Donor Agreement Management System (DAMS) User Guide

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Donor Agreement

Management System (DAMS)

User Guide

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Donor Agreement Management System (DAMS) Page1 of 38

1. What is the Donor Agreement Management System (DAMS)?

The Donor Agreement Management System (DAMS) is an application that captures information on all donor agreements and the associated amendments in one place to provide an oversight function at all levels including HQ, regional and country offices. In the first phase, DAMS will provide the following benefits to the organization:

 Effective tracking of the donor agreements from commencement to the end of the agreement - with consistent, up-to-date donor agreements and associated information. The system not only captures the basic agreement data but also manages the financial milestones, reporting

commitments, and amendments to the agreements.

 Track all amendments to an agreement and ensure that amendment workflow is properly followed and approved by the appropriate stakeholders.

 Acts as a searchable database for management information

 Provide alerts and notifications to the relevant stakeholders to ensure that reporting commitments are not missed. In future phases the system will also provide dashboards and analytics including statistics on donor agreements, overdue reporting commitments, list of all agreements by donor, agreement type, funding source, thematic areas, geographic location, etc.

 Improve the overall productivity and reduce the use of e-mails and Excel spreadsheets that are currently maintained by various departments and that result in data duplication and

inconsistencies.

This document aims to provide the users with a guide on how to use the Donor Agreement Management System.

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2. How to Record a new agreement

An agreement will be recorded in DAMS as soon as the agreement is fully signed by relevant parties (two signatures: first donors and then UN-Women’s). Once an agreement is signed and a scanned file is available for input into the DAMS:

 The agreement information is recorded in DAMS by the relevant office /department. The electronic copies of the donor agreement and relevant documents are also uploaded.

 Agreement’s data is reviewed by the approvers to ensure that the data is complete and accurate.

 Once the review is completed, and the information is approved, an agreement entry is created in the system’s database (with a unique identifiers code, such as 123456) and the information is available for reporting and monitoring purposes.

The following steps are required to record a new agreement in the DAMS system by the requesting office:

1. Login to OneApp (https://oneapp.unwomen.org) with your UN WOMEN email credentials 2. Select the “Donor Agreement” tile

3. Click “Add” in the menu

4. Fill in the following fields in the Donor Agreement page:

a. In the Donor Agreement tab, all the donor agreement related data, [Screen 2.1, see Screenshots on following pages]

b. In the Reporting Commitments tab, all the reporting commitments for the agreement related data, [Screen 2.2]

c. In the payment schedule tab all payment/ financial milestone for the agreement related data, [Screen 2.3]

d. In the Attachments tab all attachments related to the agreement data , [Screen 2.4]

e. In the eNote tab all agreement communication data, [Screen 2.5]

5. Click “Save Draft” if you have not entered all the donor agreement information. This will ensure that no data is lost, [Screen 2.6]

a. Upon clicking “Save Draft” a task will be generated for you, which can be used to continue entering data at a later time by the clicking pending tasks icon [Screen 2.7].

(Note: For security and control purposes agreements in draft are to be finalized by the initial user).

6. Once all the data has been entered:

a. Click “Save & Submit” [Screen 2.8]

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Donor Agreement Management System (DAMS) Page4 of 38 b. A notification will be flagged upon successful submission of the donor agreement record

[Screen 2.9] and there after an email notification will also be sent to the requester (person entering the record of the agreement) for reference [Screen 2.10]. An email notification will also be sent to the approvers to review the new agreement [Screen 2.11].

The approvers can access the record of the agreement by clicking the review link in the email notification.

*Refer to Annex 2 for a step by step guide on how to fill-in each field

Screen 2.1 Add Donor Agreement (Refer to Annex 2 for details on entering data)

*The fields with an asterisk and in red in the screen shot above are the mandatory fields.

Note: Although fields without asterisks are not manadatory fields users should complete these fields once the information is available.

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Screen 2.2 Add Reporting Commitment (Refer to Annex 2 for details on entering data)

Screen 2.3 Add Payment Schedule/ Financial Milestone (Refer to Annex 2 for details on entering data)

Screen 2.4 Add Attachment (Refer to Annex 2 for details on entering data)

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Donor Agreement Management System (DAMS) Page6 of 38 Screen 2.5 Add Note (Refer to Annex 2 for details on entering data)

Screen 2.6 Donor Agreement record saved as draft

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Screen 2.7 Draft retrieved by clicking pending tasks icon

Screen 2.8 Validation error message upon clicking Save & Submit

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Donor Agreement Management System (DAMS) Page8 of 38 Screen 2.9 Donor Agreement record submitted successfully (Notification)

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Screen 2.10 Donor Agreement record submission email sent to the requester

Submitted the Donor Agreement record for Approval

Dear Jyoti,

A Donor Agreement record (Test save and submit) has been submitted for approval on your behalf.

