FAQ

General Questions About Kinaki

What is Kinaki?

Kinaki is an online-based monitoring, evaluation and learning (MEL) tool for project design, data collection, analysis and reporting. It provides a platform for timely and meaningful project monitoring systems. Kinaki removes technological obstacles to make data collection, analysis and reporting easy and efficient; so you spend less time at the computer and more time in communities and implementing projects. Kinaki can be used for:

  • Project design (you can build your problem tree and logic model directly in Kinaki, for free)
  • Automated reporting on outcomes and outputs
  • Shaping project activities based on your data
  • Tracking project activities and results for individuals and groups
  • Collecting, storing and analyzing all of the data collected over your project’s life (needs assessment, baseline, monitoring, evaluation) whether it’s quantitative or qualitative

What services are included with a Kinaki purchase?

In addition to access to Kinaki’s project design, data collection, analysis and reporting features, there is also an experienced team working with you to provide guidance and support along the way. The Kinaki team provides consultations about indicators, data collection methods, reports, and can also help you with the organization and analysis of your data.

How does Kinaki improve accountability and transparency?

In Kinaki, your organization can store all project data in one place. Throughout your project, you can rest assured that data being reported is accurate and coming from the right source.

You can also easily verify how results in your report are calculated. This is particularly useful for standardizing indicator calculations when you are analyzing multiple data sets throughout the project cycle.

How do I request a new feature or an enhancement of Kinaki features?

If you feel that some features are missing or that you want to introduce new features to Kinaki, please contact our team at info@kinaki.org. We are grateful for all suggestions that come our way!

How do I customize Kinaki to meet my project's needs?

Do you have a unique project? Is your organization’s structure different from others in terms of funding and reporting? Are you unsure how to incorporate monitoring in your operations? We understand that organizations are different and we are open to customizing functions to address the specific needs of your organization. Please contact us at info@kinaki.org to discuss your needs and how we can help customize your experience.

How will Kinaki develop in the coming years?

We are working on new features for Kinaki that will support our users to establish more comprehensive systems of monitoring and evaluation; starting from the project’s design stage until the moment when the final report is submitted to the donor. Managing different tools and software is challenging, we want Kinaki to support you for the whole lifecycle of your project; helping to streamline your processes and keeping all of your data in one secure place.

We’ve recently introduced a number of new and exciting features:

1. Free project design features enable you to create your problem tree, logic model and indicator table directly in Kinaki. Our intuitive drag-and-drop function makes this aspect of the design process easy as you work to outline and order your outcomes and outputs. In Kinaki, your logic model and indicator table are also linked, automatically updating whenever you make a change.

2. New data collection tools. Now, you can design your survey directly in Kinaki. You can link your questions to your indicators so you know you’re asking all the questions you need. And, you can use our unique and intuitive drag-and-drop function to set the survey flow, so you’re always asking the right people the right questions. We want to offer our users the flexibility to collect data in the form they need: you can use our mobile app, online forms, or print surveys to paper.

What’s coming up:

We’re working hard to release new features for qualitative data. We want to you to be able to use Kinaki for qualitative data collection, storage, analysis and reporting, whether it be in the form of pictures or notes. Soon we’ll be able to say that truly all of your data can be collected, stored and analyzed in one place.

We are committed to making Kinaki an intuitive and user-friendly tool and strive to find innovative solutions that reflect the times and needs of our clients.

What platforms are supporting Kinaki? What hardware and software do I need?

Kinaki runs in your browser so there are no limitations regarding software. Kinaki works best in Google Chrome and Mozilla Firefox. Kinaki can be used on all computers and tablets running on Android, Windows and iOS systems, with the exception of iPads.

How do I start a new project in Kinaki?

If you’ve never used Kinaki before, we can activate a test project so you can explore the Kinaki environment.

For first-time Kinaki users, our support team will set-up your project and you will receive an email invitation to join the “new project”. (The email will contain a link to activate your account and create your password. Your email address and selected password will become your log-in credentials.)

We include a training package for all new Kinaki users: we’ll teach you how to set-up new projects so next time you can do it on your own!

Are there other data collection and analysis systems I should consider?

There are many data collection and analysis systems available, each of them with slightly different features and pricing options. We recommend making a comprehensive list of your needs, including the number of users needing access to the system, then conducting a comparison of features and pricing.

The most commonly used tool for data analysis is Microsoft Excel. Though Excel provides a lot of flexibility and is readily available on most people’s computers, it requires a certain level of technical capacity in order to benefit from what it offers. Data can also be mistakenly deleted or moved around when sharing Excel files with a large team which can cause a lot of frustration and have a significant impact on your results and reports to donors.

Kinaki is much less complicated to use. Calculations can be saved, reports automatically updated and data stored safely. We strive to keep Kinaki simple and easy-to-use, so it does not have all of the functions of a comprehensive statistical software. Thus far, most of our users do not have a need for these features. If you want to see new features added to Kinaki, we want to hear from you. Please contact us!

Data Management and Processing

What kind of statistical data can be calculated in Kinaki?

Kinaki provides a simple user interface that allows basic data analysis without knowledge of complicated statistical software. Kinaki will calculate average values, percentages, counts or sums, depending on the data type.

Can I track of indicators directly in Kinaki?

Your indicators are being tracked as soon as you create a report and specify the calculations for your indicators. With each data upload, you can add new columns to your report to compare and track the progress of each indicator.

Is there a template for baseline/annual/final reports available in Kinaki?

