FAPS Operation Manual

1
FAPS Operation Manual
United Nations University Financial Assistance
Programme for Students from Developing Countries
Studying in Japan

• FAPS
• Financial Assistance Programme System
• Operation Manual
• For University -
• (English Version)

Ver.1.3 Sep 2003
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FAPS Operation Manual
Contents

• 1 General Information 3
• 2 Introduction to the Website 4
• 3 Obtaining a FAPS ID account 5
• (1) Obtaining a FAPS ID account 5
• (2) Changing Password 6
• (3) Forgot Password 8
• 4 Application Procedures
• (1) Setting Master Data
  10
• (2) Confirming Application Forms
  12
• (3) Entering Interview Results
  15
• (4) Entering Screening Results
  20
• (5) Creating Candidates List
  23
• Disbursement Procedures

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FAPS Operation Manual
General Information

• FAPS (Web-based Financial Assistance Programme
  System).
• Financial Assistance Programme for
  Students from Developing
• Countries Studying in Japan is
  administered in FAPS enables
• cooperating Universities to conduct
  operations as follows
• - Screening the Applicants
• - Contracting Students for the Funds
• - Confirming the Reimbursement Schedule and
  Actual
• Reimbursement after the Funds are disbursed
  etc.
• Operating Environment
• - OS Windows only
• (Windows2000 and
  later are recommended)
• Not for Macintosh
• - Internet Explore version 5.5 and later
• - Netscape version 6.0 and later
• 3 ltCaution!gt

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FAPS Operation Manual
Introduction to the Website
Click on
For Universities button on the FAPS initial
screen. Read the details about the UNU
Financial Assistance Programme for Students from
Developing Countries in Japan . Click on LOG
ON button on the menu, and start your
operation. URL
http//www.fap.hq.unu.edu/
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FAPS Operation Manual
Obtaining a FAPS ID account

• Cooperating Universities, submit their FAPS User
  Registration Form to UNU.
• UNU registers the universities the universities
  as users based on their FAPS
• User Registration Form.
• Correspondingly, you will receive e-mail with
  your Login Name (ID) and
• Password .

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FAPS Operation Manual
Changing Password
Change the password before logging in
FAPS. After entering the given ID and
password, click on Change Password?.
Enter New Password and Confirm New Password, then
click on Change Password.
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FAPS Operation Manual
Changing Password

Once your password has been changed, you will
receive Password change e-mail shown as above.
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FAPS Operation Manual
Forgot Password
In case you forgot your password, enter your
ID and click on Forgot Password?.
Enter Your Birth Day, Email Address and Your
Answer, then click on Submit button.
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FAPS Operation Manual
Forgot Password

An error message will appear if there is
a mistake on the fields. Follow the directions
and correct it.
You will receive Password Reminder e-mail
with your password.
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FAPS Operation Manual
Setting Master Data
Set FAPS Data . before announcement to
students. Click on FAPS Data from the menu on
the First page for University Staff.
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FAPS Operation Manual
Setting Master Data
Click on University FAPS Details.
?
?
?
University FAPS Details will be displayed ,
Fill in the form with the all necessary
information. ?The amount of rate overdue
interest to the student.( no interest 0.0)
?Application deadline from students. (Set each
first half and latter half, before announcement
to students.) ?Monthly base schedule for
collection fund from the student. Once you
finish filling the form, click on Save.
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FAPS Operation Manual
Confirming Application Forms
Click on Applicants from the menu on the First
page for University Staff.
Click on Applicants.
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FAPS Operation Manual
Confirming Application Forms
Applicants can be searched by specifying their
information in Applicant Search. Click on
Next button and a new page will be
displayed. Select a name (turns grey) and click
on View button so that you can check the
content of his/her registered information. To
modify it, click on Modify button. After
modified a data, click on Submit button, Then
check the each content, end up with click on
Confirm button.
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FAPS Operation Manual
Confirming Application Forms
Click on View, then Application Form is
displayed.
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FAPS Operation Manual
Entering Interview Results
Select a name (turns grey) and click on
Recommendation button to enter the interview
results.
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FAPS Operation Manual
Entering Interview Results
?
?
?
?
?
?
?
?
?
?

?
Enter interview results in Applicant
Recommendation (Field? and field? are modified
now, refer to the page 18 and 19.) Regarding the
content of each field, refer to the following
page.
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FAPS Operation Manual
Entering Interview Results
?
?
?
?
?
?
?
?
Regarding Documents Submitted at the bottom of
the screen, double-check the submitted documents
by each applicant. Regarding the content of
each field, refer to the following page.
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FAPS Operation Manual
Entering Interview Results
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FAPS Operation Manual
Entering Interview Results
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FAPS Operation Manual
Entering Screening Results
Click on Screening to enter screening results.
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FAPS Operation Manual
Entering Screening Results
?
?
?
?
?
?
?
?
?
?
?
?
Enter screening ?reasons and ?results on the
Screening Details. This information is entered
and saved by a person who has the high-level
authority at the University, then click on Save
. Regarding the content of each field, refer to
the following pages.
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FAPS Operation Manual
Entering Screening Results
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FAPS Operation Manual
Creating Candidates List
After the Authorization process, create a
Candidates List and submit it to UNU by
e-mail. Click on Applicants from the menu,
then select Candidates List .
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FAPS Operation Manual
Creating Candidates List
Enter the Fund Provision Date . Select the
Format. ( For printing, you may select
PDF.) Select Past for the Status.
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FAPS Operation Manual
Creating Candidates List
After the Authorization process, create a
Candidates List and submit it to UNU by
e-mail.
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FAPS Operation Manual
Creating Student Agreement
Creating Agreement on Financial Assistance for
Students from Developing Countries Studying in
Japan Click on Disbursements , and select
Selected Candidates
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FAPS Operation Manual
Creating Student Agreement
You can search the applicant from Selected
Candidates Search. Select the name from the
list, (turns grey) and click on Create
Agreement button. Confirmation screen will
be displayed, scroll down the screen and click on
Save.
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FAPS Operation Manual
Creating Student Agreement
Select Disbursements on the menu, then select
Student-University Agreement.
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FAPS Operation Manual
Creating Student Agreement
If you click on View Agreement , the
confirmation screen will be displayed. Scroll
down the screen, and click on Print
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FAPS Operation Manual
Creating Student Agreement
Specify PDF for the format of printing, then
click on Report Specify A3 for the printing
size of your printer, and print two copies.
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FAPS Operation Manual
Creating Student Agreement
When you receive a signed Student Agreement
from a Student , click on Sign Agreement The
applicant status on the FAPS will be signed. (
Click on SelectAll , all Check Box will be
selected. )
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FAPS Operation Manual
Creating Fund Provision Request
Create a Fund Provision Request Select
FAPS Data on the menu , then select Fund
Provision Request, and click on Report
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FAPS Operation Manual
Creating Certified Financial Statement
Create a Certified Financial Statement Select
FAPS Data on the menu, then select
Certified Financial Statement , and click on
Report
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FAPS Operation Manual
Creating Reimbursement Schedule Report
Create a Reimbursement Schedule Report Select
FAPS Data on the menu, then select
Reimbursement Schedule Report and click on
Report
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FAPS Operation Manual
Disbursement to Applicants
Disbursement to Applicants. Select
Disbursements on the menu. then select Funds
Disbursement Confirmation ,
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FAPS Operation Manual
Disbursement to Applicants
Disbursed amount from UNU will be displayed by
each applicant. Click on the Confirm
Disbursement , after select the check box. You
cant change Fund Provision Date (University
-gtStudents) , after this operation. Each
applicant will receive Confirmation e-mail.