Basic Navigation for Partners

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Rachel Chambers
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produced for review by the United States Agency for

1 Food for Peace Management Information System Users Guide Basic Navigation for Partners 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 Contents BASIC NAVIGATION... 1 LOGGING IN TO FFPMIS... 2 MANAGING PREFERENCE AND PASSWORDS... 3 MY ACCOUNT... 4 PROFILE TAB... 4 MANAGING PASSWORDS... 6 PASSWORD TAB... 6 MANAGING PREFERENCES... 7 PREFERENCES TAB... 7 CREATING A NEW ITEM FFPMIS BREADCRUMB NAVIGATION USING THE TRACKING INBOX SEARCHING SEARCH TAB... 16

3 Purpose: Basic Navigation This guide provides users with step-by-step instructions for basic navigation within the Food for Peace Management Information System (FFPMIS). Users will learn how to manage their account, set profile preferences, perform a standard search, and create actions. Here are some basic tips for working within Entellitrak: You must have a user account to log into the system. When navigating within FFPMIS, avoid using the Back button in your web browser (Internet Explorer, Chrome, Firefox, or others). It is better to navigate using the breadcrumbs, links, tabs, and buttons in the Entellitrak interface. Using the Back button can cause data loss, errors, and may result in unexpected behavior. It is best to use the main menu, or the breadcrumbs to go back. Users will be logged out of the system after 30 minutes of inactivity. Always click the Sign Out button rather than closing your web browser. Please contact the FFPMIS Helpdesk at FFPMIS_Support@devis.com with any questions about basic navigation 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 in to FFPMIS as a PIO-PVO user.

Logging in to FFPMIS 1. Username and Password Enter your Username and Password here. Remember that both Username and Password are case sensitive. 2.

4 Logging in to FFPMIS 1. Username and Password Enter your Username and Password here. Remember that both Username and Password are case sensitive. 2. Sign On Click the Sign On button to finish logging in. Click the Reset Password link to change your password if your user account has not been locked due to three failed login attempts. 2

Managing Preference and Passwords The My Account dropdown menu at the top of each FFPMIS screen allows users to: Update their email address Change their password Modify the way the system displays

5 Managing Preference and Passwords The My Account dropdown menu at the top of each FFPMIS screen allows users to: Update their address Change their password Modify the way the system displays information on their Home page and dashboard. The following steps will walk you through these actions. Home 3. My Account Mouse over the My Account link at the top right of the screen, then click Profile from the displayed menu. Once the Profile screen is displayed, you can click back and forth between tabs. Clicking My Profile enables you to manage your profile. Clicking Password enables you to update your password. Clicking Preferences will allow you to set your preferences. 3

6 My Account Profile Tab 4. Profile Complete the following fields: - Title: Ensure that the information is correct and up-to-date. - First Name: (Required) Ensure that the information is correct and up-todate. - Middle Name: Ensure that the information is correct and up-todate. - Last Name: (Required) Ensure that the information is correct and up-todate. - Suffix: Ensure that the information is correct and up-to-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. The First Name and Last Name fields are entered by the FFPMIS Helpdesk when creating your account. Ensure that the information is correct. 4

7 Profile Tab (cont.) 5. Profile Ensure that the following fields have been filled out: - Address: Enter your address. 6. Profile Click Save when finished. Your Account Name is not editable. If your Account Name is incorrect you should contact the FFPMIS Helpdesk. 5

Managing Passwords Password Tab 7. Password Complete the following fields: - Password: (Required) Enter a new password. - Confirm Password: (Required) Re-enter the new password.

8 Managing Passwords Password Tab 7. Password Complete the following fields: - Password: (Required) Enter a new password. - Confirm Password: (Required) Re-enter the new password. 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 can only change your password when you are in the system. If you are locked out of the system, you will need to contact the FFPMIS Helpdesk. The parameters for successfully creating a password includes: 8. Password Click Save when finished. - At least 12 characters. - A combination of letters, numbers, and special characters. - Must be different than your last 12 passwords. - Password expires every 60 days. 6

9 Managing Preferences Preferences Tab 9. Preferences Click the Concept Paper Inbox tab. 7

10 10. Preferences Select your preferences from the following list: - If you wish to set a content type to display, select a tab and check the box next to Display Concept Paper Inbox on Dashboard. Selecting a preference will enable you to customize your dashboard to suit your needs. You can view and access your saved information on your dashboard. For example, you can choose to display (or hide) Concept Paper Inbox on your Dashboard. This option applies to all other items on the Preferences tab. Fill in the text box for Number of records to display on dashboard with the desired number of items to display in your Dashboard. 11. Preferences Click Save when finished. Click on the Home tab (not shown) to view your set preferences now located on your dashboard. 8

