Attchmt_6d_-_Clearinghouse_User_Manual_2.1.pdf

USAID/SOMALIA

MONITORING AND

EVALUATION

CLEARINGHOUSE

SOMALIA

DATA ENTRY MODULE

USER MANUAL

Version 2.1

USAID/Somalia M&E CH Data Entry Module User Manual page 1

CLEARINGHOUSE DATABASE

DATA ENTRY

International Business & Technical Consultants, Inc.

8618 Westwood Center Drive Suite 220 Vienna, VA 22182

USA

Synergy International Systems 8500 Leesburg Pike Suite 314 Vienna, VA, 22182

USA

Project No. AID-623-11-007 Monitoring and Evaluation Clearinghouse Data Entry Module for Somalia/USAID

October 2, 2012

DISCLAIMER

The authors’ views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.

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TABLE OF CONTENTS

1. INTRODUCTION

2. OVERVIEW

3. LOGGING INTO M&E CLEARINGHOUSE

4. M&E CLEARINGHOUSE STRUCTURE

4.1. EXPORTING DATA TO PDF AND EXCEL

5. HOME PAGE

6. PROGRAM OVERVIEW

6.1 SELECTING A PROGRAM

6.2 CREATING A NEW PROGRAM

6.3 GENERAL INFORMATION

6.4 DOCUMENTS

6.4.1. Managing Documents

6.4.1.1 Adding a Document

6.4.1.2 Viewing Attachments

6.4.1.3 Editing Attached Documents

6.4.1.4 Removing Attached Documents

6.5 FINANCIAL INFORMATION

6.5.1 Managing TEC Records

6.5.1.1 Editing TEC upon Award Record

6.5.1.2 Adding a TEC Increase Record

6.5.1.3 Editing TEC Increase Records

6.5.1.4 Deleting TEC Increase Records

6.5.2 Managing Obligation Records

6.5.2.1 Adding an Obligation Record

6.5.2.2 Editing Obligation Records

6.5.2.3 Deleting Obligation Records

6.5.3 Managing Expenditure Records

6.5.3.1 Adding an Expenditure Record

6.5.3.2 Editing Expenditure Records

6.5.3.3 Deleting Expenditure Records

6.6 STANDARD F INDICATORS

6.6.1 Managing Standard F Indicators

6.6.1.1. Adding a Standard F Indicator

6.6.1.2. Configuring Standard F Indicators

6.6.1.3. Deleting Standard F Indicators

6.7 CUSTOM INDICATORS

6.7.1. Managing Custom Indicators

6.7.1.1. Adding a Custom Indicator

6.7.1.2. Configuring Custom Indicators

6.7.1.3. Deleting Custom Indicators

6.8 GRANTS

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7. PERFORMANCE UPDATE

7.1. INDICATOR PERFORMANCE UPDATE

7.1.1 Managing Narratives

7.1.1.1 Adding a Narrative

7.1.1.2 Viewing Narratives

7.1.1.3 Editing Narratives

7.1.2 Managing Activities

7.1.2.1 Adding an Activity

7.1.2.2 Adding a Location

7.1.2.3 Editing Activities

7.1.2.4 Deleting Activities

7.2. QUARTERLY REPORTS UPDATE

8. DATA QUALITY ASSESSMENT

9. THIRD PARTY VERIFICATION

9.1. DRAFT VERIFICATION FORMS

9.1.1. Creating a Verification Form

9.1.2. Viewing/Editing Verification Forms

9.1.3. Submitting Verification Forms

9.1.4. Removing Verification Forms

9.1.5. Saving Verification Form Configuration

9.2. USAID GREEN LIGHT

9.3. REPORTING

9.3.1. Flags Configuration

9.3.2. Results Configuration

9.3.3. Findings Configuration

9.3.4. Uploading TPV Documents

9.4. QUALITY CONTROL

9.4.1. Flags Acknowledge

9.5. FLAGS

9.6. RED FLAG FEEDBACK

9.6.1. Providing Red Flag Feedback

9.7. COMPLETED VERIFICATION REPORTS

10. MESSAGES

11. REFERENCES

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TABLE OF FIGURES

FIGURE 1: M&E CLEARINGHOUSE DATA ENTRY LOGIN SCREEN

FIGURE 2: M&E CLEARINGHOUSE DATA ENTRY MODULE STRUCTURE

FIGURE 3: HOME PAGE SECTION

FIGURE 4: PROGRAM OVERVIEW SECTION

FIGURE 5: SELECTING A PROGRAM

FIGURE 6: CREATE NEW PROGRAM FORM

FIGURE 7: GENERAL INFORMATION (PART 1)

FIGURE 8: GENERAL INFORMATION (PART 2)

