Administration

This section describes how to administer NGO Registration and Accreditation.

Administrators can manage all information in the system. To begin, log in to the Dashboard and click the NGO Admin button from the navigation bar. The interface is divided into five tabs:

• Applications
• Users
• Document types
• Accreditation statuses
• Signatures

Applications

An administrator can view all applications recorded in the system, and download summary information about each application by clicking the Download XLSX button.

Users

An NGO Administrator will see by default My users, which means all users which are related to the NGO registration and accreditation system. The NGO Administrator can optionally see all users in the system (including those not related to NGO registration and accreditation) by clicking the All users button.

The NGO Administrator can add and remove permissions related to NGO registration and accreditation from users.

The NGO Administrator can also edit other information about a user (e.g. the name, username, email address) if the user is only related to NGO registration and accreditation. If the user is responsible for other areas of the system (e.g. as an AMCU Desk Officer), the NGO Administrator cannot edit this information. In these cases, only a system administrator is able to edit these aspects of a user.

Granular permissions can be provided to applicants, reviewers and administrators. When applicants register, they will be created with the permisions specified below. When creating new reviewers, the following permissions need to be provided to the relevant reviewer.

Applicants

Applicants require the following permissions:

Default Permissions

• User roles: NGO Applicant
• View projects: View all NGO Projects
• Edit projects: Cannot edit

Reporting Organisations

Two permissions per organisation are required, to Apply for NGO registration and to Edit projects for that specific organisation.

Example: for a user responsible for the accreditation for Oxfam. If this user is responsible for multiple organisations, additional rows should be added (two rows per organisation).

Reviewer: Sector entity

Default permissions

• User roles: NGO Reviewer
• View projects: View all NGO Projects
• Edit projects: Cannot edit

Codelists

Example: for the Ministry of Education. If this user is responsible for multiple Ministries/Agencies, each of the Ministries / Agencies should be added as additional rows.

NGO Applications Accreditation Status

Reviewer: other reviewer

Default permissions

• User roles: NGO Reviewer
• View projects: View all NGO Projects
• Edit projects: Cannot edit

NGO Applications Accreditation Status

Example: for the Ministry of Education. If this user is responsible for multiple Ministries/Agencies, each of the Ministries / Agencies should be added as additional rows.

Additional options

If you would like to further limit this reviewer to review applications only for particular Ministries/Agencies, you can add entries in the Codelists section, as described in the Codelists section for Sector entity, above.

Document types

In this section, an administrator can manage the documents required for initial or renewal applications, as well as add additional documents required for specific sectors (if needed). For each document, the following options are available:

• Name: the brief title of the document
• Description: a longer description for this document, describing what information this document should contain
• Ministry / Agency (optional): if the document is relevant only for a specific Ministry / Agency (e.g. if it is a document required for sector clearance)
• Required: whether the document is required or not. Check if required or leave unchecked if not required.
• Relevant for: whether the document is relevant for:
  • initial applications
  • renewal applications
  • both initial and renewal applications
  • only legacy applications (i.e. applications migrated from the old system)
• Legacy: identifies whether this document is relevant for legacy applications. If a document is required both for legacy and new applications, "Relevant for" should be set to the appropriate stages of new applications, and this checkbox should be selected.

When document types are deleted, they are not removed from the system for existing applications, in order to retain historical documents. However, users will not be presented with these documents when creating new applications.

Accreditation statuses

In this section, an administrator can manage the accreditation statuses required in the system for an application to move through the approval process.

• Status name: This should be one of draft, returned, review, rejected or approved. The name of the status has a specific meaning to the system and therefore should not be altered.
• Status description: A human-readable title for the status, which is displayed to users throughout the system. This can be adjusted as required
• Success status: The next status to move to if the application is approved to move past this status.
• Return status: The status to return the application to if an NGO submits additional information; by default it should be set to this status (e.g. the "NGO Unit" status should return applications to the "NGO Unit").

Manage signatures

In this section, an administrator can manage the signatures which appear on applications. Note that only one signature is active during any given time period. Signatures cannot be viewed or edited once they are uploaded, but they can be deleted.

• Start date: the start date of this signature (e.g. the date of inauguration of a new administration, or appointment of a new Minister)
• Position: the title of this position (e.g. Deputy Minister for Economic Management)
• Signature Image: the image file containing the signature

Inviting additional users to manage an organisation

To invite an additional user to manage an organisation, an administrator can select an organisation from:

• the Manage Applications tab of the administration page
• the List of Accredited Organisations tab of the analysis page

Clicking on an organisation name will take the administrator to a page showing all the applications for that organisation.

The administrator can then invite a new user to manage accreditation for this organisation by clicking the Invite User button.