FY2018 PEPFAR ER Data Review and Approval Instructions: Agency Field Reviewer (Level 2)

Transcription

1 FY2018 PEPFAR ER Data Review and Approval Instructions: Agency Field Reviewer (Level 2) Version:

2 Table of Contents 1) Process Map 3 4 2) Navigate to Submitted Templates Data Approval app 3) Check: Is the template submitted valid or invalid? Data Entry app 4) File Failed Validation; Return (Reject) It Data Approval app 5) File was Validated; Review it Data Entry app 6) Review successful; Accept and Submit Mechanism Data Approval app 7) Make a mistake? Change your mind? Recalling a Mechanism Data Approval app ) Data Cleaning Period & Level 3 Review ) DATIM References and Help

3 Process Map for Data Entry Period: 10/1/18 11/15/18 Level 1: IP IP Uploads Template Recommended: If file is invalid, IP should delete it, and re-upload ER Excel Template File fails to validate NOT Recommended: If file is invalid, IP can submit the IM IP Submits Mechanism Level 2: Agency Field File and data validation checks File is validated Agency Field sees IM ready for review Agency Field checks for Template s validation File failed to validate File is validated Agency Field downloads template for review No Template passes review? Agency Field rejects IM Yes Agency Field sends to IP Agency Field approves IM 3

4 Process Map for Data Cleaning Period: 12/3/18 12/21/18 Level 3: Agency HQ Agency HQ reviews ER data in aggregate form Level 2: Agency Field Data passes review? No Yes Agency HQ rejects mechanism to Agency Field Agency HQ approves mechanism Agency HQ sends to Agency Field explaining IM s rejection Agency Field reviews Data Approval app for IM status Finish Yes IM approved by Agency HQ? No Agency Field reviews template again; repeat steps on previous map 4

5 Navigate to Submitted Templates Data Approval app 5

6 Log Into DATIM 6

7 Navigate to Data Approval App On the top right hand corner of the screen, select the apps menu. Within the apps menu, select the Data Approval app. 7

8 Verify Template Was Submitted (Not Just Uploaded) in DATIM Identify mechanisms available for your review by clicking the Accept tab. These will include mechanisms where the Implementing Partner (IP) has uploaded AND submitted the template in DATIM. If your IP has not submitted (including having uploaded, but not submitted) a template for the funding mechanism that you would like to approve, the mechanism will not be visible in the Accept tab; it will be on the View tab. 8

9 Check: Is the template submitted valid or invalid? Data Entry app 9

10 Navigate to Data Entry App On the top right hand corner of the screen, select the apps menu. Within the apps menu, select the Data Entry app. 10

11 Verify OU After selecting Data Entry app, the Data Entry page will appear: Begin by verifying that OU is correct. NOTE: ER is reported at the OU level, regardless of whether the IP is only working in one SNU or multiple SNU; please make sure the OU is selected. 11

12 Click Verify to Data edit Set Master and Period text styles Information Select ER: Expenditure FYOct as the Data Set Select October 2017-September 2018 as the reporting Period 12

13 Select Implementing Mechanism Once the correct period is selected, the Funding Mechanism field will appear. Select the IM from the drop-down list for review. If you do not see the desired mechanism on the drop-down list, please contact your Agency ER POC. IMs need to be active COP17 mechanisms in FACTS Info in order to appear in DATIM. 13

14 Populated Award Number and DUNS Number The Award Number and DUNS Number will have already been entered by the IP. The approver will not be able to alter these if the data set is locked (result of IP data submission to approver). As the approver, you should verify these against the metadata in the template once you have downloaded the template for review. Note: For DUNS numbers that start with zero the Excel template would have dropped any initial zeros; the number in DATIM should be with the zeros. 14

15 Valid or Invalid? Templates uploaded to DATIM will either be valid or invalid. Valid Template: The Expenditure Report box will be green The feedback box will indicate that the file was validated Invalid Template: The Expenditure Report box will be red The feedback box will indicate that the file was NOT validated and will explain the errors contained in the template 15

16 File Failed Validation; Return (Reject) It Data Approval app 16

17 Template is Invalid in DATIM If the Implementing Partner submitted a reporting template that did not pass validation, the expenditure reporting data field will be flagged red and the feedback text box will alert you to the error(s) that caused the upload to fail validation. Reject the template, returning it to the IP to take corrective measures. Note: A full list of the error messages an IP might encounter in DATIM and what those mean for the Excel Template are explained this article on DATIM Support: Instructions for IP Users: Filling out the ER Template, DATIM Submission, and Error Resolution - STOP No data from an invalid template can be read by DATIM; no data will be sent to Panorama or the dataset! 17

