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VIP Online User Guide

VIP Online, user guide - Page 1 of 35

CONTENTS
Introduction Log-in Terminology Navigation Security Using the VIP Online system Profiles Adding your organisation profile Adding an organisation, sector or external agency Duplicates Editing a profile Structure Dials Adding a dial via a profile Adding a dial via the VIP Tools Editing a dial Running a dial summary report Surveys Adding your own survey templates Online surveys Entering survey responses via the VIP Tools Entering survey responses via an organisation, sector or external agency profile Running a survey summary report Filters Creating filters Filter data views Planning and Review Action and Review Adding an Action Editing an Action and Review Grid Uploading data to VIP Online 3 3 4 5 6 7 7 7 8 9 10 12 13 13 15 16 17 21 21 22 23 24 25 26 26 27 28 29 29 30 31

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Introduction
The VIP Online system is a web-based impact monitoring system.

Log-in
Log in at https://www.lamplight3.info Passwords Your username is your work email address. You will have automatically been issued with a password, which is case-sensitive. Change your password immediately by clicking on the system admin tab once youve logged in. If you have forgotten your password, it is easy to reset it: 1. On the login page click Get a new password 2. You will then need to type in your email address and verification code that appears on the screen, to check you are not a robot. Click the Get new password button 3. A new password will be emailed to you 4. If your password does not arrive contact davinder.kaur@ncvo-vol.org.uk Changes to Lamplight The text in this box will tell you about any changes or updates that have been made to the overall Lamplight system. In most cases the changes won't be relevant to VIP Online but it is useful to read them.

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Terminology
VIP Online uses some terminology that you may not be familiar with, such as: Context Sub-context Filter Dial A service that you provide for your frontline organisations or a type of activity you need to carry out. For example, "Initial assessment" or "After specific intervention". A way of further dividing up the work you do. Sub-contexts help you to see how your services are further split up and then monitor who is attending what. For example, "Training" is further divided into "Fundraising" and "HR". A filter is a collection of organisations or target groups that you have brought together for some reason, such as for reporting or completing a survey. You can create filters in different ways, and use them in various ways. VIP has developed a new term called Dial which represents the change or difference you have made to your frontline organisations. This is measured over time with at least two points of contact: a before and after. For example, "Creating impact" measures the change you make to a frontline organisation in the area of "Organisation dial". There are a number of summary reports that can be run that are drawn from the data you have inputted. All summary reports can be broken down so you can produce more detailed summary reports. These summary reports can be downloaded to spreadsheets, word processor documents or saved to the document library. The types of summary reports the system runs are: Outcomes summary reports These show the difference you have made to your frontline organisations, sectors or external agencies. You can see the change over time, the number of yes responses there have been to yes/no dials, and give a snapshot of actual scores. The data can also be handled to isolate change within or across the specified time frame. Survey summary reports show data gathered either by percentage or number of responses. The data can be filtered according to different responses to different questions. It can also be broken down by aspects of the frontline organisation profile where these are available.

Summary reports

Survey summary reports

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Navigation
This section provides basic details of the navigation of the system and some tips for ease of data entry. Menus Columns Whenever you see a table of information, right-clicking (or Apple-key click on an Apple) on a row of the table will bring up a menu with a number of options. By clicking on the top of a column in the table you can reorder the content of that column. For example, you could see your service users in alphabetical order, or in the order that their membership needs to be renewed, or by who has a phone number or not. To show or hide columns in a table, right-click (or Apple-key click) on the table header to show a column chooser menu. Columns are also resizable by clicking and dragging. In multi-select boxes, hold down the Ctrl key to select several options by clicking on them. Use the shift key to select several consecutive options. To do this click on the first option, hold down shift then press the last option you want to include in the list. To move quickly between data-entry boxes press the Tab key when you are ready to fill in the next box. The summary reports and searches you do in the system are only as good as the data you put in. The system can do a lot of things but you need to give it the information to work with in the first place. Try to make your data as complete and accurate as possible. In the diary and when deleting or moving fields in the Admin section you will need to drag and drop boxes on-screen. To do this, hold down the left mouse key over the box you want to move and move the cursor to where you want the box to go. In the search boxes or any boxes that say Find frontline organisations just start typing a target group or organisation name and a dropdown list will appear with a range of matches. It displays the first 10 options; there may be more, so just keep typing to narrow down the options or click the Go button. You can also type in ID numbers and email addresses. To search the text in profiles, evidence records and dials, click the Go button on the main search box.

