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1. Introduction to Results and Monitoring
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Please note that this section on our EXACT - External Action Wiki is dedicated to the management of Results and Monitoring users from outside of the European Commission. For all other roles, please view on our internal RELEX Wiki (only accessible by EC internal users). |
The European Union (EU) implements most of its external assistance through a large network of Delegations, which translate broad cooperation and development policy objectives into effective actions. EU Delegations and Headquarter Services work under a monitoring, reporting, and evaluation framework to implement international cooperation and development assistance. The framework assesses project performance, results, and implementation issues, evaluates results and sustainability, and in-depth assesses strategies and instruments. Monitoring and reporting occur at the intervention level and is aggregated by the EU for their own legal reporting.
Reporting on Results in OPSYS
In recent years, the European Commission has widely used logical framework matrices (logframes)[1] for for signed contracts. However, there has been a significant update since late 2021. Instead of just reporting logframe indicator achievements in narrative reports, implementation partners now need to report through a new IT platform, OPSYS.
OPSYS, a project management tool owned and developed by the European Commission (EC), enables logframe encoding and reporting against indicators (amongst other aspects that are purely internal to the EC).
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1.1 Interventions
In OPSYS, logframes are encoded under a new item called "intervention". The Operational Managers create interventions for the relevant contracts, actions actions, or or budgetary guarantee agreements, allowing for adequate reporting on logframe[2] level level.
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2. Accessing OPSYS logframes
Implementing partners access OPSYS through the Funding & Tender Portal (F&TP). Only the appointed Lead Implementing partner (LIP) for each intervention can submit the Logframe and its updates to the EC via the system.
After signing an agreement or a contract, the LIP cannot access the dedicated space to create and regularly update the Logframe, until the corresponding Operational Manager of the EC assigns this role in the system.
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2.1 Level of Permissions
In OPSYS and the F&TP, the “Lead Implementing Partner" is responsible for reporting. The LIP is an actual person with a valid email address and EU Login, appointed by the contractual partner that signed the agreement with the European Commission.
The assigned LIP may grant access to their team members or other partners involved in the agreement. However, these contacts are referred to as Implementing Partners (IPs) in the IT system. A LIP cannot grant access to another LIP.
Lead Implementing Partner
The LIP has to be LIP has to be invited by the Operational Manager. They can enter the logframe framework (results and indicators) as well as current values. They submit the logframe and the logframe and current values to the Operational Manager.
Additionally, LIPs can use the the matching functionality in the logframesthe logframes.
Implementing Partner
The so-called IPs in the system, can either be invited by a LIP or by the Operational Manager from the EC side. IPs have the same access rights as a LIP and can enter the logframe framework (result and indicators) as well as the current values. However, IPs cannot submit IPs cannot submit a logframe or the current values to the Operational Manager, and they cannot use they cannot use the matching functionality.
There is no limitation to how many Lead Implementing many Lead Implementing Partners and Implementing Partners can be invited to a single intervention, but each Lead Implementing Partner can only see who they invited. Only the Operational Manager on the EU-side has a full overview. There is no “view only” role, and everyone with access rights can make changes to the logframe. |
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2.2 Accessing the EU Funding and Tender Portal
Before attempting to access the EU F&TP, users need to ensure they have a valid valid EU Login. Additionally, to be able to access as Implementing Partner as Implementing Partner (IP or LIP), users need to first be invited as described in the the 2.1 Level of Permissions section, LIP and IPs will receive a notification via the email associated to them in the system after they are invited.
Implementing Partner (IP or LIP) can login to the the EU Funding and Tenders Portal by by first clicking on the “Sign in” “Sign in” button at the top right of the page, then enter their EU Login credentials their EU Login credentials (username and password) or use their preferred EU Login authentication preferred EU Login authentication method.
