Data Entry Guidelines

Program

Data entered under the Program level is generally kept up to date by the Reps of that program, although they may delegate this data entry to their staff. Reps may contact support@plan-win.com to give data entry permissions at the Program level to other members of their team.

Data that is set to restricted under the Program level is available only to the Reps (International Program) or appropriate Directors (regional/provincial program) for that program and their supervisors (i.e. ADs, Program Directors), and anyone with Program-level data entry permissions for that Program.

Current Program

The Current Program screen has basic information about the program that appears on the Start of Year and End of Year reports. Reps are expected to review and update this information as needed before May 1. Data entered on this screen includes:

-Program Name: This name will already be entered when you get the database. If there are changes in the name of the program, you need to consult with your Area Director and send an email to support@plan-win.com to make the necessary changes.

-Country Code: This will also be provided to you when you get the database. Each country is tied to an unique country code so you cannot change this code.

-Countries: Manually enter all countries the MCC Program works in. Generally, this will be the same as the Program name, but some Programs administer multiple countries.

-Projected Total Budget: Enter the US dollar amount of the approved MCC program core budget for the year.

-Legal Status: Select from the drop-down list to indicate the MCC Program's legal status. There are three categories - i) Registered, ii) Informal and iii) Under another organization. Please select your legal status from the list.

-Program Initiation Year: Enter the year your MCC Program started.

-Last Review Date: From the calendar, select the date of the most recent Program Review. Programs are to carry out reviews every five years; see additional information in the International Program Review Handbook.

-Projected Number of Personnel: Enter the number of personnel under each category that the program expects to have over the course of the fiscal year (for example, SALT/YAMEN! participants would be counted in both fiscal years of their assignment).

oService Workers are service workers.

oNational Staff are appointed by the program office. 'National Staff' refers to persons hired by MCC program outside Canada and the United States as employees (indeterminate, term or term renewable contracts) in their respective country of citizenship or residence. It does not refer to persons hired as consultants, short-term contract workers (less than nine months), persons hired via a third party agency or personally by International Service Workers.

oShort Term Workers are all workers contributing to the work of the MCC program serving less than 12 months, except SALT, IVEP or YAMEN! program workers. Do not list here people reported on the "Learning Tours and Exchanges" screen.

oIVEP: Enter here the number of participants in the IVEP program sent from the program office to Canada and the U.S..

oSALT: Enter here the number of participants in the SALT program you expect to have received in the program.

oYAMEN!: Enter here the number of participants in the YAMEN! program you expect to have received in the program.

Fiscal Year

All data entered in these nodes is entered under specific Fiscal Years. Create a new fiscal year folder by selecting the "Fiscal Year" node and "Add Fiscal Year" (or right-click for same option) and then double clicking the year in the pop up screen. Reviewing these fields is part of the AD Program Database Review, which is carried out annually. Data entered under each Fiscal Year includes:

-Prior to FYE20 only: Annual Plan and Annual Report. Reps are expected to update this information annually according to the Program Master Calendar and upload it to PlanWin. Note that annual plans and reports have switched between being one file or two files - if they are two files, both are uploaded.

-Detailed Budget These have a default restricted view so may not be visible to all users. Reps are expected to upload their approved program budget after early April every year.

-AD Program Visit Financial Report (default restricted view so may not be visible to all users) Reps are expected to upload the most recent assessment from ADs in this node. Note that this node is not default restricted, so files with sensitive information may be set to Restricted.

-AD Program Assessment (default restricted view so may not be visible to all users) Reps are expected to upload the most recent assessment from ADs in this node. Note that this node is not default restricted, so files with sensitive information may be set to Restricted.

Program Stories

This text field allows you to add stories about the work of the program as a whole which is not linked to a specific Project. (There is a section for stories at the Project level, as well.) This is a way to record stories that reflect the impact the program has had over time, or stories that connect with the relationships in which the program is involved. There are no requirements for program stories, but this space can be useful for institutional memory. Story reports run by Donor Relations will pick up any new stories added here.

