Document Library
The Document Library is a central repository of all documents and attachments uploaded by users across the eTools modules. Document library enables a single view of all documents related to a partner and is available in the Dashboard in eTools. Document Library allows for the users to view documents by partner and provides additional information of the documents such as the Partner's vendor number, Partner type, source of document, document type and upload date. Users can also download the required file from this view. Users may filter the documents by “Document Type” or search for a document by entering the “Partner” name or “Vendor Number”.
I. Partnership Management
1. Filters: Some filters will now appear as a default on the screen. Certain filters that did not have the multi-select functionality, will not have this option.
2. Changes to CP structure handling in Agreements – In countries, where there are 2 concurrent CP Documents, there will be a possibility to sign a PCA for each of the CPDs. There is a validation to check if the CPD of the PCA is the same as the CPD of the PD
3. Ability to delete Agreements and PDs in draft status – with some exceptions (no deletion of PCA that has a PD or a trip associated to it)
4. PCA start date enhancements – if the user creates a PCA for a future CPD, the start date of the PCA will be set to the 1st day of the CPD. The start dates for PCAs created after the start date of the CPD will stay the same (later of the signature dates).
II. Trip Management
1. Traveler can select expired CP outputs linked to previous CP cycle in the "results" dropdown
III. HACT
1. In the Assurance Plan view of the HACT dashboard, the MR column is relabeled as 'Required'. The 'Required' column will show a sum of Minimum Required and Follow up Required spot checks.
Bug fixes:
1. Correction to typo in the PCA reference language
2. Trip export was showing person responsible as a number rather than a name
3. PD budget download – some values did not appear in the PD Budget download
4. On the HACT Assurance Plan, fixed the calculation on the Programmatic Visit column. Programmatic Visits are not required for Cash transfers below $2,500
Enhancements
PMP Partner Details:
1. New Financial Assurance tab provides an overview of financial assurance activities in 1 page enabling the user to:
PD/SSFA list page:
1. New PD/SSFA exports – By PD Budget and by PD Results. Exports are customized to facilitate different types of analysis, either on financial information or on the PD/SSFA contribution to CP results
2. Two new sections in the left navigation menu - Reports and Settings. These sections are introduced in preparation for a new future module (Partnership Reporting Portal). No data is displayed in "Reports" at this stage
3. In "Settings", the CO (PME role) defines standard disaggregation categories for the office, allowing programme managers to select disaggregations from a pre-defined country specific list when defining disaggregations for PD/SSFA indicators.
PD/SSFA intervention page:
1. Enhancements to the Results Card: the user interface is improved and the definition of indicators enhanced. These fields are not mandatory at this stage but enable the office analyzing the contribution of the PD to achieving CP results, including linking each PD indicator to specific section and locations. Sections and locations in the results card are pre-filtered, Facilitating the user experience
2. PD budget was reconfigured - users now enter the PD budget in the currency of implementation, mirroring the PD signed with the CSO partner. Financial information in the PD overview (and CSO Dashboard) is now available in the currency of implementation as well as in USD, and financial information can be exported from the PD/SSFA list page (and CSO Dashboard) from custom analysis. Based on enhancement eTools can generate accurate data on the status of PD/SSFA implementation provided the CO is consistent in using the currency of implementation in the PD/eTools and in the FR/VISION.
3. PD/SSFA amendments - introduction of new amendment mode to facilitate user when entering an amendment and allow saving partial information even if user navigated away from the page. The date field has been enhanced to ensure the start date is not changed when the PD is in active status.
4. FR validation enhancements - the page (and CSO Dashboard) displays warning signs if there are discrepancies between data entered in VISION and eTools relating to the currency and PD/FR budget. When the user enters the FR number in eTools, the system also checks against the vendor number in VISION to validate the user entry and reduce errors.
5. New reports and Progress tabs are introduced for future integration with Partner Reporting Portal. No data is displayed in these tabs at this stage.
CSO Dashboard
1. Revised CSO Dashboard and exports - the CSO Dashboard contains more data and the display enhanced. The export of the CSO Dashboard contains additional information (not displayed on teh Dahsboard due to space limitations).