Agreement Info:

Donor ID: 00011 (UNITED NATIONS VOLUNTEERS) Project IDs: 00012508

Agreement Value: USD 567,000.00

In case this message was received in error, please contact the IST OneApp team.

Thank You.

Screen 2.11 Donor Agreement record submission email sent to the approver

Approval request for Donor Agreement record

Dear Approver,

A Donor Agreement record (Test save and submit) has been submitted for approval by Jyoti Sale.

Agreement Info:

Please click the following link to take the necessary action:

Review

In case of any questions, please contact the IST OneApp team.

Thank You.

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3. How to search and view donor agreements

Everyone in the organization can search and view donor agreements by following these steps:

1. Click “View/Edit” in the menu

2. Enter one or more search criteria (filters):

a. Agreement Title b. Donor

c. Programme Region d. Donor contact e. Agreement Type f. Project ATLAS ID g. Programme Country h. Agreement date range i. Thematic area

j. Range of agreement and value Note:

 The list above presents all search possibilities and one does not have to enter all items on list to view donor agreements.

 Agreements still in draft form or not yet approved are only searchable by tile and selecting pending status on the status drop down icon.

3. Clicking “Search” will return all donor agreements based on search criteria data. [Screen 3.1]

4. Click “View” to view the donor agreement details, [Screen 3.2]

5. In view mode all controls are disabled and no modification is allowed, [Screen 3.3]

Screen 3.1 Donor agreement search screen

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Donor Agreement Management System (DAMS) Page11 of 38 Screen 3.2 Donor agreement search screen with view button

Screen 3.3 Donor agreement view screen

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4. How to record an Agreement’s amendment

Any approved amendment to an existing agreement can be entered in DAMS with the following three steps:

 The Amendment info is recorded by the relevant office /department in DAMS including uploading the relevant amendments as attachments

 Amendment record is reviewed by the approvers to ensure that the data is complete and correct

 Once the review is completed, amendment details are recorded in the system and made available for reporting and monitoring purposes

The following steps are followed to record an amendment by a requesting office:

2. Enter the relevant filters as seen in Screen 4.1 to search for an agreement. [Screen 4.1]

3. Click “Search” to return the relevant donor agreements

4. Click “Amend” to amend the donor agreement details, [Screen 4.1]

a. In the Amendment type* field click the dropdown list and choose the appropriate option.

This could be Financial, Non-cost extension date or other.

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Donor Agreement Management System (DAMS) Page13 of 38 Note that the amend option is used to add received date and received amount in the financial milestones once the data on the Donor Agreement has been saved. In case the currency differs from the recorded in the Donor Agreements tab under the Agreements Value* field; make a note of the currency in the comments tab.

b. In the Amendment comment field enter summary of what has been amended.

c. Enter/ record changes to reflect the amendments e.g. milestones, dates, reporting commitments, etc.

d. Upload supporting documents 5. Once all the data is entered:

a. Click “Save & Submit”, [Screen 4.2]

b. An email notification is sent to the approvers to review the Amendment entered in the system. A notification is also sent to the requester (person entering the amendment) for reference

Note: Any information entered as amendment overwrites any information that was previously entered.

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Screen 4.1 Donor agreement search screen with amend button

Screen 4.2 Donor agreement amend screen

5. How to record an agreement’s revision

For minor changes or corrections to the agreement data, the authorized users (see annex for list of persons authorized to revise) can follow the following steps:

2. Click “Search” to return all the donor agreements.

3. Click “Revise” to revise the donor agreement details, [Screen 5.1]

4. If you have logged in as an approver then the “Revise” option will be available (Revision does not go through any approval process, but only limited fields are available for modification) , [Screen 5.2]

5. The following fields are not eligible for revision; programme region, programme country, Donor’s agreement reference, donor’s contact (external), donor’s contact email, agreement value,

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Donor Agreement Management System (DAMS) Page15 of 38 treatment of interest , treatment of balance remaining, funding type, thematic area, primary focal point , alternate focal point , reporting focal point, country rep/section chief