FIGURE 9: CALENDAR

FIGURE 10: DOCUMENTS SUB-SECTION

FIGURE 11: ADDING A DOCUMENT

FIGURE 12: FINANCIAL INFORMATION SUB-SECTION

FIGURE 13: EDIT TEC UPON AWARD AMOUNT FORM

FIGURE 14: ADD TEC INCREASE FORM

FIGURE 15: ADD OBLIGATION FORM

FIGURE 16: ADD EXPENDITURE FORM

FIGURE 17: STANDARD F INDICATORS SUB-SECTION

FIGURE 18: ADDING A STANDARD F INDICATOR

FIGURE 19: CONFIGURING STANDARD F INDICATOR

FIGURE 20: CUSTOM INDICATORS SUB-SECTION

FIGURE 21: ADDING A CUSTOM INDICATOR

FIGURE 22: CONFIGURING CUSTOM INDICATOR

FIGURE 23: GRANTS SUB-SECTION

FIGURE 24: GRANT DETAILS

FIGURE 25: PERFORMANCE UPDATE SELECTION

FIGURE 26: INDICATOR PERFORMANCE UPDATE SUB-SECTION

FIGURE 27: DEVIATION NARRATIVE FORM

FIGURE 28: ADDING AN ACTIVITY

FIGURE 29: ADDING A LOCATION

FIGURE 30: QUARTERLY REPORTS UPDATE SUB-SECTION

FIGURE 31: THIRD PARTY VERIFICATION SECTION

FIGURE 32: SELECTING A STEP IN TPV

FIGURE 33: LIST OF EXISTING DRAFT VERIFICATION FORMS

FIGURE 34: PROFILE TAB OF THE TOOL A VERIFICATION FORM

FIGURE 35: LIST OF VERIFICATION FORMS PENDING FOR USAID APPROVAL

FIGURE 36: LIST OF ASSIGNED VERIFICATION FORMS

FIGURE 37: FLAGS TAB OF THE VERIFICATION FORM

FIGURE 38: RESULTS TAB OF THE TOOL A VERIFICATION FORM

FIGURE 39: FINDINGS TAB OF THE VERIFICATION FORM

FIGURE 40: DOCUMENTS TAB OF THE TOOL A VERIFICATION FORM

FIGURE 41: LIST OF COMPLETED VERIFICATION FORMS, PENDING FOR QUALITY CONTROL

FIGURE 42: USAID FLAG ACKNOWLEDGE

FIGURE 43: LIST OF COMPLETED AND FLAGGED VERIFICATION FORMS

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FIGURE 44: LIST OF RED FLAG VERIFICATION FORMS PENDING FOR IP’S FEEDBACK

FIGURE 45: RED FLAG FEEDBACK FORM

FIGURE 46: LIST OF COMPLETED VERIFICATION FORMS

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1. INTRODUCTION

This document describes the Monitoring & Evaluation (M&E) Clearinghouse for Somalia application functionality. It provides the necessary instructions that the user should follow during the data entry process. The document is addressed to those who will use the Data Entry module of the M&E Clearinghouse to add or modify program information.

2. OVERVIEW

The Monitoring & Evaluation (M&E) Clearinghouse for Somalia is a new system for monitoring and evaluating the effectiveness of USAID in achieving its assistance objectives in Somalia.

The main goal of the M&E Clearinghouse for Somalia is to support USAID/Somalia in meeting day-to-day information needs in order to make informed program management decisions as well as to provide substantive support to USAID/Somalia with qualitative, quantitative and analytical information to assist in assessing and evaluating the strategy’s development hypothesis.

The M&E Clearinghouse for Somalia is to provide consistent performance monitoring and reporting, reviews of specific activities, programs and the portfolio as a whole. Annual evaluations of program achievements against the overall stabilization goal and periodic assessments of particular geographic or sectoral impacts are also provided.

The M&E Clearinghouse for Somalia provides continued, on-the-ground performance monitoring, verification and evaluation of the impact, output and outcome results and environmental compliance of a set of USAID programs and activities.

The M&E Clearinghouse for Somalia provides USAID/Somalia with a secure web-based database integrated with existing information systems and accessible to both United States Government agencies (including the State Department, DOD, USAID Headquarters, and USAID implementers) and the Somalia government. The system effectively consolidates existing and incoming data from multiple government sources.

The M&E Clearinghouse for Somalia enables USAID/Somalia to monitor, verify and evaluate the performance, results (output and outcome), impact and environmental compliance of USAID programs and activities.

The M&E Clearinghouse for Somalia is a powerful tool that allows the user to quickly access the data remotely via Internet. The system provides with a web-based user interface and requires the end user to have a web browser (Internet Explorer 9.0 or higher) pre-installed.

Note: For the best M&E Clearinghouse for Somalia user interface preview, it is required to use a screen resolution 1024x768 or higher.

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3. LOGGING INTO M&E CLEARINGHOUSE

The M&E Clearinghouse for Somalia uses a role-based security model, where the user access rights and available functions depend on the role performed by the user in the data collection and monitoring process. Based on the access rights, the system provides specific, customized user interface.

Note: Some fields are editable only for a particular user group.

The starting screen of system is the Login Screen (Figure 1). To log in, you should validate yourself with the username and password and then click the Log In button.

Note: The password is case sensitive.

Figure 1: M&E Clearinghouse Data Entry Login Screen

A successful login directs you to the Home Page.

Note: If you have failed to log in one or more times, the system will be blocked. Contact your system administrator in order to unlock your user access. The number of unsuccessful login attempts is configured from the Administration Center (see M&E Clearinghouse for Somalia Administration Center User Manual in REFERENCES).

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4. M&E CLEARINGHOUSE STRUCTURE

The M&E Clearinghouse for Somalia Data Entry module consists of the following main sections:

● HOME PAGE

● PROGRAM OVERVIEW

● PERFORMANCE UPDATE

● DATA QUALITY ASSESSMENT

● THIRD PARTY VERIFICATION

● MESSAGES

Note: The number of sections and their structure depend on the role performed by you in the data collection and monitoring process.

