‘EQUAL’ COMMUNITY INITIATIVE PROJECT STELLA

INFORMATION MANAGEMENT SYSTEM USERS’ MANUAL

PROJECT PARTICIPANTS AND ACTIVITIES

REGISTRY APPLICATION.

COMPANY REGISTRY APPLICATION.

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Santiago de Compostela, June 2004

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INDEX

Participants application manual:

1.- Introduction… .… … … … … … … … … … … … … … … … … … … … … … … ...................… … … ..… … … … … … … … … … … 6

1.1.- Context criteria used on this document...........................................… … … … … … … … … … … … … … … .7

2.- General characteristics of the application… … … … … … … … … … … … … ...........… … … … … … … … … … … … … … … 9

2.1.- Entering the system… … … … … … … … … … ..… … … … … ...................… … … … … … … … … … … … … … ..9

2.2.- Application’s starting screen… … … … … … … .… … … … … .......................… … .… … … … … … … … … … ...9

2.3.- Exit and starting point… … … … … … … … … … ..… … … … … … … … ...........… .… … … … … … … … … … … 10

3.- Adding a new paricipant. Registry record… … … … … … .................................................… … … … … … … … … … … 11

3.1.- Profile… … … … … … … … … … … … … … … … … … … … … … … … … … .… ...................… … … … … … … … 11

3.2.- Work situation… … … … … … … … … … … … … … … … … … … … … … … … .................… … … … … … … … .11

3.3.- Circumstances… … … … … … … … … … … … … … … … … … … … ..… .… … ..................… … … … … … … … 12

3.4.- Education… … … … … … … … … … … … … … … … … … … … … … ..… .… … ....................… … … … … … … 12

3.5.- Courses… … … … … … … … … … … … … … … … … … … … … … … … … ...… … ...............… … … … … … … ..12

3.6.- Languages… … … ........… … … … … … … … … … … … … … … … … … … … … … … … ....… … … … … … … … 13

3.7.- Information Technologies… … ......… … … … … … … … … … … … … … … … … … ..… … … … … … … … … ...13

3.8.- Licenses… … … … ..… … … ............… … … … … … … … … … … … … … … … … … … ..… .… … … … … … … .13

3.9.- Employment services the participant is involved with.........................................................................14

3.10.- Work experience...… … .… … … … … … … … … … … … … … … ....................… … … … … … … … … … … ..14

3.11.- Social and working life information… … … … … … … … … … … … … ............… … … … .… … … … … … … 15

3.12.- Family information… … … … … … … … … … … … … … … … … … … .................… … … … … … … … … … … 15

4.- Monitoring a participant. Monitoring record… … … … … … … … … … .................................… … … … … … … … … … .17

4.1.- Monitoring record history… … … … … … … … … … … … … … … … … … ................… … … .… … … … … … ..17

4.2.- Carried actions… … … … … … … … … … … … … … … … … … … … ...........................… … … ..… … … … … ..17

4.3.- Joining a new action… … … … … … … … … … … … … … … … … … … … .................… … … ..… … … … … … 18

4.4.- Leaving an action… … … … … … … … … … … … … … … … … … … … … ..................… … … … … … … … ......18

4.5.- Support measures… … … … … … … … … … … … … … … ..................................… … … … ..… … … … … .....19

5.- Joining the work force. Working record… … … … … ..................................................................................… … … ..20

5.1.- Working stages history… … … … … … … … … … … … … … … … … … … … .… … … … … … … .… … … … … ...20

5.2.- Adding a new working stage… … … … … … … … ..................................… … … … … … … .… … … … … … .20

6.- Leaving the project. Leaving record… … … … … … … … … … … … … … … ...............… … … … … … .… … … … … … … .21

7.- Training activities. Activities record… … … … … … … … … … … ................................… … … … … … … … … … … … … 22

7.1.- History… … … … … … … … … … … … … … … … … … … … … ......................… … … … … … … .… … … … … ...22

7.2.- Activities basic information… … … … … … … … … … … … .......................… … … … … … … … … … … … … .22

7.3.- Activity development… … … … … … … … … … ......................................… … … … … … … … … … … … … ..23

7.4.- Adding a new participant… … … … … … … … … … … … … … … ..............… … … … … .… .… … … … … … … 23

7.5.- Social services… … … … … … … … … … … .............................................................................................24

7.5.1.- Support services… … … … … … … … … … ........................................… … … … .… .… … … 24

7.5.2.- Other support services… … … … … … … … … … … … ........................… … … … … .… … … 24

8.- Reports… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ..................… … … … … ............26

8.1.- External… … … … … … … … … … … … … … … … … … … … … … … … … .......................… … … … … … ........26

8.2.- Internal… … … … … … … … … … … … … … … … … … … … … … … … … .......................… … … … … … … … ..28

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8.2.1.- Benefficiaries… … … … … … … … … … … … … .............................… … … … … … … … … 29

8.2.2.- Project actions… … … … … … … … … … … … … .........................… … … … … … … … … ..30

8.2.3.- Training activities… … … … … … … … … … … … ........................… … … … … … .… … … .31

9.- General Registry Record… … … … … … … … … … … … … … … … … … … … … … … ................… … ........................33

Companies application manual:

1.- Introduction… … … … … … … ...................… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … 35

1.1.- Application sections… … … … … … … ...................… … … … … … … … … … … … … … … … … … … … … … 35

1.1.1.- Company registry… … … … ...............................… … … … … … … … … … … … … … … … ...35

1.1.2.- Hired employee data… … ........................................… … … … … … … … … … … … … … … 35

1.1.3.- Hiring interests… … … … … … … … … .......................… … … … … … … … … … … … … … … .35

1.1.4.- Job offer… … … … … … … … … … … ........................… … … … … … … … … … … … … … … ..35

1.1.5.- Reports… … … … … … … … … … … … … … … ..........… … … … … … … … … … … … … … … … 36

1.2.- Context criteria used on this document… … … ......................................… … … … … … … .....… … … … 36

2.- General characteristics of the application… … … … … … … … … … … … … … … … ......… … … … … … … … … … … … ...38

2.1.- Entering the system… … … … … … … … … … … … … … … … … … ..........… … … … … … … … … … … … … .38

2.2.- Starting screen… … … … … … … … … … … … … … ................................… … … … … … … … … … … … … .38

2.3.- Exit and entry point… … … … … … … … … … … … … … … … … ................… … … … … … … … … … … … ...40

3.- Adding a new company… … … … … … … … … … … … … … … … ................................… … … … … … … … … … … … … .41

3.1.- Company data… … … … … … … … … … … … … … … … … … .................… … … … … … … … … … … … … ..41

3.2.- Human Resources liaison… … … … … … … … … … … … … … … … ........… … … … … … … … … … … … … .41

3.3.- Main positions… … … … … … … … … … … … … … .................................… … … … … … … … … … … … … .42

4.- Adding data of hired personnel… … … .................................................................… … … … … … … … … … … … … ...43

4.1.- Staff data… … … … … … … … … … … … … … ......................................… … … … … … … … … … … … … … 43

4.2.- Hired person’s profile… … … … … … … … … … … … … … ....................… … … … … … … … … … … … … ...43

4.3.- Job description… … … … … … … … … … … … … … … … … ......................… … … … … … … … … … … … … 43

4.4.- Training… … … … … … … … … … … … … … … … … … … … … … ...............… … … … … … … … … … … … … 44

5.- Interest in hiring persons with social exclusion risk… … .......................................… … … … … … … … … … … … … ..45

5.1.- Interest… … … … … … … … … … … … … … … … … … … … … … ............… … … … … … … … … … … … … … 45

5.2.- Commonly demanded profiles… … … … … … … … … … … … … … … ..… … … … … … … … … … … … … ...45

5.3.- Job description… … … … … … … … … … … … … … … .........................… … … … … … … … … … … … … … 45

5.4.- Education… … … … … … … … … … … … … … … … … … … … … ............… … … … … … … … … … … … … … 45

6.- Job offer model… … … … … … … … … … … … … … … … … .....................................… … … … … … … … … … … … … … .47

6.1.- Company and selection person’s data … … … ...............................… … … … … … … … … … … … … ...47

6.2.- Job vacancies… … … … … … … … … … … … … … ................................… … … … … … … … … … … … … .47

6.3.- Demanded profile… … … … … … … … … … … … … … … … … … … … ......… … … … … … … … … … … … … 47

6.4.- Skills… … … … … … … … … … … … … … … … … … … … … … ...................… … … … … … … … … … … … … 47

6.5.- Preselected candidates… … … … … … … … … … .................................… … … … … … … … … … … … … 48

7.- Reports… … … … … … … … … … … … … … … … … … … … … … … … … … … .................… … … … … … … … … … … … … ..50

8.-Procedure for linking both applications… … … … … … … … … … … .....................................................… … … … … … 51

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PARTICIPANTS’ DATA REGISTRY APPLICATION

USERS’ MANUAL

PROJECT STELLA – ‘EQUAL’ COMMUNITY INITIATIVE

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1. INTRODUCTION

The application for the registry of Project STELLA participants’ data is the result of one of the actions that

evolved within this framework: Development group members' communication platform. Its objective is the

automatization of the intervention protocoles with beneficiaries, facilitating the archive of data regarding

the participants and the undertaken actions by each of the entities which conform to the Development

Group LABORA. Another aim is to make it possible to elaborate reports of registered data, which will

allow for the control and monitoring of the project by the Government Body Responsible for the project

(the Consellería de Asuntos Sociais, Emprego e Relacións Laborais of Xunta de Galicia), for the

development group itself, and also for the Unidade Administradora do Fondo Social Europeo (UAFSE).

