FAQs | Semi-Annual Report

SEMI-ANNUALREPORT

FAQs |

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What is the system closing date?

In what language is the semi-annual report generated?

10

Can I make changes to the report after I have submitted it?

27

How can additional documents be attached to the semi-annual report?

19

How are notifications handled within the module?

11

Why can't I generate the semiannual report?

What happens if I made a mistake in the report and it has already been sent?

28

Does the Bank store attachments within the system?

20

Where can I find detailed instructions on how to use the module?

12

How do I know to complete the semi-annual report?

How do I know if I have completed all required sections of the report?

21

How can I view the semi-annual report I have submitted?

29

Does the report need to be completed sequentially?

Can multiple users work simultaneously on the same report?

13

How is the PDF report generated and what information does it include?

22

How is the approval flow of the semi-annual report handled?

30

How many sections does the report have?

How do validations work in the Results Matrix Section?

14

How is the final report sent to the Bank?

23

Is there a limit to the number of characters in the fields to be completed in the Semi-Annual Report?

31

In the results matrix section, which version is preloaded in the report?

What information is required to report progress on an indicator?

15

If I make changes to the report after it has been submitted, how does the Bank know what has been changed?

24

Can I edit the information in the results matrix within the semiannual report module?

In the Semiannual Report corresponding to the second semester of the year (July to December) should I report the progress of that semester or of the whole year?

32

How is the risk matrix managed in the report?

16

Can I continue editing the report if I have not yet sent it to the Bank?

25

What happens if a risk was recently updated by the operations analyst?

17

How are P, P(a) and A calculated in the Results Matrix?

Can the Bank team see the Module Semiannual Report while the Executor creates and modifies the report?

33

Is the updating of information in the semi-annual report module automatically reflected in Convergence?

How do I know if I have successfully submitted the semi-annual report?

26

Is it mandatory to add a lesson learned in the semi-annual report?

18

SEMI-ANNUALREPORT

FAQs |

What is the system closing date?

The official closing date of the system is February 28 and 30 August, depending on the reporting cycle. However, each operation must submit the report by the deadline established in your Loan Agreement. Please refer to idbclientportal@iadb.org for the extraordinary period to correct observations on the report.

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SEMI-ANNUALREPORT

FAQs |

Why can't I generate the semi-annual report?

In order to generate the semi-annual report, two conditions must be met:

1. The user must have the necessary permissions to access the report (validate with the Operations Analyst if he/she has the required permissions).
2. The creation and/or edition of the report will be enabled only within the corresponding reporting cycle:

• Cycle 1: from January 1 to February 28.
• Cycle 2: from July 1 to August 30.

Please refer to idbclientportal@iadb.org for the special period to correct observations on the report.

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SEMI-ANNUALREPORT

FAQs |

How do I know to complete the semi-annual report?

On the home page of the Client Portal, a notification will appear on the bell icon, informing you that the semi-annual report must be completed. Clicking on the notification will open the task page, showing the pending status of the semi-annual report to be updated and submitted. Validate with your Team Leader and/or Operations Analyst if your operation is required to submit the Semi-Annual Progress Report through the Customer Portal.

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SEMI-ANNUALREPORT

FAQs |

Does the report need to be completed sequentially?

No, the report can be completed in a flexible manner, allowing navigation between its different sections without the need to follow a sequential order.

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SEMI-ANNUALREPORT

FAQs |

How many sections does the report have?

The report has six sections, each with its own subsections, some of which only require content review, while others require a comment.

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SEMI-ANNUALREPORT

FAQs |

In the results matrix section, which version is preloaded in the report?

The latest approved version of the results matrix is preloaded on the Bank's system (the date and time of approval is displayed in Section 2. MatrixResults .

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SEMI-ANNUALREPORT

FAQs |

Can I edit the information in the results matrix within the semiannual report module?