18 File Failed Validation: Navigate to Data Approval App On the top right hand corner of the screen, select the apps menu. Within the apps menu, select the Data Approval app. 18

19 File Failed Validation: Select Mechanism to Return (Reject) Click the Accept tab and select the mechanism you want to return to the IP. Click Proceed. 19

20 File Failed Validation: Returning (Rejecting) the Mechanism Click Return Submission for 1 mechanism(s) for the selected funding mechanism(s). Wait while the system processes your request. Verify that the green box appears in the top right of the screen to confirm that the unsubmit was successful. 20

21 File Failed Validation: Communicate with IP If an Agency Field user returns (rejects) a mechanism to an IP so that the IP can upload a revised, valid file, the Agency Field user should communicate with the IP via to advise the IP that the mechanism has been returned. DATIM does not send automatic notifications, so it will be very helpful to communicate offline so that the template can be revised, re-uploaded, and re-submitted. Remember! to send an to the IM indicating that the file was unsubmitted and what changes are required before resubmission 21

22 File was Validated; Review it Data Entry app 22

23 File was Validated: Download Template for Review If the uploaded reporting template is valid, click the link to the expenditure reporting template (shown in the red box below) to initiate the download process. Review the data that has been entered by the IP. 23

24 File was Validated: Review Template Use the Level 2 checklist on DATIM support: Checklist for Reviewing Expenditure Reporting Data - Reviewing-Expenditure-Reporting-Data This section gives an overview of what should be reviewed in the template After Review: If the template passes review, proceed with approving the mechanism in the Data Approval app; steps are provided in the next section If the template does NOT pass review, follow the steps in the previous section to reject the mechanism in the Data Approval app 24

25 Overview of Data Review in the ER Template There are three components of data review in the ER template for the Level 2 reviewer 1. Confirm that the template that was uploaded was the correct one by verifying the metadata 2. Confirm that the error checks in the template were passed 3. Verify that expenditure data that was entered by partner is accurate and aligned to the budget and strategic plan for that mechanism If the Level 2 reviewer notes any problems with any of the above checks, he/she may contact the IP for further explanation or to require or suggest revisions prior to approving the ER Template; in this case the IP may be asked to upload a revised template. 25

26 Verify Metadata in Template Matches Metadata in DATIM To verify that the correct template was uploaded in DATIM, review the metadata in the template on the Metadata and Error Checks tab and verify that it matches the metadata in the data entry app in DATIM 26

27 Verify that all Error Checks in Template have Been Passed There are 3 error checks in the template on the Metadata and Error Checks tab: 1. Program Management 2. Interventions Not Fully Defined 3. Impossible Combinations

28 Error Checks in Template: 1) Program Management The first Error Check verifies that program management expenditures have been entered Nearly all IMs would have program management expenditures. If this check has been passed, cell H9 will read Yes, program management costs have been entered Review the comments box for additional information as necessary. Please note that the absence of program management costs will not result in an invalid template upon upload in DATIM, so it is important that the reviewer check for this error in the template and identify if this in error or is valid for the IM 1 28

29 Error Checks in Template: 2) Interventions not Fully Defined The second error check verifies that all interventions have a program area and a beneficiary selection If this check has been passed, cell K11 will read Yes, interventions have been fully defined Please note that if interventions have not been fully defined, this will result in an invalid template upon upload in DATIM; if the downloaded file includes this error the file is invalid and should be rejected. 2 29

30 Error Checks in Template: 3) Impossible Combinations The third error check verifies that impossible combinations of program area and beneficiary have not been selected If this check has been passed, cell K16 will read No, impossible combinations have not been selected Review the comments box for additional information as necessary. Please note that the selection of impossible combinations will not result in an invalid template upon upload in DATIM, so it is important that the reviewer check for this error in the template and identify this error when it has been made. Note that there are few impossible combinations, but it may be that the intervention is unlikely and not aligned to COP strategic direction. 3 30

31 Expenditure Data Review: Intervention Alignment to Strategy and Work Plan In reviewing the Expenditure Template tab, reviewers should first verify that the interventions are defined in a way the aligns to the strategy for that mechanism and its work plan. Reviewers should verify that: The appropriate program areas and beneficiaries have been selected Interventions have been lumped or split in an appropriate way Expenditure totals are reasonable given award information (e.g. an entry of $100,000,000 for an award with a budget of $100,000 may be a data entry error) 31

