FAIS User Manual.pdf

USDA Foreign Agricultural Service Food Aid Information System (FAIS)

FAIS User Manual Version 1.0

FAIS User Manual Version 1.0

FAIS User Manual Version 1.0

Revision History

Version Change Description Date

1.0 Initial Version 3/13/2011

FAIS User Manual Version 1.0

1. Table of Contents

1. INTRODUCTION

1.1. System Overview

1.2. Purpose and Scope

2. GETTING STARTED

2.1. User Access Levels

2.2. eAuthentication

2.3. System Access, User Registration and FAIS Login

2.3.1. FAIS User Registration for Participant User

2.3.2. Post Registration & User Account Approval

2.4. General Instructions

2.4.1. Screen Layout

2.4.2. Manage FAIS Alerts

2.5. Exit FAIS

3. SYSTEM MENU/ FUNCTIONALITIES

3.1. Participant Profile

3.1.1. Maintain Participant Organization Profile

3.1.2. Program Participant Organization

3.1.3. Create New Participant Organization Address

3.1.4. Manage Participant User

3.1.5. Manage User Permissions

4. PROPOSAL CREATION

4.1. Getting started with proposal creation

4.1.1. Proposal Status

4.1.2. Accessing Proposal Link

4.2. Creating a Proposal

4.2.1. Proposal Applicant Details

4.2.2. Proposal Sections

4.2.3. Introduction Section

4.2.4. Commodity Section

4.2.5. Activity Objective Section

4.2.6. PVO Budget Section

4.2.7. WFP Budget Section

4.3. Proposal Submission

5. AGREEMENT NEGOTIATIONS

5.1.1. Accepting Proposal Approval

5.1.2. Getting Started with Agreement Negotiations

5.1.3. Legal Section

5.1.4. Plan of Operation

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5.1.5. Commodity Specification Summary

5.1.6. Budget Summary

5.1.7. Terrorist Financing Certification

5.2. Agreement Data Management

5.2.1. Agreement Introduction Details

5.2.2. Commodity

5.2.3. Monetization

5.2.4. Transportation & Logistics

5.2.5. Agreement Activity Objectives

5.2.6. Agreement Activity Objective Other Details

5.2.7. Agreement Activities & Beneficiaries

5.2.8. Manage Beneficiaries

5.2.9. Activity Objective – Activity Mapping

5.2.10. Budget

5.3. Agreement Submission

5.4. Agreement Snapshot & Working Copy

6. APPENDIX

6.1. Appendix A – Acronyms and Abbreviations

FAIS User Manual Version 1.0

1. Introduction

1.1. System Overview

The Food Aid Information System (FAIS) allows Program Participants to apply for commodities and funding assistance under the PL 480 Title I - Food for Peace Program (FFPr), CCC – Food for Progress Program (CCC-FFPr), the McGovern–Dole International Food for Education and Child Nutrition Program (MGD) and Section 416(b).

The FAIS also allows applicants to negotiate Food Aid Agreements (Contracts), submit project status reports, financial and other reports, process payments & receivables, negotiate claims and close contracts.

For more detailed information on each of these programs, you may click on the following hyperlinks to take you to each program's home page:

Food for Progress: http://www.fas.usda.gov/excredits/FoodAid/FFP/foodforprogress.asp

Food for Education: http://www.fas.usda.gov/excredits/FoodAid/FFE/FFE.asp

Food for Peace: http://www.fas.usda.gov/excredits/FoodAid/pl480/pl480.asp

Section 416 B: http://www.fas.usda.gov/excredits/FoodAid/416b/section416b.asp

The FAIS is a concise one stop solution covering the complete life cycle of a Food Aid application for the above mentioned programs. FAIS can also be directly accessed through the following links

Any Web User: - http://www.fas.usda.gov/fais.web

FAIS Registered User: - https://www.fas.usda.gov/fais/webapp

In summary, FAIS provides the following benefits to its user community:

• A fully integrated and secure workflow based Web Application

• A streamlined online Food Aid proposal submission

• Enables easy negotiation of agreements between participants and Food Aid Division

• Streamlined reporting process for submission of project status reports, financial reports, etc without sacrificing accounting accuracy and reliability.

• Online management of claims, payments & receivables and agreement closeout

1.2. Purpose and Scope

This manual is intended to provide participant users with necessary instructions and guidelines on the use of the FAIS system and to assist users in FAIS proposal submission, agreement negotiation, reports submission, payments & receivables and compliance management.

The scope of this document is limited to the use of FAIS system and associated functionalities. Any other applications are outside the scope of this document.

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2. Getting Started

2.1. User Access Levels

The access for FAIS falls under the ambit of US Federal eAuthentication process. Further to the eAuthentication each participant user’s access to the various functions available in FAIS depends on the role assigned to the user.

Following are the possible list of roles for a program participant user

Role Abbreviation

Role Role Description Remarks

PPDir Program Participant Director

Person from participant organization who is authorized by the participant organization to create Food Aid proposals and negotiate Food Aid agreements

A participant organization may have multiple people in directors role

PPCR Program Participant Proposal Creator

Person nominated by a PPDir to create & manage a proposal

A participant organization may have multiple people in proposal creator’s role.