Figure 2: M&E Clearinghouse Data Entry Module Structure

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The Data Entry module main window holds the following components (Figure 2).

Component Name Description

Header

This is the application header that contains application name and the USAID/Somalia logo (Figure 2, a). On the right side, following functions are available:

● Reporting Module - opens the M&E Clearinghouse reporting module.

● Help – opens the M&E Clearinghouse application help.

● About – opens application’s about window.

● Log Out – this button is used to log off the application.

Main Toolbar

This is the main toolbar of the M&E Clearinghouse application.

Section tabs are available here (Figure 2, b).

Below you can find application controls:

● Selection Controls - allow to select the program, implementing partner, type of update and quarter to display on the screen (Figure 2, c).

Note: Depending on the module the number of selection controls may vary.

● Action Controls – allow to:

o Navigate to the next or previous sub-section.

o Export data to PDF or Excel formats (for more details on how to export the data, see Exporting data to PDF and Excel).

o Save Recent changes made.

Note: The Action Controls section available at the top and at the bottom of the screen (Figure 2, d).

You can expand or collapse the Selection Controls and Action Controls sections by clicking the respective expand and collapse links in the right side of the screen.

Workspace In this part all the fields are managed (Figure 2, e).

4.1. Exporting data to PDF and Excel

From the Program Overview and Performance Update sections, you can export data in the MS Excel format, and in the Adobe PDF format from the Program Overview section.

To export, follow the steps below:

1. Click the respective (Adobe PDF Format) / (MS Excel Format) button in the Action Controls section.

Note: You should expand the Action Controls section to see the export buttons.

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2. Locate a place to save the file.

3. Click the Save button.

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5. HOME PAGE

In the Home Page section (Figure 3), the list of new massages and received notifications are displayed.

The information displayed in this section includes:

● Date and time when the message was received;

● Information about the sender;

● The subject of the message;

● Some part of the message body.

To open a message you should click the desired link.

Note: The Refresh button reloads messages and allows displaying the newly-received messages.

Figure 3: Home Page Section

To navigate from one section to another, you can make use of the respective tab controls found at the top of the screen.

The messages on the home page can be managed from the MESSAGES section.

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6. PROGRAM OVERVIEW

In the Program Overview section (Figure 4) information on program implementing partners, dates, status, financial details, standard F and custom indicators is provided.

The Program Overview section consists of five sub-sections: General, Documents, Financial Information, Standard F Indicators, Custom Indicators and Grants.

Note: The Grants sub-section appears only for grant based programs.

Figure 4: Program Overview Section

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To view/edit information in this section you should select a Program first. For details, see Selecting a Program.

To navigate through program sub-sections, use the respective Next Screen / Previous Screen buttons at the top and bottom of the Program Overview section.

6.1 Selecting a Program

You can view and edit an existing program and add additional information to it.

To review the program information, follow the steps below:

1. Select the program to edit from the Program drop-down list (Figure 5). This will load the existing program details (Figure 4).

Note: If the desired program cannot be found in the list, you can create it. For more details, see Creating a New Program.

Figure 5: Selecting a Program

2. Configure a program. For more details on how to provide the information requested see the sections below:

General Information Documents Financial Information Standard F Indicators Custom Indicators Grants

6.2 Creating a New Program

You can create new programs and configure them based on the framework.

To create a new program, follow the steps below:

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1. Click the Create New Program link on the right of the Program field in the Program Overview section (Figure 5). The Create New Program window will appear (Figure 6).

Figure 6: Create New Program Form

2. Provide the program Title. This field is mandatory.

3. Indicate the program Implementing Partner. This field is mandatory.

4. Click the Save button to add the program. Or, click Cancel to cancel the operation.

6.3 General Information

In the General Information sub-section (Figure 7 and Figure 8) information on program implementing partners, dates, status, target population, title, description and justification is provided.

Figure 7: General Information (Part 1)

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Figure 8: General Information (Part 2)

For details on how to provide the information requested, see the table below.

Note: Some fields in this table are mandatory to be filled in. They are marked with an asterisk.

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N Field Name Description

B.1 Implementing Partner(s) Indicate the implementing partner(s) of the current program. This field is mandatory.

B.2 Title Provide the program title. This field is mandatory.

B.3 Dates

Indicate the Start Date and End Date of the program.

These fields are mandatory.

If needed, add the program date extension by clicking the corresponding link at the bottom of the Dates field.

A calendar popup is available for these inputs, see Figure 9: Calendar.

B.4 Status

Indicate the program current status. The following options are available:

● Ongoing

● Completed

● Cancelled

● Extended, ongoing

● Extended, completed

Note: The statuses Extended, ongoing and Extended, completed become available if the program has an extension.

This field is mandatory.

B.5 Description Insert the program description.

B.6 Justification Provide a justification for the program.

B.7 Target Populations

Specify the targeted population group for the program. You can choose one or more items from the top list and move it to the bottom list by pressing the button. To move the entry from selected list back to the available list, select the entry and press button.

Note: You may select multiple entries in both lists by holding the CTRL button on your keyboard. To move all available items press or buttons respectively.

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Figure 9: Calendar

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6.4 Documents

The program related documents can be attached in the Documents sub-section (Figure 10).

