Setup Your Makerble Account For Monitoring & Evaluation In 7 Steps

This is the second blog in our 7 Steps series. Our first article 7 Questions Every Manager Needs To Ask When Planning Their Programme’s Monitoring & Evaluation explains the different things you need to think about. This article guides you through the exact steps you need to take to do that on Makerble. By the end of this guide you will have setup your own Makerble Account and have it ready to collect the impact your programmes are creating.

Screen Shot 2018-09-21 at 12.32.12.png

1. Who benefits from your programme’s impact?

On Makerble, we call the individuals whom you help, your Participants. And we call the groups that they come under Participant Categories. So if you are an education charity, one of your Participant Groups will be called Students and within that will be a Participant for each student you help. But if you decide that another Participant Category of yours is the teachers as well, you can create a Participant Category called Teachers and each individual teacher can be listed as a Participant under that category.

instructions

  1. Sign up to Makerble or sign in if you already have an account

  2. Click Make New in the top right corner and select Make An Organisation

    1. Enter the basic information about your organisation.

    2. On the next screen enter some more information. You do not need to complete the entire form.

  3. The next step is to create your Participant Categories

    1. Click More in the top menu

    2. Select Participants

    3. On the Participants page, press the More Options button which appears in the top right corner

    4. Select Participant Categories

    5. On the Participant Categories page, press the Make A Participant Category button which appears in the top right corner

    6. The name of your first Participant Category should be the name of your first group of Impact Recipients, e.g. “teachers”

    7. Scroll to the bottom of the page and press Save

    8. Repeat this process of creating a new Participant Category for each group of Impact Recipients you have identified; apart from ‘The Environment’ and ‘Government & Society’ as you will deal with them differently.

    9. Now that you have created your organisation, you can create a project. On Makerble, all of your impact information is related to a project.

    1. Click Make New in the top menu

    2. Select Make A Project

    3. Enter the name of your project

    4. You do not need to complete the rest of the form, but do leave your name in the Editors section of the form

    5. Press Save

  4. Now that you have created a project, you can continue with the rest of the process.

    1. Click Make New in the top corner and select Make A Participant.

    2. Enter information for each individual you work with.

    3. Press Save

    4. Repeat this process for each of your participants

    5. If your Impact Recipients are ‘The Environment’ or ‘Government & Society’, do not create a Participant Category for them. We will deal with those later.

Manage Participants Makerble.png

2. Which outcomes do your impact recipients experience?

You can create your outcomes on Makerble

Instructions

  • Click Make New in the top right corner

  • Click More Options

  • Click Make A Metric

  • Select the Outcomes tab

  • Enter the name of the Outcome and press Save. We will walk you through the process of choosing and creating Indicators further along in this article.

Screen Shot 2018-09-25 at 15.09.49.png

3. Who can confirm whether the outcomes have been achieved?

These are the people, organisations or digital services whose opinion and data you use to confirm that the outcome has been achieved. Some of these will already have been identified during Step 1 to choose your Impact Recipients, but if there are additional people, then you can add them here.

Instructions

For Observers who are People.

  1. If they are volunteers you work with or members of staff within your organisation, you should add them to your organisation’s account as Reporters.

    1. As a first step, they will each need to create their own personal account on Makerble. They can go to www.makerble.com, click Get Started and choose the Sign Up option.

    2. Once they have created their personal accounts, you can add them to your Organisation.

      1. Click More in the top menu

      2. Select Organisation Settings

      3. Select Team

      4. Select Edit Team

      5. Type their names into the Reporters box

  2. If the Observers are people who are external to your organisation, add them as Participants.

    1. Click Make New in the top menu

    2. Select Make A Participant

    3. Enter their details and press Save

For Observers who are Organisations

  1. Add each of those organisations as a Participant

    1. Click Make New in the top menu

    2. Select Make A Participant

    3. Enter their details and press Save

For Observers that are Digital Services, contact the Makerble team on hello@makerble.com and we will set up those integrations for you.

Screen Shot 2018-09-25 at 15.13.04.png

4. Which questions tell you the extent to which each outcome has been achieved?

You can create your own questions on Makerble. Questions and Indicators are simply two sides of the same coin. It is just that they are written differently because an Indicator is written as a achievement whereas a question is written as a question. Here is an example:

Question: “Have you found employment? Yes or No“

Indicator: “People have found employment”

We distinguish between the two formats because they appear in different places.

  • Questions appear in Surveys. When you are asking a participant whether they have found a job, you want to ask it as a question.

  • Indicators appear in your Theory of Change. Because when you are looking at your progress towards your targets, all you really need to know is the number of people who have found jobs with you so far.

