# MEC User Training Guide The Sindh Integrated M&E System (SIMS) is where Monitoring & Evaluation Cell staff plan field visits, prepare monitoring reports, track compliance, and review performance across government development schemes. Administrative departments use a connected portal to receive visit notices, read published reports, and respond to compliance observations. This guide walks you through the system in the order you will normally use it—from your first login through daily monitoring work. What you see on screen depends on your role. A Monitoring Officer sees visit plan and report authoring screens. A Regional Director, SDM, or DG sees review queues. Department users work mainly through the MEC SIMS section. If a menu item is missing, your administrator has not assigned that function to your account. --- ## Logging In Open the application URL provided by your office. Sign in with your user ID and password. MEC users see the SIMS branding after login. A successful login takes you straight to the **Dashboard**. If the system asks you to change your password on first login, do that before continuing. When you are finished for the day, click the power icon at the bottom of the left icon rail to log out. --- ## The Dashboard After logging in, you land on the Dashboard. Think of it as your morning briefing—it shows where schemes stand, how visits are progressing, and how reports are moving through the workflow. MEC users see an analytics layout with six tabs across the top. Switch between tabs by clicking the tab name; each tab loads its own charts and figures. ### Overview The Overview tab is the widest snapshot of MEC work. At the top, a **Priority Scheme Watchlist** highlights schemes that need attention—slow-moving projects with zero physical progress, financial progress that does not match physical progress, and schemes stuck under revision. Below that, portfolio cards show totals for schemes in the system, on-going schemes, likely-to-be-completed (LTBC) schemes, LTBC schemes with zero financial progress, current-year expenditure against allocation, and expenditure targets. Report-quality cards summarise published reports, satisfactory and unsatisfactory outcomes, departmental enquiries, reports still under process, and the overall success rate. Charts on this tab include schemes distribution by department, regional monthly trends, regional scheme counts, regional satisfactory versus unsatisfactory performance, a ranked list of the top ten departments, a scheme performance gauge, and a project timeline status breakdown (on time, delayed, at risk). At the bottom, a **Sindh Map** plots project locations. Click a marker to explore where schemes sit geographically. This map is for orientation and monitoring—you use the dedicated Maps module later when you need detailed filtering. ### Visits The Visits tab focuses on field activity. You will see how many schemes are assigned for visits, regular visits broken down by region, compliance visits by region, special visit counts, and a sectorial breakdown. Bar charts compare regular and compliance visits across regions. This tab is read-only; it helps you see whether visit plans are being executed as intended. ### M&E Reports Here you track the report pipeline. Cards show reports under process, published reports, satisfactory reports, and unsatisfactory reports. A sectors distribution list and a region-wise satisfactory/unsatisfactory table help you spot where report quality is strong or weak. Use this tab to understand backlog before opening the M&E Reports module. ### Performance The Performance tab ranks people and places. Cards cover monitoring officer performance, regional performance, region comparison scores, department and agency performance, and PC-III (A) submission counts. Charts break performance down by region and department. A **Top Performing Officers** table lists each officer's region, satisfactory rate, and number of published reports. ### Trend & Analytics For longer-range patterns, open Trend & Analytics. You will find monthly performance sparklines, a status portfolio donut showing satisfactory, under-process, and unsatisfactory counts, region quality trends, budget utilisation trends, sector compliance trends, monitoring officer comparison charts, scheme distribution over time, a regional performance movement leaderboard, department trend charts, and comparisons of visits versus reports, submission rates, and targets versus actuals. ### PCs Submission The PCs Submission tab tracks Planning & Development form activity related to schemes—overall PC submission counts, PC-III (A) and PC-III (B) figures, pending PCs, and submission rates. A chart shows PCs by department, a sparkline shows submission trends, and a recent submissions table lists items with statuses such as Approved, Deferred, or Under Review. ### Navigating from the Dashboard The Dashboard itself is mainly for reading. When you need to act, use the left sidebar. A monitoring officer typically moves from Dashboard to **Visit Plans** to create or check plans, or to **M&E Reports** to draft or submit a report. Reviewers open **Review & Approval** queues from Visit Plans or M&E Reports. The bell icon in the top navbar shows notifications that link directly to items needing your attention. --- ## Sidebar Navigation The left side of the screen has two parts: a narrow **icon rail** with module icons, and a **flyout panel** that opens beside it listing pages within the selected module. Click an icon to open its panel, then click a menu item to go to that screen. The active page is highlighted. Your profile and notifications sit in the top navbar. The sections below follow the icon rail order as MEC users normally see it. ### Overview The Overview panel contains **Dashboard**, your home screen described above. Non-MEC planning users may also see a Schemes list here; MEC users typically work with schemes through visit plan and report selection instead. ### Visit Plans The Visit Plans panel is where monitoring work begins. Menu items include: - **Create Visit Plan** — start a new plan for a month and plan type - **Draft Visit Plans** — plans you saved but have not submitted - **In Process Visit Plans** — plans moving through the approval chain - **Review & Approval** — plans waiting for your check, verification, or approval - **Approved Visit Plans** — finalised plans ready for field