Concept Note Collection and Handling of Aid Information by Development Partners and Government

THE UNITED REPUBLIC OF TANZANIA

MINISTRY OF FINANCE

Revised Guidance Note For Aid Management Platform

Rere ttttttuuwwwwwwwuuu

EXTERNAL FINANCE DEPARTMENT

MINISTRY OF FINANCE

DAR-ES-SALAAM

16.10.2012 1.0: Guidance Note

Guidance Note for Collection and Handling of Aid Information by Government and Development Partners through the Aid Management Platform System

1.1 Introduction To date, information on Tanzania’s ODA has been maintained by means of an Excel spreadsheet. This system has been shown to be inadequate in responding to the different needs of stakeholders, and faces a number of challenges, including difficulties in collecting routine disbursement data from development partners, incomplete information for MTEF purposes, and inadequate information to monitor projects constrained by poor implementation progress, funding delays and irregularities. In sum, these constraints have led the Government of Tanzania to implement a new aid information system, the Aid Management Platform and to clarify and revise the rules and requirements regarding the provision of data on ODA flows.

In the JAST, Paris Declaration and Accra Agenda for Action, we agreed that greater predictability in the provision of aid flows is very important to enable Tanzania to plan and reduce poverty as highlighted in MKUKUTA/MKUZA. We will take the following actions to further improve the predictability of aid;  Tanzania will strengthen budget planning processes for managing domestic and external resources and will improve the linkages between expenditures and results over the medium term,  DPs will provide full and timely information on annual commitments and actual disbursements so that Tanzania is in a position to accurately record all aid flows in the budget estimates and accounting system;  DPs will provide each year, at country level, comprehensive estimates of aid flows they plan to provide over 3-5 year period;  Tanzania and DPs we work together at the International Level to review ways of further improving medium term predictability of aid, including developing tools to measure it.

1.2 Purpose This note and the attached National Budgeting Process/ calendars / schedules and operational Manual of Aid Management Platform, seek to establish a clear system in which the responsibilities of Government and DPs are clearly delineated in such a manner that as a matter of routine the AMP is kept up to date, maximizing its effectiveness as a tool for improving aid management.

1.3 Structure This guidance note begins by summarizing the Government and DPs required inputs into the AMP. It then offers specific guidance note on what data is required to be entered into the system for certain data fields, before giving details on how certain types of project should be handled – specifically those for Zanzibar, and those with NGO components.

1.4 Implementation of AMP is expected to:

1. Support MOF management of ODA in accordance with the Budget process and the Joint Assistance Strategy for Tanzania (JAST):

• Facilitate reporting of DPs commitments / projections and actual disbursements on all ODA (to Government and non-state actors) to MOF, increasing accuracy and data quality (‘visibility’ incentives of DPs to report on time) • Allow all MOF-required reports to be predefined and generated on demand, including on project/program results and outputs. • Meet new monitoring and reporting needs on the JAST, Paris indicators, and new commitments made in Accra.

2. Increase transparency and accountability by introducing broad access to a data repository on ODA-funded projects/programs

i. Make ODA data visible online to different users through predefined access rights to AMP ii. Increase the analytical capacity of both DPs and Government on the volume, distribution and effectiveness of ODA iii. Seek to capture the involvement of implementing partners and non-state actors in implementing ODA funds and programs and facilitate their integration into Government planning processes.

3. Better alignment of aid through improved mapping of aid resources against MKUKUTA clusters 4. Further progress on Division of Labour through sectoral / DPs based aid mapping 5. Increase DPs confidence in government systems through an improved data recording and reporting system, and enhance government-led coordination, allowing the government to take even more control of their own development process.

However, for the system to bear such results, high quality information must be entered into the database on a regular basis. 2.0 Roles and Responsibilities

Roles and Responsibilities

Government Officers Create the Name of the Projects, General Budget Support and Baskets in AMP

DPs Enters all Information Related with Agreements, Projections (MTEF - See Annex I), and Disbursements for Projects . But General Budget Support and Basket done by Desk Officers (MOF).

