Online Planning / Project System (OPS) for SRP’s / Flash Appeals CHAP Section October 2013 http://ops.unocha.org/

OPS Topics and learning objectives What is OPS? How to register in OPS? How to upload a project? How to use OPS data?

What is OPS? Who can access it? What is it for? What is OPS? A web-based database for Consolidated and Flash Appeals Projects Who can access it? UN agencies and NGOs participating in consolidated or flash appeals What is it for? - To facilitate information-sharing and the appeal review process for humanitarian actors - To allow organisation to directly upload/update their projects - To facilitate Cluster Lead Coordinators’ review and approval of appeals projects 3 3

Initial home page Complete the registration process online. Click on New User to start the process

Create your account (indicate your e-mail, set your password) Complete the registration process online. Click on New User to start the process Create your account (indicate your e-mail, set your password) Complete your User Profile online (contact details, select your “role”, select your organization) Submit the access request to the OPS administrator Check your e-mail! The OPS Administrator will send you the access link within 24h Activate the access link received by clicking on it 5 5

Create a new user account by click on “click here to create….”

Create your account (indicate your First name and Last name e-mail, click next)

set your password following the password policy

Select the appeal in your country by clicking on [View]

Overview of projects by your own organisation, all projects, project summary tables by cluster, organisation, project status, location and priority. Peer review process until publication

OVERVIEW OF PROJECTS WITHIN AN APPEAL

Create or revise projects of your own organisation and review other projects. White color for Original Project 13

Yellow color for Revised Project, that is, projects that has been revised at some point in time. 14

Blue color for Project Under Revision 15

Click on the PDF/WORD icons at the top of the project online form Download the full project sheet 16

UN/NGO Field Programme Officer Who can do what when Field Process HQs process Roles Draft Approved by cluster Agencies HQ HC Final Review UN/NGO Field Programme Officer Edit View Cluster Lead HC OCHA Field Agencies/NGO HQs OCHA HQ OCHA CAP Two main process stages Field process HQ process 17

THE GENDER MARKER 18 New category: Not Applicable Example UNHAS, united nations humanitarian air service. 18

Using the OPS data Review projects and process Contact lists Who is doing what where: spot gaps and overlaps tables 19

OPS and FTS Projects list with project sheets 20

FTS list of projects and project sheets 21

OPS and FTS Appeal document Projects volume 22

For further information: Financial Tracking Service (FTS): http://fts.unocha.org Online Project System (OPS): http://ops.unocha.org

Exercise Create Project: Create a new joint UNFPA/FAO project in 2012 TEST APPEAL with the following information: Title: your first name +PCM workshop Total Budget UNFPA: 150,000 in two budget lines, Operational cost + Indirect support costs (7%) Total Budget FAO: 200,000 in two budget lines, Operational cost + Indirect support costs (7%) Cluster: Agriculture Location: Multi provinces Beneficiaries: total 5000 families, women 2000 Project Duration: one year 1jan-31dec 2012 Priority: high Gender marker: 2a EGF: project works in Tanda and Bouna department in Zanzan region. In all of LACS region, and in Koro department in Bafing region. LET ME KNOW WHEN DONE!!!! 10500 Because this appeal is in revision you will get both original and revised budget. That you have to fill in! This follows the same principle applied on the Financial Tracking Service tables: any modification to an original project or the inclusion of a new project after the appeal launch is considered as a "revision" of the original appeal. The requirements for those projects (new projects added after the appeal launch or revised projects after the appeal launch) are considered "revised/current requirements" and should be indicated in the Revised Budget Summary.

Exercise Revise Project: Create a new joint UNFPA/FAO project in 2012 TEST APPEAL with the following information: Title: your first name +PCM workshop Total Budget UNFPA: 100,000 in two budget lines, Operational cost incl. Indirect support costs (7%) Total Budget FAO: 80,000 in two budget lines, Operational cost incl. Indirect support costs (7%) Beneficiaries: total 5000 families in the flood affected western part of the country, women 2000 Gender marker: has changed to 2b EGF: add Kouto and Tengrela departments in Savanes region LET ME KNOW WHEN DONE!!!! 10500 Because this appeal is in revision you will get both original and revised budget. That you have to fill in!

Exercise Withdraw Project with some Funding Received: Withdraw your joint UNFPA/FAO project in 2012 TEST APPEAL: Total funding for project is 75,000 LET ME KNOW WHEN DONE!!!!

Enhanced Geographical Field Enhancements Mandatory? Why the old Locations system will still be in place for the MYR process Advantages Unfortunate status quo on OPS One location at One level in which the project will operate Limited planning and monitoring system Enhancement: An enhanced data structure and user interface for project locations. Multiple specific locations Locations is in a hierarchy of at least two admin levels, but more is possible (like province, district, and division) Better structure of the reports produced by the system, i.e. add a pdf file using the 3W structure, global matrix, easy to copy-paste to your MYR report, situation report and other products. Validation corrections when entering erroneous EGF data on OPS. E.g. an error message (will be dynamic, i.e. it will take the admin levels in the appeal) will be displayed when adding one municipal if at first one has selected the entire region. This would extend to lower levels as well. Additionally this feature would extend to project that are being revised if the user starts adding or changing P-codes in previously submitted projects. Facilitate analysis of data by adding a blank category when the user has not provided EGF data. This will replace the current option which is giving all areas of this admin level even when there is no EGF selection. However for those countries where the old location field is still in use, link the old location field to EGF spreadsheet if no EGF’s are added. Many improvements on the backhand side, This module is Not Mandatory so the project can be saved without filling it. The old Locations system will still be in place for the MYR process Advantages Enriched OPS with the kind of geographical detail available in 3Ws Better cluster project planning Will help cluster coordinators to better match the proposed projects to the needs without gaps or duplications Will allow organizations to present projects to donors that are more aggregate and programme-like Rich degree of operational detail, which makes coordination and streamlined appeals possible 28

Enhanced Geographical Field First complete the uploading of all project data and click on “save and stay” on your project Then click on “EGF” tab Select the locations of your project activities from the highest administrative level The locations will be displayed on the project sheet in PDF/WORD and will also be available on the Project Summary Tables page in excel format 29

Using the OPS data: EGF Who is doing what where: spot gaps and overlaps tables 30

Using the OPS data: EGF Having old location data transferred to the file, making it easy to see if data exists. This was not the case in the passed, as you had to compare two different excel files! 31

Using the OPS data: EGF Who is doing what where: spot gaps and overlaps tables 32

Using the OPS data: EGF 33

Using the OPS data: EGF Who is doing what where: spot gaps and overlaps tables 34

Using the OPS data: EGF 35

Using the OPS data: EGF