Standardized Annual Program Questionnaire (SAPQ): Creating an SAPQ for Programs Awarded in FY12 or Later

Transcription

1 Food for Peace Management Information System User Guide Standardized Annual Program Questionnaire (SAPQ): Creating an SAPQ for Programs Awarded in FY12 or Later Date: 10/21/2014 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 STANDARDIZED ANNUAL PROGRAM QUESTIONNAIRE (SAPQ) PROGRAMS AWARDED IN FY12 OR LATER... 1 CREATING AN SAPQ... 2 BASELINE TAB Indicator Tab Comment Tab ANNUAL MONITORING TAB Indicator Tab Commodity Tab Indicator Tab Comment Tab FINAL EVALUATION TAB Indicator Tab Comment Tab SUBMITTING AN SAPQ MODIFYING AN SAPQ... 32

3 Standardized Annual Program Questionnaire (SAPQ) Programs Awarded in FY12 or Later 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 realized during the fiscal year, program 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) As part of the ARR, awardees with current or recently closed Title II development food assistance programs must submit the Standardized Annual Performance Questionnaire (SAPQ). FFP requires awardees to submit the SAPQ through the Food for Peace Management Information System (FFPMIS). This user guide outlines how to create and submit an SAPQ in FFPMIS for programs awarded in FY For programs awarded prior to FY 2012, please refer to the FFPMIS User Guide: Standardized Annual Program Questionnaire (SAPQ) for Programs Awarded Prior to FY Please contact the FFPMIS Service Desk at FFPMIS_Support@devis.com with any questions about submitting an SAPQ in FFPMIS. For questions about SAPQ reporting requirements, please contact your program s Agreement Officer s Representative (AOR) in FFP. Before Starting: 1. You must log into FFPMIS as a PIO-PVO user. 2. You must have an ARR record in FFPMIS for your program. Please see the Annual Results Report user guide for instructions on how to create an ARR record.

4 Creating an SAPQ Steps Section User Action Description/Guidance 1. FFPMIS Sign On Log on to FFPMIS (not shown). 2. FFPMIS Welcome page Click the Search button on the tool bar menu. 3. FFPMIS Search Select Standard Search under Annual Results Report. 2

5 4. ARR Search Select the checkbox next to Annual Results Report. 5. ARR Search Enter the country in which your program operates, and click search. 6. ARR Search Click the Search button. 3

6 7. ARR Search Results Select the appropriate ARR. When searching for an ARR record, keep in mind that the FY of the ARR record may not correspond to the start date of the program. The ARR record is associated to the most current fiscal year of the program in FFPMIS. For example, if a program started in 2009, there may be a program record for 2009, 2010, 2011, and 2012 in FFPMIS. In this case, 2012 would be the FY used to create the ARR record. For programs that created an ARR record previously, you will need to search for and select the existing record. All SAPQ records are created within the original ARR record. 4

7 8. Annual Results Select the SAPQ tab. Report 5

8 9. SAPQ Select the New SAPQ button (not shown). 10. New SAPQ Complete the following fields: - Reporting Year: Select the FY for this SAPQ. - Program Location in Host Country: First- and Second-Level Administrative Divisions: 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. 6

9 10. New SAPQ - Contact Name: Enter the appropriate information. - Contact Enter the appropriate information. - Contact Address: Enter the appropriate information. - Contact Phone: Enter the appropriate information. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. 7

10 10. New SAPQ - Reporting Year: Select the appropriate FY. - In what Fiscal Year (FY) was your food assistance program awarded?: Select the appropriate FY. - Has a quantitative, population-based, statistically representative baseline survey been conducted for your program?: Select Yes or No. This symbol indicates a required field in the system. If this symbol appears next to the field, users must enter data into that field. If you answered Yes for the question Do you want to enter your baseline data in FFPMIS?, the Baseline tab will appear. If you do not select Yes now, you cannot add the baseline tab to the record after clicking Save. - The baseline data was or will be entered in what FY?: Select the appropriate FY. - Do you want to enter your baseline data in FFPMIS?: Select Yes or No. - Has a quantitative, population-based, statistically representative final evaluation been conducted for your program?: Select Yes or No. If you answered Yes for the question Has your program conducted a quantitative, population-based, statistically representative final evaluation?, select the appropriate fiscal year from the corresponding drop-down menu. If you answered No, select the appropriate fiscal year from the corresponding drop-down menu. 8

11 10. New SAPQ Click the Save button when finished. You must first save the SAPQ as a draft. At this stage, the system will not allow you to select Submit and click the Save button. To enter annual monitoring data, click on the Annual Monitoring tab and skip to that section of the guide. 9

12 Baseline Tab Steps Section User Action Description/Guidance 12. SAPQ Click on the Baseline tab. 13. Baseline Using the check boxes next to the indicators, select the appropriate indicators from the list. To select all indicators, click the checkbox to the left of Objectives/Indicators at the top of the table. 14. Baseline Click the Save button when finished. 15. Baseline Click on the Indicator tab. The system pre-selects required indicators. These will appear on the Indicator tab automatically. 10