Figure 10: Documents Sub-section

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B.8 Proposal

Provide the program proposal documents. This table shows the description of the attached proposal document, the user who has uploaded the document, the upload date and the uploaded document file name.

B.9 Award

Provide the program award documents. This table shows the description of the attached award document, the user who has uploaded the document, the upload date and the uploaded document file name.

B.10 Performance and Monitoring Plan (PMP)

Provide the program Performance and Monitoring Plan (PMP) documents. This table shows the description of the attached PMP document, the user who has uploaded the document, the upload date and the uploaded document file name.

B.11 Environmental Management and Mitigation Plan

Provide the program Environmental Management and Mitigation Plan (EMMP) related reports. This table shows the description of the attached document, the user who has uploaded the document, the upload date and the uploaded document file name.

Note: You can view the Initial Environment Evaluation by clicking the respective link at the top of the field.

B.12 Other Documents

Provide additional documents, if any. This table shows the description of the attached other project related document, the user who has uploaded the document, the upload date and the uploaded document file name.

In order to attach a document click the corresponding link at the bottom of the respective field. For more details on how to attach the documents, see Managing Documents.

6.4.1. Managing Documents

This section outlines how to add, view, edit and delete documents.

6.4.1.1 Adding a Document

To add a document, follow the steps below:

1. Provide the document Description (Figure 11).

Figure 11: Adding a Document

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2. Insert the File Name. This field is mandatory.

3. Click the Browse button.

4. Locate the file that needs to be attached.

5. Click Open.

6. Click the Save & Upload the file button.

6.4.1.2 Viewing Attachments

In order to view an attachment, follow the steps below:

1. Click the title of the document to view.

2. Select the Open option in the File Download popup. The attached file will be displayed in your browser.

6.4.1.3 Editing Attached Documents

Click the Edit icon to the left of the document you wish to edit. Make your changes and then confirm with the Save button.

6.4.1.4 Removing Attached Documents

To remove the attached document, use the (Retract uploaded file) button to the left of the attached file.

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6.5 Financial Information

The program related financial information is provided in the Financial Information sub-section (Figure 12).

Figure 12: Financial Information Sub-section

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B.13 Total Estimated Cost, TEC (in

USD)

Provide the program total estimated cost (TEC) expressed in USD. The table contains a static entry Total Estimated Cost upon award which shows the TEC amount upon award and the date when the corresponding TEC was defined. This entry cannot be deleted from the table; it can only be edited, see Editing TEC upon Award Record. Further, the TEC amount can be increased. For details, see Managing TEC Records.

The Total Estimated Cost to Date summary at the bottom of the table will show the total TEC amount considering the initial and any increased values provided.

B.14 Obligations to date, by source & region (estimates)

Provide the program obligations estimates to date, arranged by funding source and location.

The table displays obligations information made to date and the breakdowns of the obligation amount in percentages to the following Somalia regions:

• Somaliland

• Puntland

• Central

• Mogadishu

• South (excluded Mogadishu)

The Total Amount Obliged to Date summary at the bottom of the table shows the total of all defined obligations and the totals for each region in percentage and USD. The Totals column at the right side of the Obligations table displays the summary of the breakdown per regions in percentages and the corresponding breakdown amount summary in USD for each obligation.

For details, see Managing Obligation Records.

B.15 Expenditures to date, by region (estimates)

Provide the program expenditures estimates to date, arranged by location. The table displays expenditures made to date and the breakdowns of the expended amount in percentages to the following Somalia regions:

• Somaliland

• Puntland

• Central

• Mogadishu

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• South (excluded Mogadishu) The Total Amount Expenditures to Date summary at the bottom of the table shows the total of all defined expenditures and the totals for each region in percentage and USD. The Totals column at the right side of the Expenditures table displays the summary of the breakdown per regions in percentages and the corresponding breakdown amount summary in USD for each expenditure.

For details, see Managing Expenditure Records.

B.16 Other Financial Status Reports

Provide the program related financial status reports:

• Mortgage

• Accrued Expenditure

• Pipeline to Date in $ Amount

• Average Historical Monthly Burn Rate in $ Amount

• Pipeline in Months

• Number of Months to Program End

This field is automatically generated based on the data provided in the fields above.

6.5.1 Managing TEC Records

This section outlines how to specify the TEC upon award amount and to add, edit and delete the further increases to the program Total Estimated Cost (TEC) amount.

6.5.1.1 Editing TEC upon Award Record

To edit the TEC upon Award amount, follow the steps below:

1. Click the Total Estimated Cost upon award link in the Program TEC table (Figure 12).

The Edit Total Estimated Cost upon award amount window will appear (Figure 13).

Figure 13: Edit TEC upon award amount Form

2. Identify the program initial TEC Amount. This field is mandatory.

3. Specify the program TEC amount Date. A calendar popup is available for this input, see

Figure 9: Calendar. This field is mandatory.

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4. Click the Save button to add the program TEC amount record. Or, click the Cancel button to cancel the operation.

6.5.1.2 Adding a TEC Increase Record

To add a TEC increase record to the program, follow the steps below:

1. Click the Add TEC Increase link at the bottom of the Program TEC table (Figure 12). The Add TEC Increase window will appear (Figure 14).

Figure 14: Add TEC Increase Form

2. Identify the program TEC Amount increase. This field is mandatory.

3. Specify the program TEC amount increase Date. A calendar popup is available for this input, see Figure 9: Calendar. This field is mandatory.

