Submitting Annual Report

Logging on

In your web browser go to prism.ippf.org. The preferred browser is Firefox, as this works best for reports and interface, but you can also use Safari and Microsoft Edge. We would advise that you periodically clear cache on browser, to ensure consistent results. We generally recommend Connection to broadband Internet via ethernet connection, where feasible.

Log on to the site by entering a valid PRISM/eIMS user name and password and select the required language (English). If you need to create a username, or require assistance accessing PRISM please click New Support Ticket link at the top right of this page to submit a ticket. Alternatively you can email prism@ippf.org or prismwhr@ippfwhr.org for WHR. A support ticket will automatically be created and forward to a regional advisor

Annual Report

This document will describe the Annual Report module and provide additional information to help you prepare for data entry related to program outcome and project reflections, budget performance, and financial results.

Use the Commodity module of PRISM to report on inventory movement and stock balances of contraceptives at year end. Instructions for this module are included in the Annex.

Please read through the entire documentation before opening the Annual Report module of PRISM.

The diagram below lists the six sections of the Annual Report in the order they appear in PRISM.

All sections must be completed prior to deadline and include the following information:

1) an executive introduction, indicating average exchange rate to be applied to the report,

2) programmatic achievements summarized by IPPF strategic framework outcome,

3) brief reflection on achievement and challenge of each project,

4) list of project and indirect cost center actual annual expenses and sources of income,

5) the estimated contribution of each project to the IPPF strategic framework allocation,

6) key financial data based on year end trial balance (unaudited), and

7) an update of key staff and Board contacts

Before opening the Annual Report module, ensure that your Annual Program Budget (APB) and Half Year Report (HYR) are complete and submitted for the year corresponding to the Annual Report period. PRISM copies project information from APB and HYR to create the Annual Report. Ongoing projects and those projects that started during the reporting period will be copied.

To create the Annual Report for very first time: [1] select PLANNING from blue banner on top, and [2] select CREATE NEW AR from dropdown list. This option should only be used once to create the Annual Report.

The first time the Annual Report module opens, the system will display a “Please wait” message. Depending on the number of projects and indirect cost centers, the creation process may take a few minutes while PRISM copies the APB projects descriptions and budgets to the Annual Report (AR). Always wait until the message disappears. Please don’t click anywhere on the interface or close the page while the message is in view.

Once the copy process has completed, follow these steps to access the Annual Report:

[1] Select the green AR submenu option.

[2] Choose the program year of the Annual Report, and

[3] Click the link, Submit – Enter or Edit

PRISM will accept up to 5000 characters (letters and spaces) per narrative question. If you wish to include additional reports or documentation, please use the document file function in the AR Introduction module. We recommend that the text associated with the Introduction, Outcome Summary, and Project Reflection be prepared offline in a text document and copied to PRISM. (Refer to Annex A)

Text is saved when the NEXT or PREV buttons are used to navigate between pages. A page remains active on screen for approximately 25 minutes before the connection is lost and data will not be saved, although the page remains in view. Please save often. If a web page is non-responsive due to inactivity, select a top menu option to re-establish the session connection or login again.

Upon completion, be sure to use the Download Report option to save a copy of the data entry and retain a copy of the Budget vs Actual Report for offline reference. Notify prism@ippf.org or prismwhr@ippfwhr.org for WHR when the report is complete.

1. Annual report introduction

1.1 The Introduction section of the Annual Report (AR) requires the Association to enter the actual AVERAGE, ANNUAL EXCHANGE RATE that PRISM will apply to all AR income and expense entries. While this default value can be changed later in the data entry process, it will not retroactively adjust income and expense amounts previously entered in PRISM Annual Report module. The prior entries will need to be revisited individually and the exchange rate updated.

1.2. The next three questions ask for an EXECUTIVE SUMMARY of the past program year both in budgetary and programmatic terms. For a Word template, refer to Annex A. This overview should not exceed 5000 characters per question. If you wish to attach supplemental information use the document upload option at the bottom of the page.

