Using ODK for Monitoring NRRP

Pupil’s Worksheet and

Parent/Caregivers Phone Numbers

EMMANUEL INKOOM, BISMARCK ADUSEI &

OLUSOLA ALONGE
Tool to be used-Open
Data Kit
Downloading ODK
• Go to Google PlayStore
• Search for ODK Collect
• Download the App and open

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Configuring the ODK App
• General Settings
– Connecting to the GES ODK Aggregate Server
– Navigation options (User interface)
– Completing the user details (User and device
identity)

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General Settings

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Server Settings

https://www.gesodk.org
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General Settings

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General Settings

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How does ODK work?
• ODK is an application that provides platform to utilize
multiple survey instruments

• Once a survey instrument/form has been

downloaded, it can be used whether or not the
tablet/phone has access to internet

• Once the tablet/phone has internet, data can be

uploaded

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ODK Menu
When you open the ODK
application you will see 6
items on the main menu.
They are:
– Fill Blank Form
– Edit Saved Form
– Send Finalized Form
– View Sent Form
– Get Blank Form
– Delete Saved Form

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Get Blank Form
You will touch the Get
Blank Form button to
download the form(s)
that you will be using
for your interviews.

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Downloading New
Forms

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Get Blank Form
• Select the 3 forms you will
be downloading which
should be preceded by the
name of your region.
– Distribution Progress
Report
– Parents Phone Number
Form
– Pupil Worksheet
Distribution Form

Click on “Get Selected”

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Get Blank Form
• If download is
successful, it will
show all the
forms
downloaded, and
written in front of
each will be
“Success” as in
the screenshot to
the right

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Fill Blank Form
You will press the Fill
Blank Form button to
begin the interviews.

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 Fill Blank Form
• When you click on
Fill Blank Form, you
should see the
following 3 forms
you selected which
should be preceded
by the name of your
region

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Fill Blank Form
• Please remember, those who will be responsible for
filling the forms is as highlighted below.
– Distribution Progress Report – District EMIS Officers
and ICT Officers
– Parents Phone Number Form- KG1 to B4 Teachers
– Pupil Worksheet Distribution Form- Head Teachers
and ICT Teachers

We will review this forms one after the other after

understanding how ODK works

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Edit Saved Form
• The next button on the menu
is the Edit Saved Form button.
• This will show a list of the
data collection forms that you
have already completed, and
give you the option to open
that form again and change
the responses.
• Avoid using this button to
alter already entered data as
much as possible

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Send Finalized Form
• When a form is complete,
data is saved to the tablet.
• For the data to be used, it
must be uploaded to the
computer server.
• Make sure your tablet is
connected to the internet,
then press Send Finalized
Form.

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Send Finalized Form
• A number will appear to the
right of the Send Finalized
Form button to show how
many forms are on your
tablet and waiting to be
submitted.
• If there is no number to the
right of the Send Finalized
Form button this means you
do not have any saved data
on your tablet that is waiting
to be sent.

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Send Finalized Form
• Select the forms
you wish to submit.
Then click “Send
Selected”

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Send Finalized Form

Unsuccessful Successful

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Send Finalized Form
• You should now see
the total number of
forms you sent
under “View Sent
Form”

• Click on the “View

Sent Form (3)”

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Send Finalized Form
• You should now see
the details of the
forms you sent
under “View Sent
Form”

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Downloading ODK Tools
• Make sure you have internet connectivity (Mobile
data or Wi-Fi)
• Launch the ODK App

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• Now, let’s go through all the
forms together

– Distribution Progress Report – District EMIS

Officers and ICT Officers
– Pupil’s Worksheet Distribution Form- Head
Teachers and ICT Teachers
– Parents Phone Number Form- KG1 to B4 Teachers

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Distribution Progress Report
• The “Distribution
Progress Report”
is to track
distribution from
district to
schools.
• Waybill signed by
a recipient in a
school is the
evidence that
Worksheet was
supplied to the
school

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Distribution Progress Report
• Waybills for worksheet
received by the schools is the
“source document”.

• Click on “Fill Blank Form”

• Let’s use “Accra Distribution

Progress Report” as example

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Distribution Progress Report
• This is just
introductory
information on the
tools re-emphasizing
need to adhere to
COVID-19 protocol in
the process of
collecting this data

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Distribution Progress Report
• Select the region and
you will see the
districts under it

• Select the District

where the school is
located

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Distribution Progress Report

• Select the Circuit and

you will see the
schools under it

• Select the school you

want to enter data for

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Distribution Progress Report

• Get the Waybill for the

school you want to enter
data for.

