Public-Private Dialogue
A Tutorial about the PPD Reform
Tracking Tool on FileMaker
The solution for the management
problems of the facilitators
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The PPD Reform Tracking tool was designed as an
answer to the daily needs of the facilitators:
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All the information regarding a reform is stocked in one place
In one click, you got the list of reforms that have been requested
so far by the PPD
In one click, you know what the potential impact of the proposed
recommendations is, per reform, per working group or in total
In one click, you can quantify the alignment of the reforms with
the WB Indicators
In one click, you can quantify the number of reforms that were
submitted to a specific jurisdiction
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Part 1 : Data Entry
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All the information is stocked in one
place: the Issue Filing layout
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First layout: Issue Filing
In this 6-page long layout you
input all the information
regarding an issue raised.
Page 1 :
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the grey fields: put here the
background of the issue
the yellow fields: put here the
reform title, type and the issue
summary
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All the information is stocked in one
place: the Issue Filing layout
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Page 2: Economic Costs
and Problems of the
current situation:
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Here put a qualitative and
quantitative description of
the flaws of the current
situation :the goal is to
justify the need for reform
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All the information is stocked in one
place: the Issue Filing layout
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Page 3: Proposed
Recommendations and
their potential impact
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Here indicate your
recommendations and try to
quantify the annual cost and
benefit to private sectors
and governments that they
can generate.
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All the information is stocked in one
place: the Issue Filing layout
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Page 4: Action Plans
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Describe specifically the
action plan by giving law
names and numbers that
have changed or that are
subject to change. Specify
for each action plan, the
jurisdictions that have been
resorted to.
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All the information is stocked in one
place: the Issue Filing layout
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Page 5: Reform process
and indicators
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Select one of the options
concerning the progress of the
issue in the Reform Process.
Check the boxes for the WB
Indicators
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Three types of World Bank
indicators have been set up: Doing
Business; Enterprise Survey
Topics; Business Enabling
Environment products.
Select on each box to what extent
the issue which is raised and
tackled by this working group is
in line with each type of
indicators.
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All the information is stocked in one
place: the Issue Filing layout
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Page 6: The key
documents
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Here in each field attach all
the key – documents related
to the issue by a “right-click
and Insert file”
To read the document again:
right-click and Export Field
Contents and save the
document on your computer
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Different possibilities to see all the records
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FileMaker gives several possibilities for the screen views:
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You can see one record (issue) at a time: this is the form view
You can see all the records (issues) as a list: this is the list view
You can see all the records in a table: this is the table view
To move from one view to the other, click on the button “View as”
To move from one record to the other in form view click on the
book
Click on the right
page or left page
of the book to
move between
records
Form View
List View
Table View
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The records can be printed or exported to
pdf
All that is seen on the screen can be printed as it is or exported to pdf
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To print or export, click on
the “Preview “ button
Click either on the “Save as
PDF” icon or on the print
icon.
Decide if you want to print
or export one record at a
time or all the records being
browsed.
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Training Exercise on Part 1
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Click on the icon “New Record” and input all the
data of the case study
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Then browse the information in list view and
table view
Export the current record to pdf
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PART 2 : Reports
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The other layouts of the PPD Reform
Tracking Tool
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7 other layouts (or reports) were designed to answer the needs
of the PPD facilitators
Each one focuses on a specific set of information that was
recorded in the Issue Filing layout.
The information of these 7 layouts does not need to be
completed or modified. It comes from the Issue Filing layout.
Any update made on the Issue Filing layout updates the
information contained in the other 7 layouts.
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Layout: Alignment with WB Indicators
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This layout focuses on 4 types
of information of the Issue
filing layout : Working Group,
Form View
Reform Number, Reform Title,
Indicators.
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In form view: you can see the
alignment with indicators per
reform
In table view: you can see the
information as if it was an excel
spreadsheet.
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Table View
FileMaker gives the possibility to
save this table in an excel
spreadsheet (see next slide)
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The records can be exported to Excel
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Click on the button
“preview” and then click
on the “save as excel”
button
Give a name to the excel
document that you create
and decide if you want to
export to excel all the
records or one record at a
time
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Layout: Number of Issues per Submitter
Type
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This layout focuses on the
submitter type and on the
number of issues submitted by
this submitter type
Based on this information, it
gives 2 statistics: the
percentage of issues submitted
by this submitter type and the
total of issues submitted
To display the data properly,
click on the “sort by submitter
type” button
This layout has a bigger
interest if seen in list view
List View
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Layout : List of Reforms in numerical
order
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This layout lists all the reforms in
numerical order
If there are not listed in numerical
order, press the “Sort by reform
number” button
Observe that you can not see this
layout in form view. This
possibility was cancelled because
it is not interesting for this layout.
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FileMaker gives the possibility to
forbid the access to one of the
views for a specific layout (see
next slide)
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Managing the layouts
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The change layout names
or manage the access to
views, go to File >
Manage > Layouts
Select a layout and then
click on the button layout
out set up
Here you can change the
name in the General tab
and manage the view
access in the Views tab
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Layout : List of reforms per Working
Group
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This layout lists all the reforms
organized per Working Group
If there are not listed in
numerical order, press the
“Sort by working group”
button
In form view, you will see all
the reforms for 1 working
group
In list view, you will have all
the reforms per working group
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Layouts: Potential Impact of Proposed
Recommendations per Reform and per
Working Group
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These layouts give the
annual cost, benefit and
total impact per reform
and per working group
They give also the total
cost, benefit and impact at
the PPD level
Press the
button to display
the data properly
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Layout: Action items and jurisdiction
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This layout is in table view
only
It retrieves the information
related to action items and
jurisdictions that the reforms
were submitted too.
