ERF Grant Management System: Online Tool for Efficient Grant Cycle Management

1. Grant Management System cbpf.unocha.org

2. Grant Management System • On-line tool to manage full ERF programme cycle: • Application for eligibility • proposal submission → review → agreement → reporting → final audit • Will be used for all new proposal submissions starting from May 2015

3. Setting up a Login Go to http://cbpf.unocha.org/ Click Login

5. Select ERF Myanmar from the drop down list Check the box next to your user group Select organisation from list – if not present, contact OCHA For Clusters only, not Agencies or NGOs Click Submit

6. Capacity Assessment • All existing and new partners to be reassessed for capacity • Two part process • Due diligence “Risk Assessment” –Desk review of documents for all partners • Capacity assessment – For most partners will use proxies

7. Due Diligence Application • Contact information • Basic organisation information • Organisation experience in country • Signed Standard Declarations • Key documents • Off-line Due Diligence Application

8. Due Diligence Application • Go to http://cbpf.unocha.org/ • Log in to GMS • Land on Home page for Myanmar ERF

9. GMS – Home Page

10. Risk Assessment Process Mouse over Risk Assessment Click on Application Form

11. Risk Assessment Process Click Tabs to switch between three pages of Application Application Form – Basic organisational Information Documents – Upload documents Bank Information for project payment

12. Application Form: Top half of page International Registration Number (for INGOs in country of origin) National Registration Number Click to add focal point Alternate Organization Name

13. Application Form: Top half of page Click to add highest official in country Click to add Global legal representative Click to add HQ focal point Don’t forget to check the box Click Save to close Don’t forget to click Save or all changes will be lost

14. Application Form: Bottom half Don’t forget to check the box if current Click to add HQ location Click Save to close

15. Application Form: Bottom half Click to add main office (in country) location Click to add sub-office location Provide complete information for each of these points

16. Application Form: Bottom half Don’t forget to click Save or all changes will be lost! Don’t forget to check the box Click Save to close Click to add Trustee

17. Application Form: Top half of page Click Documents Tab Tab to switch to the next Tab of application

18. Documents Form Required Documents Bank Statement Identity documents of legal representative 5 signed declarations National registration / MOU Donors & grants for last 3 years Organisational Organogram -

19. Documents Form Click to download instructions

20. Documents Form Click to upload Bank Statement Click to upload Click to select file Write comment here about file

21. Documents Form Repeat process with other documents

22. Documents Form Click to download Template Fill out, print, sign, scan, and upload

23. Documents Form Additional Documents Constitution Mission statement Annual reports (3 years) Annual financial statements Country level work plan/budgets External audits of organisation Audits of projects in Myanmar Evaluations made in Myanmar Project narrative reports

24. Documents Form Additional Documents • Implementing partners • Reference letters • Policies and manuals, including • Procurement policy • HR policy • Finance/Admin policy • Security/safety policy • Child protection policy • Cross-cutting issues • Sub-granting policy • Code of conduct

25. Documents Form Click to upload Click to select file Select “All Other Additional Documents” Description of file being uploaded Click to upload additional documents Repeat process until all additional documents are uploaded

26. Documents Form →Bank Info Click Bank Info Tab to switch to the next Tab of application

27. Bank Info Form Click to add New Bank Information

28. Bank Info Form Click to add New Bank Information

29. Input correspondent bank information if applicable Input bank account information in this section Bank Info Form Complete all relevant fields related to your bank account Input bank information in this section Don’t forget to click Save or all changes will be lost

30. When ready to submit the Due Diligence application, click here Completing Due Diligence Process When all required information is input/uploaded into the GMS, tabs will no longer appear pink

31. Questions? Contact: James Weatherill ERF Fund Manager weatherill@un.org 09-42-812-7430 Humanitarian Financing Unit erf-myanmar@un.org