Donor Agreement Management System (DAMS)

Donor Agreement Management System (DAMS) User Guide

Donor Agreement Management System (DAMS) Page 1 of 38

Table of Contents

1. WHAT IS THE DONOR AGREEMENT MANAGEMENT SYSTEM (DAMS)? ............................................................ 2

2. HOW TO RECORD A NEW AGREEMENT ........................................................................................................... 3

3. HOW TO SEARCH AND VIEW DONOR AGREEMENTS...................................................................................... 10

4. HOW TO RECORD AN AGREEMENT’S AMENDMENT ...................................................................................... 12

5. HOW TO RECORD AN AGREEMENT’S REVISION ............................................................................................. 14

6. HOW TO APPROVE A NEW AGREEMENT OR AMENDMENT (FOR APPROVERS) ............................................. 16

7. HOW TO RECORD A DONOR REPORT............................................................................................................. 19

8. HOW TO SEARCH AND VIEW DONOR REPORTS ............................................................................................. 21

9. HOW TO APPROVE RECORDING OF DONOR REPORT INFORMATION AND DOCUMENTS ............................... 23

ANNEXES ............................................................................................................................................................... 25

Annexes

Annex 1: List of actions by Actor

Annex 2: Step by step data entry guidance

Annex 3: DAMS Glossary

Annex 4: How to enter Core Pledges in DAMS

Abbreviations CSA Cost-Sharing Agreement DA Donor Agreement DAMS Donor Agreement Management System HQ UN Women Headquarters RM Resource Mobilization


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.


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]

https://oneapp.unwomen.org/


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.

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)


Screen 2.5 Add Note (Refer to Annex 2 for details on entering data)

Screen 2.6 Donor Agreement record saved as draft

Screen 2.7 Draft retrieved by clicking pending tasks icon

Screen 2.8 Validation error message upon clicking Save & Submit


Screen 2.9 Donor Agreement record submitted successfully (Notification)

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:

Donor ID: 00011 (UNITED NATIONS VOLUNTEERS)

Project IDs: 00012508

Agreement Value: USD 567,000.00

Please click the following link to take the necessary action:

Review

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

Thank You.

mailto:[email protected]


https://localhost:44300/Home/OpenTask?url=https://localhost:44300/donoragreement/agreement/approval/3206&id=3206



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


Screen 3.2 Donor agreement search screen with view button

Screen 3.3 Donor agreement view screen


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.


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.

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,


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


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.

Screen 6.1 Donor Agreement approval

Screen 6.2 Donor Agreement approved email sent to requester

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: Donor ID: 00011 (UNITED NATIONS VOLUNTEERS) Project IDs: 00012508 Agreement Value: USD 567,000.00

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.

https://localhost:44300/Home/OpenTask?url=https://localhost:44300/donoragreement/agreement/create/3207&id=3207



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.


Screen 7.1 Donor agreement search screen with reports button

Screen 7.2 Donor report search screen with submit report button


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


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


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


Screen 9.2 Donor report approved email to requester


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


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.

https://unwomen.sharepoint.com/management/Legal%20Support/Agreement%20Templates/Forms/AllItems.aspx

https://undg.org/wp-content/uploads/2015/09/Standard-SAA-for-One-UN-Fund-August-2015.doc

https://undg.org/wp-content/uploads/2015/09/Standard-SAA-for-MPTFs-August-2015.doc

https://undg.org/wp-content/uploads/2015/09/Standard-SAA-for-JPs-August-2015.doc

https://undg.org/wp-content/uploads/2015/09/Standard-SAA-for-JPs-August-2015.doc

https://undg.org/wp-content/uploads/2015/04/Guidance-Note-on-UN-UN-Transfer-Agreement.pdf


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

https://unwomen.sharepoint.com/Intergovernmental-Support/Resource-Mobilization/Pages/Donor-Agreements.aspx

https://unwomen.sharepoint.com/Intergovernmental-Support/Resource-Mobilization/_layouts/15/WopiFrame.aspx?sourcedoc=%7b8F8C05FB-8314-4AC2-82E2-C7D5A57C63FD%7d&file=Sweden_CSA%20template%20for%20all%20contributions_Dec%202015.docx&action=default

https://unwomen.sharepoint.com/Intergovernmental-Support/Resource-Mobilization/Resources/Donor%20Agreement%20template_GOVERNMENT%20NGO%20or%20%20IGO%20DONOR%2019%20June%202013.doc


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 [email protected] 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.



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.

Note: this is not found on the signed Donor Agreement xxiv. Strategic Impact Area: Select relevant thematic area as per title. Note: multiple thematic areas can

be selected Note: this is not found on the signed Donor Agreement

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 Note: this is not found on the signed Donor Agreement

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. Note: this is not found on the signed Donor Agreement

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. Note: this is not found on the signed Donor Agreement

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


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.


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.


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:


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.


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)


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.

https://unwomen.sharepoint.com/management/POM/Resources/UNW_2012_6%20Financial%20Regulations%20and%20Rules.pdf

http://www.un.org/partnerships/Docs/pro_bono.pdf

http://www.un.org/partnerships/Docs/pro_bono.pdf

https://unwomen.sharepoint.com/management/Legal%20Support/Agreement%20Templates/Forms/AllItems.aspx


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

https://unwomen.sharepoint.com/management/Legal%20Support


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


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

Documents

Donor Agreement Management System (DAMS)