Desk Officers(MOF) Verifies Information Related with Project and DPs verifies information related with General Budget Support and basket on AMP

Analytical Outputs Routine Reports Reports –Annual MTEF for Projection Budget The roles and responsibilities for maintaining the AMP are clearly defined as in the diagram above. DPs and MOF Desk Officer Roles in providing inputs are clear. Outputs may be produced by any party. However, the main scheduled outputs, for the budget and annual aid portfolio reports, are the responsibility of the Aid Coordination Unit of the Ministry of Finance. Routine reports for specific purposes can be produced by any user of the AMP in each workspace to which they have access. All users will be granted reporting access to a workspace including all valWorld Bankted activities in the AMP. This means they will be able to design reports that include all activities from other partners, but not to edit any activities created by other DPs.

3.0 Calendar: Schedule of Government and DPs Inputs into AMP Calendar: ANNEX II relates the key activities to be undertaken by the Government to ensure that AMP is accurately and comprehensively populated with information. The workload is almost equally divided between data entry and data checking.  Actual disbursements for basket funds and budget support must be entered by the Aid Coordination Section into the system from information provided by the Bank of Tanzania on a monthly basis with a deadline of the 5th working day of the next month, and verified by DPs within 7 working days of the month following the month of disbursement (in the US Dollar);  Actual disbursements for project support are entered into the system by DPs on a monthly basis with a deadline for data entry of the 5th Working Day of the next Month. Verification of data will be done by desk officers at MOF within 7 working days of the next month (DPs’s currency);  MTEF projection data is entered into AMP in September each year by DPs in accordance to the budget calendar.  A monthly compliance report will be produced by the Aid Coordination Unit on the 15th of each month, to show the extent to which development partners are adhering to data provision requirements and shared by government and DPs through the DPG.  A detailed annual report will be prepared and issued in every October of each year.  The role of GOT is to create the project name DPs shall contact Aid Co-ordination whenever there is a new project. Once project is created; DPs shall enter all other relevant informations, e.g implementing organizations, sectors,contact information etc  MDAs and LGAs will be responsible for entering actual disbursements for the direct project funding.

4.0 Key Data Requirements Fields in AMP that are frequently entered in incorrectly or omitted but are very important for using the system analytically include the following: Actual Approval Date / Date of Agreement Signed: This is the date on which the project agreement was signed. If it was signed by the DPs and the Government on separate days, then the later date should be taken. Actual Start Date: This is the date on which the project became active (when funds can be disbursed to the project). In many cases it is the same as the Date of Agreement Signed / Actual Approval Date. It is only different where there are conditions for effectiveness or the agreement makes it clear that the project only starts after a certain date. Proposed Completion Date / Date of Actual Completion: This is the date on which the project is scheduled to close, according to the agreement.

Revised Completion Date / Current Completion Date: This need only be filled in if any extension to the project has been agreed or it is expected to close earlier or later than originally completed. Status: The status should reflect the current status of the activity – whether it is ongoing, planned, has been cancelled or is closed (in the sense that no further disbursements will be made to the project). Implementation Levels / Location: Projects in the AMP can be selected as implemented on a National Level, a Regional level or both. The implementation level should be selected. If the project is regionally implemented, the location can be selected using the ‘Implementation Location’ drop down menu. The precise location can then be added using the ‘Add Location’ button. This should be entered for all projects to allow analysis of aid by region and district in Tanzania. Sector: To date the sector for each project has been entered in well: almost all projects have a sector allocated to them. For all new projects, this must be maintained, with the sector selected from the drop down menu provided, (see ANNEX IV - The Approved Sectors /thematic classification by Government in Consultation with Development Partners.) MKUKUTA / MKUZA Classification / National Planning Objectives: To improve alignment, it is necessary for all activities to be allocated an MKUKUTA/MKUZA Cluster. If the activity is not aligned to the MKUKUTA/MKUZA at all, this field should be left empty and the activity will be assumed to be not aligned. This field is often left empty, but is critical for analytical reasons. For Budget Support, the MKUKUTA/MKUZA allocation selected from the drop down menu in the AMP should simply be ‘MKUKUTA’/’MKUZA’ rather than any specific cluster. Currency of Disbursements: It is critical to ensure that the correct currency for disbursements is selected, and to ensure that figures are entered in full. Common errors are the inclusion of a disbursement with the correct figure but the wrong currency (often US$ is selected when the actual currency is, for example, JPY). Another common mistake is accidentally adding an extra ‘0’ or even ‘000’ to the end of the figure, inflated the disbursement amount. Disbursement figures must be checked before they are saved. Executing Agency: These fields are commonly left empty, but are crucial for budgeting and for fostering accountability. The Executing Agency is the agency who handles funds for the project. This may be the DPs agency themselves, if they make payments on behalf of an implementer themselves. In other cases, it may be an MDA, if resources are disbursed to the MDA to use for project activities. In cases where the funds are channeled through the Exchequer but transferred immediately and in total to an MDA, the Ministry of Finance (MOF) is not the executing agency. This is the MDA who receive the funds in bulk from MOF and decide how and when to use them. Only in cases where funds must be requested by the Implementing Agency (see below) from MOF for specific activities is the executing agency MOF. Implementing Agency: The Implementing Agency is the agencies who manage the project activities. This may mean directly undertaking activities itself or managing agencies at one level lower who carry out the physical workload. It is the agency who has the overall remit to oversee activities and ensure that project objectives and outputs are achieved. Failure to enter these data accurately will be noted by MOF as a failure to provide information on time. Technical Assistance: Entered into the system as other disbursements /projection in the system by selecting Technical Assistance on funding option. DPs will be also responsible to report the expenditure/procurement of Technical Assistance in the system. Humanitarian Assistance: can be captured like other project. However, in the identification section of AMP the tick box for ‘Humanitarian Aid’ must be checked, and in sector section the sector should be selected as ‘Humanitarian’.

