Annex D: Poultry and Egg On-Farm Investment Program Online System: User guide

Purpose of this guide

This guide will provide instructions and explanations to help you use the Poultry and Egg On-Farm Investment Program Online System (PEFIPOS) to:

  • register with the program
  • complete a project application

1.0 About the Poultry and Egg On-Farm Investment Program Online System

The PEFIPOS:

  • is the primary method for applicants to register and to submit Project Applications and claims
  • simplifies these processes for applicants, making it faster for information to get to the program
  • expedites processing of registrations and Project Applications
  • validates your license information, to confirm your maximum funding amount under the program

1.1 General tips

In the PEFIPOS:

  • System notifications and error messages will typically display in the top left corner of a page in the PEFIPOS
  • Error messages will display in red text
  • Read the application questions and instructions carefully
  • If you cannot navigate to the next page:
    • Check for error messages in the top left corner
    • Check that all required fields marked with an asterisk (*) are completed
    • Check that the correct information has been entered
      • Check the PEFIP Applicant guide for more information or clarification on the required information for relevant fields
    • If you encounter a problem and the required fields are completed and the information is correct, please email the program for assistance
      • Please provide screenshots and additional details on the problem so program staff can help you resolve the issue

2.0 Register with the program using PEFIPOS

In the PEFIPOS, registration involves:

  • signing up to access Government of Canada and/or Agriculture and Agri-Food Canada services online (if you have not done so before)
  • creating a “User” profile for yourself
  • creating a program “Participant” profile for the entity (that is, the individual, business, partnership or trust) that holds the license and that will apply for project funding

2.1 Create a User profile

  1. Go to the PEFIPOS:
    • Select the ‘Login or Register’ link
  2. The Choose a Secure Sign in Method page will be displayed
    • You must select a secure method to sign in to access Government of Canada online services
    • Select either the ‘Continue to Sign-In Partner’ button or the ‘Continue to GCKey’ button
    • If you choose to sign-in using GCKey, but you have not yet registered for a GCKey user ID and password, you may wish to review this GCkey tutorial: Passport to Government of Canada online services video
  3. Once you have completed the Secure Sign In and if  this is your first visit to an AAFC online service, you must register with AAFC and create an AAFC profile. In such cases, the Agriculture and Agri-Food Canada registration page will be displayed.
    • Select the ‘Register with AAFC’ button and follow the steps to review the Terms of Use and to create a profile with AAFC.
  4. The Poultry and Egg On-Farm Investment Program Online System – Terms of Use page will be displayed
    • Review the Terms of Use
    • Select the ‘Accept’ button
  5. The PEFIP Registration – Profile Details page will be displayed
    • Fill in any required fields to create your User profile with PEFIPOS
      • Some information may be prepopulated from your AAFC profile and in such cases, review and confirm the information is accurate
    • Once all required fields are completed, select the ‘Save’ button 
  6. The PEFIP Registration – Confirm Profile Details page will be displayed
    • Review and confirm that the displayed information is correct
      • If the information is not correct:
        • Select the ‘Back’ button
        • Enter the correct information
    • Select the ‘Confirm’ button
  7. The User Profile Created page will be displayed, confirming the User profile was created
  8. You will then receive an Authorization Email from the PEFIPOS containing your authorization code
    • You will need to log back in to the PEFIPOS to complete your User profile registration
    • Select the link provided in the email to go to the PEFIPOS landing page
    • On the PEFIPOS landing page, select the ‘Login or Register’ link
  9. The Choose a Secure Sign in Method page will again be displayed
    • Select either the ‘Continue to Sign-In Partner’ button or the ‘Continue to GCKey’ button
    • Note: You must use the same Sign-In Partner/GCKey from your User profile creation, to complete the User profile registration
  10. A Poultry and Egg On-Farm Investment Program Online System (PEFIPOS) page will be displayed
    • At the bottom of the page there will be 2 fields where you enter your email and the authorization code provided in the Authorization Email
    • Select the ‘Complete Registration’ button
  11. The Home – User Landing Page will be displayed, and your User profile registration will be complete
    • This is the home page for your User profile
      • The home page for your User profile will list the Participants that you have successfully gained access to (using the ‘Link to Enrolled Participant’ link, see Section 4.2 of this User guide for more details) or any Participants that you create

After you register: future log in to the PEFIPOS

Once your User profile registration is complete, when logging into PEFIPOS in the future you will only need to:

  • Go to the PEFIPOS
  • Select the ‘Login or Register’ link
  • Sign in using the secure method for your User Profile
  • Review and accept the PEFIPOS Terms of Use

The authorization code, or your AAFC Profile details, will not be required for future logins.

