Components of participatory processes

These are pages that you can edit with the information you want.

To add a page, click Page in the Add Component drop-down (Figure 3).

The Add Component: Page window opens, the fields must be filled in (Figure 4):

➔ Name : Page name.

➔ Weight : corresponds to the order in which the components (in this case, the page) are displayed in the participatory process menu. The more weight, the more to the right.

➔ Global settings : (only if you want to display a Warning on the Page ) enter the content of the message.

➔ Phase settings: ( only if you want to display a Warning on the Page during the execution of a phase) write the content of the message in the phase in which it should come out.

FIG. 3. Add page

FIG. 4. Edit page

To be able to add face-to-face events, you must first configure the Meetings component. In the Add Component drop-down, click Meetings , which opens the Add Component: Meetings window (Figure 5).

You must give a Name to the meeting, select the Order (position in the process menu), and write the alerts , if applicable, in Global Settings and Phase Settings , and mark (clicking) Comments enabled / blocked for participants to process can make comments at meetings. Then click Add Component .

Once the Meetings component is set up, specific meetings can be created. In the submenu to the left of the participation process, under Components , click the name you gave to the component). The Meetings window opens, with the list of meetings that have been previously created (Figure 6).

FIG. 5. Meetings Component

FIG. 6. List of meetings

From this window, by clicking on the icons, the following actions can be performed:

• Preview how the meeting will be published
• Edit
• Registration Settings
• Close the meeting once it has taken place
• Attach files
• Delete (delete the meeting).

To create a meeting, click New at the top right of the meeting window (Figure 6). The Create Meeting window opens.

FIG. 7. Create meeting

The information to be edited when a meeting is created is (Figure 7):

• Title
• Description
• Address : street name, number, postal code, city
• Location : name of the building, room where it will take place ...
• Location details : if applicable, how to get there, flat, block, etc.
• Start time and End time : Select the date and times in the calendar that comes out by clicking inside the field.
• Category a : If applicable, select the category from the drop-down.

To activate meeting registrations, in the Meetings window (Figure 7), click the Registrations icon. The Registrations window opens (Figure 8), in which you must click on Enabled registrations , select in the drop-down Registrations available for the meeting , the available capacity (leave it at 0 if the available spaces are unlimited), and write the Registration Terms in the appropriate field. When finished, click Save . From this window you can export entries in CSV, Excel (XLS) or JSON formats by selecting the format in the Export drop-down.

FIG. 8. Enable registrations

If you want to attach a file to the meeting information, in the Meetings window, click the Attachments icon. The Attachments window opens, where the list will appear if there are other attachments and from which you can Edit or Delete Attachments.

Click New to attach a file. Then, in the New Attachment window, type the Title and Description , upload the file (by clicking Browse to File ), and click Create Attachment (Figure 9) .

FIG. 9. Create attachment to meetings

To configure the Proposals feature , in the process submenu , click Components , and then click Add Component at the top right of the window and select Proposals . The Add Functionality: Proposals window opens (Figure 10). The information to be written when setting up the proposal component is:

FIG. 10. Create proposals

➔ Nom

➔ Weight: The order in which the Proposals component should be displayed in the participatory process menu.

➔ Global settings:

- Voting limit: Select, if applicable, the support limit that a user can give.

We recommend not using this functionality for the time being, as the participatory processes launched by the Generalitat are more accustomed to deliberation.

- Check the options you want to enable for the general settings of the Proposals feature: Official Response to Enabled Proposals, Official Proposals Enabled , Comments Enabled , Geocoding Enabled , and Allow Attachments .

We recommend that you enable the fields that come by default and enable Allow attachments , so that citizens can add attachments to the proposals made by them.

- Warning: Write it if you want to display a warning when the user is making a proposal .

- Help text when creating a new proposal: write it if you want to show it.

➔ Phase configuration:

- Check the options you want to activate for each of the phases: Support enabled , Blocked media , Hidden votes (if votes are enabled, checking this option hides the number of votes), Blocked comments , Enable proposal creation , and Official response to activated proposals.