Access to this application is availiable through two ways, for which an internet conection is required::

? Project STELLA web site: http://stella.xunta.es

? or on the following URL: http://webs.uvigo.es/equal_stella/login.php

Should you experience any difficulty using the application, or in case you would like to suggest any

improvement, please contact: equal_stella@uvigo.es, were your request will be dealt with and answered

as soon as possible.

The application is divided into four main sections, described below:

A) Participants’ data registry:

This section holds all data regarding participants, from their personal and work profile, at the time of

incorporating themselves to the project, and to the registry of generated data through their itinerary within

it: history of activities in which the participant takes part, qualifications from technical personnel, including

INSERCION LABORAL data and information regarding the BAJA in case it occurs.

B) Training activities undertaken data registry:

All entities of the Development Group LABORA carry out training activities within the framework of Project

STELLA. This section will register the data regarding the execution of these activities: programmes,

objectives, materials, participants and others.

C) Reports revision and request:

This application will enable the user to produce reports as a tool to control and monitor the project. These

reports, referring to both the participants of STELLA as well as the activities that evolve within the project,

are classified in “External reports” and “Internal reports” (“Informes externos” e “Informes

internos”). The former responds to the infomation emphasis that the UAFSE applies to the

technical execution of the project, adding to the certifications regarding the financial execution,

whether partial or annual. Internal reports, are additional to the internal ones, and give more depth

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regarding the specifics of the project and the characteristics of the participants not on a national level, for

instance: number of people receiving Galicia’s Social Integration Income.

D) Other project actions data general registry:

This secion registers the remaining actions developed within the project that contain a different focus

other than training as such, already registered in another section. The forms are for registering and

monitoring cross-section activities (both at national and trans-national levels), of awareness or

knowledge, amongst others listed below:

? Social marketing.

? Social employment observatory.

? Equal opportunity employment.

? Cross-sectional activities.

? Diversity bureau.

? Companies liaison.

1.1 CONTEXT CRITERIA USED ON THIS DOCUMENT

In this manual, the following criteria’s are as followed:

? Participant: person whom either directly or through CERMI Galicia and Autismo Galicia, joins the

project from the Primary Attention Services of the Councils where STELLA operates.

? User: is part of the technical personnel in each of the member entities of the Development Group

LABORA and is authorised to input and manage data.

? Password: Keyword that the user needs in order to access the system. The combination of

user/password determines the rights of the user within the application.

Also, data input formats are defined so that if the inputed data does not follow these, the application will

show an error and will request inputing the data again. These formats are the following:

? Alphabetic chain: Sequence of letters without blanks.

? Alphabetic chain with blanks: Sequence of letters and blank spaces. Cannot include special

characters (¡,?,*, ...) nor numbers.

? Alphanumeric chain: Sequence made of letters and numbers only, without blanks and special

characters.

? Alphanumeric chain with blanks: Sequence that can have numbers, letters and blanks but no

special characters..

? Date: The date format used by the application is DD/MM/YYYY, in which DD represents the day,

MM represents the month, and YYYY the year with four digits. Any other format will not be

accepted by the application. Examples of valid dates are: 13/02/2002 or 01/03/1999.

? Special characters: Those that are not letters, numbers or blank spaces. Examples of these are

the exclamation and question marks, mathematical signs (+,*), etc. These characters are

generally not accepted by the application.

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It must be said at this stage that the incompletion of a compusory field may cause the application to show

an error such as: “The field XX can only be filled with letters and numbers”.

Also, buttons and images with the same function in all interfaces are defined. These are the following:

? Delete: Deletes a registry or a field in the interface.

? Detail: Shows more information of the selected record.

? Add: Adds a record (course, language, etc.) to the selection.

? Edit: Allows for the changing of the current record.

On these last two buttons, a different colour on the letters of the name can be seen. This is due to the fact

that the first is enabled (can be used) while the second is disabled.

Buttons Save and Add: These buttons have a very similar functionality: they store within the application

the registered data on the screen where they are shown, nevertheless, there is a big difference between

them:

? The button Add remains on the same screen after the recording of data, in order to add new

information. For instance, on the “Courses” section, the user will click “Add” to input the

several courses attended by the same person.

? The button Save takes the user to the next screen once the database has been successfully

updated.

Both options are shown together on those screens that allow for the introduction of sequences of

information (languages, work experience) for each participant. On those screens without this possibility,

only the button “Save” will be present. In this document, mentioning “Save” and “Add”, referring to the

buttons which actions are to store data in the database, is equivalent.

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2. GENERAL CHARACTERISTICS OF THE APPLICATION

2.1 ENTERING THE SYSTEM

? User: Must type in the word that identifies him/her as user of the application.

? Password: Must type in the password to access the system. The screen will show a series of ****

(one per character), so that this cannot be identified externally.

? Button Enter: Click in order to send the information provided on both previous fields to the

system and to validate these. In case of a positive validation, the next screen will appear. On the

contrary, should these not be validated, the application will inform of the error and will allow the

user to try again.

The system entry screen, can also appear on the following cases, without implying abnormal functioning

of the application:

? After some time without using the application, this may request the user name and password

again to confirm the identity of the person requesting access. This will avoid misuse at times

when the user leaves momentarily.

? After closing down and then opening the web browser again.

? After clicking the application “exit” button (section 2.3).

2.2 STARTING SCREEN

• Participants application: Part of the application that allows the management of data relating to

participants. Can be accessed in two ways:

? Existing Participant: Select the file number of a participant from the list, click on Existing and

then send the request by clicking Send Request. Access the selected participant information.

? New Participant: Select New and click Send Request. At this stage, a new file number will be

created automatically for the territorial entity of the application’s user and the process of inputing

new data of the participant may begin.

• Activities application:

? New: Select New and click Go. The user will access a screen with all fields blank to document a

new activity.

? Consult: Select Existing and click Go. The user will access a screen with a history of all activities

newly created in the system.

• Reports application: Click the button Request. The user will access a screen in which it will be

possible to choose the council and the kind of report required.

• General registry records:

? Existing: Select the date of the registry record required from the list, once Existing is marked,

click the record button again.

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? New: Select the mark New and click the record button accessing an empty general registry

record.

? Reports: Clicking this button, the user will access a section within the application which will

enable him/her to obtain accumulated results of the different data gathered in the general registry

records. This will make it possible to obtain the data of the general registry records between two

dates and for a council, entity or province.

2.3 EXIT AND STARTING POINT

? Exit: The user will leave the application which will show a farewell message. In order to use the

application again, it will be necessary to type in the user name and password again.

? Start: Takes the user to the starting screen of the application, allowing to choose a different

section.

? Printer-friendly version: Configures the elements on the screen in order to make a printer-

friendly version. The application will display an informative message should this option not be

available.

? Change of password: Exclusively for the system’s administration personnel and area

supervisors. Allows for password changes.

? Adding a user: Exclusively for the system’s administration personnel and area supervisors.

Authorises the access of the application to a new user.

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3. ADDING A NEW PARTICIPANT. REGISTRY RECORD.

3.1 PROFILE

The initial process of accessing the participants’ application, all data must be inputed to enable the user

to go through all of the applications stages.

? Town/City: Participant’s town/city of residence.

? Council: Participant’s council of residence from which he/she joined the scheme.

? Province: Province to which the council where the participant resides belongs and/or from which

he/she joined the scheme.

? Date of birth: Participant’s date of birth. The correct format for this field is DD/MM/YYYY, where

DD is the day, MM the month and YYYY the year. For instance: 30/04/1960.

? Nationality: Participant’s nationality.

? Gender: Participant’s gender. M for male and F for female.

? Marital status: Participant’s marital status. The available options are: Single, Living with partner,

Married, Separated, Divorced or Widow/er.

? Passed on: Allowing the selection among the following options, depending on the centre it has

been passed on from (CERMI Galicia, Autismo Galicia ou Universidade de Vigo) and/or the

participant if it is the case.

? Starting date: Date in which the participant joins the programme. The correct format for this field

is DD/MM/YYYY, where DD is the day, MM the month and YYYY the year. For instance:

10/12/2003. In order to change these data it is sufficient by changing the previous procedure,

changing the data that is considered incorrect.

Access to the following screens (those that refer to the participant) will only be granted by filling in al fields

of the current screen. In this case access will be automatic and the option, to move between the defined

screens at that moment in time, will appear. Once the process of adding a new participant has been

finalized, browsing all of the participant’s screens will be possible without any restriction.

3.2 WORK SITUATION

Should the participant obtain any social benefit, this must be indicated in the Social beneficiary box.

All these fields are incompatible among each other, in order to change them, it is necessary to previously

erase the type of participant, if this is the case.

It also indicates whether the participant is Unemployed or not. It must be specified if he/she is

Employed, Self-employed or an Employee.

Once these fields have been filled correctly, clicking the Add button, will take the user to the next screen.

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3.3 CIRCUMSTANCES

As many circumstances can be taken into account and can be added to as necessary, avoiding the

repeitition of any.