13 Indicator Tab Steps Section User Action Description/Guidance 16. Indicator Select an Indicator from the list. The list will include required indicators and those selected by the user on the Baseline tab. Note: The data entry for all indicators is similar. 11

14 17. Indicator Complete the following table: The tab key can be used to navigate between the cells instead of the mouse. - Indicator Table: Click in any cell in the table to enter the appropriate data. The shaded cells in each indicator table do not allow for data entry. For baseline indicators, the Total row located above the disaggregation category does not allow for data entry. This value will calculate upon clicking Save. 18. Indicator Click the Save button when finished (not shown). If you wish to add comments or a deviation narrartive, click on the Comment tab. The system will perform the required calculations and validations for each indicator. If there is an error, the system will retain the values entered. However, you will not be able to submit the SAPQ until you correct all errors. To enter additional indicator data, click on the Indicator Listing link in the breadcrumb navigation trail, and repeat steps

15 Comment Tab Steps Section User Action Description/Guidance 19. Indicator Click on the Comment tab. 20. Comment Listing Click on the New Comment button. 13

16 21. Comment Complete the following fields: This symbol indicates - Type: Select the type of a required field in the comment: Deviation system. If this symbol Narrative or Comment. appears next to the field, users must enter data into - Comment: Enter the that field. comment. Deviation narratives are required for each indicator where the current reporting FY result is 10 percent greater or less than the target. The deviation narrative must specifically state the problems encountered and describe what will be done to address challenges and overcome difficulties for meeting the 22. Comment Click the Save button when finished. 23. Comment Click on the SAPQ link in the breadcrumb navigation trail. target. Repeat the process for all indicators on which you are reporting. You can now review and submit your baseline data or begin entering annual monitoring data. Skip to the appropriate section of the guide to proceed. 14

17 Annual Monitoring Tab Steps Section User Action Description/Guidance 24. SAPQ Click on the Annual Monitoring tab. 15

18 25. Annual Monitoring 26. Annual Monitoring 27. Annual Monitoring Using the check boxes next to the indicators, select the appropriate indicators from the list. To select all indicators, click the checkbox to the left of Objectives/Indicators at the top of the table. Click the Save button when finished. Click on the Indicator tab. The system pre-selects required indicators. These will appear on the Indicator tab automatically. For programs with approved SAPQs from previous reporting years, the indicators selected previously will automatically appear for the current reporting year. 16

19 Indicator Tab Steps Section User Action Description/Guidance 28. Indicator Listing Select the indicator for which you wish to enter data, e.g., Indicator 8. The list will include required indicators and those selected by the user on the Annual Monitoring tab. Note: The data entry for all indicators is similar. This guide shows the process for Indicator 8. The process for entering data in each indicator table is the same. Continue to Indicator Tab section if you are not entering data for indicator 8 or

20 29. Indicator Click on the Commodity tab. Only indicators 8 and 16 require you to select commodities. 18

21 Commodity Tab Steps Section User Action Description/Guidance 30. Commodity Listing Click on the New Commodity button. The Commodity tab gathers information for indicators 8 and 16 only. Steps Section User Action Description/Guidance 31. Commodity Complete the following field: This symbol indicates - Commodity: Select the a required field in the appropriate commodity from system. If this symbol the drop-down menu. appears next to the field, users must enter data into that field. 32. Commodity Click the Save button when finished. 33. Commodity Listing Click on the Indicator tab. Repeat the process to add all commodities on which you are reporting. 19

22 Indicator Tab Steps Section User Action Description/Guidance 34. Indicator Complete the following table: The tab key can be used to navigate between the cells instead of the mouse. - Indicator Table: Click in any cell in the table to enter the appropriate data. The shaded cells in each indicator table do not allow for data entry. Values entered on previosuly approved annual SAPQs will automatically populate in the new report. You will not be able to update the values carried over from previosuly approved reports. If you wish to add comments or a deviation narrartive, click on the Comment tab. 20

23 35. Indicator Click the Save button when finished (not shown). The system will perform the required calculations and validations for each indicator. If there is an error, the system will retain the values entered. However, you will not be able to submit the SAPQ until you correct all errors. Click on the Indicator Listing link in the breadcrumb navigation trail to enter information for other indicators. 21

24 Comment Tab Steps Section User Action Description/Guidance 36. Comment Listing Click on the New Comment button. 22

25 37. Comment Complete the following fields: This symbol indicates - Type: Select the type of a required field in the comment: Deviation system. If this symbol Narrative or Comment. appears next to the field, users must enter data into - Comment: Enter the comment. that field. Deviation narratives are required for each indicator where the current reporting FY result is 10 percent greater or less than the target. The deviation narrative must specifically state the problems encountered and describe what will be done to address challenges and overcome difficulties for meeting the target. 38. Comment Click the Save button when finished. Repeat the process for all indicators on which you are 39. Comment Click on the SAPQ link in the breadcrumb navigation trail. reporting. Click on the Indicator Listing link in the breadcrumb navigation trail to enter information for other indicators. 23