Multi-select boxes Tabbing Data

Drag and drop Search boxes

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Security
Data security is of the utmost importance when it comes to your records. However, even the most sophisticated security measures needs to be supported by your own internal practices. Passwords Never save a password to a browser so it is entered automatically when you type in your username. This leaves the door wide open to anyone who uses (or steals) your computer. Choose strong passwords using a mixture of letters and numbers. NEVER write your password down.

Change your password It is recommended that you change new passwords that are sent to you automatically (by clicking on the system admin tab, then change password).

What else can you do? Always log out when leaving your computer and/ or after using the system; it's like locking the door behind you. Do not share accounts. This makes it difficult to log security breaches. Treat your database as you would your physical files, don't leave sensitive data open for anyone to see.

Lamplight and VIP Online incorporates the following security features to keep your data safe: Password Protection Automatic log-out if left unattended for 30 minutes Pages time out if left inactive for 15 minutes 256-bit strong SSL encryption verified by DigiCert Secure programming techniques Server is at a physically secure location within the UK.

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Using the VIP Online System Profiles


Profiles are the way of recording details about organisations, sectors and external agencies in VIP Online. Each of these has just one profile, which can then be linked to others in various ways.

Adding your organisation's profile:


Click on the home tab in the top menu bar Click on our profile You will see a number of tabs which will contain information about your organisation Here, you can add all the details about the work that you do, who you work with and the geographical areas in which you work. All the dials, surveys and reports you create will be accessible from here

The reason for inputting this amount of data is that in the future you will be able to search for similar organisations so you can compare and contrast your results.

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Adding an organisation, sector or external agency


Once you've added your own organisation you'll want to start adding the organisations, sectors and agencies that you work with. On the main menu bar click on organisations and sectors Decide what kind of organisation you are adding (a frontline organisation, a sector or an external agency), then hover your mouse over it. A view or add option will appear Click on add Fill in the organisation name as fully as possible Click the Save button You will be taken to a page which will hold all of the profile information for the organisation or sector you've added. You can now continue to add more information.

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Duplicates
The system automatically checks to make sure you are not adding duplicate organisations or sectors If there is already a group on the system with the same name it will flag it up A pop up box will open giving you a list of possible duplicates If the organisation or sector you are trying to add is already on the system, then click on the row of the table that matches the target group you are adding If you want to add the new group anyway, click the button at the bottom of the pop up box that says click here to add.

Searching To search for target groups, begin typing their name, postcode or email address into the search box at the top right of the screen or anywhere where it says Find frontline organisations. The system will search as you type and display the first 10 options that resemble what you type. Keep typing until you have narrowed the search down to what you want. You can also click the Go button to do a more thorough search.

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Editing a profile
1. To edit a profile, find the organisation you wish to edit by hovering your mouse over the frontline organisation, sector or external agency tab. A view or add option will appear. 2. You can also use the search box to find organisations 3. Click on view all the organisations that have been entered within that section will appear 4. Once you have found the name of the organisation you wish to edit, right-click on the name and choose View profile to see the profile and to edit it 5. To link an organisation to you so that you can access their records more easily from your home page, choose Make my user here 6. If you would like to delete the profile click Delete from the same menu.

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Editing a profile (cont.)


1. Once you have opened the profile there are two ways to edit information 2. You can click Edit in the top right hand corner in order to edit every piece of information 3. To update a single piece of information double click on the box and you will be able to type information straight into it. Remember to click Save once you're finished.