Screen 5.1 Donor agreement search screen for approver

Screen 5.2 Donor agreement revise screen

 The fields highlighted in the screenshot above are those

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6. How to approve a new agreement or amendment (for approvers)

The approvers can use the following steps to approve and clear the donor agreement entered by an office/ department

1. Login to OneApp with your credentials

2. On the right top corner of the browser click on pending task indicator to expand the pending tasks window.

3. Click on a pending task to navigate to the approval screen of the requested donor agreement a. Review the donor agreement information against the signed donor agreement.

b. Activity History can be viewed for a Donor Agreement, [Screen 6.1]

c. The request can be approved, or rejected or send back to requester for additional information

d. Based on the review, click “Approve” or “Request Update” or “Reject” button, [Screen 6.1]. On Approval Donor Agreement will be saved in the system, On Request Update Donor Agreement is send back to requester whereas on reject the donor agreement is deleted.

4. On Approve or Reject action, an email is sent to requester, [Screen 6.2] and [Screen 6.3]

5. On Request Update, an email is sent to requester to update based on comments in the Activity History, and resubmit the agreement info (Screen 6.4); the authorized user is required to record the observations in “Comments” box at the top of the page before sending it back to the users 6. The same process is followed for the amendment approval process

Note:

*Level 1 and 2 Approval should take approximately 4 days to complete.

*The profile of an Approver 1 is a person familiar with the language of donor agreements.

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Screen 6.1 Donor Agreement approval

Screen 6.2 Donor Agreement approved email sent to requester

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Screen 6.3 Donor Agreement reject email sent to requester

Screen 6.4 On Request for Revision, Donor Agreement email sent to requester

Update requested for the Donor Agreement record

Dear Jyoti,

An approver has requested updates to the Donor Agreement record (Test save and submit) that you submitted.

Agreement Info:

Please click the following link to review the comments (in activity history) and take the necessary action:

Update

In case of any questions, please contact the IST OneApp team.

Thank You.

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7. How to record a donor report

Everyone in the organization can record donor report information as submitted to the donor. DAMS Phase I will only serve as an archive for donor reports and not an interactive platform for clearance. A donor report can be recorded in DAMS by following these steps:

1. Login to OneApp with your UN Women credentials 2. Select the “Donor Agreement” tile

4. Clicking “Search” will return all the donor agreements, or enter key words to located your agreement

5. Click “Report” button in search grid. This will return all reporting commitments that were recorded in connection with the agreement, [Screen 7.1]

6. Reporting commitment page can also be viewed through “Donor Reports” in the menu.

7. Click “Submit Report” to navigate to the report uploading screen, [Screen 7.2]

8. Enter the date the report was submitted to the donor in the field “ Date Submitted to Donor”

9. Click “Select file” to upload the donor report, as submitted to the donor[Screen 7.3]

10. Click “Submit” to submit report information and documents for approval (note that this is for system approval and not the approval of the actual donor report) [Screen 7.3]

11. E-mail sent to requester to notify report information and package sent to donor has been submitted for approval, [Screen 7.4]

Note: Alerts and Notifications

Notifications or reminders on donor reporting obligations will be sent to the Project Manager, Alternate Focal Point, Reporting Focal point and Country Representative/ Chief of section; 16, 13, 10, 8, 6,4,2 and 1 week before the report due date. After due date the notification is sent every day.

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Donor Agreement Management System (DAMS) Page20 of 38 Screen 7.1 Donor agreement search screen with reports button

Screen 7.2 Donor report search screen with submit report button

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Donor Agreement Management System (DAMS) Page21 of 38 Screen 7.3 Donor report information submit screen

Screen 7.4 Donor report information submitted email to requester for approval

8. How to search and view donor reports

Everyone in the organization can search and view donor reports by following these steps:

1. Login to OneApp with your UN Women credentials 2. Select the “Donor Agreements” tile

3. Click “Donor Report” in the menu

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Donor Agreement Management System (DAMS) Page22 of 38 4. Clicking “Search” will return all the reporting commitments for all agreements, [Screen 8.1]

5. A Donor report can be searched by Agreement ID(numeric textbox and search match with entered data),, Donor ID, Region, Status (Donor Agreement Status in DAMS), Type of report, Agreement Title (textbox and search match with text entered), Project ID, Country, HQ department and Due Date (date range and search match between to and from date selected).

