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(1 min read)
The following section describes steps to take to enter data, submit and approve/reject the AWP.
(1 min read)
This guidance provides detailed steps and examples to develop Annual Work Plans (AWP) and associate respective funding sources or determine funding gap for selected activity.
To enter AWP data, select "My Work Plan" from the left side navigation and then select your office (you should only see AWP for your office).
Note: Annual work planning (AWP) is presented as the first module of the DCO SmartPlanner. The tool has been customized for every RCO and DCO unit.
On the following screen, you will see the option to "+New AWP", which will take you to a screen where you can enter data pertaining to all activities in your AWP.
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When you completed all AWP data Entry, you have to submit it to your Approver for approval.
Hit "Submit" and your Approver will be notified that an AWP was submitted for approval. You will not be able to enter budget data until the AWP is approved.
(3 min read)
To Enter AWP data, click on the data entry box next to "Objective". You may see some options in the dropdown, but they will not be exhaustive. In other to see a full list of options, please select the magnifying glass that appears at the end of the text entry box.
Alternatively:
Click on the Advanced Lookup button. This will take you to a complete list of options for the particular entry box.
You can also start typing some text and the application will suggest some options:
!! IMPORTANT !!
Enter all of the mandatory fields, that are marked with an *asterisk*
"Workplan Activity" Field has a number of standard activities that you can choose from. If you select "Other", please enter the description of your activity in the next field
"Funding Source" field has 3 options - SPTF, LMR and Additional funding needs. You can select LMR or Additional funding needs. Now you can enter LMR and Additional funding needs resources in the AWP module in the Smart Planner 2.0
Once you are done with entering the data, click on "Save and Close".
This will redirect you to the screen where you will be able to see the entered activity and choose to either edit an existing activity or enter a new one.
To edit an existing activity, click on the activity and it will take you to the editing screen.
Detailed instructions and examples on how to use the AWP
| Field Name | Input | Best Practices | Example |
|---|---|---|---|
Objective
Enter a specific objective aligned with the RCS Results Framework.
Ensure it aligns with organizational goals and is clearly measurable.
" Objective 2 – Convening and partnerships to deliver SDG policy and financing solutions
Outcome
Enter the expected outcome of the objective.
Outcomes should be specific and contribute to the overall impact of the intervention.
" Outcome 2.1 The RC system brings together global, regional and domestic assets to enable integrated, high-quality policy and programming for poverty eradication and SDG solutions
Output
Describe the output that will lead to the achievement of the outcome.
Focus on tangible deliverables or services provided as a result of the activities.
" Output 2.1.1 Enhanced capacities for high quality SDG analysis and tailored programming responses
Workplan Activity
Indicative activities are provided for each output. In addition, “Other” can be selected to allow for unique text entry
Select the appropriate activity or provide a description if "Other."
Provide a detailed description of the activity if “Other” is selected.
Ensure it directly supports the output and can be tracked for progress.
Make sure the description is clear and specifies how it contributes to the output.
“Activity 2.1.1.1. Enable effective support to public institutions and civil society through dedicated initiatives, tools and mechanisms to increase capacities, knowledge, skills, etc. on SDG financing, tailored to national contexts and priorities”
Timeframe (Quarter)
Indicate the quarter when the activity will be conducted.
Align with the broader work plan timeline and deliverables.
"Q3 (July – September)."
Lead
Specify the individual responsible for the activity.
Use other field only for DCO and Regional Offices
Ensure the lead has the capacity and resources to carry out the activity.
"Economist”
Partners
List partners involved in the activity.
Clearly identify all stakeholders contributing to the activity.
"UNDP, UN Women, UNICEF."
Gender Marker
Select the appropriate gender marker for the activity.
Ensure gender considerations are integrated into the activity design.
"GEM2 – GEWE is a significant objective of the Activity."
Funding Source
Specify the funding source for the activity or funding gap (additional funding needs)
Align with the allocated budget and funding agreements.
"SPTF – Special Purpose Trust Fund."
Risk
Outline any potential risks that could impact the activity.
Consider risks such as delays, resource constraints, or lack of capacity.
"Risk of delays in UNCT participation due to overlapping priorities."
(2 mins read)
To download the SPTF / LMR / Additional Funding needs AWPS report, on the AWP screen, select all the records
Select the ellipsis and then "Export AWPS"
The resulting excel will contain all the selected activities from your workplan.
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If you need to make any changes to AWP after approval, you will be able to do so after the budgets are approved by DCO finance in December. Simply go back to the AWP Module at the beginning of January and add new activities.
PLEASE NOTE that at this point, the system will not ask for HoO approval, so please make sure that the HoO is in agreement with modification of the AWP before you enter it into the system.
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As an approver, you have the ability to either approve or reject the submitted AWP if there are any concerns. If the AWP is satisfactory, simply click "Approve," which enables your office to proceed with entering the budget data.
To reject an AWP, select "Reject".
You will be able to enter a comment with the reasons for the rejection that will be returned to your assistant.
The assistant will have to make the corrections and submit it to the Approver for approval again.
