1. Online Planning / Project System (OPS) for SRP’s / Flash Appeals
CHAP Section
October 2013

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

3. 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

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

5. 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 , 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 ! The OPS Administrator will send you the access link within 24h
Activate the access link received by clicking on it 5 5

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

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

8. set your password following the password policy

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

11. 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

12. OVERVIEW OF PROJECTS WITHIN AN APPEAL

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

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

15. Blue color for Project Under Revision15

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

17. 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

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

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

20. OPS and FTS
Projects list with project sheets 20

21. FTS list of projects and project sheets21

22. OPS and FTS
Appeal document
Projects volume 22

23. For further information:
Financial Tracking Service (FTS):
Online Project System (OPS):

24. 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.

25. 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!

26. 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!!!!

28. 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

29. 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

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

31. 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

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

33. Using the OPS data: EGF 33

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

35. Using the OPS data: EGF 35

36. Using the OPS data: EGF