Setup of Allocation Type

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Create an allocation type Top

Navigation: System Setup > Allocation Management > Manage Allocation Type

Purpose: to manage (create/edit) Allocation type.

Usage:

  • To create new "Allocation Type" fill all the necessary information as mentioned above and click on [Save Record] button.
  • To edit Allocation type click on [Edit] link to populate the controls with the respective Allocation type information which can be changed and saved by clicking on [Save Record] button.

Field Descriptions:

  • Description: Name / brief description of Allocation type.
  • Emergency: The specific emergency (ongoing conflict, disaster, etc.) for which allocation will be created.
  • Allocation Source: Type of Allocation (Reserve, Standard and SharePoint).
  • Project Code Abbreviation: Abbreviation to generate project code.
  • Allocation Year: Year in which Allocation is created
  • Audit Cost Type: Type of Audit Cost (Percent or Fixed)
  • Is Locked: Indicates whether Allocation is locked
  • Is OPS Link Visible: Indicates whether Online Project Sheet link is to be displayed
  • Allow CN Quarter Planning: Indicates whether Quarter planning is allowed for concept note.
  • Allow PP Quarter Planning: Indicates whether Quarter planning is allowed for project proposal.

Configure allocation type with cluster priorities, allocation cycle timetable and HRPs: Top

Navigation: System Setup > Allocation Management > Allocation Type Configuration

Purpose: to link allocation types with:

  • Cluster Priorities
  • Allocation Cycle Time Table and
  • SRPs

Usage: In Screen 1 we can see all the added Allocation types.

Click on [Edit] link to configure other components like

  • Cluster Priorities
  • Allocation Cycle Time Table and
  • SRPs

Screen 1:

For a selected "Allocation Type", clicking on "Edit" link, few controls will be visible like "Std Allocation", Year and "Appeal ID". Change the values and click on "Save" button to save the value (Screen 2).

Screen 2:

Field Descriptions:

  • Std Allocation: Allocation Type
  • Year: Year for which Allocation is created
  • Appeal ID: Appeal ID to link project with OPS
  • Click on "Cluster Priorities" button to link cluster with Allocation type.
  • Click on "Allocation Cycle Time Table" button to create Allocation cycle for Allocation Type.
  • Click on "Manage SRP" button to create SRP (Strategic Resource Plan) and link this with SSO (Sector Specific Objective).

Link allocation type with cluster priorities Top

Navigation:

  • System Setup > Configuration Setup > Allocation Type Configuration.
  • Click on [Edit] link of any allocation type
  • Click [Cluster Priorities] button.

Usage:

  • To add a new cluster priority, select appropriate cluster, enter cluster priority activities and geographical priorities and click on button to save the detail.
  • Existing cluster priorities can be modified by clicking on the  link.
  • Existing cluster priorities can be deleted by clicking on the link.

Field Descriptions:

  • Cluster: Cluster
  • Cluster Priority Activities: Activity for cluster
  • Cluster Geographical Priorities: Detail for geographical priorities

Link allocation type with allocation cycle time table Top

Navigation:

  • System Setup > Configuration Setup > Allocation Type Configuration.
  • Click on [Edit] link of any allocation type
  • Click [Allocation Cycle Timetable] button.

Usage:

  • Enter From date, To date, Responsible and Action field data and click on button to save the detail.
  • Existing Allocation Time table can be edited by clicking on the link.
  • Existing Allocation Time table can be deleted by clicking on the link.

Field Descriptions:

  • From: Start date for a particular responsibility in the selected Allocation
  • To: : End date for a particular responsibility in the selected Allocation
  • Responsible: Person responsible for the set period of time
  • Action: Action required to fulfil those responsibilities

HRP Top

Note: What once was considered a Strategic Response Plan (SRP) is now considered to be Humanitarian Response Plan (HRP).

Navigation: System Setup > Allocation Management > Allocation Type Configuration

Purpose: Create an SRP.

Usage:

  • Once you have created an Allocation type.
  • Click on [Edit] link for the desired Allocation Type
  • Click on "Manage SRP" button to create SRP (Strategic Resource Plan)
  • Type in SRP Description
  • ObjectClick on the Add icon 
  • After you Add the SRP Description, you are given the option to either 'Edit' or 'Link SSO' to this SRP.

Field Descriptions:

  • SRP Description: The description of the SRP
  • Allocation Type: The Allocation Type tied to this SRP Description
  • Action: Edit OR Link SSO. Edit allows you to change the SRP Descrption /Link SSO: Ties this SRP to a Cluster Name and Sector Specific Objective

Link allocation type with HRP Top

Navigation:

  • System Setup > Configuration Setup > Allocation Type Configuration.
  • Click on [Edit] link of any allocation type
  • Click [Manage HRP] button.