4.1 Projects Supporting Multiple Implementers A project implemented by more than one MDAs/Regions/LGAs needs to be entered according to the number of implementers. This is for budgeting reasons to know the exact amount allocated. Therefore, the commitment, projections and actual disbursements for each implementer should be separated. Each line is created as a separate project, and should be named with the convention: ‘Project Name – MDA 1 Component’ (for example ‘Public Financial Management Reform Project – MOF Component’). 4.2 Official Development Assistance Related with NGOs The Development Partners will be responsible to report in the system all Official Development Assistance provided to Local NGOs, CSOs, and Private Sectors as well as International NGOs operating in Tanzania. This is very important to know the exact amount of official development assistance received in the country. Each project name should be created in the system and shown whether it is local NGO or international NGO support. Actual disbursements to Local NGOs and International NGOs for project support must be entered directly into the AMP by Development Partners on a monthly basis. Disbursements for each quarter must be entered into the system (in the DPs’s currency) within 5 working days of the next month following disbursement as per ANNEX II

5.0 Zanzibar There is a dedicated AMP workspace for the Ministry of Finance of Zanzibar, allowing them greater autonomy in data collection and analysis. Activities relating to Zanzibar should be reported as follows: All loans relating to Zanzibar are to be reported as normal to the Ministry of Finance on mainland Tanzania for entry into AMP. These should, however, be clearly marked as for Zanzibar. Grants which are solely to activities on Zanzibar should be reported to MOF Zanzibar for initial entry into AMP and thereafter updated with details of actual disbursements and projections in line with the calendar of DPs inputs into AMP attached here. Where a grant has a component for Zanzibar and a component for mainland Tanzania it should be reported as two separate grants. The naming convention should be: ‘Name of Project – Zanzibar component’ and ‘Name of Project – Mainland Tanzania component’. The overall commitment of the project should be split between the two components based on the expected breakdown of disbursements. Disbursements should be entered into AMP in the appropriate project (Zanzibar component or Mainland Tanzania component) according to which region the disbursement is made for use in. Separate MTEF projections for the two components must also be made, and reported to the respective Ministries of Finance and Economic Affairs, and should be entered into AMP for each component.

6.0 Governance The management of the AMP is the responsibility of the External Finance Department of the Ministry of Finance. However, its effective working requires the efforts of a number of stakeholders, notably the development partners, MDAs, Regions and LGAs. In order to encourage improved support for the system, MOF will institute a system of reporting on performance in meeting data requirements. This will take the form of a monthly table, circulated at the Development Partners Group, via DPG Secretariat. As all DPs will be using the AMP for analytical purposes, they should all be transparent about how up to date their information is. The format of the table will be as follows:  For each DPs, the table lists whether actual disbursements were recorded in the AMP before the deadline, after the deadline or not at all.  For each DPs, the table lists whether each additional data requirement has been met: budget projections, provision of information on new activities etc.  For each of these additional data requirements, MOF will record if the data was complete or not.