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Structure
Every organisation or sector on the system has a single profile containing all the information you hold about them. It doesn't matter whether they're an external agency, frontline organisation or sector, or any combination of these; they still only have one profile. Each profile is organised into tabs containing various types of information about them. There are a number of standard additional tabs such as: Contact details Organisation details Action and review this would include any high-level or mid-level planning that you will be doing Dials a record of the difference that has been made for this group, their baselines and progress Filters this is a way of grouping organisations or sectors together. For example, those that have a turnover of over 100k. The groups listed in the tables are accurate to the last time the group was opened. Surveys a list of the surveys that the organisation has completed and have been logged on the system

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Dials
Dials record the difference your services are making. They involve two or more measures: a baseline starting point, usually before or at the point that you started working with them, and one or more subsequent measures.

Adding a dial via a profile:


1. If the organisation for which you are entering information is not already on the system, add it before you enter any data 2. Find the organisation, sector or external agency under the organisations and sectors tab in the main menu or by searching 3. Once you have found the name of the organisation, rightclick over the name and choose View profile 4. Click on the Dials tab you will see the screen opposite 5. Follow the same steps if you wish to find a dial that you have already entered under a profile 6. On the left-hand side of the screen you will see a radar diagram of the dial and on the right-hand side you will see that you are in view mode 7. Click on the add button to add a new dial.

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Adding a dial via a profile ( continued)


1. Once you're ready to put information into your dial, add the date for which the dial reflects 2. Select the Context of the dial. To start adding data, click on the add button 3. A table with 5 columns will drop down. You can now start entering data 4. You can enter the values into the input boxes or directly onto the dial 5. To enter data directly onto the dial, hover your mouse over the numbers in the dial. As you do this, the description of what the numbers represent will appear at the bottom of the screen. This will allow you to see what each score means. Click the number to select it 6. As you enter data, you will see the dial forming. You can also type any comments relating to the dial scores in the table 7. Once you have completed the dial, click on save 8. You can continue to add dials by repeating these steps. Each new dial data will appear in a different colour so you can see the change over time. You can see this change visually by clicking the play button.

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Adding a dial via the VIP tools


You can also add a dial from the main menu. Click on the VIP tools tab Firstly choose the organisation that you want the dial to relate to from the drop down list Select which of the dials you want to create by clicking on the link in the relevant circle The same view of the dial will appear as in the steps on page 13 and you will also edit the dial in exactly the same way.

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Editing a dial
If you wish to edit a dial that you've already created, simply find the organisation or sector that the dial relates to and click on the Dials tab in the profile You will see a table resembling the image below In the display box, click on the edit option next to the date of dial you wish to change Data can also be edited and deleted through the data table at the bottom of the page by right clicking on any dials record.

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Running a dial summary report


Summary reports allow you to create averages from the dials you have completed and to run reports on organisations you are working with. You can do this by using the filter options. A dial summary report consists of a data table that can be represented in a bar chart or a radar diagram that shows the impact you have had over time. Click on summary reports from the main menu Click on dial summary report Select the dates that you would like the report to cover (if you are testing the site, it would be best to cover at least a year) Optionally, click on the context (types of summary) you would like (i.e. all initial assessments or general overviews etc.) Complete the Dial category and Dial measure you would like covered in this report To finish, click on run report

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Running a dial summary report (continued)


Once you have run your report, you will get the following table (below) The summary report calculates the difference between the earliest and latest dial scores (within the dates specified) for each organisation or sector, and gives you a range of statistics.

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Running a dial summary report (continued)


It is possible to change the data you see in the summary table If you right-click on the column headings a list will appear that allows you to choose the data you would like to see Tick the figures you would like to see and untick those that you do not.

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Running a dial summary report (continued)


If you would like to see the same information presented in a bar chart or a radar diagram simply go to the Report presentation tab under dial summary report tab and tick the type of report you want to run and click on run report It is possible to run all three types of report at the same time if you wish.

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Surveys
Surveys are recorded in VIP Online in much the same format as they are collected in the paper forms. They allow you to capture a snapshot of an organisation at a specific moment in time.

