County PMTS Staff System Manual

The Projects Monitoring and Tracking System (PMTS) is the county's authoritative platform for registering, tracking, reporting, and publishing development projects. Staff use it to maintain accurate project records; citizens use the public portal to view approved projects and provide feedback.

Key features

Core modules

Every county staff member receives a work email and temporary password from the system administrator. Use the Staff Login page — not the citizen registration flow.

1. 1
   Open the staff login page

   From the public website header, click Staff Login (or go to /accounts/login/).

2. 2
   Enter your county email and password

   Use the email assigned by ICT — e.g. name@county.go.ke or your department address.

3. 3
   Confirm your role (if prompted)

   System administrators may sign in under any staff role for support. All other staff use only their assigned role.

4. 4
   Change your password on first login

   Go to Profile → change password. Never share credentials.

5. 5
   Bookmark your dashboard

   County leadership and admins land on the Executive Dashboard; department staff on My Department; Economic Planning on QA Dashboard.

Your role is assigned to your account and applied automatically at login. Capabilities below reflect the current PMTS permission model.

Capability matrix

Use the paths below in induction workshops. Each path lists pages to open, tasks to practise, and the manual sections to read. Allow 2–4 hours per role tier.

Department staff (project managers)

1. Login → confirm My Department dashboard loads.
2. Sidebar → All Projects → apply department filter → open one project.
3. Practise: Add New Project → select type → complete mandatory fields → save as draft.
4. Practise: Update progress and expenditure on an existing project.
5. Practise: Upload at least one geotagged photo.
6. Practise: Bulk Import — download template, import 3 sample rows, preview, save.
7. Submit one project for QA review; track status under My QA Submissions.
8. Open Projects Feedback → read and practise a staff reply.

Economic Planning (QA / M&E)

1. Login → QA & M&E Review dashboard.
2. Filter pending submissions → open one project review screen.
3. Practise: Approve one complete record; reject one with clear correction notes.
4. Review QA metrics on the Reports hub.
5. Monitor publication_status on the project list filter.

County leadership

1. Login → Executive Dashboard → explore KPI strip and timeframe filters.
2. Open Departments, Sub-Counties, and Financial Years analytics pages.
3. Open Reports → review Key Insights and export a PDF sample.
4. Open Projects Feedback → review sentiment by location.
5. Leave executive feedback on one flagship project.

System administrator

1. Create a test staff account with department staff role.
2. Verify login redirect and sidebar links for that account.
3. Review Security & Backup → run a security scan → create a database backup.
4. Review System Settings → confirm portal contact details and SEO.
5. Open Activity Log → confirm audit entries for your test actions.

Sidebar structure

• Dashboard — role-specific home (executive, departmental, or QA landing)
• Projects — All Projects, Departments, Sub-Counties, Financial Years, Flagship filter
• Project Types — quick filters for Departmental, FLLOCA, KDSP II
• Add New Project — type selection then programme-specific form
• Project GIS — interactive map of geotagged projects
• QA & M&E Review / My QA Submissions — based on your role
• Projects Feedback — citizen comments dashboard with unread badges
• Reports — analytics hub with charts, KPIs, and drill-down tables
• Quick Links — Resources, Posts, Notifications, Activity Log, System Documentation
• User Accounts, Security & Backup, System Settings — administrators only

Analytics directory pages

Departments, Sub-Counties, and Financial Years pages aggregate budget, expenditure, absorption rate, and project counts. Filters match the executive dashboard so you can drill from high-level KPIs into departmental performance.

Shared filters

Most staff pages share the same filter vocabulary: department, sub-county, ward, financial year / election term (timeframe), project type, status, funding source, and publication status. Filters persist in the URL so you can bookmark or share a filtered view with colleagues.

1. 1
   Open Add New Project

   Sidebar → Add New Project (requires project manager or admin role).

2. 2
   Choose project type

   Pick Departmental, FLLOCA, or KDSP II. Tick Flagship to mark a county leadership priority.

3. 3
   Complete core fields

   Name, description, department, ward, budget allocation, expenditure, financial year (YYYY-YYYY), status, percentage complete, funding source, contractor (where required), and photos.

4. 4
   Fill programme fields

   Custom fields appear below the standard sections for your selected type.

5. 5
   Save

   New projects start as draft / pending publication. Update progress and submit to QA when ready for public visibility.

Project detail page

• Overview — status, budget absorption, schedule timeline, location, type-specific fields
• Photos — upload, caption, set cover image; visible on public portal when published
• Progress updates — chronological dated entries with percentage, description, and photos
• Feedback — citizen ratings and comments; staff can review and respond
• GIS — set or view coordinates on the map
• QA status — publication workflow state and review history

Editing & progress

Use Edit Project from the detail page. Department staff can only edit projects in their department unless they hold county-wide or admin privileges. Update percentage complete and expenditure regularly — these drive dashboard KPIs and report accuracy.

Progress updates history

Each Update Progress submission creates a dated entry in the Progress Updates list on the project detail page. Entries show the percentage complete, a detailed description, the update date, who recorded it, and any photos attached to that update. The list is ordered chronologically so you can review the full implementation history; the newest entry also syncs the project's overall percentage complete.

1. 1
   Open Update Progress

   From project detail → Update Progress in the top actions or Progress & Challenges card.

