This guide contains all the information you need to use, and contribute to, the CanWaCH suite of data tools. Have a question that is not addressed here? Contact us and we are happy to help.

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New User? Start Here 

How to add a new project

For detailed instructions on how to enter a project, click here. 

How to edit an existing project

For detailed instructions on how to edit a project, click here. 

Next Steps

• Identify collaborators within your organization and encourage them to set up an account. 
• Contact CanWaCH to let us know which team members should be linked to your account 

User Guide

This guide contains all the information you need to use, and contribute to, the CanWaCH suite of data tools. Have a question that is not addressed here? Contact us and we are happy to help.

A. Overview

Our suite of tools include:

Tool	Features
The Project Explorer Database:	The CanWaCH Project Explorer aims to capture and share the full spectrum of efforts in global health, development, and humanitarian action with a link to Canada.
The Analytics Portal:	The CanWaCH Analytics Portal aims to summarize, and to visualise in aggregate, the information provided in the Project Explorer database. Visuals are created using Tableau software.
Project Resource Database:	Linked to the Project Explorer, the Project Resource Database allows users to search all materials shared by projects quickly and efficiently.
CSV Export files	All data captured in the above tools can be downloaded in a CSV file for independent analysis/

All information and visuals produced are open-source. Users are encouraged to download, modify, and otherwise use this information freely. Other useful resources relating to data are available on the CanWaCH website.

B. Data Contribution Process

Option 1: Add or edit a new project online

Follow these steps to add a project: 

1. Log into your account. Once logged in, you will be taken to the My Account page. 
2. To add a project, click ADD NEW PROJECT. Using the online form, complete all relevant fields pertaining to your project. 
3. Once you have entered data into all the fields relevant for your project, click Save as Draft.  The form will be submitted for review by a member of the CanWaCH staff. 

Once you have submitted your project for review, you will be taken to the project listing page. From here, you can view all of your Organization’s Published Projects, Unpublished Projects, and Organization Users.

Follow these steps to edit an existing project:

1. Log into your account. Once logged in, you will be taken to the My Account page. 
2. To edit or update a current project, click EDIT/UPDATE PROJECT. Using the online form, complete all relevant fields pertaining to your project. 
3. Once you have entered data into all the fields relevant for your project, click Save as Draft.  The form will be submitted for review by a member of the CanWaCH staff. 

Option 2: Add or edit a new project using our form (.xlsx)

We offer an offline option for staff working in contexts with limited bandwidth, or who need to share and confirm data across multiple partners. Click here to download a blank excel sheet where you can enter your project data. Contact us to receive a pre-populated sheet specific to your project. Email your completed form to [email protected].  

Adding Project Resources

Resources (in any languages) related to your project can be shared on the project page. For example, users can add their datasets, data collection tools as well as reports to their individual ProX project pages in the ‘Links & Resources’ section of the data entry form. Resources can be of all types, including questionnaires, project briefs, surveys, articles, case studies, toolkits, multimedia, guides and training manuals.  

Review and Publication

Once you have updated an existing project or submitted a new project, CanWaCH will review your submission and publish your project. Outstanding questions will be sent to you for follow up. To mark a project as complete and ready for review, save the project as draft and notify us at [email protected].

Collaborating with colleagues

You and your team members can manage your organization’s account through individual access by creating an account. Identify collaborators within your organization and encourage them to set up an account. Each colleague can view and make changes to projects led by their organization. 

C. List of Data Fields 

The following section includes every data field collected in the Project Explorer and the definition used. Currently, up to 20 different data fields can be collected. The majority of the data and information provided will be displayed on the project page. All other data fields will be available in the CSV export. Data not included by contributors will be omitted from the project page. Only data fields marked as ‘required’ must be included for a project to be published.

Basic Information

These data fields include the core essential information on projects, including title, start and end dates, budget, and location.

1. Project Title *Required field

The title should be the official title of the project, providing full words for acronyms and avoiding jargon where possible. Only one title per project is allowed.

2. Project Timeline

The start and end dates indicate whether a project is ongoing or completed. Both dates are displayed in the following format: YYYY-MM-DD

• Start Date – this is the date of project implementation 
• End Date – this is the date the project plans to end or ended.