Please note that only Implementing Partners who have an active an active and valid EU Login account will account will be able to login to the EU the EU Funding and Tenders Portal. If need, please consult the the EU Login Guide for for more information on how to create an EU Login account. |
Once logged-in, IPs can access their account menu their account menu (open by default) from the left menu left menu icon "
" in in the header of the page.
The displayed options in the menu will depend on the permissions linked the permissions linked to the user’s account (see below).
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2.3 Inviting an Implementing Partner
The Lead The Lead Implementing Partner Partner (once their access has been granted by the Operational Manager) must first access the Intervention on the Funding and Tenders Portal.
To invite an IP, the LIP will select "My Intervention(s)" (1) from the left main menu in the F&TP, then select from the list the specific intervention for which the IP should be invited, by clicking on the Intervention ID in blue font (2).
Once in the Intervention pagethe Intervention page, the LIP will:
1) click on the "Implementing partners management" button at the top right of the page.
2) In the the Implementing partners management poppop-up window: click on the menu icon icon ( 2) of the Lead Implementing Partner and select the "Add new IP" option.
3) An Add An Add a new IP section IP section opens in the pop-up window, where to enter the e-mail address of the person to give Implementing Partner rights to, and then click on the "Next" button.
If the person has already an EU login a green outline appears to show that.
4) Click on the "Confirm" button to confirm, and an e-mail is sent to the Implementing Partner to notify them of the assignment. They will have immediate access; the email is only for notification.
5) If the person does not have an EU login yet, then the following screen appears:
The first and last name need to be filled, without spelling errors and with correct capitalisation, as this cannot this cannot be changed easily againeasily again. Then click Confirmclick Confirm.
The person will receive an email inviting them to create an EU Login. If they create it with the exact same email address, they received the invite with, they will have immediate access to the Intervention as soon as they are logged in for the first time.
The person assigned as Implementing Partner can now as Implementing Partner can now access the Intervention from "My Intervention(s)" and can enter or update the Logframe by adding or updating indicators and values.
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2.4 Removing an Implementing Partner
The Lead Implementing Partner can use the same procedure as indicated in the previous section “section “How to add an Implementing Partner?” above to access the Implementing the Implementing partners management popmanagement pop-up window in the Intervention pagethe Intervention page.
To remove an IP, the LIP can click on the menu icon of the Implementing Partners to the Implementing Partners to be removed, then select the "Remove" option.
And them click on the "Confirm" button to confirm. The IP IP will no longer be assigned to the Intervention and and lose access immediately.
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3. Managing logframes in OPSYS
Logframes in OPSYS must correspond with the contractually agreed logframes and serve as a means to report OPSYS must correspond with the contractually agreed logframes and serve as a means to report data collected according to the indicators of the logframes.
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3.1 Accessing a logframe
To access a Logframe, the IPs will first the IPs will first login to the Funding & Tenders Portal, and then select My select My Intervention(s) from the left main menu (1).
On the My the My Intervention(s) page, the IPs can click on the specific can click on the specific Intervention ID link (2) in the list of Interventions.
If the menu point My Interventions is point My Interventions is not available, then the IP has not been invited to any intervention yet. |
On the selected intervention’s page intervention’s page, the IP can click on the “Create Logframe” or the IP can click on the “Create Logframe” or “View Logframe” button to view the Logframe.
If there is no logframe entered yet, the button will say say “Create Logframe”; as as soon as at least one result has been entered and saved, the button will say “View “View Logframe”.
Logframes can also be accessed directly from:
- The link within concerned notifications, which are accessible from the notifications bell icon the notifications bell icon at the top right of the page; or
- The task page accessible in My in My Task(s), with the relevant task for the intervention found in the list of tasks.
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3.2 Creating
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a logframe
In OPSYS, logframe encoding occurs in a two-step process:
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Generally, it is the IPs or the LIP who initiate the encoding of both the logframe and the current values. At the end of each step, only the LIP can submit the items encoded for approval of the Operational Manager.
