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TRAINING REPORT

Information Technology Skills for Provincial and Regional Information Officers of Khyber Pakhtunkhwa

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH


Imprint As a federal enterprise, GIZ supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. Published by: Support to Good Governance in Pakistan Programme funded by the German Ministry of Economic Development and Cooperation and implemented through Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH Support to Good Governance in Pakistan Programme Administrative Reform Component 6-D (4), Park Avenue Road, University Town, Peshawar, Pakistan T (+92 91) 585 2532, 584 2585, 584 2586 F (+92 91) 585 2531 I www.giz.de Responsible: Catherine Isabel Froehling, Head of Programme Dr. Detlef Barth, Principal Advisor, Administrative Reform Component Technical Adviser: Tariq Khan Afridi, Advisor Communication and Civic Education, Administrative Reform Component Cooperation Partner: Pakistan Academy for Rural Development (PARD), Peshawar Layout: Wasim Abbas for Ad.Sense Printing and Advertising, Peshawar Pakistan Place and date of publication: Peshawar, September 2013 The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) was formed on 1 January 2011. It brings together the long-standing expertise of DED, GTZ and InWEnt. For further information, go to www.giz.de.

“All rights are reserved. No part of this book may be reproduced by any means without written permission from GIZ. Reproduction for non-commercial purposes is permitted provided the source is named.”


Prologue The significance of Information Technology (IT) in today’s digital age is unprecedented. With rapid advancements in the ever-evolving field of IT, a world of opportunities has also opened up for the Government of Khyber Pakhtunkhwa to explore and utilise novel ways of two-way communication between the state and the citizens. This realisation also happens to be one of the key recommendations of the Government of Pakistan owned and adopted peace-building policy framework referred to as the Post-Crisis Needs Assessment (PCNA ). Provincial Information and Public Relations Department, being the lead communication and information management unit of the Provincial Government, has a clear mandate of implementing the PCNA’s communications recommendations. To that effect, the Department has initiated measures to effectively respond to its functions and challenges through the formulation of peace-building communication strategy for the province, expansion of FM radio network beyond Peshawar, induction of automated two-way information management between line departments, etc. On the basis of the findings of the capacity development needs assessment workshop held in October 2011, two major categories of Information Officers were identified to undergo two different fragments of the training i.e. basic IT skills and advanced IT skills. At the same time, the IT resources which are at the disposal of the Information and Public Relations Department remain largely under-utilised. The example of a File Transfer Protocol (FTP) system may be cited here which has the potential of being a useful tool for information sharing and knowledge management by the Information Officers. However, the resource remains untapped and may be largely attributed to lack of skills on handling IT systems.

Information Officers working in Peshawar and different regions (Kohat, Abbottabad, Swat, etc.) are still mainly dependent on paper based communication and coordination mechanisms. To be able to adequately respond to latest IT trends and tools, the capacity development of Provincial and Regional Information Officers was identified as one of the key priority interventions of the Government of Khyber Pakhtunkhwa. Administrative Reform Component of GIZ Support to Good Governance in Pakistan Programme has been working closely with the Information and Public Relations Department since 2011 through its key implementing partner, Provincial Disaster Management Authority/Provincial Reconstruction, Rehabilitation and Settlement Authority (PDMA/ PaRRSA), in developing the professional capacities of the Information Officers. The key purpose of the IT Skills for Information Officers training module (basic and advanced IT skills) is to improve the quality (speed and efficiency) of Information and Public Relations Department’s internal communication and also foster external communication with primary stakeholders. One of the immediate benefits could be reflected across the Department’s in-house website, www. infokhyberpakhtunkhwa.org.pk. It is also anticipated that the improved IT skills level of the Information Officers will go a long way in enabling them to lead the PCNA communications implementation process. Dr. Detlef Barth Principal Advisor Administrative Reform Component Support to Good Governance in Pakistan Programme

1 The goal of the PCNA is to provide a helpful, pragmatic, coherent and sequenced peace building strategy for the Government of Pakistan (focusing on Khyber Pakhtunkhwa and FATA) that delivers an agreed vision within 10 years.

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Contents Prologue................................................................................................................................................................................................................................. i List of Abbreviations..................................................................................................................................................................................................... iii Basic IT Skills Introduction......................................................................................................................................................................................................................... 01 Objectives............................................................................................................................................................................................................................. 01 Participation........................................................................................................................................................................................................................ 02 Contents................................................................................................................................................................................................................................. 03 Methodologies.................................................................................................................................................................................................................... 04 Sessions................................................................................................................................................................................................................................. 04 Advance IT Skills Introduction......................................................................................................................................................................................................................... 11 Objectives.............................................................................................................................................................................................................................. 11 Participation........................................................................................................................................................................................................................ 12 Contents................................................................................................................................................................................................................................. 14 Methodologies.................................................................................................................................................................................................................... 15 Sessions................................................................................................................................................................................................................................. 15 Annexures Annexure-I Training Plan............................................................................................................................................................................................ 20 Annexure-II Training Participants......................................................................................................................................................................... 22 Annexure-III Pre-training Evaluation................................................................................................................................................................. 24 Annexure-IV Post-training Evaluation............................................................................................................................................................... 32

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Capacity Development Training

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List of Abbreviations CD

Compact Disc

CPU

Central Processing Unit

DBMS

Database Management System

FAQs

Frequently Asked Questions

FATA

Federally Administered Tribal Areas

GIZ

Deutsche Gesellschaft f端r Internationale Zusammenarbeit

GoKP

Government of Khyber Pakhtunkhwa

HTML

Hyper Text Markup Language

IM

Instant Messaging

IO

Information Officer (Provincial Cadre)

IT

Information Technology

KP

Khyber Pakhtunkhwa

MCQs

Multiple Choice Questions

MIS

Management Information System

MS

Microsoft

NIM

National Institute of Management

PARD

Pakistan Academy for Rural Development

PaRRSA

Provincial Rehabilitation, Reconstruction and Settlement Authority

PCNA

Post-Crisis Needs Assessment

PC

Personal Computer

PDF

Portable Document Format

PDMA

Provincial Disaster Management Authority

PRO

Public Relations Officer (Government of Khyber Pakhtunkhwa)

PTCL

Pakistan Telecommunication Limited

Q&A

Questions and Answers

RAM

Random Access Memory

ROM

Read Only Memory

URL

Uniform Resource Locator

Web

Website (also an alternative word usage for internet)

WWW

World Wide Web

XP

eXPerience (Microsoft Window Operating System introduced in 2001)

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BASIC it SKILLS


Introduction Information Technology has undeniably become a major component in the day-to-day affairs of civil services. From managing public finance and social services to fostering economic development and public relations, the effective role of IT cannot be overruled from any of the government functions. As the eyes and ears of the Government, the standing of the Information and Public Relations Department is of paramount importance with respect to its functions and responsibilities. Just like the diversity in their expected roles, the professional backgrounds of the officers also varied significantly. While a few officers demonstrated elementary IT skills during the pre-training needs assessment, majority of the Department’s workforce lagged behind in this area. Consequently, the Director Information Khyber Pakhtunkhwa prioritised the organisation of a basic-level IT skills training through GIZ technical support to instill beginner’s level know-how and capability with respect to IT in the workplace. For the purpose of outlining a comprehensive implementation plan for the training, a workshop meeting was held on Monday, 28th January 2013 at GIZ Governance Programme Peshawar Office. Representatives from PDMA/PaRRSA (Mr. Adnan Khan, Media and Communication Specialist) as well as the Information and Public Relations Department (Mr. Liaqat Amin, Deputy Director Information) participated actively to draw a structure which could be readily implemented.

