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Proposal Creation Business Process
Food Aid Information System (FAIS)
Users• Program Participants (PP)– Only PP Dir can decide to create a proposal response
to the solicitation and assigns PP Creator (Proposal Manager)
– PP Dir or PP Creator may assign PP Contributors to work on various proposal sections
– Proposal sections are reviewed by PP Creator– PP Director approves the proposal before submitting
to FAD• Food Aid Division Director (FAD Dir) may initiate
a Manual Proposal Creation on behalf of PP; e.g., if proposal is submitted not through FAIS
Overall Process
AssignProposal
Staff
Assign proposal creator and contributors
PP Dir
Contributors work on sections (Introduction, Commodity, Activity Objectives, and Budget) and submit to the Proposal Creator for review
PP Contributors
CreateProposalsections
PP Dir
Review &Approve
Assign ReviewSections
Submit toPP Creator
Submit to PP Dir
PP Creator
Submit To FAD
Assign Proposal to StaffProposal Creator (Prop. Mgr.) Section Contributor (Author)
Proposal Summary
Proposal Section Status
Proposal Workflow
Submit ProposalFor Review
Proposal Contacts• Every proposal must have people designated
to each of the following contact types:– US Contact– Organization (PP) Headquarters Contact– Legal Signatory Contact– Applicant Contact– Donor Country Contact
• One person may be assigned as multiple contact types
Proposal Contacts - Summary
New Proposal Contact
Proposal Sections • Proposal sections are: 1) Introduction; 2) Activity
Objectives, Activities, and Beneficiaries; 3) Commodities; and 4) Budget
• Every section consists of:– Summary Tab – used to submit the entire section for
review and contains:• Basic information and status• Section summary: author, status• Overall proposal workflow
– Other Information Tabs• Allow for adding and editing section information
Introduction - Summary
Introduction – Other Tabs • Other Details– Project Anticipated Start Date, End Date,
Monetization Date, and Introduction Text
• Program Administration List– List of PP staff in administration capacity• Title or Name, % Time serving in administration role,
and Responsibility
• Attachment
Activity Objectives • Summary
– Section history and workflow– Allows for section submission for review
• Activity Objectives– List of proposal activity objectives with ability to create a new
objective, and delete or edit selected objectives• Activities and Beneficiaries
– List of activities and beneficiaries (direct and indirect) per activity• Mapping
– How activities map to objectives• Other Details
– Recipient Agency; Government and Non-Government Agencies; Method of Educating Public; Method of Choosing Beneficiaries
• Attachment
Activity Objectives
Activities and Beneficiaries
Activity Mapping
Commodities • Summary
– Section history and workflow– Allows for section submission for review
• Commodity List– List of proposal commodities with ability to create a new
commodity, and delete or edit selected commodities• Special Needs & Distribution Methods
– Special Delivery, Processing or Packaging Needs; Transportation & Logistics, Duty Free Entry; Economic Impact
• Monetization– Impact on Other Sales; Private Sector Participation in Sales of
Commodity; Sales Proceeds Usage; Assuring Receipt Procedures
Commodity List
Budget• Summary– Section history and workflow– Allows for section submission for review
• Budget List– Depending on the PP type, FAIS displays the
appropriate format• PVO or WFP • Government PPs do not need a budget
PVO Budget• Create one budget line item at a time– Entry by Activity and Fiscal Year
• Hours and price per hours ($) for personnel• Quantity and price per unit for, say, equipment or travel• NICRA% per entry• Cash% per entry (the rest of the budget line item cost is
assumed to be raised from monetization)• Monetization % is calculated as (100% - Cash %)• Cash ($) and Monetization ($) are calculated from Total
Price ($), NICRA%, and Cash %
PVO Budget
PVO Budget Item
Calculated Data
WFP Budget
Entered Data Calculated Data
Attachment
Alerts
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