Water  Project Management System Manual

1. Introduction

This report details the Water Project Tracking System developed to monitor water infrastructure projects within a food security initiative. The initiative focuses on irrigation projects across four different locations in Somalia. The system has been designed to track each project's progress, Area -specific data, and field team operations. It integrates Google Drive, Power BI, and Google Sites to deliver a user-friendly and secure solution for real-time monitoring and data management. This report also provides a wireframe of the system to illustrate its components and functionality.

2. System Overview

The Water Project Tracking System is composed of two main modules: the Project Tracker Module and the Operations & Maintenance (O&M) Module. These modules are integrated into a Google Sites portal, which acts as the central access point for users.

2.1 Project Tracker Module

The Project Tracker is designed to monitor the implementation and progress of water infrastructure projects. The system comprises:

• Data Storage: Each project has a dedicated folder in Google Drive to store data. These folders are specific to individual donors, ensuring data privacy. No donor can access the data of other projects.

• Project Tracking Spreadsheet Template: This template, stored in Google Drive, is used to capture project details, including activities, milestones, and timelines.

• Power BI Dashboard: A two-page dashboard linked to the project tracking spreadsheet provides a comprehensive overview of project progress.

  • Page 1:

    • Gantt Chart: Displays the project timeline, activities, and milestones.

    • Project Details Table: Lists key project information, such as project name, location, donor, and milestones.

    • Digital Map: Shows project locations with interactive popups.

    • Indicators Summary: A popup view displays a summary of key indicators for each project.

    • Search Bar: Filters project details based on user-input criteria.

    • Timeline Tool: Allows users to specify project timelines with calendar popups.

    • Edit Button: Opens the project tracking spreadsheet in Google Drive for real-time updates.

  • Page 2:

    • Table: Displays project details in a simplified format.

    • Map: Shows project locations.

    • Search Bar: Allows users to quickly filter project data.

• Embedding into Google Sites: The Power BI dashboard is embedded into a Google Sites portal for easy access.

2.2 Operations & Maintenance (O&M) Module

The second module focuses on tracking water infrastructure operations and maintenance by field teams. This module includes:

• Data Collection: A Google Form/ODK KoboToolbox form is used by field teams to submit data, which is automatically saved in Google Sheets.

• O&M Dashboard: Similar to the Project Tracker, a Power BI dashboard provides a real-time view of field activities and infrastructure maintenance status.

• Embedding into Google Sites: The O&M dashboard is also embedded into the Google Sites portal, enabling seamless access for users.

3. Google Sites User Access Portal

The Google Sites portal acts as the user access interface for the system. It is organized as follows:

• Landing Page: Displays a menu with links to the four project locations.

• Location-Specific Pages: Each location has a dedicated page with its own Project Tracker and O&M Module. These pages are securely accessed, ensuring that users can only view data relevant to their location.

The portal provides a centralized, user-friendly experience, integrating both project tracking and field operations data.

4. Wireframe of the System

4.1 System Structure Wireframe

• Google Sites Portal

  • Landing Page

    • Menu with links to each location

      • Location 1: Puntland

        • Project Tracker Dashboard (Power BI Page 1 & 2)

        • Operations & Maintenance (O&M)  Dashboard

      • Location 2: Somaliland

        • Project Tracker Dashboard (Power BI Page 1 & 2)

        • O&M Dashboard

      • Location 3: South Central

        • Project Tracker Dashboard (Power BI Page 1 & 2)

        • O&M Dashboard

      • Location 4: Jubaland

        • Project Tracker Dashboard (Power BI Page 1 & 2)

        • O&M Dashboard

  • Data Storage: Google Drive folders for each project and donor.

  • Data Collection Forms: Google Form/ODK KoboToolbox form for operations and maintenance.

4.2 Power BI Dashboard Wireframe

• Dashboard Page 1:

  • Gantt Chart: Positioned at the top to display timeline and project milestones.

  • Project Details Table: Located next to the Gantt chart, providing a detailed view of project activities.

  • Digital Map: Interactive, with popups showing project details.

  • Indicators Summary Popup: Form-like view providing a summary of key project indicators.

  • Search Bar: At the top for filtering the visuals based on project names, donors, or other criteria.

  • Timeline Tool: Calendar popups for selecting date ranges.

  • Edit Button: Link to open Google Drive spreadsheet for live updates.

• Dashboard Page 2:

  • Simplified Table: Lists project details.

  • Digital Map: Displays project locations.

  • Search Bar: Filters table and map.

5. Conclusion

The Water Project Tracking System integrates Google Drive, Power BI, and Google Sites to provide a comprehensive solution for monitoring water infrastructure projects and field operations. The system ensures secure data storage and user access while delivering real-time dashboards for project management. With its user-friendly interface and dynamic reporting features, the system enhances project visibility and accountability for donors, project teams, and field operators.