We recommend leaving the fields that come by default enabled. We propose a text as a model answer: “Thank you for your participation. Your proposal is being valued.

- Warning: Write it if you want to display a warning when the user is making a proposal .

FIG. 11. Create proposals

To finish, click Add Functionality .

For proposal management, ie accepting / rejecting proposals made by participants during the process, click Proposals in the process submenu.

The Proposals window opens, where the list with all the proposals is and for each one a series of information ( Title , Category , Scope , and Status, that is, if it is Accepted , Rejected , or No Answer ), and possible Actions ( Respond and Preview ).

FIG. 12. Window with the proposals received

To reply to the suggestions, click the Reply icon, and the Reply to Proposal window will open, in which you must tick Accepted or Rejected and type the reason or response you want to give in the Reply box.

Accepting or rejecting a proposal refers to whether it will be carried out or not. Therefore, if at the time of participation is not yet known, you can keep "Under study" with a text such as "Thank you for participating. Your proposal is being valued.

If in the planning or execution phase of public policy it is already known whether or not the proposal is accepted, the status can be changed. In this case, we recommend that you always explain why it is accepted or why it is not.

FIG. 13. Respond to proposals

You can also export proposals and / or comments in CSV or JSON formats by clicking Export at the top right.

To configure participatory budgeting functionality, in the process submenu, click Components , then Add Component at the top right of the window, and select Budgets . The Add Functionality: Budgets window opens. Fields must be filled in:

• Name: name of the functionality.
• Order: corresponds to the order in which we want the component to be displayed in the process menu.
• Global settings :
  • Total budget: Select the figure from the drop-down.
  • Percentage of the minimum budget for voting: Select the percentage in the drop-down.
  • Comments enabled: Check so that comments can be made.
  • Warning: Enter it if you want to display a warning.
• Phase configuration ; for each phase mark the appropriate options:
  • Blocked Comments : Check if no comments should be allowed.
  • Enabled supports : it is allowed to collect supports (votes) for projects.
  • Show votes: Displays the number of times a project has been selected
  • Warning: Write it down if you want to show a warning at some stage.

To finish, click Add Component .

FIG. 14. Create budgets

Once the budget functionality has been set up, the projects that will be voted on must be created. In the participatory process submenu, under Components , select the name you gave to the feature), and click New . The New Result window opens. The fields that appear in the file are the following:

• Title
• Description
• Budget
• Scope: Select the scope from the drop-down menu.
• Category: If applicable, select the category from the drop-down menu (which was previously created when generating the participatory process).
• Related proposals: Select proposals that are related to the project.

FIG. 15. Budgets

To edit the projects by voting, in the submenu of the participatory process, in Components select the name of the functionality.

The Projects window opens. Click the corresponding icons: Preview to see how it will look, Edit , Attachments to add documents or Delete . From this window you can also see the supports received by the different projects ( Number of votes ) and the total votes ( Votes completed , and Votes in progress , ie the participant has started voting but has not yet cast the vote).

FIG. 16. Budgets

In addition to creating the projects, it is necessary to specify who will be able to support them. In the process submenu, click Components and the Permissions icon (Budget Name) .

FIG. 17. Budgets

To be able to do surveys.

To configure the Tracking component, in the process submenu, click Components , and then click Add Component at the top right of the window and select Tracking . The Add Component: Tracking window opens.

 This functionality is enabled to monitor the results, how citizen proposals are applied to public policy under debate.

As an intermediate proposal to work on the return and accountability with the public, we suggest that you make a first return.

This consists of showing the participants that they have been heard, that they have taken note and that the information obtained has been worked on.

Therefore, it is highly recommended to draw up a conclusions document explaining which proposals are accepted, which are not and why. You can create this document or page with the Page feature, under the heading Return (Example Return Page Example).

Return Page Example Figure

To make discussions. We recommend not using it, as the functionality of the proposals is similar and also allows the traceability of the proposals.