Fill in data: Unterschied zwischen den Versionen

Version vom 16. Oktober 2018, 15:05 Uhr

When to fill in data

As the MIS entry is needed to create a SMT application, the entry should be made as soon as project development starts.

How to fill in data

Once you have created a PN you will start to fill in the needed data in order to create the SMT application, enter expenses to be considered in the revenue recognition and as a source of information for other departments.

The section PN Master BMD is fed by BMD and the tab General Project Information is fed by the other tabs - both cannot be edited.

Please start adding the requested data starting from Master Data and work your way to the left.

Master Data - Most important data of the action
Donors - Information on donor/consortium structure
Project Content - Narrative summary and information on beneficiaries
NEC - Non Eligible Costs
Transfers - Transfers to/from CARE Österreich
Expenses - Project expenses which will inform the revenue recognition
Checks Risks - Checklist for finance report and risk analysis
Reports - Reporting schedule (soon to be exported to the IPIA)
History - History of Master Data Tab
Marketing - Information for/from marketing

Master Data

General

Please add the general information for the action.

Official Title as submitted
Department, PO, PC, Coordinator as applicable
Project status; the action can, but does not need to go though each and every one of them
Status changed on - when was the proposal submitted, the contract signed or report submitted
Probability - please estimate the likelihood of receiving the grant
From and to - the project duration
Project volume contract - this will be used to check the numbers in the Donor tab
Shared Program costs - as per information from CO
Gender Marker
CI Lead Member
Submission date
Reason for rejection if rejected
Restricted FC - will be added by MIS if assigned to one

Reporting Levels

Please chose the applicable reporting levels for each section.

Gender Marker

Please add the information on the CARE International Gender Markers according to the CI Guidelines. Then click on the .pdf icon to create the vetting form which will be saved and is downloadable.

The Gender Marker vetting form has - according to CAUT standards - filled in at the beginning and at the end of an action. If the action is longer than 12 months you are required to update the form mid-action.

Donors

This tab shows the details of the donor structure for the action. Based on information from this tab the Expenses will be booked during revenue recognition.

Normal Project

If CAUT is not sharing it's ICR or if CAUT is not cooperating with another INGO it is considered to be a "normal project".

Please use to add a line for each donor.

Donor - Pick donor from drop down menue
Donor Budget Line - Pick budget line from drop down menue
Call ID - If avaliable
Contract Code - Add once contract is singed. This will allow finance colleagues to match incoming transfers to a PN
Allocation to Donors % and € - add intormation for either % or EUR amount from the donor; the other information will be calculated
ICR % and € - add intormation for either % or EUR amount; the other information will be calculated
FC CO - the Fund Code for the CO will be assinged once grant is won

If total amount matches Project volume contract from the tab Masta Data everything is shown as correct. Othrewise Tab heading and total are highlighted in red

Consortium

CAUT considers an aciton to be a consortium if there is another INGO involved who provides match funding (in addition to CAUT) and if ICRs are shared.

In order to simplify the entry please stick to the following sequence of data entries in the sub tabs:

Consortium Partner
Donors
Partner-Donor > CARE AUT >others

Tab Consortium Partner

Partner - pick from drop down menue; is partner is not in the list please do contact MIS Admin to add
Title - add if needed
Budget direct - add direct budget (not including ICR!) for the respective partner
ICR % - add ICR %
Management fee % or EUR amount - add Management fee to be received by CAUT (either % or EUR amount) if applicable
Is Donor - tick this if partner is providing a match to the action (then they will automatically appear in donor tab)

Tab Donors

Please use to add a line for each donor.

Donor - Pick donor from drop down menue
Donor Budget Line - Pick budget line from drop down menue
Call ID - If avaliable
Contract Code - Add once contract is singed. This will allow finance colleagues to match incoming transfers to a PN
Allocation to Donors % and € - add intormation for either % or EUR amount from the donor; the other information will be calculated
ICR % and € - add intormation for either % or EUR amount; the other information will be calculated
FC CO - the Fund Code for the CO will be assinged once grant is won

If total amount matches Project volume contract from the tab Masta Data everything is shown as correct. Othrewise Tab heading and total are highlighted in red

Tab Partner-Donor

Please adjust % funding budget according to the budget using the edit function for each line.

Project Content

EC Sectors and Region

Please pick from drop down menue - multiple choice is possible.

Comment

Add if needed.

Summary

Add short narrative summary of the action.

Beneficiaries

Communications department will use this data for the annual report, therefore data should be complete but not too detailed. Add as many lines as needed using and add information on direct and indirect beneficiaries.

Note: while you can add a comment/line to include additional information this comment cannot be necessary to understand the numbers stated! Only the numbers will be included in the annual report.

NEC

Please list any expected and actual Non Eligible Costs (NEC) related to the action. Please not that project development cost such as proposal writer are not charged to the action as NECs.

Expense Type - pick from drop down menue
Amount in Euro - add estimated amount; once amount was spent please add actual amount
Date Transfer - estimated date of transfer/expenditure; update with date of actual expenditure
OK - please tick this box once transfer/expenditure was made
NEC Fund Code - usually there is no NEC Fund Code, if there is one avaliable please add
Receipt - if a receipt is avaliable please add
Comment

Note: Add estimated expenses at project development stage and update with details once project starts. Please update during the implementation if NECs occur.

Transfers

Here all incoming (from the donor) and outgoing (to CO/partner) are listed, additionally the eligible expenses of CAUT (costs paid for by CAUT which can be charged to donor eg. monitoring visit) are listed. Please note that this data will be used to calculate the liquidity of CAUT.