Yes, it is possible to report progress in the four sections of the results matrix (general objectives, specific objectives, physical progress and financial progress), but always in accordance with certain rules. In general objectives, it is possible to update the A (Progress) of each objective. For example, for the second cycle of the year 2024, under specific objectives, it is possible to update the A (Progress) of 2024. Finally, in physical and financial progress of output, it is possible to edit the P(a) (Programmed Actual) of 2025 and future years; and the A (Progress) of 2024 for output indicators. Additionally, when reporting progress on a certain indicator, should add a justification for the progress reported. Any other required modifications should be managed through the project team.

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SEMI-ANNUALREPORT

FAQs |

How are P, P(a) and A calculated in the Results Matrix?

The system automatically performs the following calculations:

• P: adding the value of the original programmed for each year.
• P(a): adding the A of the previous years and of the reporting year, with the P(a) of the subsequent future years.
• A: by adding the reported value of the reported years and the current year.

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SEMI-ANNUALREPORT

FAQs |

Is the updating of information in the semi-annual report module automatically reflected in Convergence?

No. Currently, Convergence does not allow automatic integration. Once the client sends the report, the Bank's team receives a notification containing a link to the generated report and with this information must update the changes and progress manually in Convergence.

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SEMI-ANNUALREPORT

FAQs |

In what language is the semi-annual report generated?

The report is generated in the language of the user who first accessed and created the report in the system. If another user with a different language logs in later, the PDF will remain in the language of the first user. However, it is possible to manually regenerate the report in another language if necessary, in this case contact the Customer Portal Support Team.

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SEMI-ANNUAL REPORT

FAQs |

How are notifications handled within the module?

When the user finalizes and submits the report, an automatic notification is generated for the team leader and operations analysts. They will receive the report in PDF format for review and processing.

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SEMI-ANNUALREPORT

FAQs |

Where can I find detailed instructions on how to use the module?

Step-by-step guides are available within the platform to help users navigate the process, and additional information is available at on the page of the Semestral Progress Report.

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SEMI-ANNUALREPORT

FAQs |

13. Can multiple users work simultaneously on the same report?

Yes, multiple users can edit the report at the same time. However, if two users work on the same field, changes may be overwritten when one of them saves. It is recommended to coordinate between users and validate the information before saving the changes.

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SEMI-ANNUALREPORT

FAQs |

How do validations work in the Results Matrix Section?

The system has validations by component and by product.

• If a product is complete, it is marked with a green indicator.
• If a component is not complete, the system will ask for all associated products to be completed before validating it.
• Once all products and components are complete, the information will be updated automatically.
• If an indicator does not require reporting by your institution you can check the option "Indicator/output does not apply or has already been reported".

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SEMI-ANNUALREPORT

FAQs |

What information is required to report progress on an indicator?

Progress A (or zero "0" if there is no progress) and the "Justification and notes for update" field must be completed. If an indicator does not need to be reported by your institution you can check the option "The indicator/product does not apply or has already been reported".

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SEMI-ANNUALREPORT

FAQs |

How is the risk matrix managed in the report?

• The active risks associated with a transaction will appear in the report automatically.
• The user can change the status of a risk (active/inactive/materialized).
• The fields for impact description, probability, impact level and mitigation actions can be edited.
• To complete this section, the user only needs to enter the risk, review it, edit it if applicable and close the window.

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SEMI-ANNUALREPORT

FAQs |

What happens if a risk was recently updated by the operations analyst?

If the risk matrix was updated after the report was generated, the changes may not be automatically reflected in the report.

• It is recommended to contact the Client Portal Support Team at to request a data update in the system and/or check with the analyst to see if the risk has already been uploaded correctly.

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SEMI-ANNUALREPORT

FAQs |

Is it mandatory to add a lesson learned in the semi-annual report ?

It is mandatory to add at least one lesson learned in the semi-annual report.

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SEMI-ANNUALREPORT

FAQs |

How can additional documents be attached to the semi-annual report?

It is not possible to attach/upload additional documents (attachments) directly into the system. Instead, the user must generate a link from his/her own cloud storage (such as Google Drive, Dropbox, OneDrive, etc.) and add it in section 5.

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SEMI-ANNUALREPORT

FAQs |

Does the Bank store attachments within the system?

No, the Bank does not store attachments within the system. Only the links shared by the executor are recorded, which allows access to the information without overloading the Bank's servers. The uploading of these files additional to the Bank's systems will be at the discretion of the Team Leader.