3. Activity Status 

This usually indicates the current stage of the project activities

• Implementation – the project is currently being implemented.
• Completion – all project activities have been completed.

4. Project Budget

This field represents the total value of the project budget in Canadian Dollars ($CAD). If the project is being implemented in multiple countries, the total budget for all countries should be entered.

5. Project Countries/Regions

The country or countries in which the project is being implemented. All countries are selected along with the percentage of total budget dollars that is allocated to each country. If the project is being implemented in one country, 100% is entered. For a multiple country project, the total should add up to 100%. 

Organizations & Partners

These data fields include information on who is responsible for project reporting, and the other partners involved in implementation or funding. The contributions of partners can be represented here as well.

1. Reporting Organization  *Required field

The Reporting Organization is responsible for inputting and updating the project data. There can only be one designated Reporting Organization per project. This organization is typically based  in Canada, or receiving Canadian funding. This organization is typically the leading, implementing organization receiving and managing the bulk of the project funding but this can vary for projects conducted in consortium. The organization’s details to provide are as follows: 

• Organization Name
• Registration Number (same as the Business number, e.g. CA-CRA_ACR- is used for Canadian business numbers; use the code for other countries in the same way. In constructing an organization identifier, only the first nine digits should be used).
• Country of Registration (it should be the same as where the Business number is registered).
• Organization Type (Government of Canada, government (other countries), Other Public Sector, International NGO, National NGO, Regional NGO, Public Private Partnership, Multilateral, Foundation, Private Sector, Academic, Training and Research)

2. Funders

All funders along with the percentage of the total budget contribution per funder is shown along with In-kind contributions if applicable. The total should add up to 100%.

3. Participating Organizations 

All participating organizations / partners of all types involved in the delivery of the project can be entered. Similarly to the Reporting Organization field, the country of registration for the participating organization / partner can be specified. All government, local, and international partners involved in the project can be entered, including formal (ie: contracted) and informal partners.

Organization details to provide are as follows:

• Organization Name
• Registration Number (same as the Business number, e.g. CA-CRA_ACR- is used for Canadian Business Numbers; use the code for other countries in the same way. In constructing an organization identifier, only the first nine digits should be used.)
• Country of Registration (this should be the same as where the Business number is registered)
• Organization Type (Government of Canada; government (other countries); Other Public Sector; International NGO; National NGO; Regional NGO; Public Private Partnership; Multilateral, Foundation; Private Sector; Academic, Training and Research)

Activities & Results

These data fields include information on the themes, activities, outputs, and outcomes of project activities in both aggregatable and narrative text fields. 

1. Description 

This section provides an opportunity for the organization to include a detailed narrative description of the project. General information, as well as information on objectives, target groups, or activities are described. 

2. Outputs

At least 3-5 of the project outputs can be entered. As many outputs as you would like to share can be included.

Example of Output Types are: training, workshop, assessment, research, report, clinics built or refurbished. In the Output Descriptor, specify additional information related to the output. The expected and/or achieved outputs can be entered. 

• Number of Outputs
• Output Type
• Output Descriptors
• Results

3. Outcomes

The information summarized in this field represents highlights on the project’s accomplishments 

4. Areas of Focus

These are the specific topics the project intends to address. All areas that apply are selected along with the percentage of the total budget that is allocated to each area of focus. If the project covers only one area of focus, 100% is entered. For multiple areas of focus, the total should add up to 100%. 

