Updates for program files

remove outdated screenshots and update content

Author: anthonymarkQA

docs/overview/case_studies/index.md

@@ -9,6 +9,7 @@ migration-notes: "Added during 2025 documentation reorganization"
 
 This section contains examples of OpenSPP implementations and use cases.
 
+Available soon
 ```{toctree}
 :maxdepth: 2
 :caption: Contents

docs/overview/use_cases/farmer_registry.md

@@ -107,11 +107,11 @@ OpenSPP's modular architecture provides a strong foundation for building a Farme
 
 *   **Registry Management:**
 
-    *   Registering Farmers/Groups: {doc}`/user_guide/registry_management/register_individual`
+    *   Registering Farmers/Groups: {doc}`../../user_guide/registry_management/register_individual`
 
     *   Managing Group Memberships
 
-    *   Importing/Exporting Data: {doc}`/user_guide/registry_management/import_export_data`
+    *   Importing/Exporting Data: {doc}`../../user_guide/registry_management/export_data` and {doc}`../../user_guide/registry_management/import_data`.
 
 *   **Land & GIS:**
 

docs/user_guide/program_management/create_cycle.md

@@ -5,7 +5,7 @@ reviewer: Mark Penalosa
 migration-notes: "Added during 2025 documentation reorganization"
 ---
 
-# Create a program cycle & prepare entitlements
+# Create cycles & prepare entitlements within a program
 
 ## Introduction
 
@@ -15,25 +15,23 @@ In this tutorial, you will learn the process of configuring, creating, and appro
 
 To create a cycle and prepare entitlements in OpenSPP, you need to:
 
-- Ensure your program is set and ready. Learn more about this in the documentation [Create a social protection program](https://docs.openspp.org/tutorial/user_guides/create_social_protection_program.html).
-- Enroll beneficiaries in the program. Learn more about this in the documentation [Enroll beneficiaries](https://docs.openspp.org/tutorial/user_guides/enroll_beneficiaries.html).
-- Allocate funds to the program. Learn more about this in the documentation [Allocate funds](https://docs.openspp.org/tutorial/user_guides/allocate_funds.html).
+- Ensure your program is set and ready. Learn more about this in the documentation {doc}`create_program`.
+- Enroll beneficiaries in the program. Learn more about this in the documentation {doc}`enrol_beneficiaries`.
+- Allocate funds to the program. Learn more about this in the documentation {doc}`allocate_funds`.
 
 ## Objective
 
 By the end of this tutorial, you will have gained a deeper understanding of configuring cycles, either new or existing ones. You will also have gained familiarity with creating and handling entitlements as well as management of funds to allocate to existing programs. Ensuring correct setup upon cycle approval and entitlements is essential for a precise distribution of assistance.
 
 ## Process
 
-To begin configuring cycles and preparing entitlements in OpenSPP, first log into your OpenSPP account, then go to Programs.
+To begin configuring cycles and preparing entitlements in OpenSPP, Login into your OpenSPP account, then select an existing program.
 
-![](create_program_cycle_prepare_entitlements/1.png)
-
-If any modifications are required to either the cycle or entitlement configuration of the program, these should be done prior to approving a cycle. This is because once a cycle is approved, configuration changes you applied to the program will not take effect unto the cycles that you already approved. However, if you are already satisfied with the current program configurations, you may proceed to [Creating Cycle](#creating-cycle).
+Please note that any configuration changes made to your program will not impact cycles that have already been approved. Such changes will only apply to cycles created after the modifications. However, if you are already satisfied with the current program configurations, you may proceed to [Creating Cycle](#creating-cycle).
 
 ### Editing program configuration
 
-Configuring a cycle is done as a part of creating a program, as described in the documentation Configure the Cycle Manager; however, it is possible to modify an existing program’s cycle configuration.
+Cycle configuration is initially performed during program creation, as detailed in the Configure the Cycle Manager section of {doc}`create_program`. However, you may also update the cycle configuration for an existing program as needed.
 
 Click on a program and navigate to the **Configuration** tab.
 

docs/user_guide/program_management/create_program.md

@@ -1,6 +1,6 @@
 ---
 review-status: reviewed
-review-date: 2025-06-16
+review-date: 2025-07-29
 reviewer: Mark Penalosa
 migration-notes: "Added during 2025 documentation reorganization"
 ---
@@ -12,23 +12,25 @@ migration-notes: "Added during 2025 documentation reorganization"
 ---
 ## Introduction
 
-In this tutorial, you will learn the process of creating a social protection program using the OpenSPP platform to meet the specific needs and objectives of the program.