6. Reporting commitment page can also be viewed through the donor agreement search page by clicking “Report” button under the Actions column. This will return all reporting commitments for the selected agreement

7. The “Clear” button is used to clear all selected and entered text in search fields

Screen 8.1 Donor report search screen

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9. How to approve recording of donor report information and documents

Donor report information and documents can be approved by following these steps:

1. Login to OneApp with approver’s credentials

2. On the right top corner of the browser click on pending task indicator to expand the pending tasks window.

3. Click the pending task to navigate to the approval screen

4. Click “Download Report” to review the donor report, [Screen 9.1]

5. Review information and documents as necessary

6. Click Approve/Reject, [Screen 9.1]. On Approval, the Donor report information and documents recorded will be saved in the database whereas on rejection the donor report information and documents recorded will be deleted.

7. On Approval/Reject. Report approved/rejected email is sent to requester, [Screen 9.2]

Screen 9.1 Donor report information and documents approval screen

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Donor Agreement Management System (DAMS) Page24 of 38 Screen 9.2 Donor report approved email to requester

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Annexes

Annex 1: List of actions by Actor

The following table describes list of actions by actors i.e. who can do what in DAMS:

Action Actor (Who can do)

Donor Agreements

View All UN Women users

Record/upload All UN Women users

Amendment All UN Women users

Level 1 Approval (Approve, request update or reject) Donor Agreement Approvers (RO but HQ for intial 2 months) Level 2 Approver (Approve, request update or reject) Donor Agreement Approvers [Finance team]

Financial and Narrative Reports

View All UN Women

Submission All UN Women users

Approval Report Approver

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Donor Agreement Management System (DAMS) Page26 of 38 Annex 2: Step by step data entry guidance

Screens 2.1 – 2.5: Data Entry Guidelines

All fields with an * are mandatory and document cannot be saved and submitted without them filled.

Although fields without asterisks are not manadatory fields users should complete these fields once the information is available.

Donor Agreement Tab [Screen 2.1]

i. Title*

Insert/enter full programme or project title the agreement is contributing to. In the UN-Women standard Cost sharing Agreement (CSA) this is found in the WITNESSETH clause, WHEREAS the Donor hereby agrees to contribute funds to UN-Women for the implementation of “[ ],” usually in quotes (described as the project or the programme)

ii. Is Standard Agreement*

Note: this information is not found directly on the donor agreement.

 Select Yes, standard agreement, if the UN-Women standard agreement templates were used without any deviations (Hint: check Finance and Reporting clauses for discrepancies from the standard template. OR if the agreement is an MOU Joint Programme following the Standard SAA for One Funds, Standard SAA for MDTFs or Standard SAA for Joint Programmes templates were used. OR in the case of UNDG agency to agency agreement where a UN-UN Transfer Agreement was used.

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 Select Yes, Donor-Specific Agreement, if the agreement is an approved UN-Women Donor- Specific Agreement. These are posted on the RM share-point site once approved. No other versions are to be considered as approved donor-specific standard CSA (for example Netherlands and Sweden (Norway coming soon)

 Select No, non-standard Agreement, if the agreement is non-standard (differs from the UN-Women standard agreement in any way)

Note: For Core Agreements always select No, non-standard Agreement

If you have questions, please compare your CSA carefully to the approved standard and approved donor-specific standard.

iii. Agreement Type*: Choose the most relevant agreement type from the dropdown list.

The options include:

 Cost Sharing Agreement

 In Kind Cost Sharing Agreement

 Letter of Agreement

 MOU Joint Programme

 Non-reimbursable loan agreement

 Note Verbaale

 Core Pledge

 Probono Cost Sharing Agreement

 UNDG UN Agency to UN Agency Agreement.

Note: For Core Agreements select Pledge (Core-only).

iv. HQ Department: If the Donor Agreement is contributing to a project or programme managed at HQ, select budget holding unit from the dropdown list

v. Atlas Department: Select the UN Women Department or budget holding unit responsible for the

programme or project implementation.

vi. Programme Region: Select the region within which the programme will be implemented

vii. Programme Country: Select the country or countries in which the programme will be implemented viii. ATLAS Donor ID*: Select donor from the dropdown list.

ix. ATLAS Project ID: From the dropdown list, select the project ID(s) found on the top left of the standard CSA, if not available contact Finance or budget owner