Usage:

  • Enter HRP Description and click on button to save the detail.
  • Click on [Edit] link to edit the already added HRP description.
  • Click on [Link SSO] link to link HRP with SSO.
  • Click on to delete an existing HRP.

Field Description:

  • HRP SO Description: Brief description of HRP

Create SSO (Sector Specific Objectives): Top

Navigation: System Setup > Allocation Management > Manage Sector Specific Obj.

Purpose: This screen is used to create/modify sector specific objective (SSO).

Usage:

  • Enter brief description of sector specific objective and select Cluster from list to which it needs to be linked and click on button to save the SSO.
  • Click on [Edit] link to edit the added record on which the selected SSO will become updatable.
  • User can delete existing SSO by clicking on link for a particular SSO.

Note: Delete option will be available only if the SSO is not linked with an SRP.

Field Descriptions:

  • Sector Specific Objective Description: Brief description of SSO usually found in HRP.
  • Cluster Name: Cluster for the pool fund

Link HRP with SSO: Top

Navigation:

  • System Setup > Configuration Setup > Allocation Type Configuration.
  • Click on [Edit] link of any allocation type
  • Click [Manage SRP] button.
  • Click [Link SSO] for an existing SRP.

Usage:

  • To link SRP with SSO, click on [Link SSO] button; a popup will be displayed (as shown in the figure above).
  • Select Cluster from the list. On doing so the SSO list will be populated for that cluster.
  • Select one or more SSOs from the list and click on [Save] button to save the record.
  • Added Link will be displayed in the grid.
  • Existing SRP – SSO links can be modified by clicking on the [Edit] link.
  • Existing SRP – SSO links can be deleted by clicking on the link.

Field Descriptions:

  • Cluster Name: Clusters
  • Sector Specific Objective: Sector specific objective for selected cluster.

Allocation Type Document Top

Navigation: System Setup > Allocation Management > Allocation Type Document

Purpose: This screen is used to view as well as upload documents that are associated to a particular Allocation Type.

Usage:

Within the Allocation Type Documents tab, a user can view as well as upload documents that are associated to a particular Allocation Type. The documents to upload are:

  • Allocation Report
  • Grant Agreements
  • Allocation Strategy
  • Timelines
  • Partner Allocation

Also comments in regards to the document can be included as well, when a particular file is upload.

Please also note that the 'Share selected documents' icon can be used to share documents that have been uploaded.

First, select the document that you want shared by clicking on the checkbox next to the document,

Second, a 'Share documents' window will appear with the selected document(s) and its category. Select the 'Alert' that should be accompanied with the document and Third, press 'Share'.

 

Create an allocation window Top

Navigation: System Setup > Allocation Management > Manage Allocation Type > Manage Allocation Window

Purpose: This screen is used to open allocation window for the organization to create project for specific Allocation type.

Usage:

  • To create a new allocation, open the Allocation Window Settings via System Setup > Allocation Management > Manage Allocation Type > Manage Allocation Window.
  • An empty ‘new’ window will appear. Enter appropriate start date and time, closure date and time, description and select the Allocation Type from the list and click on [Save Record] button to save the record.

Field Descriptions:

  • Start Date: Start date of Allocation window
  • Start Time: Start time of Allocation window
  • Closure Date: Closure Date of Allocation window
  • Closure Time: Closure Time of Allocation window
  • Description: Brief description of Allocation window
  • Allocation Type: Allocation type for which Allocation window will be open

Note: Allocation windows are created in the Turkey Standard Time, but will reflect the times as indicated in your own time zone

Manage an allocation window Top

Navigation: System Setup > Allocation Management > Manage Allocation Type > Manage Allocation Window

Purpose: This screen is used to open allocation window for the organization to create project for specific Allocation type.

Usage

  • Once a record has been created, the existing window can be deleted or managed.
  • To delete an existing allocation window, click on [Delete] link .
  • To manage an existing allocation window, click on the [Edit] link . Make the required changes to the start date and time, closure date and time, description and select Allocation Type from the list and click on [Save Record] button to save the record. The changes will be saved for the already existing window.

Field Descriptions:

  • Start Date: Start date of Allocation window.
  • Start Time: Start time of Allocation window.
  • Closure Date: Closure Date of Allocation window.
  • Closure Time: Closure Time of Allocation window.
  • Description: Brief description of Allocation window.
  • Allocation Type: Allocation type for which Allocation window will be open.

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