+This tutorial offers a comprehensive, step-by-step guide for establishing a social protection program using the OpenSPP platform. It is designed to assist users in configuring programs according to specific objectives and operational requirements.
 
 ## Prerequisites
 
 To create a social protection program using OpenSPP, you need to:
 
 - Have a clear understanding of the goals and objectives of your social protection program.
 - Prepare the details of your program in advance. This includes deciding on the program name, the target beneficiary types, and the specific benefits that will be offered.
-- Have an access role as a system administrator or global program manager to perform tasks in this tutorial. Learn more about this in the documentation [Administrating role-based access](https://docs.openspp.org/tutorial/user_guides/administrating_role_based_access.html)
-- Have existing groups or individuals in your registry either through manual creation or through import. Learn more about this in the documentation [Import registrant data](https://docs.openspp.org/tutorial/user_guides/import_registrant_data.html)
+- Have an access role as a system administrator or global program manager to perform tasks in this tutorial. Learn more about this in the documentation {doc}`../administration/user_access`.
+- Have existing groups or individuals in your registry either through manual creation or through import. Learn more about this in the documentation {doc}`../registry_management/import_data`.
 
 ## Objective
 
 By the end of this tutorial, you will have successfully set up and created social protection programs within the OpenSPP platform.
 
 ## Process
 
+To create a program, begin by configuring the eligibility criteria to filter registrants who will be enrolled. Next, set up the Cycle Manager to define the duration and assign the user responsible for managing the program cycles. Proceed to configure the Entitlement Manager to specify the types of entitlements managed by the program. Finally, import registrants who meet the eligibility criteria based on your selected configuration.
+
 ### Creating a social protection program
 
 The creation process consists of logging in to OpenSPP with a user account that has the system admin or global program manager role. Also make sure to verify that the **Registry** contains existing groups or individuals. After verifying, navigate to the programs by clicking on the four-square icon in the top-left corner, click Programs, and then click on **Create Program**.
@@ -81,7 +83,7 @@ The **Entitlement Manager** defines what should be distributed to the beneficiar
 
 ### Import Registrants
 
-The **Import Registrants** feature allows you to import registrant records into the new program as part of the program creation and is triggered by selecting **Yes** in the final step. If the option **No** is selected, this import needs to be done afterwards. Learn more about this in the documentation [Enroll beneficiaries](https://docs.openspp.org/tutorial/user_guides/enroll_beneficiaries.html).
+The **Import Registrants** feature allows you to import registrant records into the new program as part of the program creation and is triggered by selecting **Yes** in the final step. If the option **No** is selected, this import needs to be done afterwards. Learn more about this in the documentation {doc}`enroll_beneficiaries`.
 
 After choosing whether to import the registrants as part of the program creation or not, click **Create**.
 

docs/user_guide/program_management/enrol_beneficiaries.md

@@ -0,0 +1,93 @@
+---
+review-status: reviewed
+review-date: 2025-07-29
+reviewer: mark penalosa
+migration-notes: "Added during 2025 documentation reorganization"
+---
+
+# Enrol beneficiaries
+
+## Introduction
+
+In this tutorial, you will learn the process of enrolling beneficiaries in OpenSPP. Accurate beneficiary enrolment ensures that the right individuals or groups receive the intended benefits.
+
+## Prerequisites
+
+To enrol beneficiaries in OpenSPP, you need an existing program. Learn more about how to configure a program in the documentation {doc}`create_program`.
+
+## Objective
+
+This tutorial instructs users on how to enrol beneficiaries into a program in OpenSPP. By following these procedures, users will be able to import and enrol both individual and group beneficiaries, ensuring they are registered for the necessary support and benefits. Upon completion, users will have successfully added eligible beneficiaries to their respective social protection programs.
+
+## Process
+
+Efficient enrolment is important for the success of social protection programs in OpenSPP. Depending on the target type, the enrolment is done for groups or individuals. Both enrolments can be done either as part of the program setup or after configuring the program. The process of creating a social protection program is described in the documentation Create a social protection program.