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3.2.1 Starting from scratch (NEW Logframe)
When there is no (even partial) logframe entered, then clicking the button “Create Logframe” “Create Logframe” in the intervention leads the IPs directly to the “MANAGEMENT MODE” of the logframe.
Before doing anything else the implementing partner needs to select an outcome profile profile (see section 3.5.2 for details).
Then the IPs can either:
- Add a result (1); or
- Save as draft Logframe (once at least one result has been created) (2); or Cancel the
- Cancel the creation of the Logframe (3).
When the the draft Logframe has been saved, the IPs can still edit the Logframe before submitting it for review to the Operational Manager via the “Manage Logframe” “Manage Logframe” button on the Logframe page. But saving will close the “Management “Management Mode”. To further edit the logframe, “Manage Logframe” in the top right must be clicked again. ec-external-relations-application-support@ec.europa.eu
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3.3 Adding results to
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a logframe
To add results to a logframe, the encoder must first ensure she/he is in "MANAGEMENT MODE". If not, the encoder should navigate to this mode by clicking:
- "MANAGE LOGFRAME" from the main or initial logframe view, or “REVIEW LOGFRAME”
- “REVIEW LOGFRAME” if the logframe is in “To be revised” status.
Once in management mode, new results can be added by clicking on "Add Result" on the right-hand side of the logframe.
To this effect, in the Add Result in the Add Result pop-up window, the result the result name*, result result level*, and result and result assumptions* can can be encoded.
If the result assumptions are not yet defined, then the the “To be defined” tick-box should ” tick-box should be selected by clicking on it.
- (*) Required fields
Please note that result assumptions are that result assumptions are not possible if the result level is the result level is set to an “overall “overall objective – impact”impact”.
IPs should click on the “Confirm” “Confirm” button to confirm the creation of the Result.
In the main logframe view, the "Result name" is what is visible and therefore it should show the result as written down in the approved logframe. IPs can include a numbering if the logframe has one but avoid only referencing the numbers as other users will not understand what the indicator is then. The "Result statement" is a box that is only visible when accessing the "Indicator page" for additional information.
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When the Result is added to the Logframe, it requires at least one Indicator to be valid (as part of the Quality the Quality Check), by clicking on add on add indicator(s) (1) and then savethen save.
The Result can also be edited be edited (2) or deleted or deleted (3), or new results added results added (4), before saving.
Deleting a Deleting a result (to note that any any indicators associated with it will will also be deleted) will remove it from the logframe.
Editing a Editing a result will reopen the pop-up window where the result was initially entered, allowing for modifications.
The encoder should make sure to select the correct Result (if multiple) before deleting as, once deleted, the Result and Indicators (if any) can no longer be recovered.recovered. |
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3.4 Adding an indicator to
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a result
In OPSYS, there are two types of indicators: predefined and customised predefined and customised. Predefined indicators are encoded by the EC and can be used by any user. Customised indicators are created from scratch by the user.
For interventions funded by the European Commission's Service for Foreign Policy Instruments (FPI), only predefined indicators can be encoded in OPSYS. For interventions funded by DG INTPA and NEAR, predefined indicators should be the first choice, while customized indicators can be encoded if no appropriate predefined indicator is available. Therefore, when developing (usually before the contract is signed) the logframe for an intervention, the IPs should consult the list of available predefined indicators in Capacity4Development.
Predefined indicators are categorised to facilitate understanding and support prioritisation. Groups can be based on thematic areas or where the indicators may be further utilised. The highest priority group is the corporate indicators for legal reportingthe corporate indicators for legal reporting, which the EC uses for reporting on their achievements in their broader efforts. In this group are included the Global Europe Results Framework of the Neighbourhood, Development and Development and International Cooperation Instrument (NDICI), the Instrument for Pre-accession Assistance (IPA) III Results Framework and the indicators linked to ‘mandatory’ and ‘mandatory if relevant’ results of the European Fund for Sustainable Development Plus (EFSD+) Results Measurement Framework (ReMF).
