Contents

What is SCOPE?.......................................................................................................................................3
Why SCOPE?............................................................................................................................................3
SCOPE is Reliable.................................................................................................................................3
SCOPE is Flexible.................................................................................................................................3
SCOPE is Scalable................................................................................................................................4
Process overview........................................................................................................................................4
SCOPE User Guides.....................................................................................................................................4
SCOPE Implementation checklist................................................................................................................4
SCOPE User Roles........................................................................................................................................6
Beneficiary Registry....................................................................................................................................8
Data does SCOPE hold on beneficiary....................................................................................................9
Privacy and Protection............................................................................................................................9
Data Quality..........................................................................................................................................10
Deduplication........................................................................................................................................10
Biometrics deduplication..................................................................................................................10
Document based deduplication........................................................................................................10
Biometrics.............................................................................................................................................10
Online and Offline Capabilities.............................................................................................................11
Card Issuance........................................................................................................................................11
Data import...........................................................................................................................................12
Transfer Management..............................................................................................................................12
Projects and Interventions....................................................................................................................12
Delivery Modalities...............................................................................................................................12
Cash...................................................................................................................................................13
E-voucher..........................................................................................................................................13
In kind................................................................................................................................................13
Delivery instruments............................................................................................................................13
WFP e-voucher (SCOPECARD)...........................................................................................................13
Barcoded card...................................................................................................................................13
Bank and mobile account.................................................................................................................13
Distribution Planning and Cycle Management.....................................................................................14

1
 Conditionality........................................................................................................................................14
Unconditional conditionality............................................................................................................14
Binary conditionality.........................................................................................................................14
Linear conditionality.........................................................................................................................15
Reconciliation and operational Reports...................................................................................................15
Reconciliation....................................................................................................................................15
Operational reports..........................................................................................................................16
Coming in 2016.........................................................................................................................................16
SCOPE Implementation Process...............................................................................................................16
Consulting and Assessment.....................................................................................................17
Training.........................................................................................................................................17
Development.................................................................................................................................18
Support..........................................................................................................................................18
Communication...........................................................................................................................18
SCOPE Glossary of terms..........................................................................................................................19
Frequently Asked Questions.....................................................................................................................20
SCOPE General frequently asked questions.........................................................................................21
Beneficiary management frequently asked questions.........................................................................24
Distribution Cycle management frequently asked questions..............................................................26
Transfer Management Frequently asked questions.............................................................................27
SCOPE training frequently asked questions.........................................................................................29
Resources and Further Reading................................................................................................................30

2
SCOPE Overview
What is SCOPE?

WFP SCOPE is an online application to manage assistance from beginning to end. The
platform's core features are registering beneficiaries with biometrics, creating
distribution lists for partners and exporting invoices for retailers. In addition, SCOPE
can also act as a service provider by offering transfer solutions when local providers
are not available.
Why SCOPE?

SCOPE is Reliable
• Enforce WFP rules (SoD, DoA)
• Standardise CO SOPs
• Manage and protect beneficiary id
• Biometric security – registration, re-charge/conditionality, redemption
• Secure financial instruction transfer
• Enable PDM via 1:1 capture of outcome metrics
• UN data centre hosting

SCOPE is Flexible
• Low time to market
• Low TCO - Economies of scale and Off-the-shelf components
• Clustered technical architecture
• Large caseloads
• Fast bio deduplication
• Open-source core technology
• WFP master data standards

3
SCOPE is Scalable
• Modalities: Cash, value voucher, commodity voucher or food
• Delivery mechanisms: cash, smartcard, SMS, barcodes
• Role-based access control
• Distributed management
• Offline redemption operation
• CO-specific localization- Local language support and Anthropometric
measurement

Process overview

SCOPE User Guides

SCOPE offers user guides to assist SCOPE users as well as management with the
implementation and the use to the platform, the manuals are usually used after users
have already been trained.
Available SCOPE user guides can be accessed by users through the SCOPE platform by
clicking on the help button

 SCOPE Overview
 SCOPE Platform setup
 SCOPE Beneficiary Management
 SCOPE Transfer Management
 SCOPE Reports ( coming soon)

SCOPE Implementation checklist

To prepare for getting SCOPE, country office must use a check list of the process in
order to plan and allow enough time to achieve implementation goals and requirements
as listed below:

4
Process step Best practice notes Completed by

SCOPE Demo SCOPE Service Delivery Focal

point

SCOPE assessment SCOPE Service Delivery focal

point

Business requirements for SCOPE Service delivery focal

SCOPE implementation point
determined

Support for planning SCOPE Service delivery focal

activities provided point

ICT capacity assessment Country office IT focal point

conducted

Retailers selected Country office

(for e-vouchers
intervention only)

Segregation of Country office

Responsibilities worked out
and all CO & CP staff to be
involved informed

Equipment & related IT Country office

services procured and
delivered

Financial Service Provider Country office

(FSP) and/or Transfer
Technology Service
Provider (TTSP) contracted

SCOPE customization to SCOPE Product delivery focal

meet CO requirements point
completed (only if
required)

Integration with FSP SCOPE Product delivery focal

and/or TTSP benefit point
transfer platform(s)
implemented

5
 CO master data setup & SCOPE Service support focal
SCOPE configured point

SCOPE offline workstations SCOPE Service support focal

required for registration point
installed Country office IT focal point

Pre-implementation SCOPE Communications focal

communication sent to all point
staff and CPs and SCOPE
visibility items shared with
CO

SCOPE training given to SCOPE Service support focal

WFP and CP staff point

Beneficiaries registered CO Program unit

C&V Focal point
Cooperating partners focal point
Migration of beneficiary SCOPE Service Support focal
data from other database(s) point
to SCOPE completed Country office IT focal point

First distribution through CO Program unit

SCOPE effected C&V Focal point
Cooperating partners focal
point
Support Service Level SCOPE Service support focal
Agreement (SLA) signed point

SCOPE User Roles

SCOPE user roles are credentials assigned to a staff member in order to carry out the
required SCOPE role. The SCOPE process encourages segregation of duties and roles
must be requested by the country office and signed off by the Country Director, Deputy
Country director, or head of Unit in order to be granted.
The roles are assigned based on office capacity and dynamics, below are
recommendation from SCOPE on who should acquire which user credentials but this is
subject to CO decision.