But any given proposal can have only one proposal creator

PPCONT Program Participant Proposal Contributor

Person nominated by a PPDir or a PPCR to work on a section of a proposal

A participant organization may have multiple people in proposal contributor’s role. But any given proposal section can have only one proposal contributor

PPAgEx Program Participant Agreement Executor

Person nominated by the PPDir to manage and negotiate an Agreement

A participant organization may have multiple people in agreement executor’s role. But any given agreement can have only one agreement executor

PPAgCONT Program Participant Agreement Contributor

Person nominated by the PPDir or PPAgEx to work on an Agreement section

A participant organization may have multiple people in agreement contributors role. But any given agreement section can have only one agreement contributor

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PPAdmin Program Participant Administrator

This person will maintain participant organizations details and handle access request to the FAIS system by users from their organization

A participant organization can have multiple PPAdmin

2.2. eAuthentication eAuthentication is the system used by USDA agencies to enable users to obtain accounts that will allow them to access USDA Web applications and services via the Internet.

Your eAuthentication account consists of a User ID, a password, and your customer profile containing information about you that will help USDA applications make decisions about your identity. Currently, USDA offers Accounts with Level 1 Access and Accounts with Level 2 Access. Please visit http://www.eauth.egov.usda.gov/ for more details.

FAIS system can be accessed by both Level 1 and Level 2 users. Level 1 user will need an additional PIN to access FAIS.

2.3. System Access, User Registration and FAIS Login

Once you have an eAuthentication account, you will be able to access FAIS. Please type the URL, https://www.fas.usda.gov/FAIS/WebApp/ in your browser to access the FAIS Web application. The system will display a warning window as shown in figure. Select the ‘I Agree’ button to continue.

The eAuthentication Login window appears where you can enter your eAuthentication credentials and login to access FAIS. Appropriate links to create new accounts, to retrieve forgotten credentials, to change passwords, etc. have been provided on the screen.

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After successful validation of the E authentication credentials, system displays “Confirm Registration for FAIS Account” screen

In order to access FAIS, User has to register in FAIS also. This registration is in addition to the E Authentication

Click on “Create FAIS Account” link

If logging in to FAIS for the first time, system displays “Create New FAIS Account” screen

PIN and Confirm PIN fields will be enabled or disabled based on the E Authentication Level

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E Auth Level 1 User

Select Organization Type as “Program Participant”

Set your FAIS PIN

Select ‘Register’ button to register to FAIS.

E Auth Level 2 User

Select Organization Type as “Program Participant”

Select ‘Register’ button to register to FAIS

2.3.1. FAIS User Registration for Participant User

Once user selects organization and clicks on register, system will display the FAIS User Registration screen

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1. Select participant organization type from the 3 types available

2. Select Organization

3. Based on selection system will populate the organization details

4. Enter the following details in Person Details o Title (Mr./Mrs./Ms etc) o Position (Designation in the organization like Manager etc) o Phone o Phone Extension (Not Mandatory) o Fax (Not Mandatory) o EmailAlertEnabled – Check this box if Email alerts are preferred whenever any workflow action

(like submit, request modification etc) are sought on any process in FAIS o FAISAlertEnabled - Check this box if System alerts are preferred whenever any workflow action

(like submit, request modification etc) are sought on any process in FAIS o Available Roles – This un editable list of roles is populated by the system, specific for participant organization. Details about the roles are listed at <link> o Requestor Comments – Enter appropriate comments seeking access to the Administrator.

Program Participant can seek for the following roles PPDir – Program Participant Director will be capable of creating a proposal and negotiating Agreements PPCR – Program Participant Proposal Creator will be capable for managing and coordinating proposal creation PPCONT – Program Participant Proposal Contributor will be capable of working on assigned sections of a proposal PPAgEX – Program Participant Agreement Executor will be capable of managing and negotiating an Agreement on behalf of the PP Organization PPAgCONT - Program Participant Agreement Contributor will be capable working on assigned sections of an Agreement PPAdmin – Program Participant Administrator will be capable of maintaining

Participant Organization details and approve access to their participant organizations users

5. Click on Register

6. Once registered, await for an email confirmation about the grant of access

Note: - If Organization is not available in the drop down. Please fill in the attached Organization Registration Form in www.fas.usda.gov/fais/public and send the same to ITSTechnicalSupport@wdc.usda.gov

Post Registration & Pre Approval – Screen

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2.3.2. Post Registration & User Account Approval

Once user receives FAIS Registration approval email, user will see the following screen when logged into the system

2.4. General Instructions

2.4.1. Screen Layout

Appropriate screenshots have been included in the manual to aid the user in understanding the functional navigation. A brief orientation of the layout and design of the FAIS interface is provided here.

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A left panel provides links to most of the application items. All other functions are arranged as menu items under several menus, access to which is governed by FAIS Roles.

Breadcrumb trail or Sitemap index links are provided horizontally across the top of each page just below the menu bar. These links will help in navigating through the hierarchies of each element and to keep track of locations within FAIS.

Add or create new will bring the creation page where details can be entered. Once the new record is created, the system might reveal any tabs, if appropriate and the new record is added to the list. To toggle between tabs, click directly on the tabs presented.