Similarly, a report on the entry of budget support and basket funds will be produced, as well as the performance by MOF on inputting new activities reported by DPs. This will allow DPs to assess how up to date those sections that MOF have responsibility for are. A simple disbursement report will also be produced by MOF in the AMP and circulated at each DPG meeting. 7.0 Staff turn-over and change of positions among DPs To combat the effects of staff turnover and reorganization among DPs, an operations manual will be provided to MDAs, Regions, LGAs as well as DPs. Training will also be provided once per year to new staff on operational issues on AMP. However, new MDAs, Regions, LGAs as well as DPs staff can get introduction to the system by MOF/EFD as necessary. There is also a dedicated computer in MOF/EFD for MDAs, Regions, LGAs as well as to DPs to access AMP at faster connection speeds than available on the internet. Also MDAs, Regions, LGAs as well as DPs will be responsible to report officially to MOF /EFD in case of new staff working on AMP to enable old staff to be removed in the system and to register the new staff.

8.0 UN Inclusion in the Aid Management Platform UN Agencies have been highlighted as a group in AMP Platform , although each UN Agency will be responsible to update its own workspace for project information in the system. A detailed GuWorld Banknce Note provides a detailed, specific plan required for ensuring that UN Agencies input data in the AMP. Some major points include: a) Projects with portfolios with a total value of less than US$ 1 million should be collapsed into a single line when entered into the system,  For projects which supports activities in more than one sector. Each sector should be entered in a separate line in AMP;  Project with portfolio commitment value of more than $1 million should be reported as individual project;  Where UN agencies provide support to GoT and other partners within Tanzania through non- cash modalities such as direct payment to contractors, direct procurement (TA) on behalf of partners or assistance in kind, the cash equivalent of these funds should be reported in the AMP. Commitments , projections and disbursement should be reported according to the criteria laid out in the previous section.  Regional projects for Africa which include Tanzania can be grouped together by each agency as ‘Regional Projects and reported in AMP Platform, except in the following cases:

i. Where a Regional project supports activities in more than one sector. In such cases, it should be separate reported on each sector; ii. Where any single regional project has a commitment to Tanzania of more than $1 million. In such cases these activities must be reported individually. In case of any clarification UN Agency may consult the AMP Coordinator and the UN Desk Officer for advice.

Joint Programmes There are two issues relating to joint programmes (JP) that need to be clarified. Firstly, how other DPs country office contributions to the One UN Fund are dealt with, and secondly how joint programmes involving several UN agencies and the One Fund can be captured. Other DPs Country Contributions to the One Fund, Where a country office makes a contribution to the One Fund, the Government of Tanzania will simply report on the activities funded through the One Fund, without attempting to allocate such support to the source partners. In annual reporting, a note will be made at the first mention of the One Fund explaining who the funding partners are, and providing a link to their contributions. However, each DP’s support to the One Fund will not be counted in the DP’s own records in the AMP or during analysis as this would constitute double counting and lead to overestimation of support to Tanzania. The reasons for this position are as follows: 1. The funds provided by each DP to the One Fund are commingled. The One Fund is then used to support specific projects. It is not possible to allocate an individual DP’s support for the One Fund to the projects associated with the fund. 2. The Government of Tanzania is required to report on the direct source of all the funds used in providing development support to Tanzania. In the case of UN Joint Programmes this is the UN, not the ultimate funding source, whether it is another DP’s headquarters or another DP’s country office. This follows the same principle by which the Government of Tanzania report on all support from multilateral bodies. 3. The primary focus of the AMP is to improve the allocation and effectiveness of aid against MKUKUTA/MKUZA, JAST and Paris Declaration / Accra Agenda for Action principles. This requires that DPs and Government monitor where aid provided to Government and other implementing partners (including NGOs) goes, and the ways in which it is managed. It does not require tracing the ultimate source of funds, but only tracing where funds are used, and in what modalities. If DPs funding the One Fund require an acknowledgement of their contribution to the fund, this should primarily come from the UN itself. A short acknowledgement, drafted by the UN, can be entered into the MOF aid management report. 4. If DPs need an assessment of how their funding is best allocated, they can compare the performance of funds (on aid effectiveness grounds) directly provided to the Government of Tanzania with those administered by the One UN Fund using the report on the Aid portfolio produced by MOF.