Adding your own survey template


As well as the surveys that already exist in the system, it's possible for administrators to add new survey templates. Click the system admin tab and then select system administration Under the Manage Surveys heading you will see Add, edit and remove survey templates At the bottom of the list of current surveys there is an option to add Once the new survey template appears you will need to give the survey a descriptive name and add each question one by one, choosing the type of input such as yes/ no, 1-10 for each question.

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Online surveys
Once your template survey has been created you can email a link out to organisations so that they can complete the survey online, with the results automatically getting added to their profile. 1. Under the main menu click on organisations and sectors and then hover over online surveys 2. By selecting view campaigns it will take you to all of the campaigns that have already been created. A campaign is a term that can be used to describe an event or mailing 3. To access the options for any particular campaign, right-click on the row it is in and select from the options (right) 4. To create a new campaign, select add new campaign from the menu; a box with three tabs will appear 5. First tab, Campaign details: here you will select the survey from your templates, a descriptive title for the campaign, date range for the campaign and the context it relates to 6. If you tick the option Do you want to create a separate page for each invitee? then you will be able to track individual responses and chase up organisations that haven't responded 7. Second tab, Invitees: this is where you select which organisations you want to respond to the survey. If you are choosing to send trackable emails out then the email will be sent to the default email address in the organisation's record 8. Third tab, Text and styling: here you write the text you want to appear before and after the survey. You can expand the text editors to access formatting options for your text 9. Once you have finished creating your campaign then click the Save button. To send the campaign follow steps 1 3 above.

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Entering survey responses via the VIP tools


1. Click on VIP tools on the main menu and find the name of the organisation you wish to enter survey responses for 2. Select the survey you wish to enter responses for from the coloured options (shown opposite) 3. The survey form data entry screen will appear and there are three tabs 4. When and where: enter the date and time of the survey this should be the date on which the course/intervention took place 5. Involving: enter details of the organisations that took part in the survey or questionnaire and the roles of the individual staff members 6. Survey tab: (either the internal organisation survey or the survey of sector organisations, depending on which one you are doing) begin completing the survey 7. After you have finished, click on Save and you will be taken to a page which shows your answers. You can choose to print the survey by clicking on the Print button on the top right hand of the screen. Bulk Entry 1. To add subsequent surveys, change the drop down menu option (next to the Save button) to Add another record like this. The survey form will be duplicated and all you have to do is change the relevant details: attendance and the survey form data itself 2. Keep doing this until you have finished the forms, then on the last form change the drop down option back to View saved record and click Save. VIP Online, user guide - Page 23 of 35

Entering survey responses via an organisation, sector or external agency profile


You can also add survey responses via an organisation, sector or external agency profile. 1. Find the organisation, sector or external agency that you want to add survey responses for 2. Open their profile and click on the Surveys tab 3. Choose which type of survey you want to add from the drop down list and then click the Add button.

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Running a survey summary report


Survey summary reports allow you to get a full picture of the results of your surveys. To run a survey summary report: 1. Click summary reports on the main menu, then click survey summary report 2. In the first tab, enter the date range that you wish to report on in the date boxes 3. Optionally, enter the contexts and the other boxes (as mentioned on page 17) 4. Select the survey you wish to report on and click run report 5. A new tab will have appeared which contains the survey filters for the survey form you have selected; you can use these to filter the responses you wish to view 6. The second tab, Sharing impact, will allow you to compare your results to a national benchmark 7. On the third tab, Report presentation, decide how you want to see the data displayed - by percentage or count of responses - and if you would like the responses broken down by other information in their profiles

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Filters
Filters allow you to select organisations with similar or shared characteristics, such as: Organisations that have no paid members of staff Organisations less than a year old External agencies supporting organisations working with young people. You can use filters in different ways: Bulk data entry Report filters Summary data views If you have a regular group of organisations that attend every session then instead of adding them individually each time, create a filter, and enter the name of the group in your surveys or dials. VIP Online will add every profile from that filter Rather than reporting for everyone on the system, groups can be used to add focus in reports You can use filters to view various pieces of information about different organisations or sectors

Creating filters
There are two ways of creating filters: manually and automatically. Manual filters are created by selecting names from a list Automatic filters are like saved searches: you enter the criteria and VIP Online will search for everyone that meets those criteria Each time you use the filter, the online system will automatically check again: so if an organisations moves out of the area and you update the postcode, that organisation will no longer be in the filter, without you having to change anything else.

