From Harambee Wiki

Contents 1 What is OPA 2 *Public Website 2.1 1. Submit A Proposal 2.2 2. Edit a Proposal 2.3 3. Submit Reports 2.4 4. Edit/Update Reports 2.5 5. View List of Proposals and Reports 3 *Coordinators: Quick Setup Guide For Grant Programs 3.1 Step 1: Worksite Setup 3.2 Step 2: Set Up Standard Phrases (languages) 3.2.1 2.1 Set Up Language(s) 3.2.2 2.2 Add Phrases 3.2.3 2.3 Convert Phrases(Optional) 3.3 Step 3: Set Up Initiative/Program 3.3.1 3.1: Create Funding Initiative 3.4 Step 4: Create Requests For Proposals 3.4.1 4.1 Create A New Request/Call For Proposal (CFP) 3.4.2 4.2 Create RFP/CFP Criteria 3.5 Step 5: Create Proposals 3.6 Step 6: Edit/Review Proposals 3.7 Step 7: Report Tracking & Review 3.7.1 7.1 Add a Coordinator/Reviewer 3.8 Step 8: Communications Center 3.8.1 8.1 Proponent Notifications 4 *Reviewers' Guide 4.1 1. Review Proposals 4.2 2. Review Reports 4.2.1 2.1 Report Tracking & Review

What is OPA

OPA is a generic management application, with the flexibility to support various workflow processes such as:

• Grant & loan programs
• Screening of applicants
• Project tendering processes
• Policy proposal consultation
• Calls for conference papers
• Other types of initiatives involving similar workflow processes

The public side of OPA provides a complete online worksite module for a project's home location and the associated calls for proposals. The secure administration side of OPA offers full-featured online appraisal workflow and communications for the end-to-end management of proposals and reports.

OPA is a multilingual web-based application used to administer a wide range of activities that incorporate submission, group review and approval stages as part of their workflow:

• Proponents submit proposals to the OPA Public Website;

• Coordinators use the OPA administration website to set up and manage all online aspects of a program on behalf of a Program Committee;

• Reviewers use the ranking and comenting facilities of OPA to assess proposals against criteria set by the Coordinators;

Optionally, OPA can offer public access to accepted proposals and reports, as well as facilitate public dialogue around the issues being addressed in the proposals and/or project reports. It also supports a web interface to external email lists (e.g. Lyris, Mailman, Dada Mail, MajorDomo) for targeted communication involving the Program Committee, Coordinators, Reviewers, and the public.

*Public Website

1. Submit A Proposal

1. Select Submit A Proposal from the Public Website menu bar.
2. Select the Title of the Call for Proposals from the list.
3. Review eligibility, criteria and proposal submission information.
4. Click on Submit a new proposal now through this website to add new proposal information for a proponent.

Click here for data entry rules for creating/editing a proposal:

2. Edit a Proposal

1. Select Edit/Update Your Proposal from the menu bar.

2. Enter the Tracking Code and Password associated with the proposal you wish to edit.

3. Once the tracking code and password are validated, the proposal details are displayed.

4. You can edit the basic data on the proposal; or Add A Document to the porposal; or Add A Researcher;

Editing choices are:

Data Item	Explanation	Allowed Inputs	Comments
Proposal Status (Dropdown)	This is a drop-down list of all Statuses of proposals	Select one or more and click ‘Change Status”	The values of project status are under your control. You can change the values that were defined during installation. Available to coordinators only.
Hide Proposal	This allows you to prevent a proposal from appearing on the list of proposals.	Enter check mark for “YES”.	Available to coordinators only.
Edit	Select this button to edit a proposal
Add Doc	Select this button to add a document to a proposal
Add Researcher	Select this button to add a researcher a proposal

3. Submit Reports

Details Coming Soon .....

4. Edit/Update Reports

Details Coming Soon .....

5. View List of Proposals and Reports

Select List Proposals & Reports from the menu bar.

• Click on CFP Title to view full CFP details
• Proposals details for the chosen CFP will appear

*Coordinators: Quick Setup Guide For Grant Programs

Step 1: Worksite Setup

• It is essential that you set up all the worksite setup information prior to continuing with any other information input.

1. Select Worksite Setup from the menu at the left
2. The current site setup criteria will be displayed. Click on Edit this Record
3. Fill out all fields on the form, and select Submit at the bottom of the page
4. The current site setup page will reload with the changes.