Save this layout as an excel
table to draw statistics on the
data.
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The goal is to be able to
clearly determine how many
and which reforms were
submitted to each jurisdiction
The Modify Button : it
allows to reorganize the
columns in the desired
way : click on the double
arrow to change the
column order
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Creation of New Layouts
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These layouts were created
according to the facilitators’
needs that we identified.
You may want to create other
layouts adapted to the needs of
your own PPD and choose to
display data in a different way
To create a new layout :
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Go to View > Layout Mode
click on the New
Layout/Report icon
Follow the instructions of the
wizard
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Training Exercise on Part 2
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Answer the questions :
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How many reforms can you count for the Working Group Bank ?
What is total impact of the proposed recommendations at the
PPD level ?
What is the percentage of issues submitted by the submitter type
“Private Company”?
Export to Excel the layout “Alignment with WB
Indicators”
Create a standard form report with the fields Working
Group, Reform Title, Current Status and pick up the
theme that you prefer
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PART 3: Customizing the existing
layouts and Performing Find Request
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Customizing the existing layouts
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To be able to customize the
existing layouts, choose the
layout that you want to
modify and move to the
layout mode through:
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Either the view mode (1)
Or the bottom page menu
(2)
Or click on the ”Edit
layout” button (3)
1
3
2
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In layout mode: resize, move and align
fields
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To resize fields: drag the handle at the lower-right corner of
the field to the left until the field is smaller, yet large enough to
display the longest data you expect in your file.
To move a field: click inside a field and drag it beside another
field
To align fields: press shift and click on several fields; rightclick Arrange > Align > and choose the way you want the
fields to be aligned by the top, bottom, right or left edges.
To resize several fields to the same size ( to the
largest/smallest width/height), press shift and click on several
fields; right-click Arrange > Resize > and choose the way you
want the fields to be resized
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In layout mode, change the color and
effect of fields
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Right-click on a field and
change either :
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The fill color
The fill pattern
The effect
The Pen color
The Pen widith
The Pen Pattern
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In layout mode: specify the number and
date format
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For Number fields,
(such as Cost Impact),
right-click on the field
and choose “Number
format”: choose the
notation (%,
currency) and the
decimal display
For Date fields,
right-click and choose
date format : choose
the appropriate
options for your needs
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In layout mode: modify a value list field
Value lists let the user choose the value he wants from a scrolling list, a
pop-up menu, checkboxes, or radio buttons
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Double- click on an existing field of
the layout out “Issue Filing” that
present a list of values such as
“Working Group, Current agenda, all
the Indicators..”
In the “Display Values from”, choose “
manage value list” (1)
In the Manage Value List Box choose
the value list that you want to edit,
click on edit (3) and change the
custom values or even the value list
name
1
2
3
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Performing a find request
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Performing a find request means
to find all the records that match
one or a set of criteria (example:
all the issues raised by the
Working Group Bank and
Tourism)
To perform a find request on
certain fields, you have to move
to the find mode
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2
1
Either through the View Mode (1)
Or by clicking the “Find Icon” (2)
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In Find Mode: find records matching
criteria in a single field or in multiple fields
The criteria are entered in all the fields where you can see the “find
symbol”. Put as many criteria as you want and click on the “perform find”
icon
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Results are given in the Browse Mode: only the records of the found-set
can be browsed unless you click on “Show all” to get out from the foundset
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In Find Mode: find records that match
multiple criteria in the same field
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Example: all the issues related to either the Industrial Relations
Working Group or the Tourism WG.
Pick up your first criteria (Industrial relations) in the specific
field (Working Group ) and click on the “ New Request” icon
Pick up your second criteria (Tourism) in the same field and
click on the “ Perform Find” icon
You can add as many criteria as desired
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In Find Mode: refining your search
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A number of operators can be used
to refine the search. They are
accessible either from the status
tool bar or from a right click on a
specific field.
Careful for the range operator, write
the minimum bound before clicking
on the range symbol (…)
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Example: you need all the issues submitted
between march and april 2008: in the
submitted date fields, type first 03/01/2008
then right click >operators, …range and
then write 04/30/2008
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Training exercise in Part 3
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Editing the fields:
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Modify the size of the fields “reform” in the issue filing layout and resize to the
width of the reform type field. Align both fields according to the left edge
Change the color and effect of the field working group
Change the number format of the cost field and give a currency
Modify the Value list working group to adapt it to your own PPD
Find the records matching these specific criteria:
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Working Group Bank and Industrial Relations
Submitted in 2008 except in March
Whose potential annual impact is above $100m
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PART 4: Create a new Database
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Creating a new database for other
purposes
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You can create another
database for other database :
for example for Contact
Management
FileMaker gives templates
for each type of use of a
database
Pick one template and adapt
it to your need
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