4. Click the Save button to add the TEC amount increase record. Or, click the Cancel button to cancel the operation.

6.5.1.3 Editing TEC Increase Records

In order to edit the program TEC increase record, follow the steps below:

1. Click the TEC increase record you wish to edit. You will be redirected to the Edit TEC Increase window.

2. Make your changes.

3. Click the Save button to confirm the changes made.

6.5.1.4 Deleting TEC Increase Records

To remove the program TEC increase record, use the (Delete) button to the left of the selected record.

6.5.2 Managing Obligation Records

This section outlines how to add, edit and delete program obligation records.

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6.5.2.1 Adding an Obligation Record

To add a program obligation record, follow the steps below:

1. Click the Add Obligation link at the bottom of the Obligations table (Figure 12). The Add Obligation window will appear (Figure 15).

Figure 15: Add Obligation Form

2. Specify the option to display funding flavors:

• List All Flavors

• List Most Common Flavors

3. Select the Funding Flavors from the drop-down list. This field is mandatory.

4. Specify the program funding source obligation Amount. This field is mandatory.

Note: The funding source obligation amount should not exceed the program TEC amount.

5. Specify the program obligation Date. A calendar popup is available for this input, see Figure

9: Calendar. This field is mandatory.

6. Provide the program obligation amount Allocation by Cluster Regions in percents. This field is mandatory.

Note: Click the Calculate button to present the Total percent for all allocations. The total percent should be equal to 100.

7. Click the Save button to add the program obligation record. Or, click the Cancel button to cancel the operation.

6.5.2.2 Editing Obligation Records

In order to edit the program obligation record, follow the steps below:

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1. Click the obligation record you wish to edit. You will be redirected to the Edit Obligation window.

6.5.2.3 Deleting Obligation Records

To remove the program obligation record, use the (Delete) button to the left of the selected

6.5.3 Managing Expenditure Records

This section outlines how to add, edit and delete program expenditure records.

6.5.3.1 Adding an Expenditure Record

To add a program expenditure record, follow the steps below:

1. Click the Add Expenditure link at the bottom of the Expenditures table (Figure 12). The Add Expenditure window will appear (Figure 16).

Figure 16: Add Expenditure Form

2. Specify the program Disbursed Amount. This field is mandatory.

3. Provide the program Accruals Amount. This field is mandatory.

4. Specify the program expenditure Date. A calendar popup is available for this input, see

Figure 9: Calendar. This field is mandatory.

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5. Provide the program expenditure amount Allocation by Cluster Regions in percents. This field is mandatory.

Note: Click the Calculate button to present the total percent for all allocations. The total percent should be equal to 100.

6. Click the Save button to add the program expenditure record. Or, click the Cancel button to cancel the operation.

Note: The program expenditures total amount should not exceed the program obligations total amount.

6.5.3.2 Editing Expenditure Records

In order to edit the program expenditure record, follow the steps below:

1. Click the expenditure record you wish to edit. You will be redirected to the Edit Expenditure window.

6.5.3.3 Deleting Expenditure Records

To remove the program expenditure record, use the (Delete) button to the left of the selected

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6.6 Standard F Indicators

In the Standard F Indicators sub-section (Figure 17) information on the standard output, outcome, impact and stabilization F indicators for the selected program is provided.

Figure 17: Standard F Indicators Sub-section

Note: You can choose the Level/Type of the indicators to display by selecting the corresponding option from the Show drop-down list at the top of the Standard F Indicators table (Figure 17).

The following information is displayed in the Standard F Indicators table per indicator:

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Field Name Description

[Action] - Delete

By pressing the icon for the corresponding record you will remove it from the list. A confirmation message will appear to confirm the deletion of the record.

Level/Type

Indicate the indicator level/type. The following values are available:

• Output

• Outcome

• Impact

• Stabilization Note: The Indicator Legend is available under the table.

Code Provide the indicator code according to the Performance and Monitoring Plan (PMP).

Indicator Provide the indicator name. By pressing the corresponding indicator link you will be redirected to the indicator description sheet.

Score Provide the indicator score value from the Performance and Monitoring Plan (PMP).

Baseline Total

Provide the indicator baseline total value. For details, see Configuring Standard F Indicators.

Note: Provide the male/female indicator baseline value distribution, if any.

Target by financial years

Specify the indicator target total value by financial years. For details, see Configuring Standard F Indicators.

Note: Provide the male/female indicator target value distribution, if any.

In order to add an indicator to the Standard F Indicators table click the Add Indicator From PMP link at the bottom of the table. For more details, see Managing Standard F Indicators.

6.6.1 Managing Standard F Indicators

This section outlines how to add, edit and delete standard F indicators.

6.6.1.1. Adding a Standard F Indicator

In order to add a standard F indicator from the Performance and Monitoring Plan (PMP) to the program, follow the steps below:

1. Click the Add Indicator From PMP link at the bottom of the Standard F Indicators page.

The Add Standard F Indicator From PMP window will appear (Figure 18).

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Figure 18: Adding a Standard F Indicator

2. Choose one or more indicators by selecting the appropriate checkboxes.

3. Click the Add button to include the selected indicator(s) to the program. Or, click the

Cancel button to cancel the selection.

6.6.1.2. Configuring Standard F Indicators

In order to configure the program standard F indicators, follow the steps below:

1. Click the field link you wish to edit. You will be redirected to the Configure Standard F Indicators window for the selected program (Figure 19).