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Filter data views


With filters being a way of grouping profiles together (either manually or automatically based on a shared characteristic), filter data views allow you to see specific pieces of information about those profiles. So for example you could have a filter called Organisations working in London and a filter data view called Recent dial scores. When you apply the Recent dial scores filter data view to the Organisations working in London filter, you will get a list of all of the organisations working in London and their recent dial scores. Once created you can use the filter data views throughout VIP Online. To create a new filter data view: 1. 2. 3. 4. 5. Access the filter views by clicking on summary reports, hovering on filters and then selecting add filter data views > add When the box below appears, give your filter data view a name and description Each of the tabs represent the different types of information stored on VIP Online. Select the options within the relevant tabs You don't have to fill in each tab Save your filter data view when you're finished.

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Planning and Review


The Planning and Review section allows you to note the high-level planning that you, as an infrastructure organisation, will be doing to achieve your objectives.

You can access Planning and Review through the profile of your organisation. Go to home > our profile > planning and review 1. Once you are on the planning and review page, go to the bottom right and click on add 2. Once you see the table (right), enter the date for the time period your plan will cover and write an overview of what you hope to achieve 3. Below the overview box, you can record the levels at which you plan to work and the functions you plan to carry out. You do this by moving the arrow icon left and right. As it moves you will the see the percentage signs change to reflect the arrows 4. Once you have finished, click Save 5. To edit this section, follow the same steps as outlined on page 30 (Editing an Action & Review Grid)

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Action and Review


The Action and Review section allows you to input information from your action and review grid. It enables you to move from assessment to planning to action and review to prioritise and plan specific actions based on your use of the VIP tools.

Adding an Action
1. Open the profile of the organisation you want to add an action for. Select the Action and review tab and then click on Add 2. Once you see the screen below, enter the date for the time period your plan will cover and write a general overview of what you hope to achieve. Click Save 3. You will see a table appear at the bottom of the screen (covering each impact area). Here, you can enter specific information about your planned activities by hovering your mouse over each row and clicking on add. You can change the headings that you see in the table by rightclicking on the row headings 4. Once you have entered your planned activities click Save.

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Editing an Action and Review grid


To edit your plans, you will need to find the action and review grid that you have completed. 1. Go to the organisation's profile and click on the Action and review tab. 2. Hover your mouse over the list that appears, right click on the row you wish to edit, and you get the option to either edit or delete 3. Right-click on edit to access that action and review grid 4. Each action has its own row and when you hover over it you will see options to add, edit or delete 5. The traffic lights indicate how close your are to reaching your outcome and can be changed by editing the information you have entered in the grid under Has the intended outcome been achieved?

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Uploading data to VIP Online


To import profile information about frontline organisations, sectors or external agencies into VIP Online, you need to export the data as a spreadsheet from your existing system. You need to make sure the information is recognised by VIP Online: 1. Save the file as a .csv (comma separated variables) file 2. Make sure the first row are headers (e.g. 'name', 'postcode' etc) VIP Online won't be able to import data it doesn't recognise. It uses the column headers to work out where data should go. It doesn't matter what order the columns are in If your existing system has automatically generated IDs for each organisation, you can include this in your upload. If you do this, VIP Online will remember the ID, and if in the future you upload an updated spreadsheet with the same organisations (with the same IDs), VIP Online will update profiles, rather than creating new ones For fields that have drop-downs options the values in the spreadsheet need to match exactly the text in the drop-downs You can upload as much or as little data as you like: at a minimum, a name. When you log in to VIP Online as an administrator, go to system admin and then system administration. Click on upload profile data into your system under File transfer section.