Brief instructions are provided on each screen in a green box as shown in figure. The instructions describe the mechanics of viewing and editing the screens and defined the data fields. Important business rules to be followed have also been included, where appropriate. Additional insight is provided with helpful hints throughout identified by ‘Note’.

List Page All of the list pages are presented as shown in figure where there is a search criteria section on the top, if applicable, and the matching list appears below. An action column with appropriate links is provided to the right of the list where users can choose to perform corresponding functions. To add or create new, appropriate links are provided to the right at the top or bottom of the list.

Summary Page Each major work flow data group like proposal, proposal section, agreement, agreement section will have a summary page through which the user will be able to carry out work flow actions like submit, approve etc.

Summary page will also display the work flow history and current status of that data group

Attachments

Across FAIS there are options for documents upload. Documents can be uploaded through the attachment tab and once they get uploaded these documents get associated with appropriate process like Proposal, Agreement etc. System also maintains a list of documents like SF 424, NICRA etc

Mandatory Fields Fields required by the system to create a record, save or submit are indicated by an asterisk next to the field and the data entry box highlighted in yellow. See fields boxed in red in the figure below.

Work Flow Comments

On clicking any workflow action like “Submit”, “Request Modification” etc system will pop up a workflow action comments link where user will be able to enter comments (comments are not mandatory) and confirm the action by clicking on “OK”. If user clicks “Cancel” the system will roll back the workflow action. The comment box confirms the workflow action before committing it

Workflow Validation Error Messages

System displays a list of validation errors (if any) in red when the user clicks “OK” on the workflow comments.

System will not commit the workflow action until the user fixes all the validation errors

Hot Keys Keyboard shortcuts have been provided as appropriate throughout the application. Use Alt key plus the underlined alphabet of the field label to navigate to a particular field. (Alt + <underlined label alphabet>). You may use Alt + S to save or submit, where appropriate.

If a page contains Rich Text Formatting (RTF) text boxes, use the following keyboard shortcuts to focus on a particular area of the page and then tab through links or fields.

• Alt + 0 Sitemap or Breadcrumb links

• Alt + 1 My FAIS panel to the left

• Alt + 2 Top of the page

• Alt + 3 Bottom of the page

Required Security Settings

If you experience difficulty navigating to the website please change your browser’s security settings. Open the Internet Explorer and click on Tools, Internet Options. Click on the Advance tab. Scroll down the page until you see the “Use SSL” section. Check the Use SSL 2.0, SSL 3.0 and TLS 1.0. Click the OK button to save the changes.

FAIS User Manual Version 1.0

Rich Text Capability Certain text fields have been provided with a bar of text formatting icons, as shown in figure. These fields can hold large amounts of data and are Rich Text Formatting (RTF) capable, i.e., it provides word processing capabilities like highlighting, bolding, bulleting, copying, inserting tables and other formatting features. A scroll bar provided along the right side of the text box aids in viewing descriptions larger than the display area of the text box.

Listed below are the formatting options presented as icons on a bar along the text boxes.

2.4.2. Manage FAIS Alerts

FAIS sends system alerts or Email alerts based on users alerts preference as mentioned in user’s profile which can be maintained through the user profile.

If user has opted for FAIS alerts, user will be able to see alerts pertaining to them. Method of navigating through the alerts is mentioned below

1. Select ‘Alert’ link from left menu

2. Option 1:- Click on alert link to navigate to appropriate page. Ex: ‘Proposal 163: Assignment’ will navigate to Proposal Assignment screen

3. Option 2:- Click on ‘Complete’ link to mark the alert as completed

4. Option3:- Click on ‘Detail’ link to enter comments on the alerts for future reference (View Alert) screen

View alerts give an option for the user to make some personal notes for future reference and to mark the alert as completed. These actions of entering comments and marking an alert are purely optional

2.5. Exit FAIS

Use the Logoff link located at the top right of the page to exit FAIS.

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3. System Menu/ Functionalities

3.1. Participant Profile

Each Program Participant organization will have to nominate at least one user for the PPAdmin role who will be capable of maintaining the Participant Organization’s address and grant access to FAIS for users with valid eAuthentication from that participant organization

3.1.1. Maintain Participant Organization Profile

In order to maintain or view the participant organization details, click on Manage PP Organization link from Administration menu

View Participant Organization Details

1. Click on Manage PP Organization from Administration menu

2. Click on View

3. System will display the Program Participant Organization screen (below)

3.1.2. Program Participant Organization

Edit Participant Organization Details

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In order to edit a participant organization detail

1. Click on Manage PP Organization from Administration menu

2. Click on Edit

3. System will display the Edit Program Participant Organization screen

4. Edit any of the following details

• Email Address

• Phone Number

• Is Faith Based

• Is Community Based

5. Click on Save to save the details

Manage Participant Address Participant User with PPAdmin role will be able to maintain the addresses of the participant organization. Each participant organization can have more than one address. All other participants will only be able to View the organization and address details

Participant addresses can be maintained through Program Participant Organization Details screen or through Edit Program Participant Organization Details screen

To delete an address

1. Click on Delete against an address

3.1.3. Create New Participant Organization Address

To create a new address

1. Click on Create New Address on Program Participant Organization Details screen or Edit Program Participant Organization Details screen

