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Proposal Creation Business Process

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)

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Proposal Creation Business Process

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  1. Proposal Creation Business Process Food Aid Information System (FAIS)

  2. 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

  3. Overall Process Assign proposal creator and contributors PP Creator PP Dir PP Dir Assign Proposal Staff Create Proposal sections Submit to PP Creator Review Sections Submit to PP Dir Review & Approve Submit To FAD Assign PP Contributors Contributors work on sections (Introduction, Commodity, Activity Objectives, and Budget) and submit to the Proposal Creator for review

  4. Assign Proposal to Staff Proposal Creator (Prop. Mgr.) Section Contributor (Author)

  5. Proposal Summary Proposal Section Status Proposal Workflow Submit Proposal For Review

  6. 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

  7. Proposal Contacts - Summary

  8. New Proposal Contact

  9. 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

  10. Introduction - Summary

  11. 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

  12. 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

  13. Activity Objectives

  14. Activities and Beneficiaries

  15. Activity Mapping

  16. 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

  17. Commodity List

  18. 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

  19. 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 %

  20. PVO Budget

  21. PVO Budget Item Calculated Data

  22. WFP Budget Entered Data Calculated Data

  23. Attachment

  24. Alerts

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