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You will next see the screen below. You need to select a type of profile in the first section. You should then tell VIP Online the source of your data (e.g. Access, VC Connect etc). If your data source does not appear in the drop-down box, you'll need to type it in the text box (in the future, what you've typed in will appear in the drop-down box). The reason for doing this is that you may have several sources of data (i.e. different systems) that will have different IDs. VIP Online needs to know the source of the IDs so that it can use the correct IDs from the correct source to update profile information. Finally, click on the Choose File button, select the .csv file you've prepared, and click Open. Then click upload file.

If the upload was successful, you will see the screen below. If it wasn't, then your file was too big (over 1MB) or not a .csv file. If you get the error message 'File could not be parsed properly', please check the appendix at the end of this document. VIP Online looks at the headers in the spreadsheet, and the first few rows, and attempts to match them up to the fields in VIP Online, and shows you the results. Please check that the matching has worked OK.

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If there were any problems matching the data, the fields will be listed below the table. You may need to go back and alter your spreadsheet to match up the fields. If you don't want to import the data, you can just carry on. If you are happy to continue with the upload, you need to decide whether you want VIP Online to check and clean your data as it's inserted. If you do, it's likely that you'll get a list of errors after the data are inserted, where values in your spreadsheet were incorrect (e.g. invalid email addresses). VIP Online, user guide - Page 33 of 35

For your first upload please do not select the final three options on this screen. Whether you want your data validated is up to you: it may be a helpful way to clean up some of your data, but it's likely that you'll have to do some work on the data in your spreadsheet before you get a successful upload. When you click the 'confirm' button, VIP Online will add the data from your spreadsheet into the system. This may take some time, depending on the size of your spreadsheet. When it is complete, you will see the screen below:

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If there were any errors, these will also be listed. Review these, and if you want to tidy up the data in your spreadsheet and re-upload, tick the 'Tick this checkbox to confirm you wish to undo this upload' and click 'undo'. This will delete all the data that have just been inserted into VIP Online. To ensure data integrity, this is the only opportunity you have to undo the upload. If you are unsure, and want to have a look at the profiles that have been inserted, right-click on 'home' on the main menu, and select 'open link in new window'. A new window will open on the home page of VIP Online: you can now navigate to organisations and sectors > frontline organisation > view to see a list of organisations, including those you've just uploaded. You can view their profiles in the usual way. If you are unhappy with the upload, return to the original window and undo the upload. Otherwise, you can now carry on using VIP Online. Appendix: File could not be parsed properly This error occurs when VIP Online cannot recognise that the file you've uploaded is a .csv file. Files have additional information attached to them, including what type of file it is this is separate to the file name. This means it is not enough for a file to be called (for example) mydatatoupload.csv it actually needs to be a .csv file, and be labelled as such. Depending on your software and the way your system is set up, the .csv file you've created may not be labelled in such a way that VIP Online can recognise it the incorrect labels are added to the file. For security reasons we do not allow any kind of file to be uploaded, so you will need to carry out a couple of extra steps to get the upload to work. These instructions apply to Windows: a similar approach will work on other platforms. Open up Notepad on your computer (perhaps Start > Programs or possible Start > Programs > Accessories) Go to File > Open on the menu, and open the file you've prepared for upload to VIP Online. It should look something like this: "id","name","address1","web","primary purpose" "123","Argyle Homeless Shelter","123 Long Lane","www.lamplightdb.co.uk","Any/all" "A456","Runway Employment Project","456 Test Road",,"Community centre" If it doesn't look a bit like this example, (and particularly if there's lots of squiggly characters), it's not a .csv file at all. You need to go back to your spreadsheet package and make sure you 'Save as' .csv. In Notepad, click 'Save as' and make sure that the 'Save as type' dropdown says 'Text documents'. Give the file a new name and save it.

You should now be able to upload this new file to VIP Online.

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