Joint Programmes Having established that other DP contributions to the One Fund will not be counted, it becomes relatively simple to accommodate JPs within the AMP. The process will be as follows: 1. A new DPs will be created, named the ‘One UN Fund’. All JPs involving the One UN Fund will be created in the One UN Fund workspace. 2. For each JP, the UN Agency will report the details of the project in AMP as stipulated on project reporting standard on the above for MTEF projections, commitments and disbursements. In providing such data, the project title must begin with ‘One UN Joint Programme -’. The managing UN Agency must also report each of the other UN agencies who will contribute to this JP, including the commitments made by each agency. 3. The Ministry of Finance’s UN Desk Officer will then create the JP in the One UN Workspace, and will create funding lines for each UN Agency involved in the JP. Each agency will then be able to enter funding details into the AMP from their own workspace. 4. The Managing UN Agency will enter in details of disbursements from the One UN Fund. Other contributing agencies will enter details of disbursements made from their agencies. 5. In reports, this will be counted as a single project, but each contributing agency will have its funding counted separately. As such, when aggregating support for each agency, their support to each JP will be counted, but when looking at support by project, not separated by DP, the contribution of each DP to each project will be summed. 6. When the JP provides support to both Government and NGOs, two project lines must be created. For example, for a JP for education with support to both NGOs and Government, the Managing UN Agency must request that MOF create two projects, named ‘One UN Joint Programme – Education – NGOs’ and ‘One UN Joint Programme – Education – Government’. 7. The commitments, projections and actual disbursements for Government and NGO elements of the project must be reported separately by all contributing agencies. Thus, when the Managing UN Agency requests MOF create the project, it must list the commitment of each contributing agency to each element of the project. Contributing agencies enter separate MTEF projections and actual disbursements for the NGO and Government elements of each project.

9.0 Contacts for Support Further information on how to enter data into the AMP, and for technical issues on use of the system should be directed to: For United Republic of Tanzania Contact Persons: Ministry of Finance, External Finance Department, Aid Programming, Coordination and Monitoring Section Operation Issues in the AMP system Name Mail Cell phone 1. Mr. Alex Mwakisu [email protected] 0757 722 100

2. Mr. Omar Mkima [email protected] 0765 621 618

3. Mr Andambike Mololo [email protected] 744 285 4. Alex Mpangala [email protected] 0713 312 238

Direct line: 022-2137792 IT Issues In the AMP system 1. Kelvin Mndeme [email protected] 0786 420 999

2. Salum Shomvi [email protected] 0786 235 710

3. Conrad [email protected] 0713 281 258

For Revolutionary Government of Zanzibar Contact persons: Ministry of Finance, External Finance Department, Aid Coordination Unit, Ms. Aziza J Ally, Cell: +255 7777498723 E-Mail: [email protected] UNDP Supporting to Donors 1. Meiker Pasch meike@[email protected] 0689 131 713

2. Niels Knudsen [email protected] 0786 142 642

The website address of AMP is htt://amp.mof.go.tz ANNEX I: National Budgeting Calendar/Process Quarter 1 Quarter 2 Quarter 3 Quarter 4 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May June B u B

d Data u g MDAs, MDAs, Parliam d e Entry g t

e Regions & Regions & ent g

t in SBS

Budget u

i /IFMS/

d LGAs

u LGAs e

Guidelines i

d Planet l i

e Scrutinisatio n

l Budget

Preparation e i n Session i n/ e Prepare Book s

(BG) s i u s Consultation publis s Budget e u External Resourcesd Budgeting integrated into National Budgeting Calendar/Processhed e