visits and letter generation - **Modification** — requests to cancel or replace schemes on approved plans Visit Plans connect directly to M&E Reports: once a plan is approved and the visit takes place, the schemes on that plan become available when you create a report. ### M&E Reports The M&E Reports panel carries the report lifecycle: - **Create Report** — pick a scheme from your approved visit plans and start a report - **Draft Reports** — saved reports not yet submitted - **In Process Reports** — submitted reports in the workflow - **Review & Approval** — reports forwarded to you for checking or approval - **Published Reports** — finalised reports with official letters - **FilMS Historical Data** — archived legacy monitoring records (visible when your role allows) - **Compliance Replies** — department responses to unsatisfactory reports (for MEC staff) - **Dept. Inquiries** — reserved for a future feature ### Insight Reports Insight Reports (labelled **Insight Reports** in the flyout) is an analytics workspace. You apply filters and explore visits, reports, and performance across regions, sectors, and officers. It connects to the same underlying visit and report data you work with in the operational modules, but presents it for analysis rather than data entry. ### Maps The Maps panel opens **ADP Schemes Map**, a full-screen interactive map of development schemes across Sindh with filters for district, taluka, union council, constituency, department, executing agency, visitation status, MEC assessment outcome, and sector. ### MEC SIMS Section Department users—and MEC staff who need to see the department view—use the **MEC SIMS section** panel: - **Visits** — approved field visits for department schemes - **Reports** — published M&E reports for department schemes - **Compliances** — reply to observations on unsatisfactory reports - **Modification** — request cancellation or replacement of schemes on approved plans MEC field staff normally work in Visit Plans and M&E Reports; department users work mainly here. A dedicated section on AD (Administrative Department) users appears later in this guide. ### Activity Calendar The Activity Calendar panel opens the **Meeting Workspace** planner (shown as Activity Calendar for MEC users). Here you view scheduled visits and meetings on a calendar, create new activities, and manage meeting details. Visit plan dates and meetings appear together so you can see what is happening on any day. ### Messages The Messages panel contains **Messenger**, the internal chat system for quick coordination with colleagues inside the portal. ### PCs Access The PCs Access panel shows **Manage access**. This area is reserved for future PC form access management and is not yet active for end users. ### User Profile The User Profile panel holds: - **My profile** — update your contact details, photo, password, and signature - **New support request** — raise a help ticket - **My support tickets** — track requests you have submitted Your drawn or uploaded signature is used on minutes of meeting, letters, and other official outputs throughout the system. --- ## Visit Plans Visit plans are the starting point for all field monitoring. Before you write a report, the scheme must be on an approved visit plan with a scheduled visit date. The entire process—from drafting a plan to issuing field visit letters—follows one continuous workflow. ### Plan Types When you create a plan, you choose a wing and sub-plan: | Code | Full Name | Typical Use | | ------- | ----------------------- | -------------------------------------------- | | **RVP** | Regular Visit Plan | Standard monthly field visits | | **CVP** | Compliance Visit Plan | Follow-up on compliance observations | | **SVP** | Special Visit Plan | Ad-hoc or special assessments | | **DRP** | Desk Review Plan | Office-based desk review | | **ERP** | Evaluation Report Plan | Summative, impact, or third-party evaluation | | **PMP** | Project Monitoring Plan | PMU project monitoring (PMU region only) | RVP, CVP, SVP, and DRP sit under the **Monitoring Visit Plan** wing. ERP sits under **Evaluation Plan**. PMP sits under **Project Monitoring Plan** and is only available when the PMU region is selected. ### Approval Chain Regular monitoring plans (RVP, CVP, SVP, DRP) normally flow: **MEO creates → RD checks → SDM verifies → DG approves** CVP, SVP, and DRP may skip DG approval depending on configuration. Evaluation and project monitoring plans (ERP, PMP) flow **RD → DG**, skipping the SDM verifier step. ### Creating a Visit Plan **Step 1 — Select period and type** Go to **Visit Plans → Create Visit Plan**. Choose your region or office, the visit plan wing, the sub-plan type (for example RVP), the year, and the month. Click **Proceed**. **Step 2 — Select schemes** You are taken to the scheme selection list. Search and filter schemes, tick the ones you want to include, and click **Create Visit Plan(s)** or **Add to plan** if you are adding to an existing draft. For ERP plans, you first choose whether to pick schemes linked to PC-IV, PC-V, or both, then select from the filtered list. **Step 3 — Enter visit details** The visit plan editor opens. For each scheme you enter: - **Monitoring officer** — who will visit and report (optional for some assigners; required on submit for others) - **Visit location** — where the visit will take place (required) - **Visit date** — the planned date (required); use **Add another visit date** for additional dates on the same scheme - **Physical progress (%)** and **Financial progress (%)** — current figures (required, 0–100) - **Visiting team** — colleagues joining the visit; members already booked on the same date are marked "Already Selected on Same Date" - **Remarks** — optional notes (up to 2,000 characters) Schemes that support multiple locations show an **Add location row** option. Use **Add Schemes** to return to the scheme picker and include more schemes. Use **Remove** on a scheme card to take it off the plan. Toggle **Full scheme name** if you need to read complete scheme titles in the cards. **Step 4 — Save or submit** - **Save Draft** — keep working later; find the plan under **Draft Visit Plans** - **Submit** — send the plan into the approval workflow If the system finds a scheduling conflict—two schemes in the same plan on the same day, or a team member already assigned elsewhere—it shows a **Scheduling