Report structure depends solely on the needs of your organization. Most of our users structure their report in-line with their project’s logical framework or performance measurement framework so that it is to identify the indicators that measure the project’s results. If needed, someone on the Kinaki team can help you create a structure for your report. 

Is it possible to store pictures and records from Focus Groups Discussions in Kinaki?

We are working on the integration of qualitative data into Kinaki. You can look forward to trying some new features very soon! We’re working on features that will allow you to store and analyze pictures and notes from focus groups and interviews. Get the latest news about these developments, and answers to any other questions about data storage, by emailing our team at info@kinaki.org.

Can we link Kinaki to our existing project's database?

Yes, you can! There are two options:

  1. You can export data to Microsoft Excel and then upload it to Kinaki, or;
  2. We can create a customized API solution.

Contact us (info@kinaki.org) to discuss which option will be best.

Data Safety and Security

What security measures do you take to make sure our data is safe?

We recognize that the data you store in Kinaki is important and may be sensitive. Security is a top concern.

Kinaki takes the following security measures to ensure your data is safe:

(i) Secure communication with the server (all communication is encrypted).
(ii) Data is regularly backed-up and backups are encrypted.
(iii) Each access is logged in and protected.
(iv) The platform itself runs on protected and encrypted servers.

Who can access data?

Each organization has its own profile and can grant different levels of access based on the users’ needs (e.g. field staff, management, donor).  

The range of functions accessible to each user can be customized by granting ‘admin’ or ‘member’ rights to particular users, depending on the level of access required.

Can different people upload different kinds of data to the same project in Kinaki? (e.g. M&E officer, Focus Group facilitator…)?

Multiple data sets can be uploaded to a project in Kinaki. Users must have the access level of a ‘project admin’ to upload data to your project. Someone from the Kinaki team will assist you in your first upload to Kinaki to show you how to organize your data into logical thematic groups. All data in Microsoft Excel or CSV formats can be uploaded directly to Kinaki. Data can also be uploaded through Kinaki’s online forms (common for qualitative data from focus groups, for example).

Exporting Data and Reports

How do I download my results from Kinaki?

You can export reports, or any chart, table or graph, created in Kinaki in PDF or Microsoft Excel format.

If you want to download your project’s data set, Kinaki allows different levels of access to the original data sets. Project ‘members’ can download data and results for selected combinations of questions anytime, while ‘project administrators’ can download the full data set directly into Microsoft Excel. Please see the User Guide at https://www.kinaki.org/Support to learn more!

Is it possible to create a report that includes written narrative analysis?

One of our newest features is the ability to add notes to reports. This feature allows users to provide context and deeper analysis to the numbers in their reports. When you export or print your report, you may choose to make the notes visible or hide them depending on the needs of your audience.

What will happen with the data I've uploaded to Kinaki when my project ends?

The data will be fully accessible for 30 days after the project expiration date. After the 30-day period, data will be archived, allowing access to reports only. Any archived project may be re-activated in the future, following the renewal of your project’s contract with Kinaki.

Pricing

What currency can be used to pay for Kinaki?

You may pay in CAD, EUR, CZK or US dollars. You can pay by bank transfer or by making an online payment.

Do we have to pay the full cost at the beginning of the project or can we pay in installments throughout project duration?

The payment schedule can be negotiated. Please contact us for a customized quote and to determine the conditions for your payment.

Do you have experience with including the cost of Kinaki into a project's budget? What is the donor's point of view on this issue?

A common approach is to include the cost of Kinaki in a project’s budget. Many organizations have included this cost in their project’s budget, in the M&E section, and then submitted it to their donor for approval.

In our experience, many donors now expect to see a monitoring and evaluation software included in project budgets and are familiar with the cost of using these tools. If you are in the midst of designing a project or developing a proposal, we are happy to advise and help with integrating the cost of Kinaki into your project budget. Please contact us for assistance.

The cost of Kinaki exceeds the percentage of our budget that is designated to M&E. Is it possible to get a cheaper price?

We are committed to making Kinaki an accessible tool for organizations of all sizes. A 15% discount is provided on standard package pricing for NGOs – with additional discounts available for small NGOs (up to 5 employees) and for NGOs based in developing countries. Please contact us to discuss a customized quote if the standard pricing is beyond your budget.

Can we use a trial version before we decide on the purchase?

If you are interested in trying out Kinaki, feel free to contact us! You can try out our demo project or we can upload your data set for a free 1-month trial.

What is included in Kinaki's pricing?

The pricing package includes not only the cost of the tool itself but also ongoing support and consultation on data organization, collection and indicator set-up. Kinaki pricing is based on a sliding scale, reflecting the size of the organization and its budget. Visit our pricing page to get an idea of the pricing for your project.

Do I have to pay extra for each data collection/ project/ user?

The standard pricing package includes one project with 15 users and up to six data uploads. We try to accommodate the needs of each organization and adjust the package to fit their requirements and capabilities, contact us if you don’t see your project needs reflected in the pricing package quoted online.

Technical Support

Message reads ‘Video error: A plugin is needed to display the content’. What plugin should I install?

Often, in this case, a simple flash player is missing and needs to be installed in your browser so you can view the video. Search for the flash player online, you should be able to download and install it for free.

How do we transfer data that we collected on a mobile phone to Kinaki?

Data needs to be uploaded into Kinaki in Microsoft Excel or CSV format. You can export the data you collected with the mobile app into either of these formats. Soon, you’ll be able to use Kinaki’s own mobile app to collect your data, so it will be ready for analysis in Kinaki right away.

Any more questions or concerns?

Please contact us directly at info@kinaki.org. Your feedback is highly appreciated!