1.2.1 Reflecting on the prior year, what were the orgaization’s key successes and major initiatives? What were the challenges, both internal and external?

1.2.2 Please state the organization’s surplus or deficit amount in local currency and USD as of 31 December, and explain the principal causes of the organization’s financial result

1.2.3 Reflecting on the total budget of the organization, if there is a significant institutional budget variance (greater than 10%), please describe the effect of the budget variance on overall program implementation.

1.3 The next question asks the organization to provide feedback regarding the TECHNICAL ASSISTANCE received from IPPF during the past program year. One row should be completed for each type of technical assistance provided by IPPF/RO staff or its consultants. Select the orange +Add button to save the row and the related notes. If the Association did not receive any technical support during the report period, please enter “Not Applicable” in the List box.

1.3.1 List and describe the technical assistance (TA) you received during the year.

1.3.2 Select one category that best matches each TA listed.

1.3.3 Did this support meet our expectations? Why or Why not? Include any recommendations to improve the technical assistance.

1.4 NOTES is an open text field that may be used to add additional information to the Introduction to the Annual Report. It is used at the discretion of the Association, up to 5000 characters.

1.5 If you wish to upload supplemental information regarding program achievement and progress, such as reports, and publications shared with other organizations and the public, please use the Select File and Upload option to locate the file and upload it. PDF, JPG, DOCX. XLS files may not exceed 5MB in size.

2. OUTCOME SUMMARY

In this section the Association will report on overall achievement across the four Strategic Framework Outcomes of IPPF: RIGHTS, EMPOWER, SERVE, and PERFORM.[1] The alignment of the Association’s strategic plan with these Outcome and projected 2016-2022 expected results can be downloaded as a PDF in the PRISM MA Strategy section. Please consider the organization service statistics trends and progress toward the strategic expected results, as well as project level lessons learned. Consult DHIS (https://data.ippf.org) visualizations and tables to support the progress narrative.

There are four pages in this section, each with four questions and a general comment area related to a specific IPPF Strategic Framework Outcome. For convenience or if low bandwidth is observed, the narratives may be prepared offline in Word and copied into the PRISM interface. Select the NEXT and PREV buttons to save all text on the page.

2.1 What strategies were most effective in working towards achieving this Outcome? What strategies were least effective in working toward achieving this Outcome?

2.2 What achievements were not captured in the IPPF expected results for the prior year that contributed to achieving this Outcome?

2.3 Please describe a key success or best practice related to achieving this outcome. What makes this a success or best practice?

2.4 Please describe a lesson learned in related to achieving this Outcome in the past year.

[1] The strategic plan of IPPF (2016-2022) can be found on the IPPF website in English, Spanish, and French.

3. PROJECT DESCRIPTION & BUDGET

In this section the Association will update the project summary, enter a brief reflection on project or indirect cost centers achievements and challenges, report the annual, actual income by source and type, and list the annual expenses. The project level reflection is required for every programmatic project.

PRISM lists the projects and indirect cost centers as “CURRENT” for the annual report period based on their start and end dates or designation as “Ongoing” in the project description. Those projects that ended before or will begin after the annual report year, are grouped under the “Old & Future Projects” view.

Indirect cost centers not associated with an Outcome should be tagged on the project title page as “Management and General Services”. They will appear in the project list with the label MGS.

If a new project was not included in the APB or HYR for the reporting year, the organization should use the ADD NEW PROJECT option to describe the project. For the Annual Report, the organization will enter the actual income and expenses of the new project (without the budget). Refer to Annex B for a list of fields required when creating a project for the first time in PRISM.

Status indicator must be GREEN for all projects, indicating that minimum data entry requirements are fulfilled. This includes required description fields (with a red asterisk), the AR Reflection questions, and at least one income or expense entry.