Note: You must use the same Sign-In Partner/GCKey each time you login to the PEFIPOS. If you wish to access the PEFIPOS using a different Sign-In Partner/GCKey, it will be considered as a first visit, and you will need to repeat Step 3 above (the AAFC profile registration).

2.2 Create a Participant profile

Note: Participants are created in the PEFIPOS using license numbers issued by the provincial/territorial organizations who represent the poultry and egg sectors.  A license number may only be registered once, and in one Participant profile, in the PEFIPOS.

Create a new Participant profile if:

  • your operation only has one poultry or egg license, and it has not been registered yet
  • your operation, or group of related operations, holds multiple poultry and egg licenses, and you:
    • have not registered any of your license numbers; and/or
    • have decided not to register your licenses together in one Participant profile (see Annex A of the Application guide for more details)

If your license number has already been registered under a Participant and you are seeking to access that Participant profile, please see Section 4.2 of this User guide.

  1. After logging into your User profile on the PEFIPOS, your Home - User Landing Page will be displayed
    • Select the ‘Create a New Participant’ link
  2. The Create Participant page will be displayed
    • Select the appropriate Participant Type (Business, Individual, Partnership, or Trust) from the drop down menu, for the entity that holds the license and that will apply for project funding 
    • Select the ‘Continue’ button
      • A ‘Participant Sub-type’ drop down menu will appear
    • Select the appropriate Participant Sub-Type
    • Select the ‘Continue’ button 
  3. The Create Participant – {Participant Type} will be displayed
    • Enter all required fields
    • Upload a copy of your license document(s) under the ‘Participant Identification’ section:
      • Select the ‘Upload’ link
        • This will display a ‘Choose File to Upload’ pop-up
      • Select the file you would like to upload (please ensure that the file you upload is less than 20 megabytes)
      • Select the ‘Open’ button
        • A notification with the file name will display at the top left corner of the Create Participant – {Participant Type} page, confirming a successful upload
    • Enter your license number(s)
      • For information on where to find your license number and related documentation, by province and sector, please refer to Annex C of the Applicant guide
      • You have the option to enter any other license numbers you have that are related to your main operation
        • For information on registering multiple licenses, please refer to Annex A of the Applicant guide
        • Select the ‘Add Additional License’ link and fill out the required fields
      • Select the ‘Next’ button
  4. The Review Participant – {Participant Type} page will be displayed
    • Review and confirm that the displayed information is correct
      • Select the ‘Submit’ button
        • If the information is not correct, select the ‘Back’ button and enter the correct information
  5. The Participant Dashboard page will be displayed
    • Upon successful submission, a notification will display at the top of the page confirming that a notification email was sent and that the Participant was created
    • The notification email is sent to both the email of the logged in user and the Participant’s email (and including the email of the Participant’s Contact Person, if different)

3.0 Create and submit a project application using the PEFIPOS

For the Budget Summary:

  1. After logging into your User profile on the PEFIPOS, your Home - User Landing Page will be displayed
    • Select the Name of the Participant that you wish to create a project application for
  2. The Participant Dashboard will be displayed
    • Review the ‘Participant Status’ line in the ‘Participant Status’ section
      • If the ‘Participant Status’ line is ‘Confirmed’:
        • the license(s) you included in your Participant profile have all been validated
        • your maximum funding amount(s) will appear in the ‘Participant Licenses’ table, in the ‘Funding Limit Associated to License #’ column
        • you may now create a project application
      • If the ‘Participant Status’ line is ‘Pending License Validation’:
        • at least one of the license(s) you included in your Participant profile has not been validated and does not match the information in the PEFIP registry
        • your maximum funding amount(s) will appear in the ‘Participant Licenses’ table, in the ‘Funding Limit Associated to License #’ column, but only for license(s) that have been validated
        • you can go forward and create project application, but you will only have access to the maximum funding amount(s) from license(s) that have been validated
          • If you do not have any licenses that have been validated, you can create a project application but you will be limited up to Step 3 of the application form
        • program staff will contact you, with a target service standard of 5 business days, at the email or phone number provided in the Participant profile, to resolve the license validation(s)
    • Select the “Create Application” link at the bottom of the Participant Dashboard
  3. The Create Application – Step 1 – Application Information page will be displayed
    • Review applicant information
    • Select the ‘Next Page’ button
  4. The Create Application – Step 2 – Facility & Project Information page will be displayed
    • This will display the ‘Project Information’, ‘Project Activities’, and ‘Project Description’ questions
      • You will only have access in this application to the maximum funding amounts from licenses that are issued by the same province/territory, as the province/territory you identify for the ‘Primary Location of Project’
      • Ensure your project description provides a complete overview of the current state of your operations and outlines clearly the upgrades or changes you propose to make as part of the project
      • If relevant, please specify in the project description what equipment is being purchased and in what quantities
    • Fill in all required fields
    • Select the ‘Next Page’ button
  5. The Create Application – Step 3 – Project Costs & Budget Summary page will be displayed