d Estimates by MOF MTEF DPs MOF DPs provide DPs Confirm submit / discuss 3- DPs reconfirm year MTEF tentative GBS GBS basket fund enter in Projections Commitments Commitment Projects AMP with MDAs, &Projections (disbursement commitment & 3 -year Regions to MOF 3 schedule & projections MTEF &LGAs & weeks after projection 6 (disbursement GBS Annual weeks after projectio DPs for schedule to Confirmatio Review GBS Annual MOF & n for n Review Report MDAs three Modaliti es Annex II: Calendar: Schedule of Government Inputs into the Aid Management Platform Funding Modalitie Require Respo s ment nsible Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Actual Disbursement Data Entered -GOT Time Deadline To Enter Budget Support and Basket Data in Each Month 7 days of 7 7 7 days 7 7 7 days 7 days 7 days 7 7 7 days the first days days of the days days of the of the of the days days of the week of the of the of the first of the of the first first first of of first next month first first week of first first week week week the the week (i.e. the week week the next week week of the of the of the first first of the exercise of the of the month of the of the next next next wee week next ends on 7th next next (i.e. the next next month month month k of of month day of the mont mont exercise mont mont (i.e. (i.e. (i.e. the the (i.e. fist week) h (i.e. h (i.e. ends on h (i.e. h (i.e. the the the next next the the the 7th day the the exerci exerci exerci mont mont exerci exerci exerci of the exerci exerci se se se h h se se se fist se se ends ends ends (i.e. (i.e. ends ends ends week) ends ends on 7th on 7th on 7th the the on 7th on 7th on 7th on 7th on 7th day day day exer exerc day of day day day day of the of the of the cise ise the fist of the of the of the of the fist fist fist ends ends week) fist fist fist fist week) week) week) on on 7th week) week) week) week) 7th day day of Enter of the Budget Data the fist Support/B Received fist week asket from wee ) Fund BoT ACU k) Actual disbursement for Project Data entered by-DPs Time Deadline To Verify Project Funds Data in Each Quarter 7 days of 7 7 7 days 7 7 7 days 7 days 7 days 7 7 7 days the first days days of the days days of the of the of the days days of the week of the of the of the first of the of the first first first of of first next month first first week of first first week week week the the week (i.e. the week week the next week week of the of the of the first first of the exercise of the of the month of the of the next next next wee week next ends on 7th next next (i.e. the next next month month month k of of month day of the mont mont exercise mont mont (i.e. (i.e. (i.e. the the (i.e. fist week) h (i.e. h (i.e. ends on h (i.e. h (i.e. the the the next next the the the 7th day the the exerci exerci exerci mont mont exerci exerci exerci of the exerci exerci se se se h h se se se fist se se ends ends ends (i.e. (i.e. ends ends ends week) ends ends on 7th on 7th on 7th the the on 7th on 7th on 7th on 7th on 7th day day day exer exerc day of day day day day of the of the of the cise ise the fist of the of the of the of the fist fist fist ends ends week) fist fist fist fist week) week) week) on on 7th week) week) week) week) 7th day day of of the DPs the fist Direct AMP fist week Project Data Focal wee ) Funds entry Points k) Actual Expenditure of project Data entered-GOT **Time Deadline To Enter Actual Expenditure of Baskets and Project by MDAs, Regions and LGAs Project Enter ** Timeline will be specified after the rolling out exercise Funds Data MDAs

Verification of GBS,Basket Fund and Direct Project Funding 3 3 days 3 days21 3 days 3 3 days 3 days 3 days 3 3 3 days of the of the of the days of the of the of the days days days of secon second secon of the secon secon secon of the of the of the the d week of d secon d d d secon secon secon seco week the next week d week week week d d d Abbreviations: ACU Aid Coordination Unit DPs Development Partners MDAs Ministry, Departments & Agencies LGAS Local Governments Authorities AMP Aid Management Platform System MOF Ministry of Finance

22 Abbreviations: ACU Aid Coordination DPs Development Partners MDAs Ministry, Departments & Agencies LGAS Local Governments Authorities AMP Aid Management Platform System MOFEA Ministry of finance and Economic Affairs

23 11.0 Aid Management Platform Operational Manual 1. Registering as a user:

If you are a new user, follow the registration instructions below. If you already have a username and password please Select NEW enter them in the fields provided and press REGISTRATION from the menu (Fig. 1.0). SIGN IN

1.0

Fill in all the relevant fields marked with a red asterix and press SUBMIT. (Fig. 1.1)

Fig 1.1

Note:

When filling in your password please do not fill in the password to your email account. You are creating a new password to give you access to the AMP system.