conflict** dialog. Review the details and choose whether to submit anyway or adjust dates. ### Working with Drafts and In-Process Plans Draft plans sit under **Draft Visit Plans**. Open a draft to continue editing. You can delete a draft from the plan details view. Once submitted, the plan appears under **In Process Visit Plans**. Track its status in the list: Forwarded for review, Forwarded for verification, Forwarded for approval, Returned, or Declined. Click the plan type badge to open **Plan Details**. ### Review and Approval Reviewers open **Visit Plans → Review & Approval**. The list shows plans waiting for their action. Open a plan and use the buttons available to your role: - **Forward to [designation]** — send to the next reviewer (optional remarks) - **Return entire plan** — send back to the MEO with a required reason - **Decline Scheme(s)** — remove specific schemes from the plan while keeping the rest in review - **Decline Plan** — return the whole plan - **Approve** — final approval (DG or SDM depending on plan type) - **Add/Update Scheme(s)** — RD can adjust schemes during review - **Consolidate** — RD can merge two or more compatible plans in review into one plan Regional Directors with multiple plans in review can tick row checkboxes and click **Consolidate** to merge them. When DG approves, a note confirms that **letters will be issued to departments**. The plan status becomes **Approved**. ### Decline and Return If a plan or scheme is declined, the initiator sees the reason on the plan and on affected scheme cards. Correct the issues—update dates, locations, or officer assignments—and resubmit. Returned plans show **Returned by [name]** with the reviewer's note. ### Print Preview From Plan Details, click **Print preview** to open a printable visit plan in a new tab. The preview shows plan metadata, a filterable scheme table, summary breakdowns by category, sector, district, and reporting officer, and signature blocks for checked by, verified by, and approved by. Watermarks show **DRAFT**, **UNDER APPROVAL**, or **DECLINED** when the plan is not yet approved. Use the **Filter Schemes** panel to narrow the preview by reporting officer, district, department, sector, visiting team, or cost range. ### Letter Generation After approval, authorised users see **Generate Letter** in Plan Details. The letter editor creates one formal field visit notice per department. You can add or remove CC recipients from the address book, preview each letter, and click **Save & publish letters** to issue them to departments. Once published, departments receive notification and can view the letter from their MEC SIMS Visits screen. **Edit Letter** and **Field visit letter** let you adjust or re-view published letters. ### SSC Check The **SSC Check** button runs a scheme selection alignment check against compliance rules. It shows a percentage and pass, warning, or fail indicators with fix suggestions. Use it before forwarding if you want to confirm scheme selection quality. ### Compare Versions **Compare** opens a side-by-side diff between two saved versions of a plan. Pick Version A and Version B, toggle **Show changes only** or **Full scheme name**, and review what was added, removed, or updated. ### Modification — Cancellation and Replacement After a plan is approved, schemes cannot simply be removed from the plan through the normal editor. Instead, use **Visit Plans → Modification**. **For MEC staff:** 1. Click to create a new modification request 2. Select an approved visit plan 3. Choose **Cancellation** or **Replacement** 4. Tick the schemes affected (you must be the monitoring officer on those schemes) 5. For replacement, enter the new visit details for each replacement scheme 6. Submit the request The request moves through RD → SDM → DG review and ends as **Approved** or **Rejected**. Track it on the Modification list, filtering by plan type, request type, and status. **For department users** (through MEC SIMS → Modification): request visit cancellation for schemes on approved plans in your department's scope. ### Listing and Filtering Plans All visit plan list screens share common filters: plan type, month, year, status, and region. Use **Find by scheme** to search by ADP number, UID, scheme name, visit date range, or monitoring officer. Active scheme filters appear as removable chips. The table shows region, plan type, number of schemes, initiating officer, month-year, status, last action, evaluator, verifier, and approver. Export options include copy, CSV, Excel, PDF, and print. --- ## Scheme Selection Scheme selection happens in two main places: when you build a visit plan, and when you start an M&E report. Understanding the rules here saves time and prevents rejected submissions. ### Selecting Schemes for Visit Plans The scheme list for visit plans shows ADP number, UID, scheme name, type, location, department, cost, sub-sector, category, financial progress, and MEC visit status (for example Not Visited, Satisfactory, Unsatisfactory). **How to select:** tick the checkbox on each scheme row, or use **Select all** to tick every scheme on the current page that is not already on the plan. Schemes already on your plan appear checked and disabled with the note "Already on this plan." **Colour coding on scheme names** helps you see monitoring history at a glance—whether a scheme is in an approved plan and what the last report assessment was. **Filters** narrow the list by region, district, department, sector, sub-sector, category, scheme type, ADP, UID, name, and more. Apply filters before selecting so you work with a manageable set. **Restrictions the system applies:** - **RVP scheme cap** — regular visit plans normally allow up to six schemes per plan. If you exceed the cap, the system trims or blocks the excess. Consolidated plans merged by the RD may contain more than six schemes. - **CVP and SVP** — no per-plan scheme count cap applies. - **Monthly limits** — your region may have monthly limits on how many schemes of a given type can be planned. If you hit a limit, the system shows an error when you save or submit. - **Submission deadlines** — workflow timelines may block submission after a cutoff date for the plan month. The error message states the deadline that was missed. - **Region eligibility** — you can only select schemes in regions you are assigned to. PMP plans require the PMU region. - **Monitoring officer cap (RVP)** — each monitoring officer can hold only a set number of RVP scheme assignments in the same month and year across active plans. If exceeded, you see: *"[Officer name] already has the maximum of [N] scheme assignments on active RVP plans for this month and year."