Agreement Generation and Negotiation Business Process

1. Agreement Generation and NegotiationBusiness Process Food Aid Information System (FAIS)

2. Users • Program Participant (PP) • PP Section Contributors who will author (develop) the various sections of an agreement • PP Agreement Executor to negotiate the agreement with the FAD Analyst • PP Director to sign the agreement as part of the clearance process • Food Aid Division (FAD) • FAD Analyst to negotiate the agreement with the PP Agreement Executor • FAD Branch Chief: • Review the agreement

3. Agreement Generation and Assignment PP Dir • Agreement main contact person Accept Proposal Approval Letter Assign Assign Agreement Executor Assign PP Dir • One contributor (author)/section Generate Agreement Section Contributors Snapshot Assign Assign • Agreement main contact person • System automatically generates an agreement and copies data from the approved proposal to the agreement FAD Analyst FAD BC

4. Agreement Negotiation Working Copy PP Dir PP Contributors PP Executor Author Agrmt Sections Review Review (optional) Submit Submit Edits Edits Edits Snapshot Snapshot Review Review Clearance Process Edits Submit Submit • Negotiation FAD Analyst FAD BC Working Copy

5. Data and Section Navigation - Assign Section Ownership - Assign Signatory (agreement signer) • Agreement Metadata Navigation • Data Fields will directly populate various agreement sections • To change the data in agreement sections, you must edit the data field in this menu rather than editing the section itself Section Navigation Used to either view or edit a particular section

6. PP Agreement Assignment Does the PP Director wish to be part of the agreement review process? Agreement Executor (Agreement Manager) Agreement Contributors (one contributor or author per section)

7. Metadata Editing – Example 1

8. Metadata Editing – Example 2 Spell check Controls to format the text (bold, Italic, Underline, bullet, etc)

9. Agreement Sections • Agreement has up to 5 sections (depending on PP Type; e.g., government agreement do not contain a budget section) • Legal (Preamble) • Plan of Operation • Commodity Specification • Budget • Terrorist Financing Certification

10. Section Summary • Contains • Section History Table • When the section was submitted for review • When it was approved or sent back to the section contributor for modifications • Who performed the action • Date and time • Section status • Comments • Workflow actions (depend on the user role) • View • Edit • Submit for review (send the section for review) • Approve (reviewer approves the section) • Request Modification (reviewer sends section back for modification)

11. Section Summary

12. Section View Insert comment by using this icon Variable data populated from Left-menu metadata

13. Section Editing • Only certain sections are made editable by PP staff; e.g., Legal section is not editable • Full Rich Text Editing is provided • Template-based with {Variable Name} denoting variables that will be loaded from the database as the template is loaded • Example variables: {PPName}, {Country}, {FiscalYear}, {MethodOfChoosingBeneficiaries}

14. Section Edit Variables (Do NOT edit them)

15. Agreement Workflow • After all sections have been approved • PP Director may submit the entire agreement to FAD for review • Done by using the link Submit to FAD from the Agreement Summary page • Click on Agreement Summary link in the left menu • If the document is in a state that allows for submission to FAD(status=PP Dir Review), click on Submit to FAD • Agreement Status becomes “Submitted to FAD” • Document ownership transfers to the FAD Analyst

16. Agreement Review – FAD Analyst • FAD Analyst may open each section and • View the section and insert comments • Edit the section • At the Agreement Summary level, FAD Analyst may either • Send it back to PP requesting modifications, or • Submit to FAD Branch Chief if all is okay • The Branch Chief may request modifications or initiate the Clearance and signing process