The next group consists of other of other corporate indicators, which are strongly recommended, like the FPI Results Framework, indicators for the Gender Action Plan III (GAP III), or the indicators linked to ‘recommended’ results of the European Fund for Sustainable Development Plus (EFSD+) Results Measurement Framework Results Measurement Framework (ReMF).
Lastly, thematic indicators are thematic indicators are proposed such as the SDG indicators or those for specific thematic areas.
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3.4.1 Searching and selecting a predefined indicator
For the relevant Result, IPs should select the “Add Indicator” button to add an indicator.
Indicators can be reordered within a single result, but not transferred between results. Remember to click the button for the correct result. |
In the “Add Indicator – Search for an existing Indicator” pop-up window, a list of suggested predefined indicators indicators is displayed. Search for an existing indicator (1) and select the predefined indicator from the list of search results (2) of suggested indicators.
To refine the search, two search criteria are always available: indicator groups and indicator codes.
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If the encoder is familiar with a specific indicator, he/she can use the "Indicator's Code" search function to look for its unique identifier. While all indicators for corporate reporting possess a code, numerous others do not.
Under the "More search criteria" button, three additional filter options for indicators are provided. The first one, "Result's type," is typically pre-filled with the level of results from where the encoder clicked "Add Indicator," potentially making some indicators unavailable. Clicking on the white 'x' in a circle within the selection removes that filter (or any other).
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The final filter, "Benefitting Zone," is currently non-functional, so please disregard it.
From the “Add Indicator – Fill Indicator’s Attributes” pop-up window:
Once the predefined indicators are found and selected (by clicking “Next”“Next”), the pre-programmed attributes will be displayed and greyed out, as they cannot be changed, such as the unit of measure. The IPs will be able to add/modify the values as required:
- Gender Sensitive: In In some cases, an indicator may inherently be gender-sensitive, while in others, the user must determine its sensitivity based on the specific context and application.
- Disaggregation: Some Some disaggregation types are mandatory (e.g., sex disaggregation for the sub-unit "Person"), while others are optional to activate, depending on the data collected by the specific intervention. Mandatory disaggregation types show up for all values, but not all options have to be filled out.
- Source of data data (SoD) type and sub type and sub-type: Some SoD types Some SoD types are mandatory, while others are optional to activate, depending on the sources of data collected of the specific intervention.
Gender sensitivity refers to the awareness and consideration of how a particular indicator may affect different genders differently. It involves evaluating whether the indicator adequately addresses the diverse needs, experiences, and perspectives of all genders. In some cases, an indicator may inherently be gender-sensitive, while in others, the user must determine its sensitivity based on the specific context and application. |
Scrolling down, the next section is the one on baseline on baseline and target values values (as well as intermediate targets; see relevant section).
Both baseline and target values are mandatory to either be encoded directly or marked as “To “To be defined”defined”. The option “To “To be defined” defined” should only be used when there is a plan to gather or define the values in values in the near future. Should it be impossible to define the baseline or target value, then the indicators need to be revised to ensure data collection is possible.
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Final target dates should fall within the intervention's timeframe. On impact level, as recent data might not be available yet, older data can be accepted. For outcome and output level, target dates should align with the end of the activities the indicator measures, but not later than the contractual end date.
When the baseline isn't zerot zero, and the indicator's logic allows aggregation (summing up), the target the target and current values must values must include the baseline value for value for cumulative reporting in OPSYS.
The most common case of cumulative reporting involves quantitative, numerical indicators starting with "Number of…" in OPSYS. Conversely, percentage-based and based and qualitative indicators cannot be cumulative, and neither can numeric indicators representing rankings or averages, such as “average income”. |
Once the required fields have been completed and completed and the IPs/LIP has verified the encoded data, click on the “Confirm” button to confirm the addition of the indicator to the result.