In case the circumstance to add is under Disabilities, it is compulsory to indicate the recognised degree

of disability (a number between zero and one hundred, in percentage).

Should the circumstance be under Other Discriminations it is necessary to rate its importance with a

number between a one and a five. In case there is only one circumstance of this kind, a 1 must be

assigned.

It is only possible to make one of the circumstances as main. Should the user wish to modify this

selection it is necessary to delete the option marked as main in order to input the information in a correct

way.

To add a new circumstance, the button Add must be clicked. Failing to do so entails that the

circumstance will not be introduced into the data base.

In order to delete a circumstance click on the corresponding image and the file you wish to delete.

3.4 EDUCATION

It is compulsory to state which is the highest title held by the participant including the year in which it was

obtained. As an option, the finishing years of the previous education titles may be stated.

In order to do this, follow the procedure below:

? Select the appropriate education level from the dropdown menu on the Education column.

? Depending on what is chosen from the first dropdown menu, another menu will appear

underneath the first one called Studies where the titles of the participant will be selected.

? As in the previous instance, when an option is selected, another dropdown menu, called Title, will

appear, with all titles and modules to select what is most suitable for the participant. This menu

will show the following abreviations:

? T: Technician.

? AT: Assistant Technician.

? TE: Specialist Technician.

? TS: Superior Technician.

? When writing the finishing year, this will have the format YYYY, where YYYY represents the year

in four digits, for example, 1998 or 1980.

The order in which the studies information is inserted is not relevant.

Should it be necessary to modify a piece of information, the complete row will be deleted, hence

continuing by inputing the right data.

3.5 COURSES

? Course: Name of the course the participant attended.

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? Hours: Amount of hours the course lasted. It must be a number.

? Centre: Centre where the course took place.

? Date: Finishing date for the course. In case the participant had not attended any courses, the option

Without courses will be marked.

Once the course information has been filled in, clicking the button Add will make the course appear on the

top listing. Should the course information not appear on top of the page, it would imply that it wasn’t

added properly, in order to avoid possible mistakes, it is advisable that the user checks the correctness of

all information inputed before leaving this screen.

3.6 LANGUAGES

The following steps must be followed:

1. Language selection: The application lists their most commonly used languages.

2. Level selection: It can be chosen amongst Basic, Medium and High.

3. Click Add: The language and knowledge level will be displayed at the top of the screen. This

procedure will be repeated for each additional language the participant knows. In case of a

mistake, the wrong row will be deleted in order to proceed and input the right data.

The application does not allow repeating a language with two different knowledge levels. For this reason,

in order to make a change in the level for a certain language, that language must be deleted and added

again with the right level following the steps explained above.

3.7 INFORMATION TECHNOLOGIES

The procedure to add the knowledge of an item of information technologies is very similar to the section

above and it is explained as follows:

1. Select the computer programme the participant uses among those available from the dropdown

menu.

2. Select the knowledge level for it. Levels available to chose from are: Basic, Medium, High and

N/A.

3. In case the participant has no knowledge in this area, “Without knowledge” shall be marked,

followed by “N/A”.

In the same way as the previous case, it is not possible to have the same item twice with different

knowledge levels. In the case of making a mistake, the row will be deleted in order to proceed as

explained before.

3.8 LICENCES

1. Write the name or description of the license in the text box situated underneath Professional

Licence.

2. Click the Add button. The license will appear on top of the text box.

3. In case the participant does not posses any professional license, the option Without

professional license will be marked. To delete a registered license, click the Delete button.

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The second type is the driving licence, for which the different categories the participant holds will be

stated.

? Tick the boxes to the right of the different categories of which the participant has.

? In case the participant has no driving licence the box Without driving licence will be ticked.

? Click the Add button.

In order to delete any category of the driving licence, those boxes wrongly ticked must be unticked,

therefore leaving ticks on the right boxes only. Once registered, clicking the Add button will save the

correct information in the application.

3.9 EMPLOYMENT SERVICES THE PARTICIPANT IS INVOLVED WITH.

? Employment services the parcitipant is involved with:

? By default, the option of Signed at INEM will appear, the participants date of signing in must

be stated, and then the participants length of time at INEM.

? Also, other employment services the participant might be part of, including whether he/she is

receiving unemployment benefits, in which case, the finishing date is required.

? Working ability: One of the three available options must be chosen, among: “Full”, “Partial” or

“Other”.

? Time availability: The appropriate box, to the right of the description, must be ticked. The

possible options are: Mornings, Afternoons, Nights and Weekends more than one option can be

chosen.

? Profession, Interests and Abilities: In these text boxes, a brief description for each case will be

inputed. This will help to make the most suitable choice for the participant’s position, the

profession he/she feels more prepared for, interests and preferences for certain jobs and

personal abilities that could favour the participant’s employability. Once all fields have been

completed, the Save button must be clicked. Should it be necessary to make any changes, the

procedure to follow is as stated earlier, changing whatever maybe necessary and clicking on

Save to finish.

3.10 WORK EXPERIENCE

? Company: Company where the participant was an employee.

? Activity: Main activity the participant carried out in the company. Select an option from the list.

? Sector: Productive sector in which to locate the company.

? Post: Role or position the participant held at the company.

? Description: Brief description of the tasks performed by the participant.

? Length: Length of the contract to be specified in months.

? Type of contract: Type of contract between the company and the participant. Choose an option from

the list.

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? Proof: One of the options will be selected: Accredited, Accredited and with references and Without

accreditation.

? Reason to leave: Reason why the employment arrangements with the employer came to an end.

The possible options are: Voluntary, Firing and Job improvement, among others.

? Without work experience: Shows the participant has no work experience.

Once all information has been filled in, the button Add must be clicked. In this case, due to the amount of

data on the top of the screen, only the most important ones will be displayed. These are: Company, Post

and Length.

Apart from the Delete button the Detail button will also be available. This button:

? Will show all information regarding the contract selected on the screen.

? Enables the Edit button.

In order to make any changes regarding information of a contract, the user will proceed as follows:

? Clicking the Detail button. This will show all the information regarding the contract on the screen

and will enable the Edit button to be used..

? Make the necessary changes.

? Clicking the Edit button.

If, on the contrary, the Add button is clicked, a new record will be added to the database, therefore having

two very similar records, one of which will have the right information (the one that has just been modified)

and the other with the wrong information. Attention at this point is highly requested. The line of action

should this confusion occur is to delete the record with the wrong information using the designated button

for this action.

3.11 SOCIAL AND WORKING LIFE INFORMATION

This screen will allow for the following actions:

? Verify whether the participant was part of previous initiatives. In case the answer is Yes, it will be

compulsory to fill in the text boxes Which? and Obtained results. Should the answer be negative,

these boxes will remain blank.

? Writing the Professional evaluation case by the technician. It must be brief and concise.

? Establishing an Intervention proposal with the participant within the project framework.

? State the Interviewer’s name.

? Click the Save button.

In order to make any changes in any of these fields, it will be sufficient to access this screen (the reader

must bear in mind that once the process is finished, the user will be able to access any of the screens

directly), fill in the fields and press the Save button.

3.12 FAMILY INFORMATION

? Establish the number of members cohabiting. For example, if the participant lives with his/her

spouse and two children, in this field a “3” must be typed in. This information is compulsory.

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? State the number of members of the family unit depending on the participant. Following the

previous example, if the income of the beneficiary is the only one in the family unit, the dependant

members would be the spouse and both children, hence a “3” would be the information in this field.

This information is compulsory.

? Naming the possible support resources the participant may rely on, for example: school dining or

relatives’ financial help towards the children.

? The next question is regarding the foreseable necessity of social services help. Should the

answer be negative, the following fields will not have to be filled. In case the answer is Direct or

Indirect, the following fields must be filled.

? Timetable in which the social services help will be required: This can be established depending

on the time of the day (Morning, Afternoon or Night) or for a precise period within the day (for

instance between 12:00 and 16:00 hours). It is necessary to fill some of these fields if the participant

requires social services help.

? Days of the week in which social services help will be required. At least one day must be

selected if the participant requires social services help.

? Type of social services help. Brief description of the social services help the participant is

requesting.

? Once the fields have been filled, the button Save must be clicked.

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4. MONITORING A PARTICIPANT. MONITORING RECORD

4.1 MONITORING RECORD HISTORY

The monitoring record has the following sections:

? History: Summarises the actions that the participant carried out or continues to carry out since

joining the project. The record history will show the technical personnel the following information:

? Monitoring date.

? Length of monitoring activity (in minutes).

It also has a heading in which to state the joining date and the council to which the participant

belongs to.

? Carried actions: Summary of all the participants actions during his/her stay in the project.

Includes both the annotations made in this section as well as others such as joining a company,

leaving a company, etc.

? New monitoring: Creates a new monitoring record to input the necessary information, this is, all

those that were not registered in the last monitoring activity and which are part of the history:

training activities, social services support, etc.

? New activities: Page for adding new activities. The courses the participant undertook since the

last monitoring activity will show here, along with the comments relevant to the courses, and the

same for within his/her itinerary.

? Activities drop out: This section will list the courses from which the participant dropped out

(must be stated and registered in the training activity record) and the reasons that caused this.

? Accompanied measures: Social services support requested by the participant or his/her

dependants in order to carry out an activity.

Once a monitoring record is created, it will only be possible to modify its data within the following 24 hours

of its registry.