2. Enter the following details

• Select Address Location

• Select Country

• Enter Address Line 1

• Enter Address Line 2(Not Mandatory)

• Enter Address Line 3(Not Mandatory)

• Enter Address Line 4(Not Mandatory)

• City

• State / Province

• Zip Code

3. Click on Save

Edit Program Participant Address

To edit an address

1. Click on Edit on Program Participant Organization Details screen or Edit Program Participant Organization Details screen

2. Edit the following details

• Select Address Location

• Select Country

• Enter Address Line 1

• Enter Address Line 2(Not Mandatory)

• Enter Address Line 3(Not Mandatory)

• Enter Address Line 4(Not Mandatory)

• City

• State / Province

• Zip Code

3. Click on Save

3.1.4. Manage Participant User

Participant users with PPAdmin will be able to edit, view and grant access to users of his / her organization. All other users will be able to edit or view their user details

To manage PP users, click on Manage PP Users link from Administration

1. Click on Edit to edit user personal details

2. Click on View to view user details

3. Click on Permission to edit user permission settings (Only users with PPAdmin role)

Edit PP User Details

In order to Edit Users personal details

1. Click on Edit against a user in Manage Program Participant User screen

2. System will display FAIS User Registration screen

3. The following details will be editable

• Select Address Type

• Edit Title

• Edit Position

• Edit Phone

• Edit Phone Extension

• Edit Fax

• Check / Un Check E Mail Alerts

• Check / Un Check FAIS Alerts

4. Click Save to save details

View PP User Details

In order to View Users details

1. Click on View against a user in Manage Program Participant User screen

2. System will display Participant User Details screen

3.1.5. Manage User Permissions

In order to manage user’s role for accessing the FAIS, PPAdmin users will (Only PPAdmin users)

1. Click on Permission against a user in Manage Program Participant User screen

2. System will display Edit Participant User screen

3. The Admin Use Section will be editable

• Click on check box against requisite roles

4. Click Update Roles

5. System will send an alert to the user whose roles has been modified

4. Proposal Creation The application section of the manual is the most important part of the manual. It will go through each element of the process of creating and submitting a proposal through FAIS.

4.1. Getting started with proposal creation

Proposal Creation Once a solicitation is created and published, the participant user will be able to create a proposal; the proposal should be created and submitted before the end date of the solicitation.

Note: A proposal can be submitted only for solicitations that are published.

Proposal Management at Participant Organization

4.1.1. Proposal Status

Proposal will be under various statuses along its life cycle as listed below

Proposal Status Status Status Description Action Button UI / Page

In Progress Proposal is created by a participant director Create Online Proposal

Create Proposal

Modification is requested on proposal details by participant director

Request Modification

Proposal Summary

Submitted For Review

Proposal is submitted to participant director for review by proposal creator

Submit for Review Proposal Summary

Submitted Proposal is submitted to FAD by participant director Submit to FAD Proposal Summary

Cancelled Proposal submission to FAD is cancelled by participant director

Reject Proposal Summary

Withdrawn Proposal is withdrawn by participant director after it is submitted to FAD

Approved Proposal is approved by FAD Branch NA NA Rejected Proposal is rejected by FAD Branch NA NA On Hold Decision on the proposal is put On Hold by FAD Branch NA NA PP Accepted Approved proposal has been accepted by participant director Accept View

Approval Letter

PP Declined Approved proposal has been declined by the participant director

Decline View Approval Letter

Proposal Management

Module/ Role Participant Director Participant Proposal Creator

Participant Proposal Contributor

Proposal Can work on all sections of the proposal created by that director

Can work on all sections of an assigned proposal

Can work on assigned sections of a proposal

Proposal Submittal

Can submit proposal created by him / her to FAD

Can submit proposal assigned to him/her to Participant Director

Cannot submit proposal

Proposal Section Submission

Can submit to participant proposal creator

Can submit to participant proposal creator

Can submit proposal section/s assigned to him / her to participant proposal creator

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4.1.2. Accessing Proposal Link

There are different ways of accessing or navigating to the creating a proposal link. The different ways are mentioned below:

Navigating via USDA Food Aid

1. Through the USDA- Food Aid site, the user can select the programs listed in the page.

2. The user must select the program link

3. User will be redirected to https://fas.usda.gov/fais/public/FoodAid

Navigating via FAIS There are two ways through which you can create proposals through the FAIS system, they are as follows:

1. Select Solicitation from Proposal Management Menu > Select View against the solicitation you want to view > Select Create Proposal on the Create Proposal page.

2. Select Proposals from the Proposal Management Menu > Select Create New Proposal from the Proposal List.

Note: Some of the fields in the Create New Proposal page are already pre populated with the solicitation details.