When the indicator being encoded is a customised indicatora customised indicator, the IPs can proceed to create to create it in OPSYS because customised indicators OPSYS because customised indicators are not pre-encoded in the system. This is only possible for DG INTPA and NEAR, following the steps detailed in the next section.
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3.4.2 Encoding a customised indicator[3]
Customised indicators are created only for interventions funded by DGs INTPA and NEAR. At design phase of the intervention, if there are no pertinent predefined indicators to measure a result in the suggested list of indicators, then a customised indicator will be formulated that will have to be created in OPSYS when encoding the logframe.
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To prevent data loss, it's advisable to frequently save the logframe as a draft while encoding, especially with an unstable internet connection. When the "Save as Draft" button is pressed, the logframe is stored, mitigating the risk of data loss. To resume editing, access the logframe again through "Manage Logframe" |
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3.4.3 Editing an indicator
To edit/modify an Indicator the encoder must first access and enter the “MANAGEMENT MODE” of the Logframe – as described before.
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When modifying an approved logframe, its status reverts to "draft" mode. Even if the "Save as Draft" button is pressed without any changes, the logframe will still enter draft mode. In draft mode, current values cannot be accessed or managed, so the logframe must be resubmitted for approval and approved by the OMs before any current value can be encoded or edited. |
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3.4.4 Removing an Indicator
To delete an Indicator the IPs must first access and enter the “MANAGEMENT MODE” of the Logframe.
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It is recommended to save the Logframe as draft after any modification to Result(s) and Indicator(s).
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3.5 Intermediate targets
A logframe provides data on target achievement that is used by the EC internally for performance measurement. To ensure meaningful performance scores, intermediate targets (milestones) are necessary. Performance at indicator level can be assessed by comparing the current value (what we have) with the intermediate target (what we should have) for the same date.
Intermediate targets can be tedious to define and to encode. Therefore, intermediate targets are automatically generated for outputs and outcomes for all June 30 and December 31 dates between the baseline and final target dates.
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3.5.1 Output indicators
For outputs, the intermediate targets will be generated by default using a linear function between baseline-date and value, and final target-date and value.
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The graphs can be found, when clicking on “Access Indicator’s Page” in the main logframe view.
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3.5.2 Outcome indicator profiles
For outcomes, which usually progress non-linearly, three non-linear profiles are suggested for automatic intermediate target generation. The outcome profile must be specified initially but can be changed later. Additionally, the automatically generated intermediate targets can be revised or removed as required.
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Please note that these automatically generated intermediate targets can always be modified later if needed, either collectively by changing the outcome profile selection or individually by changing specific intermediate targets. |
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3.5.2 Selecting an Outcome indicator Profile
The profile is now visible at the top view of the logframe.
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Once the logframe is submitted and approved, the intermediate targets are visible in the page table.
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3.5.3 Editing intermediate targets
To edit the intermediate targets, before submitting the logframe or at a later date, the Management Mode has to be opened again via “Manage Logframe”.
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Any change to the intermediate target has to be submitted to and approved by the Operational Manager.
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3.6 Submitting a logframe
Logframes follow a review mechanism for validation purposes, ensuring a consistent exchange, follow-up, and data-quality assurance between the Operational Managers and Implementing Partners.
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When the logframe is submitted after revision, the logframe is resent to the Operational Manager for review.
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3.7 Current Values
The entered current values should be substantiated by and confirmed in the narrative reports.
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3.7.1 Adding Current Values
To add a current value, the logframe needs to be in “Approved” status.
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Values need to be reported cumulatively. It means that when the logic of a quantitative numerical indicator allows for aggregation (most “number of” indicators), the baseline AND all achievement to date needs to be combined in one figure. Example: In Year 1, the current value is 150 (baseline + Year1). In Year 2, the current value is 225 (baseline + Year 1 + Year 2. |
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3.7.2 Editing Current Values
Any current value can be edited at any moment, but the value will move to the status “Draft” again.