During the workshop, it was jointly agreed that in order to cater to the diverse IT skills training needs of the Information Officer, the training would be designed and delivered in two batches. The four-day professional training course on Basic IT Skills was conducted between April 15th and April 18th, 2013. The training was organised by the GIZ Support to Good Governance in Pakistan Programme and implemented by the Pakistan Academy for Rural Development (PARD), Peshawar. The training was organised for the Information Officers (across the province) representing the Khyber Pakhtunkhwa Information and Public Relations Department.

Objectives Modern IT platforms have rapidly transformed the way state communicated with citizens in the past. Now with just a click of the button, one can access government resources and representatives through websites and emails. The primary objective of the training course was to build the basic level IT capacities and computer application skills of the Information and Public Relations Department. In order to achieve that milestone, broad objectives were elaborated which aimed to: • Enable the Information Officers to draw maximum benefit from the existing IT trends, tools and technologies

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

• Develop the Information Officers into creative and effective users of computer based productivity tools, such as the Microsoft Office Suite • Harness the existing professional skills set of the Information Officers to make them more responsive and effective in their day-to-day functions With these aspects in focus, the basic IT skill training programme was fragmented into four broad categories - mentioned-below in Modular Division Section. Similarly, the resource persons and training providers were required to follow standard guidelines

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to plan technology based and practice oriented activities in which participants achieved success in learning, communication and skills. The modular division was intended to enable participants: • Search, compile, analyse and process wide-ranging information from a variety of sources through web enabled platforms (downloading relevant information, internet searching techniques, etc.) • Process data and report results in a more reliable and speedy manner through digital

information exchange system (file sharing, email communication, etc.) • Apply knowledge in improving office management procedures through the integrated MS Office Suite (Word, Excel, Powerpoint) • Improve workflows of respective teams within the Department through computerised monitoring and evaluation mechanisms (computer based attendance sheet, performance assessment template, etc.)

Participation On the basis of existing skills set, two broad categories of Information Officers were identified by the capacity development programme working group. This meant that customised training submodules had to be designed (basic and advanced IT skills). After evaluation of needs assessment results, a total of 19 participants (IOs/PROs) qualified for the

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basic sub-module. The trainees’ group had different levels of position, age, qualification and experience. However this blend of mixed environment enabled them to share their knowledge and experience among themselves. With a few exceptions, majority of the participants demonstrated unacquaintedness with basic computer skills.

S.No Participant’s Name

Official Designation

1

Mr. Shuaib-ud-Din Khan

Director Information Khyber Pakhtunkhwa

2

Syed Zafarmand Ali

Deputy Director Information / Regional Information Officer Kohat

3

Mr. Zamir Gul

Regional Information Officer Mardan

4

Mr. Habib Ullah

Information Officer

5

Syed Amir Hussain Shah

Information Officer

6

Mr. Ahmad Jan

Information Officer

7

Mr. Arshad Husain

Information Officer

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Ms. Yasmeen Arshad

Information Officer

9

Mr. Wahed Ullah

Assistant Director Information

10

Mr. Amajad Ali shah

Assistant Director Information

11

Mr. Husain Ahmad

Information Officer

12

Mr. Ikram Ullah Saeed

Information Officer

13

Mr. Irshad Khan

Information Officer

14

Mr. Masood Ahmad

Assistant Information Officer for District Courts

15

Mr. Irshad Ahmad

Article Writer

16

Mr. Sardar Hamid Roghani

Public Relations Officer

17

Mr. Fazle Qayyum

Translator

18

Mr. Mukhtiar Ahmad

Information Officer

19

Mr. Liaqat Amin

Assistant Director Information / Training Focal Person

Feedback from the participants was largely positive in terms of conduct of the training, delivery of sessions and logistic arrangements. Similarly, the training coordination and implementation team noted that the participants enthusiastically took interest and actively participated in all sessions which contributed towards the achievement of training objectives. In

particular, the attendance of participants and time management performance were the highlights of the training. The course coordinators observed that participants prepared exceptionally for the review sessions and demonstrated marked improvements as the training progressed.

Contents As per the Modular Division (already indicated above), the following narration indicates the four broad categories (content specific) which were prepared for the course implementation.

menu, manage files and search for content on the computers. Furthermore, they were also enabled to create shortcuts, use gadgets and change system settings.

Basic Computer Operations

Microsoft Office Suite

With a basic overview of the parts and functions of a computer system, the participants were introduced to the two key components (hardware and software), the computer architecture (comprising of processing, input and output units) as well as the general structure of a computer system (CPU, RAM, storage devices, etc.).

The basic IT skills training content covered a theoretical introduction to MS Word, Excel and Powerpoint softwares followed by basic level handson training. Creation of files, formatting of text, functioning with worksheets and working with presentations were the broad topics covered under the basic IT skills on using MS Office.

Microsoft Windows (focus on XP version)

Internet and Web Applications

With no prior experience required, the basic IT skills training was tailored in a fashion to benefit new users of a personal computer (as the participants’ profile suggested). Training sessions focused on the core features and functions of Windows XP. Participants were provided with the opportunity to use the start

It served as a basic guide to internet basics including the basis for the frequently used terminologies, key internet concepts, working on web browsers, computer network architecture, interactive e-mail services and web search activities.

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Methodologies The focus of the training was on both theoretical as well as practical learning, however, due to the specific nature of the course, practical hands-on sessions were the main constituents. Job descriptions and functional duties of the Information and Public Relations Officers were studied beforehand by the training coordinators and accordingly the training course was structured to help the participants gain maximum from the topics. The course setting was structured along important IT themes which were delivered through introductory lectures in classrooms and their real-time practical exercises in computer laboratories. The real-time execution of softwares, programs, tools and commands provided the participants an opportunity to test and verify their knowledge and understanding. To foster an inclusive process, the participants were involved through course revisions, practical exercises, question/answer sessions and do-

it-yourself sittings. Each participant was provided with a personal computer for practical exercises, the presentations were delivered via multimedia projector, white boards were used during lectures and sufficient reading material was distributed among the participants as hand-outs.

Sessions Day 1: April 15th, 2013 Inauguration (8.30 am to 9.30 am) The inaugural session comprised of participants’ registration, welcome to the participants, introduction of PARD and GIZ Support to Good Governance in Pakistan Programme, an overview of the training objectives and the pre-training evaluation. The proceedings began with the recitation from the Holy Quran by one of the participants. Thereafter, Mr. Abdul Sattar, PARD Training and Coordination Officer, formally welcomed the participants and elaborated the objectives associated with the conduct of the Basic IT Skills training programme the preconceived ideas and targets about training programmes. The keynote speech was delivered by Secretary Information and Public Relations Khyber Pakhtunkhwa, Mr. Azmat Hanif Orakzai. He lauded the trainees’ for their participation and thanked GIZ for providing technical assistance. Commenting on the training contents, he emphasised the importance of IT for Information Officers and maintained that for information management systems to be timely, receptive and consistent, adoption of IT was the onesize-fits-all solution. Dr. Gohar Saeed, Additional

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Director Training PARD, provided the participants with an orientation on training methodologies, course contents, time schedules, usage of manuals and encouraged participants to actively take part during practical and Q&A sessions. Afterwards, the participants were given pre-training evaluation forms consisting of 20 MCQs in order to help evaluate the competence level of the participants about basics of IT. The classroom norms were set by the participants themselves.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Morning Session (09.30 am to 10.30 am) Mr. Akbar Zaman (Head of IT Centre, NIM Peshawar) Introduction to IT and Basics of Computer

Computer usages, devices constituting a computing system, working of a computer, difference between data and information, primary components of a PC, various forms of computer devices (input and output), central processing unit functionalities, types of storage devices (temporary versus permanent),

difference between software/hardware and introduction to application softwares such as Word documentation, Excel spreadsheets, Access databases and Powerpoint presentations.

