A Tutorial about the PPD Reform Tracking Tool on FileMaker

Public-Private Dialogue

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The solution for the management problems of the facilitators The PPD Reform Tracking tool was designed as an

answer to the daily needs of the facilitators: All the information regarding a reform is stocked in one place In one click, you got the list of reforms that have been requested

so far by the PPD In one click, you know what the potential impact of the proposed

recommendations is, per reform, per working group or in total In one click, you can quantify the alignment of the reforms with

the WB Indicators In one click, you can quantify the number of reforms that were

submitted to a specific jurisdiction

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Part 1 : Data Entry

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All the information is stocked in one place: the Issue Filing layout First layout: Issue Filing In this 6-page long layout you

input all the information regarding an issue raised.

Page 1 : the grey fields: put here the

background of the issue the yellow fields: put here the

reform title, type and the issue summary

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Page 2: Economic Costs and Problems of the current situation: Here put a qualitative and

quantitative description of the flaws of the current situation :the goal is to justify the need for reform

All the information is stocked in one place: the Issue Filing layout

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Page 3: Proposed Recommendations and their potential impact Here indicate your

recommendations and try to quantify the annual cost and benefit to private sectors and governments that they

can generate.

All the information is stocked in one place: the Issue Filing layout

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All the information is stocked in one place: the Issue Filing layout Page 4: Action Plans

Describe specifically the action plan by giving law names and numbers that have changed or that are subject to change. Specify for each action plan, the jurisdictions that have been resorted to.

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All the information is stocked in one place: the Issue Filing layout Page 5: Reform process

and indicators Select one of the options

concerning the progress of the issue in the Reform Process.

Check the boxes for the WB Indicators Three types of World Bank

indicators have been set up: Doing Business; Enterprise Survey Topics; Business Enabling Environment products.

Select on each box to what extent the issue which is raised and tackled by this working group is in line with each type of indicators.

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All the information is stocked in one place: the Issue Filing layout Page 6: The key

documents Here in each field attach all

the key – documents related to the issue by a “right-click and Insert file”

To read the document again: right-click and Export Field Contents and save the document on your computer

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Different possibilities to see all the records FileMaker gives several possibilities for the screen views:

You can see one record (issue) at a time: this is the form view You can see all the records (issues) as a list: this is the list view You can see all the records in a table: this is the table view

To move from one view to the other, click on the button “View as” To move from one record to the other in form view click on the

book

Form View List ViewTable View

Click on the right page or left page of the book to move between records

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The records can be printed or exported to pdf

To print or export, click on the “Preview “ button

Click either on the “Save as PDF” icon or on the print icon.

Decide if you want to print or export one record at a time or all the records being browsed.

All that is seen on the screen can be printed as it is or exported to pdf

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Training Exercise on Part 1

Click on the icon “New Record” and input all the data of the case study

Then browse the information in list view and table view

Export the current record to pdf

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PART 2 : Reports

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The other layouts of the PPD Reform Tracking Tool

7 other layouts (or reports) were designed to answer the needs of the PPD facilitators

Each one focuses on a specific set of information that was recorded in the Issue Filing layout.

The information of these 7 layouts does not need to be completed or modified. It comes from the Issue Filing layout.

Any update made on the Issue Filing layout updates the information contained in the other 7 layouts.

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Layout: Alignment with WB Indicators This layout focuses on 4 types

of information of the Issue filing layout : Working Group, Reform Number, Reform Title, Indicators.

In form view: you can see the alignment with indicators per reform

In table view: you can see the information as if it was an excel spreadsheet. FileMaker gives the possibility to

save this table in an excel spreadsheet (see next slide)

Form View

Table View

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The records can be exported to Excel Click on the button

“preview” and then click on the “save as excel” button

Give a name to the excel document that you create and decide if you want to export to excel all the records or one record at a time

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Layout: Number of Issues per Submitter Type This layout focuses on the

submitter type and on the number of issues submitted by this submitter type

Based on this information, it gives 2 statistics: the percentage of issues submitted by this submitter type and the total of issues submitted

To display the data properly, click on the “sort by submitter type” button

This layout has a bigger interest if seen in list view

List View

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Layout : List of Reforms in numerical order This layout lists all the reforms in

numerical order If there are not listed in numerical

order, press the “Sort by reform number” button

Observe that you can not see this layout in form view. This possibility was cancelled because it is not interesting for this layout.

FileMaker gives the possibility to forbid the access to one of the views for a specific layout (see next slide)

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Managing the layouts

The change layout names or manage the access to views, go to File > Manage > Layouts

Select a layout and then click on the button layout out set up

Here you can change the name in the General tab and manage the view access in the Views tab

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Layout : List of reforms per Working Group This layout lists all the reforms

organized per Working Group If there are not listed in

numerical order, press the “Sort by working group” button

In form view, you will see all the reforms for 1 working group

In list view, you will have all the reforms per working group

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Layouts: Potential Impact of Proposed Recommendations per Reform and per Working Group These layouts give the

annual cost, benefit and total impact per reform and per working group

They give also the total cost, benefit and impact at the PPD level

Press the button to display the data properly

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Layout: Action items and jurisdiction This layout is in table view

only It retrieves the information

related to action items and jurisdictions that the reforms were submitted too.