This part of the application is based on monitoring records, therefore in order to experience a good

browsing experience within it, one must always have a monitoring record selected, either from the history

if requesting to see data from previous monitoring records, or selecting New Monitoring in order to

create a new monitoring record for the current day.

4.2 CARRIED ACTIONS

This screen shows a wide vision of the trajectory of the participant in the project. It shows either those

actions or activities of which the participant requested to join from the record or from the activities record,

including other actions such as joining and leaving the project, starting a job, etc.

In case the participant is in the middle of an activity (the current date is between the starting and finishing

dates of the activity), this will be shown highlighted by a change of colour inl the line from black to red.

4.3 JOINING A NEW ACTION

? Adding a new action

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1. Select from the list, the type of action wished to add.

2. Choose from the drop down menu Council, the council where the activity will take place.

3. Fill in the Code of the activity if it is the case.

4. Fill in the Starting Date text box accordingly.

5. Fill in the Finishing Date text box accordingly.

6. Click the Save button. The activity will now be displayed at the top of the screen.

7. Type in the course-related observations. Observations are introduced by activity and not by

monitoring record.

? Length of the monitoring period

After each monitor has been carried out, its length must be stated. For this reason, at the bottom of this

screen there is a box in which to type in the duration of the monitoring activity. This duration must be

inputed in minutes. Once done so, the button Save, to its side, must be clicked.

Due to the impossibility to show all information of each activity in one single line, the button Details is

made available. This button can be clicked at any time the application user wishes to se the action data

that cannot be shown in the summary line ( for instance the observations).

Once the activity has been added, it will be available for deletion through the link shown in the above

figure. This is the reason why, on this screen only, joining a new activity information is shown and not the

leaving. Also, it must be noted as a very important issue, that any participant included to join an activity

from the activities record, will automatically have a monitoring record created for him/her with the date

in which the participant was included in the activity.

In order to see any monitoring record belonging to the user, one must access the History link, in which a

screen with all of the participant’s monitoring records will be displayed. Through the Details button,

present in each of those, all the information of a particular monitoring record can be accessed.

4.4 LEAVING AN ACTION

1. Stating the reason why the participant abandons an activity.

2. Inputing the leaving date. The correct format for this field is DD/MM/YYYY, where DD is the day,

MM the month and YYYY the year. For instance: 12/06/2003.

3. Click the button on the leave column. One possibility is that the participant may have abandoned

the activity from the activities record. In this case the screen will display the date in which this

person left the activity, therefore it will only be necessary to add the reason for this. Once these

abandonements have all taken place, the observations common to all of them can be added to

the boxes displayed to that effect. Filling in this last field, the Send button must be clicked inorder

that the observations show on the database.

NOTE: Abandonements are directly related to the joining of actions. Therefore, the leaving of an action

will be done on the same monitoring record in which the joining of the beneficiary was stated.

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4.5 SUPPORT MEASURES

1. Action: Type of support service requested by the participant. It must be stated at this stage that

the participant does not have to benefit directly from this support service.

2. Type: Select a value among those shown on the drop down menu.

3. N.: Number assigned to this support service. It is a numeric field.

4. N. of beneficiaries: One is the participants and one or more are the indirect accompaning

services. It is a numeric field.

5. Code: Activity code to which this service is associated.

6. Hours: Used hours. It is a numeric field.

7. Date: The date/s in which this support service is necessary.

8. Observations: Observations to be made to the service.

9. Once all fields have been filled, the Add button must be clicked for these to be registered in the

database.

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5. JOINING THE WORK FORCE

5.1 WORKING STAGES HISTORY

It will always be possible to access the working stages history screen, whether the participant has been

part of one or not. In order to see all information regarding a working stage, click the Details button of the

specific working stage. In those cases in which the participant has a working stage record, and it

becomes necessary to document a new one, the link New working stage must be clicked. An empty

working stage screen will be displayed so that all relevant information can be filled in.

5.2 ADDING A NEW WORKING STAGE

? Work joining date: Date in which the participant will start working. It must have the format

DD/MM/YYYY, where DD is the day, MM the month and YYYY the year.

For example 10/12/2003.

? Employee: It will be selected when the participant will be an employee. The type of working

stage must be selected from a dropdown menu.

? Self employed: To be selected when the working stage is as self employed. The type of working

stage must be selected from a dropdown menu.

? Benefited from: State whether the working stage relates somehow to certain actions

contemplated within the project.

? Observations: Any relevant comment in relation to the working stage.

? Company: Company where the participant is experiencing the working stage.

? Company address: Address of the company where the working stage is taking place.

? Sector: Productive sector, the company where the working stage is taking place, is part of.

? Company size: Size of the company where the working stage is taking place, to choose from

Small, Medium and Large.

? Activity: Type of business, the company where the working stage takes place.

? Type of contract: It is necessary to select one of the possible types of contract that appear on

the drop down menu.

? Length: Estimated length of the contract.

In order to complete the working record, the person completing the spaces provided must as compulsory

tick the answers to a series of questions.

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6. LEAVING THE PROJECT RECORD

The possible reasons why a beneficiary may leave are the following: Voluntarily, Breach, Working,

Death, Others, Temporary suspension within the project (directly related to the New option available to

chose from the aforementioned).

From this table, the last two cases are explained:

? Temporary suspension: This is a case of temporarily leaving the project which can take place

when a participant, regardless of the reasons may have to stop being part of the project for a brief

space of time.

? New: When after a participant’s period of absence, being his/her leaving the project record in the

state of Temporary suspension, he/she becomes part of the project again. It is necessary to state

this case in the record so that the application can include the participant as an active beneficiary.

? It is worth mentioning that it is not possible to modify the participants’ leaving the project

information, as it is considered they are no longer part of the project.

? However, the following information will be inputed on this screen:

? Leaving date: Date in whicn the participant leaves the project.

? This date must have the format DD/MM/YYYY, where DD is the day, MM the month and YYYY

the year. For example 10/12/2003.

? Reason for leaving: It is necessary to choose the reason why a participant leaves the project.

? Observations: Additional relevant comments regarding the participant and his/her reason for

leaving the project. For instance, in a case of “Temporary suspension” the date on which the

participant is expected to actively return to the project may be stated.

Once a participant’s leaving record is in place, it is necessary to treat it as new in case that person returns

to the project.

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7. ACTIVITIES RECORD

This part of the application gathers all activities carried out by the different participating entities whithin

the Project STELLA framework. In order to access it, the user will follow the procedure explained in the

Application’s starting screen. As it was explained in that section, there are two ways of accessing this

section of the application. To see the history of the carried out activities or to add a new activity.

We will start by explaining the access to the activities history, in order to demonstrate the way in which to

add a new activity.

7.1 ACTIVITIES HISTORY

Produces a list of all new activities added by the different entities and their names. All those activities in

which there is no final registry date will be highlighted in red, implying there is information that still has not

been filled in. Those activities which include a final registry date will be shown in black on the screen.

To see more details of the application, click the Details button of the activity wished to access. In this way,

the possibility of changing information regarding the activity or its participants is enabled. This will be

explained in the following sections.

7.2 ACTIVITY’S BASIC INFORMATION

? Council: Council where the activity will take place. One must be chosen from the list.

? Province: Province to which the council where the activity will be carried out belongs.

? Territory: Territory to which the council where the activity will be carried out belongs.

? Starting registry date: Date on which the activity is registered.

? Final registry date: Date on which the activity’s registry is finalized or its information input is

complete.

? Hosting entity: Entity which will host the activity. One must be chosen from the list.

? Activity title: Name of the activity, to be typed in the text box to that effect.

? Type of action: Type of action to which the activity belongs. One must be chosen from the

provided list.

? Objectives: Brief description of the aimed objectives to be achieved by taking part in this activity.

? Length: Length of the activity. To be divided in:

? Starting: Activity starting date in format DD/MM/YYYY. For example 10/12/2003.

? Finishing: Activity finishing date in format DD/MM/YYYY.

? Hours: Total amount of hours which the activity will last. Numeric field.

? Hours/day: Amount of hours per day. Numeric field.

? Weeks: Amount of weeks the activity will last. Numeric field.

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? Budget: Activity budget, to be shown as:

? Total cost: Total cost of carrying out the activity.

? Cost/hour: Result of dividing the total cost by the amount of hours the activity will last.

? Cost/participant: Result of dividing the total cost by the amount of participants that will take part

in the activity.

? Equipment: Equipment availiable to carry out the activity.

? Pieces of equipment: Amount of available pieces of equipment to carry out the activity.

? Type: Type of equipment to be used when carrying out the activity.

All amounts will be written in numbers. Decimals will be separated by a dot. For example 100.12. The

currency symbol will not be typed into the cost text boxes, always typing the costs in euros.

Once the information has been registered, proceed by clicking the Add button therefore registering the

activity in the database.

In order to make any changes of the activity’s data, it will be enough by accessing this screen and follow

the aforementioned procedure, editing the required fields.

7.3 ACTIVITY DEVELOPMENT

? Contents: Summary of the topics dealt with by the activity.

? Human resources: Personnel that will be in charge or will participate in the development of this

activity.

? Material resources: Equipment to be used carrying out this activity. In this field, the number of

workstations and other technological equipment must be estated.

? Expected results: Purpose of the activity and desired results wished to obtain by carrying it out.

This field will be filled in before the activity is carried out.