Health Related Areas of Focus
1	Adolescent Health
2	Health Promotion & Education
3	Health Systems, Training, & Infrastructure
4	HIV
5	Infectious & Communicable Diseases
6	Mental Health
7	Neglected Tropical Diseases
8	Newborn & Child Health
9	Non-Communicable Diseases
10	Nutrition
11	Primary Health Care
12	Reproductive Health & Rights incl. Maternal Health
13	Secondary/Tertiary Health Care
14	Sexual Health & Rights
15	Other Health (not listed; please specify)
Other Areas
1	Disaster Risk Reduction & Early Recovery
2	Economic Development & Empowerment
3	Education
4	Environment & climate change
5	Financing for Development
6	Food Security & Agriculture
7	Gender Equality
8	Human Rights, Advocacy, & Public Engagement
9	Humanitarian Response
10	Law, Governance & Public Policy
11	Logistics
12	Protection
13	Sexual & Gender-Based Violence
14	Shelter & Construction
15	Water, Sanitation & Hygiene (WASH)
16	Other Sector (not listed; please specify)

Population Information

These data fields include the information on the individuals and communities reached by the project, including specific numbers and general descriptors.

1. Target Population Descriptors

This represents the direct population targeted by the project. The project target groups are selected according to age, gender and other descriptors. All groups that apply can be selected. 

Age / Sex
1	Adult women
2	Adult men
3	Adolescent females
4	Adolescent males
5	Children, girls
6	Children, boys
7	Under-5 children
8	Newborns
9	Older adults, women
10	Older adults, men
11	Other(s) (please specify)
Other descriptors
1	Urban
2	Rural
3	LGBTQ2I Communities
4	Refugees
5	Internally displaced persons (IDP)
6	Persons with disabilities
7	Indigenous peoples
8	Local minority groups (please specify)
9	Other(s) (please specify)

14. Population Reach

This represents the total population reached by this project, including the Direct population served, as well as the Indirect population affected if applicable. 

Direct populations include individuals who are impacted as an immediate result of the project. Indirect populations include individuals or groups who may be impacted as a by-product of the project. 

• Total Direct Population 
• Total Indirect Population

Detailed age- and sex-disaggregated population data can be entered where available as well as any relevant descriptors. 

• Number of people
• Sex
• Age Range (years):
  • From Youngest
  • To Oldest

• Direct or Indirect?
• Population group descriptors

Indicators

These data fields include information on the indicators used for major project activities.

1. Indicators 

From the list provided the indicators measured by the project are selected. If the project does not track any of these indicators, ‘None Selected’ can be chosen. The list of indicators provided include MNCH-related indicators, SRHR-related indicators as well as SDG indicators.

2. Additional Project Indicators

Any additional project indicators identified as the most useful and feasible for the project can be included.

Other Data

These data fields include geo-coordinate information used to generate maps, as well as specific links, resources, and contact information related to the project.

3. Locations

The geo-coordinates for the locations to be displayed on the map can be entered. If there are no known coordinates, the name of the location(s) can be provided. The project scope can be specified: National projects cover one country; regional projects cover one or more regions of a country; and local projects cover one or more sub-regions of a country or one or more specific locations.

• Latitude
• Longitude
• Country
• Project Scope
  • Local
  • Regional
  • National
  • None
• Name of location

4. Links

Any links related to the project can be provided.

• Title
• URL

5. Resources

Resources related to the project (in any language) can be uploaded. Examples of resource types can be: questionnaires or data collection forms, survey reports, training material, project briefs, datasets, sensitization material like posters for health centers and radio messages, etc.

20. Contact Information

The contact information for the project in your organization can be entered. The information will be made public. Note: By providing the Contact Information details, you understand that the information will be made publicly available on the CanWaCH website and consent to sharing this information.

• Name
• Organization
• E-mail

Reference: ProX Data and IATI

The International Aid Transparency Initiative (IATI) “is a voluntary, multi-stakeholder initiative that seeks to improve the transparency of aid, development and humanitarian resources in order to increase their effectiveness in tackling poverty”. Through this initiative, data is published on development activities worldwide, to provide organizations, donors, and interested stakeholders with information that will help them to plan and deliver more effectively.

The CanWaCH Project Explorer draws its core project data from targeted outreach to organizations. It also draws data from Government-funded projects from the GAC Project Browser that is based on the IATI standards. To facilitate comparability, core project data in the Project Explorer is collected based on the IATI standard. While the Project Explorer generally follows the IATI standard, there are some differences in how CanWaCH displays project data. Some of these notable differences include different terminology, or variations in how certain fields are categorized. For example, the Project Explorer incorporates both formal and informal partners in the participating organization field, while displaying funders and reporting organizations in separate fields. IATI only includes formal partners, and combines funders, reporting organizations, and other partners in one field. 

