Excel vocabulary—Since the IR is based in Excel, there are a few vocabulary words you should become familiar with before getting started:
1. Workbook—This is the entire Excel document; when you open the IR you are opening a workbook.
2. Worksheet—Workbooks are comprised of various worksheets and worksheets are comprised of cells, columns and rows.
3. Cell—Each Excel worksheet is made up of individual cells; cells are where you input data
2 Worksheet
3 Cell
6 Cell address
5 Row
8 Worksheet tabs
9 Tab scroll arrows 10 Worksheet scroll bars & arrows
7 Dialogue box
4 Column
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4. Columns—Cells are arranged in columns which run vertically and are labeled with letters(A,B,C…).
5. Rows—cells are also arranged in rows which run horizontally and are labeled with numbers (1,2,3…).
6. Cell address—This gives the specific coordinates or ‘address’ of the cell that is currently selected. This will help us throughout this chapter locate and discuss specific cells
7. Dialogue box—These are boxes that appear on the screen with information or directions. 8. Worksheet tab—Each worksheet has an associated tab located at the bottom of the workbook
that will always display the worksheet’s name no matter what worksheet is open. You can move between worksheets by clicking on the tab of the worksheet you want to open. .
9. Tab scroll arrows—These four arrows allow you to move the worksheet tabs on the bottom of the page in order to access all worksheets in a workbook. The two external arrows both have bars next to them; they allow you to move to the first or last tab in the workbook. The two internal arrows allow you to move the tabs to the left or right, one tab at a time.
10. Worksheet scroll bars and arrows—moves the screen of the worksheet so you can see and move to all cells on a worksheet.
Worksheets of the Incident Recorder—When you open the IR, you will see a page that looks something like this:
Use the tab scroll arrows to see all of the worksheet tabs.
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CHAPTER 5:THE INCIDENT RECORDER AND DATA ENTRYThis is the first worksheet of the IR and is called the ‘Incident Data’ worksheet. The IR includes 15 worksheets each of which can be accessed by clicking on the corresponding tab at the bottom of the workbook. Because not all worksheet tabs are visible simultaneously, you will need to use the tab scroll arrow keys at the bottom-left corner of the workbook to scroll to all the worksheets. To view a different worksheet, simply click on the corresponding worksheet tab at the bottom of the workbook.
Note: The practice IRs that you will be using in Chapters 5 and 6, will not contain all 15 worksheets. Practice Incident Recorder_v1, for example should only contain the first three: Incident Data, Menu Data and Country of Origin Menu.
The following table lists the worksheets in order and details their general and specific functions. Worksheets 1-5, focusing mainly on data entry, will be discussed in this chapter, while worksheets 6-15, which focus on analysis and reporting, will be discussed further in Chapter 6.
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Worksheet General function Specific function
1. Incident Data Data entry Main worksheet of the IR where data from the
intake form will is entered.
2. Menu Data Data entry support
(IR customization)
Allows you to update the customizable dropdown menu lists on the Incident Data worksheet.
3. Country of Origin Menu Data entry support
(IR customization)
Allows you to update the Country of Origin dropdown menu on the Incident Data worksheet.
4. Birthday Calculator Data entry support A tool to help you calculate the survivor’s birth year
based on their age and the year of the report.
5. Data Transfer Record
Support Helps those agencies compiling data to keep track of data and where it comes from and other important metadata.
6. Monthly Statistics Analysis and internal reporting Provides an at-a-glance view of your monthly
incident data in a standard report format.
7. GBV Type by Sex & Age
Analysis and reporting Provides a summary of your incident data by GBV type, survivor sex, and age. Can be easily copied and pasted for reporting purposes.
8. Referral Tracking
Analysis and reporting Provides a summary of your incident data by referral pathways and service provider. Can be easily copied and pasted for reporting purposes.
9. GBV Type by Case Context
Analysis and reporting Provides a summary of your incident data by case context, and GBV type. Can be easily copied and pasted for reporting purposes.
10. Trend Analysis Analysis and reporting Provides a summary of your incident data by
month, GBV type, and sex.
11. Trend Analysis Chart
Analysis and reporting Provides a visual representation (chart) of your incident data over time, organized by month, GBV type, and sex.
12. Open 1 13. Open 2 14. Open 3 15. Open 4
Analysis and reporting support The last four worksheets contain empty, pivot table templates intended to be defined and customized to meet the needs of each organization.
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