Build a simple M&E system based on primary data

Follow this tutorial to set up a simple Database in ActivityInfo to support Monitoring & Evaluation for an education programme.

This tutorial is based on using primary data - we will collect detailed information about our activities, outputs, and impact, and then calculate our indicators from this primary data.

Introduction

For this tutorial, we are using a Logical Framework from the How to write a Logical Framework tools4dev article (external link).

For this tutorial, we cover the setup for two of the indicators:

  • Number of students completing a reading summer camp
  • Number of summer camps run

Add the database

To add a Database, follow these steps:

  1. Navigate to the Databases page, and click “Add Database.” If you don’t see an “Add Database” button, follow the steps in the Starting a free trial article.
  2. Enter “Reading programme” as the database name.
  3. Select “Blank database.”
  4. Click “Add database.”

Add the “Reading camps” Form

This Form collects details on the camps run, and includes a list of the students attending each camp. To add the Form, follow these steps:

  1. Navigate to the “Reading programme” Database page.

  2. Click “Add form.”

  3. Enter “Reading camps” as the Form name.

Add the “Location” name Field

  1. Click “Add a field.”
  2. Select “Text” from the field type list.
  3. Enter “Location” as the label.
  4. Check “Key” in settings.
  5. Click “Done.”

Add the “Start date” Field

  1. Move your mouse cursor below the last Field.
  2. Click the “+” button to add an additional Field.
  3. Select “Date” from the Field type list.
  4. Check the “Required” box in the Settings.
  5. Enter “Start date” as the label.
  6. Click “Done.”

Add the “Students” Subform

  1. Move your mouse cursor below the last Field.
  2. Click the “+” button to add an additional Field.
  3. Select “Subform” from the Field type list.
  4. Enter “Students” as the Field label.
  5. Click “Open subform.”
  6. When prompted, click “OK” to save the parent Form.

Edit the “Students” Subform

The students Subform is a list of all the students that attend the summer camp.

Add the “Name” Field

  1. Click “Add a field.”
  2. Select “Text” from the list of Fields.
  3. Enter “Name” in the Field label.
  4. Check “Key” in the Settings list.
  5. Click “Done.”

Add the “Status” Field

  1. Move your mouse cursor below the last Field.
  2. Click the “+” button to add an additional Field.
  3. Select “Single select” from the list of Field types.
  4. Enter “Status” as the Field label.
  5. Check “Required” in Settings.
  6. Enter “Completed” as the first option.
  7. Click “Add Option.”
  8. Enter “Dropped out” as the second option.
  9. Click “Done.”

Add the “Completed count” Field

Use a Calculated field to help count the number of students that completed the course.

  1. Move your mouse cursor below the last Field.
  2. Click the “+” button to add an additional Field.
  3. Select “Calculated” from the list of Field types.
  4. Enter “Completed count” as the Field label.
  5. Check the “Hide from entry” box in the Settings.
  6. Enter IF(Status == 'Completed', 1, 0) in the Formula field.
  7. Click “Done.”
  8. Click “Save” to save the Subform.
  9. Click “Save” again to save the Reading camps Form.

Import data

Now that you have your structure, you can record the summer reading camps and students directly from your laptop, or use ActivityInfo’s mobile app’s to collect data directly from the field.

For this tutorial, the next phase is to import data from a spreadsheet.

Import camps

  1. Navigate to the “Reading camps” Form.
  2. Click “Import.”
  3. Open the Camps spreadsheet.
  4. Select and copy all five rows, including the header:
  1. Paste the text into the importer, then click “Continue.”
  1. Click “Continue” again, and then “Done.”

The records are now be visible in the Table view:

Import the student records

  1. Select the first Record.
  2. Then click “Students - 0 record(s)” to navigate to the Subform.
  3. Click “Import.”
  4. Copy and paste the data from the Students tab to the Importer interface.
  5. Click “Continue.”
  6. Click “Continue.”
  7. Click “Done.”

Add an Indicator Tracking Table

  1. Navigate to the “Reading camps” Form.
  2. Select “Add pivot table” from the “Analyze” menu.

Add the “Number of reading camps” measure

  1. From the “Reading camps” group, drag the “Count of all records” to the “Measures” area.
  1. Click on the card you’ve just dropped in “Measures” to edit the measure.
  2. Enter “Number of camps” under “Measure name.”
  3. Click the “X” to close the card.

Add the “Number of reading camps” measure

  1. From the “Students” Subform, drag the “Completed count” to the “Measures” area.
  1. Click on the card you’ve just dropped in “Measures” to edit the measure.
  2. Enter “Number of students completing a reading summer camp” in the “Measure name.”
  3. Click the “X” to close the card.

Save the Indicator Tracking Table

Now that your tracking table is complete, you can save this Report to be part of your Database.

  1. Click “Save report.”
  2. Enter “Indicator Tracking Table” in the “Report name” field.
  3. Select “Reading programme” database.
  4. Click “Save new report.”

Congratulations! You built a simple, but complete M&E database for your programme.

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