* - **Duplicate prevention** — the same scheme cannot appear twice on one plan. Visit locations already used for a scheme on another active plan in the same period may be flagged. - **Schedule conflicts** — two schemes in one plan cannot share the same visit date. A visiting team member cannot be double-booked on the same date across plans unless you confirm past the conflict warning. **Validation on submit** requires, for every scheme: visit location, visit date, physical progress, and financial progress. Missing fields are highlighted in red with a banner: *"Could not save or submit this plan."* ### Selecting Schemes for M&E Reports Go to **M&E Reports → Create Report**. The scheme list shows only schemes from your **approved active visit plans** where you are the monitoring officer and the visit has been scheduled. If no schemes appear, confirm that: - The visit plan is approved - You are assigned as monitoring officer on the scheme - The visit date is set Click a **scheme name** to continue to report type selection. You cannot create a report for a scheme that is not on an approved visit plan assigned to you. --- ## M&E Reports M&E reports document what you found during a monitoring visit or desk review. The report type you write depends on the visit plan type that brought you to the scheme. ### Report Types by Visit Plan | Visit Plan | Report Options | Purpose | | ---------- | ------------------------------------ | ------------------------------------------------------- | | **RVP** | Regular Monitoring Report (RMR) | Standard field visit report | | **CVP** | Compliance Monitoring Report (CMR) | Compliance-focused visit with observation tracking | | **SVP** | RMR or Short Assessment Report (SAR) | Full report or a shorter assessment | | **DRP** | Desk Review Report (DRR) | Document-based review without a field visit | | **ERP** | SER, IER, or TPR | Summative, Impact, or Third Party Validation evaluation | | **PMP** | RMR or Project Progress Report (PPR) | Standard monitoring or project progress reporting | ### Starting a Report 1. Go to **M&E Reports → Create Report** 2. Click the scheme you visited 3. On **Select Type of Report**, choose the report kind, sector, and sub-sector (sub-sector is optional for SAR) 4. Click **Continue to Report** to open the report wizard ### Report List Screens Throughout the report lifecycle, you track work on list screens: | Menu Item | What It Shows | | ---------------------- | --------------------------------------------- | | **Draft Reports** | Saved reports not yet submitted | | **In Process Reports** | Reports you submitted or that are in workflow | | **Review & Approval** | Reports waiting for your review action | | **Published Reports** | Finalised reports with official letters | Lists can be filtered by report type, initiator, UID, ADP, scheme name, location, department, region, report status (Satisfactory / Un-Satisfactory), and workflow status. Click a row to open a detail popup with actions such as Preview, Open report wizard, Publish letter, or Resume editing. ### Approval Workflow The standard monitoring report chain is: **Monitoring Officer → Regional Director → SDM → DG → Publish letter → Published** | Stage | Reviewer Action | | ----------- | ------------------------------------------------------------------------------------------------- | | MEO authors | Save draft, complete all parts, **Submit** | | RD review | Complete RD sections in Part E (or Part C for SAR), **Forward to SDM** or **Decline** with reason | | SDM review | Complete SDM sections in Part E, **Forward to DG** or **Decline** (returns to RD) | | DG review | **Approve** — choose Satisfactory or Un-Satisfactory — then **Approve and publish** | **Desk Review Reports (DRR)** skip DG. The SDM approves and publishes directly. **Evaluation reports (SER, IER, TPR)** use a simplified wizard: upload a Word evaluation document rather than filling every on-screen part. There is no on-screen preview; download the Word file instead. **If declined:** the report returns to the author (or prior reviewer) with the reason shown. Open the report, address the remarks, and click **Resubmit report**. ### Status Labels - **In process** / **Forwarded to [designation]** - **Returned by [role]** with reason - **Declined by [designation]** - **Approved** — awaiting publish letter - **Published** - **Report Status:** Satisfactory or Un-Satisfactory (set at DG approval) ### Letter Generation, Preview, and Printing **During preparation:** click **Preview** on the wizard footer to open a printable report layout in a new tab. Use **Download Report PDF** or **Print report** from the preview toolbar depending on report type. **After DG approval:** open the report from **In Process Reports** and click **Publish letter**. The publish letter screen shows the formal government letter that will appear as the first page of the published report. Edit the reference and copy-for-information footer if needed. Use **Preview report** to read the full report, **Print letter** for the letter page, and **Publish** to finalise. A confirmation asks: *"Publish this report? The letter will appear as the first page of the report for all users."