26 Final Evaluation Tab The Final Evaluation tab is only available if you selected Yes in response to the question, Has your program conducted a quantitative, population-based, statistically representative final evaluation? on the SAPQ page. This tab should only be completed for the last FY of the program. Note: Changing your answer from Yes to No on the SAPQ tab and clicking the Save button will remove the Final Evaluation tab and delete all Final Evaluation data entered from the SAPQ. Steps Section User Action Description/Guidance 40. SAPQ Click on the Final Evaluation tab. 24

27 41. Final Evaluation Using the check boxes next to the indicators, select the appropriate indicators from the list. To select all indicators, click the checkbox to the left of Objectives/Indicators at the top of the table. 42. Final Evaluation Click the Save button when finished. 43. Final Evaluation Click on the Indicator tab. The system pre-selects required indicators. These will appear on the Indicator tab automatically. For programs with an approved SAPQ baseline from a previous reporting year, the indicators selected in the baseline will automatically appear in the final evaluation report. 25

28 Indicator Tab Steps Section User Action Description/Guidance 44. Indicator Listing Select an Indicator from the list. The list will include required indicators and those selected by the user on the Final Evaluation tab. Note: The process for entering data in each indicator table is the same. 26

29 45. Indicator Complete the following The tab key can be used to navigate table: between the cells instead of the mouse. - Indicator Table: Click in any cell in the table to enter the appropriate data. The shaded cells in each indicator table do not allow for data entry. Baseline and final evaluation target values entered on a previosuly approved baseline will automatically populate in the new record. You will not be able to update the values carried over from the previosuly approved baseline. For final evaluaiton indicators, the Total row located above the disaggregation category does not allow for data entry. This value will calculate upon clicking Save. 46. Indicator Click the Save button when finished (not shown). If you wish to add comments or a deviation narrartive, click on the Comment tab. The system will perform the required calculations and validations for each indicator. If there is an error, the system will retain the values entered. However, you will not be able to submit the SAPQ until you correct all errors. To enter additional indicator data, click on the Indicator Listing link in the breadcrumb navigation trail, and repeat steps

30 Comment Tab Steps Section User Action Description/Guidance 47. Indicator Click on the Comment tab. 48. Comment Listing Click on the New Comment button. 28

31 49. Comment Complete the following fields: This symbol indicates - Type: Select the type of a required field in the comment: Deviation system. If this symbol Narrative or Comment. appears next to the field, users must enter data into - Comment: Enter the that field. comment. Deviation narratives are required for each indicator where the current reporting FY result is 10 percent greater or less than the target. The deviation narrative must specifically state the problems encountered and describe what will be done to address challenges and overcome difficulties for meeting the 50. Comment Click the Save button when finished. 51. Comment Click on the SAPQ or Indicator Listing link in the breadcrumb navigation trail. target. Repeat the process for all indicators on which you are reporting. Click on the Indicator Listing link in the breadcrumb navigation trail to enter information for other indicators. Click on the SAPQ link to continue entering data in other sections or to submit the SAPQ. 29

32 Submitting an SAPQ Steps Section User Action Description/Guidance 52. SAPQ 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 SAPQ. The system will perform the required calculations and validations for each indicator. If there is an error, the system will retain the values entered. However, you will not be able to submit the SAPQ until you correct all errors. 30

33 53. SAPQ 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 SAPQ for revision. The only other way to make changes is to modify an approved SAPQ. For instructions on how to modify an approved ARR, please consul the Modifying an ARR section below. This concludes the data entry procedures for creating and submitting an SAPQ for programs awarded in FY For more assistance, please contact the FFPMIS Service Desk at 31

34 Modifying an SAPQ Once FFP approves an SAPQ, the only way to make changes is through a modification. Partners cannot initiate an SAPQ modification. Only the FFP AOR or a representative can do this. After FFP initiates the modification, partners can update the information in the SAPQ and submit the modification for approval. Steps Section User Action Description/Guidance 1. ARR Search Search for and select your ARR Follow the instructions record (not shown). starting on page 2 of this 2. Annual Results Report guide. Click the SAPQ tab. You will see two listings one for the original SAPQ that was approved and one for the modification. Steps Section User Action Description/Guidance 3. SAPQ Select the modification from the listing. In the Request Modification Number column, the modification record will start with MOD and be followed by 2-digit number (e.g., MOD 01). Once you select the modification, you will be able to revise the data from the original SAPQ. For instructions on how to enter data into the various tabs, please refer to the Creating an SAPQ section of this guide. 32

35 4. SAPQ Complete the necessary changes to your SAPQ, and change the Submit field from Draft to Submit. Please review all information before you select Submit from the 5. SAPQ Click the Save button when finished. drop-down list. After you click save, the screen will refresh and all the information will be read only. You cannot make additional changes unless FFP rejects the SAPQ for revision. The only other way to make a change is to process another modification once the current one is approved. This concludes the data entry procedures for modifying an SAPQ. For more assistance, please contact the FFPMIS Helpdesk at FFPMIS_Support@devis.com 33