BPCLEtool has two major types of functionality in relation to indicators, namely indicator selection and monitoring indicators.
Indicator selection occurs as part of the process of completing your assessment and results in a list of indicators that you would like to monitor. This list is based on your assessment ratings and, most likely, to arrive at a final list that reflects your organisational priorities, you will have refined the list of indicators suggested by BPCLEtool. You will find more detailed information on indicator selection under the relevant section on Completing your Assessment.
This section deals with how you monitor – that is, collect and report data against – the indicators you have selected through your self-assessment process.
The indicator monitoring functionality of BPCLEtool begins where the indicator selection process finished.
The first step is the conversion of your list of selected indicators into a master list of indicators that can be used to collect data. The master list is a bridge that links the assessment functions of BPCLEtool to the indicator data collection and reporting functions of BPCLEtool.
If your organisation has conducted one whole-of-organisation assessment, creating a master list is a simple process of importing your final list of selected indicators into a new master list. You may further refine the list if you wish, but this is optional.
Of course, some organisations may have elected to conduct several assessments in parallel (e.g. separate assessments for different disciplines or facilities). In this case, those organisations will have a number of selected indicator lists. Each set of selected indicators can be used to create its own master list, but BPCLEtool also allows organisations to consolidate the selected indicators from a number of assessments into a single master list. If you decide to consolidate multiple indicator lists into one master list, you can further refine the list to reduce the overall number of indicators. BPCLEtool also allows organisations to nominate which disciplines will be monitoring each indicator in a master list, which allows an organisation to include indicators in its master list that are of interest to only a sub-set of disciplines.
To create a new indicator master list, go to the Monitor Indicators tab and click the Add New Master List button. You are asked to give the list a name and it is strongly recommended that you use a name that will be informative some time in the future, when you have multiple master lists in your account and can no longer remember what "Master List 1" refers to. Complete other information for the master list, including the reporting period, the facilities and disciplines covered by the master list, and any other relevant description you wish to include.
At this point, you can import indicators from one, some or all completed assessments conducted by your organisation. You can then review and refine the indicator master list and, when you are satisfied with the list, you can check the box below the indicator table and click Add New Master List to complete the process. Your new master list will now appear in the table of indicator master lists.
Watch the video tutorial for a demonstration of how to create an indicator master list in BPCLEtool.
Collecting Indicator Data
Once you have an indicator master list, you can begin to collect data relevant to each indicator using the data entry forms.
Click the Collect Data button for your master list to open the list. You will see all indicators in the master list set out in the table, showing the status of each indicator with respect to the entry of data. Note that indicator #1 is already complete; BPCLEtool automatically calculates this indicator result based on the number of Category I indicators included in your indicator master list.
For the remaining indicators in your master list, there are two ways to enter data into the data entry forms:
- Type data directly into the online form in BPCLEtool.
- Use the automated data upload functionality of BPCLEtool.
You can use a combination of these two approaches, but you should read the section below on how to correctly combine direct data entry and automatic data upload to avoid losing any data.
Direct data entry
You can add data to each indicator by clicking on the Add Data button in the right-hand column of the table. Once you have begun adding data to an indicator, the button will change to an Edit Data button and you can go back into the data entry form to either edit that data or add further data.
Each data entry form is unique to its particular indicator, although there are similarities between many of the forms in terms of the format in which data is entered. You can obtain spreadsheet versions of the data entry forms individually for each indicator or in bulk for all indicators included in your master list (see the automated data upload section below).
For indicators data is entered by discipline (and in some cases, by discipline and by either learner level or staff category), select the particular discipline/learner level/staff category by clicking on its respective blue tab. Deselect any disciplines that are not monitoring that particular indicator by checking the “n/a” box to the right of the discipline name.
If you enter data into the online form and want to save it, click Save. The button will change to indicate the data has been saved. If you click Close without first saving the data, or if you click the Return to Indicator Master List button at the top of the form without first saving the data, the data won’t be saved.
Depending on the indicator, you may be required to enter a number of values in a series or enter numerator and denominator values. If you save the data without completing all the required fields or if you enter data that does not meet the requirements of the indicator (e.g. numerator values that are larger than denominator values or summing errors), BPCLEtool will display a warning that the data series is not valid and direct you to the error. For indicators that have multiple tabs that have to be completed, the data entry form will display green tick marks on tabs once all data fields on that tab have been completed with valid data.
When the data entry form is closed, the status field in the indicator table will change to “Partially complete” if only some of the data has been added and then to “Complete” when data has been added to all fields. If there is any invalid data saved against the indicator, this will be flagged in the status column.
