Agreement Generation and Negotiation

Business ProcessFood Aid Information System (FAIS)

Users• Program Participant (PP)– PP Section Contributors who will author (develop) the

various sections of an agreement– PP Agreement Executor to negotiate the agreement

with the FAD Analyst – PP Director to sign the agreement as part of the

clearance process• Food Aid Division (FAD)– FAD Analyst to negotiate the agreement with the PP

Agreement Executor – FAD Branch Chief:

• Review the agreement

Agreement Generation and Assignment

Generate Agreement

Assign

Assign

Accept Proposal Approval Letter

PP Dir

FAD BC

System automatically generates an agreement and copies data from the approved proposal to the agreement

PP Dir

FAD Analyst

Agreement Executor

Section Contributors

Agreement main contact person

One contributor (author)/section

Agreement main contact person

Snapshot

Assign

Assign

Assign

Agreement Negotiation

PP Contributors

Author AgrmtSections Review

Submit

Edits

WorkingCopy

PP Executor

Review(optional)

PP Dir

ReviewSubmit

Edits

Snapshot

Snapshot

Review

WorkingCopy

FAD BC FAD AnalystNegotiation

Submit

Edits

Submit

Edits

Clea

ranc

e Pr

oces

s

- Assign Section Ownership- Assign Signatory (agreement signer)

Data and Section Navigation

Agreement Metadata Navigation- Data Fields will directly populate various agreement sections- To change the data in agreement sections, you must edit the data field in this menu rather than editing the section itselfSection NavigationUsed to either view or edit a particular section

PP Agreement Assignment

Agreement Executor (Agreement Manager)

Agreement Contributors

(one contributor or author per section)

Does the PP Director wish to be part of the agreement review process?

Metadata Editing – Example 1

Metadata Editing – Example 2Controls to format the text (bold, Italic, Underline, bullet, etc)Spell check

Agreement Sections

• Agreement has up to 5 sections (depending on PP Type; e.g., government agreement do not contain a budget section)– Legal (Preamble)– Plan of Operation– Commodity Specification– Budget– Terrorist Financing Certification

Section Summary• Contains

– Section History Table• When the section was submitted for review• When it was approved or sent back to the section contributor for

modifications• Who performed the action• Date and time• Section status• Comments

– Workflow actions (depend on the user role)• View• Edit• Submit for review (send the section for review)• Approve (reviewer approves the section)• Request Modification (reviewer sends section back for modification)

Section Summary

Section View

Variable data populated from Left-menu metadata

Insert comment by using this icon

Section Editing

• Only certain sections are made editable by PP staff; e.g., Legal section is not editable

• Full Rich Text Editing is provided• Template-based with {Variable Name}

denoting variables that will be loaded from the database as the template is loaded– Example variables: {PPName}, {Country},

{FiscalYear}, {MethodOfChoosingBeneficiaries}

Section Edit

Variables (Do NOT edit them)

Agreement Workflow

• After all sections have been approved– PP Director may submit the entire agreement to

FAD for review• Done by using the link Submit to FAD from the

Agreement Summary page– Click on Agreement Summary link in the left menu– If the document is in a state that allows for submission to

FAD(status=PP Dir Review), click on Submit to FAD– Agreement Status becomes “Submitted to FAD”– Document ownership transfers to the FAD Analyst

Agreement Review – FAD Analyst

• FAD Analyst may open each section and– View the section and insert comments– Edit the section

• At the Agreement Summary level, FAD Analyst may either– Send it back to PP requesting modifications, or– Submit to FAD Branch Chief if all is okay• The Branch Chief may request modifications or initiate

the Clearance and signing process