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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) - PowerPoint PPT Presentation
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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