Learning Tours and Exchanges

Reps are expected to update this information annually prior to May 1. Reviewing these fields is part of the AD Program Database Review, which is carried out annually.

Advisory Committee Member

Each MCC country or multi-country program should have a functioning MCC Advisory Committee, unless legal or political factors make establishing and convening such a body impossible. The goal of the advisory committee is to provide a forum where the perspectives, counsel and advice of national and local leaders is received and considered by MCC.

•Advisory Committee – Active and Advisory Committee – Inactive: These are spaces for Programs to document and track their current Advisory Committee members (Active) as well as their previous Advisory Committee members (Inactive). If a Program has an active Advisory Committee, these fields should be kept up to date to ensure accurate institutional memory about committee members. Reviewing these fields is part of the AD Program Database Review, which is carried out annually. Advisory Committee members’ name, contact information, and any appropriate comments, as well as the dates of membership in the History on Advisory Committee section should be kept on record for institutional memory and to support leadership transitions.

The History on Advisory Committee will be useful for tracking the Advisory Committee over the history of the program, so enter both the date members start for new members, and the date members end their term for members stepping off the committee. An Advisory Committee member may have more than one term, so multiple sets of dates may be entered.

When an Advisory Committee member's term ends, enter the Date Ended and move them to the Advisory Committee - Inactive space.

•Advisory Committee Meeting Reports should be housed under this node for institutional memory and to support new leadership in working with the Committee.

Program File Attachments

All data entered in these nodes is entered under specific category; different categories have different expectations for when data is reviewed and entered. Reviewing these fields is part of the AD Program Database Review, which is carried out annually.

-Strategic Plan: Five-year strategic plans are attached here, starting with 2015-2020. Only the finalized strategic plan is attached. Generally, no updates are expected until the next strategic planning period.

-Program Review and Response: Program review reports and program response documents are attached here, starting with reports finalized after April 1, 2015. These items have a default restricted view so are not visible to all users. Final reports and responses are only entered after a review has taken place.

-Disaster Preparedness Plan: Attach program Disaster Preparedness Plans. Reps review these plans annually before November 1 and attach significantly new versions. Only the most recent version should be attached in PlanWin. If a previous version is already attached in the database, that version should be deleted in order to upload the most up-to-date version.

-Security Procedures: Attach the completed Country Security Procedures template. Reps review these procedures annually before November 1 and attach significantly new versions. Only the most recent version should be attached in PlanWin. If a previous version is already attached in the database, that version should be deleted in order to upload the most up-to-date version.

-Country Guide: Attach the completed Country Guide. Reps review the guide annually before November 1 and attach significantly new versions; Reps additionally email the International Program Administrative Assistants after reviewing this document so the AAs can upload the most up-to-date version on the Hub. Only the most recent version should be attached in PlanWin. If a previous version is already attached in the database, that version should be deleted in order to upload the most up-to-date version.

-National Staff Handbook: Attach the completed National Staff Handbook, sections 1, 2 and 3. Generally, these sections are attached as one document, but they may be attached separately. Reps review the guide annually before November 1 and attach significantly new versions. Both the most recent version of the Handbook and the most recent previous version should be attached in PlanWin. The most recent previous version is a reference for policies under which staff were hired and for recent policy changes.

-Rep Transition Manual: Attach the most up-to-date Rep Transition Manual. If a previous version is already attached in the database, that version should be deleted in order to upload the most up-to-date version. These items have a default restricted view so are not visible to all users.

-Miscellaneous: This node is to attach any program documentation without its own named node. Users can create "folders" to group attachments by selecting "Add miscellaneous attachment" first, then "Add attached file".

Program Data (<FY15)

Data entered here is for reference only; generally new data is not entered into this historical record. This historical record may be referenced to understand MCC history in a program context, for program reviews, etc.