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SEMI-ANNUALREPORT

FAQs |

How do I know if I have completed all required sections of the report?

Prior to submitting the report, the system provides a summary of the information completed in Section 6, Downloading and Submitting the Report. If any section is not completed, it will be displayed in orange and you can return to complete it before the final generation of the document.

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SEMI-ANNUALREPORT

FAQs |

How is the PDF report generated and what information does it include?

The semi-annual report is automatically generated in PDF format (Download Folder) when generates and sends the report. The PDF includes the following information:

• Implementer and operation information.
• Reporting period
• Financial details
• Matrix of results and indicators
• Risk matrix and reported changes
• Lessons learned and shared annexes


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SEMI-ANNUALREPORT

FAQs |

How is the final report sent to the Bank?

Once the PDF is generated, the user must confirm the submission. The system will automatically notify the Bank's operational team with a link to the report.

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SEMI-ANNUALREPORT

FAQs |

If I make changes to the report after it has been submitted, how does the Bank know what has been changed?

The system does not automatically display changes made between versions. After you make changes to the appropriate sections/subsections, you must regenerate the PDF and resubmit to the Bank so that the Bank's operational team receives notification that the report has been resubmitted.

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SEMI-ANNUALREPORT

FAQs |

How do I know if I have successfully submitted the semi-annual report?

Once you have completed and submitted the report, you will be able to see in Section 6. Downloading and Submitting the Report, the date and time the report was sent or resent to the Bank.

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SEMI-ANNUALREPORT

FAQs |

How do I know if I have correctly submitted the semi-annual report?

Once you have completed and submitted the report, you will receive a confirmation email indicating that the report has been sent for review. If the document is replaced, the system will automatically update the version.

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SEMI-ANNUALREPORT

FAQs |

Can I make changes to the report after I have submitted it?

Yes, you can make changes to the report even after you have submitted it. If you make changes, the system will automatically replace the previous version of the report with the new version (it is not possible to delete the generated , only replace it). To do thisPDF, you will need to enter the module again, make the changes in the sections/subsections corresponding. Once the changes have been made, you must go to Section 6 of the Report, click on Generate and Download, and then resend the report.

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SEMI-ANNUALREPORT

FAQs |

What happens if I made a mistake in the report and it has already been sent?

If you made a mistake and you have already submitted the report, you can update and/or modify the information in the corresponding section and generate a new PDF that will replace the previous version (Follow the steps in the previous question).

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SEMI-ANNUALREPORT

FAQs |

How can I view the semi-annual report I have submitted?

As long as the Module is open, you will be able to generate the PDF again and download the submitted report file.

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SEMI-ANNUALREPORT

FAQs |

How is the approval flow of the semi-annual report handled?

The semi-annual report is sent to the Team Leader and Operations Analyst for review. If there are any observations from the Bank, they should be communicated to the Executing Agency by e-mail or preferred means. It is not possible for the Team Leader to approve or reject the report through the Module. Only external users will be able to make the corresponding modifications in the different sections/subsections of the Semiannual Report Module.

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SEMI-ANNUALREPORT

FAQs |

Is there a limit to the number of characters in the fields to be completed in the Semi-Annual Report?

• Minimum characters: 5
• Maximum number of characters: 2000 (applicable to almost all fields)
• Annexes: Up to 100 characters
• Lessons Learned: Between 800 and 1250 characters

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SEMI-ANNUALREPORT

FAQs |

In the Semiannual Report corresponding to the second semester of the year (July to December) should I report the progress of that semester or of the whole year?

In all sections of the Semiannual Report for the second half of the year, progress for the entire year (January to December) should be reported.

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SEMI-ANNUALREPORT

FAQs |

Can the Bank team see the Module Semiannual Report while the Executor creates and modifies the report?

No, the Bank team has no view of the Module since it is for the exclusive use of Executing. AgenciesOnce the Executing Agency clicks on submit the Semiannual Report, both the Team Leader and the Operations Analyst will receive notification that the report was submitted by the executing agency, which contains a link to the generated report.

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