* Published reports appear under **Published Reports**. Department users can read them through MEC SIMS → Reports. --- ## Report Wizard The report wizard is where you enter findings. Parts appear as lettered tabs across the top (Part A, Part B, and so on). Within each part, numbered sections collapse and expand. Use **Previous** and **Next** at the bottom to move between parts, or click a part tab directly. Footer buttons on every part: - **Save Draft** — save progress without submitting (hidden during review when you are a reviewer, not the author) - **Preview** — open printable layout (not shown for evaluation Word-upload reports) - **Submit** / role-specific labels on the last part (see below) Reviewers on the last part also see **Decline** and **Forward** or **Approve** buttons. ### Regular Monitoring Report (RMR) — Parts A through G | Part | Title | What You Enter | | ----- | ------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------- | | **A** | Scheme Profile | Scheme/unit information, procurement details, monitoring visit history, financial progress in millions of rupees, financial/physical progress graph | | **B** | Scheme Analysis | Capital component-wise physical and financial progress breakdown; revenue breakdown for social/production sectors | | **C** | Quality Management | Sub-sector specific compliance checklists and miscellaneous checks | | **D** | Documents | Scheme approval and implementation documents—upload or link files | | **E** | Monitoring Analysis/Assessments | Earned value analysis, risk-rated observation matrix, final assessment columns for MEO, RD, and SDM (Satisfactory / Un-Satisfactory) | | **G** | Pictorial Observations | Site photographs with observation notes | RMR does not include Part F. ### Compliance Monitoring Report (CMR) — Parts A through G CMR follows the same structure as RMR but adds: | Part | Title | What You Enter | | ----- | ----------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------- | | **F** | Compliance Observations | Table of last visit observations, executing agency replies, MEC compliance replies, and conclusive remarks; use **ADD ROW** for additional entries | | **G** | Pictorial Observations | Primary and supporting picture columns | ### Short Assessment Report (SAR) — Four Parts | Part | Title | Content | | ----- | ---------------------- | ------------------------------------------------------------- | | **A** | Project Profile | Scheme and unit information | | **B** | Project Progress | Design, scope, and progress including earned value calculator | | **C** | Monitoring Analysis | Observations and final assessment (RD can edit during review) | | **D** | Pictorial Observations | Site photos and notes | ### Desk Review Report (DRR) — Three Parts | Part | Title | Content | | ----- | -------------------------------- | -------------------------------------------------------- | | **A** | Project Profile | Scheme/unit information | | **B** | Project Progress | Design, scope, and progress with earned value calculator | | **C** | Desk Review Analysis/Assessments | Field officers analysis and assessments | ### Project Progress Report (PPR) PPR uses the same seven-part structure as RMR (without Part F). ### Evaluation Reports (SER, IER, TPR) — One Part | Part | Title | Content | | ----- | ------------------------- | ----------------------------------------------------------------- | | **A** | Evaluation Report Profile | Scheme profile fields plus upload of the Word evaluation document | ### Sector Layouts The sector you select (Infrastructure, Social, or Production) changes which Part B and Part C sections appear. Social and production layouts include revenue breakdowns and adjusted compliance sections. The printed report layout follows the sector template. ### Submit Button Labels The submit button text changes depending on your role and the report state: - **Submit** — default for the monitoring officer - **Submit to [next reviewer]** — when RD or SDM is the author - **Forward to SDM** / **Forward to DG** — reviewer forwarding - **Approve** / **Approve and publish** — DG or SDM (for DRR) - **Resubmit report** — after a decline, when you are the author ### Decline Dialogs - RD declining: **Decline report** — returns to monitoring officer - SDM declining: **Return to Regional Director** - DG declining: **Return to SDM** Each requires a reason. The reason appears on the report for the recipient to address. ### Moving Between Steps When you click **Next**, the system saves your current part and moves forward. You can return with **Previous** or by clicking an earlier part tab. **Save Draft** at any point stores your work without advancing the workflow. Drafts appear under **Draft Reports** where you can click **Edit report** to resume. --- ## Excel Import For RMR and CMR reports, Part B includes an Excel import shortcut for the component-wise progress tables. This is useful when you have already prepared figures in a spreadsheet. On the capital breakdown section (and the revenue breakdown for social/production sectors): 1. Click **Download Excel format** to get a template matching your current reporting mode (single scheme or unit-wise) 2. Fill in the spreadsheet offline with columns for major unit/component, unit, quantities, costs, payments, physical progress, financial progress, and variance 3. Click **Upload Excel** and select your `.xlsx` or `.xls` file 4. On success, a confirmation shows how many rows were imported and the wizard table fills automatically If the file does not match the expected format, the import fails and you can correct the spreadsheet and try again. Manual entry remains available alongside import. --- ## Calculator The **Calculate EVA** button opens the **Earned value calculator** modal. Use it when preparing earned value analysis instead of calculating figures by hand. Enter: - **Project cost (BAC)** — total approved budget - **Physical progress (%)** — current physical completion, 0–100 - **Total planned duration (months)** - **Actual cost (ACWP)** — money spent to date - **Project start date** - **Assessment date** — defaults to today if left empty Click **Calculate**. The system fills planned value, earned value, actual cost, schedule performance index (SPI), cost performance index (CPI), and schedule/cost remarks into: - **Part E, Section 1 — Earned Value Analysis** on RMR, CMR, and PPR - **Part B — Project Progress** on SAR - **Part B — Desk Review Progress** on DRR Click **Cancel** to close without applying changes. --- ## Compliance Compliance begins when a published RMR or CMR is marked **Un-Satisfactory** at DG approval. Observations recorded in the **Risk-Rated Observation Matrix** (Part E, Section 2) become compliance items that departments must address. ### Department Side — MEC SIMS Compliances Department users open **MEC SIMS section → Compliances**. The list shows published unsatisfactory RMR and CMR reports for schemes in their department, with status **Pending** or **Submitted**. Open a report to see each **Observation / Discrepancy** alongside a **Your Reply** text field. Enter formal feedback describing corrective actions taken. When all replies are ready, click **Submit Compliance Replies**. After submission, reply fields lock. Where permitted, department users can also **Assign for revisit** by selecting a MEC