Monitoring & Evaluation Business Process

Monitoring & EvaluationBusiness 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)

• Allows Food Assistance Division (FAD) to take actions based on submitted reports

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

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

Main Menu Selection

Agreement-Level Reports

Agreement List

Search Filter

Access Reports for Specific Agreement

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

Financial Report

Financial Report Summary

To enter Direct and Indirect CostsSubmit when all data is

entered

Reporting Period

To attach supporting documentation

Used by FAD and Program Participant to communicate regarding the report even after submission; e.g., providing clarification

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

Financial Report – Indirect Costs

Data entry of actual indirect expenses for the reporting period

Data from Agreement

Financial Report – Comments

Displays all previously entered comments. Notice that FAIS automatically adds the comments author and timestamp

Enter new comments and hit “Save”

Financial Report – Comparison

Cumulative actual data from all submitted reportsData from Agreement

Financial Report – Submitted View

Only viewing capability is available for submitted reports

Disabled Tabs

Financial Report – View Report

Data entered in this report

Approved Agreement Data

Project Status Report

Project Status Report (PSR) Summary

Elements for Project Status Report data reporting

Submit when all data is entered

Reporting Period

To attach supporting documentation

PSR – Activity Objectives List

Use these links to enter data for an objective

Text from Agreement

Activity Objectives from Agreement

PSR – Activity Objective Data Entry

Save button

Text from Agreement (non-editable)

Data to be reported for the reporting period

PSR – Activities List

Use these links to enter data for an activity

Data from Agreement and data entered for this reporting period for a given activity

Activities from Agreement

PSR – Activities and Beneficiaries Data Entry

Save button

Text from Agreement (non-editable)

Data to be reported for the reporting period

PSR – Comments

Displays all previously entered comments. Notice that FAIS automatically adds the comments author and timestamp

Enter new comments and hit “Save”

PSR – View Report (Partial View)

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

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

Program Participant-Level Reports

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

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

Program Participant Audit Report

PP Audit Report - Metadata

Audit Report Metadata

PP Audit Report - Attachments

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

Success Stories

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

Success Story List

Success Story Data Entry

Select agreements from the list of “Agreement” to “Assigned Agreements”

Country for the Success Story

Use this link to edit the Success Story content

Success Story Content

Document Manager used to attach a file

Image Manager is used to attach an image, and manipulate it (e.g., resize)

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

Compliance Actions

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

Actions Home Page

Issue Letter

Issue Letter – View Letter

Issue Letter data created by FAD

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

Attachment containing supporting material; e.g., signed Issue Letter

Issue Letter – Create Follow-Up

Attach a file if with your follow-up necessary

Issue Letter – View Follow-Up Response

Improvement Plan

Improvement Plan – View

Improvement Plan – List Plan Items

Improvement Plan – View Plan Item

Improvement Plan – Accept

Improvement Plan – Follow Up• Once the plan has been approved:– Program Participant and FAD may use the Follow-Up

actions to communicate regarding the plan and the individual items until the entire plan is closed

– If PP wants to communicate regarding a particular Plan Item• The Follow-Up comments and attachment must specify

which item(s) are being addressed

– FAD may close one item at a time or may close the entire Improvement Plan

Improvement Plan – Follow Up

The Follow-Up Action Comment and the attached file (if any) must specify which Improvement Plan Item(s) are addressed. The Food Aid Division staff will use that information to close one or more items or close the entire Improvement Plan.

Improvement Plan – Line Item Status