? Obtained results: Results finally obtained by the time of completing the activity.

7.4 ADDING A NEW PARTICIPANT

This screen will produce a drop down menu with the initials of the territorial entities which participate in

the project followed by a text box in which to input the desired file number. For example, in order to add to

the activity, the participant with file number 004 from the Neria Association, the following steps must be

followed:

1. Select the appropriate initials corresponding to the entities. In this case “NERI” would be chosen.

2. Type in the file number that we want to add to the activity. In this case “004”.

3. Click the Save button.

In case the participant is not part of the database, an error message will inform of this circumstance.

In the described example it would not be correct to type the number “4” as a file number only. All file

numbers must be introduced with all digits.

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The aforementioned process, also implies that automatically, a monitoring record is created for the

participant with the activity he/she has been signed for, and with the current date. For more information

regarding monitoring records please see section Monitoring a participant. Monitoring record.

Alternative tasks to perform in this screen are:

? Delete a participant. In case of a mistake the user will proceed to delete it by clicking the button

shown in the row.

? Leaving of a beneficiary. This button allows the leaving record of a person whilst carrying out an

activity. The difference with the previous is that the person remains in the activity but with this

status. The leaving date will be the date in time of which this action is executed. Another utility

presented on this screen is allowing the detailed listing of participants. For this, the user can

select at the bottom of the screen between All, New and Leaving and then click the List button. .

The application will show all participants (new and leaving), the new participants and those who

have left the activity.

7.5 SOCIAL SERVICES

The social services section is divided between new Support services and new Other support services.

How this section works is explained below.

7.5.1 Support services

? N. of actions: Number of actions which will have to be carried out.

? Hours: Time that will be used carrying out these services.

? Cost: Cost associated to carrying out these services.

? N. of participants: Number of participants whom will make use of these services.

Once these fields have all been filled in, the Save button must be clicked. From that moment it will be

possible to add participants to the support services. The procedure is the same as that explained before

to add a participant to join a new activity. To delete a participant from the support services list, it is

necessary to click the Delete button next to it.

7.5.2 Other support services

? N. of actions: Number of actions which will have to be carried out.

? Hours: Time that will be used carrying out these services.

? Cost: Cost associated to carrying out these services.

? N. of benefiting people: Amount of people related to the participants that will benefit from these

services. A possible example would be the case of descendants of the participant whom may

need any kind of support whilst the participant takes part in the activity.

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Once these fields have all been filled in, the Save button must be clicked. From that moment it will be

possible to add participants to the other support services. The procedure is the same as that explained

before to add a participant to join a new activity (two sections behind). To delete a participant from the

support services list, it is necessary to click the Delete button next to it.

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8. REPORTS

This section consists of two parts:

1. EXTERNAL REPORTS: Relating to data extracted and examined along with the UAFSE data

base in order to control and monitor EQUAL projects.

2. INTERNAL REPORTS: With the objective of obtaining data tables and complementary

information to the previous reports.

8.1.- EXTERNAL REPORTS:

In this subsection, information is classified in relation to:

? Beneficiary population. With tables which contain categories regarding their profile and

problematics, as well as complete information on people who benefit from the services offered by the

project (titles or social services support), people joining the work force and people leaving the

project.

? Actions developed in the project. Tables follow the UAFSE sections in which the different activities

of the project are stated: councelling and training, mainly. Also more concised information is provided

regarding the introduction courses to new technologies and the degree of their use for the

development of STELLA.

In the sub-secion Beneficiary population the following tables and grouped reports can be obtained, with

information registered by the different entities in previous sections of the application to that effect:

? “Ages” table, shows the ages of the participants at the time of joining the project.

? “Education levels” table obtained by all participants.

? “Job situation” table, states the number of unemployed people, those employed and the social

beneficiaries.

? “Disabilities” table, quantifies the number of participants with physical, sensitive, psychological

disabilities or mental illnesses. In the case of a person with more than one disability, they will be

quantified in that category where they have the highest degree of disability, this is to ensure the total

number will coincide with the amount of registered participants. Those without disabilities will be

quantified within the category “Rest of men and women without disability”.

? “Immigrants” table, where the following categories will be registered: “ethnic minorities”;

“immigrants and refugees”; “assilum seekers”, those participants whose profile does not fit within

these, will be quantified under “Rest of men/women nationals”, particularly, this category also

includes the returned emigrants.

? “Time officially unemployed” table, shows the time the beneficiary has been registerd at the

National Employment Institute (INEM) as a job seeker, under the following categories: “Less than 6

months”; “Between 6 months and 1 year“; “Between 1 and 2 years”; and “More than 2 years”. It is

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worth clarifying that this information does not reflect the length of time since joining the INEM at the

time of extracting the report, but rather it is the length of time up to the point the participant joined the

project.

? “Other discriminations” table, presents other circumstances not gathered in the previous tables.

For this, it presents information under the following categories: “drug addicts”, “homeless”, “ex-

prisoners”, “other discriminations” and “no specific discrimination”. Under “other discriminations”,

other circumstances such as prostitution or abuse can be gathered. The category “no specific

discrimination” will group the participants with no recognised circumstance as the aforementioned.

NOTE: ALL THESE TABLES CLASSIFY DATA ACCORDING TO THE GENDER VARIABLE.

? “Leaving” table, offers information regarding the number of people leaving the project, classified by

gender.

? “Joining the work force” table. This table informs of the number of people seeking work having

undertaken at least two of the following councelling and training activities within the STELLA project:

“Occupational marketing”, “New technologies training”, “Work experience”, “Learning to learn”,

“Productive context learning for those qualified”, “Productive context learning for those without a

qualification”, “Joining the work force workshop”, and “Mentoring for employment and equality”. The

number of participants is shown by gender and by the type of labour obtained, whether as an

employee or self-employment.

? “Tutorials” table: number of participants, classified by gender, to whom an individual tutoring to their

personal itinerary was carried out. It also displayes the hours designated to this activty.

? “Social support” table, shows the hours and the number of participants or dependants from these

whom benefited from the social services support up to this date.

In the Actions developed within the project subsection, the following tables and reports can be

obtained. This classification of actions, corresponds to the UAFSE sections where the different project

activities can be found, it is as follows:

? “Assistance in favour of people” table (section 1 in the EQUAL projects management guide).

It brings the activities together under the sections “1.1” and “1.2” respectively:

1. Orientation and councelling:

? Joining the work force workshop.

? Mentoring for employment and equality.

2. Training:

? Occupational marketing

? New technologies training

? Work experience

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? Productive context learning for those qualified

? Productive context learning for those unqualified

? Learning to learn

The information shown on this table is obtained from the records of the application’s Activities

Registry. It offers information regarding the “N. of courses undertaken”, “N. of hours” taught, “Average

hours” per course, “N. of beneficiaries” total number for each subsection, “Average people/total hours of

courses” and “Cost” or activities development costs.

? “Counseling activities” and “Training activities” specific tables

These tables contain information about the courses which exclusively belong to each of the

subsections of “Tutoring, counselling and job search” and “Unemployed training”. In relation to

the previous table, these add new data, more specific, such as the course codes, the course

dates and participants leaving whilst these being carried out. All this information is extracted from

the application section devoted to the registry of training activities.

? The last three tables of this subsection gather data regarding the use of new information and

communication technologies in the project’s training activities. The goal of these is directly related

to what has been inputed for the section of computerised monitoring of the EQUAL Projects. The

first table “Courses using NT and NTIC”, groups course information for those who have used a

computer for their development; the second “Training courses in NTIC”, offers specific

information about the introduction to IT courses within the project; and the third “Courses using

NT” shows all courses which use equipment of new technologies (workstations, video,

television...).

8.2.- INTERNAL REPORTS

This section classifies the information regarding:

8.2.1- Beneficiaries, either as a group, by the totals, or as territorial entity joining the project: Neria

Association, Council of Mondoñedo, Council of Moaña, Council of Bueu, Council of Cangas and

Mancomunidade Terra de Celanova.

8.2.2- Project actions: This subsection classifies the project activities in accordance with the

sections of the UAFSE, but on the contraty to the same subsection of external reports, this

information can be obtained for each of the member entities of AD LABORA. In this manner,

information of all courses of the same type for one entity only can be obtained, or for the same kind of

action, all entities may be inferred.

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8.2.3.- Training actions: Follows the internal actions classification with Project STELLA’s own titles.

All totals of all tables from these subsections are expressed in absolute numbers and in percentages.

8.2.1- BENEFICIARIES: from this subsection the following tables and reports can be obtained:

? New participants, shows the new participants by entity and year or year and gender, showing

the total amount of new participants in both cases.

? Profile tables:

? Ages: All participants by age group, classified by gender and entity and gender.

? Marital status: Groups participants according to gender and age also.

? Nationality: Studied by gender and entity.

? Dependants: Shows the participants whom in the field “N. of people depending on the

beneficiary” have a number greater than zero in their record.

? Level of studies, shown ordered by entity, gender, and jointly by gender and entity.

? Leaving, shows the participants’ resons to leave the project. Classified by entity and

entity and gender.

? Joining the work force, the information is shown in several ways: entity and gender,

age and gender, dependants, level of studies, length in which officially unemployed,

participants whom are social beneficiaries, according to the circumstances of the

participant or by nationality.

