Using startwithwater

1. How to list your project Using www.startwithwater.org A series of training presentations

2. This presentation will explain how to list a new project on the www.startwithwater.org website.

3. Types of listings: There are two types of listings: • Full listing – provides full use of the site; • Base listing – provides limited use of the site. Note: The purpose of Base listings is to gather full information about Rotary Club WASH work. There is no charge for a base listing, BUT you must subscribe. This is because the system can only associate subscribers with project listings, i.e. to be “connected” to a listing (be able to edit if for example) you must be subscribed. As there is currently NO CHARGE to subscribe, only full listings are available now. For now, subscription is FREE.

4. Gathering the right information. Once you begin listing a project you will be asked to complete a number of fields. Be prepared by downloading the Listing Form, and gathering as much information as possible ahead of time. Don’t worry if it’s not all there – you can also go back and edit your listing. For help, see “How to Edit a Project Listing”

5. If you need help in putting your project together, there are resources available: • Contact the Regional Team in your area if there is one; • Check out our Learn Centre • Email an expert for help

6. Getting Started: Step 1: If you have never signed in on this site before, Sign Up*. If you’ve already signed up, Sign In. * For information on signing up, see the Presentation: Signing Up

7. Step 1: Click on Projects

8. Step 2: Click on “List a project”

9. Step 3: Complete the fields… Project Name – TIPS - Pick a name that reflects what the project is about; - If a TRF Matching grant has been approved, include MG123abc in the title; Eg. MG60460 / Intake and Sedimentation Tank Regional / Livingstonia, Rumphi, Malawi

10. Enter a program name only if your project is part of a program in the drop-down Select the project type(s) that best reflect your project. Ona PC right-click, on a Mac – Command-click to select more than one. Types are nested – for example, Water is the generalcategory, with sub-categories: Sources, Transmission, Treatment, Distribution; then each of those has it’s own sub-categories etc. Be as specific as you can – for each selection the “mother” categories are automatically selected too. So if you pick “Drilled Wells”, then your project will also appear when “Ground Water”, “Sources” or “Water” is picked in a search. TIP

11. Add any comments you wish in the Project Type Comments field Complete the Project Summary field TIP For search purposes, please include your Rotary Club name here. This is a summary – so include only relevant information to adequately describe your project – i.e. 50 words or so.

12. In this field, enter a more detailed description of your project. Remember, this will be read by Rotarians looking for projects to get involved with. Give them enough information to provide a goodunderstanding of the project. Ignore this field (it’s for admin use only!) Click if applicable. Let people know how to reach someone for more information about volunteering. TIPS

13. This field is for Regional Team use only Project Status – is a pull down menu. Select the status that best describes where your project is at now. Please remember to update this field as your project develops. Date Implementation Started field: If your project has actually begun (i.e. isn’t still in the planning stage), please enter the date implementation started.

14. If you know which Regional Team is in your area, select them from the pull-down menu. If not, leave it blank. If you know the project manager – host country, or Project Manager – Donor Country, enter them from the pull down menu. TIP • Only subscribers are included • In these pull –down menus. • If the project manager isn’t yet • subcribed either leave these • fields blank, or select YOUR • name from the pull-down and • edit later.

15. TIP To select more than one entry, on a PC – right-click and on a MAC – command-click. Select as many languages as apply. • If you have a document that • provides cultural background • information, you can upload it • here.

16. From the pull-down select the Rotary District IN WHICH the project is located From the pull-down select the country IN WHICH the project is located Enter the geographic Detail of the project location if you can.

17. Enter the latitude, and the longitude of the location of your project. TIP For help in figuring out what the latitude and longitude of the location of your project are, click on “Coordinate Help” If you enter the latitude and longitude here, your project will show up on the map. Otherwise it won’t be on the map, but will still show up in the project listings.

18. If a needs assessment has been completed, upload the report here, and input the date in the next field. List the goals of the project here. Goals should be “SMART” that is: specific, measurable, achievable, realistic and timely TIP Indicate what factors make this project sustainable – include information about training/behaviour change as applicable. Indicate how many people you anticipate will be impacted by this project Enter only numbers – NO commas etc. TIP This section should be completed in part or in whole once the project planning is underway. Please come back and update your project listing as information about the project becomes available. TIP

19. These fields should be completed in part or in whole once the project planning is underway. Please come back and update your project listing as information about the project becomes available. TIP References: project design and implementation details; information relevant to water resources, sanitation, etc. Project Scope includes information re estimates, schedules, more detail re implementation plan

20. Total budget amount is the expected total $ budget for the project ALL budget figures should be entered with NO $ or other signs, and NO commas. JUST NUMBERS PLEASE TIP Click here if you still require funding for your project. TIP Rotary Clubs looking for projects to get involved in, will often search for projects with “Funding Still Needed” clicked. This tells them that the project needs more $$ The Funding Notes field is available to add information about funding. This could include an intention to apply for a TRF matching grant, or an indication of other funding sources being explored.

21. Indicate how much money is still needed to fully fund your project. ALL budget figures should be entered with NO $ or other signs, and NO commas. JUST NUMBERS PLEASE TIP The “Funding Requirements Document” and the “Funding Application Document” Are both intended for use by Funding Partners. They therefore do not apply when listing a project. Once your budget is completed, upload the budget document here

22. These Implementation fields should be filled in as implementation gets underway. “Detailed Design Document” is the water/sanitation system design. “Implementation Plan Document” refers to the steps required to implement the project. Upload documents when they are available. Milestones are intended to aid with project implementation. Use as you wish. The “Project Challenges” field is the place to list challenges you have faced and if/how you solved them. Sharing “Challenges” allows us all to learn from the experiences of others. Please use this field, and once we build a databank, try searching this field when you want to learn from others. TIP

23. “Costing information” is intended to capture information like “cost per foot of ½ inch pipe” Include the item, dimension or details, cost, and location where it was purchased. Also include anything unusual or different about this particular situation. This field provides a way to share important information with others. It will help us understand what things cost where. Please complete it whenever you can. TIP When your project is complete, please enter the date here.

24. Indicate “Outcomes” - what has your project achieved. Please see the Guidance Document for more information about Outcomes. Include information here about spare parts required, where to source them etc. Include any challenges that arise AFTER project completion. How did they get resolved. TIP These fields provide ways to share important information with others. They will help us understand what ongoing maintenance needs and sources of parts others have found, and what kinds of challenges others have faced. We can learn much from each other. Please complete it whenever you can.

25. When you have completed all the fields that you can, click here.

26. TIP When your project has been successfully entered, you will see message in GREEN confirming the project has been successfully entered, and giving you the project number (auto-generated by the system) Notice that part of this “success message” tells you to “Click Here” to add more advanced information (like photos etc.) to your project listing.

27. To add information, documents and files under the “Advanced Project Management”, simply click on the appropriate tab, and follow the instructions. Please note the last tab – Photos.

28. TIP Key photos appear on the project listing (when searching) A compelling photo will help communicate what your project is about. As they say “ A photo is worth 1000 words!” Under the “Photos” tab: This is where you can upload the key photo and other photographs if your project. Click the Upload Photo button. Find the photo on your computer. Upload it. You can upload as many photos as you like. To make one photo the “Key Photo”: Select the photo from the list of photos that you have uploaded. Click on Make Key Photo. The photo will then appear on the page.

29. You have now successfully listed your project! Check out all the other resources available to you on the website.