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Donor Agreement Management System (DAMS) Page28 of 38 x. Donor’s Agreement Reference: Enter donor’s reference if available (usually found in the top left

of the standard DA)

xi. Donor’s Contact* (external) : Enter Donor’s contact information. Found in Article 18 paragraph 1 of the standard DA

xii. Email - Enter Donor’s contact email. In case no email is provided insert john.doe@unwomen.org xiii. Agreement Duration*

 Start date: Enter agreement start date. In a standard UN-Women CSA, this is found in Article II. “Effective date: Term of Agreement.” Paragraph 1 “This Agreement shall take effect on the date both parties have signed this agreement, or if the parties have signed on different dates, the date of the latest signature (the “effective Date”);

 End date: Enter agreement end date. In the standard UN-Women CSA; this is found in Article II Paragraph 2 usually stated as “This agreement will remain in effect until [date/for a period of time] from the effective date…”

xiv. Implementation Duration: This is common in non-standard agreements where the implementation date differs from the agreement date. Enter Start and End date of implementation period

xv. Agreement Value [Currency]*: Select the currency from the drop down list

xvi. Amount*: Enter amount as is stated in DA. In the UN-Women standard CSA this is in “Article III:

The contribution.” If the DA as in the case of MOUs has no financial allocation, one can enter 0000 as a place holder

xvii. Cost Recovery Rate*: Enter or select the value as seen in the DA. In the UN-Women standard CSA this is found in Article VI Paragraph 1. Note: As of January 2014, all standard agreements have a cost recovery rate of 8%.

Note: For Core Agreements leave this field blank.

xviii. Treatment of Interest (non-standard agreement only):

This is only entered in the case of non-standard agreements.

Select the most appropriate option from the dropdown list, matching information in the DA xix. Treatment of Balance remaining (non-standard agreement only):

This is only entered for non-standard agreements.

Select the most appropriate option but in case the DA has more than one option for instance “to be discussed with donor or balance to be retained by UN Women project account”; Select to be discussed with donor and put details in the comment.

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Donor Agreement Management System (DAMS) Page29 of 38 xx. Request for donor tranches (non-standard agreement only): Enter payment schedule and

amounts as in agreement.

xxi. Special clauses (non-standard agreement only): Enter clauses that have been agreed upon in the DA that are additional to the other clauses in the standard CSA e.g., audit, visibility, intellectual property rights, corruption, terrorism

xxii. Funding type*: Select the most appropriate option from the dropdown list.

Note: this is not found on the signed Donor Agreement

xxiii. Fund Code: Select the most appropriate option from the dropdown list.

xxiv. Strategic Impact Area: Select relevant thematic area as per title. Note: multiple thematic areas can be selected

xxv. Primary focal Point/ Project Manager*: Select the name of the person from the dropdown list as identified in the Internal Control Framework as responsible for the project

xxvi. Alternate focal point: Select the staff from the dropdown list that will be the back-up focal point in case the primary focal point is unavailable.

xxvii. Reporting Focal Point*: Select name of the designated donor Reporting Focal Point (person nominated by the office to track reporting obligations) from the dropdown list.

xxviii. Country Representative or Section Chief*: Select the name from the dropdown list

In case of multiple countries; select the Head of Region or country within which the programme is being implemented. In line with delegated authority for signature of DAs this may be the UN Women signatory.

Note:

* This may not be found on the signed Donor Agreement.

* To ensure that the system reminders on various donor obligations are sent to the right persons, make sure that the persons listed in item xxv- xxviii above are up to date.

xxix. Comment: Enter any other relevant information not captured above.

REPORTING COMITMENTS TAB [Screen 2.2]

i. Click Add to pop-up the Reporting commitment mini-screen

ii. Select Report type from the drop down menu. Enter commitments as indicated in the DA

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Donor Agreement Management System (DAMS) Page30 of 38 Note: If final and provisional reports are due at the same time, choose final narrative and

provisional reports or interim and budget or interim and financial reports.

In case all reporting commitments have individual due dates, select each separately, as seen on the dropdown list.

iii. Reporting Period from*: Enter reporting period start date for the type of report selected above iv. Reporting period to*: Enter reporting period end date for the type of report selected above

v. Due date*: Enter the reporting deadline for the type of report selected above (Note: the four focal points indicated in the donor agreement tab will be notified 16 weeks in advance of the due date followed by 13, 10, 8,6,4,2 and 1. Focal points will be notified on a daily basis after the due date has passed).

vi. Comments: Enter any other relevant information or reporting obligations that were not captured by the fields above

In case due dates are mentioned as fulfilment of conditions and not dates, make an estimate of the actual due date for example; following standard practice of 6 months after reporting period and make a note in the comments field

vii. Click OK and repeat process as needed to capture all reporting obligations.