? Size of the family unit, shows the number of people which comforms the family unit

along with the participant/s. Differentiated by gender.

? Leaving percentage, shows as a percentage the leaving participants with respect to the

total number of participants joining by entity and to the number of participants as a whole.

? Joining the workforce percentage, shows as a percentage the participants joining the

work force in relation to the total number of participants by entity and to the number of

participants as a whole.

? Other tables:

? Social beneficiary, classified by age and by age and gender.

? Returned emigrants, by gender and entity.

? Work situation, by gender and entity.

? Disabilities, by gender and entity.

? Inmigrants, by gender and entity.

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? Time officially unemployed, by gender and entity.

? Other discriminations, by gender and entity. Those participants with circumstances

under the following categories: drug addicts, homeless, ex-prisoners, other

discriminations and no specific discrimination.

8.2.2- PROJECT ACTIONS

In the Actions developed within the project subsection, the following tables and reports can be

obtained. This classification of actions, corresponds to the UAFSE sections where the different project

activities can be found, it is as follows:

? “Assistance in favour of people” table (section 1 in the EQUAL projects management guide).

It brings the activities together under the sections “1.1” and “1.2” respectively:

3. Orientation and councelling:

? Joining the work force workshop.

? Mentoring for employment and equality.

4. Training:

? Occupational marketing

? New technologies training

? Work experience

? Productive context learning for those qualified

? Productive context learning for those unqualified

? Learning to learn

The information shown on this table is obtained from the records of the application’s Activities

Registry. It offers information regarding the “N. of courses undertaken”, “N. of hours” taught, “Average

hours” per course, “N. of beneficiaries” total number for each subsection, “Average people/total hours of

courses” and “Cost” or activities development costs.

? “Counselling activities” and “Training activities” specific tables

These tables contain information about the courses which exclusively belong to each of the

subsections of “Tutoring, counselling and job search” and “Unemployed training”. In relation to

the previous table, these add new data, more specific, such as the course codes, the course

dates and participants leaving whilst it was being carried out. All this information is extracted from

the application section devoted to the registry of training activities.

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? The last three tables of this subsection gather data regarding the use of new information and

communication technologies in the project’s training activities. The goal of these is directly related

to what has been inputed for the section of computerised monitoring of the EQUAL Projects. The

first table “Courses using NT and NTIC”, groups course information for those who have used a

computer for their development; the second “Training courses in NTIC”, offers specific

information about the introduction to IT courses within the project; and the third “Courses using

NT” shows all courses which used equipment of new technologies (workstations, video,

television...).

8.2.3- TRAINING ACTIVITIES

As it was previously explained, these follow the internal activities classification of the Project STELLA

itself. The various actions are the following:

? Joining the work force workshop

Explaines the different elements which dictate the working life such as the promotions system,

configuration of the different professional categories, task allocation and roles in a company... All this is

carried out in practical workshops which ensure visits to companies.

? Occupational marketing

Detailing conventional marketing techniques applied to the job search. It is divided into three different

modules: the first applying to the job searching channels; the second referred to the job searching

channels; and the third focuses on oral communication techniques.

? Training in new technologies

Introductory training in the new information and communication technologies. This will be done in a

theoretical way (in the classrooms) and practically (searching resources which might facilitate the

participant joining the work force). This search is carried out in employment resources centres.

? Work experience

Intends to favour the transition to the active working life of those with titles but without previous work

experience whom participate in any learning action within the productive context to acquire experience in

the area of attention towards people services. Work experience will be acquired by doing internships

which will be payed for.

? Learning to learn

Aims to provide the participants with systems and tools which will help him identify the mechanisms that

facilitate the learning process, whilst at the same time, practice the descovery of learning upon customs

and social and working habits. Also desirable is for this to increase the participants’ self-steem, whom

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should acquire the perception that they are able to learn, therefore, being able to actively modify the

reality in which they live.

? Productive context learning for those qualified and those who are not

Those participants whom are qualified, will be trained in the area of social services.

Those unqualified, on the one hand will be trained in activities related to the diffusion and value of cultural

and artistic patrimony; on the other hand , in emerging activities in their own territory, such as assistant to

the home help.

? Mentoring for employment

This action consists of the organisation of conferences by professionals and retired entrepreneurs whom

will describe the employment actions of different jobs and explain those that might best suit the interests

and capabilities of the participants. Also, facilitates information about tasks, functions, responsabilities,

knowledge... associated to different possitions.

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9. GENERAL REGISTRY RECORD

The contents within this section follow the action monitoring records of those registered in it.

9.1. EMPLOYMENT OBSERVATORY

Its main objective is to detect the activity sector which may offer more employment options for the

projects participants, including identifing the type of exclusion and unequality and their distribution in area

and people groups.

There are three sub-sections to fill: Publications, Forums and Other activities.

9.2. EQUAL OPPORTUNITIES

Will establish and favour the consolidation of a system which will grant the equal opportunities when

accessing employment, and which will promote the labour integration of those affected by a series of

unequality factors which impede them joining the work force.

9.3. DIVERSITY BUREAU

Its aim is twofold (internal and external). On the one hand (internal) wishes to grant the diversity and

equality of interventions upon the different groups of participants in the project; on the other hand

(external), analyse the potential that the employment of those who suffer situations of social and work

exclusion can offer.

9.4. COMPANY LIASON

The objective is to create a portfolio of companies willing to actively achieve the work force inclusion of

those participating in the project.

9.5. AWARENESS AND DIFUSSION

There are several types of activities in order to raise awareness, both at a regional level and at a national

and transnational one. Also, the main objectives of these awareness campaings must be specified.

9.6. TRANSNATIONAL ACTIVITIES

There are two kinds of meetings: meetings of the steering commettees or meetings of transnational task

forces. The place where these meetings may be held can be Spain, the Netherlands or Germany.

The objectives of these meetings will be selected from the appropriate drop down menu.

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COMPANY’S DATA REGISTRY APPLICATION

USERS’ MANUAL

PROJECT STELLA – ‘EQUAL’ COMMUNITY INITIATIVE

35

1. INTRODUCTION

1.1 APPLICATION SECTIONS

The application to work with the companies is divided into five main sections, as described below:

1.1.1.- Company registry.

This first section registers the characteristic information of each one of the companies of the intervention

areas of Porject STELLA with whom the contract was made. This information has an identifying character

for the company, contact with the personnel in charge of human resources about the different posts that

may appear in the company, among other issues.

The registration in this sections implies adding a new company to the system.

1.1.2.- Hired workers data.

This section is included in the companies databases with two aims:

? To identify possible good practices relating to the hiring of personnel with risk of social exclusion

whom had previously been transferred to Project STELLA.

? and for the location of those experiences which had not been appropriate and may have brought

about a negative response by the employers at the time of hiring or continuing the hiring of those

collectives.

The record in which this section is detailed, registers information regarding the working person whom is or

was hired by the company and the work carried out in it. The gathered data is directly related to the

personal (gender, age, colective) and professional (training and acquired skills, as well as the required

previous experience) characteristics of the hired person; and also related to the characteristics of the

work carried out: environmental conditions, adapting work, timetable and type of contract.

1.1.3.- Hiring interests.

This form, with similar design and contents to the one in the previous section, will be filled in the instance

that the companies might be interested in hiring people running the risk of social exclusion. In it,

information regarding the personal and professional profile of the person is requested, a detailed

description of the work to be carried out, environmental conditions of the position, possibility of adapting it

accordingly, advisable knowledge to carry it out (training, computer use, languages, etc...), previous

experience required, as well as the need to hold a professional licence or driving licence, own vehicle and

working hours.

1.1.4.- Job offer.

At the time of the companys need to start a selection process to fulfil a vacant position, this form of job

offer will be filled in. It is worth noteing that those companies formalising these job offers must be

registered in the system prior to doing so. That way, the contact information registered in the first section

(Company registry) the identifying company and contact data with the human resources personnel will

36

be continuously up to date. This record must only be filled in by describing information about the offered

position and the personal, skills and professional profile required to the candidate, as well as the type and

length of the offered contract.

1.1.5.- Reports.

This section will enable the user to obtain reports which will be valuable as a control and monitoring tool

of actions carried out both by the Employment observatory, as well as the motivation of companies

contemplated in the Project STELLA. These reports, of a quantitative nature, gather the registered data

for its statistical treatment and subsequent interpretation.

1.2.- CONTEXT CRITERIA USED ON THIS DOCUMENT

In this manual, the criteria is as followed:

? User: is part of the technical personnel in each of the member entities of the Development Group

LABORA and is authorised to input and manage data.

? Password: Keyword which the user needs in order to access the system. The combination of

user/password determines the rights of the user within the application.

Also, data input formats are defined so that if the inputed data does not follow these, the application will

show an error and will request inputing the data again. These formats are the following:

? Alphabetic chain: Sequence of letters without blanks.

? Alphabetic chain with blanks: Sequence of letters and blank spaces. Cannot include special

characters (¡,?,*, ...) nor numbers.

? Alphanumeric chain: Sequence made of letters and numbers only, without blanks and special

characters.

? Alphanumeric chain with blanks: Sequence that can have numbers, letters and blanks but no

special characters..

? Date: The date format used by the application is DD/MM/YYYY, in which DD represents the day,

MM represents the month, and YYYY the year with four digits. Any other format will not be

accepted by the application. Examples of valid dates are: 13/02/2002 or 01/03/1999.

