Submitting Half Year 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.
Half Year Report
PRISM is an IPPF web site used by Member Association to complete accreditation self-assessments, present annual budgets and financial results, and report on commodity stock levels. This document will describe the Half Year Report module and provide additional information to help you prepare for data entry. Please read through the entire document before opening the module of PRISM.
The Half Year Report is comprised of four data entry sections and should be completed according to the flow diagram below. These guidelines and annexes will assist with team preparation of narrative and financial information.
Note: 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.
Do not to start HYR until the APB has been submitted.
Otherwise the system will not be able to copy all projects correctly.
To initiate and create the Half Year Report module for the first time, select PLANNING from the top menu and click CREATE NEW HYR. Use this procedure only once to start the HYR.
When HYR is clicked for the first time the process can take several minutes
depending on the number of projects that needs to be copied over.
THE SYSTEM WILL DISPLAY "PLEASE WAIT" MESSAGE BEFORE GOING TO THE HYR.
DO NOT INTERRUPT THIS PROCESS.
IF THE SYSTEM DISPLAYS THIS MESSAGE FOR THAN 5 MINUTES,
SUBMIT A TICKET ON IPPF SUPPORT PORTAL.
(https://support.ippf.org/support/tickets/new or
click the Help & Support button at the bottom of the page)
After initiating HYR review using the PLANNING menuoption, please access the module and enter/edit data from the green links and clicking HYR
then clicking the link Submit – Enter or Edit
Note: Please note that once you have clicked HYR from the menu or the Submit – Enter or Edit, the system will take you straight to the HYR section where all the relevant data would have been copied from the from the APB. When HYR is clicked for the first time the process can take several minutes depending on the number of projects that needs to be copied over.
Note: Only the Association can enter and edit data.
HYR INTRODUCTION
Step 1: Enter the actual average exchange rate that will be applied to all HYR income and expenses.
Any change to FX default rate does not retroactively alter prior local currency translation to USD. Should the default rate of exchange need to be modified after budget data entry has begun, the rates applied to each entry will need to be updated manually in the project income and expense sections.
Step 2: Provide a high-level overview of the budget results for the first half of the year; each questions requires a one paragraph response .
Questions:
1. Please state the organization surplus or deficit amount in local currency and USD for the first six months, and explain the principal causes of the organizations of this result.
2. If there are significant project level budget variances (greater than 10%) during the first six months of the year, please describe the effect of these institutional variances on program implementation and what corrective steps will be taken.
3. Use the space below to add any additional comments relevant to understanding the HYR results.
The option to upload supplemental information regarding program achievement and progress is available if you wish to add additional documents, such as reports, and publications shared with other organizations and the public.
To upload, click Select File button and Upload to locate the file and upload it. PDF, JPG, DOCX. XLS files may not exceed 5MBin size.
PROJECTS DESCRIPTION & BUDGET
Step 1: Add new restricted projects (not previously included in the APB).
Step 2: Enter actual expenses incurred and income earned during the first six months of the year using the Edit icon.
All Projects from the submitted APB are automatically loaded when the HYR is initially created. The projects, and indirect cost centers are grouped under View and listed as “Current Projects” based on their start and end dates or as “Ongoing” in the project description.
The Project Description& Budget section identifies for each project their key characteristics, income and expenses, and the percentage of the budget allocated to each of IPPF’s four strategic outcomes. Optionally, the project budget can be organized by major budget activities. Management and General Service (MGS) costs centers (formerly known as indirect cost centers) will also use this section of PRISM for budgeting purposes.
Note: 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.
All new restricted projects should be added to the HYR. To add a new project description, click on the orange Add New Project button and follow the same steps used to create a project description at the Annual Program and Budget (APB) stage. Refer to Appendix for new project templates.
Note: At the HYR stage, new restricted projects require only a project description and interim actual income and/or expenses; restricted project budgets are not entered in the HYR.
To modify a project description and classification, click the corresponding Edit Project (pencil icon). All fields may be updated at HYR stage, except the Brief summary of project.
Associations can also add new projects within HYR. To add a new project simply click on the Add New Project button and follow the same steps as the APB. Also refer to Annex B for a list of fields required when creating a project for the first time in PRISM.
Note: Each project has a Status flag. Status indicator must be GREEN for all projects in order to move to the Project Allocation Summary section of the HYR. Green indicates that the minimum data entry requirements are fulfilled. This includes required description fields (with a red asterisk).
Note: New restricted projects approved after APB can be defined in project description section. Only the interim actuals would be entered at HYR, not the new project budget.
EDIT BUDGET
This section demonstrates accountability and timely transparency vis-a-vis how funds are earned or spent against the budget and IPPF Strategic Framework.
Generally, restricted earned income equals restricted expenses. Also, national local income generated by a restricted project is considered unrestricted, unless a donor explicitly indicates otherwise in their grant agreement and budget. In most cases HYR Amounts are entered in local currency and translated to USD by the default exchange rate entered on the HYR Introduction page.
The income page is the first page to open when the Edit Budget link is selected from the Project Index page. Income saved to PRISM appears in a Chart of Accounts list below the data entry cells. To edit a saved entry, click on the account name link below the Chart of Accounts heading to open and update an entry.
* if the income earned corresponds to an existing budget amount, click the account name link in blue under the Chart of Account column. An income data entry page will open where you can enter the six-month actual amount in the Hyr Amount field in Income edit page. Select the Update button to save the data entry.