Bug Fixes:
1. Workspace mapping issues for users
2. Missing Partner names in the partner list
3. Issue with user email address character limitation
II. HACT Assurance Plan
Enhancements
1. Partners listed in the HACT Assurance Plan are those that have received a cash transfer from Oct 1 previous year - Sept 30 current year of liquidations/reported amounts from Oct 1 previous year - Sept 30 current year
2. Ability to view planned programmatic visits and spot checks by quarter
3. Abilityto view liquidations (reported amounts)
4. Ability to view completed audits
5. Ability to view approaching threshold flags (micro assessments)
6. Re-labeled Risk Rating from "Non-Assessed" to "Not Required" and "Moderate" to "Medium" in line with HACT Procedure
III. Known issues:
1. Under Partner >> Financial Assurance tab, users are only able to upload documents as "Other"
2. Liquidation and Cash Transfers October - September are not displaying the correct amounts
Google Chrome
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I. Partnership Management
Partners page
1. Delete button replaces “hide” button to remove from the workspace an IP if it was wrongly entered in eTools. A Partner can be deleted if it is not associated with a signed PCA/SSFA in workspace and does not have transactions within the business area.
2. Partner Overview tab includes details of disbursement amounts against each PD/SSFA.
Agreements page
3. Start and end date of PCAs are automatically assigned by eTools, consistent with new PCA templates issued September 2017. PCA start date is defaulted to the latest of the Partner or UNICEF signature dates. The end date is defaulted to the end date of the Country Programme Document.
4. Ability to select a future Country Programme (if it exists in VISION) that the PCA is linked to. To avoid any duplications, the system alerts user if a PCA already exist with the Partner for the CP (either draft or signed).
5. PCAs can be generated in five languages (English, French, Spanish, Portuguese, Russian). There is also the possibility to use the IFRC customized template (in English and French).
6. Removal of redundant fields in the SSFA under “Agreements” page. Details of the SSFA continue to be entered in the interventions section.
7. Automatic transition to different PCA statuses (Draft/Signed/Ended/Suspended/Terminated) based on system validations.
8. Introduction of attachment field for PCA amendment (mandatory to change PCA information once signed)
PD/SSFA page
9. Introduction of new PD/SSFA statuses and automatic transition between statuses based on system validations.
10. Ability to change PD/SSFA details consistent with the status of PD/SSFA.
11. Ability to link a PD/SSFA to a Country Programme Document or an Area Programme Document.
12. Ability to enter a PD as “Contingency PD” using the toggle button (start and end dates not required).
13. Removal of redundant fields in the “PD/SSFA” page (e.g. “Year” within PD Budget, “In Response to HRP” within PD Details).
14. New workflow to add amendments.
15. Standard PD/SSFA attachment types (progress report, partnership review, final partnership review, supply & distribution, face, correspondence, other).
16. New notifications to UNICEF PD/SSFA focal points depending on different statuses
Bug Fixes
20. Partner Overview details are aligned with the HACT Dashboard.
Legacy Data
21. PCAs ending before the end date of the ongoing country programme will continue to display as “signed” in eTools consistent with data from VISION. Each CO with a PCA in this category is provided a list of agreements for their appropriate follow-up, as needed.
22. Agreements and PD/SSFA that did not meet the validation criteria for signed/active status were brought back to status “draft”. Each CO with agreements/interventions in this category is provided a list of agreements and interventions, with the details of errors to be corrected as appropriate.
23. Attachments previously entered in PD/SSFA were reclassified in one of the standard categories.
Important
24. PD output/SSFA expected result should not be entered at this stage. This section is being restructured as part of Partner Reporting Portal development. Data entered in this section will be lost when changes are released by the end of the year.
25. For PDs/SSFAs for which the end date is passed, all data entry (including PD/SSFA details, PRC information if relevant, amendments, etc.) should be completed before entering the FR Number. PD/SSFA fields cannot be edited when the PD/SSFA is in ended status.