Noon Session (11.00 am to 01.00 pm) Mr. Arif Khan (Research Librarian, PARD Peshawar) Microsoft Windows XP Operating Systems and Desktop Applications focused on: • Understanding files and folders - creating, renaming, moving and deleting • Accessing my documents and various options it offers • Opening , editing, saving and deleting a computer file • Basic and advance searching techniques in Windows XP This session provided the participants with an interactive tour of Windows environment covering key topics such as the start menu, my computer, control panel, basic softwares, help option and identifying the controls in menus, toolbars and dialogue boxes. Practical demos and exercises

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

• Customisation of the desktop - display settings, files reorganisation, etc. • Installation and uninstallation of packages and device drivers

software

• Adding and sharing local and network printer

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Afternoon Session (02.00 pm - 04.00 pm) Mr. Asad Zia (Assistant Director IT, PARD Peshawar) Hands-on Session with Microsoft Windows XP Control Panel Designed to be an engaging training session, the trainer designated each participant to a workstation and instructed them to explore the Control Panel by working on the basis of what had been covered during the previous session. Responding to group and individual questions, the trainer gave answers by practically working on a workstation connected to the multimedia projector. Not only did such a method encourage hands-on practice, it also generated increased participation and interest.

Day 2: April 16th, 2013 Morning Session (08.30 am to 10.30 am) Mr. Arif Khan (Research Librarian, PARD Peshawar) Word Processing Basics with Microsoft Word documentation software of choice for IT users the world over. The following aspects pertaining to MS Word were then covered through theoretical lectures and practical lessons. • Introduction to word processor i.e. MS Word 2003 and 2007 (key features and facets) • Starting with MS Word software through desktop application and start menu

The trainer provided brief history and development of MS Word as the word processing and electronic

• Demonstration of basic features including opening an existing document, creating a new document, saving a document, setting up page options, printing features and useful tips on naming files

Noon/Afternoon (merged) Sessions (11.00 am to 04.00 pm) Mr. Jehanzeb Khan (Assistant Director, NIM Peshawar) and Mr. Asghar Ali (Assistant Research Librarian, PARD Peshawar) Hands-on Session on MS Word In addition to providing opportunities for trainees to master the basic level MS Word topics covered previously through practical exercises, this extended session shifted focus towards MS Word advanced features, including: • Setting margins, boundaries and borders for the page layout and working within the parameters

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• Planning, designing and developing “table of contents” for Word documents • Formatting paragraphs, using bullets/numbers and using tables with different layout options In order to keep track of the learning progress thus far, a questionnaire comprising of 10 questions was

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


distributed among the participants. The trainer also encouraged the participants to look for answers using the Windows help option as well as internet search so that their theoretical knowledge could be matched with practical experience. In the latter half of the day, Mr. Asghar Ali took over the training facilitation focusing on more advanced features and options of MS Word, such as: • Inserting, drawing, formatting, aligning tables with textual content in MS Word • Using pictures and graphic elements within MS Word documents • Working with headers/footers, creating hyperlinks for text points and using track changes option

Day 3: April 17th, 2013 Morning/Noon (merged) Sessions (08.30 am to 01.00 pm) Mr. Akbar Zaman (Head of IT Centre, NIM Peshawar) Spreadsheet Basics with Microsoft Excel The first academic session of the day started with the recap of previous day in review session. Keeping in view the relevance and importance of spreadsheets for day-to-day essential functions of Information Officers, the day was allocated to lecture and practical work on MS Excel, the world’s renowned spreadsheet software of MS Office family. The trainer started from the very basic concepts associated with MS Excel, its usage and functionalities. In order to enhance the understanding level of the participants, the trainer quoted examples from daily life, which also triggered their thought process in utilising the software functionality to dispose their desk functions. During the practical exercises, the participants got to work on the following topics: • MS Excel basic features including starting with a new document, opening already created MS Excel files, inserting data within worksheets, changing layouts of the page and formatting existing worksheets • In order to integrate all the basic but key features of MS Excel, the trainer gave a practical assignment to the participants to work on. They were asked

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

to develop a statistical comparison of local newspapers’ circulation list using the following commands and options: Developing the layout of the worksheet, formatting the worksheet in a tabular arrangement, using mathematical formulas for calculations, importing MS Excel features and validation of data sources. Sufficient time was provided by the trainer for run-through and also the trainer spent individual time with each participant to assist them.

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Afternoon Session (02.00 pm to 04.00 pm) Mr. Arif Khan (Research Librarian, PARD Peshawar) Feedback and Q&A Session on MS Excel The final session of the day provided the participants with an open discussion forum to share their experience working with MS Excel and also to address the difficulties which they had faced during the process. The trainer provided a list of key commands and options which the Information Officers would most likely need during their routine work. Due to the highly technical and relatively advance nature of the session, the trainer kept the focus as narrow as possible to ensure the desired learning outcome.

Day 4: April 18th, 2013 Morning/Noon (merged) Sessions (08.30 am to 01.00 pm) Mr. Arif Khan (Research Librarian, PARD Peshawar) and Mr. Jehanzeb Khan (Assistant Director, NIM Peshawar) Internet Basics and Starting with the Web (Email, Messenger and Web 2.0) The objective of the long-winded session was to demonstrate to the participants the uses of internet and the ways in which internet technology could be benefitted from. To begin with, the participants were asked: • What is your understanding about the internet and its different uses? • How is a personal computer connected to the internet to access online material? • What do you know about the www and web browsers?

These questions set the context for the session and also provided the trainer with a familiarity regarding the know-how level of the participants. Moving forward, the trainer combined theory with practice to cover the training theme. The theory part mostly covered issues such as the uses of internet, different forms of internet browsers available to users and the functionality of a search engine to access information material. Practical demonstrations were then given on: • Starting with the internet, how to connect a PC • Hardware and software requirements needed in a PC to access the internet (icons, notifications) • Working with a web browser, such as, Internet Explorer, Google Chrome, Mozilla Firefox, etc. • Applied demonstration of using search engines such as Google, Bing and Yahoo • Understanding network icon in notification bar and setting the homepage for the web browser • Using address bar within the web browser and other key buttons offered by the Internet Explorer • Getting accustomed with URL and which parts of it were essential for the web address to work

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Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


• Explaining thoroughly what bookmarking is and why is it important for a web user After being introduced to the internet basics and using web enabled platforms and mediums, the participants were then trained on utilising search engines “www.google.com.pk” to demonstrate to them how they could access information material and resources through the internet. Some of the elements which were covered included:

• Various options offered by search engines to perform desired tasks • Assessing the search results retrieved in terms of relevance and suitability • Obtaining required data/text from a particular webpage and import it into MS Word • Narrowing down search results by using inverted quotes and different commands

Afternoon Session (02.00 pm to 03.00 pm) Mr. Asad Zia (Assistant Director IT, PARD Peshawar) Social Media Platforms for Information Exchange In line with the outreach and advocacy functions of the Information and Public Relations Officers, the final session entirely concentrated on new trends and technologies of online two-way communication, i.e. the “social media” as a group of internet-based applications that build on the ideological and technological foundations of Web 2.0. Starting with an MS Powerpoint presentation, the trainer gave a basic introduction to Social Media by referring to the interactions among people in which they create, share and exchange information and ideas in virtual communities and networks. The trainees were also provided interactive lessons on various social media technologies including online magazines, internet forums, micro blogging, people networks, multimedia content and social bookmarking. The whole concept of social media was summarised by the trainer as an application of a set of theories in the field of media research and social processes which utilises six major types of media: • Collaborative projects (for example, Wikipedia, Nupedia, etc.)