3.1 EDIT PROJECT. Use this option to update the project SUMMARY, if there has been a major change in funding or implementation approach during the year. If there isn’t any change to the summary since the APB, skip this step and continue to the AR Reflection. When updating a pre-existing project summary, place the additional information above the original summary and preface it with the year of the Annual Report. (ex: 2017: This project is redesigned to …).

3.2 AR REFLECTION. This section is required for every programmatic project and asks the organization to highlight achievements and challenges. These reflections may be prepared offline by program managers and copied into PRISM. The response should not exceed 5000 characters per text box. Remember to SAVE the text, by clicking the Next (Save) button.

3.2.1 What were the main achievements?

3.2.2 What were the challenge and project response

3.3 BUDGET PERFORMANCE

For the Annual Report, the organization will enter actual income earned, and actual expenses incurred. For a list of accounts, refer to Annex C. All amounts are entered by fund type (restricted, unrestricted core, and unrestricted earmarked) in local currency. PRISM automatically calculates the USD based on the default average exchange rate specified in the AR Introduction. The Association may change the exchange rate applicable to a specific account row. Any change to the default rate after income and expense data entry requires the user to revisit the previous entries to update exchange rate information.

3.3.1 INCOME

Data reported in PRISM will be used to measure progress toward achieving the income related IPPF strategic expected result 13. It needs to be as complete as possible with enough detail to understand the funding source trends over time.

The income page is the first budget performance page to open when the EDIT BUDGET link is selected on the Project Index page. Required fields are marked with a RED asterisk. Income amounts are entered in local currency and USD amounts calculated automatically based on the average annual exchange rate. All actual income must be entered in PRISM regardless of whether it was previously recorded in the budget when the APB was submitted. All grant entries whether national or national require a Source of Funding selection.

On this page you will enter:

Unrestricted income (core grant) from IPPF. This includes cash and commodities grants.
Restricted grants from IPPF/RO.
Restricted grants form IPPF/Central Office.
Restricted income by source of funding from international sources
All national service and product sales income to clients and 3^rd parties
Local income from professional services, education, training, and rentals
National grants from local government, foundations, NGOs and corporations
National donations from fundraising, social media and website.
Other national income not generated by programs (i.e. financial and administrative).

Within the concept of incoming funds applied to project and indirect cost center operations, we now include Loans and Fund Balances/Reserves. Always use the NOTE box to explain the type and purpose of the loan or utilization of reserves.

[1] First, before beginning entry of income AR amounts, use the ADD DONOR button, to add the names of all national entities (NGOs, government agencies, corporations, etc.) who have signed grant agreements with the organization during the Annual Report year. This will create a list for the source of funding field, and speed data entry.

[2] Second, enter the actual AR Amount corresponding to each APB budget “Amount” copied from the APB.

If the budget income is listed in the APB Amount column, click on the corresponding account name below the Chart of Accounts heading to open a dialogue box and enter actual income in the AR Amount field.

After entering the AR Amount and variance or funding notes, select + Update to save.

[3] Enter any additional income accounts not listed previously in the “Chart of Accounts” column. Start in the top row, select the Account Heading (or major grouping), next choose the specific income in the Account Name cell.

Type of Fund field requires the Association to classify income as: UC (unrestricted core comprised of IPPF unrestricted and local national income), R (restricted donor grant income), or UE (unrestricted earmarked funds by Board of Directors of MA).

The Income Notes field may contain up to 2000 characters. If there is a significant difference (+/- 10%) between budgeted income and actual income, use the Notes box to explain the variance

Use the +Add button to save the unbudgeted income data to the list of income.

[4] To edit a saved entry, click on the Account Name link in the list of accounts below the Chart of Accounts heading. This will open a dialogue box where you can +Update the modification.

Identify every international and national donor by name who has provided a grant or other major donation to the organization. Select the name of an international donor from the drop down list. If you do not see an international donor in your list, contact prism@ippf.org or prismwhr@ippfwhr.org for WHR and request that it is added. For National Grant Donors, use the ADD DONOR button to enter the local donor names and income account type.