4.2. Creating a Proposal

In the Proposal Creation page to create new proposal select the Create New Proposal, the Create New Proposal screen opens. To create a proposal, follow the steps listed below:

1. Select the Fiscal Year from the Drop Down List

2. Select the Program Type from the drop down list

3. Select the Solicitation from the drop down list.

4. Select View Solicitation to view the solicitation.

5. Select Create Online Proposal, to view the proposal.

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Proposal Sections & Layout Proposal is broadly divided into following areas

• Proposal Summary – View proposal workflow history and work flow actions

• Assigning Roles – Assign proposal creators and section contributors

• Applicant Details – Details of point of contacts for the proposal

• Proposal Section –

1. Introduction Section – Introduces the proposal

2. Commodity Section – Elucidates the commodity requirement

3. Activity Objective Section – Explains the Activities to be performed through the proposal

4. PVO Budget Section / WFP Budget Section – Elaborates Financial requirements

Note: - User should ensure sections are created in the sequence listed above

Assigning a Proposal Once the user selects Create Online Proposal, the Assign proposal page opens. The page allows you to assign the proposal to a contributor. This allows the user/role to manage the proposal.

To assign the proposal to a contributor follow the steps listed below:

1. The following details are prepopulated by the system:

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a. Organization name

b. Proposal Number

c. Program Type

d. Proposal Status

2. Select the name of the Program Participant creator from the drop down list. This is a mandatory field.

3. Enter comments if any.

4. Select the name of the contributor for Introduction section from the drop down list. This is a mandatory field. Select the name of the contributor for Commodity section from the drop down list.

This is a mandatory field.

5. Select the name of the contributor for Activity Objective section from the drop down list. This is a mandatory field.

6. Select the name of the contributor for Budget section from the drop down list. This is a mandatory field.

7. Select Assign to assign the proposal to a creator.

Note: The fields in yellow and with * mark are mandatory.

Once the proposal is assigned, an automated mail is sent out to the contributors assigned to the section. The automated mail is sent out to contributors who opted for email alerts.

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4.2.1. Proposal Applicant Details

The Proposal Applicant Details page lists all the contact information of the applicant. This page needs to be filled by either the Proposal Creator or the Proposal Director.

Most of the applicant details are already prepopulated based on the user profile. The user can only modify the following details:

1. The user can enter or modify the office associated with this applicant; you can select either branch or main from the drop down menu.

2. The user can enter or modify the Phone and fax numbers listed.

3. Select Save to save the participant and proposal details.

Note: At least one contact should be listed for each Contact type.

4.2.2. Proposal Sections

Proposal contains 4 major sections and applicant details. The sections can be assigned to contributors and they have their own workflow and statuses as mentioned below

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Proposal Section Status Status Status Description Action Button UI / Page

In Progress Proposal is created by a participant director

Create Online Proposal

Create Proposal

Modification is requested on a proposal section

Request for Modiciation

Section Summary

Submitted For Review

Proposal section is submitted to proposal creator for review by proposal contributor

Submit for Review

Section Summary

Submitted Proposal is submitted to FAD by participant director

Submit to FAD Proposal Summary

4.2.3. Introduction Section

The Introduction section basically outlines the proposal summary and details. This section is usually handled by a contributor who is assigned this section by the proposal creator.

This section has four tabs, the contributor is required to enter the required details and then submit the section for review to the proposal creator. The four tabs are:

• Introduction Summary

• Introduction Details

• Program Administration Details

• Attachments

Introduction Summary

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The introduction summary lists the proposal information, the proposal information is generally pre populated based on the information that was entered while creating the proposal.

The status of the proposal can either be In Progress or Submitted for Review based on the status of the section.

The proposal section history details the list of activities that occurred as a part of this section.

Workflow Actions: Based on the user role the summary displays the action that can be performed on this summary, which is either Submit for Review or Request for Modification

Proposal Section Status Status Status Description Action Button UI / Page

In Progress Proposal is created by a participant director Create Online Proposal

Create Proposal

Modification is requested on a proposal section

Request for Modiciation

Section Summary

Submitted For Review

Proposal section is submitted to proposal creator for review by proposal contributor

Submit for Review

Section Summary

Submitted Proposal is submitted to FAD by participant director

Introduction Details

The user is required to enter the following details:

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1. Select the name of the Country from the drop down list. This is a mandatory field.

2. Select the Anticipated Start Date from the calendar. This is a mandatory field.

3. Select the Anticipated Completion Date from the calendar. This is a mandatory field.

4. Select the checkbox if this proposal is a continuation of a previous program.

5. Select the checkbox if this is a consortium.

6. Enter Introduction Details in the text box provided. This is a mandatory field.

7. Select Save to save the details entered.

Program Administration List

The Program Administration tab basically lists the number of people who will be working on the project, their title, and % of time they will devote to this project and their main responsibility.

To add a new record, select Add a New record, a new record opens in the table below.

1. Enter the title of the person who will be working on this proposal.

2. Enter the % of time the person will be dedicating for this project

3. Enter the main responsibility of the person.

4. Select Insert to Insert the record.

5. Select Cancel to cancel.

Editing a record:

To Edit the record that already exists,

1. Select Edit and modify the details.

2. Select Update to update the modified details

To attach any documents that will support this section you can attach the documents in this tab.

To attach a document:

1. Select the File Type from the drop down list.

2. Select the file you want to upload by selecting Browse.

3. Select Upload to upload the document. Once uploaded, the document will be listed in the table below.

4. To delete any document uploaded select Delete.

4.2.4. Commodity Section

This section is where the user enters information about the commodity. This section has four tabs, as listed below:

• Commodity Summary

• Commodity List

• Special Needs and Distribution methods

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• Monetization

Commodity Summary

The Commodity summary lists the proposal information, the proposal information is generally pre populated based on the information that was entered while creating the proposal.