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

• Internet logs and micro blogs (for example, Twitter, Tumblr, etc.) • Multimedia content communities (for example, YouTube, Daily Motion, etc.) • Social networking sites (for example, Facebook, Hi5, MySpace, etc.) • Virtual resource sharing (for example, Bearshare, UTorrent, multimedia downloads, etc.) • Online gaming (for example, World of War Craft)

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Graduation (03.00 pm to 04.00 pm) For the concluding session, all the participants were led to the classroom and provided with post-training evaluation sheets to be filled in on individual basis. The evaluation forms consisted of MCQs (covering diverse aspects of the training programme such as structure of the sessions, quality of the training, acquisition of new skills, provision of facilities, etc.) which would assist the training coordinators in assessing the level and outcome of training contents. Representing the group of trainees, Mr. Irshad Khan (Information Officer) expressed his views that the training had enabled them in learning about new areas of information for which they were dependent on support staff previously. On behalf of all the participants, he thanked the training organisers, implementers and head of department for providing the opportunity of such an important undertaking. The closing speech was presented by Additional Secretary Information and Public Relations, Mr. Faridullah Khan, who congratulated the participants on completion of the training. Also, he took the opportunity to stress the importance of IT in

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everyday functions of the Information and Public Relations Officers hoping that the new skills would help in overcoming the gap between available skills and needed competencies. The training formally came to a closure with the certificate distribution and a group photograph.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


D ADVANCE it SKILLS


Introduction Building up further on the Basic IT Skills training sub-module, the second phase focussed on imparting higher level of learning for those Information Officers who held basic understanding and knowhow of utilising IT tools and technologies in their workplace. During the capacity development needs assessment workshop conducted during October 2011, almost half of the participants identified advanced skills in IT as one of their pressing capacity development needs. The Information Officers have exceptionally diverse functions to perform. On a particular day, they might be assigned to brief a group of journalists on a government’s initiative. They very same day, they may be responsible to release a news item to all the mainstream print and electronic media within tight deadlines. Similarly, audiovisual content is another area where Information Officers (in particular) are required to work in.

the Government of Khyber Pakhtunkhwa, the formulation of peace-building communication strategy with the Information and Public Relations Department being in the driver’s seat, the expanding FM radio network in the province and the planned establishment of Strategic Communication and Social Media sections. These key initiatives all the more emphasis the need to apply or acquire the skills to manage them. These points gathered during the assessment workshop and subsequent focus group discussions helped GIZ Support to Good Governance in Pakistan Programme in designing the Advanced IT Skills training with the assistance of Pakistan Academy for Rural Development (PARD), Peshawar. The training was organised between April 22nd and April 26th for the Information Officers working within Khyber Pakhtunkhwa.

All the diversity within their day-to-day roles call for increased usability of information and communication technologies which could only be possible if the Information Officers and Public Relations Officers are well equipped professionally. There have also been recent developments within the Information and Public Relations Department which have further increased the need for them to be taught on IT skills through an advanced training outline. Some of these key developments include the “Right to Information” mechanism being introduced by

Objectives Evident from the arguments laid down in the previous section, IT skills have become a requisite for the Information Officers to rely upon from undertaking basic daily functions to working on a unique communication project. However, it was considered more practical and impactful to design two sub-modules within the IT Skills training module so that tailored and customised training sessions could be designed and delivered to the officers with regards to their experience and competence of working on IT related tools and technologies. To get there, the training aimed to:

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• Leverage the existing IT skills level of Information Officers to the next level thereby opening up new opportunities and possibilities • Broaden the application of already-in-use computer softwares, such as Microsoft Office Suite, in a way that fits the evolving roles of Information Officers • Capitalise on the emerging forms of communication, i.e. Social Media and Digital Information, to reach out to a bigger target group within available resources

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


With these aspects in focus, the advanced IT skills training was fragmented into six broad categories - mentioned below in Modular Division Section. Similarly, the resource persons and training providers were required to follow standard guidelines to plan technology based and practice oriented activities in which participants achieved realisation in terms of learning, communication and skills. The modular division intended to enable participants: • Learn and apply advanced search techniques utilising internet based “search engines” to retrieve and gather news reports, information material and secondary data • Utilise computer applications to process large amounts of data and generate reports which can result in priority setting and decision making • Apply composite skill, knowledge and practice across Microsoft Office Suite to gain maximum from the available options and solutions • Interact with a wider audience through the emerging trends in Social Media and Web 2.0 to communicate the policies, priorities and plans of the Government of Khyber Pakhtunkhwa

• Enable transfer of knowledge with regards to IT through guidance and mentoring of officers cadre (who did not participate) and support staff within the Information and Public Relations Department • Bring cutting edge communication and information management practices to the workplace thereby enhancing output productivity within the available technical, financial and human resources

Participation The eligibility criteria set by the Director Information was the experience and competence level of Information Officers on the basis of which they were categorised by the capacity development working group. Resultantly, a made-to-order training programme was designed for the 21 participants

(IOs/PROs) who participated during the length of the training. Keeping in view the complex nature of certain training topics, the sessions were designed in a way that they built-up on a step-by-step approach.

S.No Participant’s Name

Official Designation

1

Mr. Shuaib-ud-Din Khan

Director Information Khyber Pakhtunkhwa

2

Mr. Muhammad Tayyab

Regional Information Officer Abbottabad

3

Syed Abul Hassan

Information Officer

4

Mr. Firdous Khan

Information Officer

5

Mr. Atta-ul-Haq

Information Officer

6

Mr. Sibghat Ullah

Regional Information Officer Dera Ismail Khan

7

Mr. Muhammad Imran

Information Officer

8

Mr. Mubashir Rahim Malik

Regional Information Officer Abbottabad

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IT Skills for Khyber Pakhtunkhwa Information Officers

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9

Mr. Salim Khan

Information Officer

10

Mr. Gul Karim

Information Officer

11

Mr. Ibni Amin

Regional Information Officer Malakand

12

Mr. Sajid Saleem

Assistant Information Officer

13

Mr. Muhammad Iqbal

Regional Information Officer Bannu

14

Mr. Waqar Hussain Shah

Assistant Information Officer

15

Mr. Sarwar Khattak

Regional Information Officer Swat

16

Mr. Ihsan Mishwani

Press Publicity Officer

17

Mr. Amir Hussain Shah

Assistant Information Officer

18

Mr. Dil Jan Khan

Computer Operator

19

Mr. Idrees Shah

Translator

20

Mr. Khalid Muhammad

Dark Room Attendant

21

Mr. Liaqat Amin

Assistant Director Information / Training Focal Person

For the training coordination team to assess the performance of the participants before, during and after the training, benchmarks were set for testing and verification through morning recaps, practical

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exercises and review sessions. The quick morning reviews helped set the context for training day ahead and practical exercises ensured active inclusion from all the participants.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Contents As per the Modular Division (already indicated above), the following narration indicates the six broad categories (content specific) which were prepared for the advanced course implementation. Microsoft Powerpoint Advanced Features The participants were demonstrated on how to enhance their presentation skills and techniques. This was done through learning how to integrate tables with texts, add hyperlink to link up another source material, create professional looking presentations through high-end formatting and include audiovisual content within the presentation. Microsoft Excel Advanced Features The training team took the participants beyond the basics of Excel through training them on how to use advanced features and functions in the worksheet program. The participants were trained in setting up an Excel worksheet through cell sequencing and text alignment. Also, they were trained on using mathematical formulas to work contents with complex information and to use visual illustrations (graphs, charts, etc.) to interpret technical information. Following up on MS Powerpoint session, the participants received hands-on training with regards to integrated data sharing between MS Excel and MS Powerpoint files. Hardware Troubleshooting and Software Security This modular section mainly comprised of two components. Firstly, it focussed on studying the hardware devices that make up a personal computer in order to identify and locate hardware-related fault conditions. Furthermore, the participants had the opportunity to understand system related threats such as viruses, malwares and spywares which may compromise information security. They were also introduced to different techniques and programs to detect these threats and to remove them.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

Social Media and Tendencies With a lot of interest in knowing about the uses and applications of social media in their work procedures, the participants had lecture-based and hands-on session on social media, various types and the ways in which it could be applied within their workplace. Topics which were covered comprised of methods and platforms for web sharing, social bookmarking, micro blogging, digital networking, instant messaging and audiovisual sharing. Setting-up Management Information System To improve the ability of the Information Officers in planning, organising and disseminating both quantitative and qualitative information, a full-day session was reserved on planning, designing and running a basic-level information system. With Microsoft Access, the participants had their first experience of an information system (database management) to learn about its usages and benefits. Not only were they introduced to the concepts and classifications of MIS but were also assigned to different working groups in order to design and implement a basic-level information system. Internet Communication and Webpage Designing A full-day session was designed around the aforelisted two key areas. Keeping in view the communication management roles of the participants, they were provided with theoretical and practical lessons on using online messaging and electronic mailing systems for speedy communications. Towards the latter half, the participants then worked on developing webpages, starting from the introduction to concepts and concluding with the basic design of webpage interfaces.