User Role name Permissions (role Given to

description) (recommendation only)

Approve retailer settlement Approves invoices for retailer Head of Program – Country
settlement in SCOPE so office
payment can be made
through WINGS

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Barcode Admin Manages barcode cards WFP IT
(add/delete/edit/reprint)

Confirm retailer settlement Confirms payment initiated Finance officer

in WINGS

Country Admin Manages projects, foodnet Program

users, POS commodities,
administrative areas,
currencies, locations, POS
terminals, retailers, partners

Create retailer settlement Produces invoices for retailer Finance officer in Area office
settlement

Distribution plan verifier Verifies distribution plans Head of program

Distribution planner Following creation of Program

distribution cycles by
intervention admin – plans
distributions

Downloader Downloads data from the WFP IT

offline workstations into
SCOPE PRODUCTION
environment

Enrollment & distribution list Approves enrolments and Program

approver payment lists ( once
approved the lists can go to
the service provider)

Field Officer Verifies enrolments by

registrar and verifies
conditionality data

Guest View only permission – user Management

can view projects,
interventions & beneficiary
details

Intervention Admin Sets up new interventions Program

and create distribution cycles
– also enters partner data

Logistics Views projects, interventions, Logistics

enrolment, partner, &
location details that helps in
logistics planning

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 Master data downloader TBD TBD

Paid retailer settlement Confirms bank transfer done Finance

in WINGS

Payment list creator Creates payment list Finance assistant / logistics

following verification of assistant
distribution

Payment list approver Approves payment list Country Director / Deputy

Country director / OIC
Payment list verifier Verifies payment list Head of Finance

POS Switch user Downloads POS terminal WFP IT

language files, terminal users
also, views retailer and
vouchers and can also add
voucher transactions

Redeem voucher Redeems vouchers Cooperating partner / field

officers
Registrar Registers and enrolls WFP staff or Cooperating
beneficiaries partners

Setup Workstation Download data from PROD WFP IT

to the offline workstation and

uploads back into PROD

environment

Sync voucher Synchronizes vouchers on the WFP IT

offline workstations

Transfer instructions Downloads CSV files for bank Finance

downloader institutions (cash transfers)

Transfer instructions Uploads CSV files from Bank Finance

uploader institutions into SCOPE

Uploader Uploads online registration WFP IT

and enrollment data

Verify retailer settlement Approves invoices from Head of AO

SCOPE for retailer settlement

To request or submit a SCOPE user form contact - [email protected]

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Note: User roles will be under revision in 2016 – an update will be sent to all users
once this has been completed

Beneficiary Registry

The beneficiary registration system is used to add people to the SCOPE database. These
people can later be designated as beneficiaries or recipients.
The registration system works “offline”, beneficiary details can be entered into the
database whether or not the registration station is connected to the internet. Capturing
beneficiary’s photo and fingerprints is optional

Data does SCOPE hold on beneficiary

Beneficiary data requirements on SCOPE can vary based on the project requirements
and conditions. Also, it is customizable and the layout can be designed based on the
needs of the country office and the program in which they intend to make this data
collection for. SCOPE offers a default layout which includes basic demographic
information, any changes to the default layout must be requested in advance by the
Country office prior to office setup on SCOPE.
The SCOPE layout can hold the following beneficiary information:
 Address / location
 Age
 Bank account number
 BMI (height, weight …)
 Breast feeding, pregnant, malnourished
 Date of birth
 Document type, document number
 Finger prints
 Gender
 Household name, Household role, house hold size
 Language
 Marital status
 Mobile number
 Name, Last name, Middle name
 Number of alternates

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  Phone number
 Photo
 Residence status

Privacy and Protection

SCOPE protects personal beneficiary data by sending encrypted payment list to
providers, also, access to SCOPE is authenticated via a username/password
mechanism. A role-based security model enforces access controls so that the end-
users can perform only the operations that they have the right to access. The
solution and databases are kept in UN premises, in secure data centers
certified with the ISO27001:2005 and ISAE 3202 Type II standards. Transmission of
data to and from SCOPE are encrypted.

Data Quality
Data quality is considered a very important aspect of using SCOPE, collected data must
be fit to be used for the purpose of enabling the beneficiaries to redeem their
entitlements. Collecting more data on the beneficiaries can assist in determining needs
and delivering assistance, however, this must be done in accordance with data privacy
and data protection laws.
Collection of sensitive data that could put the beneficiaries safety at risk must be
avoided – the below data is considered sensitive information:
 Religion
 Sexual orientation
 Political affiliation
 Mental illness
 Criminal records
Users must ensure that the data collected during registration is usable, poor quality data
(Photos & finger prints) will not be accepted in SCOPE and can result in the users
repeating the registration.
Deduplication
One of SCOPE’s features is cleaning of data through deduplication to ensure record
accuracy, this can be done in two ways:
Biometrics deduplication
The system will detect duplications within captured beneficiaries biometrics
Document based deduplication
The system will detect duplications by household name, duplicate records will be flagged
for confirmation before being uploaded into the system

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Biometrics

What makes the SCOPE platform a unique beneficiary management tool is that it has
achieved the highest levels of beneficiary information accuracy, thus, ensuring the right
beneficiary is receiving the entitlement meant for them. This is done by confirming
beneficiaries’ identities via finger print verifications (biometrics), this feature is highly
recommended but in is not mandatory for using SCOPE. In the future SCOPE plans to
introduce other types of biometrics such as Iris scans.
Online and Offline Capabilities

SCOPE combines online and offline components to cater for poor connectivity.
SCOPE does not require connectivity to capture beneficiary details. Thanks to its
offline capabilities, SCOPE electronic registration allows users to capture all relevant
beneficiary details in the most remote locations. SCOPE allows users to upload the
offline captured beneficiary details into the online platform once connected.

Card Issuance

SCOPE can now be used by country offices to create ID cards, providing households
and beneficiaries with identification where the use of such cards is appropriate.
Households and beneficiaries can, for instance, be able to use SCOPE-generated ID
Cards as proof of identity when redeeming assistance.
Types of cards that can be generated by SCOPE:

Card type Mechanism Card reading

device
Smart card Contact card Machine readable –
POS device
Contactless card

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 ID card NA Not Machine
readable – used as an
identification card
only

Barcode card 1D Barcode card Machine readable

information–
2D Barcode card -
Barcode reader
(QRcode)

SCOPE ID Cards can be:

 Created per household or per household member.

