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