Click here for worksite setup guide

Step 2: Set Up Standard Phrases (languages)

2.1 Set Up Language(s)

One of the interesting features of OPA is its ability to handle multiple languages. An OPA coordinator has the ability to :

• Add A New Language : Select Language Setup from the menu bar. To add a new language, select Setup a new Language, enter the language in its native form and lick Submit

• Edit A Language: To modify any phrases for a language, select the appropriate language under View / Modify Phrase List, and click Submit. To modify a phrase, click on the Phrase, make your changes, and click Submit.

• Delete A Language: Select Language Setup from the menu bar. Click on the Delete link next to the language.

2.2 Add Phrases

An OPA coordinator has the ability to add phrases for a language.

• Select Language Setup from the menu bar.
• Select Language.
• Click on View to see the list of Phrases, and the form for entry of new phrases.
• To add a phrase, make your entry, and click Submit.

2.3 Convert Phrases(Optional)

An OPA coordinator has the ability to convert phrases from one language to another.

• Select Language Setup from the menu bar
• To setup the website interface in another language, select the originating language and destination language under Setup Phrase List and click GO.
• On the next page, enter corresponding translations for the left side phrases on the right hand side. click Submit.
• You must translate all phrases, otherwise sections of the website will be missing explanatory text in the new language.

Step 3: Set Up Initiative/Program

3.1: Create Funding Initiative

An OPA coordinator has the ability to:

• Add Funding Initiative Info
• Edit Funding Initiative Info
• Add Funding Agency
• Edit/Delete Funding Agency

1. To View Initiative Information, select Initiative Information from the menu bar

2. To edit information, select the language version you wish to edit under Edit Funding Initiative Information, and click on Submit

3. To add funding initiative information for a new language, either select Compose from the menu bar beneath Initiative Information, or select Add Funding Initiative Information from the Initiative Information page.

4. From this section you can also setup Funding Agencies information.

5. Click on Add Funding Agency Information to add information about a new funding agency, or click on Edit Funding Agency Information beneath the funding agency you wish to modify.

Step 4: Create Requests For Proposals

4.1 Create A New Request/Call For Proposal (CFP)

• Adding a new CFP can be initiated in one of two ways:

1. Select Calls for Proposals from the menu, to view a list of all CFPs. From the list, click Compose New Call for Proposals to add a new CFP.
2. Or select Compose from the menu (under the Calls For Proposal link) to add a new CFP

Click here for data entry rules:

4.2 Create RFP/CFP Criteria

Appraisal criteria specific to a CFP can be added when the CFP is being edited.

1. Select Calls for Proposals from the menu, to view a list of all CFPs
2. Click on the Title of a CFP
3. A page will display all information about the CFP. Click on Edit this record to modify the information, or delete this record to remove the CFP.
4. Appraisal criteria specific to a CFP can be added using the entry form at the end of the page.

All criteria from another CFP can also be imported.

Data Item	Explanation	Allowed Inputs	Comments
Criterion Name	Description of the criterion		Required
Low Rank Meaning	The interpretation for a low rank		Required
High Rank Meaning	The interpretation for a high rank		Required
Criterion Weight	The weight of the criterion		Required

Step 5: Create Proposals

A proposal can be submitted by a proponent (using the Public Website) or registered by an administrator.

1. Select the Proposals from the menu bar.
2. Scroll down to the Register New Proposal Application section. A drop down list appears. Select the Title of the Call for Proposals from this list, and click Go to Application Form.

Step 6: Edit/Review Proposals

1. Select Proposal from the menu bar.
2. Select the Title of the Call for Proposals from the drop down list, and click Search Proposals.
3. A list of all proposals submitted to the CFP will appear. You can limit you selection by using the search facility on the page.
4. Within each proposal you can click on Assign Reviewers to add or remove reviewers assigned to each proposal; or Summary of Reviews to view the review information submitted by reviewers and modify the status assigned to the proposal; or View/Modify Proposal Record to edit proponent information or remove the proposal; or Timesheets Management to review and approve timesheets submitted by reviewers; or Summary of Proposal Reviews to view the review information submitted by reviewers and modify the status assigned to the reports for the proposal;

Click on View/Modify Proposal Record to edit proposal information. You can Edit the basic data on the proposal; or Add A Document to the porposal; or Add A Co-Applicant; or Change the Status of the proposal; or declare a proposal as hidden, making it unavailable for public viewing.