 Generated right after the registration, independent of enrolment in interventions.
 Printed through Zebra card printers or Data card printers.

Data import

In countries where beneficiary data are already held in their own or partner systems,
there is no need to re-register the beneficiary into SCOPE. In this context, the existing
data can be simply imported into SCOPE.

The import beneficiaries tool performs the following:

 Imports new households

 Updates existing households

 Suspends households if the import data file does not have the households and it
exists in SCOPE.

 Performs basic necessary validations to ensure that clean data are imported into
SCOPE.

Transfer Management

SCOPE allows you to make safe and accurate transfers to beneficiaries and get feedback
regardless of your service provider.

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Projects and Interventions
Managing projects and planning interventions as well as distribution cycles
simultaneously from beginning to end, are the core support functionalities of the SCOPE
platform. The SCOPE platform offers users a range of WFP compliant delivery
instruments to meet their specific context requirements.
Delivery Modalities

The three WFP corporate ways of transferring assistance to beneficiaries and their
different variations are supported by the platform which in turn supports the
operational process country offices have in place.

Cash
 Bank account (beneficiary bank account or WFP dedicated bank account)
 Pre-paid card (WFP dedicated bank account)
 E-money ( via telecoms service provider)
 Direct cash ( cash over the counter / cash in envelope)
E-voucher
 Value voucher
 Commodity vouchers
In kind
Direct delivery of WFP’s assistance (standard commodities) to beneficiaries

Delivery instruments

WFP e-voucher (SCOPECARD)

The WFP-developed SCOPECARD solution that can be used to deliver vouchers

when local providers (banks, mobile operators) are not available.

The solution includes the SCOPE platform, a fingerprint scanner, point-of-service

(POS) device and a smartcard enabled with biometrics called the Humanitarian
Assistance Card. The cards hold rechargeable vouchers with a currency amount or a

13
list of commodities for beneficiaries to purchase in contracted store locations. At the
time of sale, beneficiaries verify their identity with a fingerprint to complete the
transaction using the retailer's WFP-issued POS device.
Redemption activity will be captured in the SCOPE to show how much of an
entitlement has been redeemed, when and from which retailer the transaction has
taken place.

Barcoded card
This is a voucher based solution which combines a computer, a barcoded card, and a
barcode reader, attendance tracking is a feature enabled by this solution, it can be used
to track beneficiary attendance and receipt of entitlement which can be uploaded into
SCOPE to allow reconciliation and accurate reporting.
Bank and mobile account
SCOPE automates the provision of instructions to commercial cash transfer
services – cash accounts, card accounts, and mobile money accounts – by specifying
which beneficiaries can enroll with the financial service provider (FSP), and specifying
the individual cash entitlements for these beneficiaries.

Distribution Planning and Cycle Management

As part of setup, the specifics of an intervention is configured in SCOPE. This includes

the configuration of the distribution cycle, food basket, budget limits, etc..

At the beginning of each cycle, the programme officer uses SCOPE to create a
distribution plan, which takes into account the food basket specification,
available budget, conditionality and the beneficiaries enrolled in the
intervention. The distribution plan is then sent to the bank/FSP for transfer
implementation for a cash intervention, or instructs the (downstream) voucher
systems to deliver new vouchers to the beneficiary for electronic voucher-based
interventions.
Conditionality
In the SCOPE context, conditionality is updated in lists maintained by the programme
officer or cooperating partner. These lists are then uploaded into SCOPE. Based on
the uploaded conditionality data, SCOPE then determines:

1. If the beneficiary has satisfied the intervention requirements and will receive their
entitlement and
2. To calculate how much of their entitlement they will collect at the point of
distribution.

14
In SCOPE, the types of conditionality captured are:
Unconditional conditionality

This means that the beneficiary will get their entitlement regardless.

Binary conditionality

This means that the beneficiary must achieve all of the projects' requirements in
order to get their entitlement. If this is not achieved, they get nothing.
For example, if an intervention requires 80% training attendance, any beneficiary
with an attendance score above 80% will get their entitlement. 79.99% attendance
or below will get nothing for that cycle.

Linear conditionality

This means that the beneficiary progress is tracked as a percentage of an overall

score in order to get their entitlement. Depending on their progress/achievement,
they get out what they put in.
For example, if an intervention tracks daily attendance at the project site for 20
days, if a beneficiary is present for 10 days, they get a conditionality score of 50%.
This means that they will get half of the project's entitlement for a given cycle. If in
the next cycle they are present for 15 days, they get a conditionality score of 75%
and they will get 75% of their entitlement.

Reconciliation and operational Reports

Reconciliation

15
Operational reports

Coming in 2016

SCOPE Implementation Process

Implementation process time varies depending on the country context and programme
design needs. A standard deployment includes preparation around beneficiary
registration, contracting service providers, retailer contracting, & adaption of the
solution to local requirements which typically plays a role in determining
implementation time. Once the above has been scheduled by the CO the SCOPE team
can assess implementation time required.

16
Consulting and Assessment

Detailed country assessments by the SCOPE team gives country office operations an
insight into how they can benefit by using SCOPE. Our end-to-end service analyses the
country office requirements to create a detailed and tailored plan for the
implementation of SCOPE.

Together with the relevant WFP business areas, the SCOPE team coordinates and assists
country offices to navigate the complex ecosystem of financial and technological service
providers. The SCOPE team works with all key stakeholders, striving to ensure that the
process is stress-free, seamless and efficient.

Training

The SCOPE team trains country office staff, cooperating partners and retailers on how
to use SCOPE.
The SCOPE team coordinates with stakeholders to assess training needs, design and
delivery of training to provide the necessary resources to country offices who
subsequently need to offer training to others. Currently, the focus is on delivering
multiple-day workshops in countries where participants are taught how to use SCOPE in
order to support WFP interventions. To keep users up-to-date on the latest features, the
SCOPE team constantly develops and reviews SCOPE content and manuals.
Trainings currently offered by SCOPE (tip: for detailed descriptions of the
trainings offered by SCOPE refer to the training section on the SCOPE user
guides page)

17
1.0 Scope overview
 Training Overview /objective

In this high level workshop participants will be introduced to SCOPE and a

functionalities as well as a run through its practical part (demonstration
only).

