agreement generation and negotiation business process
Post on 07-Feb-2016
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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
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