Foundation for the Philippine Environment: Grants Online-Management Information System User's Manual for Project Proponents

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1 77 Matahimik St., Teacher's Village Diliman, Quezon City Tel: +63 (2) / / Fax: +63 (2) Foundation for the Philippine Environment: User's Manual for Project Proponents Manual Created By i4 Asia Incorporated Date Created July 01, 2014 Date Last Modified October 14, 2014

2 Page 2 Table of Contents Registration... 3 Log in... 3 Forgot Username/Password... 4 My Account... 4 Notifications... 4 PROPONENT... 5 Organizational Registry Form... 5 Creation of the ORF... 5 View ORF... 6 Projects... 7 Add Project... 7 View Project Edit Project Delete Project Monitoring Finance Open Project Budget Plan... 13

3 Registration Allows the proponent to create an account. This is required before a proponent can submit an Organizational Registry Form (ORF) and a project proposal. 1. Click the Register here button located in the Log In page. Page 3 2. Fill out all the required fields in the registration form. 3. Click REGISTER. An will be sent to the inputted address and the proponent must click the activation link to access the account. Note: Make sure to enter valid data when registering. Log in Allows valid and activated proponents to log in into their account. 1. Enter the correct Address and Password combination. These are details inputted during the registration.

4 Page 4 2. Click the LOGIN button. Forgot Username/Password 1. Click on the Forgot Username/Password? 2. Enter the correct information and click Reset. 3. Check your for instructions how to recover the password. My Account Logged in user can update some of the details on their profile. 1. Click MY ACCOUNT located in the header. 2. The proponent will be redirected to the My Account page where his/her personal details can be updated. Notifications Allows proponents to be notified of project updates. 1. Click Notifications in the menu to display Notifications page 2. Notification count will add up when there are numerous updates on their projects.

5 Page 5 PROPONENT Organizational Registry Form Upon successful registration and activation of account, the proponent will be redirected first to create an ORF. Creation of the ORF 1. Proponents will be redirected here after successful activation of account. 2. Fill out the information based on the details of the proponent organization.

6 Page 6 3. After filling out the details, click Submit. *If you would like to continue filling out at another time or if you are not yet ready to submit it, just click the Save Draft button. 4. The submitted ORF will be approved or disapproved by the FPE Grants Officer based on the merits of the proponent's organization. View ORF 1. Click ORF in the menu to display the Organizational Registry Form 2. The illustration below shows the filled ORF.

7 Projects Allows the proponent with an approved ORF to submit a project proposal, update existing project grant, or view past projects. Note: Proponents could only apply for a grant when an existing project has already ended. 1. Click Projects in the menu to display the list of projects. 2. The illustration below shows the list of projects that were implemented or being applied for. Draft proposals can also be viewed. Page 7 Add Project The Add Project button allows the proponents to apply for a project proposal when the ORF has already been approved. 1. From the Project Management, click ADD A PROJECT 2. A new project proposal template will be displayed. It consists of three pages or components illustrated in Steps 1 to 3. STEP 1: The first component is about the description of the proposed project.

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9 Page 9 3. Fill out all the fields, especially those that are required. 4. Click NEXT button to proceed to Step 2. STEP 2: The details to be filled out here are focused on the targets of the project. Proponents need to fill out only the indicators applicable to their project. *The initial display that the proponent will see is a list of the key projects indicators. *Click on the plus icon (+) on the same row of the key indicator to display the forms which you need to fill out. In the illustration below, the plus icon on the Research was clicked. Notes: Proponents may hover on the question mark icon (?) to view the item's short description or explanation. To add more fields in the same key indicator, click on the plus icon (+) and a new set of fields will emerge. To remove the fields, click the close icon (x) located on the rightmost corner of the indicator you wish to remove.

10 Page 10 STEP 3: This is where the initial breakdown of budget plan will be inputted. Notes: Proponents may hover their mouse on the question mark icon (?) to see its brief description. If the initial displayed text fields are not enough, just click on the ADD button. If the proponent would like to remove a field, just click the REMOVE button on the same row of the budget item. 5. If the details have been completed are finalized, click on the SUBMIT button. Note: Proponents may just save the project by clicking the SAVE AS DRAFT button if the proposal is not yet final. View Project 1. From the project list table, click View from the Actions column. 2. The display will be redirected to the project proposal as shown below.

11 Page 11 Note: To return to the project list, you may click on the Return to Listing link located at the bottom.

12 Page 12 Edit Project A project can still be edited if it was not yet submitted. 1. From the projects list, click Edit from the Actions column located on the row of the identified project to be edited. 2. This will redirect to the same project proposal template used in Add a Project, with details previously inputted. 3. When the identified details are changed and finalized, click on the SUBMIT button. Note: Proponents may also save the edited project proposal by clicking the SAVE AS DRAFT button. Once submitted, the proposal will be forwarded to FPE for approval. Delete Project A project can be deleted if it was not yet submitted. 1. From the projects list, click Delete from the Actions column on the row of the identified project to be deleted. 2. A pop-up message will be shown for confirmation. 3. Click OK to delete the project or Cancel to retain the project.

13 Monitoring Allows the proponent to keep track of the actions FPE has taken on his/her submitted project proposal or ongoing project. 1. Click Monitoring in the menu to display the Monitoring and Evaluation page. 2. A matrix of submitted project proposals, including ongoing and past projects will be displayed. To view, click View in the Operations column on the row of the identified project to be viewed. Page The View operation allows the proponent to see the comments or suggestions that FPE has inputted. Finance Allows the proponent to monitor the financial aspect and the release of tranches of their projects. 1. Click Finance menu to display Finance page 2. A list of projects will be displayed. Click the Open button on the Operations column on the row of the identified project to be viewed. Open Project Budget Plan 1. Click the Open button on the Operations column on the row of identified project to be viewed. 2. The financial details of the project which was inputted on Step 3 of the project proposal will be displayed. 3. To view the tranches created or released by FPE, click the Open button on the same row of the budget item.