This high level workshop will cover the following:

 The SCOPE structure/functionalities and roles of each unit

 The different modalities that SCOPE can be used in
 Beneficiary management options
 The full end to end process

 Training outcome

Participants shall have a clear understanding of SCOPE as a platform,

structure, processes, and what it offers in terms of beneficiary
management and how it can fit into the context of their Country Office
operations. This workshop will enable management to perform the
following:

 Decide how SCOPE fits into the Country Office’s existing programs
 Explain to different units why SCOPE is a corporate tool and plan
transition
 Estimate the costs and task force required to achieve goal required
 Understand the end to end process using SCOPE
 Understand & asses challenges that may arise

 Duration – 3-4 hours

 Audience - World Food Program (WFP) Management , Heads of unit &

Partners

 Agenda – to be provided upon request

1.1 Beneficiary Management (Registration and Enrollment)

 Training Overview /objective

18
 In this hands on 3 days course a selected Field staff & partners will learn
how the SCOPE registration works and enable them to gain enough
knowledge & practice to carry out field registrations in preparation for
distributions. The course will focus on the following areas:

 Offline registration & Online registration

- OWS basics
- Upload of collected beneficiary data
- Collection of correct finger prints and photos
- Escalating issues in a stressful environment
- Dealing with beneficiaries and arising issues during registration
- Maintaining equipment in the field
 Basic trouble shooting

 Training outcome

Participants shall be prepared after this course to conduct field beneficiary

registrations in preparation for distribution activities,

 Prepare for field registrations

 Install, administer, & maintain equipment in the field before
registration
 Carry out registration and deal with basic trouble shooting
 Upload collected data into the SCOPE server (online)
 Escalating issues through the right channels

 Duration – 3 days

 Audience – IT ,Program, Field Staff, Partners

 Agenda – to be provided upon request

1.2 Transfer Management (Distribution Cycle and Reconciliation) – Pre-requite course required

 Training Overview /objective

This two day course will teach participants who have already been using
the SCOPE platform on the particulars of distribution cycles and
reconciliation in order to complete a distribution and reconcile after the
distribution is completed in preparation for the next distribution. The
course will cover the following areas:

19
  How a distribution cycle is created and how it works
 How funds are assigned in SCOPE
 How to create, approve, & verify distribution lists
 How to create, verify, and approve payment lists
 Generating payment files and reconciliation

 Training outcome

Participants of this course shall be able to carry out the following tasks on
the SCOPE platform:

 Create a distribution cycle

 Assign funds in SCOPE
 Create, approve, & verify distribution lists
 Create, verify, and approve payment lists
 Generating payment files
 perform reconciliation

 Duration – 2 days

 Audience – WFP Staff ( Finance, Program , IT)

 Agenda – to be provided upon request

1.3 Beneficiary & Transfer Management (CASH - SCOPE A-Z)

 Training Overview /objective

This 4 days course is to teach participants involved in beneficiary

management how to perform an end to end process for cash transfers on
the SCOPE platform.
The course will cover the following areas:

 SCOPE basics
 Beneficiary management methods ( registration & data import)
 Preparation for projects and interventions
 Principals of creating projects and interventions
 Creating distribution cycles
 Enrolling beneficiaries to distribution cycles
 Managing funds and creating payment orders

20
  Financial reconciliation with external service providers
 Reporting
 Basic trouble shooting and issue escalating

 Training outcome

Participants shall have a full understanding of the SCOPE platform and be

able to perform and manage an end to end cash based intervention using
the SCOPE with minimal support or supervision. Participants will be able
to carry out the following tasks using SCOPE:

 Understand & Explain the SCOPE basics

 Explain and conduct Beneficiary registration & data import
 Create projects and interventions
 Create distribution cycles
 Enroll beneficiaries to distribution cycles
 Manage funds and creating payment orders
 Complete financial reconciliation with external service providers
 Perform basic trouble shooting and issue escalating

 Duration – 4 days

 Audience - ALL WFP Staff & Partners involved in beneficiary

management

 Agenda – to be provided upon request

1.4 Beneficiary & Transfer Management / Retailer settlement (Voucher - SCOPE A-Z)
 Training Overview /objective

This 5 days course is to teach participants involved in beneficiary

management how to perform an end to end process for voucher based
interventions on the SCOPE platform.
The course will cover the following areas:

 SCOPE basics
 Beneficiary registration & data import
 Principals of creating projects and interventions
 Creating distribution cycles
 Enrolling beneficiaries
 distribution cycles & vouchers
 Creating and printing cards for beneficiaries

21
  Toping up cards and redemption
 Managing funds
 Setting up and using the point of sale device (POS)
 Managing partners and retailers
 Financial reconciliation with external service providers
 Reporting
 Basic trouble shooting and issue escalating

 Training outcome

Participants shall have a full understanding of the SCOPE platform and be

able to perform and manage an end to end voucher based intervention
using the SCOPE with minimal support or supervision. Participants shall
be able to carry out the following tasks using SCOPE:

 Understand and explain SCOPE basics

 Explain and conduct Beneficiary registration & data import
 Prepare for projects and interventions
 create projects and interventions
 Create distribution cycles
 Enrollment of beneficiaries
 Create distribution cycles & vouchers
 Create and printing cards for beneficiaries
 Top-up cards and redemption
 Management & assignment of funds
 Set-up and usage of the point of sale device (POS)
 Management of partners and retailers
 Conduct reconciliation with external service providers ( retailers
settelment)
 Issue reports using SCOPE
 Basic trouble shooting and issue escalating

 Duration – 5 days

 Audience – ALL WFP Staff & Partners involved in beneficiary

management

 Agenda – to be provided upon request

1.5 SCOPE Technical IT Training (OWS and POS setup)

22
  Training Overview /objective

This 4 days course hands on course is specifically designed for IT staff who
will be working on SCOPE equipment set-up and support – the course will
walk participants through all the equipment needed for using the SCOPE
platform as well as how to respond to SCOPE related technical issues. The
course will focus on the following areas:

 Equipment ( requirement, set-up, maintenance)

 Software-applications required for the SCOPE set up
 Offline work station set-up (OWS)
 Point of Sale (POS) device set-up and functionalities
 Trouble shooting
 Escalating issues

 Training outcome

Participants of this course will successfully be able to carry out the

following tasks:
 Advise order the equipment required for the use of SCOPE
 Install all applications / software required to run SCOPE smoothly
 Explain to users how to maintain equipment
 Understand and carry out all the required settings for the Point of Sale
Devices (POS)
 Trouble shoot basic issues that SCOPE users may encounter
 Escalate issues as required through the right support channels

 Duration – 4 days (2 days – OWS / 2 days –POS)

 Audience – IT officers / IT assistants

 Agenda – to be provided upon request

1.6 Retailer training

 Training Overview /objective

This two days course aims to teach WFP contracted retailers how the Point
of Sale device works to enable them to carry out the redemption side of
SCOPE during distributions.

 Point of Sale devices (POS) use and functionalities

23
  Cards top-up with vouchers
 Reporting for payment reconciliation with WFP

 Training outcome

 Use of the Point of Sale devices (POS) use and functionalities

 Conduct transactions for beneficiaries during distribution
 Toping up cards with vouchers when required
 Reporting for payment reconciliation with WFP

 Duration – 2 days

 Audience – WFP contracted retailers

 Agenda – to be provided upon request

1.7 Reconciliation, & Operational reports (pre-requisite trainings required)

 Training Overview /objective

This two days training aims at teach participants how to conduct payment
settlement with external service providers, reconciliation, & operational
reports. The course will be covering the following areas:

 Financial reports
 Program report
 Payment reconciliation with external service providers

 Training outcome

Participants shall gain a full understanding of reporting via the SCOPE

platform and be able to generate reports as required. Participants shall be
able to explain and perform the following tasks:

 Generate financial reports

 Generate program reports
 Conduct payment reconciliation with external service providers

 Duration – 2 days

24
  Audience – WFP Finance & Program

 Agenda – to be provided upon request

1.8 Train the Trainers (NEW – Starting 2016)

 Training Overview /objective

This 4 day course is designed for SCOPE focal points in Country Offices
who will take the lead in training others on the usage and functionalities of
the platform. Participants will learn everything about SCOPE as well as
training skills that are useful and trouble shooting. The course will cover
the following areas:

 Set up of a SCOPE work station

 SCOPE end to end process with no support or supervision

- SCOPE hardware & software ( installation & Setup)

- Beneficiary management ( online & offline registrations)
- Scope Modalities
- Projects & Interventions
- Distribution planning
- POS ( Point of sale devices)
- Reporting & reconciliation

 Basic trouble shooting

 Training helpful skills which will enable them to conduct SCOPE
trainings at any level

 Training outcome

Participants shall gain full understanding of SCOPE and its functionalities

and be able to perform the following:

 Explain and perform the set-up of the SCOPE work station

 Perform and explain SCOPE end to end process with minimal support
& supervision

- SCOPE hardware & software ( installation & Setup)

- Beneficiary management ( online & offline registrations)
- Scope Modalities

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 - Projects & Interventions
- Distribution planning
- POS ( Point of sale devices)
- Reporting & reconciliation

 Conduct basic trouble shooting

 Acquire training helpful skills & methods which will enable them to
conduct SCOPE trainings at any level

 Duration – 4 days

 Audience – CO SCOPE focal point

 Agenda – to be provided upon request

1.9 Vfire – 1st Level SCOPE Service Desk Training (NEW – Starting 2016)

 Training Overview /objective

This 4 days course is designed to teach participants on the use of Vfire and
how to assess the requirements gaps. The essentials of this course is to
learn the following:

 What is Vfire?
 Why Vfire?
 When & how a ticket needs to be escalated
 Types of calls to log into the system
 Call log management
 reporting

 Training outcome
Participants shall gain a full understanding of the system and be able to
carry out the following tasks:

 How to setup Vfire

 How to login
 How to configure screen layout
 Searching for a ticket
 Creating, editing, deleting, forwarding a ticket
 Adding attachments
 Closing a ticket

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  Call cloning
 Knowledge base management
 Managing CMDB items
 Managing possible Vfire challenging case scenarios

 Duration – 4 days

 Audience – CO SCOPE team or designated SCOPE focal point at WFP

Country Offices or IT staff

 Agenda – to be provided upon request

Note: to view SCOPE training descriptions expand heading

Development

SCOPE is not a one size "fit all" solution. It enables country offices to implement the
emerging process standards for cash-based transfer operations.
The SCOPE team works with the country office to develop and tailor the correct unique
implementation plan for the relevant country specific context. Whether it is the
development or deployment of new features, the SCOPE development service is
designed to aid country office operations in getting the most from SCOPE.

Support

Providing reliable support lies at the heart of good customer service. The SCOPE
Service Desk strives to provide high quality support services to users and country
offices on the full range of SCOPE features and functionalities.

The team is based in Nairobi and provides support during business hours (GMT +3) as
well as limited support during non-business hours, depending on the need.
For support related issues the team can be reached on [email protected]

Communication

SCOPE offers communication services to the countries SCOPE is engaged with.

Continuous collaboration with the staff on the ground is an essential prerequisite to
make communication effective not only to the people we serve but also to all those

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actors involved in the operation: from beneficiaries to cooperating partners and all the
way through retailers.
SCOPE communication services may vary according to the scenario where SCOPE
operates, and to the capacity and resources available in the country office. Beneficiary
sensitization packages and communication material for retailers are only some
examples of how SCOPE can support operations. When possible, SCOPE organizes
communication missions to country offices to showcase SCOPE activities in specific
areas: beneficiary stories, multimedia content and much more.