Date submitted to donor: This is entered by the person responsible (TBD) for follow up and uploading reports to DAMS.

Note: Certified Financial Statements prepared by Finance HQ annually should be entered in the system for the duration of the agreement even when not mentioned in the agreement. That is, one report on a calendar basis (Jan XXXX to Dec XXXX) for each year of the agreement. Due dates for these reports are always 30 June of the following year.

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Donor Agreement Management System (DAMS) Page31 of 38 PAYMENT SCHEDULE TAB [Screen 2.3]

i. Click Add to pop up the payment schedule / financial milestone mini screen

ii. Milestone description*: Select most relevant option from the drop down list. Found on the UN- Women standard CSA Article III

iii. Milestone Date*: Enter date for which payment for the milestone description above will be received

iv. Milestone Amount: Enter amount to be received as per milestone description v. Received Date: This will be filled in by Finance upon receipt of payment

vi. Received Amount: This field will be filled in by Finance when amount is received

vii. Atlas Contract: This field will be completed by Finance during the level 2 approval process.

viii. Comment: Enter any relevant information not captured in fields above. For example; if the funds are received in a different currency than stated in the DA.

ATTACHMENTS TAB [Screen 2.4]

1. Click Add to pop-up the Attachments mini-screen

2. Select the type of attachment from the dropdown list that corresponds to the attachment you would like to upload

3. The attachment title will be automatically generated once the attachment is uploaded 4. Description: Enter any other relevant information for the attachment to be uploaded 5. Upload attachment: Select file and click open to upload the attachment

Click ok and repeat process to add other attachments.

Note: If the attachments for the agreement relate to a non-standard agreement, also attach the non-standard agreement clearance form.

Notes TAB [Screen 2.5]

The notes section is used for any other information or communication that has not been previously captured in DAMS.

i. Click the Notes tab

ii. Select ‘Add’ to bring the Note Detail dialogue box

iii. On the Note Type* dropdown menu, select the correct medium (e-mail, telephone, other) iv. In the Comments* enter information

v. Select Ok.

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Donor Agreement Management System (DAMS) Page32 of 38 Annex 3: DAMS Glossary

No. Label Definition

1 Agreement Duration This is the term of the agreement.

Agreement start (date agreement enters into force) and end date.

2 Agreement ID Sequential number DAMS assigns to each donor agreement entered

3 Agreement Title The full programme or project title as stated in the signed donor agreement

4 Agreement Type Category of Agreement depending on template used 5 Agreement Value Currency and Amount the donor has contributed

6 Alternate Focal Point Person delegated to back up the Primary Focal Point or Project Manager

7 Atlas Department UN Women Department or Budget holding unit as recorded in Atlas

8 Atlas Donor ID Donor number as recorded in Atlas 9 Atlas Project ID Project number as recorded in Atlas

10 Certified Financial Report Certified Financial Reports are sent annually (in June) to all donors. Reports are certified by Director, Management &

Administration.

11 Commence Date Start Date

12 Comment Something noteworthy that needs to be highlighted or any other relevant information noted from the agreement that could not be captured in the various DAMS fields.

For example:

 In the financial milestone section; in case the currency differs from that, that recorded in the Donor Agreements tab under the Agreements Value* field; make a note of the currency in the comments tab.

 In the Treatment of interest field; in case the DA has more than one option for instance “to be discussed with donor or balance to be retained by UN Women project

account”; select to be discussed with donor and put details in the comment.

 In payment tab; if the funds are received in a different currency than stated in the Donor Agreement; enter any the details in the comments

13 Cost Recovery Rate Cost recovery rate is is a percentage calculated on the contribution to cover UN Women’s indirect costs general management support costs. The UN Women Executive Board determines the rate and the current rate is 8%, unless the circumstances fall within one of the exceptions below:

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Donor Agreement Management System (DAMS) Page33 of 38 a. contributions received from the Multi-Partner Trust Fund based on the agreement reached among UNDG members and the Fiduciary Management Oversight Group (FMOG);

b. contributions received from the European Commission based on the Financial and Administrative Framework Agreement (FAFA) that governs UN agencies’ partnership with the European Commission (EC); and

c. preferential rates for host country contributions.