11 Dashboard 12. Home (Dashboard) Ensure that the Preferences you selected have been saved and appear on your dashboard. Displaying Tracking Inboxes on your dashboard will help you keep track of actions that need to be taken. You can remove a Tracking Inbox from your Home page by clicking the Close button located on the top, right corner of the Tracking Inbox. 9

12 Creating a New Item 13. FFPMIS Welcome page Click the Create Concept Paper link under the Application heading. This begins the process of creating a Concept Paper, which shows how to drill down into the system to create and action. Creating other actions in FFPMIS will work in the same manner. 10

13 14. New Concept Paper Complete the following required fields: - Fiscal Year: (Required) Select the current fiscal year. - Award Type: (Required) Select if this is a single country or a regional / global award. - Region: Select the appropriate region. - Country / Countries: (Required) select the appropriate country. - Organization Type: (Required) Select PVO or PIO. - Implementing Organization: (Required) Select the implementing organization. - Shock Type: (Required) Use the checkboxes to indicate which shock types are applicable. 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. If you do not complete all required fields, the record will not be created upon saving. If you select PIO for the organization type, the Operation drop-down menu will appear. Selecting Complex Emergency or Other generates the Describe Emergency and Other text boxes respectively. 11

14 15. New Concept Paper Verify the information in the following field: - Submit: (Required) This field will default with Draft selected; this should not be changed until the Concept Paper is ready to be submitted for approval. Click Save when finished. The Submit field must be set to Draft. Otherwise, your record will not be saved. After clicking Save, additional tabs will appear. 12

FFPMIS Breadcrumb Navigation The Breadcrumbs at the top of each FFPMIS screen display the user s current location in the system, creating a path that permits moving back to a previous position. 16.

15 FFPMIS Breadcrumb Navigation The Breadcrumbs at the top of each FFPMIS screen display the user s current location in the system, creating a path that permits moving back to a previous position. 16. Breadcrumb Navigation Click the Tracking Inbox link in the breadcrumb navigation trail. You must use the breadcrumbs to navigate back, rather than using the web browser s Back button. Clicking the Tracking Inbox link in the breadcrumb navigation trail will take you to the Tracking Inbox. 13

The Tracking Inbox displays items that you have created in FFPMIS as well as items awaiting your action.

16 Using the Tracking Inbox Tracking Inbox 17. Tracking Inbox Tracking Inbox Use the Tracking Inbox tab to move between different Inboxes. The Tracking Inbox displays items that you have created in FFPMIS as well as items awaiting your action. For example, a Concept Paper you created or a Concept Paper awaiting your approval will appear in your Tracking Inbox. 18. Tracking Inbox Select the appropriate Concept Paper you wish to view. The system will display the selected Concept Paper. 14

Searching The Search feature in Entellitrak allows you to find any items in FFPMIS, such as Applications, Programs, Emergency Response Requests, etc.

17 Searching The Search feature in Entellitrak allows you to find any items in FFPMIS, such as Applications, Programs, Emergency Response Requests, etc. created by anyone specific to your organization. 19. Search Click the Search tab. Clicking the Search tab enables you to look for data in FFPMIS for your specific organization. 15

18 Search Tab 20. Search Click the Standard Search link under the Concept Paper heading. Standard Search allows you to enter basic requirements for your search. For more information on creating Advanced Searches, refer to the Creating Saved Searches guide in USAID FFPMIS site. 16

19 Search Tab (cont.) 21. Search Check the box next to Concept Paper. After selecting an item, the system will display a list of parameters for you to perform your search by. 17

20 Search Tab (cont.) 22. Search Enter the necessary parameters to perform your search. 23. Search Click Search when finished. Complete the same steps to perform a Standard Search for other items (e.g., Proposals, ERRs, Programs, etc.). 18

21 Search Tab (cont.) 24. Search Results Select the appropriate Concept Paper. Once you select the appropriate document, the system will navigate you to that item. This concludes the basic navigation procedures for FFPMIS. For more assistance, please contact the FFPMIS Helpdesk at 19

Creating an Emergency Application

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.