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Methodologies In line with the basic IT skills training sub-module, advanced IT skills were also taught by combining theory and practice in a way that both mediums complemented each other. Prior to the course design, considerable information was gathered on the roles and responsibilities of the participants through coordinating with the Information Department’s focal person, analysing prescribed job descriptions and studying the capacity development needs assessment report. The training paced through the 5-day time period in an inclusive yet progressive manner, in a way that the learning goal was kept paramount. The advanced IT skills sub-module had the right mix of classroom lectures, laboratory sessions, practical exercises, workgroup assignments and plenary discussions. To ensure that every participant got the opportunity to test the anticipated skills, access was ensured to personal computers

during the practical sessions. Also, printed material was provided during classroom lectures and all the multimedia presentations were given to the participants in a CD-ROM towards the end.

Sessions Day 1: April 22nd, 2013 Inauguration (8.30 am to 9.30 am) The inaugural session comprised of participants’ registration, welcome to the participants, introduction of PARD and GIZ Support to Good Governance in Pakistan Programme, an overview of the training

objectives and the pre-training evaluation. The proceedings began with the recitation from the Holy Quran by one of the participants. Ms. Naznin Shad, the training coordinator for advanced IT skills sub-module delivered the welcome address and with inputs from participants set the administrative norms. Thereafter, she called upon Mr. Tariq Afridi (GIZ Advisor Communication and Civic Education) to set the context for the training by communicating the objectives of the capacity development training prepared in partnership with the Information and Public Relations Department. Pre-training evaluation was conducted in order to assess the competence level of the participants with regards to advanced IT skills.

Morning Session (09.30 am to 10.30 am) Mr. Muhammad Bakhsh (Research Officer, PARD Peshawar) Microsoft Powerpoint Advanced Features After providing a brief background of Microsoft Powerpoint, the trainer shifted focus towards the more advanced options and aspects of the presentation software which could enhance the

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quality and appearance of information dissemination. The participants were given a detailed run-through of different tabs and panels which could be accessed by the MS Powerpoint users.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Noon Session (11.00 am to 01.00 pm) Mr. Akbar Zaman (Additional Director IT, PARD Peshawar) Working with Microsoft Powerpoint Advanced Environment Building-up on the existing skills of the participants and the information transferred during the previous session, the trainer covered the following topics: • Creating charts with data, graphs and pictures (style, layout, formatting, display, etc.) • Using tables from MS Excel with cell adjustments, columns/rows selections, table effects, etc.

• Customising presentations with application of themes, backgrounds and designs • Applying special effects through SmartArt to enhance the look of texts, objects and videos • Setting-up, expanding and presenting the slide show with multiple options

Afternoon Session (02.00 pm - 04.00 pm) Mr. Jehanzeb Khan (Additional Director Staff, PARD Peshawar) Microsoft Powerpoint for Academic and Reference Purposes The final session brought together all the areas covered during the day and had them implemented in a way that it corresponded to the information sharing and desk research related functions of the Information Officers. The trainer demonstrated the “handouts and notes” function of MS Powerpoint and participants were trained on how to view, edit and print a presentation which they had developed while working through various sessions. New areas covered included output handouts to a PDF file, using handout master for editing (putting logo, changing layout, etc.), sending handouts to MS Word, etc. The participants were also educated on how to adapt presentations through custom layouts, theme

applications, background styles, animation features and using print options.

Day 2: April 23rd, 2013 Morning Session (08.30 am to 10.30 am) Mr. Akbar Zaman (Additional Director IT, PARD Peshawar) Hardware and Software Troubleshooting A highly technical session which covered the very important areas of analysing hardware and software glitches and teaching ways to remove them. Key points which came under discussion and demonstration included the following: • Different types of softwares and what they mean for computer users • Differentiating between hardware and software from troubleshooting perspective

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

• Identifying hardware anomalies and determining methods to rectify them • Examining hardware devices (motherboard, graphic adapter, sound card, etc.) for proper maintenance • Installation of softwares and searching for compatible device drivers

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Noon Session (11.00 am to 01.00 pm) Mr. Jehanzeb Khan (Additional Director Staff, PARD Peshawar) Management Information System for Information Officers This was an entirely new area of learning for the participants, however, the session drew considerable interest owing to its relevance and importance for their workflows. The session started with a basic introduction of MIS and its various types depending on the functionality. The Information Officers were also informed on the use of MIS as an important information management and data analysis tool. Moving towards the practical phase, the participants then got to know about the steps involved in developing an indigenous MIS application and on its working. Afternoon Session (02.00 pm - 04.00 pm) Mr. Asad Zia (Assistant Director IT, PARD Peshawar) Webpage Design and Development As one of the key findings of the capacity development needs assessment of the Information Officers, one full session was kept for webpage designing and development methodologies. This session covered the entire spectrum of webpage development from introduction of basic concepts to developing a website’s homepage using Wordpress. Topics that comprised of the session included differentiating between a website and webpage, static versus dynamic webpages, creating webpage using Wordpress, applying design elements to the webpage, writing content for webpages and introduction to different websites which can host Wordpress extensions.

Day 3: April 24th, 2013 Full-Day Session (08.30 am to 04.30 pm) Mr. Jehanzeb Khan (Additional Director Staff, PARD Peshawar) MIS for Information Officers using Microsoft Access and Database Management System Due to the fact that Information Officers are assigned to work with large amounts of raw data which is processed to produce meaningful information, so the best solution to assist their functions is through an automated information system. During the third day of the advanced IT sub-module, participants were kept immersed in understanding and creating a system through MS Access which could store data filed in

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Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


the form of a “databank”. This databank or parts of it were then retrieved to create reports, analyse data, draw comparisons - as means of knowledge management, decision making and strategic planning. The participants were guided through the following topics: • Introduction to DBMS (major functions, key components and advantages)

• Getting started with database design (conceptual and physical) • Familiarity with MS Access, as a collection of data, procedures, reports, interfaces, etc. • Creating forms, reports and using data sharing techniques through MS Access • Case-study for practical implementation using all the topics and concepts learned before

Day 4: April 25th, 2013 Morning Session (08.30 am to 10.30 am) Mr. Khalid Amin (Instructor IT, NIM Peshawar) Microsoft Excel Advanced Features I The first session worked around the methods of improving the layout of prepared worksheets using advanced options and selections. Some of the covered areas include formatting the data cells, adding more sheets to the existing worksheet, editing cells with new data ranges, merging multiple cells into

one, alignment of textual content within the cells and sequencing the worksheet. By applying conditional formatting techniques, the participants were able to work with different styles by applying them to tables and cells.

