1. Monitoring & Evaluation Business Process Food Aid Information System (FAIS)

2. General Features Allows various reports to be submitted and reviewed – Role-based Provides a unifying repository of all reports – Reports by Agreement – Reports by Program Participant (PP) Allows Food Assistance Division (FAD) to take actions based on submitted reports

3. Components Agreement-Level Reports – Financial Status Reports and Project Status Reports – Submitted by PP and reviewed by FAD – Both PP and FAD can view a comparison between the planned items and the cumulative submitted items PP-Level Reports – PP Audit, PP NICRA, and PP Tax Certification – Submitted by PP and reviewed by FAD

4. Components Other Reports – Ad-hoc Agreement Review (FAD) At the Country, PP, or Agreement level – Program Evaluation Report (FAD) – Success Story (FAD or PP) – Trip Report (FAD) Compliance Actions – Initiated by FAD Issue Letter Improvement Plan Claim Letter Suspend/Reinstate Agreement

5. Main Menu Selection

6. Agreement-Level Reports

7. Agreement List Search Filter Access Reports for Specific Agreement

8. Agreement-Level Reports Controlled by Role and Status: - Summary allows for viewing a report by role - Delete only by report creator for reports “In Progress”. “Submitted” reports must be un-submitted before deleting

9. Financial Report

10. Financial Report Summary To enter Direct and Indirect Costs Submit when all data is entered Reporting Period To attach supporting documentation Used by FAD and Program Participant to communicate regarding the report even after submission; e.g., providing clarification

11. Financial Report – Direct Costs When “Edit” is pressed, these columns open up for data entry of actual direct expenses for the reporting period Data from Agreement

12. Financial Report – Indirect Costs Data entry of actual indirect expenses for the reporting period Data from Agreement

13. Financial Report – Comments Displays all previously entered comments. Notice that FAIS automatically adds the comments author and timestamp Enter new comments and hit “Save”

14. Financial Report – Comparison Cumulative actual data from all submitted reports Data from Agreement

15. Financial Report – Submitted View Only viewing capability is available for submitted reports Disabled Tabs

16. Financial Report – View Report Data entered in this report Approved Agreement Data

17. Project Status Report

18. Project Status Report (PSR) Summary Elements for Project Status Report data reporting Submit when all data is entered Reporting Period To attach supporting documentation

19. PSR – Activity Objectives List Use these links to enter data for an objective Text from Agreement Activity Objectives from Agreement

20. PSR – Activity Objective Data Entry Save button Text from Agreement (non-editable) Data to be reported for the reporting period

21. PSR – Activities List Use these links to enter data for an activity Data from Agreement and data entered for this reporting period for a given activity Activities from Agreement

22. PSR – Activities and Beneficiaries Data Entry Save button Text from Agreement (non-editable) Data to be reported for the reporting period

23. PSR – Comments Displays all previously entered comments. Notice that FAIS automatically adds the comments author and timestamp Enter new comments and hit “Save”

24. PSR – View Report (Partial View)

25. Other PSR Reporting Elements Commodity Logistics Receipt & Loss – Report commodity received for the period (Quantity in Bill of Lading, Received at Port; Losses in Transportation and Warehouse) Commodity Direct Distribution Report – Quantity distributed, Recipient Institutions and Beneficiaries Commodity Monetization – Quantity Monetized and Monetization Proceeds

26. PSR – Output Comparison As in the Financial Report, the Output Comparison shows in a non-editable view for every reporting element: – Data from the Agreement – Cumulative data from all submitted Project Status Reports since the beginning of the project This comparison report is viewable by both FAD and PP – Used to assess the health of the project – Used to take corrective actions, if necessary

27. Program Participant-Level Reports

28. Reports List Controlled by Role and Status: - Summary allows for viewing a report by role - Delete only by report creator for reports “In Progress”. “Submitted” reports must be un-submitted before deleting

29. PP-Level Reports Reports are: – PP Audit, PP Tax Certification, PP NICRA All three reports are treated the same way: – Metadata relevant to the particular report – File must be attached containing the report itself In the following slides, we present only the PP Audit Report

30. Program Participant Audit Report

31. PP Audit Report - Metadata Audit Report Metadata

32. PP Audit Report - Attachments Select Audit Report file to attach. You may repeat the operation and attach more than one file

33. Success Stories

34. Success Story Report Success Story could be – At country level – At agreement level: Agreement country must be selected, and one or more agreements that appear on the list will be selected A Success Story will be published to the website if: – “Permission to Publish” is set – “Permission to Use Photograph” is set if the story includes photographs

35. Success Story List

36. Success Story Data Entry Select agreements from the list of “Agreement” to “Assigned Agreements” Country for the Success Story Use this link to edit the Success Story content

37. Success Story Content Document Manager used to attach a file Image Manager is used to attach an image, and manipulate it (e.g., resize)

38. General Features Allows various reports to be submitted and reviewed – Role-based Provides a unifying repository of all reports – Reports by Agreement – Reports by Program Participant (PP) Allows Food Assistance Division (FAD) to take actions based on submitted reports

39. Compliance Actions

40. Actions are typically taken as a result of significant deviation between actual and planned progress Actions are initiated by FAD – Issue Letter – Performance Plan – Claim Letter – Suspend/Reinstate Agreement

41. Actions Home Page

42. Issue Letter

43. Issue Letter – View Letter Issue Letter data created by FAD Possible actions by Program Participant: -Submit Response: to send official response to FAD. Only this action allows FAD to close the Issue Letter - Follow Up: Used by both FAD and PP to send comments throughout the life of the Issue Letter Attachment containing supporting material; e.g., signed Issue Letter

44. Issue Letter – Create Follow-Up Attach a file if with your follow-up necessary

45. Issue Letter – View Follow-Up Response

46. Improvement Plan

47. Improvement Plan – View

48. Improvement Plan – List Plan Items

49. Improvement Plan – View Plan Item

50. Improvement Plan – Accept

51. Improvement Plan – Follow Up Once the plan has been approved: – Program Participant and FAD may use the Follow-Up actions to communicate regarding the plan and the individual items until the entire plan is closed – If PP wants to communicate regarding a particular Plan Item The Follow-Up comments and attachment must specify which item(s) are being addressed – FAD may close one item at a time or may close the entire Improvement Plan

52. Improvement Plan – Follow Up The Follow-Up Action Comment and the attached file (if any) must specify which Improvement Plan Item(s) are addressed. The Food Aid Division staff will use that information to close one or more items or close the entire Improvement Plan.

53. Improvement Plan – Line Item Status