UPDATED User Guide Part 3 July 2012

CC Grant Tracker User Guide Part 3: Partner Profile

Contents 1.

Introduction to the Partner Profile in CCGT

2.

Before You Start 2.1.

3.

Checking to See Whether the Partner Has a Profile and is Active or Inactive

Creating a New Partner Profile 3.1.

To create a new partner profile

3.2.

Partner Details – Partners and Allies

3.3.

Partner Details - Affiliates

3.4.

Contact Details

3.5.

Summary & Background

3.6.

990 Information

3.7.

Partnerships & Alliances

3.8.

Capacity

3.9.

Audits

4.

Finance

5.

Patriot Act & SDN Checks

6.

Verify

7.

Documents Section

8.

Updating Existing Partners Information

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Introduction to the Partner Profile in CCGT

1.

The process for managing partner profiles in CCGT has been designed to be as straightforward as possible. The system contains a number of features to help you: 

Create partner profiles



Maintain/update profiles at any time



Verify banking and contact information in order to perform the SDN check and populate the Letter of Agreement or Memorandum of Understanding (LOAs or MOUs)

At any time, you can click Save to save your work and come back to it later.

For further information and guidance, please read the Partner Profile Policy in the Oxfam America Grant Making Policy Manual.

2.

Before You Start

Within CC Grant Tracker, a partner’s status can be either Active or Inactive. An Active partner is any partner with whom Oxfam America has an ongoing grant. An Inactive partner is a partner who does not currently have any grants with Oxfam America. To be used in a GAP, the partner must have a profile in CCGT, and the partner’s status must be Active.

2.1.

Checking to See Whether the Partner Has a Profile and is Active or Inactive 

Search for the partner using a portion or all of the name or acronym to see if the partner already has a profile in CCGT (see Figure 1).



If the partner appears in the search results, you must make sure that the required information is still correct; then verify the partner. If it is not, make edits as necessary (see Section 8).



If the partner does not appear in the search results, you must create a new partner (see Section 3).



If the partner appears in the search results, but you cannot make edits to the profile, contact the System Administrator to have your Organizational Unit added to that partner.

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Figure 1 – Left Navigation Menu for Partner Searches

3.

Creating a New Partner Profile

3.1.

To create a new partner profile:



Click on the Partners menu bar at the top of the screen to go to the Partners screen.



Click on the New button. A Partner Details page pops up (Figure 2). The new partner profile has a series of selectable areas on the left menu.



Complete the name & acronym of the partner, indicate if it is an OI affiliate, put in the partner summary description and select the status from the drop down menu as “Active” or “Inactive.”



Click Save. This will create a new Partner Profile where you can add more information.

Figure 2 – Partner Details Page ‘pop-up’

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3.2.

Partner Details – Partners and Allies

On the Details page: 

Edit the full name and acronym of the partner as needed;



Indicate if the partner is an OI Affiliate by checking the “Is OI Affiliate” box



Choose the organizational unit(s) the partner belongs to by highlighting the OU and clicking the Add button. The OU will default to the OU you are a member of.



If it is found in a country that is embargoed by the United States, you must acquire an Office of Foreign Assets Control (OFAC) license (see OFAC policy in OA Grants-Making Manual) and indicate the license number (see Figure 3). Then click Save & Continue.

Figure 3 – Partner Details Section

3.3.

Partner Details – Affiliates

On the Details page: 

Edit the full name and acronym of the affiliate as needed;



Indicate that this profile is for an affiliate by checking the “Is OI Affiliate” box



If the affiliate profile is for the Headquarters office: o

Change the drop down menu to “(No HQ)”.

o

Choose one or more country offices for this affiliate by clicking on the “Add Country Office” button. Search through the list of available profiles and add country offices as necessary.



If the affiliate profile is for a country office: o

Find the HQ office from the drop down menu

o

This will link the country office profile to the headquarters profile

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3.4.

Contact Details

In the Contact Details section, fill in the address of the partner office and the contact details of the head/director of the partner, the primary contact and that of other contacts (See Figure 4).

Figure 4 – Partner Details Section

To add more contacts, click on Add New Contact. Make sure the details are correct as the LOA/MOU is populated with information from this page and the SDN list is checked using this information. You can include addresses of other offices the partner might have. When you are done, click Save & Continue.

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Figure 5 – Adding a New Partner Contact

3.5.

Summary & Background

On this page, any field marked with a star (*) are required. These fields include: 

Summary text that is approved by the partner and by an OA Communication Officer or equivalent.



Partner mission, vision, and approach.



Countries of operation and fields relative to the annual 990 Report (EIN and IRC Code or designation of partner as a charity or equivalent depending on location of the partner; see Figure 7). To add a country or region, click Add Country or Add Region and choose from the list or type the country or region name and click Search.

If the required fields are left blank, it will be impossible to verify the profile and you will not be able to submit a grant for this partner.

Currency used should be USD and you can edit/remove the entry at any time. (See Figures 4a and b.) The other fields are optional but the more information you can provide the better.

3.6.

990 Information

The US Federal Government requires Oxfam America and other non-profits to submit a report (990 Report) on certain information regarding partners, types of grants and amount of commitments given every year.

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This information is compiled and included in the 990 Report sent to the U.S. Government. However, we are not required to gather this information for those organizations with whom we have supported with only a PWS (Partner Workshop Support).

For more information, please see the Foreign Public Charity (FPC) on the OA Intranet (Padare). All information should be gathered and/or re-confirmed each time a partner is chosen for a grant. The information will be reviewed yearly by RPD Boston before submitting the report. For example: if a grant is committed in FY10, but not disbursed until FY11 information is still required to be gathered for the FY10 report.

