Annual Results Report

Transcription

1 Food for Peace Management Information System User Guide Annual Results Report Date: 09/17/2013 This publication was produced for review by the United States Agency for International Development. It was prepared by Development InfoStructure (Devis).

2 Table of Contents ANNUAL RESULTS REPORT... 1 CREATING AN ARR RECORD IN FFPMIS... 2 CREATING AN ANNUAL ARR... 6 ARR PROGRAM ELEMENT INFORMATION TAB... 8 COST RECOVERY TABLE TAB MONETIZATION TAB ARR DOCUMENTS TAB SUBMITTING AN ARR... 24

3 Annual Results Report Purpose: At the completion of each fiscal year, the Office of Food for Peace (FFP) requires all awardees to report on the progress of award activities and results, project targets for future fiscal years, and share success stories and lessons learned to improve the implementation of current food assistance programming. The Annual Results Report (ARR) is an annual data collection requirement for performance information for current and recently closed Title II awards. For example, current awards finishing a year of activities on September 30, 2013, as well as an award ending in June 2013, would both submit ARRs for fiscal year (FY) FFP requires submission of an ARR each fiscal year for development food assistance programs, emergency programs, and International Food Relief Partnership (IFRP) grants. FFP requires awardees to submit the ARR through the Food for Peace Management Information System (FFPMIS). This user guide outlines how to create and submit an ARR for a program in FFPMIS. Please contact the FFPMIS Service Desk at FFPMIS_Support@devis.com with any questions about submitting an ARR in FFPMIS. For questions about ARR reporting requirements, please contact your Agreement Officer s Representative (AOR) in FFP. Note: Users must create an ARR for the program prior to reporting Standardized Annual Program Questionnaire (SAPQ) information. For instructions on how to report SAPQ information, please consult the appropriate SAPQ users guide. Before Starting: 1. You must log into FFPMIS as a PIO-PVO user. 2. You must have an approved program in FFPMIS. 1

4 Creating an ARR Record in FFPMIS In FFPMIS, every program must have a main ARR record. Users create the main ARR record once, and then create annual results reports under that record for each fiscal year. Once the main ARR record for the program exists, users can proceed to the section on creating annual results reports for each fiscal year. Steps Section User Action Description/Guidance 1. FFPMIS Sign On Log on to FFPMIS (not shown). A program can only have one ARR. Use the Search functionality on the main tool bar menu to determine if an ARR has already been created for your program. If your program was awarded prior to FY 2013, you will also need to find the most recent version of your program in FFPMIS before creating your ARR. 2. FFPMIS Welcome page If your program was awarded prior to FY 2013, click the Search tab in the main tool bar menu. If your Program was awarded in FY 2013 or later skip to step 5. 2 To find the most recent version of your program, use the search tab and filter by your organization and the country in which the program operates.

5 3. Program Search Enter the country in which your program operates, and click search (not shown). You may see multiple listings for your program one for each year of implementation. If your program is listed multiple times, identify the one with the most recent FY. This is the FY you will use when creating your ARR record. For example, if your program started in 2009, you will see the same program listed for 2009, 2010, 2011, and In this case, 2012 would be the FY you use when creating your ARR record. 4. Program Search Click the Home tab in the main tool bar menu. You can now proceed with creating your ARR record. 3

6 5. FFPMIS Welcome page Click the Create Annual Results Report link under the Program heading. 4

7 6. New Annual Complete the following fields: Results Report - Fiscal Year: For programs awarded in FY 2013 and later, select the fiscal year in which the program started. For programs awarded prior to FY 2013, enter the FY of the most recent version of the program in FFPMIS. - Country: Select the country of the program. - Organization Type: Select whether your organization is a PIO or PVO. - Organization: Select your organization from the dropdown menu. - Program: Select the correct program from the drop-down list. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. Please see the guidance in step 1 for instructions on how to identify the correct version of your program in the system. All information on this screen is locked after you save. Be sure to select ALL program types that apply to your program. 7. New Annual Results Report - Program Type: Select ALL program types that apply to your program from the checklist. Click the Save button when finished. The Annual ARR and SAPQ tabs will be displayed. 5

8 Creating an Annual ARR Once the main ARR record exists for the program, users will follow these steps to create and submit their annual reports. Steps Section User Action Description/Guidance 8. New Annual Click on the Annual ARR tab. Results Report 9. Annual ARR Click on the New Annual ARR button. 6

9 10. Annual ARR Complete the following fields: This symbol indicates - Reporting Year: Select the a required field in the FY for this ARR. system. If this symbol appears next to the field, - Does your food assistance program implement activities involving Internally Displaced Persons (IDPs) or Refugees?: Select Yes or No. If you select Yes, additional fields will appear on the screen. You must complete these additional fields. users must enter data into that field. 11. Annual ARR Click the Save button when finished. 7

10 ARR Program Element Information Tab Steps Section User Action Description/Guidance 12. Annual ARR Click on the ARR Program Element Information tab. 13. ARR Program Element Information Click on the New ARR Program Element Information button. The system collects information for one program element at a time. Repeat the process for all program elements on which you are reporting. 8

11 14. ARR Program Element Information Complete the following fields: - Program Element: Select the program element on which you are reporting. - EFSP Modality: Select the appropriate modality for the program element selected. This will only appear if EFSP was selected as a program type on the main ARR page - Click the Save button when finished. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. The system collects information for one program element at a time. Repeat the process for each of the program elements on which you are reporting. 9

12 15. ARR Program Element Information - Beneficiary Data Table: Click in any cell in the table cell to enter the appropriate data. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. The system collects information for one program element at a time. Repeat the process for each of the program elements on which you are reporting. 10

