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Monitoring & Evaluation Business Process

Monitoring & Evaluation Business Process. Food Aid Information System (FAIS). General Features. Allows various reports to be submitted and reviewed Role-based Provides a unifying repository of all reports Reports by Agreement Reports by Program Participant (PP)

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Monitoring & Evaluation Business Process

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  1. Monitoring & EvaluationBusiness Process Food Aid Information System (FAIS)

  2. General Features • Allows various reports to be submitted and reviewed • Role-based • Provides a unifying repository of all reports • Reports by Agreement • Reports by Program Participant (PP) • Allows Food Assistance Division (FAD) to take actions based on submitted reports

  3. Components • Agreement-Level Reports • Financial Status Reports and Project Status Reports • Submitted by PP and reviewed by FAD • Both PP and FAD can view a comparison between the planned items and the cumulative submitted items • PP-Level Reports • PP Audit, PP NICRA, and PP Tax Certification • Submitted by PP and reviewed by FAD

  4. Components • Other Reports • Ad-hoc Agreement Review (FAD) • At the Country, PP, or Agreement level • Program Evaluation Report (FAD) • Success Story (FAD or PP) • Trip Report (FAD) • Compliance Actions • Initiated by FAD • Issue Letter • Improvement Plan • Claim Letter • Suspend/Reinstate Agreement

  5. Main Menu Selection

  6. Agreement-Level Reports

  7. Agreement List Search Filter Access Reports for Specific Agreement

  8. Agreement-Level Reports • Controlled by Role and Status: • Summary allows for viewing a report by role • Delete only by report creator for reports “In Progress”. “Submitted” reports must be un-submitted before deleting

  9. Financial Report

  10. Financial Report Summary To attach supporting documentation Reporting Period Used by FAD and Program Participant to communicate regarding the report even after submission; e.g., providing clarification To enter Direct and Indirect Costs Submit when all data is entered

  11. Financial Report – Direct Costs When “Edit” is pressed, these columns open up for data entry of actual direct expenses for the reporting period Data from Agreement

  12. Financial Report – Indirect Costs Data entry of actual indirect expenses for the reporting period Data from Agreement

  13. Financial Report – Comments Displays all previously entered comments. Notice that FAIS automatically adds the comments author and timestamp Enter new comments and hit “Save”

  14. Financial Report – Comparison Cumulative actual data from all submitted reports Data from Agreement

  15. Financial Report – Submitted View Disabled Tabs Only viewing capability is available for submitted reports

  16. Financial Report – View Report Approved Agreement Data Data entered in this report

  17. Project Status Report

  18. Project Status Report (PSR) Summary To attach supporting documentation Reporting Period Elements for Project Status Report data reporting Submit when all data is entered

  19. PSR – Activity Objectives List Activity Objectives from Agreement Text from Agreement Use these links to enter data for an objective

  20. PSR – Activity Objective Data Entry Text from Agreement (non-editable) Data to be reported for the reporting period Save button

  21. PSR – Activities List Activities from Agreement Data from Agreement and data entered for this reporting period for a given activity Use these links to enter data for an activity

  22. PSR – Activities and Beneficiaries Data Entry Text from Agreement (non-editable) Data to be reported for the reporting period Save button

  23. PSR – Comments Displays all previously entered comments. Notice that FAIS automatically adds the comments author and timestamp Enter new comments and hit “Save”

  24. PSR – View Report (Partial View)

  25. Other PSR Reporting Elements • Commodity Logistics Receipt & Loss • Report commodity received for the period (Quantity in Bill of Lading, Received at Port; Losses in Transportation and Warehouse) • Commodity Direct Distribution Report • Quantity distributed, Recipient Institutions and Beneficiaries • Commodity Monetization • Quantity Monetized and Monetization Proceeds

  26. PSR – Output Comparison • As in the Financial Report, the Output Comparison shows in a non-editable view for every reporting element: • Data from the Agreement • Cumulative data from all submitted Project Status Reports since the beginning of the project • This comparison report is viewable by both FAD and PP • Used to assess the health of the project • Used to take corrective actions, if necessary

  27. Program Participant-Level Reports

  28. Reports List • Controlled by Role and Status: • Summary allows for viewing a report by role • Delete only by report creator for reports “In Progress”. “Submitted” reports must be un-submitted before deleting

  29. PP-Level Reports • Reports are: • PP Audit, PP Tax Certification, PP NICRA • All three reports are treated the same way: • Metadata relevant to the particular report • File must be attached containing the report itself • In the following slides, we present only the PP Audit Report

  30. Program Participant Audit Report

  31. PP Audit Report - Metadata Audit Report Metadata

  32. PP Audit Report - Attachments Select Audit Report file to attach. You may repeat the operation and attach more than one file

  33. Success Stories

  34. Success Story Report • Success Story could be • At country level • At agreement level: • Agreement country must be selected, and one or more agreements that appear on the list will be selected • A Success Story will be published to the website if: • “Permission to Publish” is set • “Permission to Use Photograph” is set if the story includes photographs

  35. Success Story List

  36. Success Story Data Entry Country for the Success Story Select agreements from the list of “Agreement” to “Assigned Agreements” Use this link to edit the Success Story content

  37. Success Story Content Image Manager is used to attach an image, and manipulate it (e.g., resize) Document Manager used to attach a file

  38. General Features • Allows various reports to be submitted and reviewed • Role-based • Provides a unifying repository of all reports • Reports by Agreement • Reports by Program Participant (PP) • Allows Food Assistance Division (FAD) to take actions based on submitted reports

  39. Compliance Actions

  40. Compliance Actions • Actions are typically taken as a result of significant deviation between actual and planned progress • Actions are initiated by FAD • Issue Letter • Performance Plan • Claim Letter • Suspend/Reinstate Agreement

  41. Actions Home Page

  42. Issue Letter

  43. Issue Letter – View Letter Issue Letter data created by FAD Attachment containing supporting material; e.g., signed Issue Letter • Possible actions by Program Participant: • Submit Response: to send official response to FAD. Only this action allows FAD to close the Issue Letter • Follow Up: Used by both FAD and PP to send comments throughout the life of the Issue Letter

  44. Issue Letter – Create Follow-Up Attach a file if with your follow-up necessary

  45. Issue Letter – View Follow-Up Response

  46. Improvement Plan

  47. Improvement Plan – View

  48. Improvement Plan – List Plan Items

  49. Improvement Plan – View Plan Item

  50. Improvement Plan – Accept

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