching for any relevant information.

Simple Search The simple search interface is available to find any relevant information quickly and easily within the integrated INGO Online Services content. Simple search implies that you can type search operators directly into the search box.

Advanced Search In addition to providing easy access to the content, the INGO Online Services application has a number of specific features that is used to find exactly what is looked for. One of these features is advanced search that allows setting different complex conditions using the Advanced Search form. It gives several additional fields which may be used to qualify searches by INGOs, projects implemented by the INGOs, applications submitted by the INGOs, etc.

In order to create search criteria, follow the steps below: 1. Click the Advanced Search link under the Search section. The Advanced Search form appears

(Figure 65). 2. Define the text to search for in the appropriate field. 3. Specify the fields to look in by selecting the appropriate checkbox(es). 4. Click the Ok button to apply the search criteria to the ad-hoc query and to the screen that was

active prior to the filtering alterations (i.e. List, Chart, or Map).

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Figure 65: Advanced Search Section

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LOGGING OUT Once you have finished using the INGO Online Services application, it is necessary to terminate the session and log off. In order to log off from the application, press the Log Off button in the upper right corner of the application window.

REFERENCES Please, refer to the following INGO Online Services related documents to obtain more information about the system and how it functions:

• INGO Online Services Project Data Entry User Manual • INGO Online Services Profile Data Entry User Manual • INGO Online Services Annual Report and Action Plan Application User Manual • INGO Online Services Augmenting Action Plan Application User Manual • INGO Online Services Biannual Report Application User Manual • INGO Online Services Changing the INGO Name Application User Manual • INGO Online Services Closing the INGO Application User Manual • INGO Online Services First Time Registration Application User Manual • INGO Online Services Renewal for One Year Application User Manual • INGO Online Services Renewal for more than 1Y up to 5Y Application User Manual • INGO Online Services Reopening an INGO Application User Manual • INGO Online Services Request for Editing Assets Data Application User Manual • INGO Online Services Request for Editing Staff Data Application User Manual • INGO Online Services Temporary Exit Permit Application User Manual • INGO Online Services Administration Center User Manual

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APPENDIX I: APPLICATION SUB-TABS The Application tab of the My Portfolio section contains sub-tabs where the applications with respective statuses are saved. To save you the working space, a part of the sub-tabs are not pinned and appear only when an application of the respective type is available in the system. The table below displays the pinned and not pinned sub-tabs:

Ordering Sub-tab Grouping Is Pinned?

Applications

1 My Draft Applications Yes

2 My Submitted Applications Yes

3 My Change Requests No

4 My Approved Applications Yes

5 My Discarded, Rejected and Terminated Applications No

Action Plans

1 My Pending Action Plans (Domain Level) Yes

2 My Change Requests (Domain Level) No

3 My Recommended Action Plans (Domain Level) No

4 My Approved Action Plans (Domain Level) No

5 My Discarded, Rejected and Terminated Action Plans (Domain Level)

No

6 My Pending Action Plans (District Level) Yes

7 My Change Requests (District Level) No

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8 My Approved Action Plans (District Level) No

9 My Discarded, Rejected and Terminated Action Plans (District Level) No

10 My Recommended Action Plans (District Level) No

11 My Clarification Requests No

Annual Reports

1 My Submitted Annual Reports Yes

2 My Change Request on Annual Report No

3 My Approved Annual Reports No

4 My Terminated Annual Reports No

5 My Pending Sub-Annual Reports No

6 My Change Requests on Sub-Annual Reports No

7 My Clarification Requests No

8 My Approved Sub-Annual Reports No

9 My Terminated Sub-Annual Reports No

Biannual Reports

1 My Pending Sub-Biannual Reports Yes

2 My Change Requests No

3 My Approved Sub-Biannual Reports No

4 My Terminated Sub-Biannual Reports No

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