Save this layout as an excel table to draw statistics on the data. The goal is to be able to

clearly determine how many and which reforms were submitted to each jurisdiction

The Modify Button : it allows to reorganize the columns in the desired way : click on the double arrow to change the column order

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Creation of New Layouts These layouts were created

according to the facilitators’ needs that we identified.

You may want to create other layouts adapted to the needs of your own PPD and choose to display data in a different way

To create a new layout : Go to View > Layout Mode click on the New

Layout/Report icon Follow the instructions of the

wizard

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Training Exercise on Part 2

Answer the questions : How many reforms can you count for the Working Group Bank ? What is total impact of the proposed recommendations at the

PPD level ? What is the percentage of issues submitted by the submitter type

“Private Company”?

Export to Excel the layout “Alignment with WB Indicators”

Create a standard form report with the fields Working Group, Reform Title, Current Status and pick up the theme that you prefer

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PART 3: Customizing the existing layouts and Performing Find Request

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Customizing the existing layouts

To be able to customize the existing layouts, choose the layout that you want to modify and move to the layout mode through: Either the view mode (1) Or the bottom page menu

(2) Or click on the ”Edit

layout” button (3)

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To resize fields: drag the handle at the lower-right corner of the field to the left until the field is smaller, yet large enough to display the longest data you expect in your file.

To move a field: click inside a field and drag it beside another field

To align fields: press shift and click on several fields; right-click Arrange > Align > and choose the way you want the fields to be aligned by the top, bottom, right or left edges.

To resize several fields to the same size ( to the largest/smallest width/height), press shift and click on several fields; right-click Arrange > Resize > and choose the way you want the fields to be resized

In layout mode: resize, move and align fields

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In layout mode, change the color and effect of fields Right-click on a field and

change either : The fill color The fill pattern The effect The Pen color The Pen widith The Pen Pattern

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In layout mode: specify the number and date format For Number fields,

(such as Cost Impact), right-click on the field and choose “Number format”: choose the notation (%, currency) and the decimal display

For Date fields, right-click and choose date format : choose the appropriate options for your needs

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In layout mode: modify a value list field

Double- click on an existing field of the layout out “Issue Filing” that present a list of values such as “Working Group, Current agenda, all the Indicators..”

In the “Display Values from”, choose “ manage value list” (1)

In the Manage Value List Box choose the value list that you want to edit, click on edit (3) and change the custom values or even the value list name

Value lists let the user choose the value he wants from a scrolling list, a pop-up menu, checkboxes, or radio buttons

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2 3

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Performing a find request Performing a find request means

to find all the records that match one or a set of criteria (example: all the issues raised by the Working Group Bank and Tourism)

To perform a find request on certain fields, you have to move to the find mode Either through the View Mode (1) Or by clicking the “Find Icon” (2)

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In Find Mode: find records matching criteria in a single field or in multiple fields The criteria are entered in all the fields where you can see the “find

symbol”. Put as many criteria as you want and click on the “perform find” icon

Results are given in the Browse Mode: only the records of the found-set can be browsed unless you click on “Show all” to get out from the found-set

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In Find Mode: find records that match multiple criteria in the same field Example: all the issues related to either the Industrial

Relations Working Group or the Tourism WG. Pick up your first criteria (Industrial relations) in the specific

field (Working Group ) and click on the “ New Request” icon Pick up your second criteria (Tourism) in the same field and

click on the “ Perform Find” icon You can add as many criteria as desired

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In Find Mode: refining your search A number of operators can be used

to refine the search. They are accessible either from the status tool bar or from a right click on a specific field.

Careful for the range operator, write the minimum bound before clicking on the range symbol (…) Example: you need all the issues submitted

between march and april 2008: in the submitted date fields, type first 03/01/2008 then right click >operators, …range and then write 04/30/2008

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Training exercise in Part 3

Editing the fields: Modify the size of the fields “reform” in the issue filing layout and resize to the

width of the reform type field. Align both fields according to the left edge Change the color and effect of the field working group Change the number format of the cost field and give a currency Modify the Value list working group to adapt it to your own PPD

Find the records matching these specific criteria: Working Group Bank and Industrial Relations Submitted in 2008 except in March Whose potential annual impact is above $100m

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PART 4: Create a new Database

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Creating a new database for other purposes You can create another

database for other database : for example for Contact Management

FileMaker gives templates for each type of use of a database

Pick one template and adapt it to your need