SCOPE Glossary of terms

Tip: Terms in alphabetical order
Alternate recipient- another person who can collect the ration on behalf of the
household
Binary conditionality - the beneficiary must achieve all of the projects'
requirements in order to get their entitlement.
Biometrics - Identification of humans by their characteristics or traits. In SCOPE
fingerprints are used as a form of beneficiary identification and as a verification method.
Commodity - Food items which WFP distributes as part of a food basket.
Commodity voucher- a voucher redeemable for fixed quantities of specified
commodities, this voucher’s value is expressed in commodity quantities.
Conditionality - a condition where the beneficiary has to meet the intervention’s
requirements in order to receive the benefit
Contact Smart card – most common type of smart card. Electrical contacts located
on the outside of the card connect to a card reader when the card is inserted.
Contactless Smart card – These are smart cards that employ a radio frequency
(RFID) between card and reader without physical insertion of the card. Instead, the card
is passed along the exterior of the reader and read.
Delivery mechanisms - Method chosen for delivery of assistance for example: direct
cash/e-voucher
Distribution cycle – time frame in which the benefit is being distributed to the
beneficiaries (usually monthly)
E-voucher- one of SCOP’s delivery modalities
Firmware - Firmware is software that is embedded in a piece of hardware. You can
think of firmware simply as "software for hardware." It is created from source code, but
it is closely tied to the hardware it runs on.
Food basket - A list of commodity units which will be included in the beneficiaries
entitlements.

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Household – a group of people living under the same roof and sharing a meal
Intervention-
Linear conditionality - the beneficiary progress is tracked as a percentage of an
overall score in order to get their entitlement.
MAC address (Media access control address) – a unique code assigned to all network
devices. Each POS has a unique MAC address which is used to uniquely identify the POS
to SCOPE. The MAC address is usually found on the back of the POS devices.
Modality - Method in which the distribution is implemented
Partner – contracted entity that assists WFP in delivering assistance can be a
cooperating partner or financial service provider.
Personal identification number (PIN) - a unique combination of numbers which
separates one user from others in the group. It helps in doing secure transactions
POS Terminal (point of sale terminal) - This device is used to complete a retail
transaction. It is the point at which a beneficiary redeems vouchers when visiting the
merchant/ retailer. The beneficiary will also receive a receipt for the transaction when
completed.
Principle recipient - a person who will collect the ration on behalf of the household
Project-
Retailer - In SCOPE retailer: extended delivery points where the beneficiary can
redeem the benefit
SCOPECARD-
SIM - A subscriber identity module (a SIM Card) is a smart card technology used
exclusively with GSM-based networks. It is a smart card that securely stores the key
identifying a mobile phone service subscriber
Token- Scope’s delivery instruments which allows the beneficiary to receive their
entitlement (can be SCOPECARD, bank account, mobile number, …)
Unconditional Intervention- an intervention where there is no condition to the
beneficiary receiving a benefit
Value voucher- a voucher redeemable for a choice of commodities with the equivalent
monetary value of the voucher

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Frequently Asked Questions

SCOPE General frequently asked questions

What is SCOPE?
SCOPE is World Food Programme's beneficiary and transfer management platform.
It is an online application to manage assistance from beginning to end. The
platform's core features are registering beneficiaries with biometrics, creating
distribution lists for partners, exporting invoices for retailers and collecting feedback
on the assistance. In addition, SCOPE can also act as a service provider by offering
transfer solutions when local providers are not available.
SCOPE supports WFP's standard processes for Cash and Voucher (C&V)
interventions and enables different cash-based transfer modalities: immediate
cash, cash account and electronic vouchers. It can also support food in-kind transfer
modality (SCOPE in Malawi, CIFF intervention ). In future, it is envisaged to be
extended to support paper vouchers as well.
Most of all, SCOPE allows WFP to enhance the rigor of assistance delivery by tracking
conditionality and linking actual delivery of assistance to outcomes for each named
beneficiary.

What does SCOPE stand for?

SCOPE is not acronym. At its conception in 2012, SCOPE was named after System
for Cash Operations. Since then SCOPE has changed and now it is the supporting
platform for all forms of assistance WFP delivers.
Today SCOPE not only supports cash-based transfer modalities but also in-kind
programmes (read SCOPE in Malawi, CIFF Intervention ).

When and why SCOPE was born?

SCOPE was born in 2012 to address the need of having one corporate solution for
all cash-based transfer modalities.
Before SCOPE, many country offices had developed their own IT solutions to deliver
cash and vouchers to beneficiaries.

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What is the relation between SCOPE and C&V?
SCOPE is WFP corporate IT solution to manage and deliver cash and
vouchers. It is a turn-key platform designed to support WFP's standard processes for
cash-based transfer interventions. It enables different C&V transfer modalities:
immediate cash, cash account and electronic vouchers.
SCOPE provides a complete solution for the operational management of cash-based
transfer interventions. For cash interventions, SCOPE automates the provision of
instructions to commercial cash transfer services – cash accounts, card accounts, and
mobile money accounts – by specifying which beneficiaries can enroll with the
financial service provider (FSP), and specifying the individual cash entitlements for
these beneficiaries. For e-voucher interventions a smartcard/point-of-service (POS)
solution is already available and a light SMS-based digital voucher solution is under
development.

In addition to directly supporting transfer modalities, SCOPE supports the

underpinning operational processes that country offices must have in place to
scale-up in cash and vouchers.
It allows WFP to provide:

 Donor assurance of our beneficiary information,

 Specify food baskets by value or by commodity,
 Establish finer-grained control on distribution cycles,
 Enhance internal controls through segregation of duties and implementation of
the delegation of authority in transfer management,
 Improve financial controls and
 Cash management via retailer and FSP performance reports and reconciliation,
 Provide management insight via reports on actual distribution, etc..

Learn more about Cash and Voucher programming on the Programme Guidance
Manual (PGM

Is SCOPE mandatory?
WFP Management is discussing a plan to roll-out SCOPE to in-kind and cash-based
transfer operations in the top 15 priority countries of WFP, and may in future,
mandate SCOPE's use in all cash-based transfer interventions. SCOPE enables country
offices to comply with the procedures defined in the C&V Standard Business Model.

The platform upholds the standard internal controls, segregation of duties and secure
information exchanges with financial service providers needed by WFP for large-scale
assistance transfers. SCOPE brings more rigor to

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managing the list of beneficiaries, and as a result, inclusion errors are reduced and
entitlement budgets sized more appropriately.

Who can use SCOPE?