There are two links that allow you to manage existing or retrieve forgotten passwords. Select the link and follow the screen prompts (fig. 1.0).

24 2. Entering Activities

Click Add Activity in the My Desktop menu dropdown to access the project entry form. (Fig. 2.0)

Fig. 2.0

The navigation bar on the right shows all the available modules for your activity. By default the identification and Planning modules are selected during entry. (Fig. 2.1) To navigate through the form simply click on the required step to bring up a data entry form for that particular step.

Fig. 2.1

In data entry mode for activities you will be presented with a standard web form. Fill the form according to your activity/project requirements. All data fields depicted with a red asterix are mandatory before the activity can be saved.

(Fig. 2.2 )

Fig. 2.2

25 There are a number of activity/project descriptors which are indicated by a hyperlink. When selected, you will be able to enter formatted text describing certain elements of an activity/project. In some cases these might be directly copied from agreements/contracts or other related documentation.

Fig. 2.3

During data entry you will encounter a number of standardized data entry tools which ease the data entry process and help avoid common data entry mistakes. Fig. 2.4 Calendar (Fig 2.4)

Drop downs (Fig 2.5)

Fig. 2.5 Radio Buttons (Fig 2.6)

Check boxes (Fig 2.7)

Popups (Fig 2.8)

Fig. 2.6

Fig. 2.7

Fig. 2.8

26 The data entry forms make use of uniform methods. This means that each popup that appears after pressing a command button is controlled in the same manner. (Fig. 2.9)

The mandatory fields in the form are:

Project Title (Fig. 3.0) – Simply type in the project title. As such there is no limit on the length of the title. Fig. 2.9 Project Status (Fig. 3.1) Select appropriate project status from the dropdown

Fig. 3.0 Sector information (Fig. 3.2) Assign the appropriate sector by clicking “Add Sectors”. This will bring up a sector selector. Note: Every sector selected must be assigned a percentage value. Fig. 3.1 Funding Information (Detailed explanation in a later section)

Information related to executing and implementing partners (Related organization step) (Fig. 3.4)

Fig. 3.2

27 Adding Organisations

To add information on implementing partners and executing partner click on the “Add Organisation” button. This will bring up the organization selector as explained in Fig. 2.9

Fig. 3.4 Funding Information

Entering funding information is a two step process

Select a Funding organization (Fig. 3.5)

Add funding information for each organization

Use the organization selector to select the funding agency. Once selected an “Add Funding” button will be visible. (Fig. 3.6) Click on Add Funding to bring up Fig. 3.5 a Funding popup (Fig. 3.7) where all the financial information can be entered.

Fig. 3.6

28 Adding Organisations

To add information on implementing partners and executing partner click on the “Add Organisation” button. This will bring up the organization selector as explained in Fig. 2.9

Fig. 3.4 Funding Information

Entering funding information is a two step process

Select a Funding organization (Fig. 3.5)

Add funding information for each organization

Fig. 3.6

29 Funding Information (cont’d)

Select Type of Assistance and modality of funding by selecting an appropriate value from the dropdown.

You can add projections for the upcoming three years. If projection information is available for more years you can add that information by clicking the “Add Projection” button. This will give you an additional line of data entry fields for the next calendar year.

You can click on the “Add Commitment”, “Add Fig. 3.7 Disbursement” or “Add Expenditure” buttons to add the appropriate funding information.

All the three buttons work in the similar manner. Clicking on these buttons will bring up data entry fields (Fig. 3.8, Fig. 3.9 and Fig. 4.0) to enter the financial information.

Fig. 3.8 Select the type of funding from the “Planned/Actual” dropdown. Enter the amount, currency and funding date i.e. (commitment date or disbursement date)

Fig. 3.9 Save the information

Fig. 4.0

30 Funding Information (cont’d)

Once the information is saved it appears on the funding step page as shown in the Fig. 4.1

To edit or delete the funding information you can click on the hyper links “Edit Item” and “Delete Item” respectively.

