Performance-Based Financing

The administration area houses tools that keep program settings organized. Managing these items ensures data flows correctly from collection through payment. This guide explains how the administrative modules connect, who can access them, and how to operate safely when making changes.

Why an administration hub exists

Performance-based financing requires strict coordination between data collection, validation, and payment. The administration hub provides the configuration spine that supports those processes.
Centralizing the controls keeps sensitive actions away from casual users and gives super administrators a single checklist to review before each reporting cycle.
Documentation within the hub helps new program staff understand how high-level decisions translate into automated workflows.

Who should use this area

Program directors verify that policies, partners, and financial parameters match current strategy.
Finance managers confirm bank accounts, tariffs, and invoice settings before each payment run.
Quality leads check that max scores and quality indicators reflect the latest assessment tools.
System administrators manage user access and monitor audit logs for compliance.
Regular data entry staff should not have access to this workspace, preventing accidental configuration changes.

Core sections at a glance

Banks store account information for payments. Each record must be accurate before funds are disbursed.
Partners track organizations that sponsor or supervise facilities. Contact and scope details live here.
Partner Assignments define which datasets, indicators, and locations belong to each partner.
Quality Max Score sets the upper limit for quality indicators, influencing percentage calculations.
Tariffs determine how much each service is worth in payment calculations.
Settings hold program-wide preferences, such as languages and reporting windows.
Users connect people to their roles and facilities.

The sidebar lists all modules. Selecting one opens a summary page with search filters on the left and results on the right.
Breadcrumbs at the top show your path so you can jump back to the overview quickly.
Most lists support search, sorting, and export. Use filters to narrow down to a specific partner, facility, or period before running bulk operations.

How administrative changes ripple across the system

Updating tariffs instantly changes the totals used in the invoices module and the data entry totals grid.
Modifying partner assignments reshapes which facilities and indicators appear in partner reports.
Adjusting system settings such as default language or fiscal year start dates alters how dashboards display labels and period selectors.
Bank changes feed straight into payment files, so confirm each edit with finance colleagues before saving.

Planning safe updates

Backups first: Export current configurations before making major edits. Store them securely in case you need to revert.
Use staging environments: Test substantial changes—like new tariff structures or updated quality scores—on a staging site before applying them to production.
Document approvals: Keep a log of who approved each change, why it was needed, and when it was executed.
Limit access: Grant administrative privileges only to trained staff and review access lists quarterly.

Coordinating with other teams

Share upcoming configuration changes with data entry supervisors so they can prepare their teams.
Notify finance teams when tariff adjustments or bank updates may affect payouts.
Work with monitoring and evaluation units when altering quality indicators to align with national standards.
Communicate user account changes to regional coordinators to avoid lockout surprises.

Sample monthly checklist

Confirm all active partners have current assignments covering the upcoming reporting period.
Verify tariffs and quality max scores align with policy updates.
Review bank records for newly opened or closed facilities.
Audit user accounts for staff transfers or departures.
Ensure system settings reflect any calendar or fiscal year changes.

Security and compliance reminders

Enable multi-factor authentication for administrative users wherever possible.
Monitor audit logs to detect unexpected edits or access attempts.
Retain historical records to satisfy donor and government reporting requirements.
Train administrators on confidentiality, especially when handling financial details.

Collaboration patterns

Pair administrators when making critical changes so one person reviews another’s work in real time.
Schedule regular cross-team meetings to discuss configuration updates and their implications.
Maintain a shared documentation folder where all changes are logged with supporting screenshots.

Responding to incidents

If a configuration error is spotted, pause related processes (for example, invoice generation) until the issue is resolved.
Restore the most recent backup if a change corrupted data or removed essential information.
Notify affected users, explaining what went wrong, what was fixed, and how to avoid similar issues.
Review incident response procedures quarterly so everyone knows their role during emergencies.

Future-proofing the administration hub

Align module naming with national terminology to reduce confusion across stakeholders.
Keep a roadmap of planned enhancements, such as automating partner onboarding or adding visual analytics for configuration trends.
Collect feedback from administrators and update the documentation to reflect new best practices.

Glossary of administrative terms

Dataset: A collection of indicators and reporting periods for either data entry or quality scoring.
Organisation unit: A facility, district, or region participating in the program.
Partner: An external entity providing funding, supervision, or technical support.
Tariff: Monetary value assigned to a validated service unit.
Max score: Highest achievable score for a quality indicator.
Assignment: Link between partners, datasets, indicators, and locations.

Frequently asked questions

Can anyone edit administration settings? Only designated administrators with explicit permissions should make changes. Restrict access tightly to maintain data integrity.

How often should settings be reviewed? At a minimum, review each module quarterly. Some programs prefer monthly reviews to stay ahead of policy changes.

What if a module is missing from the menu? Check your user role. Modules you cannot view are typically hidden until the system administrator grants access.

How do we test new configurations? Use a staging site populated with realistic data. Validate the impact there, then schedule a deployment window for production.

Who documents changes? Assign one administrator as the documentation lead. They capture every change in a central log, including the reason and date.

Troubleshooting quick reference

Unable to open a module: confirm your account has the correct role.
Changes not appearing in other workspaces: refresh browser caches or wait for synchronization to complete.
Conflicting settings: compare recent changes across modules and identify which update introduced the conflict.
Export errors: check that your filter combination returns results and that you have export permissions.

Key takeaways

The administration hub controls the backbone of the performance-based financing platform.
Coordinate changes across teams to avoid surprises in downstream workflows.
Maintain rigorous documentation, backups, and security controls.
Review settings frequently to keep the program aligned with evolving policies.
Use the overview as a launchpad to deep-dive into specialized modules like banks, tariffs, or partner assignments.

Careful administration keeps the dashboard reliable and supports fair incentive distribution.

Administration Overview