• Enter exact figures on the

Waybill in the various data
fields as it applies

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Distribution Progress Report
• The details of the Recipient of the
Pupil’s Worksheet for the school
will be found at the lower right
section of the Waybill.

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Distribution Progress Report
• Please select the date the material
was received by the recipients as
captured on the Waybill

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Distribution Progress Report

• Enter your own details as

the “Monitor” who
capture the information

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Distribution Progress Report

• Make sure you click on

the “Save Form and Exit”
after completing the form

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Pupil’s Worksheet Distribution Form
• Head Teachers are expected to design a receipt form for
parents and caregivers to sign for materials they will
receive for their wards and enter their phone numbers.
Using the format below
DETAILS OF MATERIALS RECIPIENTS
SN Name of Recipient Name of Pupil Grade of Material Received (B1 Telephone Signature
(Parent, Caregiver or Pupil worksheet or B2&B3 Number
Pupil) Worksheet)

• At the end of each day, the Head Teacher supported by

the ICT Teacher is expected to enter these details about
the materials distributed into the Pupil’s worksheet
distribution form on ODK
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Pupil’s Worksheet Distribution Form
• The hardcopy “receipt form”
is the source document for
this “Pupil’s Worksheet
Distribution” ODK form

• Click on “Fill Blank Form”

• Let’s use “Accra Pupil’s

Worksheet Distribution Form”
as example.

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Pupil’s Worksheet Distribution Form
• This is just
introductory
information on the
tools re-emphasizing
need to adhere to
COVID-19 protocol in
the process of
collecting this data

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Pupil’s Worksheet Distribution Form
• Select the region and
you will see the
districts under it

• Select the District

where the school is
located

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Pupil’s Worksheet Distribution Form

• Select the Circuit and

you will see the
schools under it

• Select the school you

want to enter data for

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Pupil’s Worksheet Distribution Form

• The Head Teacher and ICT

Teacher are expected to
enter the record from the
hardcopy “receipt form”
used in issuing out the
Worksheets into the data
field in on the screen
ensuring exact match in
the entry

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Pupil’s Worksheet Distribution Form

• Enter your own details as

the “Monitor” who
capture the information

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Pupil’s Worksheet Distribution Form
Swipe to the “Save Form and Exit” screen and make sure you click
on it to complete the form

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Parents Phone Number Form
• This Form is designed to collect the phone numbers
of parents of pupils in KG1 to B4
• The essence of collecting this data is to reach out to
parents to tune in to the National Reading Radio
Program and also come to pick up the Pupil’s
Worksheet for their children
• Previous effort at collecting this data using the
Google Form was flawed with several entry errors
from the schools which make most of the data
unusable

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Parents Phone Number Form
• The form will be completed by
the various Class Teachers for
KG1 to B4 in each school using
available records and
consultation with school
community structures like SMC
and PTA

• Click on “Fill Blank Form”

• Let’s use “Accra Parents Phone

Number Form” as example.

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Parents Phone Number Form
• This instruction screen
provides details on who
will be completing the
form and the
information to be
collected.

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Parents Phone Number Form
• Select the region and
you will see the
districts under it

• Select the District

where the school is
located

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Parents Phone Number Form

• Select the Circuit and

you will see the
schools under it

• Select the school you

want to enter data for

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Parents Phone
Number Form
• In addition to other
data fields on this
screen, please
carefully enter the
parent/caregiver
phone number for
each pupil and
reconfirm it before
proceeding from the
screen

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Parents Phone Number Form
Swipe to the “Save Form and Exit” screen and make sure you click
on it to complete the form

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 Timelines for the Exercise
S/ Task Person Responsible Timeline for
N Completion

1 Stepdown Training for Head District EMIS Officers Wednesday 15th

Teachers and ICT Teachers District ICT Officers July 2020

2 Stepdown to Teachers at School Head Teachers and Thursday 16th

level ICT Teachers July 2020

3 Entry of the District Distribution District EMIS Officer Monday 13th -

Progress Report District ICT Officer Tuesday 22nd
July 2020
4 Entry of data into the Parents Head Teacher Tuesday 14th-
Phone Number Form & Pupil ICT Teachers Friday 31st July
Worksheet Distribution Form KG1 – B4 Teachers 2020

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Telegram Platform Link
https://t.me/joinchat/GFjvTRjrBHMAGSWyQ29hrQ

District EMIS/ICT (National)

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Thank you.

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