Figure 19: Configuring Standard F Indicator

2. Provide the information requested.

Note: Click the Calculate button to present the totals.

3. Click the Save button to confirm the information input.

6.6.1.3. Deleting Standard F Indicators

To remove the standard F indicator, use the (Delete) button to the left of the indicator record.

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6.7 Custom Indicators

In the Custom Indicators sub-section (Figure 20) information on the custom output, outcome, impact and stabilization indicators for the selected program is provided.

Figure 20: Custom Indicators Sub-section

Note: You can choose the Level/Type of the indicators to display by selecting the corresponding option from the Show drop-down list at the top of the Custom Indicators table (Figure 20).

The following information is displayed in the Custom Indicators table:

Level/Type This column provides information about the indicator’s level/type by assigning one or more icons to the indicator. The following

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• Output

• Outcome

• Impact

• Stabilization

Code The indicator code according to the Performance and Monitoring Plan (PMP).

Indicator The indicator name. By pressing the corresponding indicator link you will be redirected to the indicator description sheet.

Score The indicator score value from the Performance and Monitoring Plan (PMP).

Baseline Total The indicator baseline total value.

Target by fiscal years The indicator target total value by fiscal years.

In order to add an indicator to the Custom Indicators table click the Add Indicator From PMP link at the bottom of the table. For more details, see Managing Custom Indicators.

6.7.1. Managing Custom Indicators

This section outlines how to add, edit and delete custom indicators.

6.7.1.1. Adding a Custom Indicator

In order to add a custom indicator from the Performance and Monitoring Plan (PMP) to the program, follow the steps below:

1. Click the Add Indicator From PMP link at the bottom of the Custom Indicators page. The Add Custom Indicator From PMP window will appear (Figure 21).

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Figure 21: Adding a Custom Indicator

2. Choose one or more indicators by selecting the appropriate checkboxes.

3. Click the Add button to include the selected indicator(s) to the program. Or, click the

Cancel button to cancel the selection.

6.7.1.2. Configuring Custom Indicators

In order to configure the program standard indicator, follow the steps below:

1. Click the field link you wish to edit. You will be redirected to the Configure Custom Indicators window for the selected program (Figure 22).

Figure 22: Configuring Custom Indicator

2. Provide the information requested.

Note: Click the Calculate button to calculate the totals in the Total row.

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6.7.1.3. Deleting Custom Indicators

To remove the custom indicator, use the (Delete) button to the left of the indicator record.

6.8 Grants

In the Grants sub-section (Figure 23) you can view the grants of the selected program.

Note: The Grants sub-section appears only for the grant based programs.

Figure 23: Grants Sub-section

The following information is displayed in the Grants table:

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Grant # The grant number.

Grant Title

The grant name. By pressing the corresponding grant link you will be redirected to the grant details (Figure 24). Here you may see the activity description of the grant, its beneficiary agency, the grant date and the amount, the amount disbursed as well as the locations benefitting from the grant.

Figure 24: Grant Details

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7. PERFORMANCE UPDATE

In the Performance Update section information on program achievements is provided. This includes program indicator performance update information, quarterly reports and environmental compliance data.

Figure 25: Performance Update Selection

To view/edit information in Performance Update section you should select the respective Program / Implementing Partner / Quarter / Type of Update (Figure 25). Based on the selection the corresponding data will be loaded.

For more information on program performance update details, see the sections below:

• Indicator Performance Update

• Quarterly Reports Update

Note: Same indicators values may be dependent on the other indicators values.

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7.1. Indicator Performance Update

In order to update the program indicator performance, select the Update indicator performance as the Type of Update from the Selection Controls in the Performance Update section (Figure 26).

Note: You should expand the Selection Controls section to select the Program, Implementing Partner, Quarter and Type of Update.

In this sub-section you can view the financial information of the selected indicator for the current, previous and upcoming years, add deviation narratives and program activities.

Figure 26: Indicator Performance Update Sub-section

To view/edit information in this section you should select an Indicator first (Figure 26).

To switch from one indicator to another, use the respective Prev. Ind. / Next Ind. buttons next to the Indicator drop-down list to go to the previous / next indicator. These buttons appear if more than one indicator is selected for the program.

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For details on what information is displayed for the selected indicator, see the table below.

Note: Based on the indicator selected the structure of the table may be vary. To see the indicator Reference sheet, click the View link above the table.

Baseline Provide the indicator baseline value from the Performance and Monitoring Plan (PMP).

Target

Provide the indicator annual target value from the Performance and Monitoring Plan (PMP).

Note: For the Cumulative indicators for the first year this field displays the indicator PMP target value minus PMP baseline value. For the subsequent years, this field displays the indicator PMP target value for the selected year minus previous year PMP target value.

Note: For Annual indicators it is the same indicator Annual Target shown in PMP.

Actual Provide the selected indicator actual total values by quarters.

Actual this year Display the indicator latest quarter value for the current year.

Achieved (%) this year Indicate the indicator relation of the latest quarter value for the current year to the target value set in the Performance and Monitoring Plan (PMP) in percents.

PMP target for the year Provide the indicator annual target value from the Performance and Monitoring Plan (PMP).

Achieved (%) relative to PMP target

Indicate the indicator relation of the latest quarter value for the current year to the value set in the Performance and Monitoring Plan (PMP) for the year in percents.

