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Defining Evidence

Introduction

You can customise KOLOLA to ask users to upload specific evidence whenever they input "Yes" to particular assessment statements which can be stored as text strings, integers, attachments or weblinks.

NOTE: If you haven't already, it would be a good idea to read our framework support page to help you understand assessment statements before reading the rest of this section.

Steps

  1. Click on the 'Admin Tools' button (this is only visible to users with admin privileges enabled).
  2. Click on the "Framework" tab, followed by the "Evidence" tab which appears below.
  3. From this section you can review/edit existing evidence requirements, or create a new evidence requirement.
  4. Click on "New Evidence" to create a blank form and begin creating a new evidence requirement.
  5. Complete the fields as follows:
    • Type - select the data type required by the user:
      • Text - accepts alphanumeric characters and stores as a text string.

        NOTE: KOLOLA analytics cannot generate graphs from numbers stored in a text string, so 'Integers' should always be selected for evidence inputs which are purely numeric.
      • Integer - accepts whole numbers and stores as an integer value (cannot accept fractions or decimal points).
      • Attachment - accepts uploaded files in a wide variety of formats (.pdf, .doc, .jpeg etc) and stores the complete file.
      • Link - accepts a hyperlink and stores an icon on the activity which follows the input link.
    • Name - provide a reference name for the evidence requirement.
    • Description - the instruction which will appear to the user when prompted to record this evidence. This is best phrased either as a question or an instruction to the user which explains the data required, such as "Number of people reached?" or "Upload a copy of your publication".
    • Global - tick this checkbox if you want the evidence to be required from all activities recorded regardless of type.
    • Click "Save" to create your evidence requirement.
  6. Once you have created a new evidence requirement, you will need to navigate to the "Impact Indicators" tab (also located under the "Framework" tab) and assign it to relevant assessment statements in your framework. We will run through an example below:
    1. Say we wanted to customise KOLOLA so that it would prompt a user whenever they recorded an outreach activity to input a value for the number of people they reached.

      Using the instructions above, we would first create a new evidence requirement which could have the name: "Outreach - People Reached", require data to be input as type: "Integer" and instructions provided to the user on what they should input with the description: "How many people did you reach?".
    2. Within "Impact Indicators", we click on the dropdown box to select the aspect of your framework which stores the assessment statements relating to outreach activities (in this case "Society - Public Engagement").
    3. We select our newly created evidence requirement "Outreach - People Reached" from the dropdown list and click on "Assign Evidence" button.
    4. Click on "Save" to store the changes.
  7. Now, whenever a user inputs "Yes" to any of the assessment statements stored in "Society - Public Engagement", they will be prompted to provide an integer value for the number of people they have reached through their activity. This evidence will be stored as part of the activity and accessible later on through KOLOLA analytics.