13 15. ARR Program Element Information - Do you distribute specialized food products?: Select Yes or No. - Specialized Food Products Table: This table allows users to report values for beneficiary populations reached with specialty food products. o Click in any cell in the table cell to enter the appropriate data. o This table will only appear if you select yes for the previous question. - Commodities table: This table allows users to enter the commodities corresponding to the program element on which they are reporting. o To add a commodity, click on the Add New button on the table and select the commodity. o Click in any cell in the table to enter the appropriate data. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. The system collects information for one program element at a time. Repeat the process for each of the program elements on which you are reporting. 11

14 15. ARR Program Element Information - Monetization Proceeds: Enter the amount of monetization proceeds. - Section 202e Funds: Enter the amount of section 202e funds. - ITSH: Enter the ITSH amount. - CDF: Enter the CDF amount. - IDA: Enter the IDA amount. - OCO: Enter the OCO amount. - BEHT: Enter the BEHT amount. - IFRP: Enter the IFRP amount. - Cost Share: Enter the cost share amount. - Others: Enter any additional amount not covered by the previous categories. - Other Specification: If you entered an amount in the Others field, explain what the number represents. 12 This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. The system collects information for one program element at a time. Repeat the process for each of the program elements on which you are reporting.

15 16. ARR Program Element Information Click the Save button when finished. You must create a new ARR Program Element Information record for each program element. Repeat the process for all program elements on which you are reporting. 13

16 17. ARR Program Element Information Click on the ARR Program Element Information Listing link in the breadcrumb navigation trail. 14

17 Cost Recovery Table Tab Steps Section User Action Description/Guidance 18. ARR Program Element Information Listing Click on the CRT tab. Steps Section User Action Description/Guidance 19. CRT Listing Click on the New CRT button. Steps Section User Action Description/Guidance 20. New CRT Click the Save button to create a CRT record. 15

18 21. New CRT Click Add New button to add a new line on the table. The Number field comes from the Food Aid Request Entry System (FARES) callforward. Complete the following fields: - Number: Enter the Food Aid Commodity Request Number - Sale Date Start: This field will automatically populate, but is editable. - Sale Date End: This field will automatically populate, but is editable. - Food Aid Commodity: Select the relevant commodity. 16

19 21. CRT - Tonnage (MT) for Call Forward: Enter the appropriate data. - Exchange Rate at Time of Sale: Enter the appropriate data. - Actual Commodity Cost p/mt: Enter the per MT cost for the sum of the following items: actual commodity cost, actual ocean freight, actual inland freight, partner/consortium monetization fee, and actual taxes and duties. - Actual Ocean Freight p/mt: Enter the appropriate data. - Actual Inland Freight: Enter the appropriate data. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. 17

20 21. CRT - Partner/Consortium Monetization Fee p/mt: Enter the appropriate data. - Actual Taxes and Duties p/mt: Enter the appropriate data. - Actual Total Cost p/mt: Enter the appropriate data. - Actual sale price p/mt: Enter the appropriate data. - Actual Monetization Proceeds Generated: Enter the appropriate data. - Actual Cost Recovery: Enter the appropriate data. 22. CRT Click the Save button when finished. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. 18

21 Monetization Tab Steps Section User Action Description/Guidance 23. CRT Click on the CRT Listing link in the breadcrumb navigation trail. 24. CRT Listing Click on the Monetization tab. 25. Monetization Click on the New Monetization button. 19

22 26. Monetization Complete the following fields: This symbol indicates a - Start Date: Select the required field in the system. appropriate start date. If this symbol appears next to the field, users must enter - End Date: Select the appropriate end date. data into that field. - Monetization Budget Request (p/mt): Enter the appropriate data. - Monetization Approved Budget (p/mt): Enter the appropriate data. - Monetization Proceeds (p/mt): Enter the appropriate data. - Monetization Proceeds Expended (p/mt): Enter the appropriate data. 27. Monetization Click the Save button when finished. 28. Monetization Click on the ARR Documents tab. 20

23 ARR Documents Tab Steps Section User Action Description/Guidance 29. ARR Documents Select a document. 21

24 30. ARR Documents Complete the following fields: This symbol indicates - Document Type: Select the a required field in the appropriate document type system. If this symbol from the drop-down menu. appears next to the field, users must enter data into - Document Description: Enter a description if that field. necessary. - Document Title: Enter a document title if necessary. - Required: This will default to yes, but can be changed. - Document Upload: Click the Browse button to select and upload a document from a folder, desktop, or network drive. - Comment: Add comments as necessary. If FFP requires that the document be submitted to USAID s Development Experience Clearinghouse (DEC), please note in the comment field whether the uploaded document has already been submitted. 22

25 31. ARR Documents - Mark Final: This will default to no. If you change This symbol indicates a it to yes, no additional required field in the system. changes can be made to the If this symbol appears next document. to the field, users must enter 32. ARR Documents Click the Save button when finished. 33. ARR Documents Click on the Annual ARR Listing link in the breadcrumb navigation trail. data into that field. Repeat the process for each document you wish to include. 23

26 Submitting an ARR Steps Section User Action Description/Guidance 34. Annual ARR Change the Submit field from Draft to Submit. Please review all information before you click the Save button. You cannot make additional changes after submitting the ARR. 24

27 35. Annual ARR Click the Save button when finished. After you save, the screen will refresh and all information will be read only. You cannot make changes unless FFP rejects the ARR for revision. The only other way to make a change is to modify an approved ARR. For instructions on how to modify an approved ARR, please consult the ARR Modification User Guide. This concludes the data entry procedures for creating and submitting an ARR. For more assistance, please contact the FFPMIS Service Desk at FFPMIS_Support@devis.com. 25