Fill in data: Unterschied zwischen den Versionen

Version vom 11. Oktober 2018, 12:46 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

NEC

Transfers

Expenses

Checks Risks

Reports

History

This is the history of the Masta Data.

Marketing