Creating an Emergency Application

Transcription

1 Food for Peace Management Information System Users Guide Creating an Emergency Application Date: 09/18/2017 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 EMERGENCY APPLICATION... 1 CREATING AN EMERGENCY APPLICATION... 2 ESFP BENEFICIARIES TAB... 7 TITLE II RECIPIENTS TAB PROJECT FUNDS TAB PARTNER DOCUMENTS TAB APPLICATION SUBMISSION... 24

3 Purpose: Emergency Application This guide provides users with step-by-step instructions for creating and submitting emergency applications in the Food for Peace Management Information System (FFPMIS). Users will learn how to initiate an emergency application, enter EFSP beneficiary and Title II recipient information, and upload required documents. Please contact the FFPMIS Helpdesk at with any questions about submitting an emergency application in FFPMIS. For questions about emergency application requirements, please refer to the appropriate Annual Program Statement or Request for Applications. Before Starting: 1. Open FFPMIS using Internet Explorer. 2. Log into FFPMIS as a PIO-PVO user.

4 Creating an Emergency Application Steps Section User Action Description/Guidance 1. FFPMIS Welcome page Click the Create Emergency Application link under the Application heading. 2

5 2. Application Complete the following fields: - Program Type: (Required) Select Emergency from the drop-down menu. - Concept Paper Based: Select Yes if you are submitting an application based on an approved concept paper. - Concept Paper: Select the appropriate Concept Paper from the drop-down menu. - Fiscal Year: (Required) Select the Fiscal Year from the drop-down menu. - Award Type: (Required) Select Single or Regional/Global from the drop-down menu. - Country/Countries: (Required) Click the edit link then select a Country or Countries from the list by checking the boxes next to each country s name. Required fields are marked with an R in a red circle. ( ). If this symbol appears next to the field, users must enter data into that field. Selecting Yes for Concept Paper Based generates the Concept Paper drop-down menu. When you select a concept paper from the Concept Paper dropdown menu, the system will associate the selected concept paper to the emergency application. The system will automatically populate the Award Type, Country, Organization Type, Organization, and Operation fields from the concept paper. 3

6 Steps Section User Action Description/ Guidance 3. Application - Organization Type: (Required) Select whether your Organization is a PIO or PVO. - Organization: (Required) Select your organization s name from the drop-down menu. - Private Award: Select Yes if this is a Private Award. If you select PIO for the organization type, the Operation drop-down menu will appear. - Operation: (Required for PIO only) Select the appropriate operation type from the dropdown menu. Organizations other than the World Food Program (WFP) should select N/A. - Shock Type: (Required) Select all shock types that apply. - Complex Emergency Description: (Required) If you selected Complex Emergency as the shock type, enter a description of the emergency. Selecting Complex Emergency or Other generates the Complex Emergency Description and Other text boxes respectively. - Other: (Required) If you selected Other as the shock type, enter a description of the shock. 4

7 4. Application - Operation Number: (Required) Enter the Operation Number. Organizations other than WFP should leave this field blank. - Program Name: (Required) Enter the Program Name. - US In-Kind Title II Amount (Life of Award): Enter the amount of Title II funds you are requesting. - Enhanced 202(e) Amount: Enter the amount of Enhanced 202(e) funds you are requesting. - EFSP Amount (Life of Award): Enter the amount of EFSP funds you are requesting. - Program Begin Date: (Required) Select the program start date. - Program End Date: (Required) Select the program end date. Required fields are marked with an R in a red circle. ( ). If this symbol appears next to the field, users must enter data into that field. You must first save the emergency application as a draft. At this stage, the system will not allow you to select Submit and click the Save button. Each new award must be entered separately. If the TII and IDA contributions have different award numbers, they must be entered separately in the system. After clicking Save, the system will automatically generate the Program Short Name. 5

8 5. Application - Description: Enter a brief description of the program. - Submissions: This will default to Draft. This should not be changed until the action is ready to be approved. 6. Application Click the Save button when finished. You must first save the emergency application as a draft. At this stage, the system will not allow you to save the application with a Submit status. After clicking Save, additional tabs will appear. If you are requesting EFSP funding, click the EFSP Beneficiaries tab. If you are not requesting EFSP funding, click the Title II Recipients tab and skip to page 12 of this document. 6

9 ESFP Beneficiaries Tab Steps Section User Action Description/Guidance 7. EFSP Beneficiaries Listing Click the New button on the left hand side of the screen on the toolbar. 7

10 8. EFSP Beneficiaries Complete the following fields as applicable: - Male: Enter the appropriate data. - Female: Enter the appropriate data. - Households: Enter the appropriate data. - Pregnant and Lactating Women: Enter the appropriate data. - Children 6 to 24 mo: Enter the appropriate data. - Children 24 to 59 mo: Enter the appropriate data. 8

11 9. EFSP Beneficiaries - Provide a rationale for the selection of males and females, both within a household and the larger community, which demonstrates a knowledge and understanding of gender considerations in beneficiary targeting: Enter the appropriate information. - Provide a rationale for any other targeting criteria (e.g., explain any targeting decisions based on age, nutritional status, status as refugee or internally displaced person, etc.): Enter the appropriate information. 9

12 10. EFSP Beneficiaries - Describe the methodology used and percentage of people targeted (e.g., why only some of the people affected are targeted): Enter the appropriate information. - Estimate the total number of beneficiaries (individuals) who fall into the following categories: 12 refugees, internally displaced persons, and other: Enter the appropriate information. 10

13 11. EFSP Beneficiaries 12. EFSP Beneficiaries - Provide an estimated cost per beneficiary figure, calculated by dividing the total program cost (direct and indirect cost) by the number of beneficiaries: Enter the appropriate data. Click the Save button when finished. For applications requesting EFSP funding for cash and market-based activities, click the Project Funds tab and skip to page 14 of this document. 11