field officer to conduct a follow-up visit. ### MEC Staff Side — Compliance Replies MEC staff with access open **M&E Reports → Compliance Replies** to read submitted department responses. Each observation is shown with the department's reply in read-only form. From here, MEC staff can **Assign for revisit** — pick a field officer to revisit the scheme. After assignment, a banner shows the officer's name and assignment date. The assigned officer receives a notification. ### Status Changes and Completion A compliance item moves from **Pending** (no department reply yet) to **Submitted** (department has replied). MEC staff review the replies and may assign a revisit. When the follow-up visit and any new report are completed, the compliance cycle for that observation is closed through the normal visit and reporting workflow. --- ## Insight Reports Insight Reports is the analytics module for exploring visit and report data with flexible filters. Open it from the sidebar under **Insight Reports**. ### Filters Set filters at the top of the screen: - Date range (from / to) - Region and monitoring officer - Report type and visit plan type - Sector and sub-sector (sub-sector options depend on the sector chosen) - Scheme search by code or name Click **Apply** to refresh all tabs with the filtered data, or **Reset** to clear filters. An active-filter summary shows what is currently applied. ### Tabs | Tab | What You See | | ----------------------- | --------------------------------------------------------------------------------------------------------------------------------------------- | | **Dashboard** | MEC process pipeline, KPIs, visit completion versus plan, report workflow funnel, satisfactory/unsatisfactory split, regional snapshot matrix | | **Visits** | Visit KPIs, planned versus visited by region chart, visit plan type breakdown, detailed visit plan table | | **Reports** | Report counts and workflow stage breakdowns | | **SAT / UNSAT** | Satisfactory versus unsatisfactory analytics | | **Regions** | Regional performance comparisons (scoped when a single scheme is selected) | | **Sector / Sub-Sector** | Sector-level breakdowns | | **Officers** | Monitoring officer performance (scoped when a single scheme is selected) | | **Trends** | Time-series trend charts | ### Exports - **Print Preview** — opens a formatted printable version of the active tab - **Export CSV** — downloads tabular data for the current filters ### Charts Charts on each tab are interactive. Bar charts, donut charts, funnel charts, and trend sparklines respond to your filter settings. On some charts—such as the visit plan type donut—you can click a segment to filter the view further. Charts are for analysis and briefing; they do not change underlying visit plans or reports. --- ## Maps Open **Maps → ADP Schemes Map** for a full-screen map of Sindh with scheme markers. ### Filters The left sidebar groups filters into: **Location:** District, Taluka, UC, Town, NA Constituency, PS Constituency **Responsibility:** Administrative Department (A.D), Executing Agency (E.A) **MEC Information:** Visitation (all / visited / not visited), MEC assessment (Satisfactory / Un-Satisfactory), MEC sector Click **Apply filters** to refresh markers, or **Clear all** to reset. ### Using the Map Markers cluster when zoomed out and spread as you zoom in. Marker colours reflect PC-I status (Original, Revised, Rerevised). Click a marker to open a popup with scheme details. Use **Draw connection lines** to visually link related schemes on the map. A map style selector lets you switch the base map appearance (CartoDB Voyager is the default). ### Location Visibility Only schemes with location data appear on the map. If a scheme you expect is missing, it may lack coordinates in the master scheme record. Filters further narrow which markers are visible—clear filters if the map looks empty. ### Navigation Pan by dragging, zoom with the scroll wheel or +/- controls, and click popups to read scheme information. The map is read-only; to change visit locations, edit the visit plan or report. --- ## Activity Calendar The Activity Calendar (shown as **Meeting Workspace** for some roles) combines visit plans and meetings on one calendar. ### Viewing Activities Open **Activity Calendar** from the sidebar. The planner shows a month view with colour-coded events for each visit plan type (RVP, CVP, SVP, DRP, ERP, PMP) and for meetings. MEC users see per-day visit-type counts on the calendar grid. Summary cards at the top show today's visits, upcoming visits, items needing attention, and meeting summaries. Use the search and filter bar to narrow by subject, status, type, host, participant, priority, or date range. Switch between month, week, and day views using the view controls. Click any day to open the **day agenda** modal—a timed list of visits and meetings scheduled for that day. ### Creating Activities MEC users click **Add Activity** (other roles may see **Schedule Meeting**). Choose the activity type: 1. **Monitoring Visits** — links to visit plan creation if you have permission 2. **ER Submission** — reserved for future use 3. **Meeting** — opens the meeting create form 4. **Training** — create a training activity 5. **Procurement** — create a procurement activity ### Managing Meetings For meetings, the create form captures title, meeting type, date, start and end time, location or online link, priority, participants, guests, agenda items (linkable to projects and PC forms), training sessions, reminders, and description. Open a meeting to: - Edit, cancel, or delete it - Generate a **Notice Letter** or **Advice Letter** - Record **Minutes of Meeting (MoM)** with signatures; AI transcription may be available - Link PC form review actions - Send attendance confirmation requests - Launch an online meeting link if configured Meeting statuses progress through draft, scheduled, confirmed, ongoing, completed, and may also show rescheduled, missed, or cancelled. --- ## Messages Open **Messages → Messenger** for internal chat with colleagues. ### Starting a Conversation Use **Search people or chats…** to find a colleague by name. Select them to open or start a conversation. Type your message (up to 5,000 characters) in the compose box at the bottom. Press Send. ### Attachments and Reactions Click the attachment icon to add a file—images, PDFs, Office documents, or archives. Click the