14 Cost Sharing Agreement A negotiated and legally enforceable understanding between UN Women and our donors that specifies the minimum acceptable standard of performance for earmarked contributions (for non- core resources).

All cost-sharing contributions should be in writing and include the terms and conditions set forth in the agreement templates 15 Country Rep/ Section Chief Head of Country Office/ Head of Section

16 Date submitted to donor Date report was sent to donor (date indicated on the cover letter/

email to the donor)

17 Donor Agreement A donor agreement is a financial agreement. Its terms and conditions concern the administration and utilization of a contribution.

18 Donor Agreement Approval System approval of donor agreement 19 Donor Agreement

Amendment

Any updates to the approved donor agreement in DAMS are made through amendment. All UN Women staff have rights to amend donor agreement data in DAMS. Upon amendment of donor agreement data, the donor agreement will go through the approval process again. The donor agreement information will only get updated in the system after amendment request has been approved.

20 Donor Agreement Revision Revision can be used to make minor changes/updates to approve agreements. Limited fields can be modified during revision process. Since revision does not go through the approval

process, revision rights are limited to few personnel. Most people do not have revision rights so they should use amendment to make any changes to approved agreements.

21 Donor Specific Agreement This is an agreement that followed a special template agreed upon with a particular donor. Currently the Netherlands has donor specific agreement and soon Norway and Sweden will do too.

22 Donor's Agreement Reference

Reference number the donor assigns to the donor agreement.

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Donor Agreement Management System (DAMS) Page34 of 38 23 Donor's contact (External) Contact details of the donor as specified in the agreement. Found

in Article 18 paragraph 1 of the standard DA

24 Donor Report Results-based narrative reports and financial statements on the status of the project based on the terms of the signed agreement.

25 Due date The reporting deadline for the type of report selected in the report type field.

26 EVAW Trust Fund United Nations Trust fund to end violence against women 27 FGE Trust Fund UN Women Fund for Gender Equality

28 Final financial report Follows the same template as the Interim Financial Report, but is cumulative and reflects the achievements of the project

throughout the full implementation period.

29 Final Narrative report Cumulative technical report

30 Funding Type UN Women funding is comprised of the following types:

 Assessed Contributions

 Voluntary Contributions (Core & Non-Core, and 2 Trust Funds)

31 HQ Department Budget unit at Headquarters in case the Donor Agreement is contributing to a project or programme managed at HQ 32 In-kind Cost Sharing

Agreement

The term “in kind” contribution is used when the contribution of goods or services is intended to be passed on to governments, NGOs or individuals, for example goods and services to be used in the execution or implementation of a project.

33 Implementation Duration Project operational period if different from the Agreement Duration period 34 Interim Financial Report These reports follow the template of the first report and

update/build on the information contained from the previous period. At the point of interim reporting, project managers may share with the funding partner annexes (maximum of eight) that represent outputs of the project.

36 Interim Narrative report Periodic technical report

37 Milestone Amount Amount agreed to be paid by a donor on milestone date set out in the Donor Agreement.

38 Milestone Date Dates agreed to and set out in the Donor Agreement for payment or other action by either UN Women or the Donor

39 Non-core: excluding trust funds

Earmarked resources

40 Non-standard Agreement An agreement which does not comply with the format of the Standard Agreement which has been developed using the standard UN Women templates (see Standard Agreement)

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Donor Agreement Management System (DAMS) Page35 of 38 41 Note-verbale An unsigned diplomatic note written in the third person, of the

nature of a memorandum but sometimes considered to be more formal.

42 Payment Schedule The agreed timeline for which the contribution will be paid 43 Pledge The UN Women Financial Regulations and Rules do not require

that an agreement be signed to receive contributions to regular resources, and it is UN Women’s practice to document such contributions by “pledges”.

44 Primary Focal Point/ Project Manager

The person responsible for controlling or administering the project or programme

45 Probono Cost Sharing Agreement

The term “pro bono” is used for contributions of goods and services provided by a private sector donor to be used by the recipient UN organization as the ultimate user, for example, services to be used directly by UN Women. Pro bono contributions are governed by the Secretary-General’s Guidelines on Acceptance of pro bono goods and services.

46 Programme Country Country Office for which the project will be implemented 47 Programme Region Regional Office for which the project will be implemented 48 Provisional Financial

Report

A provisional report always covers the entire project (from starting point to the day the report is produced).