+
+### Beneficiary Import and Enrolment
+
+Upon finalizing the creation of the program, the process progresses through two sequential stages, regardless of whether the program supports individual or group beneficiaries:
+
+- Import beneficiaries. This step involves the integration of beneficiaries who are eligible to receive support from a social protection program. Which beneficiaries to import into the program are defined by the filter in the eligibility criteria.
+- Enrol beneficiaries. After the beneficiaries have been imported into the system, the next step is to enrol them in the program. Enrolment involves verifying the eligibility of each beneficiary based on the program's criteria, such as income level, age, or other factors. Once a beneficiary is enrolled in the program, they are entitled to receive the benefits or services provided by the program
+
+Depending on the choices made in the program setup, there are two different ways to perform these steps, both of them are described below.
+
+### Import and enrolment as part of program setup
+
+If **Yes** is selected during the final step of program setup, both the beneficiary **import** and **enrolment** processes are automatically executed as part of program creation.
+
+![](enrol_beneficiaries/enrol_beneficiaries_auto_enrol.png)
+
+Once completed, the number of beneficiaries imported and enrolled is displayed on the toolbar.
+
+![](enrol_beneficiaries/enrol_beneficiaries_enrolled.png)
+
+Click the **Beneficiaries** button to view the imported and enrolled beneficiaries in the table view.
+
+![](enrol_beneficiaries/2.png)
+
+This confirms that the beneficiaries are imported and enrolled.
+
+### Import and enrolment after program creation
+
+If the option **No** has been selected as the final step of the program setup, both Import and Enrol steps needs to be done as a separate action prior to proceeding.
+
+This action consists of two steps, first the import of registrants into the program, and then the enrolment of the previously imported registrants into the program.
+
+To import registrants into a program manually, Select the program you wish to import registrants into, then click on **Import new Eligible Registrants button**
+
+![](enrol_beneficiaries/enrol_beneficiaries_manual_import.png)
+
+A success notification should prompt
+
+![](enrol_beneficiaries/enrol_beneficiaries_import_notification.png)
+
+**Note:** The number displayed on the **Beneficiaries** button reflects the total count of beneficiaries who have been successfully enrolled in the program. This does not represent the number of registrants imported.
+
+![](enrol_beneficiaries/enrol_beneficiaries_count.png)
+
+Please note that when potentially large volume of beneficiaries are being imported, it is essential to ensure that the import process has fully completed prior to initiating enrolment. This precaution helps prevent any issues during the enrolment phase.
+
+In the case of less than 1000 beneficiaries, a green pop-up will appear on the right side of the screen, indicating that the import process is complete and beneficiaries have already imported. The time it takes to import the beneficiaries will depend on the number of beneficiaries eligible for the program, and it is vital to allow the import to complete before proceeding.
+
+![](enrol_beneficiaries/enrol_beneficiaries_success_import.png)
+
+In the case of more than 1000 beneficiaries, a yellow notification will display informing that the page needs to be refreshed to see the status of the import.
+
+![](enrol_beneficiaries/4.png)
+
+To manually enroll registrants into a program, first confirm that the import process has been completed. This can be verified by observing the green notification popup for fewer than 1000 beneficiaries, or, for more than 1000 beneficiaries, by refreshing the page until the yellow notification popup is no longer displayed. Once confirmation is received, proceed and click **Enrol Eligible Registrants**.
+
+![](enrol_beneficiaries/enrol_beneficiaries_enrol_beneficiaries_button.png)
+
+If there are a large number of records to process, a yellow notification will appear on the right side of the screen to indicate that enrolment is in progress. After enrolment for all participants is complete, refresh the page. If the warning message disappears or a success notification is displayed, this confirms that the enrolment process has finished.
+
+![](enrol_beneficiaries/5.png)
+
+The number of beneficiaries imported and enrolled is displayed on the **Beneficiaries** icon.
+
+![](enrol_beneficiaries/enrol_beneficiaries_count.png)
+
+You should also check the beneficiary page to verify that the beneficiaries are there. Click the **Beneficiaries** button to view the imported and enrolled beneficiaries in the table view.
+
+![](enrol_beneficiaries/enrol_beneficiaries_list.png)