Noon Session (11.00 am to 01.00 pm) Mr. Akbar Zaman (Additional Director IT, PARD Peshawar) Microsoft Excel Advanced Features II Following session kept the participants engaged on using complex formulas and functions to execute statistical data. Main focus areas were as follows: • Naming of cells and using named ranges in formulas

• Using functions like IF, VLOOKUP, HLOOKUP, PROPER, LEFT and RIGHT Functions • Working with lists, illustrations, cliparts, shapes, charts and graphs

Afternoon Session (02.00 pm - 04.00 pm) Mr. Asad Zia (Assistant Director IT, PARD Peshawar) Microsoft Excel Advanced Features III The last session on MS Excel presented the chance to briefly review the previous sessions and also introduced the participants to more functionalities of working with the worksheet program. For the first time, the Information Officers got to know of the technique to publish worksheets as HTML and email collaboration. Additionally, the session covered other new aspects such as how to; create professional looking forms, lock values to avoid changes and track down mistakes using formula auditing tools.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

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Day 5: April 26th, 2013 Full-Day Session (08.30 am to 04.30 pm) Mr. Arif Khan (Research Librarian, PARD Peshawar) Social Media and Digital Communication With the rise in the trends and technologies faced by the social media and online communication platforms, the Information Officers were kept involved for a full-day on the concepts, tools, techniques and technologies within these areas. The whole day session was further divided into two micro-sessions as follows: Social media: • Understanding the world of social media, what it signifies and how to get maximum benefit • Discovering how to use social media for engaging and communication with the citizens • Using the likes of YouTube, Facebook, Twitter, Google+ and LinkedIn within Provincial Government’s media strategy • Learning the dos and don’ts of using online/micro blogging sites and social networks

• Selecting and using the most suitable social media for Information Officers Online communication: • Using free email and IM services to manage accounts, such as, Gmail, Yahoo and Hotmail • Understanding the essentials and distinctions of email and virtual communications • Writing effective emails with right subject lines and body text for variety of purposes • Harnessing the potential of email and instant messaging to communicate effectively and persuasively with government departments, media agencies, development partners, civil society organisations, research institutes and nongovernment outfits

Graduation (04:30 pm to 05.00 pm) The training sub-module was concluded with a closing speech by Mr. Tariq Afridi (GIZ Advisor Communication and Civic Education) appreciating the trainees for their dedicated learning effort as well for their active participation. He further stated that the new age information and communication management trends have advanced tremendously owing a great deal to emerging IT technologies. In order to keep pace with the changing times, he said, continuous professional development was the way forward. He completed the address by saying that taking back the responsibility of applying these skills within the workplace also meant that these learning outcomes will be shared with other colleagues who were not part of the training programme. Additional Director Training (PARD, Peshawar), Dr. Gohar Saeed distributed the certificates among successful

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participants bringing the graduation ceremony to a formal closing.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Annexure-I

Training Plan

Khyber Pakhtunkhwa Information Officers Capacity Development Programme Four-day training course on: Basic Information Technology Skills (April 15 - April 18, 2013) Coordinators: Dr. Gohar Saeed (Additional Director Training) Mr. Asmatullah (Resource Associate) Day/Date

08:30 - 10:30

11:00 - 13:00

14:00 - 16:00

April 15, 2013 Monday

Introduction to IT and Basics of Computer (Mr. Akbar Zaman)

MS Windows XP Operating System Desktop Applications (Mr. Arif Khan)

Hands-on Session with MS Windows XP Control Panel (Mr. Asad Zia)

Word Processing Basics with MS Word (Mr. Arif Khan)

Hands-on Session on MS Word I (Mr. Jehnazeb Khan)

Hands-on Session on MS Word II (Mr. Asghar Ali)

Worksheet Basics with MS Excel (Mr. Akbar Zaman)

Worksheet Basics with MS Excel (Mr. Akbar Zaman)

Hands-on and Feedback Session on MS Excel (Mr. Arif Khan)

Internet Basics and Introduction to Email, Messenger and Web 2.0 (Mr. Arif Khan)

Internet Basics and Introduction to Email, Messenger and Web 2.0 (Mr. Jehnazeb Khan)

Social Media Platforms for Information Exchange (Mr. Asad Zia Siddiqui)

Inauguration (08:30) April 16, 2013 Tuesday April 17, 2013 Wednesday April 18, 2013 Thursday Graduation (16:00)

Registration and pre-course test Tea break Lunch and prayer break Group photo

Capacity Development Training

: : : :

08:00 - 08:30 hours 10:30 - 11:00 hours 13:00 - 14:00 hours April 16, 2013 (@ 10:30 hours)

IT Skills for Khyber Pakhtunkhwa Information Officers

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Khyber Pakhtunkhwa Information Officers Capacity Development Programme Five-day training course on: Advanced Information Technology Skills (April 22 - April 26, 2013) Coordinators: Ms. Naznin Shad (Training Instructor) Mr. Siyar Muhammad (Resource Associate) Day/Date

08:30 - 10:30

11:00 - 13:00

14:00 - 16:00

April 22, 2013 Monday

Microsoft Powerpoint Advanced Features (Mr. Muhammad Bakhsh)

Working with Microsoft Powerpoint Advanced Environment (Mr. Akbar Zaman)

Microsoft Powerpoint for Academic and Reference Purposes (Mr. Jehanzeb Khan)

Hardware and Software Troubleshooting (Mr. Akbar Zaman)

Management Information System for Information Officers (Mr. Jehnazeb Khan)

Webpage Design and Development (Mr. Asad Zia)

April 24, 2013 Wednesday

MIS for Information Officers using Microsoft Access and Database Management System I (Mr. Jehanzeb Khan)

MIS for Information Officers using Microsoft Access and Database Management System II (Mr. Jehanzeb Khan)

MIS for Information Officers using Microsoft Access and Database Management System III (Mr. Jehanzeb Khan)

April 25, 2013 Thursday

Microsoft Excel Advanced Features I (Mr. Khalid Amin)

Microsoft Excel Advanced Features II (Mr. Akbar Zaman)

Microsoft Excel Advanced Features III (Mr. Asad Zia Siddiqui)

Social Media and Digital Communication (Mr. Arif Khan)

Social Media (Mr. Arif Khan)

Digital Communication (Arif Khan)

Inauguration (08:30) April 23, 2013 Tuesday

April 26, 2013 Friday Graduation (16:00)

Registration and pre-course test Tea break Lunch and prayer break Group photo

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: : : :

08:00 - 08:30 hours 10:30 - 11:00 hours 13:00 - 14:00 hours April 24, 2013 (@ 10:30 hours)

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Annexure-II

Training Participants

Khyber Pakhtunkhwa Information Officers Capacity Development Programme Four-day training course on: Basic Information Technology Skills (April 15 - April 18, 2013) S.No Participant’s Name

Official Designation

1

Mr. Shuaib-ud-Din Khan

Director Information Khyber Pakhtunkhwa

2

Syed Zafarmand Ali

Deputy Director Information / Regional Information Officer Kohat

3

Mr. Zamir Gul

Regional Information Officer Mardan

4

Mr. Habib Ullah

Information Officer

5

Syed Amir Hussain Shah

Information Officer

6

Mr. Ahmad Jan

Information Officer

7

Mr. Arshad Husain

Information Officer

8

Ms. Yasmeen Arshad

Information Officer

9

Mr. Wahed Ullah

Assistant Director Information

10

Mr. Amajad Ali shah

Assistant Director Information

11

Mr. Husain Ahmad

Information Officer

12

Mr. Ikram Ullah Saeed

Information Officer

13

Mr. Irshad Khan

Information Officer

14

Mr. Masood Ahmad

Assistant Information Officer for District Courts

15

Mr. Irshad Ahmad

Article Writer

16

Mr. Sardar Hamid Roghani

Public Relations Officer

17

Mr. Fazle Qayyum

Translator

18

Mr. Mukhtiar Ahmad

Information Officer

19

Mr. Liaqat Amin

Assistant Director Information / Training Focal Person

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

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Khyber Pakhtunkhwa Information Officers Capacity Development Programme Five-day training course on: Advanced Information Technology Skills (April 22 - April 26, 2013)