Score Provide the indicator score value from the Performance and Monitoring Plan (PMP).

Deviation Narrative

The Deviation Narrative link leads to the form where the program indicator deviation narratives should be provided.

For details on how to provide deviation narrative, see Managing Narratives.

Note: This field is required for the fourth quarter of the financial year if the Achieved (%) this year field value less than 90% or more than 110% for the indicators submitted to

USAID.

Note: To see the indicator performance consolidated data for the current, previous two and upcoming two years, click the Show All years link in the left side above the table.

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For more details on how to add the program activity, see Managing Activities.

7.1.1 Managing Narratives

This section outlines how to add, view and edit the indicator deviation narrative.

7.1.1.1 Adding a Narrative

In order to add a narrative, follow the steps below:

1. Click the Deviation Narrative link at the right in the indicator performance table of the Performance Update section. The Deviation Narrative window will appear (Figure 27).

Figure 27: Deviation Narrative Form

2. Provide the deviation narrative.

Note: You can provide the deviation narrative for the financial year Quarter selected in the Selection Controls section only.

3. Click the Save button to add the narrative.

7.1.1.2 Viewing Narratives

In order to view the selected indicator narrative, click the Deviation Narrative link at the right in the indicator performance table. This will open the Deviation Narrative window (Figure 27).

7.1.1.3 Editing Narratives

In order to edit a narrative, follow the steps below:

1. Click the Deviation Narrative link at the right in the indicator performance table. This will open the Deviation Narrative window (Figure 27).

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7.1.2 Managing Activities

This section outlines how to add, edit and delete the program activities.

7.1.2.1 Adding an Activity

In order to add an activity, follow the steps below:

1. Click the Add new activity link at the bottom of the indicator performance table of the Indicator performance update section. An empty record will appear (Figure 28).

Figure 28: Adding an Activity

2. Click the field to provide the information requested. Based on the indicator selected the structure of the activity table may be vary. The activity table may include the following data:

• Location - for details on how to add a location, see Adding a Location.

• Date - a calendar popup is available for these inputs, see Figure 9: Calendar.

• Attachment - for details on how to upload the documents, see Managing Documents.

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Note: Some fields in the activity table are mandatory to be filled in. They are marked with an asterisk.

7.1.2.2 Adding a Location

In order to add a location, follow the steps below:

1. Click the Region, District or Town field to specify the location (Figure 29).

Figure 29: Adding a Location

2. Select the activity Region, District and Town from the corresponding drop-down lists (Figure 29).

Note: For some indicator activities the location fields are automatically generated based on the other fields data (for example, Name of the school).

3. Click Save for adding the location. Or, Cancel to cancel the operation.

7.1.2.3 Editing Activities

In order to edit the activity, follow the steps below:

1. Click the activity field link you wish to edit. You will be redirected to the corresponding form.

7.1.2.4 Deleting Activities

To remove the activity, use the (Delete) button to the left of the activity record.

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7.2. Quarterly Reports Update

In order to update the program quarterly reports, select the Update quarterly reports as the Type of Update from the Selection Controls in the Performance Update section (Figure 30).

Note: You should expand the Selection Controls section to select the Program, Implementing Partner, Quarter and Type of Update.

In this sub-section you can upload documents related to the quarterly progress of the current program. Also, the Environmental Compliance data can be provided here.

Figure 30: Quarterly Reports Update Sub-section

For details on how to provide the information requested, see the table below:

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C.2 Quarterly Reports Attach reports related to the quarterly progress of the program for the selected implementing partner and quarter.

C.3 Environmental Compliance data Provide the program related Environmental Compliance data for the selected implementing partner and quarter.

For more details on how to attach the documents, see the section Managing Documents.

Click the Save this data button from the Action Controls section to confirm the information input.

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8. DATA QUALITY ASSESSMENT

Not implemented yet.

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9. THIRD PARTY VERIFICATION

The Third Party Verification section (Figure 31) is used to provide the program assessment made by the third party. The Third Party Verification (TPV) processing passes through the following phases:

1. Draft Verification Forms

2. USAID Green Light

3. Reporting

4. Quality Control

5. Flags

6. Red Flag Feedback *

7. Completed Verification Reports

* This phase only appears when the red flag acknowledgement is set in the verification form (see Flags Acknowledge).

Figure 31: Third Party Verification Section

In the verification process the following program verification forms are used:

• Tool A – Construction, Rehabilitation & Procurement Related Activities

• Tool B – Event-based Activities

• Tool C – Tenders

• Tool D – Technical Assistance / MIDA

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Each verification form consists of five tabs:

• Flags

• Profile

• Results

• Findings

• Documents

The number of the active tabs and their content may vary depending on the selected verification form, the verification phase and the user role for data collection and monitoring.

To view/edit program verification form information in Third Party Verification section, you should select the respective Step in TPV (Figure 32). Depending on the selection, the corresponding data will be loaded.

Note: If you do not see the Step in TPV list, you should expand the Selection Controls section first.

Figure 32: Selecting a Step in TPV

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9.1. Draft Verification Forms

In this phase of Third Party Verification (TPV) processing, the draft verification forms are created and submitted for further revision. The following actions are available:

• creating a new verification form (for details, see Creating a Verification Form);

• viewing/editing an existing verification form (for details, see Viewing/Editing Verification

Forms);

Note: At this phase of the TPV processing, only Profile tab information can be edited.

