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USER’S MANUAL - February 2018 v1 Bureau for Europe

Contents

Purpose ................................................................................................................................................... 3

1. Data Collection (KoBoCollect) ......................................................................................................... 4

1.1 Installation .............................................................................................................................. 4

1.2 General Settings ...................................................................................................................... 5

1.3 Data Entry ............................................................................................................................... 6

1.3.1 Groups ................................................................................................................................. 7

1.3.2 Pictures ............................................................................................................................... 8

1.4 Data Cleaning .......................................................................................................................... 9

1.5 Data Submission .................................................................................................................... 10

2. Search Application ........................................................................................................................ 11

2.1 Login & Overview .................................................................................................................. 11

2.2 Using the Application (Main Page) ........................................................................................ 12

2.3 Using the Application (Individual Record) ............................................................................ 13

2.4 Using the Application (Country Dashboard) ......................................................................... 14

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Purpose

The purpose of the Border Protection Monitoring Information Management

System (BPM-IMS) is to facilitate the collection, storage and analysis of

standardized and harmonized information related to protection concerns and

challenges faced by persons on the move when seeking access to territory and

access to asylum in order to support an evidence-based protection strategy

with an appropriately designed response in terms of advocacy and specific

protection interventions.

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1. Data Collection (KoBoCollect)

1.1 Installation

To install “KoboCollect”, proceed to the “Play Store” application and

search for “KoboCollect”

Once installed, place the application short-cut on the tablet/phone desktop for

ease of access.

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1.2 General Settings

Access the “General Settings” from the top menu. The URL, Username and

Password will be provided by the UNHCR IM Focal Point.

Once you apply the settings, you should be able to see the available forms by

clicking on the “Get Blank Form” button. Select the necessary forms and “Get

Selected”

After this is done, you will be able to do data entry by clicking on the “Fill Blank

Form” button from the main menu.

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1.3 Data Entry

To move through questions you need to swipe the screen as indicated. You can

always return to previous questions

Make sure to also scroll down to check if you missed any relevant information.

The application will show a warning if any mandatory questions have been

missed.

The types of answers you can provide are plain text, drop-down items, check-

boxes and dates, depending on the question type.

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1.3.1 Groups

Some questions form “Groups” that can be repeated. When you reach a

repeating group, you will receive this prompt:

In the Quick form, POC composition is a group question. You need to click on

“Add Group” once you initially reach this questions.

POC composition consists of Nationality, Gender and Age. You need to add

additional groups when any of these items change (e.g. one group consists of 5

male adults from Afghanistan, the second one consists of 3 female adults from

Afghanistan and the third consists of 2 female children from Syria).

Once done entering all the groups (by nationality, gender and age) click on “Do

Not Add” to proceed to the next question.

If you wish to delete a group you added by accident. Simply press & hold any

of the questions belonging to that group and select “Remove group”.

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1.3.2 Pictures

When uploading pictures through the form, be aware that the image size can

impact the upload speed.

If you are having issues with upload time, you can reduce the resolution of the

pictures your camera takes, in the camera settings of your device.

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1.4 Data Cleaning

By selecting “No” on the last questions “Event to be included in official

statistics/dashboard” the event will not be included in the country level

dashboard. This enables you to verify the data provided (double check if it is

duplicate data etc.). The answer can always be changed to “Yes” later, through

the Search Application.

Also, if you de-select the “Mark form as finalized” check box, you will be able

to edit the form on your tablet/phone without sending it to the server.

Please note that if you are using the web interface, the data will be submitted

automaticaly. In order to save the record for future editing you will need to

check “Save as draft”.

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1.5 Data Submission

Once the forms has been saved (and marked as finalized) you can upload them

to the kobo.unhcr.org server by clicking on the “Send Finalized Form” button

in the main menu. The number in the brackets next to the button represents

how many un-submitted forms you have on the device.

Select the types of form(s) you are submitting, and click on the “Send

Selected” button once an internet connection is available.

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2. Search Application

2.1 Login & Overview

Search application users are created through the country level KoBo account.

Each country has a country level application, with country level users.

Please contact your UNHCR IM focal point for the following parameters:

- Search Application URL

- Username

- Password

After logging in, you will be able to:

- Search for & filter records submitted through KoboCollection

- Export the filtered results into Microsoft Excel

- Open & Print individual records

- Edit / Clean existing records

- View the country dashboard

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2.2 Using the Application (Main Page)

Once you log in, you can do the following:

1) Use the navigational menu to open the country level dashboard/search application

main page or log out of the application

2) Use the control buttons to export the filtered data and manage how many records

are displayed per page

3) Use the combo search box, to search through all columns of any record (you can

combine multiple criteria by adding a space between them)

4) Use individual search boxes to filter specific columns (multiple search boxes can be

combined)

5) Click on the ID to open a complete form showing all the data entered

6) Clicking on the “KoBo Link” hyperlink will take you to that specific record in KoBo,

where you can edit/re-submit or delete it (you need to be logged into the country

level KoBo account)

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2.3 Using the Application (Individual Record)

You can open any individual record by clicking on the record ID in the search

results. Here you can see all the data associated with that record.

To print out a record (or save it as a PDF) click on CTRL+P on your keyboard

and select your printer or “Save as PDF”.

This will enable you to share individual cases with persons who don’t have

access to the Search Application.

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2.4 Using the Application (Country Dashboard)

The dashboard displays all country level records where the question “Event to

be included in official statistics/dashboard” has been answered with “Yes”.

You can filter through the results by clicking on specific charts (e.g. by clicking

on “Child” or “Afghanistan”). Only the charts related to Pushback & Smuggling

violence and Protection incidents by type cannot be filtered.

Please note that the dashboard does not refresh as soon as new information is

entered. The dashboard is set to refresh on a weekly basis.

For further information (refresh time, organization level data etc.) please

contact your UNHCR IM Focal Point.