Based on the number of people who answer ‘Yes’ to the question, the system will automatically generate the progress you have made along that Indicator, e.g. 31 People have found employment.

Instructions

  1. Click Make New in the top menu

  2. Select More Options

  3. Select Make A Metric

  4. On Makerble you have to create your Indicator first and then the Question that goes with it. Because there are three types of Closed Question, we have three types of Indicator

    1. Binary Indicators (also known as Yes-or-No, True-or-False or Achievement Indicators) are used when a question to a single participant can only be answered with a Yes or No. For example “have you found employment? Yes or No.” To create one of these, select the Achievement tab

    2. Scale Indicators (also known as Levels or Multiple Choice) are used when a question has a limited set of answers available which the participant must choose one of. To create one of these, select the Scales tab

    3. Numerical Indicators (also known as Values, Units or Numbers) are used when a question to a single participant can only be answered with a number. For example, “How many jobs applications did you submit?”. To create one of these, select the Numerical tab.

  5. Enter name of the Indicator

  6. Click the word Advanced to open up the Advanced section

  7. In the Outcomes section, search for one of the Outcomes you created which this Indicator will provide evidence of. Select that Outcome

  8. In the Advanced section is a field “Add Question”. Type in the question version of the Indicator

  9. Press Save or Save and Add Another if you need to create additional Indicators

  10. Now that you have created your Indicators (and Questions), you can add them to a Survey.

    1. Click Make New in the top menu

    2. Select Make A Story Category (or Make A Survey) [they are the same]

    3. Give your survey a name

    4. On the right, in the Available Fields list, search for Indicators you created. Once you press the green tick next to them, they will be added to your survey’s Current Fields on the left side of the screen.

    5. Press Save

  11. Now that you have created your Survey, you need to add it to a project.

    1. In the Advanced section of the Create Story Category page is a projects section.

    2. Search for the project(s) that you want to add this survey to

    3. Press Save.

  12. Repeat this process if you want to create another survey or form for your team members to complete

Screen Shot 2018-09-25 at 15.14.39.png

5. When will those questions be asked and observations made?

You can decide when you will collect surveys and observations from your team and participants.

Instructions for collecting survey results from your participants

  1. On Makerble, the survey results from your participants are automatically stored against your internal profile of that participant. The profile of the participant is private and can only be seen by your organisation.

  2. Invite your participants to complete the survey

    1. Click More in the top menu

    2. Select Participants

    3. Find the first participant whom you want to invite to answer the survey

    4. At the far right of the row with their name, is a miniature menu button. Click it

    5. Select Activate/Connect

    6. On the Activate/Connect page, enter the email address of the participant

    7. Press Save.

    8. The participant will now receive an email inviting them to complete your survey.

Instructions for collecting observations from your team members

  1. Your team members can post observations about your participants whenever they want to.

  2. They just need to click Make New in the top menu and select Make An Update.

  3. From this page they can add notes about the participant and give their answers to the survey questions that relate to the participant. Their results are saved separately to the individual participant’s; which means that you can see both perspectives.

Screen Shot 2018-09-25 at 21.45.07.png

6. Where will the answers and observations be stored?

All the answers to your surveys are automatically stored within Makerble and are linked to the profile pages you have for each participant. Each answer is saved as an Update on Makerble. You can view all of the Updates related to a particular project by going to the Project page.

  1. Click Projects in the top menu

  2. Select the project whose updates you want to see

  3. You will arrive on the project page where you will see the timeline of Updates related to that project

Project on Makerble - Children mini.png

7. How, When and for Whom do you want to report on the results?

Makerble automatically generates charts, graphs and interactive impact dashboards for you. They are based on the results collected from your updates and survey responses.

Instructions to see results at an Organisation level

  1. Click Progress in the top menu

  2. This gives you an overview of the results of your surveys

  3. It will arrange your progress bars into a manner which reflects the change process (Theory of Change / Logic Model) of your project

Instructions to see results at a Project level

  1. Click Progress in the top menu

  2. There is a tray with a list of your projects. Deselect the projects that are displayed until only the one you are interested in is left

  3. The impact dashboard on the project page will update to show you the progress related to just that project

Instructions to see results at a participant level

  1. Click More in the top menu

  2. Select Participants

  3. On the Participants page, select the Current Status tab

  4. This gives you an overview of where each of your participants are now from an impact perspective

Personalised Dashboards.png

Help Is At Hand

If you would rather work with our team to setup your Makerble Account rather than doing it yourself, get in touch. Setup starts at £50/hour or £400/day. Before we start working on your Account we will always give you an estimate of how long we expect it to take so that you can fully manage your costs. Email hello@makerble.com or call us on 020 8123 6253.