SCHEDULE E – INTEGRATED REPORTING INFORMATION
SYSTEM (IRIS)
IRIS USER POLICY
To be completed by each Programme Implementer and returned to the LCDC as part
of the Annual Plan requirements which will be outlined to the Programme
Implementer in early April 2015.
A copy of the suggested user compliance sheet should be uploaded to IRIS and one
held on file in the event of an audit.
Who does this apply to?
This IRIS USER Usage Policy applies to all employees of <INSERT and consortium
members (if applicable) > who have access to IRIS and its SharePoint folders to be used
in the performance of their work. Use of IRIS by employees of <INSERT or the Consortium
> is restricted to licence holders. Violation of these policies could result in disciplinary and/or
legal action against the SICAP contract holder. All employees are required to acknowledge
receipt and confirm that they have understood and agree to abide by the rules hereunder.
About IRIS
The IRIS application is a customised online CRM application that must be utilised by those
implementing the SICAP programme in each LCDC Lot.
Accessing IRIS
A limited number of licences will be awarded to SICAP Programme Implementers for the
purpose of programme implementation and compliance with programme monitoring
requirements as specified in the funding agreement. Pobal is not obliged to grant access to
any party other than the lead party in the case of a consortium.
The IRIS application is accessed via the internet using Internet Explorer 8,-11. It is
recommended that IE10 or IE11 be utilised. ). It is the responsibility of the Programme
Implementer to ensure that it has the necessary Microsoft software (Windows Vista, 7 or 8)
installed to ensure optimum utilisation of the system. Neither Pobal nor the LCDC is
responsible for advising on hardware, software and broadband connectivity. A firewall
allowing for standard web port 80 or 443 if using IFD is required. It is a requirement that
each Programme Implementer will appoint a lead person responsible for quality control and
attending training in relation to IRIS at the commencement of the SICAP programme or in
relation to any training that might be required as a result of IRIS upgrades in subsequent
periods.
IRIS User Groups
The following organisations have access to the IRIS system. Access is granted in line with
the requirements of their role:
DECLG programme managers
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LCDC management
/administrators
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Programme Implementer
(Implementing Body IB) finance
staff and development workers
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Pobal development
coordinators/team leader
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The SICAP programme falls under the remit of the
Department of Environment, Community and Local
Government. The Department will have no direct input
into the running or management of the SICAP system
but may require access to reporting tools.
An annual SICAP budget will be allocated by the DECLG
to each lot
Primary responsibility for co-ordinating, planning and
overseeing SICAP funding, the appraisal and on-going
implementation of the annual plan)
Although the LCDC responsibilities will primarily focus on
the initial approval of the annual plan, review progress
and make payments to the implementing bodies, the
LCDC will be required to provide first line support for the
implementing bodies and will therefore require full
training on all aspects of the SICAP ICT system
Input mid year and annual headline targets for each
LCDC/Lot
Input LECP objectives
Input details of payments to implementing bodies
Access reporting system
Representatives from the LCDCs will form part of the
UAT team
Provide IB registration details
Develop annual plan and record details including goals,
actions, targets and costs
Input details in relation to all beneficiaries supported,
including profile information, details of all supports and
interventions delivered and progression/outcomes
On a regular basis capture details of work carried out
including outputs and costs incurred
On an annual basis input qualitative details on the
progress and challenges for each action on the annual
plan
Access reporting system to generate/review local
programme information
Representatives from the IBs will form part of the UAT
team
Review annual headline targets for each LCDC/Lot
Carry out technical review of annual plans
Review progress on outputs and costs incurred and feed
back to the LCDC
Provide first line support for the LCDCs and will therefore
require full training on all aspects of the SICAP ICT
system
Access reporting system
Representatives from CCSD will form part of the UAT
team
Pobal monitoring officers/team
leader
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Pobal finance staff/team leader
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Pobal Management
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Pobal ICT Support
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Review completeness/quality of data being captured and
feedback any concerns to the LCDCs
Provide annual progress reports at a National level for
the Department.
Provide ad hoc reports as requested
Representatives from the Monitoring will form part of the
UAT team
Financial management co-ordinating and oversight role
for SICAP
to monitor and review the costs incurred by
implementing bodies and ensure that financial guidelines
are adhered to
Input annual budgets for each Lot
Access to key financial reports
Access to key reports and information provided as part
of annual plan
Provide ICT support including system availability and
user connectivity issues
Security roles
Security Role
POBAL Management
Description
Read Only access to all entities at Organisational (global) level.
DECLG
Read Only access to most entities at Organisational level with
create/update access to specific entities such as Notes,
Internal Notes etc.
LCDC Chairperson
Read Only at LCDC level with create/update access to specific
entities such as Notes, Internal Notes etc.
Read Only access at LCDC level for most entities, with
create/write access to some specific entities such as IB
Payments, LECP Objectives, Notes, Internal Notes etc.
Read Only access at Organisational level for most entities with
write access to some specific entities such as Annual Plan
Notes and Internal Notes.
LCDC Finance / Admin
POBAL Development
Coordinator
POBAL Finance Officers
Read Only access at Organisational level for most entities with
create/write access to some specific entities such as Annual
Plan and create/write access to Notes and LCDC Internal
Notes.
POBAL Monitoring officers
Read Only access at Organisational level for all entities.
Create/Write access to Notes and LCDC Internal Notes.
IB Finance
Create/Write access to most entities and at IB level. No delete
access for any entities but ability to Deactivate
Create/Write access to all monitoring related entities and Read
Only access to financial entities. No delete access for any
entities but ability to Deactivate
IB Monitoring
Good use of licences
It is the responsibility of the lead partner to ensure that all reporting requirements and
standards requirement are met by any consortium or sub contracted parties. For the
purposes of programme monitoring, it is the preferred that the system is utilised on an
ongoing basis to ensure that programme reporting dates can be met. With that in mind, it is
suggested that IRIS be updated on a daily basis. In cases where it is evident that IRIS is not
being utilised by licence holders, Pobal has the right to remove that license. A signed data
consent form needs to be uploaded to the system in the case of information pertaining to
individual or personal information.
A licence may be removed for the following but not limited to these reasons:
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Clear demonstration that the system has not been accessed and updated by that
user for a period greater than 4 weeks. Exception may be made in cases such as
sick leave, extended annual holidays etc. Such decisions are at the discretion of
Pobal. It is the responsibility of the Programme Implementer to ensure that its
reporting obligations can be met in such cases.
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When Pobal and the LCDC deems that the user has displayed poor ability at utilising
the system
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When a user is found to be no longer in the employment of the contract holder or on
special leave such as maternity leave/long term illness. In such cases the contract
holder must notify immediately Pobal and the LCDC to ensure that access is
restricted immediately. The licence can be reassigned to other nominated staff in
such cases.
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Unacceptable use of IRIS but not limited to
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Stealing, using, or disclosing someone else's password without
authorization
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Downloading, copying or utilising personal data of SICAP beneficiaries for
use outside of programme business
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Uploading of personal information without the prior written consent of the
beneficiary
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Introducing malicious software onto the company network and/or
jeopardizing the security of the IRIS system
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Sending or posting chain letters, solicitations, or advertisements not
related to SICAP purposes or activities
User compliance
I understand and will abide by the IRIS Usage Policy and am aware of my obligations to
ensure that I treat the data contained in the system with confidence. I am also aware of my
obligations as set out in my employers data protection policy. I further understand that
should I commit any violation of this policy, my access privileges may be revoked,
disciplinary action and/or appropriate legal action may be taken against my employer by the
Contracting Authority or Pobal.
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Licensee signature
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Date