Monitoring Evaluation Business Process Food Aid Information

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) • 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 attach supporting documentation Reporting Period Submit when all data is entered To enter Direct and Indirect Costs 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 Data from Agreement Cumulative actual data from all submitted reports

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

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

Project Status Report

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

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

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

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

PSR – Activities and Beneficiaries Data Entry Text from Agreement (non-editable) Save button 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 Country for the Success Story Select agreements from the list of “Agreement” to “Assigned Agreements” Use this link to edit the Success Story content

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

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