Watch the video tutorial for a complete demonstration of how to directly add data to indicator data entry forms.
Automated data upload
The automated data upload feature has been designed to assist with entering indicator data into BPCLEtool, particularly for those indicators where data has to be entered for numerous disciplines over multiple learner levels or staff categories.
A separate, unique spreadsheet has been created for each indicator and these can be accessed in two ways.
i. When you are in a data entry form for an indicator, click on the Export button at the top right of the form to download the spreadsheets for that particular indicator.
ii. When you are on the screen showing the table of all your master lists, click on the spreadsheet icon (fourth icon from the left) for the relevant master list to download a ZIP file containing the spreadsheets for all the indicators included in that master list.
Note that when you first open any of the spreadsheet files, you may need to select “Enable Editing” at the top of the spreadsheet, to allow data to be entered.
The spreadsheet files always include a minimum of two tabs. The first tab is always an information tab and the next tabs will be data entry tabs (the number of data entry tabs will depend on the specific indicator). Data entry tabs will either be labeled “Data” or, if there’s more than one, will be labeled with a learner level, staff category or time period. To record notes for the indicator, the “Notes” field can be found on the information tab.
On the data entry tabs, there will be one or more fields where data is to be added. The field labels are shaded darker blue, while the fields to which you add data are shaded pale blue. Clicking in any data entry field will reveal a tool tip with information about the format of the data that is to be entered. If data is entered that is not validly formatted for that field, the spreadsheet will indicate there is an error and prompt you to correct it.
For indicators that involve data disaggregated by discipline, there will be a table at the top of the tab where you can de-select any disciplines that are not providing data for this indicator.
When you have added all the data into the spreadsheet, save it to your desktop with an appropriate title. Then go into the data entry form for that indicator in BPCLEtool and click on the Import button at the top right of the form. You may either browse your computer for the file you wish to upload, or drag and drop the file directly onto the window. If the spreadsheet file includes any incomplete data series or invalid data, BPCLEtool will save the upload but will flag where the errors are that need to be corrected.
1. You must not alter the BPCLEtool data entry spreadsheets in ANY way, other than to add your data to the relevant shaded fields in each data entry tab. If you make any change to the tab order or the data entry fields, for example by adding or deleting rows, columns or individual cells, this will compromise the correct upload of your data into BPCLEtool.
2. Do NOT copy spreadsheets from previous master lists to use for data upload into your current master list. Each master list generates its own unique spreadsheets and using spreadsheets created for other master lists may compromise the correct upload of your data into BPCLEtool. The spreadsheets for each master list include the master list title in the title of each spreadsheet file, to help you avoid using the wrong spreadsheet by mistake.
Combining direct data entry and automated data upload
Using the automated data upload feature will overwrite any data that has already been entered into an indicator’s data entry form, regardless of whether that data was entered manually or using the data upload feature. To avoid inadvertently wiping out data already in the system, you should do the following:
- Open the data entry form in BPCLEtool to see whether any data has already been saved in BPCLEtool (e.g. one or more administrators may have already entered data for their own disciplines).
- If there is data in the system, click the Export button at the top right of the data entry form to download a spreadsheet file that includes all the data already entered against that indicator.
- Use that version of the spreadsheet to add your additional data, rather than the original blank version of the spreadsheet.
- Save the file and use this version to upload into the system.
Although this protocol will still overwrite the data already entered into the indicator, it will overwrite the original values with the same values, with no net loss of data.
Watch the video tutorial for a complete demonstration of how to use the automated data upload feature, including how to avoid wiping out data already in the system.
Closing and locking the master list
When you have entered all the data for the reporting period for all the indicators in your master list, all indicators will be shaded green. At this point, you can close out the master list by clicking on the Submit Data & Permanently Lock this List button. You will be asked to accept four terms before you can lock the list and this step can be used for executive sign-off on the data submission process. Up until this point, the data has been securely saved within BPCLEtool, but has been effectively quarantined within your organisation’s BPCLEtool account.
Clicking this button does three things:
- It closes the list off and prevents any further data entry or amendment for your selected indicators for this reporting period.
- If you’re in a jurisdiction where compulsory indicators are reported externally, it submits your organisation’s report to the relevant agency; and
- It allows BPCLEtool to include your organisation’s data in the de-identified pool of data available to all organisations for comparison reporting purposes.
A demonstration of how to close and lock the master list is presented at the end of the video tutorial on directly adding data to indicator data entry forms.