32 Expenditure Data Review: Appropriate Object Classes Identified Reviewers should check that the object classes with expenditures are appropriate given the program area selection for that intervention; for some program areas, certain object classes will be very unlikely to be utilized (e.g. Personnel: Salaries- Health Care Workers for an Above Site Intervention). Review the Classification Reference Guide if questions. 32

33 Expenditure Data Review: Confirm Template Totals Against DATIM Totals Confirm that the total number of interventions and the total $ value of expenditures in the template matches what is shown in DATIM 33

34 Expenditure Data Review: Data Accuracy Against Award Information Verify that the expenditure totals entered by the implementing partner appear reasonable given the award information you have for that mechanism Specifically check for typos or other data entry errors that might indicate that the mechanism totals are not accurate 34

35 Review successful; Accept and Submit Mechanism Data Approval app 35

36 File was Validated: Navigate to Data Approval App If, after reviewing the data in the downloaded template, you are ready to approve the template, you will accept and submit it in the Data Approval app. To do this, on the top right hand corner of the screen, select the apps menu Within the apps menu, select the Data Approval app 36

37 Data Approval App: Select Mechanism to Accept Click the Accept tab and select the mechanism for which you have the option to approve expenditure data. Click Proceed. 37

38 Data Approval App: Process Acceptance of Mechanism Click Accept 1 mechanism(s) for the selected funding mechanism(s). Wait while the system processes your request. Verify that the green box appears in the top right of the screen to confirm that the accept was successful. 38

39 Data Approval App: Select Mechanism to Submit Click the Submit tab and select the mechanism for which you have the option to submit expenditure data. Click Proceed. 39

40 Data Approval App: Process Submission of Mechanism Click Submit 1 mechanism(s) for the selected funding mechanism(s). Wait while the system processes your request. Verify that the green box appears in the top right of the screen to confirm that the submit was successful. 40

41 Make a mistake? Change your mind? Recalling a Mechanism Data Approval app 41

42 Why would a mechanism be recalled? Clicked on the wrong mechanism to submit in error Discussed with other members of the Agency team and decided a correction is needed Reviewed ER guidance or Classification Reference Guide and realized a correction is needed Received an from the IM requesting that opportunity to revise the submission be allowed 42

43 Recall: Select Mechanism to Recall Click the Recall submission tab and select the mechanism for which you have the option to recall expenditure data. Click Proceed. 43

44 Recall: Process Recall of Mechanism Click Recall submission for 1 mechanism(s) for the selected funding mechanism(s). Wait while the system processes your request. Verify that the green box appears in the top right of the screen to confirm that the unsubmit was successful. Remember! to send an to the IM indicating that the file was unsubmitted and what changes are required before resubmission 44

45 Data Cleaning Period & Level 3 Review 45

46 Data Cleaning Period: 12/3/18 12/21/18 Data entry for FY18 expenditure reporting will close on 11/15/18. By 11/26/18, an aggregate dataset of all ER data will be available for USG users in Panorama. During the data closure from 11/26/18 12/3/18, Agency HQ users may analyze the preliminary FY18 ER data. The data cleaning period will be open from 12/3/18 12/21/18; during this time Agency HQ users may decide to approve or return mechanisms. If Agency HQ users return a mechanism, they will move down one level in the workflow and will be back in the approval queue for Agency Field users to take action on. Remember! An IP will not be able to resubmit unless the Agency Field user (level 2) has rejected (unsubmitted). 46

47 Checking Periodically on Submitted Mechanisms During the data cleaning period, Agency Field (Level 2) users should log back in to view the status and available actions for mechanisms that have been submitted to the Agency HQ (Level 3) users. If a mechanism was submitted to Agency HQ and an Agency Field user sees a status of pending and the available action submit, it means that the template was either rejected by the level 3 agency user, or the submission was recalled by another Agency Field user in the OU. This will require action from the Agency Field user; connect with the Agency HQ POC to understand why they rejected template and decide whether to return the submission to the partner or resubmit to Agency HQ, if the concerns can be resolved by the Agency Field user If a template was approved by the level 3 agency user, its status will be accepted by funding agency ; this requires no further action. 47

48 DATIM References and Help 48

49 Guidance and Instructions References, guidance, and instructions can be found on the DATIM support page, 2 key places to find Expenditure Reporting guidance and instructions Technical support available! 49