SCOPE can be used by any actor involved in any operational WFP's programme
activities: Country Offices, WFP Cooperating Partners and other UN Agencies.
A package of services has been designed to support SCOPE users throughout the entire
project: from the initial assessment to support.
Country Offices, WFP Cooperating Partners and other UN Agencies can request
SCOPE by writing to [email protected].

What language does SCOPE Support?

SCOPE is multi-lingual. The core application already supports English and French.
However, the solution has been developed with flexibility in mind. A country office can
define its own language files, and associate a language or dialect to an end-user.
Through this mechanism, the solution can be easily adapted by each WFP CO for use
by local cooperating partners.
The SCOPECARD solution supports Roman and Arabic script.

What data is kept in SCOPE?

SCOPE allows you to define and to capture key details of an intervention such as
programme type, programme activity; transfer modality, conditionality, transfer value
etc; whether the intervention is per head or per household; geographical
area covered by intervention, and partners and cooperating partners involved.
Beneficiary and retailer information are also kept in SCOPE. An ‘account'
functionality is available so that historical events related to beneficiary and retailer
activities are kept.
What mechanisms are in place to secure all the captured data?
Access to SCOPE is authenticated via a username/password mechanism. A role-
based security model enforces access controls so that that end-users can perform
only the operations that they have a right to access. The solution and databases
are kept in UN premises, in secure data centres certified with the ISO27001:2005
and ISAE 3202 Type II standards. Transmission of data to and from SCOPE are
encrypted.
Where is SCOPE available?
The core services of SCOPE is available now for all country offices.
31 are engaged at different level of the planning process (as July 2015):
 Afghanistan  Iraq

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 Albania  Kenya
 Bangladesh  Lebanon
 Bolivia  Madagascar
 Burundi  Malawi
 Chad  Mauritania
 Djibouti  Nepal
 DR Congo  Niger
 El Salvador  Philippines
 Ethiopia  Senegal
 Gambia  Somalia
 Ghana  South Sudan
 Guatemala  Sudan
 Guinea  Ukraine
 Honduras  Uganda
 Jordan

How long does it take to get SCOPE?

Implementation time will vary depending on the country context and programme
design needs. A standard deployment that does not require solution customization can
be performed in one to two months. However we have not seen this kind of smooth
implementation as activities around beneficiary registration, contracting service
providers, retailer on-boarding/contracting, adaptation of solution to local
requirements, as well as operational scheduling requirements typically play a major
role in determining the implementation time. The SCOPE team also has a long list of
countries in queue for planning and deployment.
How much does SCOPE Cost?
The core online platform costs, including service support, licenses, hosting and system
operations, is corporately funded for 2015-16. At present, country offices have not paid
for the core SCOPE platform costs. The majority of costs incurred were one-time
investments related to offline components and purchasing of equipment. A draft of the
cost structure for SCOPE-enabled operations is currently under development and it
will serve as a guide in planning and budgeting.
Costs are supported under the ‘C&V Related Costs' component for cash-based transfer
projects, or from the relevant cost component for ‘Food' or ‘Capacity Development and
Augementation' projects. It is envisaged a more detailed cost structure will be
developed for both the platform and solutions to better define variable and fixed costs
as SCOPE is mainstreamed. In general, main cost drivers emerging are integration
points with providers and related licensing, provider fees, and equipment
procurement.

Beneficiary management frequently asked questions

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What data can SCOPE capture during beneficiary registration?
Basic information related to households and beneficiaries are captured. Each
country office can define its own registration template to contain additional fields
relevant for each country.
When required, SCOPE can capture an image of the beneficiary as a photoID using
any off-the-shelf webcam.
Fingerprints (biometric data), up to 10 fingers per beneficiary, can also be
captured if appropriate for the intervention. These fingerprints can be used to identify
duplicates (called ‘biometric de-duplication'). When used with SCOPE's
smartcard/POS solution, the fingerprints can be used verify the identity of
beneficiaries when the smartcard is recharged, or when assistance is handed out.
How long does each beneficiary registration take?
It takes 3 to 5 minutes per beneficiary, depending on the number of data being
captured.
How does the offline registration work?
SCOPE combines online and offline components to cater for poor connectivity.
SCOPE does not require connectivity to capture beneficiary information. Thanks to its
offline capabilities, SCOPE electronic registration allows you to capture all relevant
beneficiary details in the most remote locations.
However, the end-user requires connectivity to synchronize and consolidate the
beneficiary data so that these can be de-duplicated and for beneficiaries to be enrolled
into interventions.
What is the equipment needed for electronic registration?
For online registration, to register beneficiaries you need to access the solution at
https://scope.wfp.org via a web browser using any computer with an Internet
connection.
For offline registration, you would first need to download and install the software
on your device. Please note installation is only supported on Windows PC. Offline
registration uses the same browser interface.
We recommend using the latest releases of IE (v8+), Chrome (v21+) or Firefox (v15+)
to use SCOPE.

We have beneficiary database (or lists in excel already) what can we do?
SCOPE has functionality to import data from Excel or a CSV file.

Can cooperating partners or government staff use SCOPE to enter

beneficiary data?

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Yes, this is the typical use of SCOPE as a beneficiary registration tool. External end-users can
be registered in SCOPE and managed by the CO.

Can attendance and anthropometric data be captured in SCOPE?

Yes. This is useful for instance when implementing an intervention where relevant checks are
in place as part of checking conditionality.

What data is kept in SCOPE to monitor/ understand beneficiary behavior?

 For cash transfers, the beneficiary account shows what has been transferred to the
beneficiary via a bank/FSP instruction, and when the bank/FSP has made the
funds available in the beneficiary's bank/FSP account. If allowed by local financial
regulations and bank/ financial service provider (FSP) agreement, SCOPE can also
store when, where and how much the beneficiary withdrew from the bank/FSP
account.
 For electronic voucher transfers , the beneficiary account shows how much has been
transferred (distributed) to the beneficiary and when the beneficiary has made a
top-up. Redemption activity – how much has been redeemed, when and which
retailer - is also shown if WFP's transfer solution is used, or if the integration is
made between SCOPE and an external vendor's solution.

Distribution Cycle management frequently asked questions

How does distribution management work?

As part of setup, the specifics of an intervention is configured in SCOPE. This includes
the configuration of the distribution cycle, food basket, budget limits, etc..