• submitting the completed verification form to the next stage of the verification process (for details, see Submitting Verification Forms);

• configuring the verification form (for details, see Saving Verification Form Configuration);

• removing the verification form from the list (for details, see Removing Verification Forms).

9.1.1. Creating a Verification Form

The first phase in Third Party Verification (TPV) processing is the verification form creation.

In order to create a program verification form, follow the steps below:

1. Select the Draft Verification Forms from Step in TPV drop-down list (Figure 32).

2. Choose a verification form type by clicking the corresponding button in the Create draft verification form section (Figure 33). The following options are available:

• Tool A – Construction, Rehabilitation & Procurement Related Activities

• Tool B – Event-based Activities

• Tool C – Tenders

• Tool D – Technical Assistance / MIDA

Note: You should expand the Action Controls section to see the buttons.

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Figure 33: List of Existing Draft Verification Forms

3. Provide the information requested in the Profile tab of the verification form (Figure 34). All fields in the Profile tab are mandatory.

Note: Depending on the type of selected verification form, the content of the Profile tab may vary.

Figure 34: Profile Tab of the Tool A Verification Form

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4. Click the Create button to create the verification form. Or, click the Cancel button to cancel the operation.

9.1.2. Viewing/Editing Verification Forms

In order to view/edit a program verification form, follow the steps below:

1. Select the corresponding Step in TPV from the drop-down list (Figure 32).

2. Click the View link in the View/Edit field of the selected form.

3. Make your changes.

Note: The number of the active tabs and their content depends on the verification form type selected, the verification phase and the user role for data collection and monitoring.

4. Click the Save button to confirm the information input.

9.1.3. Submitting Verification Forms

In order to submit the verification form to the next phase of the Third Party Verification (TPV) process, follow the steps below:

2. Click the View link in the View/Edit field of the selected form to view the form details. Make sure that all required fields are provided and correct.

3. Select the checkbox in the Ready for Submission / Green light given / Acknowledged

/ Ready for Submit Feedback field of the selected verification form.

4. Click the Submit button to pass the form(s) to the next verification phase.

Note: You should expand the Action Controls section to see the button.

9.1.4. Removing Verification Forms

In order to remove the verification form from the list, follow the steps below:

1. Select the corresponding Step in TPV from the drop-down list (Figure 32).

2. Select the checkbox in the Cancel field for the corresponding verification form.

3. Click the Submit button to remove the selected form(s) from the list.

Note: You should expand the Action Controls section to see the button.

Note: The removed forms will remain in the database for further reference but will not be visible to the users. Contact you system administrator if you have removed the verification form by mistake or if you need a removed form back.

9.1.5. Saving Verification Form Configuration

In order to save recent changes made in the verification form configuration, follow the steps below:

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2. Select the checkboxes in the Ready for Submission, Cancel, Green light given, Acknowledged, Ready to submit feedback, Set Public or Set Private field of the corresponding verification form.

3. Click the Save this data button to save the changes made in the verification form. This will keep the checkboxes selected next time you will access the verification form.

9.2. USAID Green Light

In this phase of Third Party Verification (TPV) processing, the verification forms can be given a green light by USAID. Here, verification forms pending the USAID revision and approval are presented. To reach this page, select the USIAD green light as the Step in TPV in the Selection Controls section (Figure 32). The List of Verification Forms Pending for USAID Approval will be loaded (Figure 35).

Figure 35: List of Verification Forms Pending for USAID Approval

In this phase of the Third Party Verification (TPV), the following actions are available:

Forms);

Note: In this phase of the TPV processing, only Profile tab information can be edited.

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• submitting the completed verification form to the next stage of the verification process (for details, see Submitting Verification Forms);

Note: In this phase, verification forms should pass through the two-level approval process:

o Level 1 – MEPS CoR/AoR o Level 2 – USAID Director/Deputy Director

The form should receive authorization at both levels to be submitted to the next TPV phase.

9.3. Reporting

In this phase of Third Party Verification (TPV) processing, the reporting components (flags, results, findings and attachments) over the verification form should be gathered.

Here, the list of verification forms waiting for a reporting is presented. To reach this page, select the Reporting as the Step in TPV in the Selection Controls section (Figure 32). The List of Assigned Verification Forms will be loaded (Figure 36).

You may filter the list of verifications by organizations monitoring the third party verification forms.

To do that, select the corresponding organization from the Third Party Monitor list in the Selection Controls section (Figure 36).

Figure 36: List of Assigned Verification Forms

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You may filter the list of verifications to show only those ready for the submission by selecting the Ready for submission option from the Show drop-down list on the left side above the table (Figure 36).

In this phase of Third Party Verification (TPV) processing, the following actions are available:

• providing the verification form reporting (for details, see Flags Configuration, Results Configuration, Findings Configuration and Uploading TPV Documents);

• viewing/editing an existing verification form (for details, see Viewing/Editing Verification Forms);

Note: In this phase of the TPV processing, the Flags, Results, Findings and Documents tabs information can be edited only.

• submitting the completed verification form to the next phase of the verification process (for details, see Submitting Verification Forms);

9.3.1. Flags Configuration

Green, blue and red flags are used in the system for marking the verification forms. The flagging is further used by USAID for grouping the verification forms by some criteria,…