reaction icon on a received message to add an emoji reaction. ### Managing Conversations Your conversation list shows recent chats with preview text and timestamps. Unread messages show a badge on the Messages icon in the sidebar rail. Opening a conversation marks messages as read. You can delete your own messages if your role allows. A profile side panel shows the other person's avatar and details. Image attachments open in a lightbox for a closer view. Online/offline presence indicators show whether a colleague is currently active. If you lack send permission, the compose area shows a read-only notice and you can still read messages sent to you. --- ## User Profile Open **User Profile → My profile** to manage your account. ### What You Can Edit - Name, username, email, and phone number - Password (enter a new password with confirmation, or leave blank to keep the current one) - Profile photo—upload a new image or remove the existing one - Signature—upload an image file or draw your signature on the canvas; this signature appears on minutes of meeting, official letters, and workflow documents ### What Is Displayed but Not Editable Your role, permission profile, designation, account status, assigned departments, section, MEC regions, sectors, sub-sectors, divisions, and locations are shown for reference. These are assigned by your administrator. ### Support Requests From the User Profile panel, open **New support request** to describe a problem and submit a ticket. Track responses under **My support tickets**. ### PCs Access The **PCs Access** menu item is reserved for future access-management features and does not yet have an active screen. --- ## Notifications The system notifies you when something in your workflow needs attention. Notifications appear in two channels: in-app alerts and email. ### In-App Notifications Click the **bell icon** in the top navbar to see recent notifications. An unread count badge shows how many items you have not opened. Each notification has a title, message, type label, and timestamp. Click a notification to go directly to the related visit plan, report, compliance item, or other workflow page; it marks itself as read. For the full history, open the Notifications page from **View all notifications**. Filter by All, Unread, or Read, and by time period (today, this week, this month, or all time). Search by title or message. Use **Mark all as read** to clear the unread count. ### Email Notifications When your profile has a valid email address, the system sends email for major workflow events. Emails use a branded template with a summary, detail rows, any remarks, and an **Open workflow page** button that links back to the portal. Email is sent separately from in-app notifications—a failed email does not block the in-app alert. ### When You Receive Notifications **Visit plans:** - Next reviewer notified when a plan is submitted or forwarded - Plan creator, visiting team, department users, and seniors notified on approval - Return or rejection notifies the person who must act next - Checkers notified when field visit letters need generation after approval - Department users notified when field visit letters are published to their department **Scheme modifications:** - Reviewers notified on submission and forwarding - Initiator notified on approval or rejection **M&E reports:** - Next reviewer notified on submit or forward - Author, department users, visiting team, and seniors notified on approval - Author and prior actors notified on decline or return - Seniors notified on publication **Compliance:** - MEC compliance checkers notified when a department submits compliance replies - Assigned field officer notified when a revisit is assigned **Other:** - Previous and new monitoring officer notified on officer reassignment (in-app) - Meeting participants notified to confirm attendance - Meeting organiser reminded to sign and send notice letters - MoM co-signatories notified to sign minutes - Messenger recipients notified of new messages (in-app) Department users most commonly receive notifications when **field visit letters are published** and when **modification requests** they filed are approved or rejected. --- ## FILMS FilMS (Field Monitoring Legacy System) data is historical monitoring information migrated from earlier records. It does not require separate data entry in SIMS; instead, it surfaces in three places. ### FilMS Historical Data Under **M&E Reports → FilMS Historical Data** (when your role allows), you can browse the full archive of legacy records. Filter by UID, fiscal year, scheme name, and assessment status (Satisfactory / Unsatisfactory). The table shows ADP number, UID, scheme name, report type, status, visit date, published date, location, compliance received date, and remarks. Search, sort, and export the table using the standard copy, CSV, Excel, PDF, and print options. ### Scheme Visit History When you open a scheme's detail view anywhere in the system, the **Visit History** tab shows a consolidated timeline merging FilMS historical entries with current visit plans and published reports. Each entry shows visit date, published date, reporting officer, frequency, data source (including a **FilMS** label for legacy records), assessment status, location, compliance status, and download links where available. Colour-coded markers distinguish Satisfactory, Unsatisfactory, and In Process entries. ### Insight Reports and Analytics FilMS data feeds into broader analytics behind Insight Reports and dashboard figures. You do not import or manage FilMS data from these screens; they simply include legacy history in totals and trends. ### Visibility The FilMS Historical Data menu appears for MEC users with visit-plan or report-listing access. It is not a primary screen for department users. Department users see the effect of historical data only when viewing scheme visit history on individual schemes. --- ## AD User — Administrative Department Functions Administrative Department (AD) users log into the same portal but work primarily through the **MEC SIMS section** rather than Visit Plans or M&E Reports authoring screens. AD users receive outputs from MEC workflows and respond where action is required. This section covers only what AD users see and do. ### Logging In as an AD User AD users sign in through the Administrative Department login path provided by their