49 Received Amount Precise amount of money paid to UN Women for each milestone described

50 Received Date Day on which payment or tranche was received

51 Reporting Commitments Reporting obligations as specified in the donor agreement 52 Reporting Period From Start date of the reporting time frame

53 Reporting Period To End date of the reporting time frame 54 Special Clauses (non-

standard agreement only)

Clauses that have been agreed upon in the donor agreement that are additional to the other clauses in the standard CSA e.g. audit, visibility, intellectual property rights, corruption, terrorism 55 Standard Agreement Agreement that were developed using standard templates as listed

on the legal site without any deviation at all. (including Standard cost sharing agreement, letter of agreement, MOU Joint

Programme, UNDG UN Agency to UN Agency agreement) (see also Non-Standard Agreement)

56 Thematic Area Strategic Note Impact Area.

57 Title The full programme or project title as stated in the signed donor agreement

58 Treatment of interest (non- standard agreement only)

Any deviation from the standard agreement with relation to the payment of interest either to the donor or another party, must be indicated in this field.

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Donor Agreement Management System (DAMS) Page36 of 38 44 Type of Report Category or report to be submitted for example interim financial

or narrative report, final financial or narrative report or certified financial report

45 UNDG Agency to Agency Agreement

UN Agency to UN Agency Contribution Agreement as per the template

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Donor Agreement Management System (DAMS) Page37 of 38 Annex 4: How to enter Core Pledges in DAMS

A. DONOR AGREEMENT TAB- DATA

1. Title*: (name of country) Core Funding Commitment for (specific year).

2. Is Standard Agreement?*: No, non-standard agreement 3. Agreement Type*: Pledge (Core Only)

4. HQ Department: Strategic Partnerships Division 5. Atlas Department: Not applicable

6. Programme Region: HQ

7. Programme Country: Not applicable

8. Atlas Donor ID*: Government of (name of country on the pledge form or letter) 9. Atlas Project ID: Not applicable

10. Donor’s Agreement Reference: Enter a reference for the pledge, if available. Otherwise, leave blank.

11. Donor’s Contact (External)*: Name of Government representative 12. Donor Email: email of Government representative, if available 13. Agreement Duration*:

a. Start date: January 1 of the year of the contribution. (Note: If a multi-year contribution, enter January 1 of the first year.

b. End date: 31 December of the year of the contribution. (Note: If a mutli-year contribution, enter the 31 December of the last year of the contribution) 14. Implementation Duration:

a. Start date: Not Applicable b. End date: Not Applicable 15. Agreement value*:

a. Currency: Currency of the contribution b. Amount: Amount of the contribution 16. Cost Recovery Rate: Not applicable

17. Treatment of interest: Not applicable

18. Treatment of Balance Remaining: Not applicable 19. Request for Donor Tranches: Not applicable 20. Special Clauses: Not applicable

21. Funding Type*: Core 22. Fund Code: W0001

23. SN Impact Area: Not applicable

24. Primary Focal Point/Project Manager*: Name of focal point in SPD for the respective country

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Donor Agreement Management System (DAMS) Page38 of 38 25. Alternate Focal Point: Name of a back-up focal point in case the primary focal point is

unavailable.

26. Reporting Focal Point*: Name of focal point in SPD for the respective country 27. Country Rep/Section Chief*: Antonie Dejong

28. Comment: enter any other relevant comments

B. REPORTING COMMITMENTS TAB – As this is core funding no data is required in this tab C. PAYMENT SCHEDULE TAB –

Milestone Description*: Select the option “Date”

Milestone date*: Enter the date of the installment as indicted in the core pledge form or letter, if any. If no date is mentioned enter any date during the contribution period.

Milestone Amount: Enter the amount of the contribution

Note: Repeat the steps above if the agreement has more than one milestone, installment or tranche.

D. ATTACHMENTS TAB – attach the core contribution form or letter.

E. NOTES TAB – DATA – enter any other relevant notes not mentioned previously in DAMS

Donor Agreement Management System (DAMS) User Guide

Donor Agreement

Management System (DAMS)

Table of Contents

1. What is the Donor Agreement Management System (DAMS)?

2. How to Record a new agreement

3. How to search and view donor agreements

4. How to record an Agreement’s amendment

5. How to record an agreement’s revision

6. How to approve a new agreement or amendment (for approvers)

7. How to record a donor report

8. How to search and view donor reports

9. How to approve recording of donor report information and documents

Annexes