* if the income does not appear in the list of accounts with budget amounts, complete the upper half of the Budget Income page, and select the ADD button to save the entry. All mandatory fields are marked with a RED asterisk.
To add a new income account to the list, start in the top row by selecting the Account Heading (or major grouping), next choose the specific income in the Account Name cell.
On this page you will enter:
- Restricted income by source of funding, including restricted grants from IPPF
- Unrestricted income (core grant) from IPPF. This includes cash and commodities, represented by the IPF total.
- All national service and product sales income
- National grants/donations
- Any other national income
Within the concept of incoming funds, we now include Loans and Fund Balances/Reserves. Always use the Note box to explain the type and purpose of the loan or Fund Balance/Reserve.
Source of Funding is required for all International and National Grants and Donations. You may select the name of an international donor from a drop-down list, or the Association can add the name of a national donor. Select ADD NEW option from the drop-down list to open a pop up & enter a new local donor name. Use this option only for grants and donations. Do not use it for national sales and service income or IPPF income accounts.
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, send an email to prism@ippf.org 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.
Type of Fund requires the Association to classify income as: UC (unrestricted core comprised of IPPF unrestricted and local national income), R (restricted donor income), or UE (unrestricted earmarked funds by Board of Directors of MA).
The currency and exchange Rate to USD will be displayed by default according to the information entered at the start of the process, in the HYR Intro page. You may change the currency and rate if necessary for a specific income row.
The Income Notes field may contain up to 2000 characters, but this is optional.
EDIT BUDGET: ACTIVITY
After completing the income data entry for a project, click the NEXT button to continue to the Budget Activity page. To leave the income page, and return to the Project Index, use the PREV button, or click the X in the upper right corner.
For large integrated projects or indirect management cost centers, we recognize that there are major budget activity components that correspond to different programmatic activities. The budget activity concept included in eIMS was carried forward into PRISM.
The Activity page will only be applicable if the "Are you required to submit activity details" was selected under the Projects--> Summary tab (must be enabled green). The enabling and disabling of the Activity page is based upon the option the Association has chosen and not based upon the project size.
Note –budget activities are not to be confused with general ledger functional expense account. A budget activity corresponds to a programmatic activity, such as evaluation, training, and workshops/seminars. However, travel is a general ledger functional account, and is not an activity.
The Budget Activity codes are the Member Associations own accounting codes to facilitate future data upload and reconciliation.
EDIT BUDGET: EXPENSES
There are 14 general expenses accounts in PRISM. A brief description of the expense account can be found in the Annex Data Entry Template. You can also use the mouse to hover over the account name and view the tip tool. If the project was included in the submitted APB prior to HYR launch, the budget amounts will appear on the left side of the grid. Actual expenses for the reporting 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 field. 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. 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.
TIP: To ensure correct calculation of totals and percentages, do not leave any cell blank after deletion. Enter an amount, zero or greater.
As 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.
PROJECT ALLOCATION SUMMARY
The Project Allocation Summary section allows the Association to review a table of all project allocations to the IPPF four strategic outcomes. This birds-eye view of allocations can be updated, and any changes made will be reflected back on the project allocation page in Project Description & Budget section.
Please provide/verify the Percentage Allocation of your projects against the 4 Outcomes of the Strategic Framework. How much do you think your project will contribute to each of them?
Please review and confirm the percentage allocation of each project to IPPF's 4 Outcomes. These are estimates used only on reports and do not alter the direct and indirect expense amounts entered in the system. 100% of each project must be allocated across the IPPF Outcomes.
Use the Comment box to Add Comments that explain an overall approach to the allocation method and to explain any exceptions to the approach for a specific project. Up to 5000 characters are accepted in a comment box.
Note: Comments are similar to chat boxes, and the contents cannot be modified after selecting Add Comment. If a correction is required, simply add another comment to clarify the previous comment.
REPORTS
Always export the report file to Word, Excel or PDF, then save the file to your computer and print locally.
DOWNLOAD REPORT – Use this option to generate a PDF file containing all data entered in PRISM, including the Introduction, Project Descriptions with Budget and Allocations. This is the orange button on the right panel of each PRISM page.
REPORTS - This top menu option will provide the following income and expense reports for Annual Report.
- Expenses and Funding Sources
- Budget Balance Report
- Project Expenditure, Income, Surplus
- Budget Vs Actual
CONTACT UPDATE & CERTIFICATE
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.orgfor 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
Email
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
Email
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 HYR. If it needs to be re-opened, please email: prism@ippf.org or prismwhr@ippfwhr.org for WHR.
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)
ANNEXES
Project Description Template
Use the Project Description to organize information about the project before beginning data entry.
Income & Expense Template
Attached is an excel workbook which combines the data entry prep template for project income and expenses. It also has an account reference tab with a brief example or explanation of the accounts.
Strategic Framework
[1] The strategic plan of IPPF (2016-2022) can be found on the IPPF website in English, Spanish, and French.
HELP IS ALWAYS AROUND 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.
SECURITY
The following table outlines the user group permissions for PRISM Half Year Report functions.
Permission Group Description
Half Year Report functions
Entity Administrators
Create, modify and lock user accounts.
Add, modify and delete users accounts associated with key staff and board contacts.
Project Administrators
Add or delete projects
Add or delete project activities.
Editors
Enter or modify the project description, income, expenses, and allocations to strategic framework outcomes.
Enter or modify the HYR Introduction