? Special characters: Those that are not letters, numbers or blank spaces. Examples of these are

the exclamation and question marks, mathematical signs (+,*), etc. These characters are

generally not accepted by the application.

It must be said at this stage that not filling a compusory field may cause the application to show an error

such as: “The field XX can only be filled with letters and numbers”.

Also, buttons and images with the same function in all interfaces are defined. These are the following:

? Delete: Deletes a registry or a field on the interface.

? Detail: Shows more information of the selected record.

? Add: Adds a record (course, language, etc.) to the selection.

? Edit: Allows for the changing of the current record.

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? Buttons Save and Add: These buttons have a very similar functionality: they store within the

application the registered data on the screen where they are shown, nevertheless, there is a big

difference between them:

? The button Add remains on the same screen after the recording of data, in order to add new

information. For instance, on the “Courses” section, the user will click “Add” to input the

several courses attended by the same person.

? The button Save takes the user to the next screen once the database has been successfully

updated.

Both options are shown together on those screens that allow for the introduction of sequences of

information (languages, work experience) for each participant. On those screens without this possibility,

only the button “Save” will be present.

The difference in colour on the letters of the name means that the first one is active (can be used) and the

second is not active.

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2. GENERAL CHARACTERISTICS OF THE APPLICATION

2.1.- ENTERING THE SYSTEM

? User: Must type in the word that identifies him/her as user of the application.

? Password: Must type in the password to access the system. The screen will show a

series of **** (one per character), so that this cannot be identified externally.

? Enter Button: Click in order to send the information provided on both previous fields to

the system and to validate these. In case of a positive validation, the next screen will

show. On the contrary, should these not be validated, the application will inform of the

error and will allow to try again.

The system entry screen, can also appear in the following cases, without implying abnormal

functioning of the application:

? After some time without using the application, this may request the user name and

password again to confirm the identity of the person requesting access. This will avoid

missuse at times when the user leaves momentarily.

? After closing down and then opening the web browser again.

? After clicking the “exit” button of the application (section 2.3).

2.2.- STARTING SCREEN

• COMPANIES: Part of the application that allows the management of data relating to

companies. Can be accessed to in two ways:

? Existing Company: Click the mouse on the “Existing” mark, select a company from

the drop down menu and then send the request by clicking “Send Request”. The user

will now be able to access the selected company information.

? New Company: In order to register a new company into the system, select “New” and

click “Send Request”. At this stage, a new file number will be created automatically for

the territorial entity of the company and the process of inputing new data of the

participant may begin. For example, when registering a new company of the Neria

Association, the application will automatically generate a code such as: NERI006E. The

first four letters represent the terrotorial entity, the three numbers following, the number

of company within the entity and the last letter (E) shows the code refers to a company.

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• HIRED WORKER:

? Existing hired worker: Select a company from the dropdown menu, click on the

“Existing” mark and then send the request by clicking “Send Request”. The user will

now be able to access a listing of all the file numbers for the workers registered in the

application of the selected company. For more detailed information on each one of

them, click the “Details” button.

? Non-registered hired worker: Select a company from the dropdown menu, click on the

“Not registered” mark and then send the request by clicking “Send Request”. The

application will automatically generate a new file number for the hired person in the

selected company and inputing new data may begin. For example, in order to register

the hiring of a new worker for company NERI001E, the application will automatically

generate a three-digit code (001) to identify the person in question.

• HIRING INTEREST:

? Existing hiring interest: Select a company from the dropdown menu, click on the

“Existing” mark and then send the request by clicking “Send Request”. The user will

now be able to access a listing of all the records for the selected company relating to

the company’s hiring interest. For more detailed information on each one of them, click

the “Details” button.

? Non-registered hiring interest: Select a company from the dropdown menu, click on

the “Not registered” mark and then send the request by clicking “Send Request”.

The application will automatically generate a new file number for the selected companys

hiring interest and inputing new data may begin. For example, in order to register the

hiring of a new worker for company NERI001E, the application will automatically

generate a three-digit code (001) for that record.

• JOB OFFER:

? Existing job offer: Select a company from the dropdown menu, click on the “Existing”

mark and then send the request by clicking “Send Request”. The user will now be able

to access a listing of all the records for the selected company relating to the company’s

job offers. For more detailed information on each one of them, click the “Details”

button.

? New job offer: Select a company from the dropdown menu, click on the “New” mark

and then send the request by clicking “Send Request”. The application will

automatically generate a new file number for the selected company’s job offer and

inputing new data may begin. For example, in order to register the new job offer for

company NERI001E, the application will automatically generate a three-digit code (001)

for that offer.

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• REPORTS: Clicking the “Request” button. The user will access a screen in which it will be

possible to choose the type of report desired.

2.3.- EXIT AND STARTING POINT

? Exit: The user will leave the application which will show a farewell message. In order to

use the application again, it will be necessary to type in the user name and password

again.

? Start: Takes the user to the starting screen of the application, allowing to choose a

different section.

? Printer-friendly version: Configures the elements on the screen in order to make a

printer-friendly version. The application will display an informative message should this

option not be available.

? Change of password: Exclusively for the system’s administration personnel and area

supervisors. Allows for password changes.

? Adding a user: Exclusively for the system’s administration personnel and area

supervisors. Authorises the access to the application to a new user.

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3. ADDING A NEW COMPANY

3.1.- COMPANY DATA

The first time of access into the companies’ application, all data must be inputed so that the

application allows the user to go through its stages.

? Company name.

? NIF/CIF: Company’s tax identification number.

? Productive sector: Productive sector the company operates in.

? Company product: Producing activity carried out by the company.

? Kind of company: Legal form of the company’s constitution.

? N. of employees: Number of employees hired by the company in the last three years.

? Sales: Company sales in the last three years.

? Address.

? Postal Code.

? Entity: Territorial entity the company belongs to. To be selected from a drop down

menu.

? Town/City: To be selected from the appropriate drop down menu.

? Council: To be selected from the appropriate drop down menu.

? Province: To be selected from the appropriate drop down menu .

? Telephone number.

? Fax number.

? E-mail.

Access to the following screens will only be granted by filling in all fields on the current screen.

In this case access will be automatic and the option, to move between the defined screens at

that moment in time, will appear. Once the process of adding a new company has been

finalized, browsing all of the company screens will be possible without any restriction.

3.2.- HUMAN RESOURCES LIASON

Gathers the following information regarding the person responsible for human resources within

the company:

? Name.

? Position: Role within the company.

? Telephone number.

? Fax number.

? E-mail.

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3.3.- MAIN POSITIONS

In this field, the company’s main positions will be stated. It will be compulsory to click at least

one of the five available options: “office”, “warehouse”, “transport”, “workshop” and/or

“others”. In “Denomination” the posts currently developing within the company will be stated.

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4. ADDING DATA OF HIRED PERSONNEL.

There is the possibility that a company may hire or has hired more than one worker from the

disadvantaged collectives Project STELLA works with.

4.1.- STAFF DATA

This first field will state if the worker is or is not part of the company’s current staff. In the case of

the latter, the year the contract was terminated within the company will be stated.

4.2.- HIRED PERSON’S PROFILE

This information is gathered with the aim of creating a brief profile of the hired person,

guaranteing his/her anonimity:

? Gender: To choose between Male and Female.

? Age: To choose one of the available intervals from the drop down menu.

? Problematic: A problematic will be chosen from the drop down menu.

4.3.- JOB DESCRIPTION

There is the possibility that one person may fulfil several posts, therefore the data explained

below may refer to each one of those jobs. These jobs are classified in the following sections:

“office”, “warehouse”, “transport”, “workshop” and/or “others” (this last category requires

to be specified).

The profile information will be completed by filling in the appropriate fields regarding the

characteristics of each position: “Responsibility” and “Tasks”, “Equipment” to be used, “Place

of work”, type of “Work day” (to choose from a drop down menu with different options), and

the possibility of “Transfer” within the company or outside of it. Also, information regarding

“Knowledge” required to perform the work is collected.

In the last sub-section, information regarding environmental conditions at the work place is

gathered: existence or not of “Noise”, whether or not the work will be carried out at a certain

“Hight” from the floor, the presence of enough “Light” or otherwise, exposition to “Dust and

Gasses”, the “Existence of architectural barriers” or whether the work space required

“Adaptation” measures for the hired person.

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4.4.- EDUCATION

The following data regarding Education will be registered for the worker. It is compulsory to

state which is the highest title held by the worker. For this, the user will proceed as follows:

? Select the appropriate education level from the dropdown menu on the Education

column.

? Depending on what is chosen from the first dropdown menu, another menu will appear

underneath the first one called Studies where the titles of the participant will be

selected.

? As in the previous instance, when an option is selected, another dropdown menu, called

Title, will appear, with all titles and modules to select what is most suitable for the

participant. This menu will show the following abreviations:

? T: Technician.

? AT: Assistant Technician.

? TE: Specialist Technician.

? TS: Superior Technician.

In order to modify a particular piece of information, the user will proceed by deleting the

appropriate row and filling it in with the right data.

Regarding the Continuous and Professional Education there is a drop down menu

(“Denomination”) where to choose the appropriate professional education received by the

worker. Furthermore, there is the option “Other” which when clicked offers the fields:

“Denomination” and “Type”.

