DATIM

Instructions for User Administrators: Creating new ER user accounts

Celeste Scott -

Purpose

This article will describe how to process expenditure reporting (ER) user nomination templates and is relevant for Primary User Administrators and User Administrators only.

 

Background

What’s new for FY2018 PEPFAR Program Expenditure Reporting?

For fiscal year 2018 (October 1, 2017 to September 30, 2018) reporting, PEPFAR will be transitioning all ER from the PROMIS system to DATIM. With this transition, it is important that staff are identified to report expenditure data in DATIM prior to the reporting period open date on October 1, 2018. 

For more information about what’s new with ER in DATIM, please refer to this article: What’s new for FY2018 PEPFAR Program Expenditure Reporting?

Why do users need a separate account in DATIM for expenditure reporting?

To perform expenditure reporting data entry and approval, all Implementing Partner and Agency Field users will need a new DATIM account that only has permissions for ER.

There are several reasons for this, most essentially because a user cannot have different types of user actions configured with different data streams within the same account.  Additionally, the individuals who need to participate in ER may or may not already have roles in other data streams collected in DATIM.

What's new with user administration in DATIM?

Because of the recent release of DATIM 1.25 (DHIS2 2.29) the user administration app in DATIM has been updated. Before you begin creating ER user accounts, please consult the following resources:

 

Reviewing and processing nomination templates sent to Primary User Administrators (PUAs)

Step 1: Locate your OU's nomination template

  • Check your e-mail and locate the zip file sent to you by SGAC_DataSystems@state.gov.  Within this zip file there are OU-specific nomination template files.
  • Within each OU-specific file there is a tab for each Agency funding a COP17 mechanism in that OU.
  • The COP17 mechanisms within each tab are those that were named at the time S/GAC pulled the COP17 Standard matrix on July 9th, which was the basis of the nomination templates.
  • This spreadsheet contains information to create only Implementing Partner (IP) and Agency Field ER user accounts.
  • Implementing Partner accounts should be created first, followed by Agency Field accounts.
  • Note: Different than MER, there is no role for the Interagency users in the workflow to approve expenditure reporting data.  Therefore, Interagency user accounts will not get ER data permissions and cannot invite new users to participate in this reporting.  The best thing a PUA with an Interagency account can do to help implement the guidance received about inviting new users to create ER accounts is to work with the Agency user administrators in the OU.  If there are not sufficient Agency user administrators in the OU to cover all of the Agencies that have active mechanisms there, please ask someone from the Agency(s) not represented to submit a helpdesk ticket and request to become an Agency User Administrator.
  • Note: Agency HQ and S/GAC Global accounts will be created separately and are not your responsibility.

Step 2: De-duplicate nominees in the template

OU-specific nomination templates (both for IPs and for Agency Field users) may include the same user several times. 

Why? 

  • At the IP level this can happen because one partner may have more than one active IM within an OU, and the individuals who should do the reporting may be the same across these IMs. These individuals can manage all of their partner's mechanisms within an OU using the same ER account.
  • At the Agency Field level this can happen because the nomination template captured nominations for each IM, but in reality, Agency Field staff manage a whole portfolio of mechanisms for that Agency.  These individuals can manage all of their Agency's mechanisms within an OU using the same ER account.

How to resolve:

  • PUAs should de-duplicate the nomination templates before initiating account invitations so that they spot these situations and only send 1 ER account invitation to each user for the IP level and 1 ER account invitation to each user at the Agency Field level.
  • PUAs must de-duplicate across columns in the nomination template, not just within columns—this will help spot instances where for an IP’s first mechanism an individual is listed as Nominee 1, and for their second mechanism the same individual is listed as Nominee 2.

 

Send Implementing Partner ER user account invitations

Timing:

  • Please send all IP ER user account invitations in this batch before you begin sending Agency Field ER account invitations in this batch for your OU.

Step 1:

  • Using the de-duplicated nomination template, begin sending IP ER account invitations
  • Send 1 invitation to each IP user indicated on the template.
  • Use the information from the template about the user's OU, Partner name, e-mail address, and preferred language to complete the account invitation.

Step 2:

  • Navigate to DATIM and the User Administration App.
  • Follow the instructions in the image below for each ER account invitation you wish to send.

IP_user.PNG

 

Send Agency Field ER user account invitations

Timing:

  • Do not begin sending Agency Field ER user account invitations included in this batch until you have finished sending all IP ER user account invitations in this batch for your OU. 

Step 1:

  • Using the de-duplicated nomination template, begin sending Agency Field ER account invitations.
  • Send 1 invitation to each Agency Field user indicated on the template.
  • Use the information from the template about the user's OU, Agency name, e-mail address, and preferred language to complete the ER account invitation.

Step 2:

  • Navigate to DATIM and the User Administration App.
  • Follow the instructions in the image below for each ER account invitation you wish to send.

Agency_Field_user.PNG

 

Attachment:

This document contains the images above and is downloadable/ printable for easy reference:

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