14 Title II Recipients Tab Steps Section User Action Description/Guidance 13. Title II Recipients Listing Click the New button on the Left hand side of the screen on the toolbar. 12

15 14. Title II Recipient Complete the following fields: - Commodity: (Required) Select a Commodity from the drop-down menu. - Recipients: (Required) Enter the appropriate data. - Quarter: (Required) Select the appropriate quarter from the dropdown menu. Required fields are marked with an R in a red circle. ( ). If this symbol appears next to the field, users must enter data into that field. 15. Title II Recipient - Month: (Required) Select the appropriate month from the dropdown menu. Click the Save button when finished. (not shown) Repeat steps to add recipient information for additional commodities, quarters, and months. For applications requesting funding for cash and market-based activities, click the Project Funds tab and continue to next section of this document. If you are not requesting funds for cash and market-based activities, click the Partner Documents tab and continue to page 22 of this document. 13

16 Project Funds Tab Steps Section User Action Description/Guidance 16. Project Funds Listing Click the New button on the left hand side of the screen on the toolbar. Steps Section User Action Description/Guidance 17. Project Funds Complete the following fields: - Fiscal Year: (Required) Select the Fiscal Year from the drop-down menu. 18. Project Funds Click the Save button. Required fields are marked with an R in a red circle. ( ). If this symbol appears next to the field, users must enter data into that field. 14

17 19. Project Funds Click the Add New link to add a new line on the table. The Project Funds Fiscal Year Summary Table allows users to request cash and market-based activities. For regional or global awards, you must create a separate entry for each country, quarter and FY in which activities were implemented. 15

18 20. Project Funds Complete the following fields: - Month: Enter the Month you are requesting to receive funds. - Country: Select the appropriate Country. - Total Request Amount: Enter the amount of cash and market-based activities being requested for this month, program element, and activity combination. - Program Area and Elements: Select the appropriate Program Area or Element. The Month, Country, Program Area and Element, and Activity combination have to match in order to have multiple modalities on a single request. For example, if you want to request funding for two modalities and the Month, Country, and Program Area and Element are the same, but the Activity is different, then you need to create two separate entries for that funding. Until entries are saved they will be marked with a red triangle in the top left of the cell. 16

19 21. Project Funds - Activity: Select the appropriate Activity associated to the Program Element. - Fund Type: Select the appropriate Title II fund Type. - Modality: Local Procurement: Enter the appropriate amount. - Modality: Regional Procurement: Enter the appropriate amount. You must enter at least one modality for each request. 17

20 22. Project Funds - Modality: Cash Transfers: Enter the appropriate amount. - Modality: Vouchers: Enter the appropriate amount. - Modality: General: Enter the appropriate amount. - Modality: Admin: Enter the appropriate amount. 23. Project Funds Click the Save button (not shown). Ensure that all data has been saved and that no cells are marked with red triangles in the top left corner. 18

21 24. Project Funds Click the Add New button to add a new line on the Local and Regional Commodity table. Complete the following fields: Country: Select the appropriate Country. Region/Sub-Region: Select the associated Region or Sub-Region. Commodity: Select the Commodity you wish to purchase. Country of Purchase: Select the Country where you will purchase the commodity. Country of Origin: Select the Country of Origin for the commodity. Commodity MT Amount: Enter in the total MT amount of commodity you wish to purchase. The Month, Program Area and Elements, and Local and Regional values will auto-populate from the Project Funds table, but are editable. For regional or global awards, you must create a separate entry for each country, quarter, and FY in which activities were implemented. 19

22 25. Project Funds - Commodity Amount: Enter the total cost of the Commodity for local and regional procurement. - Ocean Freight: Enter the total cost of Ocean Freight. - Inland Freight: Enter the total cost of Inland Freight. - Transportation, Storage, and Distribution Costs: Enter the total cost of transportation, storage, and distribution. 20

23 26. Project Funds 27. Project Funds Complete the following fields: - Program Area and Elements Other Table: Enter the program element. - Activity Other Table: Enter the activity. - Commodity Other Table: Enter the Commodity. Click the Save button (not shown). The Program Area and Elements Other Table, Activity Other Table, and Commodity Other Table allow users to enter in comments concerning Program Areas or Elements, Activities, and Commodities that were selected into the Other category. After clicking Save, the Request Number will auto-populate. Repeat steps for each FY you wish to add. After clicking Save, click the Application link in the breadcrumb navigation trail, and click the Partner Documents tab to upload your documents. 21

24 Partner Documents Tab Steps Section User Action Description/Guidance 28. Partner Documents Listing Select a document type to be uploaded. If a document type has a designation of Required in the Required column, users must upload a document in order to submit the application. 22

25 29. Partner Documents Complete the following fields: - Document Title: Enter the Document Title. - Document Link: (Required) Click the Browse button to select and upload a document from your computer. Required fields are marked with an R in a red circle. ( ). If this symbol appears next to the field, users must enter data into that field. 30. Partner Documents 31. Partner Documents Listing - Comment: Add comments as necessary. Click the Save button when finished. Click the Application link in the breadcrumb navigation trail (not shown). Repeat steps for each document you wish to upload. 23

26 Application Submission Steps Section User Action Description/Guidance 32. Application Change the Submissions field from Draft to Submit. 33. Application Click the Save button when finished. Please review all information before you click the Save button. You cannot make changes after submitting the application. After clicking Save, the screen will refresh and all information will be read only. You cannot make changes unless FFP rejects the application for revision. This concludes the data entry procedures for creating and submitting an emergency application. For more assistance, please contact the FFPMIS Helpdesk at 24