3.3.2 ACTIVITIES and EXPENSES

After completing the income data entry for a project, click the NEXT button to continue to the Budget Activity page. Entry of expenses by major program activity is enabled on the Summary page of the project description section.

For very large, complex projects it may necessary to group actual expenses by major program initiatives within the project. This may facilitate date entry, when donor project or management require activity based reporting. For example, an integrated project may be have [1] advocacy expenses, [2] youth education program expenses as well as [3] services expenditures in the clinic. In this large integrated project, the donor budget and project management would separate the expenses by the three major program components.

However, for many projects with single focus, activity based budget would not be required, and the Activity field on the Summary page can be set to NO. Therefore, after entry of income, the organization proceeds directly to entry of expenses by account without relationship to activities.

3.3.3 EXPENSE DATA ENTRY

There are 14 general expenses accounts in PRISM. A brief description of the expense account can be found in the Annex C. You can also use the mouse to hover over the account name and view the tip tool. If the project was included in the APB before AR creation, the budget amounts will appear on the left side of the grid. Actual expenses for the annual report period are entered to the right of the exchange rate. Actual expenses should be entered by fund type: Unrestricted Core (UC, general operations), Unrestricted Earmarked (UE, designated by the Board of Directors), and Restricted (R, by donor grants).

The USD amount is automatically calculated based on the Rate. By default the rate reflects the average exchange rate entered in the AR Introduction section. If expenses were incurred and recorded in other currencies, please select the appropriate currency, and enter the related exchange rate to USD.

Use the NOTES box at the bottom of the expense grid to explain significant budget variances, as well as significant surplus or deficit situations.

TIP: This grid saves data when cursor is moved from one cell to the next. An active session on this page require cursor movement or use of TAB key between cells.

TIP: To ensure correct calculation of totals and percentages, do not leave any cell blank after deletion. Enter an amount, zero or greater.

If expenses are entered by Activity (as in the above example), sub totals per activity are listed below the grid.

In all instances the total income and total expenses, along with Surplus/Deficit for the entire project are listed at the bottom of the grid in US dollars.

4. ALLOCATION SUMMARY

For the Annual Report we ask that you confirm, and if necessary, adjust the percentage that the project will contribute to the Outcome(s) deliverables and expected results. In the Comments box, provide an explanation of the allocation assumptions and rationale. These estimates will be used by IPPF to prorate project cost center expenses and income across outcomes when results and effort apply to more than one outcome.

5. FINANCIAL HEALTH

PRISM Annual Report module requests data to review the financial health of the organization. Although the audited financial statements may not be available at the time of Annual Report preparation, basic information on liquidity, receivables and debt can be obtained from the unaudited organizations trial balance as of 31 December. All balance sheet amounts should be entered in local currency and will be translated by PRISM to USD using the December 31^st exchange rate specified by the organization.

The total of service and product sales invoiced to third parties (such as insurance companies or government agencies who pay the organization a fee for services provided to clients) should be entered in the last row and will be automatically translated at the average rate of exchange.

6. CONTACT & CERTifICATION

This section is designed to ensure that the contact information is up to date. Names selected from the dropdown list are automatically saved when the cursor moves to the next cell. The required information includes [1] Organization Information, contact information for [2] Key Staff, and [3] the Executive Board Members. The MA is required to correct and certify this information, before the Annual Report can be submitted.

If a staff member or board member’s email address is missing or incorrect, select the EDIT link to open the PRISM user card and SAVE to close it. MA PRISM entity administrators can change user contact details. Contact prism@ippf.org or prismwhr@ippfwhr.org for WHR for assistance with user permissions.

If an individual is no longer employed or an elected board member of the organization, edit the record and change the UserLock field to YES. Accurate contact information and close out of user accounts is necessary for efficient communications and system security.