In this section, also, the acquired knowledge regarding “Languages” and “Information

technology” will be stated in the appropriate drop down menu.

In case “Previous experience” is required to carry out the position, an affirmative answer will

be stated in the option “Required”. In this case, the Position will be described. On the

contrary, only the option “No” would be stated.

In order to complete the information regarding the employability of the worker, serveral fields

and selection boxes will be used, refering among others to “Professional licences”, “Driving

licence” and the ownership of “Own car”.

Lastly, information regarding the type of contract of the worker will be registered:

? Type: To select from the drop down menu.

? Length: In months.

? Year: Starting year of the contract (in format YYYY).

? Reason for not renewing: To select from the drop down menu.

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5. INTEREST IN HIRING PERSONS WITH SOCIAL EXCLUSION RISK

5.1.- INTEREST

Here, one of the two available options offered (YES/NO) will be selected. In case of choosing

the negative answer, the causes must be specified, disabling the remaining fields of the record.

5.2.- COMMONLY DEMANDED PROFILES

This information is gathered with the aim of creating a brief profile of the person whom might be

hired by the company:

? Gender: To choose between Male and Female.

? Age: To choose one of the available intervals from the drop down menu.

? Problematic: A problematic will be chosen from the drop down menu.

5.3.- JOB DESCRIPTION

There is the possibility that the interest may arise for several posts, therefore the data explained

below may refer to each one of those jobs. These jobs are classified in the following sections:

“office”, “warehouse”, “transport”, “workshop” and/or “others” (this last category requires

to be specified).

The profile information will be completed by filling in the appropriate fields regarding the

characteristics of each vacant position: “Responsibility” and “Tasks”, “Equipment” to be used,

“Place of work”, type of “Work day” (to choose from a drop down menu with different options),

and the possibility of “Transfer” within the company or outside of it. Also, information regarding

“Knowledge” required to perform the work is collected.

In another sub-section, information regarding environmental conditions at the work place is

gathered: existence or not of “Noise”, whether or not the work will be carried out at a certain

“Hight” from the floor, the presence of enough “Light” or otherwise, exposition to “Dust and

Gasses”, the “Existence of architectural barriers” or whether in the work space, required

“Adaptation” measures for the hired person may be executed.

5.4.- EDUCATION

The following data regarding Education will be registered for the worker. It is compulsory to

state which is the highest title held by the worker. For this, the user will proceed as follows:

? Select the appropriate education level from the dropdown menu on the Education

column.

? Depending on what is chosen from the first dropdown menu, another menu will appear

underneath the first one called Studies where the titles of the participant will be

selected.

46

? As in the previous instance, when an option is selected, another dropdown menu, called

Title, will appear, with all titles and modules to select what is most suitable for the

participant. This menu will show the following abreviations:

? T: Technician.

? AT: Assistant Technician.

? TE: Specialist Technician.

? TS: Superior Technician.

In order to modify a particular piece of information, the user will proceed by deleting the

appropriate row and filling it in with the right data.

Regarding the Professional Education there is the “Denomination” drop down menu in which

to choose from the appropriate professional education carried out by the worker, as well as the

“Year of completion” (with YYYY format, where YYYY represents a year of four figures, for

instance, 1998 or 1980), its “Duration” (in hours) and the “Teaching institution”.

Also, in this section, the acquired knowledge regarding “Languages” and “Information

technology” will be stated in the appropriate drop down menu including their level of use in

these areas.

In case “Previous experience” is a prerequisite to carry out the position, an affirmative answer

will be stated in the option “Required”. In this case, the Position and the Minimum duration

of previous experiences will be stated.

In order to complete the information regarding the employability of the worker, serveral fields

and selection boxes will be used, refering among others to “Professional licences”, “Driving

licence”, “Hours of availability”, “Mobility”, ownership of “Own car” and knowledge of

“Typewriting”.

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6. JOB OFFER MODEL

6.1.- COMPANY AND SELECTION PERSON’S DATA

These sub-sections are populated in automatically by the application when opening the record

with the information previously registered (Company registry).

6.2.- JOB VACANCIES

In this field, the main job vacancies within the company will be stated. It will be compulsory to

choose at least one of the five available options: “office”, “warehouse”, “transport”,

“workshop” and/or “others”. In “Denomination” the posts currently developing within the

company will be stated.

This section will be filled in the same way section 3.3 was, nevertheless, the following questions

are added: “availability to adapt the work space if necessary”, “minimum salary offered”,

“working hours”, “hours available”, “place of work” and “type and duration of the

contract” offered.

6.3.- DESIRED PROFILE

Here, the gender of the person the company is interested in will be chosen, also his/her age and

problematic, choosing it from the appropriate drop down menu..

6.4.- EDUCATION

The following data regarding Education will be registered for the worker. It is compulsory to

state which is the highest title held by the worker. For this, the user will proceed as follows:

? Select the appropriate education level from the dropdown menu on the Education

column.

? Depending on what is chosen from the first dropdown menu, another menu will appear

underneath the first one called Studies where the titles of the participant will be

selected.

? As in the previous instance, when an option is selected, another dropdown menu, called

Title, will appear, with all titles and modules to select what is most suitable for the

participant. This menu will show the following abreviations:

? T: Technician.

? AT: Assistant Technician.

? TE: Specialist Technician.

? TS: Superior Technician.

In order to modify a particular piece of information, the user will proceed by deleting the

appropriate row and filling it in with the right data.

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Regarding the Professional Education there is the “Denomination” drop down menu in which

to choose from the appropriate professional education carried out by the worker, as well as the

“Year of completion” (with YYYY format, where YYYY represents a year of four figures, for

instance, 1998 or 1980), its “Duration” (in hours) and the “Teaching institution”.

Also, in this section, the acquired knowledge regarding “Languages” and “Information

technology” will be stated in the appropriate drop down menu including their level of use in

these areas.

In case “Previous experience” is a prerequisite to carry out the position, an affirmative answer

will be stated in the option “Required”. In this case, the Position and the Minimum duration

of previous experiences will be stated.

In order to complete the information regarding the employability of the worker, serveral fields

and selection boxes will be used, refering among others to “Professional licences”, “Driving

licence”, “Hours of availability”, “Mobility”, ownership of “Own car” and knowledge of

“Typewriting”.

Lastly, information regarding the type of contract of the worker will be registered:

? Type: To select from the drop down menu.

? Length: In months.

? Year: Starting year of the contract (in format YYYY).

? Reason for not renewing: To select from the drop down menu.

6.5.- PRESELECTED CANDIDATES

The personnel using the system will be able to link both applications in order to obtain a report

relating the files with the most appropriate profiles for the job vacancy in question.

The territorial eltities of AD LABORA posses the name identification related to each registered

file in the participants’ database, so their personnel may contact the preselected people to

inform them of the job vacancy. This way, and according to the interest shown, the participants

will contact the personnel responsible for selections of the company interested in filling such a

vacancy in order to carry out the relevant selection process.

49

Once the process is finished, if however, the person responsible for the selection process does

not contact the candidate, the candidate will contact the person responsible for him/her to

inform the candidate of the results obtained in the selection process.

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7. REPORTS

Access to this section will be obtained by clicking the “Request” button. A drop down menu will

appear displaying all possible registered data combinations, these being:

? Number of registered companies per territory of intervention of the project as a whole.

? Number of registered companies per territory of intervention of the project as a whole

and per economic activity.

? Listing of the most demanded job vacancies per economic activity per territories of

intervention.

? Number of people whom encounter finding work especially difficult, previously hired by

the companies registering in the system, per territory and the total.

? Listing of the jobs carried out by the people whom encounter finding work especially

difficult per economic activity according to the territories of intervention.

? Profiles of those people whom encounter finding work especially difficult previously

hired by the companies, per territorial entity and economic activity.

? Number of companies which show interest in hiring people whom encounter finding

work especially difficult, per entity and as a total.

? Number of companies which show interest in hiring people whom encounter finding

work especially difficult, per entity and economic activity.

? Number of job vacancies registered in the application, per entity and total.

? Profile of those people demanded by the companies in the registered job vacancies:

gender, age and stated problematic.

? Number of people participanting in Project STELLA whom obtain a contract in the

registered companies, per gender, entity and total.

? Number of people whom obtain a contract through the job vacancies registered in the

system.

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8. PROCEDURE FOR LINKING BOTH APPLICATIONS

Once a job vacancy from any of the companies registered in the database is registered, the

selection process may begin for the person whom may best suit the demanded profile. The search

for the profile most suitable for the vacancy will be carried out among the beneficiary population of

Project STELLA, registered in the database for the registration of participants. With this aim in mind,

both these databases will be linked following the records and specified sections in the table below:

PARTICIPANTS’ DATABASE COMPANIES’ DATABASE

RECORD SECTION RECORD SECTION

Incorporation Profile - Gender Job vacancy Desired profile – Gender

Incorporation Problematic Job vacancy Desired profile – Problematic

Incorporation Education Job vacancy Academic qualifications - Education

Incorporation Languages Job vacancy Languages

Incorporation New technologies Job vacancy Information Technologies

Work experience – Post Prev. Experience – Post Incorporation

Work experience – Duration

Job vacancy

Prev. Experience – Min. Duration

Incorporation Licences – Driving licence Job vacancy Other req. – Driving licences

Incorporation Inscribed/to in–Hrs. available Job vacancy Other req. - Disp. hours