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S.No Participant’s Name

Official Designation

1

Mr. Shuaib-ud-Din Khan

Director Information Khyber Pakhtunkhwa

2

Mr. Muhammad Tayyab

Regional Information Officer Abbottabad

3

Syed Abul Hassan

Information Officer

4

Mr. Firdous Khan

Information Officer

5

Mr. Atta-ul-Haq

Information Officer

6

Mr. Sibghat Ullah

Regional Information Officer Dera Ismail Khan

7

Mr. Muhammad Imran

Information Officer

8

Mr. Mubashir Rahim Malik

Regional Information Officer Abbottabad

9

Mr. Salim Khan

Information Officer

10

Mr. Gul Karim

Information Officer

11

Mr. Ibni Amin

Regional Information Officer Malakand

12

Mr. Sajid Saleem

Assistant Information Officer

13

Mr. Muhammad Iqbal

Regional Information Officer Bannu

14

Mr. Waqar Hussain Shah

Assistant Information Officer

15

Mr. Sarwar Khattak

Regional Information Officer Swat

16

Mr. Ihsan Mishwani

Press Publicity Officer

17

Mr. Amir Hussain Shah

Assistant Information Officer

18

Mr. Dil Jan Khan

Computer Operator

19

Mr. Idrees Shah

Translator

20

Mr. Khalid Muhammad

Dark Room Attendant

21

Mr. Liaqat Amin

Assistant Director Information / Training Focal Person

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Annexure-III

Pre-training Evaluation

Khyber Pakhtunkhwa Information Officers Capacity Development Programme Four-day training course on: Basic Information Technology Skills (April 15 - April 18, 2013)

A) EVALUATION FORM: This pre-training evaluation form is aimed at getting the participants’ (Information Officers) expectations and how the course relates to their work roles and responsibilities. The participants’ work responsibilities, their work needs, skills they intend to develop and their personal inspiration from this training programme should be reflected in this form. The cooperation of all participants in providing the following information is greatly appreciated. Name: …………………………………………………. Job Cadre: ………...……………………………………. Department: ………..………………………………….. Telephone……………………………………………… Mobile………………….………………………………. Email address: ………………………….……………… Date…………………………………….………………

01. How do you rate your computer and information technology skills? ☐ Low

☐ Basic

☐ High

02. State your main responsibilities in your current job? ……………………………………………………………………………………………………………........……… ………………………………………………………………………………………………………………...……… ………………………………………………………………………………………………………………...……… ……………………………………………………………………………………………………………….………..

03. Why is the training needed? ……………………………………………………………………………………………………………........……… ………………………………………………………………………………………………………………...……… ………………………………………………………………………………………………………………...……… ……………………………………………………………………………………………………………….………..

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IT Skills for Khyber Pakhtunkhwa Information Officers

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04. Have you attended any similar training before? If yes, give details. ……………………………………………………………………………………………………………........……… ………………………………………………………………………………………………………………...……… ………………………………………………………………………………………………………………...……… ……………………………………………………………………………………………………………….………..

05. How familiar are you with the subject of the course? (Pick the most relevant) ☐ Very familiar

☐ Familiar

☐ Not familiar

06. What skills and knowledge do you want to develop by attending this training? Please state as many as appropriate. ……………………………………………………………………………………………………………........……… ………………………………………………………………………………………………………………...……… ………………………………………………………………………………………………………………...……… ……………………………………………………………………………………………………………….………..

07. What benefits will there be in relation to your job performance by developing the above skills and knowledge? Only focus on job related benefits. ……………………………………………………………………………………………………………........……… ………………………………………………………………………………………………………………...……… ………………………………………………………………………………………………………………...……… ……………………………………………………………………………………………………………….………..

B) APTITUDE TEST: Name: …………………………………….……

Date…………………………………….……

Note: Attempt all questions and select the correct option/s Time Allowed: 20 Minutes

01. CPU stands for:

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a) Control Processing Unit

b) Central Processing Unit

c) Control Programming Unit

d) None of these

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


02. Operating system is an example of:

a) Application software

b) System software

c) Both a & b

d) None of these

03. What do you understand by the word ‘USB?’

a) A storage device

b) A physical port name in computer

c) A standard bus in computer which allows fast data transfer

d) None of these

04. Microsoft Excel is particularly used for creating:

a) Graphs

b) Presentations

c) Spreadsheets

d) Databases

05. What is the default file extension for all MS Word documents?

a) TXT

b) WRD

c) DOCX

d) None of these

06. Microsoft Power Point is particularly used for creating:

a) Graphs

b) Presentations

c) Spreadsheets

d) Databases

07. Microsoft Access is particularly used for creating:

a) Graphs

b) Presentations

c) Spreadsheets

d) Databases

08. Which application will you use to browse the web pages?

a) Internet Explorer/Browser

b) MS Word

c) MS Excel

d) MS Power Point

09. When you try to access your email account, what information will be needed?

a) Your CNIC number

d) None of the above

b) Your passport number

c) Your login and password

10. In order to save an existing document with a different name you need to:

a) Retype the document and give it a different name.

b) Use the Save As command.

c) Copy and paste the original document to a new document and then save.

d) Use Windows Explorer to copy the document to a different location and then rename it.

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

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11. Identify a search engine in the given web-site addresses

a) Yahoo.com

b) Google.com

c) Msn.com

d) All of the above

12. In MS Power Point slideshow, if I want to move to the next slide, I will need to:

a) Press the ENTER key

b) Click on mouse button

c) Press the SPACE bar

d) All of the above

13. Every email address contains which of the following symbol:

a) #

b) @

c) &

d) *

14. Which programme icon will you click for browsing the internet?

a)

b)

c)

d)

15. What key should be pressed to end a slideshow?

a) Enter Key

b) Escape Key

c) Space Key

d) F1 Key

16. WWW is an internet terminology which stands for:

a) World Wide Web

b) World Web Wide

c) When Where Why

17. The interface between user and computer is called:

a) Operating system

b) Windows XP

c) MS Word

d) Both a & b

18. In MS Word, which shortcut key is used to justify the text along the corners of page?

a) Ctrl + K

b) Ctrl + J

c) Ctrl + N

d) None of the above

19. You created a ten-page document, but only want to print the first two pages. What printer command will you select?

a) Print all

b) From ____ to ____

c) Page setup

d) Print preview

20. Which key moves the cursor to the beginning of the next line of text?

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a) Tab

b) Enter/return

c) Backspace/delete

d) Shift

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Khyber Pakhtunkhwa Information Officers Capacity Development Programme Five-day training course on: Advanced Information Technology Skills (April 15 - April 26, 2013) A) EVALUATION FORM: This pre-training evaluation form is aimed at getting the participants’ (Information Officers) expectations and how the course relates to their work roles and responsibilities. The participants’ work responsibilities, their work needs, skills they intend to develop and their personal inspiration from this training programme should be reflected in this form. The cooperation of all participants in providing the following information is greatly appreciated. Name: …………………………………………………. Job Cadre: ………...……………………………………. Department: ………..………………………………….. Telephone……………………………………………… Mobile………………….………………………………. Email address: ………………………….……………… Date…………………………………….………………

01. How do you rate your computer and information technology skills? ☐ Low

☐ Basic

☐ High

02. State your main responsibilities in your current job? ……………………………………………………………………………………………… ……………........……………………………………………………………………………… ………………………………………...……………………………………………………… ………………………………………………………………...……………………………… ……………………………………………………………………………………….………..