At the beginning of each cycle, the programme officer uses SCOPE to create a
distribution plan, which takes into account the food basket specification,
available budget, conditionality and the beneficiaries enrolled in the
intervention. The distribution plan is then sent to the bank/FSP for transfer
implementation for a cash intervention, or instructs the (downstream) voucher
systems to deliver new vouchers to the beneficiary for electronic voucher-based
interventions.

What kind of distribution cycles are available?

Interventions can be defined to have a biweekly, monthly or multi-
month distribution cycle. Based on this, SCOPE then automatically creates
distribution lists or instructions for all beneficiaries enrolled in the intervention
satisfying the conditionality criteria.
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How does conditionality work?
In the SCOPE context, conditionality is updated in lists maintained by the programme
officer or cooperating partner. These lists are then uploaded into SCOPE. Based on
the uploaded conditionality data, SCOPE then determines:

1. If the beneficiary has satisfied the intervention requirements and will receive their
entitlement and
2. To calculate how much of their entitlement they will collect at the point of
distribution.

In SCOPE, the types of conditionality captured are:

 Unconditional: This means that the beneficiary will get their entitlement
regardless. This usually applies in emergency projects.
 Binary: This means that the beneficiary must achieve all of the projects'
requirements in order to get their entitlement. If this is not achieved, they get
nothing.
For example, if an intervention requires 80% training attendance, any beneficiary
with an attendance score above 80% will get their entitlement. 79.99% attendance
or below will get nothing for that cycle.
 Linear: This means that the beneficiary progress is tracked as a percentage of an
overall score in order to get their entitlement. Depending on their
progress/achievement, they get out what they put in.
For example, if an intervention tracks daily attendance at the project site for 20
days, if a beneficiary is present for 10 days, they get a conditionality score of 50%.
This means that they will get half of the project's entitlement for a given cycle. If in
the next cycle they are present for 15 days, they get a conditionality score of 75%
and they will get 75% of their entitlement.

Read more about Conditionality on the Programme Guidance Manual (PGM) .

How many commodities can be placed in a smartcard voucher (SCOPE card)?

Currently 15 commodities can be defined per voucher. This is being increased to
twenty at a future release. Each smartcard can contain up to ten vouchers that can be
used concurrently.

Transfer Management Frequently asked questions

How does SCOPE support cash transfer?

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For cash transfers, SCOPE automates the provision of instructions to
commercial cash transfer services – cash accounts, card accounts, and mobile
money accounts – by specifying which beneficiaries can enrol with the financial
service provider (FSP), and specifying the individual cash entitlements for these
beneficiaries.
How does SCOPE support e-vouchers?
For e-voucher interventions, the WFP-developed SCOPECARD solution that can be
used to deliver vouchers when local providers (banks, mobile operators) are not
available.

The solution includes the SCOPE platform, a fingerprint scanner, point-of-service

(POS) device and a smartcard enabled with biometrics called the Humanitarian
Assistance Card. The cards hold rechargeable vouchers with a currency amount or a
list of commodities for beneficiaries to purchase in contracted store locations. At the
time of sale, beneficiaries verify their identity with a fingerprint to complete the
transaction using the retailer's WFP-issued POS device.
Redemption activity will be captured in the SCOPE to show how much of an
entitlement has been redeemed, when and from which retailer the transaction has
taken place.

What is a SCOPE card Solution?

SCOPECARD is WFP-developed technology solution to deliver vouchers when local
service providers are not available. The solution includes:

 the SCOPE platform

 a fingerprint scanner
 point-of-sale (POS) device
 a smartcard enabled with a biometrics called Humanitarian Assistance Card.

The cards hold rechargeable vouchers with a currency amount or a list of commodities
for beneficiaries to purchase in contracted local store locations. At the time of sale,
beneficiaries identify their identity with a fingerprint to complete the transaction using
the retailer's WFP-issued POS device.

Will SCOPE work with a financial service provider we are currently using?
SCOPE can work with local service providers, but an assessment would need to be
carried out. SCOPE has functionality to support account creation for new beneficiaries
(Beneficiary Registry Statement), and issuing payment instructions (Beneficiary
Payment List) to those beneficiaries during distribution. Information from the
financial service provider could be fed back into SCOPE to provide feedback from the
account creation, or

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the beneficiary payment. These transactions, for example, could be customized to fit
the needs of local financial service providers.

SCOPE training frequently asked questions

Why do you need to attend SCOPE trainings?

Attending the SCOPE training will enable you to understand and use the platform in
order to manage all interventions and beneficiary information. We train you and give
you the tool to enable the change.
Who is trained on SCOPE?
We train everyone who is involved in working with beneficiaries and interventions from
Field staff to management.
Where do the SCOPE trainings take place?
WFP’s primary mandate is to feed the hungry and serve our beneficiaries, we train in all
countries where WFP offices are present and operational.
How do you enquire further about SCOPE trainings and availability?
Contact: [email protected]
What are the SCOPE trainings available?
1.1 Beneficiary Management (Registration and Enrollment)
1.2 Transfer Management (Distribution Cycle and Reconciliation) – Pre-requite course
required
1.3 Beneficiary & Transfer Management (CASH - SCOPE A-Z)
1.4 Beneficiary & Transfer Management / Retailer settlement (Voucher - SCOPE A-Z)
1.5 SCOPE Technical IT Training (OWS and POS setup)
1.6 Retailer training
1.7 Reconciliation, & Operational reports (pre-requisite trainings required)
1.8 Train the Trainers (NEW – Starting 2016)
1.9 Vfire – 1st Level SCOPE Service Desk Training (NEW – Starting 2016)

Where can I find the SCOPE user guides?

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The SCOPE user guides can be found on the SCOPE platform (scope.wfp.org) and can be
accessed by clicking on the button Help

Resources and Further Reading

Program guidance manual (PGD)

WFP cash-based transfers Manual (CBT)
WFP Cash-based transfers learning module – LMS
WFP’s Safety nets guidelines
SCOPE Overview user guide
SCOPE Platform setup user guide
SCOPE Beneficiary Management user guide
SCOPE Transfer Management user guide
SCOPE Reports user guide (available 2016)

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