Donor Transfer

Please add using all incoming transfers form a donor. At proposal stage add estimates and update once the grant was approved.

Donor
Desctiption
Amount
Date transfer - at proposal stage add estimate, update once grant was approved/transfer was made
OK - tick this box once transfer was made
Receipt - add transfer confirmation

If total amount matches MIS' calculation, everything is shown as correct. Othrewise Tab heading and total are highlighted in red

Note: CAUT Match is not included in the expected tota of incomiing transfers. Neither are CO match or partner match if they are not transfered to CAUT's account.

CO/Partner Transfer

Aquivilent to the above "Donor Transfer".

If total amount matches MIS' calculation, everything is shown as correct. Othrewise Tab heading and total are highlighted in red

Note: ICR and CAUT Eligible expenses are deducted from the calculation of total expected outgoing transfers.

CAUT Eligible Expenses

Please list all eligible expenses to be paid for by CAUT and charged to the action.

Expense Type - pick from drop down menue
Amount in Euro - add estimated amount; once amount was spent please add actual amount
Date Transfer - estimated date of transfer/expenditure; update with date of actual expenditure
OK - please tick this box once transfer/expenditure was made
Receipt - if a receipt is avaliable please add
Comment

Expenses

This sections details:

Actual expenses - Revenue Recognition will be based on this entries
Forecasted expenses
Budgeted expenses - CAUT annual Budget will be prepared based on these entries

Note: PTD = Project to date (Start date til now); ACTY = Actual year (beginning of year ti now).

Actuals

Numbers have to be entered in May (# for 1st quarter; month 3), August (# for 2nd quarter; month 6), November (# for 3rd quarter; month 9) and February (# for 4th quarter; month 12) for the revenue recognition; more entries are possible but not needed.

Year
Month
Expenses PTD - all elibible project expenses indluding direct costs, partner's costs, CAUT eligible expenses and ICR from project start till current time
CO Expenses - Country office direct expenses (calculated automatically if other entries are correct)
Expenses CAUT only PTD - calculated from Expenses CAUT only and previous entries
CAUT Share PTD - Share which CAUT covers with funding
CO Match PTD - Country office match (calcuated automatically)
ICR PTD - calculated
NEC PTD - Non Eligible Costs (calculated based on NEC ACTY and previous entries)
Margin PTD - ICR minus CARE Share
Margin PTD % - Percentage of margin
BR % - Burn rate in % =Total expenses PTD/Project volume total
Expenses ACTY - all eligible project expenses for current year
CO Expenses ACTY
Expenses CAUT only ACTY
CAUT Share ACTY
CO Match ACTY
ICR ACTY
NEC ACTY
Financial Report - please upload financial report matching the entry.

Most fields will be filled/calculated automatically once you enter the total expenses, thus please only enter the numbers for the follwing (highlighted in the form in MIS):

Expenses PTD
Expenses CAUT only ACTY
NEC ACTY

Consortium-Actuals

If your action is a Consortium you will need to enter the financial data in the sub-tab Consortium-Actuals for CARE (same information as for a "normal" action, see above - but only for CARE and it's local partner) and for each partner in the consortium.

For the consortium partner please add the following information:

Year
Month
Expenses PTD - all elibible project expenses indluding direct costs, local partner's costs, ICR from project start till current time
Exp 5200 PTD - Consortium Partner project expenses which are booked in CAUT's BMD; calculated automatically
Partner Share PTD - Share which is covered by Consortium Partner's financial contribution; calculated automatically
CAUT Share PTD - Share which CAUT covers with funding; calculated automatically
ICR Partner PTD - calculated automatically
ICR MGMT Fee PTD - Management fee; calculated automatically
BR% - Burn Rate total procejt period
Exp Partner ACTY - as above but for current year
Exp 5200 ACTY - as above but for current year
Partner Share ACTY - as above but for current year
CAUT Share ACTY - as above but for current year
ICR Partner ACTY - as above but for current year
MGMT Fee ACTY - as above but for current year

Most fields will be filled/calculated automatically once you enter the total expenses, thus please only enter numbers in the highlighted fields in MIS

Forecasts

The forcasts are used to monitor the action and plan accordingly. You can make as many forecasts as you wish. The forecast for the current year includes any already incurrend spending as well as planned expenditures. The small calculation on the top shows you if 100% of the budget was used (if you include any underspending in your forecast this will be highlighted red)

Note: When entering the forecast for the action you will be guided though all years where you can/should forecast - please do go though all years and do not cancle mid-entry!

Budget

The budget is used to prepare the CAUT annual Budget in autumn. Therefore you can only add the Budget during a certain time each year of which you will be notified on your Home Screen.

Please note that when entering the Budget it should be identical to the lates forecast. Please use the button "copy latest forecast" in order to facilitate a quicker entry.

Checks Risks

Reports

This section is a tool to track all reports from CO/Partner and to the donor. Please add all relevant reports (including all types of report) by using and add a due date.

You will be reminded on your home screen home screen (the first screen you wil see once you log on to MIS) 2 weeks before the report is due. You can click "Remind me later" and you will be remindes one week later.

History

This is the history of the Masta Data.

Marketing

This tab hosts relevant information for/from Marketing and Communications.

@@ Zeile 287: / Zeile 287: @@
 ====Budget====
+The budget is used to prepare the CAUT annual Budget in autumn. Therefore you can only add the Budget during a certain time each year of which you will be notified on your [[Home Screen]].
+Please note that when entering the Budget it should be identical to the lates forecast. Please use the button "copy latest forecast" [[Datei:P_Copy latest forecast.PNG]] in order to facilitate a quicker entry.
+[[Datei:P_Budget.PNG]]
 ===Checks Risks===