If a key individual or Board contact does NOT need to enter data in PRISM or generate the reports, change the permission status to indicate the contact does not require system access.

Contacts Required

Minimum Data Requirement

Organization

Full Legal Name of Organization

Acronym

Working Language

Country

Physical Office location: Street Address, City, State

Postal: Address 1 & 2, City, State, Postal Code

Phone Numbers 1 & 2, and Fax Number

Email (general mailbox)

Website

Key MA Staff

First Name and Last Names

Skype

Office Telephone

Mobile or WhatsApp Number

Gender

Background – Job Post Title in working language of organization

Executive Board Members

First Name and Last Names

Skype

Office Telephone

Gender

Birth Date

Date On Board: DD/MM/YYYY [date of first election]

Background - enter the profession and expertise

To close and notify IPPF that the Annual Report is complete, tick the certification box at the bottom on the Contacts page.

Select the SUBMIT-CLOSE AND NOTIFY IPPF button on the right to prevent further modification of the Annual Report. If it needs to be re-opened, please email: prism@ippf.org or prismwhr@ippfwhr.org for WHR.

7. Reports

PRISM reports are designed to assist the association with verification of data entered, analysis of institutional budget and income results, as well as export of work completed for future reference. These reports can be used for Annual Report, Half Year Report, and Annual Program Budget.

All reports must be exported to be printed. It is not advisable to print directly from the browser, as the image may not include all data. We recommend downloading program data entry to PDF file format and exporting budget reports to Excel format.

Use the DOWNLOAD REPORT option to generate a PDF file containing all data entered in PRISM, including the Introduction, Outcome Summaries, and Project Descriptions with Budget and Allocations. This option is available in the right panel of each PRISM page.

The REPORTS top menu option will provide the following income and expense reports for Annual Report. Refer to the Report Annex for examples of each report.

1. Expenses and Funding Sources

2. Budget Balance Report

3. Project Expenditure, Income, Surplus/Deficit by Fund Type (Unrestricted, Restricted)

4. Budget vs Actual

5. Income Consolidation

Use the report filter to specify the report year, report type (AR = Annual Report) and the fund type (ALL funds, Unrestricted, Restricted).

Use the View Report button to generate the report. A partial preview of the report will appear on screen.

To export the report, and then print, select the small arrow to the right of the disk icon, then choose the export format (either PDF or Excel)

8. ANNEXES and Release notes

ANNEX A: Annual Report Template for Introduction, Outcome Summary and Project AR Reflection

ANNEX B: Project Description

ANNEX C: Expense and Income Template & Account Descriptions

ANNEX D: Implementation Strategies (utilized to classify new projects)

ANNEX R: Report Compendium

ANNEX S: Commodity Annual Report Guidelines

Revision Date

Revision Notes

2018- 02-28

Release to PRISM Consultative Group

2018-03-02

Added edit instruction on how to update income for accounts carried forward from APB (with selection of account name). Email Chew Chee Keong 2018-03-01

Modified Financial Health section to indicate it is under construction - pending addition of Dec 31^st exchange rate data entry and related calculations of USD.

List Reports under construction

2018-03-17

Pages 1 and 2: Clarify menu items to be selected when launching Annual Report module for the first time, including the “please wait” message. Email PRISM helpdesk (Imran) 2018-03-16

2019-01-17

Add description and example of Reports

Add Financial Health page description.

2019-02-07

Update getting started pages regarding creation of new AR and navigation for AR data entry.

Help is always round the corner

We have made it very easy for users to find help on PRISM by providing a Help & Support widget which can be found at the bottom of every page. This allows you to submit tickets without having to look around for a support portal or remember IPPF support emails.

For help simply click the Help & Support button,

Enter the Subject and Description

Make sure that the System and region is correct

Then click Send Feedback

You can also attach screenshots or take a screenshot by clicking the camera icon. You can also search through IPPF's knowledge base through the Help & Support widget.