The status of the proposal can either be In Progress or Submitted for Review based on the status of the section.

The proposal section history details the list of activities that occurred as a part of this section.

Workflow Actions: Based on the user role the summary displays the action that can be performed on this summary, which is either Submit for Review or Request for Modification.

Proposal Section Status Status Status Description Action Button UI / Page

In Progress Proposal is created by a participant director Create Online Proposal

Create Proposal

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Modification is requested on a proposal section

Request for Modification

Section Summary

Submitted For Review

Proposal section is submitted to proposal creator for review by proposal contributor

Submit for Review

Section Summary

Submitted Proposal is submitted to FAD by participant director

Submit to FAD Proposal Summary

Create Proposal Commodity Section List The Create Proposal Commodity Section List tab details the proposal information and the list of commodities selected.

To create a new commodity select Create New Commodity and to Edit an existing commodity select Edit against the commodity you want to edit.

Create New Commodity To create a new commodity select Create New Commodity, the create Proposal Commodity page opens.

The Proposal information is prepopulated. Enter the Basic Information as shown below,

1. Select the Commodity type from the drop down list.

2. Select the commodity Usage Type from the drop down list

3. Enter the Quantity MT as required.

4. Select the Package Type from the drop down list.

5. Select the Package Size from the drop down list.

6. Select the Destination Country from the drop down list.

7. Select the Month and enter the Year of Deliver to US Port.

Note: All the fields listed are mandatory fields.

Based on the Commodity Usage Type you selected the sections below will be active. If the Commodity type selected is Monetization or Barter, the corresponding sections will be active below:

Monetization Details:

Enter the following information if Commodity Usage Type is “Monetization”

1. Enter the Estimated Sales per MT in the field.

2. The estimated Proceeds fields get calculated based on your input.

Barter details:

Enter the following information if Commodity Usage Type is “Barter”

1. Enter the Kind of Goods or Service in the field.

2. Enter the Quantity of Goods or Service.

3. Enter the Total value of Service Derived.

Select Save to create a commodity for the proposal.

Special Needs and Distribution Method In the Special Needs and Distribution Method tab, the user is required to enter details for the following fields:

1. Special Delivery, Commodity, Processing, or Packaging Needs

2. Transportation / Logistics / Reprocessing / Repackaging Text

3. Duty Free Entry

4. Economic Impact

5. Other Remarks

6. Select Save to save the details entered.

Monetization The Monetization tab is active / editable only if the user selects the Commodity User Type as Monetization in the Create Proposal Commodity tab.

The user is required to enter details for the following fields:

1. Impact On Other Sales

2. Private Sector Participation In Sale Of Commodity

3. Sales Proceed Usage Activity Implementation

4. Assuring Receipt Procedures

5. Select Save to save the details.

To attach a document:

1. Select the File Type from the drop down list.

2. Select the file you want to upload by selecting Browse.

3. Select Upload to upload the document. Once uploaded, the document will be listed in the table

4.2.5. Activity Objective Section

This section is used to explain the objectives addressed through this proposal. This section has the following tabs:

• Activity Objective summary

• Activity Objectives

• Activities & Beneficiaries

• Mapping

• Other Details

Activity Objective Summary

The Activity Objective summary lists the proposal information, the proposal information is generally pre populated based on the information that was entered while creating the proposal.

The status of the proposal can either be In Progress or Submitted for Review based on the status of the section.

The proposal section history details the list of activities that occurred as a part of this section.

Workflow Actions: Based on the user role the summary displays the action that can be performed on this summary, which is either Submit for Review or Request for Modification

Proposal Section Status Status Status Description Action Button UI / Page

In Progress Proposal is created by a participant director Create Online Proposal

Create Proposal

Modification is requested on a proposal section

Request for Modification

Section Summary

Submitted For Review

Proposal section is submitted to proposal creator for review by proposal contributor

Submit for Review

Section Summary

Submitted Proposal is submitted to FAD by participant

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Activity Objective List The Activity Objective List tab details the activity objectives, along with the proposal information.

To Edit an existing objective select Edit against the commodity you want to edit. To delete an objective select Delete.

Create a New Objective

To create a new objective, select Add New Activity Objective, the Add/Edit Objective page opens. To add an objective:

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1. Select the Activity Objective from the drop down list

2. Enter description for the following category:

• Activity Objective Description

• Base line

• Outcome

• Method of Monitoring

• Method of Evaluation

• Impact on Private Sector

3. Select Save to save and add the objective.

Activities and Beneficiaries

This section allows you to add or edit activities that will benefit the beneficiaries.

Adding an activity

To add an activity:

1. Select the Activity type from the droop down list.

2. Enter the description in the activity description field.

3. Select Save to save and add the activity. The activity will appear on the activity list.

4. To edit the activity select Edit.

5. To delete an activity select Delete.

Managing Beneficiaries

To manage beneficiaries, select Manage Beneficiaries, on the Activity list, the Proposal Activity Objective Activity Beneficiary List page opens.