office, selecting their department. After login, the Dashboard may be available, but daily work centres on the MEC SIMS section icons: Visits, Reports, Compliances, and Modification. ### Viewing Visit Plans — Visits Open **MEC SIMS section → Visits** to see approved field visits for schemes in your department's scope. The list shows ADP number, UID, scheme name, visit date, and district. Toggle **Show full scheme name** if titles are truncated. Use the export buttons to copy, download CSV or Excel, print, or save PDF. Click a scheme name to open the **visit details** modal: - Monitoring officer name and visit date - ADP, UID, and scheme title - Visit location and visiting team members - Physical and financial progress bars - Project details including cost, department, sector, and sub-sector If your role includes letter access, open the **field visit notice letter** from the modal to read the formal visit notice MEC issued to your department. AD users do not create or approve visit plans. They monitor when MEC is visiting their schemes and read the official notice letter. ### Viewing Reports Open **MEC SIMS section → Reports** to browse published M&E reports for schemes in your department. The table shows region, ADP, UID, scheme name, cost, location, department, visit date, and report status. Click a row to open a read-only **publish letter preview** showing the official report letter and assessment outcome (Satisfactory or Un-Satisfactory). Published reports are the final MEC output from field visits. AD users read them to understand findings and any compliance obligations. ### Viewing Modifications Open **MEC SIMS section → Modification** to track requests to cancel or replace schemes on approved visit plans. The list shows request ID, related plan, request type (Cancellation or Replacement), number of schemes, status, who initiated the request, and submission date. Filter by status: pending review, verifier review, DG review, approved, or rejected. Click a request ID to open a detail modal with the full request information. AD users with cancellation permission can initiate a **Request visit cancellation** by selecting schemes from their department's approved plans. MEC staff initiate replacement requests from the main Visit Plans → Modification screen. Both paths converge in the same modification workflow ending in approval or rejection. When a request is approved or rejected, the initiator receives a notification. ### Viewing and Submitting Compliance Replies Open **MEC SIMS section → Compliances** when your department must respond to unsatisfactory findings. The screen explains that it lists published Un-Satisfactory RMR and CMR reports in your department's scope. The table shows region, ADP, UID, scheme name, cost, location, department, visit date, and status (**Pending** or **Submitted**). Open a report to work through each observation: - Read the **Observation / Discrepancy** text from MEC's published report - Enter your formal response in the **Your Reply** field alongside each observation - Click **Submit Compliance Replies** when all replies are complete After submission, reply fields lock and status changes to **Submitted**. MEC staff read your replies under **M&E Reports → Compliance Replies** on their side. Where your role allows, you may also **Assign for revisit** by naming a MEC field officer for a follow-up visit. After assignment, a banner on the screen confirms who was assigned and when. ### How AD Users Interact with MEC Submissions AD users are recipients and respondents in the MEC workflow, not authors. The typical interaction pattern is: 1. **Visit notice arrives** — notification and MEC SIMS → Visits → field visit letter 2. **Field visit takes place** — MEC monitoring officer visits the scheme 3. **Report published** — notification and MEC SIMS → Reports → read assessment 4. **If unsatisfactory** — MEC SIMS → Compliances → submit replies 5. **If revisit assigned** — MEC conducts follow-up; new report may follow 6. **If scheme change needed** — MEC SIMS → Modification → request cancellation AD users should keep their profile email current so visit letter and workflow notifications reach the right inbox. For account or access issues, use **User Profile → New support request**. --- ## Glossary | Term | Meaning | | ------------------- | ----------------------------------------------------------------------------------------------- | | **ADP** | Annual Development Programme — the government development budget; each scheme has an ADP number | | **UID** | Unique Identifier — the scheme code shown alongside ADP in lists | | **RVP** | Regular Visit Plan — standard monthly field visit plan | | **CVP** | Compliance Visit Plan — follow-up visit for compliance observations | | **SVP** | Special Visit Plan — ad-hoc or special assessment visit | | **DRP** | Desk Review Plan — office-based review without a field visit | | **ERP** | Evaluation Report Plan — for SER, IER, or TPR evaluation reports | | **PMP** | Project Monitoring Plan — PMU project monitoring | | **RMR** | Regular Monitoring Report — standard field visit report | | **CMR** | Compliance Monitoring Report — compliance visit report with observation tracking | | **SAR** | Short Assessment Report — shorter report option for special visits | | **DRR** | Desk Review Report — report from a desk review plan | | **SER / IER / TPR** | Summative / Impact / Third Party Validation evaluation reports | | **PPR** | Project Progress Report — progress report under project monitoring plans | | **MEO** | Monitoring & Evaluation Officer — creates visit plans and reports | | **RD** | Regional Director — first-level reviewer | | **SDM** | Senior Deputy Monitor — verifier in the M&E workflow | | **DG** | Director General — final approver | | **MEC** | Monitoring & Evaluation Cell | | **SIMS** | Sindh Integrated M&E System | | **LTBC** | Likely To Be Completed — schemes with low throw-forward | | **FilMS** | Legacy field monitoring data archive | | **SSC** | Scheme Selection Check — plan alignment validation | | **EVA** | Earned Value Analysis — cost and schedule performance measure in Part E | | **AD** | Administrative Department — department receiving visit notices and reports | --- *This guide covers the MEC Portal as used by Monitoring & Evaluation Cell staff and Administrative Department users. Menu items and buttons appear based on your assigned role.*