    For the ‘Project Costs’ table:

    • Select the ‘Show’ link to see a full explanation of eligible types of project costs
    • Select the ‘Add Project Cost’ button to identify a cost associated with your project
      • To add more project costs, select the ‘Add Project Cost’ button again
    • Fill in the required fields for each project cost
      • Be sure to include accurate and detailed descriptions of the specific costs under each cost category, as this will have a direct impact on the program’s ability to assess your application
    • You must have supporting documentation (such as quotes, invoices, receipts, and proof of payment) to substantiate each cost you identify in the ‘Project Costs’ table
      • Note: you will be required to upload copies of the supporting documentation on the ‘Create Application – Step 8 – Attachments’ page
      • See Section 2.2.1 of the Applicant guide for more details on supporting documentation for eligible costs
  • Identify any other government funding received or approved for your project in Line F
  • For the License Funding section:
    • Of all the licenses that you sought to register under this Participant, only those that are validated will be displayed in this section
    • The ‘Available Funding’ column displays the available balance of the maximum funding amount associated with each license
      • The available balance takes into account any previous project funding requests you have made
    • Enter the Project Funding Allocation amount(s) that will be taken from your Available Funding amount(s) to make up your funding request for this project
      • If there are no amounts available to allocate towards the project, you will not be able to proceed further in the application
      • You will only be able to allocate project funding from licenses that are issued by the same province/territory, as the province/territory you identified for the ‘Primary Location of Project’ (on the Create Application – Step 2 – Facility & Project Information page)
  • Fill in all required fields
  • Select the ‘Next Page’ button
  • The Create Application – Step 4 – Environmental Considerations page will be displayed
    • Answer the ‘Environmental Considerations’ questions
    • Select the ‘Next Page’ button
  • The Create Application – Step 5 – Project Risks page will be displayed
    • Fill in other project risks, or check the ‘Not Applicable’ checkbox
    • Select the ‘Next Page’ button
  • The Create Application – Step 6 – Results and Benefits page will be displayed
    • In Part A, select the objective(s) that your project is trying to achieve, and then fill in what percentage of the funding is being allocated to each selected objective.
      • A broad estimate is sufficient for this purpose
      • Please note that all percentages must add up to a total of 100%
    • In Part B, select all outcomes that are anticipated for the project
    • Select the ‘Next Page’ button
  • The Create Application – Step 7 – Declarations page will be displayed
    • Fill in the required fields
    • Select the ‘Next Page’ button
  • The Create Application – Step 8 – Attachments page will be displayed
    • Select the ‘Upload File’ link to upload the requested information
      • a ‘Browse for file’ pop-up will be displayed
    • Select the ‘Upload File’ link again
    • Select the file you would like to upload
    • Select the ‘Open’ button
      • The file name should now be displayed in the top left corner of the pop-up
    • Provide a description of the file
    • Select the ‘Upload’ button
      • Please ensure that the file you are uploading is less than 20 megabytes, or split files that are greater than 20 megabytes and upload separately.
    • When all of your documents are uploaded, select the ‘Next Page’ button
  • The Create Application – Step 9 – Review and Submit page will be displayed. This page will allow you to navigate and review the entries that were entered in each previous step of the application.
    • Select the ‘Submit Detailed Application’ button when you have reviewed that the information is correct
      • A pop-up will be displayed to allow you to confirm your decision to submit the application
    • Select the ‘OK’ button to submit, or select the ‘Cancel’ button if the you need more time to review the application
  • You will be returned to the Participant Dashboard page. Upon successful submission, there will be a message at the top of the ‘Participant Dashboard’ confirming that the detailed application was saved and submitted successfully.

4.0 Gain or grant access to an existing Participant profile

4.1 Managing Users and Supporting Users

Multiple users may have access to a Participant profile to work together on an application or claim. There are 2 types of User access for a Participant: Managing and Supporting.

Managing Users can:

  • submit application and claim forms
  • grant access to the Participant profile to other users
  • change the access type of other users linked to the Participant. 

