Source

The contents of this page are sourced from the following meeting:

Workflow Processes

The following are identified processes within FSCD/PSNP case team

1. Annual plan preparation process
2. Monthly request preparation process

Annual plan preparation process

1. M&E compiles information from previous year annual plan, the five year plan for the program and from monitoring process to come up with a figure representing the total number of beneficiaries for the year being planned
2. The number of beneficiaries is prepared for each region through 'regional focal persons' within PSNP M&E team.
3. There is at least one regional focal person for each region.
4. Regional focal persons:
   • Prepare reports
   • Collect information and provide feedback to respective regions
   •  Followup monthly requests by regions
5. The annual plan preparation aims to get the figure on the plan towards the goal set on GTP (Growth and Transformation Plan)
6. Beneficiary number is specified at Woreda level for cash support but if the assistance is food then it is specified at FDP level.
7. Cash/Food split on the annual plan might changed during the year due to several circumstances in the availability of resources
8. Compilation of annual plan information for regions is conducted by regional focal persons within PSNP M&E team

Annual Plan Process

• "Submit Annual Plan": This will make available the annual plan for a given region both to PSNP CTL, M&E experts and the respective region. The regional focal person is responsible for preparing the draft plan for the region he/she is supporting.
• “Draft Annual Plan”: This will print detailed breakdown of the annual plan for a region divided by zone and woreda. It will be watermarked accordingly to differentiate it from approved and accepted plans.
• “Approve Plan”: PSNP CTL will be able to generate the approved annual plan for all regions. This will constitute figures to be included in the HRD.

Monthly request preparation process

1. Monthly request is prepared by PSNP M&E regional focal persons for the respective regions the are responsible for
2. Monthly requests are done at federal level on behalf of each region.
3. If the request is for food commodities then request is prepared monthly; but when it is cash then it is prepared mostly in two months period called Tranch. 
4. Unless there is no change on to the annual plan, monthly requests are prepared based on the number of beneficiaries for each region.
5. The common time span for assistance is from Jan - June.

Monthly Request Process

• "Create Draft Request": This will refer to the annual plan and get the total number of beneficiaries per Woreda/FDP to be included in the request for the month under consideration. The list need to show number of beneficiaries by Woreda and FDP for a given region and should be watermarked accordingly on the printout.
• “Revise Request”: The regional focal person should be able to make adjustments to the draft record based on a request from the corresponding region. The total number of beneficiaries for a region can not exceed the total amount specified on the annual plan but the region is free to make adjustments for the Woredas and FDPs included within the region.
• "Approve Request": Either on the first go or after revision(s), the request need to be approved by PSNP CTL/M&E expert to proceed to the allocation process. 
• “Allocate Resource”: PSNP M&E experts should be able to select the type and quantity of commodities to allocate. It should also be possible to choose or create ration/quota of commodities for beneficiaries. The total amount of commodity should be calculated based on the ration/quota provided and the total number of beneficiaries specified on the request.
• "Submit to Logistics": After deciding the type of support i.e. Cash or Food; the regional focal person should be able to create RRD records right from the request screen. It should also be possible to inform the regional focal person of any exception cases or deviations from the annual plan.

Dashboard

Daskboard Mockup

• Monthly request plan for regions
• Monthly requisitions status. 
• Utilisation chart by regions

Items requiring action

• List of regions which submitted utilization report
  
  

Items requiring approval

• List of draft requests prepared by regional focal person and requiring approval by CTL
• Draft annual report prepared by M&E experts and requiring approval by CTL

Status

• Current status of requests
• Current stock status

Key reports to be produced

Internal consumption

• Utilisation report for both Food and Cash.
• Monthly food assistance utilisation report.
• Utilisation report by type of resource (regular, risk-financing or contingency)
• Status report for requisitions (requisition date, quantity, status, commodity, type resource)
• Stock status
• Material and tools for public work programs/Non food commodities from capital budgets

External consumption

• Annual plan containing the total number of beneficiares to be included in draft HRD.
  
  

Regional Interaction

• Regions submit utilisation report for each Woreda (cash) or FDP (food)
• Regions need to see the total amount of cash/food being allocated for them for a specific month

Other Considerations

• CATS do not cover all of PSNP activities such as:
  • Beneficary graduation
  • Business plan preparation
  • Credit/financing