At any point in time, you can click on Send Notification Letters, which will automatically send out email messages to all proponents with a status of “Received”, “Rejected”, “Selected”, “Under Review” or “Eligable”.

• Note: you must first setup default letters for each status – see Communicaton Center.

Step 7: Report Tracking & Review

Report tracking and review complements proposal tracking and review as the core of OPA. Through its facilities, adminsitrators and reviewers manage reports evaluation activities.

The facilities allow administrators to:

• Add Reports Related to Proposals
• View Reports Related to Proposals
• Assign Reviewers to to Review Reports
• Send Notification Letters
• Conduct Summary of Reviews

Steps:

1. Select Report Tracking & Review from the menu bar.
2. Select the Title of the Call for Proposals from the list, and click Search Reports.
3. A list of all reports submitted to the CFP will appear. You can limit you selection by using the search facility on the page.
4. Click on Add a Report to add new report for a proposal.
5. For each report you can click on Assign Reviewers to add or remove reviewers assigned to each proposal; or Summary of Proposal Reviews to view the review information submitted by reviewers and modify the status assigned to the proposal; or View/Modify Proposal Record to edit proposal information or remove the proposal and to edit or delete reports submitted against the proposal; or Reviewers Timesheets Management to review and approve timesheets submitted by reviewers; or Summary of Report Reviews to view the review information submitted by reviewers and modify the status assigned to the reports for the proposal;
6. At any point in time, you can click on Send Notification Letters, which will automatically send out email messages to all proponents with a status of “Received”, “Rejected”, “Selected”, “Under Review” or “Eligable”. Note: you must first setup default letters for each status – see Communications Center section.

7.1 Add a Coordinator/Reviewer

1. Select Reviewers & Coordinators from the menu bar.
2. You can click on Add a Coordinator, or again, Edit or Delete an existing Coordinator.
3. If you scroll down, you will come to the Reviewers section. Here, you can either Add a Reviewer by selecting the title of the CFP and then clicking "Create Reviewer, Edit or Delete an existing Reviewer.

Step 8: Communications Center

• The Communications Center page provides several functionalities related to communicating with the public as well as within a select group of people.

• It provides the facility to compose default letters - templates used as the basis for letters to proponents; send notificaion letters to applicants; and view notification history.

• OPA has a built-in mailing lists management system. This allows for the maintainance of mailing lists; sending messages to groups or individuals; and managing the messages.

• Public and private discussion forums can also be managed. The public discussion facility is a useful tool for policy discussions, for example. Private discussions are limited to a select group of people.

• The FAQ facility allows the public to view FAQs, and provides the administratro the means of adding to the list.

8.1 Proponent Notifications

Proponent Notifications gives the administrator the facilities to setup default messages, send messages and review messages sent to proponents.

1. Compose Default Letters
2. Send Notification Letters
3. View Notification History

*Reviewers' Guide

1. Review Proposals

1. Select Proposals from the menu bar.
2. If you have been asked to review proposals, a message and a list of the proposals that you have been assigned to review will appear under Proposal Review(s) Requested. If not, a message indicating that you have not been requested to review a proposal will appear.
3. Select the title of the proposal you wish to review. It should take you to another window.
4. Before starting to rate the proposal, you can click on View Document to look at the proposal.
5. Proposals are rated according to a set of CFP criterias. Read the criteria and rate it: 1 being the lowest score and 5 being the highest. Then explain your rating choice in a short paragraph or phrase in the text box attached to this criteria.
6. Click Submit Appraisal

• At any time, you can choose to view other proposals. Simply scroll down to View Other Proposals section and fill in the information.

2. Review Reports

1. Select Proposals from the menu bar.
2. If you have been asked to review reports, a message and a list of the reports that you have been assigned to review will appear under Report Review(s) Requested. If not, a message indicating that you have not been requested to review a report will appear.
3. Select the title of the report you wish to review. It should take you to another window.
4. Click on the document link situated under Report Review, to review the report.
5. Write your review in the text box bellow. Click Submit

2.1 Report Tracking & Review

1. This page enables you to track and revise report reviews
2. It will also advise you if you have been assigned any reports or proposalsto review.

• At any time, you can choose to view other proposals. Simply scroll down to View Other Proposals section and fill in the information.