2. 2
   Enter date, percentage, and narrative

   Set the update date for when the milestone occurred. Describe works completed, challenges, and next steps.

3. 3
   Attach progress photos (optional)

   Add site or geotagged photos to the update record for audit evidence.

4. 4
   Review the chronological list

   Scroll to Progress Updates on the detail page to confirm the full history is captured.

Project timeline

The Project timeline panel compares planned start and end dates with elapsed time, remaining or overdue days, and physical progress. It appears on staff and public project detail pages when schedule dates are set, helping M&E teams spot delays early.

• Planned duration vs time elapsed
• Remaining days or overdue count when behind schedule
• Physical progress percentage aligned with project completion
• Visual track from planned start → today → planned end

Photos & supporting files

Supporting evidence is captured through the project photo gallery, progress update photos, and optional feedback attachments. Set start/end dates on the project record to activate the schedule timeline described above.

1. 1
   Project photo gallery

   Manage Photos → upload multiple images, add captions, set a cover image. Published projects show the gallery on the public portal.

2. 2
   Progress update photos

   Attach photos when submitting Update Progress to link visual evidence to a specific date and milestone.

3. 3
   Feedback attachments

   Citizens and staff may optionally attach photos or PDFs when submitting or replying to feedback.

Project GIS map

Sidebar → Project GIS opens an interactive map. Filter by department, ward, status, and financial year. Colour-coded markers show project status. Ensure projects have coordinates for map visibility.

Executive feedback

County leadership can leave structured executive feedback on a project. Your account role is recorded automatically. Comments appear in the project timeline for accountability.

Bulk import (Excel)

Bulk edit

Open Bulk Edit from the projects list (/projects/bulk-edit/). Filter to the records you need, edit status, progress, and financial fields inline, then save the batch. Changed rows are highlighted; all saves are written to the Activity Log.

Publication status controls whether citizens see a project. Department staff prepare records; Economic Planning approves or returns them for correction.

Verified publication badge

When a project is approved for publication, citizens see a green Project Reviewed and Verified label on the public project archive and detail pages. Staff project lists also highlight QA-approved records. The badge confirms that Economic Planning checked completeness, location, budget, and photos before the record became publicly visible.

Citizens rate projects (1–5) and leave comments on the public portal. The Feedback Dashboard aggregates sentiment by department, sub-county, and ward.

• Filter feedback by timeframe, location, and department
• Reply to citizens — responses appear on the public project page
• Track average ratings and participation rates in Reports
• Executive dashboard includes sentiment charts and flagged items

Reports hub

Sidebar → Reports opens the analytics hub: KPI strip, financial trend chart, status breakdown, departmental/sub-county/ward performance tables, sentiment, and links to specialized reports.

Specialized reports

• Project Summary — portfolio overview by filters
• Budget Utilization — allocation vs expenditure
• Feedback Summary — citizen engagement metrics
• Progress Trends, Contractor Performance, Geographic Distribution, and more

Resources (Downloads)

Quick Links → Resources. Categories (Policies, Reports, Forms, etc.) are seeded on deploy. County leadership and administrators upload PDFs; all staff can browse. Citizens download from the public Resources page.

News & updates

Quick Links → Posts opens the staff posts dashboard. Create rich-text announcements with categories (News, Announcements, Project Updates, Events). Published posts appear on the public Updates section.

System administrators manage staff accounts, security, backups, and portal configuration from the admin section of the sidebar.

1. 1
   Create account

   User Accounts → New user: email, name, role, department (for dept-scoped roles).

2. 2
   Assign role

   Pick from county leadership, planning, department, or admin tiers.

3. 3
   Communicate credentials

   Set a temporary password; user changes it on first login.

4. 4
   Deactivate

   Disable accounts when staff leave — do not delete historical audit data.

5. 5
   Security & Backup

   Run security scans, create database/media backups, review audit events.

6. 6
   System Settings

   Update portal homepage, header, footer, SEO, and contact details.

Notifications

The bell icon in the top bar shows alerts: feedback received, QA decisions, system messages, and assignments. Mark as read or open the full notifications list under Quick Links → Notifications.

Automated notification triggers

• Project update — progress recorded, QA submission, approval, or rejection
• New feedback — citizen rating or comment on a published project
• Approval required — project waiting in the QA review queue
• Deadline approaching — schedule end date nearing
• Budget threshold — expenditure crosses configured limits
• Milestone completed — major progress milestone recorded
• Task assignment — actionable item assigned to a user
• System alert — maintenance, policy updates, training, or admin broadcasts

Activity log

Quick Links → Activity Log records create/update/delete events, bulk edits, imports, and logins. County leadership and administrators can archive old entries and download CSV archives.

Staff can preview the citizen experience using View Public Portal links or by browsing with ?view=public on project URLs. Only QA-approved projects appear in public listings.

• Home — county statistics and financial year quick links
• All Projects / Flagship — searchable, filterable project gallery
• Project detail — photos, progress, feedback form
• Public dashboard — aggregate delivery stats
• Resources, Updates, FAQs, Contact

New project → public visibility

Bulk stock-take (existing Excel registers)

Monthly reporting cycle

• System administrator — account access, role changes, password resets, backups
• Economic Planning — QA publication rules, reporting definitions
• ICT / vendor support — platform errors, deploy issues, integrations
• Activity Log — first place to check when data changes unexpectedly