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This "
" is the symbol to delete/remove a current value.
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3.7.3 Removing Current Values
Any current value can be removed at any moment. This action cannot be undone.
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In the table, the "
" button is clicked for the current value in question. Once confirmed the value is removed and cannot be restored.
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3.7.4 Submitting Current Values
Once all indicator values are updated according to the latest narrative report and the intervention’s M&E system, the LIP needs to submit the current values to the Operational Manager for review.
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The values have to be sent back for approval, once all required changes are made.
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3.8 Matching Indicators
Relevant corporate indicators from the respective results frameworks (such as Global Europe Results Framework, Instrument for Pre-Accession III Results Framework, FPI Results Framework) should ideally be identified during the design phase of new interventions and then incorporated into the logframe and encoded directly (please note that corporate indicators are a subset of the predefined indicators).
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Matching is employed to enable reporting against corporate indicators, even if these are not part of the logframe. Ideally, the existing logframe indicator should be "matched" to an appropriate corporate indicator , which generally measures a similar aspect. Units of measure may differ, but the matched indicator will be utilised to calculate the total value of the corporate indicator.
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3.8.1 Adding Matching Indicator
To add a matching indicator, the logframe needs to be in “Approved” status. Only LIPs and OMs can use this functionality in OPSYS.
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Matching indicators are not part of the approval process; thus, the LIP can add them without having to send the logframe for approval. However, their current values have to be approved, as any other current value in the logframe. |
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3.8.2 Editing Matching Indicator
Matching indicators cannot be edited, as they are selected from the list of predefined indicators in OPSYS, and no baseline and target values are to be encoded.
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3.8.3 Removing Matching Indicator
If there is no current value (including N/A) encoded, (1) the LIP can directly remove a match by clicking on “Delete Matching Indicator” (2) in the main logframe view.
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3.8.4 Adding Current Values to Matching Indicators
Current values of matching indicators can be added by either clicking “Add Value” directly on the main logframe view, or when the user has entered an indicator’s page.
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To submit the value, please see section 3.7.4.
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3.8.5 Editing Current Value of Matching Indicator
Any current value can be edited at any moment, but the value will move to the status “Draft” again.
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This "
" is the symbol to delete/remove a current value.
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3.8.6 Removing Current Value from Matching Indicator
Any matched current value can be removed at any moment. This action cannot be undone.
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In the table, the "
" bin button is clicked for the current value in question. Once confirmed, the value is removed and cannot be restored.
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3.9 Error messages
There are two options for error messages when creating or updating logframes in OPSYS. One is the quality check, and the other are validation errors.
3.9.1 Quality Check errors
An automated basic Quality Check by the system is applied to the logframe and its components (results and indicators) as soon as the logframe is created. The Quality Check runs continuously as modifications or updates are applied.
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The quality check does not check the quality of entered results or indicators. |
3.9.2 Validation errors summary
In both the main and management views, a summary of validation errors is displayed, showing any issues found in the logframe. The error summary uses a multi-layered, multi-line visualisation, with each layer/line providing additional information about the location and type of the error. Each layer can be opened to get further information and access the next layer.
First layer
The first line only provides information on the intervention the error is located. As the visualisation is within the logframe, there is no additional information in this line. Click the little arrow at the right-hand side of the line to expand the next line.
Second layer
The next layers refer to the Result within the logframe where the error is located and may show many lines (as below) if there are several issues within that result.
Third layer
The next layer shows the indicator (if the error is on indicator level). Visible also in the screenshot above.
Fourth layer
The fourth is the last layer and is shown if the error is on current (actual) value level. It then provides information for what the error is.
Common error phrases and their meaning
An error can occur during the encoding of information in OPSYS, or when the system is enhanced, leading to new rules or features being implemented causing previously entered data to become incorrect.
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