Adding Beneficiaries To add a beneficiary:

1. Select the fiscal year from the droop down list

2. Enter the output description in the Output field.

3. Enter the number of beneficiaries for the output in the Outout # field.

4. Select the type of direct beneficiaries from the drop down list

5. Enter the number of direct beneficiaries

6. Select the type of indirect beneficiaries from the drop down list

7. Enter the number of indirect beneficiaries

8. Select Save to save and add the beneficiaries.

Mapping

In this tab, the user can map the activity to the objective. To map an activity to an objective:

1. Select Create New, to map an activity to an objective.

2. Select the activity type from the drop down list.

3. Select the objective from the drop down list.

4. Enter the percentage of mapping.

5. Select Save to save and map the activity to the objective.

Note: - Each Activity has to be mapped exactly 100%

Other Details

Using this tab the user can enter any other details pertaining to objectives and activities in here.

The user needs to

1. To enter the following descriptions:

• Recipient agency

• Government and Non-Government Agencies Test

• Method Of Educating Public Test

• Method of Choosing Beneficiaries

2. Select Save to save and add the objective.

1. Select the File Type from the drop down list.

2. Select the file you want to upload by selecting Browse.

3. Select Upload to upload the document. Once uploaded, the document will be listed in the table

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4.2.6. PVO Budget Section

Budget section should be completed only after completing the Activity Objective section. Budget format differs based on PP Organization type

• Private Voluntary Organization – PVO Budget

• World Food Program – WFP Budget

• Government – No Budget

This section is divided into three tabs in case of a PVO Budget, they are as follows:

• PVO Budget Summary

• Budget List

PVO Budget Summary

The PVO Budget Summary lists the proposal information, the proposal information is generally pre

The proposal section history details the list of activities that occurred as a part of this section.

Workflow Actions: Based on the user role the summary displays the action that can be performed on this summary, which is either Submit for Review or Request for Modification.

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Proposal Section Status Status Status Description Action Button UI / Page

In Progress Proposal is created by a participant director Create Online Proposal

Create Proposal

Modification is requested on a proposal section

Request for Modiciation

Section Summary

Submitted For Review

Proposal section is submitted to proposal creator for review by proposal contributor

Submit for Review

Section Summary

Submitted Proposal is submitted to FAD by participant

PVO Budget List

This tab lists the budget details for each activity listed in this proposal.

You can add a new budget line item, or edit a line item by selecting Edit and delete a line item by select Delete.

Adding an budget line item

To add a budget line item:

1. Select Add Budget Line item, the Create Proposal PVO Budget page opens.

2. Select the Fiscal year from the drop down list.

3. Select the Activity from the drop down list. ( This will depend on the Activities selected in the

Activity Objective section)

4. Select the Expense type from the drop list.

5. Select the Location from the drop down list.

6. Enter the details in the details field.

7. Enter the quantity desired in the Quantity field.

8. Enter the Price per unit.

9. The Total Price will be calculates automatically based on the input in the Price Per unit field.

10. Enter the NICRA %

11. The Total after NICRA % will be calculates automatically based on the input in the Enter the

NICRA % field.

12. Enter the cash % desired

13. The Monetize % will be calculates automatically based on the input

14. The Cash % will be calculates automatically based on the input

15. The Monetize amount will be calculates automatically based on the input

16. Select Save to save and add the budget line item.

Note: The fields in yellow and * mark means they are all mandatory.

1. Select the File Type from the drop down list.

2. Select the file you want to upload by selecting Browse.

3. Select Upload to upload the document. Once uploaded, the document will be listed in the table

4.2.7. WFP Budget Section

WFP will be submitting budget which will be different in format. User will be able to submit a budget for each year of the intended project. Commodity section has to be completed before creating the WFP Budget. WFP Budget is captured in 3 screens

• WFP Budget Summary

• WFP Budget List

• Create Proposal WFP Budget

WFP Budget Summary

The WFP Budget Summary lists the proposal information, the proposal information is generally pre

The proposal section history details the list of activities that occurred as a part of this section.

Workflow Actions: Based on the user role the summary displays the action that can be performed on this summary, which is either Submit for Review or Request for Modification

Proposal Section Status Status Status Description Action Button UI / Page

In Progress Proposal is created by a participant director Create Online Proposal

Create Proposal

Modification is requested on a proposal section

Request for Modiciation

Section Summary

Submitted For Review

Proposal section is submitted to proposal creator for review by proposal contributor

Submit for Review

Section Summary

Submitted Proposal is submitted to FAD by participant

WFP Budget List

WFP proposal budget by year is listed in this screen.

Budget for a Fiscal Year can be created by clicking on Create New

Create Proposal WFP Budget

Following fields have to be entered

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1. Fiscal Year

2. WFP Project Number

3. Program Gross MT

4. Activity Gross MT

5. Unadjusted DSC Budget

6. Unadjusted ODOC Budget

7. ITSH Rate / MT

8. LTSH Rate / MT

9. DSC Capacity Building Amount

10. ODOC Capacity Building Amount

11. ISC Field %

12. ISC HQ %

Based on the data entered by the user system will calculate the values for following fields once the button Calculate or Save is clicked

1. USDA Commodity Contribution

2. Proportional DSC %

3. Proportional ODOC %

4. Adjusted DSC Budget

5. Adjusted ODOC Budget

6. Proportional DSC

7. Proportional ODOC

8. ITSH Rate

9. LTSH Rate

10. ISC Field

11. ISC HQ

12. Total

Click on Save to save data.

