Download IBNET Toolkit Instructions

IBNET Toolkit Instructions.doc
IBNET Toolkit
Instructions
Thank you for using the IBNET Toolkit.
Before starting to use the IBNET Toolkit, please not that
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If you are new to benchmarking activities it may be worth spending some time reading the
document “IBNET and water benchmarking” which is included as part of the Toolkit. This
will provide background information to undertaking benchmarking in the water and
sanitation sector and provide ideas for the way in which the IBNET Toolkit could be used to
get you started and stimulate ideas for your benchmarking interest.
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Software requirements:
o In order to make the benchmarking kit compatible with the largest possible number
of users, the software application in this diskette is compatible with Microsoft's
Excel 97 or later. Document files are in Word 2000 format, but useable in WORD
97;
o If your software is not compatible with these versions of Excel and Word, please
contact us
o If you are using one of the versions of Excel indicated above, start Excel and open
the relevant file on the IBNET Toolkit. You will need to click on “enable macros”
button in order to start using the documents;
o Depending on the system being used, some users may get a notice indicating that
they should open the file in read-only mode, and asking whether they want to do so.
Always answer NO to this question..
Instructions are presented as follows:
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Working with the Toolkit
Screen sizing and navigation
Data Entry
Saving data
Exiting the application
Reviewing results
Data sharing
Feedback
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IBNET Toolkit Instructions.doc
IBNET Toolkit
Working with the IBNET Toolkit
The Toolkit is held in the Excel file on the website. In case you cannot download files from the
website, please contact us
The Toolkit contains the following documents and files:
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IBNET Toolkit Instructions
IBNET and Water Benchmarking
IBNET Indicator Definitions (an explanation about the indicator definitions used in
IBNET Toolkit)
IBNET Input Data Definitions (an explanation of the data inputs to the Data Entry form)
IBNET Quality Assurance of Data and Indicators (information about the IBNET approach
to quality assurance and how it applies in the Toolkit)
IBNET Data Entry input data sheets)
IBNET Indicator Calculator (calculation of the indicators from your data entry form)
World Bank GNI and Exchange Rate Data 1998 to 2004
IBNET Data and Indicator Lists (an easy look up listing of the data requirements and
indicator outputs)
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IBNET Toolkit
Screen sizing and navigation
If the screen looks too small or too large, try using the SMALL SCREEN, MED SCREEN, or
LARGE SCREEN buttons at the top of the screen to get the screen to the right size for you.
Use the PREVIOUS and NEXT buttons or the worksheet tabs (at the bottom of the screen) to
navigate around this application.
Use the HOME button to go back to the home page.
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IBNET Toolkit
Data Entry
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Please use a period to indicate decimals, and a negative sign (-) to indicate negative numbers.
Do not use any other signs, such as currency symbols, percentage signs, thousand delimiters,
etc. when entering data
Please do not use zero to clear a value; use the delete key.
Enter a zero when a value is “0”. Do not leave it blank.
If you do not have the data leave the cell blank.
Please pay special attention to the units being used! Most data is requested in thousands, but
some is in single units. Also pay attention to the appropriate currency (US dollars or local
currency).
Use the data provided in the file World Bank GNI & Exchange Rate xls to find out your
country's GNI per capita and exchange rate information. Using the correct figures in these
variables is essential, as they are used to calculate many of the indicators, as well as to allow
cross-country comparisons. If the data for one year is not available, try using the figure from
the previous year. We will update this data as it becomes available.
You can quickly check data definitions by placing the mouse over the name of each data item.
Note that data entry using the keypad is incompatible with the program on some PCs. Enter the
data using the numeric keys on the main keyboard if this happens to you.
Two issues that may rise when you are entering the data are the
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Apportioning costs and staff numbers
If the Utility provides other services as well as water & wastewater, it will be necessary
to identify the sub-totals – for staff, income and costs – that relate specifically to water
and wastewater. This should be done by apportioning ‘overhead’ functions such as
finance and personnel between water, wastewater and other services, in a way that
reflects the size of the operations.
For example:
Water service
Wastewater service
Other services
Overhead activities
Total
Total less overhead
Number1
40
25
15
20
100
80
Apportioned overhead2
10
6.25
3.75
Total after apportioning3
50
31.25
18.75
100
Note 1. This could be the number of staff, or a cost or revenue.
Note 2. Overheads – 20 – are apportioned in the ratios 40:25:15
Note 3. The sum of the two columns to the left
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Confidence in the data
The data required to calculate the indicator values are derived from several sources. The likely
data sources are listed in table 1, with some issues that can influence the reliability of the data.
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The utility should:
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Assess the quality of its data sources
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Keep records of how data have been derived
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Assign a confidence band to each source, and hence each group of data (see Table)
Table 1
Confidence band definitions
Band
Description
A
Based on reliable records, procedures, investigations or analyses, that
are properly documented and recognized as the best available
B
Generally as in band A, but with minor shortcomings, e.g. some
documentation is missing, the assessment is old, or some reliance on
unconfirmed reports or extrapolation is made
C
D
Extrapolation from a limited sample for which Band A or B information
is available
Based on the best estimates of utility staff without measurement or
documented evidence
Adapted from OFWAT and IWA documents
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IBNET Toolkit
Exiting the application
After saving the data, we recommend using the EXIT button to close the application. This
action restores the usual default settings for Excel, including the menu bars.
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IBNET Toolkit
Reviewing results
A summary of the data you have entered, and the indicator values that result, can be seen by
clicking on the MAIN REPORT button. You can review on screen, or print, using the PRINT
button. When you have finished click on the RETURN button to take you back to the welcome
screen.
A number of value expectations have been built into the data capture system. Data values that
fall outside the range of these expectations are noted in the Exception Report. Some screen
prompts are also included. To view the Exception Report, click on the EXCEPTION REPORT
button. You can review on screen, or print, using the PRINT button. When you have finished
click on the RETURN button to take you back to the welcome screen.
Please check your data and results carefully. You may want to ask a colleague to check them
with you.
Should you want to make any changes go back into the data capture system and amend the
values as required.
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IBNET Toolkit
Sharing data
Using you data to undertake performance comparisons with others is an important part of
benchmarking. This may be done directly by your own utility, or this may be facilitated by a water
and sanitation association, or by the regulator. Please refer to the IBNET Water Benchmarking
document to explore further thoughts on the important and value of sharing information and what it
could mean to assisting any performance improvement or sector reform process. When you are
satisfied that the data you have entered is correct you are now in a position to share the data and
indicators with others.
How you do this is for you to decide. Some suggestions are as follows:
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Share with your management team. This will allow them the opportunity to comment on the
data (they may spot data errors !) and to see the indicator values that have been calculated.
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Share with your peers. Consider exchanging your data and indicator values with peers in your
Region. If they do not have a copy of the Start Up Kit we will be pleased to send them a copy.
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Share with your national body. Ask your national body (e.g. professional association or trade
group) to act as a clearinghouse for data and indicator values.
In addition, The IBNET team would be please to facilitate sharing of information between data
providers. You can send your completed file to the IBNET team.
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IBNET Toolkit
Feedback
Having used the Kit we would welcome your comments. Are the indicators about right, how well
does the software function, what improvements would you like to see?
Please let us know – contact us.
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