Select fields of the Summary & Background section are required to be complete due to the requirements for the 990 report (see Figure 6).

For partners outside of the US: 

You must decipher if the partner organization is a charity or local equivalent in the country where it is based. Choose Yes or No from the drop down list.

Figure 6 – Required Sections in the Summary and Background Section

For partners inside the US: 

You must enter the nine digit EIN Code partner (Employer Identification Number) unique to the partner.



You then must choose the IRC Code (Internal Revenue Code) from the drop down menu. If your partner does not have non-profit status in the US, choose Not Applicable. If your partner has non-profit status but is not a 501(c)(3), then choose 501(c)(x) and mark what status they have in the summary.

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Figure 7 – EIN and IRC Code for US Partners

3.7.

Partnerships & Alliances

The Partnerships & Alliances section (see Figure 8) contains information about the programs the partner is contributing to, their relationship with other organizations, whether they are part of the Program Working Group, etc. Enter responses to the information requested to the extent possible. Be concise and to the point (maximum 250 words). 

To add program under “Joint Activities with Partner...” click Add Program from the drop down list of PSPs. It is possible to add “no PSP.” To remove a PSP, click o Remove.



Add a Program Working Group by selecting Add PWG.



The final question entitled Actual or Potential Conflicts of Interest between OA and Partner is a required field.



Remember to Save your work every so often to avoid losing your entries/answers.

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Figure 8 - Partnerships & Alliances

3.8.

Capacity

The capacity section contains information about a partner/ally’s technical and other types of capacities. It is viewable only by members of the cost center(s)/budget unit(s) linked to the partner (see Figures 9a and 9b).

You can upload capacity-building document(s) to the partner profile by clicking on Upload New Document at the bottom of the Capacity page. Then click Save & Continue.

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Figure 9a - Capacity

Oxfam America, CCGT User Guide, June 2011

Figure 9b - Capacity

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3.9.

Audits

The Audit section is where you can upload any partner audit document. Write a description of the file you will upload in the Description box. To upload financial and partner audit documents, click the Browse button to locate documents you want to attach to this Partner, select the document, and click on Attach Document.

This information is accessible only by members of the cost center/budgeting unit and senior management.

4.

Finance

The finance information in each partner profile is important because it is given to OA’s finance department upon disbursement. It is important that this information is verified again with the partner before each disbursal is requested. 

Go to the Finance page by clicking on Finance on the left menu of the partner profile (see Figure 10).

To edit, hit Edit.



Enter the bank name, address, name of account, account number, and bank SWIFT code or ABA number on this page. It is also mandatory to include the intermediary bank name and city with SWIFT code and/or ABA number if the partner bank uses an intermediary bank. As with the prior screen, this data is only viewable by members of the cost center associated with the partner and senior management. For U.S. addresses, please put the street address in line 1 and the city/state/zip on line 2 whenever possible, as illustrated in the example above (Figure 7).

If the bank is outside of the U.S., the bank (that the partner organization uses) is likely to have an intermediary bank. The LOA/MOU gets populated by information from this page and funds are transferred accordingly, therefore please carefully check and double-check all information that is entered in the banking information section of the profile.

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Figure 10 - Finance

Patriot Act & SDN Checks

5.

All Oxfam America activities are subject to US State and Federal laws. All Oxfam America Staff making grants must check all partner organizations, their addresses, certain staff and their financial institutions against the Specially Designated Nationals (SDN) List to ensure that these persons and organizations have not been identified by the US government as terrorists or criminals.

This check must be done for each grant at various stages regardless of whether the organization has been given grants in the past or not. The results are only viewable to members of the cost center/budgeting unit and senior management.

In the case of either a match or possible match, the system will automatically send emails to the RPD Deputy Director who will either clear individual matches or consult with OA’s lawyer, as appropriate. The process of grant approval is halted, although additional information can be added to the GAP or Partner Profile, until all possible matches are cleared. If necessary, the Vice President of Programs will make the final decision whether or not to move forward any grants in this category. 

To run the search, go to the partners profile and click on SDN Search on the left menu.



Click the Search Now button and Save Changes.

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Figure 11 – SDN Search Section

Figure 12 - SDN Partner Searches

Verify

6.

All partners must have their information verified at least every 90 days. Whether you’re adding a new partner profile or editing an already existing profile, you must verify that the necessary items have been reviewed and are complete. 

After filling in all the required information in the profile, click Edit, which will take you to the Details page (see Figure 13).

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Figure 13 – Blue Partner ‘Verify’ Link



Click on the blue Verify link (See Figure 13). If there is missing information, a pop up box will let you know which of the mandatory fields you have missed. Once you have verified the partner, you must save the page for the verification to be officially recorded in the system.

Documents Section

7.

Once the partner profile is created, there is the possibility of later adding documents in the document section (See Figure 14). 

Search and open the Partner Profile.



Click Documents on the left navigation menu.



Select the type of document from the drop-down menu.



Click Browse to search for the document and then click on Attach Document to upload it o

Click on the Filename in blue to confirm that you’ve uploaded the right document.

Figure 14 – Adding Documents to the Partner Profile

Updating Existing Partners Information

8.

If the partner profile is already created, you will need to update the partner profile regularly. To update information on existing partner/ally profile: 

Search and open the Partner Profile



Click Edit under the Details section of the profile.

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

You will now be able to edit all sections of the profile accordingly.

Figure 15 – Editing an Existing Partner Profile

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