Known Issues (will be corrected in the next Release)
Partners page
26. Some Partners that are blocked or marked for deletion still show up on Partner list, even though the “show hidden” toggle is in the off position.
27. On the Partner Contact list, once a user starts typing the phone number, the red marking on the email address disappears, leading the user to believe that email is not mandatory (it is mandatory) and a blank email will result in error when saving.
28. Partner lists are not in alphabetical order (in drop down lists).
29. Unclear error message when importing a new Partner that is not a PRG2 (2500 series) Partner.
Agreements page
30. User is unable to change an authorized officer for an SSFA.
31. Memorandum of Understanding (MoU) status cannot be changed to Signed status.
32. Save action is available on a Signed SSFA, although there is nothing to change.
33. Long form country name is not available for PCA generation (currently PCA will show Pakistan instead of Islamic Republic of Pakistan).
34. No ability to generate agreement in Arabic.
PD/SSFA page
35. Error: Old/Expired CP Structure – this error is shown whenever an Old CP structure was used in a PD/SSFA. However, it should not show up for those PD/SSFAs that crossed over CPs.
36. PDs that are entered for Partners, where the Partner records is hidden, cannot be edited and a confusing error message is shown.
37. Labels in the budget must be updated to show: USD -> Total in USD and [other currency] -> Total in [other currency]
38. Ability to inadvertently delete the Section/Location data while entering an Amendment.
39. Once “Submitted to PRC” checkbox is checked and either Submitted/Reviewed by PRC dates or the attachment is added, the checkbox can no longer be unchecked.
40. Country Offices are not able to use FRs that were raised by other Business Areas.
41. The error message about FRs must change to exclude expired FRs as this is allowed.
42. Ability to make a PD signed or unsuspended, even though the associated PCA is Draft (no date), Suspended or Terminated to be removed.
43. An SSFA/PD can transition to Signed/Active status even though the value of UNICEF Cash/Supply is 0 will be corrected.
44. Legacy data for PD/SSFAs of previous country programmes is displayed based on the new list of sections.
General Issues
45. Internet Explorer (IE) issue: the page becomes blank – this is an issue with IE memory leakage that cannot be addressed by our developers. The only solution is to use the recommended Google Chrome browser when navigating eTools.
46. Some of the asterisks marks that define required fields are placed incorrectly.
47. Wording of some error messages must be updated to make it more user friendly.
48. The reference numbers that were entered manually in Release 2 get truncated at “- “. No impact on the data entered in the remediated system.
II. Trip Management
1. Trip Management Module can be opened in a new tab when a user right clicks on Trip Management in the App Selector.
2. Notification of Action Points are sent to the relevant staff member.
3. Users can access a specific trip from the “Monitoring Visits” window in the PD/SSFA page.
4. Action Points do not overwrite when entering two or more Action Points.
Enhancement
5. Status of “Sent for Payment” has been replaced by “Processed”
III. Dashboards
1. New CSO Dashboard provides information about all the PDs/SSFAs in a Country Office, their implementation status and latest programmatic visit. Data can be exported in excel for further analysis.
Bug Fixes
Personalized Dashboard
2. Total Budget in My Partnership section of the Personalized Dashboard is displayed correctly
3. Action Points are linked to the source of the information in the Personalized Dashboard
4. Users can filter Action Points (assigned by me and to me) in the Personalized Dashboard.
5. My Trips and Supervised Trips (that are not completed or cancelled) can be filtered by users
HACT Dashboard
6. Dashboard can be exported/downloaded in the .csv format
7. Current Year and Micro Assessment headers no longer overlap
8. Programmatic Visits and Spot Checks appear correctly
9. HACT Dashboard displays the correct total values below each header
Trip Dashboard
10. Shows the correct content (Trips and Action Points) when the page loads
11. Users can filter trips by month in addition to the year. Users can select multiple months.
Known Issues
12. Frequency of audit and minimum required calculation is incorrect (the same error applies to the Partnership Overview)
13. Partners that only received a cash transfer in the current year in the country programme cycle are not appearing in the dashboard
14. Implementing Partner list is not in alphabetical order
15. Implementing Partner sort does not work