There are a few fields that are unique to the Project Explorer, such as population reach (total direct and indirect population numbers), age and sex disaggregated data, participating organizations (formal and informal partners), target group and community group tags, and project resources not otherwise available online. The Project Explorer’s target population field is also mainly unique, although IATI does tag projects with policy markers, which function similarly to the target population field, but focus on broader policy areas (e.g. gender equality) as opposed to specific communities and groups. Due to the nature of IATI’s mission, there is also a higher amount of detail in aid flow related fields in their data. A common data field, i.e a unique project identifier/IATI identifier, is available for allowing the merging of the databases.

To classify the topics projects address, the Project Explorer uses 29 different areas of focus. Those are based on the OECD DAC purpose codes used by IATI, where they are labeled as sector codes. Within the ProX, these areas of focus have been adapted to be intuitive and applicable to organizations and ProX users. 

Data Classification and Management Resources

Visit our website to view our most up-to-date policies and procedures relating to data privacy, protection, and more. 

• Project Explorer methodological notes can be found here, and are available for download here.
• Analytics Portal methodological notes can be found here and are available for download here.

D. Downloading and Using Data

Datasets are open source and free to download from the Project Explorer using the Filter option. Single or multiple project data can be downloaded. Projects can be filtered by: topics (health-related areas of focus and others); regions or countries; or organizations (reporting/lead organizations, participating organizations/ partners or funders). The search feature allows users to view projects by active or inactive projects showing projects that are ongoing or already completed. 

To download a dataset, after identifying the individual project or multiple projects to investigate using the filter option, the dataset can be downloaded by pressing on the <Export Data> button.  Users are encouraged to conduct independent analysis using the available data, and to review sample size and other contextual information before drawing conclusions. 

E. Frequently Asked Questions from Data Contributors 

Common questions from data contributors are included below. For a full list of frequently asked questions, visit our website.

1. How will contributing my data help me? 

Contributing to our data tools will help you and your organization:

• Search better: Use the map and filter bar to focus in on certain projects, or click here to view all projects currently in the database.
• Understand better: Export specific project data for your own reports, or analyze aggregate information in easy-to-download visuals.
• Deliver better: Learn from the impact of other Canadians and their partners, and use global data tools to make smarter, evidence-based decisions.
• Coordinate better: Locate potential partners, donors, and opportunities through our search filters.

2. What projects should I include in Project Explorer? 

The Project Explorer features projects funded by all sources, including but not limited to projects funded by the Government of Canada. The Project Explorer captures and shares the full spectrum of efforts in global health and gender equality with a link to Canadian actors or Canadian funding. 

The Project Explorer features development as well as humanitarian projects. Any project, from any sector, with a Canadian link is eligible to be included in the Project Explorer. If you are uncertain, include information on the project or contact us.

3. Should I submit only ongoing or completed projects?

The Project Explorer features ongoing, as well as completed projects. Once projects are completed, the project page remains on the Project Explorer. On the Project Explorer map, completed (inactive) projects are shown as black dots whereas active projects are shown as blue dots. 

4. Is the information I share confidential?

All data fields are optional and organizations should only include the data they are comfortable sharing. Identifying information on individuals is not collected. In addition, all data submitted by organizations is carefully reviewed by CanWaCH prior to publication. The Project Explorer does not store additional project information other than what is shared publicly. 

All Project Explorer data is contributed voluntarily by organizations and their partners, during any stage of the project lifecycle, including after completion. 

5. How much time will contributing data take?

New projects will take an average of 30 minutes to enter in the data collection form, provided the information is readily available. The CanWaCH Secretariat can assist in creating new project pages if reports, websites or other materials are provided for reference. Updates to an existing project will likely take between 5-10 min. These can also be sent to the CanWaCH Secretariat for assistance.

Assistance and Feedback

For assistance with your account, or with using this portal or any of our data tools, email us at [email protected] 

We value your feedback! Please complete our user survey here to let us know how we can improve.