Fig. 4.1

Other steps of the project form

Location and MKUKUTA / MKUZA Classification. The regional and program information can be selected in the same way as sectors are assigned. (Fig. 4.2)

Related Documents – Any project related documents can be uploaded in this section.(Fig. 4.3) Fig. 4.2

After the required information is filled click” Save” and you will be re-directed to the desktop.

You may also save your activity in draft mode by clicking “Save as draft”.

Fig. 4.3 Note: When the connection to AMP is unstable, we recommend that you save your activity from time to time to avoid losing information in case of a connection failure.

31 3. Viewing and Editing A Saved Project

Viewing a saved project

Saved projects can be accessed by the “Desktop Tabs”. Tabs compile data and sort the data according to a pre-defined user criterion. (Fig. 4.5)

Tabs appear on the desktop or can be created via the “Add Tab” section in the “My Desktop” menu.

To view projects simply click on the hyper link in the tabs for e.g. Project Title. (Highlighted in Fig 4.4 yellow in the tab)(Fig. 4.4)

Channel overview gives you a number of tabs that describe each aspect of the project. (Fig. 4.5)

Click icon to preview the activity

Click this icon the edit the saved activity. Follow the same process as explained in entering projects to update the project.

Fig 4.5

32 4. Activity Status

A project can have the following states for different stages of approval. Any activity entered by a team member of a workspace must be approved by the Team leader of that workspace.

Activities in different stages of approval have their project title appear in different colors in the desktop tabs.(fig 4.6) Here is a brief explanation of each type.

Blue text: Validated activities

* Green Text: New Un-validated. Fig. 4.6 These are activities that have never been validated by the Team Leader of the workspace. Note: At any time you may mouse over the “Show Green Text: Existing Un-validated. Legend” link in the desktop tabs to view the These are activities that have been detailed explanation for each type of activity approved at least once by the team leader but have since been edited status. and the new edits are pending approval

* Red Text: New Draft. These are activities that have been saved as a draft and have never been validated by the team leader.

Red Text: Existing Drafts. These are activities that have been saved at least once before and never validated but have since been saved as a draft.

33 5. Reporting

To create a report click on the Report Generator option under the Reports menu (Fig. 4.7)

Fig. 4.7 Steps to create a report

The report generator is a four step wizard (Fig. 4.8). You can navigate through the wizard by clicking previous and next or by clicking the tabs.

Report details – Fill in the report description and select the criteria for grouping the funding. If you would like the report to present Fig. 4.8 aggregated data select the “Summary” options. There are three types of reports that can be created namely Annual, Monthly and Quarter.

Columns (Required) - Select the columns you wish to be displayed on the report and click the corresponding arrow or drag the option to the corresponding side. The columns .follow as much as possible the same classifications as the activity form. (Fig. 4.9)

Fig. 4.9

34 Steps to create a report (cont’d)

Hierarchies (Optional) – Select columns to add to the hierarchy and click the corresponding arrow or drag the items. The row/hierarchy represents a grouping of the funding information which is based on the columns selected in the Columns step. For e.g. if you select sectors in the list of columns it will appear as Fig 5.0 an option for selection in the hierarchies list. (Fig. 5.0) Fig. 5.1 Measures (Required) - Select the Fig. 5.2 funding measures on the final step and hit save and enter a report title (Fig. 5.1)

Filters (Optional) – If you would like obtain a filtered output in your report click on the Filters Icon in the generator. This brings up a filter popup with various tabs with different filtering criteria. Apply the filter of your choice and hit Apply Filters. (Fig. 5.2)

35 Once you save the report it can be accessed from the reports list. This list can be accessed by clicking the Reports menu. Click on the Report name to view your report (Fig. 5.3)

Viewing reports (Fig. 5.4)

The yellow bar displays all the applied filters. This bar may be Fig. 5.3 expanded or collapsed using the “Show more information” or “Hide more information” link on the blue bar.

Click on the “Change Filters” link to apply a filter to a report. One may save the report with a filter by clicking the “Save Reports & Filter”.

To change report year range click on the “Change Range” and to change format of numbers click “Change Format” link

The report can be exported to PDF, Excel, CSV and printer friendly format by clicking Fig. 5.4 these icons.