1. Select the File Type from the drop down list.

2. Select the file you want to upload by selecting Browse.

3. Select Upload to upload the document. Once uploaded, the document will be listed in the table below.

4. To delete any document uploaded select Delete.

4.3. Proposal Submission

Proposal submission to FAD for consideration is a 2 step process.

Step 1:- Proposal Creator submits proposal to Participant Director

Step 2:- Proposal Director submits proposal to Food Aid Division

Proposal can be withdrawn once it is submitted by clicking the Withdraw button which will appear once a proposal is submitted to Food Aid Division

5. Agreement Negotiations Once the proposal is approved by FAD, an alert is sent to the project participants requesting them to either accept or deny the proposal. Once the proposal is accepted by the project participant, it is converted into an agreement. Now the project participant has the capability to review, and negotiate the agreement with FAD.

The project participant can negotiate with FAD only after they accept the proposal. The participants can negotiate with FAD, if the quantity of the commodity is lesser than what they had originally requested for. The participant needs to modify the agreement to reflect the quantity approved by FAD.

5.1.1. Accepting Proposal Approval

You can access proposal negotiations in two ways they are:

1. From the top menu select Proposal > Approved Proposal, The Approved Proposal summary page opens, on the left menu select View Approved Proposal, the Approval Letter page opens for review.

2. On the left menu select Alerts > View Approved Proposal, the Approval Letter page opens for review.

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3. On the Proposal Letter Details page, select Accept to accept the proposal. After accepting the proposal will be converted into an agreement and Assign Agreement Roles screen will be displayed

4. Select Decline to decline the proposal, this declines the entire proposal and no further action can be taken on the proposal

5.1.2. Getting Started with Agreement Negotiations

Agreement Navigation After accepting the proposal, the proposal is converted to an agreement, the Program Participant is expected to review the agreement, and then negotiate with FAD as required. You can access the agreement in two ways:

1. Select Alerts from the left menu, and select the Approved proposal link, the Agreement Summary page opens.

2. Select Agreement management from the top menu > Select Agreements > select particular Agreement, the Agreement Summary page opens.

Agreement Management at Participant Organization Level Agreement Management

Module/ Role Participant Director Participant Agreement Executor

Participant Agreement Contributor

Agreement Can work on all sections of the Agreement

Can work on all sections of an assigned proposal

Can work on assigned sections of a Agreement

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Agreement Negotiation

Can submit Agreement negotiated by him/her

Can submit Agreement negotiated by him/her

Cannot negotiate Agreement Directly

Agreement Section Submission

Can submit to Agreement Executor if assigned to work on an Agreement section

Can submit to Agreement Executor if assigned to work on an Agreement section

Can submit Agreement section/s assigned to him / her to Agreement Executor

Agreement Data

Can modify all data Can modify all data Can modify all data

Agreement Status Agreement undergoes various status changes before it is finally signed. Statuses control the ownership of the Agreement document in FAIS at any particular time.Selected Left Menu links in an Agreement will be enabled or disabled for a user based on user role and agreement status

Agreement Status Status Description Access

In Progress Agreement is being prepared as per approved proposal values by PP Agreement Executor.

PP Agreement Executor

PP Dir Review Agreement is being reviewed by Participant Director

Participant Director

Submitted To FAD Agreement is being reviewed by FAD Analyst (FAD Contact for the Agreement)

FAD Contact

In Clearance Agreement is in clearance FAD Branch Chief

Signed Agreement is Signed and Agreement details cannot be edited by only viewed

All Users

Closed Agreement is closed and not transaction can take place for this Agreement. Agreement will be view only

All Users

Terminated Agreement is Terminated and not transaction can take place for this Agreement. Agreement will be view only

All Users

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Suspended Agreement is Suspended and no transaction can take place on this Agreement till it is reinstated.

Agreement will be view only

All Users

Cancelled Agreement is cancelled during negotiation by FAD Branch Chief.

No transaction can take place on this Agreement.Agreement will be view only

All Users

Agreement Left Menu Agreement Left Menu navigation will have 2 components namely

• Data Navigation - Modify or view data pertaining to the agreement

• Document Navigation – Modify or View or Submit various document sections of the agreement

• WorkFlow Actions – Work flow actions for Agreement like Submit, Request Modification etc

• Associated Documents – Any document related to Agreement

• Attachments – Agreement level attachments

Bookmarks in Agreement Sections

Agreement section will be populated from template with book marked values. Book mark values will be enclosed in {} and participant user should not delete any book mark while editing the document section. Example {FiscalYear}

Agreement Sections Agreement has sections which can be assigned to user to be worked on. Sections vary based on the participant type as mentioned below

Agreement Sections

Legal Plan Of Operations

Commodity Specification Budget Terrorist Finance Certification

PVOs Yes Yes Yes Yes Yes WFP Yes No No Yes No

Governments Yes Yes Yes No No

Once the sections are assigned to a contributor, an alert is sent to the contributor stating that the user is assigned to the section.

Agreement Section Workflow Agreement section has its own…