Supporting Users can only create and draft application and claim forms. Final submission of applications and claims is a task that is exclusive to Managing Users.

The User who creates the Participant profile is given Managing User access by default.  This can be changed, once another Managing User is identified – see Section 4.4 of this User guide.

Each Participant profile can have a maximum of 2 Managing Users.

4.2 Gain access to an existing Participant profile

To gain access (“link”) to an existing Participant profile from your User profile, you will require the following information:

  • The Participant’s Licensed Farm Number, the issuing province/territory and sector
  • The Participant Access Code or, if applicable, the Project Number

The Participant Access Code and/or the Project Number will need to be provided to you by a User who already has access to the Participant (see Section 4.3 of this User guide).

  1. After logging into your User profile on the PEFIPOS, your Home - User Landing Page will be displayed
    • Select the ‘Link to an Existing Participant’ link
  2. The Link to a created participant page will be displayed
    • Fill in the required fields
      • For the Access Code requirement, only one of either the Participant Access Code or a Project Number is required
    • Select the ‘Link’ button

    An error message in red text will be displayed if the entered information has no matching Participant in the PEFIPOS. In such cases, please confirm you have the correct information before contacting the program.

  3. The Home- User Landing Page will be displayed
    • A system notification in green text will be displayed confirming that you are now authorized to access the linked Participant
    • The linked Participant will also be displayed under My Participant(s)
    • You will be granted Supporting User access by default and your Participant Access Status will be ‘Pending Authorization’ until it is authorized, in the PEFIPOS, by an existing Managing User for the Participant (the Managing User will be prompted by email to login to the PEFIPOS to authorize your access)
    • Should you wish to submit project and claims for the Participant, the Managing User has to change your Access Type to ‘Managing’
  4. You will receive an email, confirming whether your access to the Participant profile has been authorized

4.3 Grant access to an existing Participant profile

You must be a Managing User (that is, have Managing User access) to authorize another User’s access to the Participant.  To confirm your access type, log into your User profile on the PEFIPOS. Your Home - User Landing Page will be displayed.

  • Select the Name of the Participant that you wish to provide access to
    • The Participant Dashboard will be displayed
  • Select ‘View Participant Users’ from the Participant Actions drop down menu to view your Access Type
  1. After logging into your User profile on the PEFIPOS, your Home - User Landing Page will be displayed
    • Select the Name of the Participant that you wish to provide access to
  2. The Participant Dashboard will be displayed. Take note of the:
    • Participant Access Code (which can be found in the ‘Participant Status’ section)
    • Project Number(s) (which can be found in the ‘Participant Projects’ section)
  3. Provide the User who wishes to access the Participant with the:
    • Participant’s Licensed Farm Number, the issuing province/territory and sector
    • Participant Access Code or, if applicable, the Project Number(s)

    The User must now log on to the PEFIPOS to request to Link to the Participant (see Section 4.2 of this User guide).

  4. Once the User has successfully requested access to the Participant profile in the PEFIPOS, you will receive an email notification instructing you to log in the PEFIPOS to authorize their access.
    • After logging into your User profile on the PEFIPOS, your Home - User Landing Page will be displayed
    • Select the Name of the Participant that you wish to provide access to.
      • The Participant Dashboard will be displayed
    • Select ‘View Participant Users’ from the Participant Actions drop down menu
      • Select ‘Authorized’ from the ‘Participant Authorization Confirmed?’ drop down menu if you wish to provide the User with access to the Profile
        • If you wish to provide the User with access and the ability to submit applications or forms, select ‘Managing’ from the ‘Access Type’ drop down menu (Note: each Participant profile can have a maximum of 2 Managing Users)
    • Select ‘Invalid’ from the ‘Participant Authorization Confirmed?’ drop down menu if you do not want the User to have access to the Participant profile

4.4 Change user access

Note

  • You must be a Managing User to change the access type of another user
  • Each Participant profile can have a maximum of 2 Managing Users 
  1. After logging into your User profile on the PEFIPOS, your Home - User Landing Page will be displayed
    • Select the Name of the Participant that you wish to change user access to
  2. The Participant Dashboard page will be displayed
    • Select ‘View Participant Users’ from the Participant Actions drop down
  3. The View Participant Users page will be displayed
    • In the table of authorized Users, under the ‘Access Type’ column:
      • Select the down arrow
      • Select the type of access you want to change to
    • Select the “Save” button

A system notification will display at the top of the page confirming that the change has been made.

An email will be sent to the Participant email address (and the Participant Contact email address, if entered) to notify them of the change.