03. Why is the training needed? ……………………………………………………………………………………………… ……………........……………………………………………………………………………… ………………………………………...……………………………………………………… ………………………………………………………………...……………………………… ……………………………………………………………………………………….………..

04. Have you attended any similar training before? If yes, give details. ……………………………………………………………………………………………… ……………........……………………………………………………………………………… ………………………………………...………………………………………………………

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IT Skills for Khyber Pakhtunkhwa Information Officers

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05. How familiar are you with the subject of the course? (Pick the most relevant) ☐ Very familiar

☐ Familiar

☐ Not familiar

06. What skills and knowledge do you want to develop by attending this training? Please state as many as appropriate. ……………………………………………………………………………………………… ……………........……………………………………………………………………………… ………………………………………...……………………………………………………… ………………………………………………………………...……………………………… ……………………………………………………………………………………….………..

07. What benefits will there be in relation to your job performance by developing the above skills and knowledge? Only focus on job related benefits. ……………………………………………………………………………………………… ……………........……………………………………………………………………………… ………………………………………...……………………………………………………… ………………………………………………………………...……………………………… ……………………………………………………………………………………….………..

B) APTITUDE TEST: Name: …………………………………….……

Date…………………………………….……

Note: Attempt all questions and select the correct option/s

Time Allowed: 20 Minutes

01. Who invented the Graphical User Interface (GUI)?

a) Apple

b) Microsoft

c) Dell

d) IBM

02. You are conducting an online research for a news report. The raw facts you collect are called:

a) Text

b) Data

c) Information

d) Document

03. When using web-based email on a public computer, email account security is important. Which of the following will help ensure security?

a) Using a different browser

b) Not opening attachments

c) Clearing the internet cache

d) Changing the country/language settings

04. Email service providers automatically scan attachments before permitting download. Why are email attachments scanned:

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a) To measure the size of the file which is being downloaded

Capacity Development Training

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b) To safeguard against viruses

c) To determine if any illegal material is being attached to the emails

d) So users pay for additional download capacity

05. Ali wants to find a website that he briefly skimmed over yesterday. After turning on his computer how would he do this?

a) Click on the “Back” arrow until the desired website is found

b) Click on the “Go to” or “Search” in the browser

c) Go to the “History” page and look for the site

d) Go to the “Bookmarks” or “Favourite” pages

06. You are writing a narrative for an assignment. Which of these is the most important thing to do frequently?

a) Use the “Print Preview” feature

b) Use the Spell Checker

c) Save the document

d) Format the text

07. When you copy a formula in MS Excel:

a) It erases the original copy of the formula

b) It edits cell references in the newly copied formula

c) It adjusts absolute cell references

d) It doesn’t adjust relative cell references

08. Which of the following will not cut information in MS Excel?

a) Use the “Print Preview” feature

b) Use the Spell Checker

a) Selecting Edit>Cut from the menu

b) Pressing Ctrl + C

c) Clicking the Cut button on the standard

d) Pressing Ctrl + X

09. Which of the following is an absolute Cell Reference?

a) !A!1

b) $A$1

c) #a#1

d) A1

10. The process of identifying specific rows and columns so that certain columns and rows are always visible on the screen is called:

a) Locking

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b) Freezing

IT Skills for Khyber Pakhtunkhwa Information Officers

c) Selecting

d) Fixing

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11. Which one of these is not a social networking site? a) Facebook

b) Hi5

c) Twitter

d) Gmail

12. Which one of these is not a web browser?

a) Internet Explore

b) Google Chrome

c) File Zilla

d) Netscape Communicator

13. Which database object can specify criteria or conditions to show records and fields from one or more tables?

a) Form

b) Query

c) Report

d) Table

14. The ________ command reclaims unused space and improves database efficiency.

a) Squeeze Database

b) Repair Database

c) Save

d) Compact and Repair Database

15. Because of the complexity of a database, Access limits certain _____ operations.

a) Review

b) Layout

c) View

d) File

16. A system for transferring web documents which defines how messages are formatted and transmitted over internet is;

a) Hypertext Transfer Protocol

b) World Wide Web

c) Uniform Resource Locator

d) Hyper Transformed Text Publisher

17. Many consider this site, which allowed users to create their own web pages, to be the first social networking site;

a) My Space

b) Geocities

c) Orkut

18. This 1997 program allowed computer users to instantly chat with other users;

a) Friendster

b) AOL Instant Messenger

c) MySpace

d) MSN Messenger

19. Which site is primarily designed to host user-uploaded pictures and photos?

a) Flickr

b) Google Hangout

c) Bing

20. Wordpress, Typepad and Expression Engine can all be used for;

31

a) Instant messaging

b) Word processing

c) Content management

d) Peer-to-peer file sharing

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Annexure-IV

Post-training Evaluation

Khyber Pakhtunkhwa Information Officers Capacity Development Programme Training course on: Information Technology Skills (Basic/Advanced) (April 15 - April 26, 2013) Having successfully completed the training, this questionnaire is aimed at assisting us in understanding how the training course has met your needs and to also enable us in improving training courses for future opportunities. The questions can be answered by circling a number on the scale which best fits your opinion. Where you intend giving additional information, please write your response clearly and precisely in the space provided for the purpose.

01. Structure and organisation: 1

Duration of the training

Too short 1

Short 2

Fair 3

Long 4

Too long 5

2

Schedule of the training

Too short 1

Short 2

Fair 3

Long 4

Too long 5

3

Amount of discussions held

Too short 1

Short 2

Fair 3

Long 4

Too long 5

4

Quality of the training

Too short 1

Short 2

Fair 3

Long 4

Too long 5

02. Physical resources and facilities Very poor 1

Training venue

2

Setting of the training room

3

Light arrangement

4

Suitability of training room

5

Teaching aid facilities

6

Quality and quantity of meals

7

General environment

8

Any other (please specify)

Poor

Fair

Good

Very Good

03. Objectives of the training

Please encircle one each from the following two boxes which indicates your understanding about the importance of the course and the objectives achieved. To indicate your opinion about importance, circle:

To indicate your opinion about achievement, circle:

1

Not important

1

Not achieved

2

Least important

2

Achieved a little

3

Somewhat important

3

Somewhat achieved

4

Important

4

Mostly achieved

5

Very important

5

Fully achieved

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers

32


04. Resource persons: In general how do you evaluate resource persons in this training programme? 1) Expertise:

Poor (

)

Fair (

)

Good (

)

Excellent (

)

2) Clarity:

Poor (

)

Fair (

)

Good (

)

Excellent (

)

3) Time management: Poor (

)

Fair (

)

Good (

)

Excellent (

)

05. Knowledge and skills 1. Name two new things that you have learnt from this training course ……………………………………………………………………………………………… ……………........……………………………………………………………………………… 2. Name two greatest strengths of the training course ……………………………………………………………………………………………… ……………........……………………………………………………………………………… 3. Name two weaknesses, if any, of the training course ……………………………………………………………………………………………… ……………........……………………………………………………………………………… 4. Name any two sessions/topics which you liked the most ……………………………………………………………………………………………… ……………........……………………………………………………………………………… 5. Coordination How was the role of course coordinators? Not cooperative Cooperative 6. Any other suggestion/recommendation which you think can make this course more useful and attractive ……………………………………………………………………………………………… ……………........………………………………………………………………………………

33

Capacity Development Training

IT Skills for Khyber Pakhtunkhwa Information Officers


Deutsche Gesellschaft f端r Internationale Zusammenarbeit (GIZ) GmbH Support to Good Governance in Pakistan Programme Administrative Reform Component 6-D (4), Park Avenue, University Town, Peshawar, Pakistan T (+92 91) 585 2532 F (+92 91) 585 2531 I www.giz.de/pakistan


Training Report on IT Skills for Khyber Pakhtunkhwa Information Officers  
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