UNHCR

Partner procedural guide

Access and roles

Partner Access and Roles in Aconex and the PROMS App

A practical guide for funded partner personnel on organization registration, project onboarding, Field Module access, PROMS App access, partner roles, account maintenance and support.

Audience: funded partnersSystems: Aconex and PROMS AppLanguage: EnglishVersion 1.0 · 10 October 2026

Overview

What this guide covers

Funded partner personnel use Aconex and the PROMS App for partnership collaboration, document management, implementation monitoring and financial-management workflows. This guide brings together the access and role information that partners need to register, join a UNHCR project, use the relevant modules and maintain their accounts.

Read first

Aconex registration and appropriate access are prerequisites for accessing the PROMS App. Complete Aconex registration and project onboarding before troubleshooting PROMS App access.

Aconex

Partners use Aconex to administer their organization and users, collaborate with UNHCR, exchange documents and communications, and carry out implementation monitoring through the Field Module.

PROMS App

Partners use the PROMS App for the actions assigned to their organization in Financial Plans, amendments, prepayment requests and Project Financial Reports.

Quick start

Prerequisites and route to access

Step 1

Confirm whether your organization already exists in Oracle Aconex before creating a new registration.

Step 2

Create individual accounts

Organization Administrators create and maintain accounts using official organizational email addresses.

Step 3

Inform the UNHCR Operation

Once registration is complete, request onboarding to the appropriate UNHCR Aconex project.

Step 4

Complete project onboarding

The UNHCR Operation coordinates addition of the registered organization to the relevant project.

Step 5

Activate Field access

Complete reciprocal organization invitations and the technical activation of Inspections and Issues.

Step 6

Open the PROMS App

Eligible partner users access the standard HCR PFM Partners role through their Aconex arrangements.

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Partner responsibility

Your organization registers directly in Oracle Aconex and remains responsible for its organization profile and individual user accounts.

1.1

Check whether the organization is already registered

Instruction: Before starting a registration, confirm whether your organization already has an Oracle Aconex organization account.

Expected result: You avoid creating a duplicate organization record and can identify the existing Organization Administrator where applicable.

1.2

Register the organization

Instruction: If the organization is not registered, follow the End-to-End Aconex Registration Guide for Partners.

System response: The first registrant becomes the initial Organization Administrator.

1.3

Set up resilient account administration

Maintain at least two active Organization Administrators.
Create a separate account for each relevant colleague using an official organizational email address.
Do not use shared user accounts.
Disable accounts when personnel leave or no longer require access.

Expected result: The organization can maintain access without relying on one administrator.

Partner hand-off

Join the relevant UNHCR Aconex project

After registration, inform the UNHCR Operation so that the organization and relevant users can be onboarded to the appropriate project.

2.1

Confirm that organization and user registration is complete

Ensure that the organization exists in Aconex, the relevant individual accounts are active, and Organization Administrator coverage is in place.

2.2

Notify the UNHCR Operation

Inform the relevant UNHCR Operation that registration is complete and provide the information needed to identify the registered organization and users.

Expected result: The UNHCR Operation coordinates addition of the organization to the appropriate UNHCR Aconex project.

2.3

Confirm access to the project

After onboarding is completed, confirm that the relevant users can access the project and its permitted Core Module functions.

Implementation monitoring

Activate the Aconex Field Module

The Field Module supports Issues and Inspections, including PMC02/PMC03 implementation-monitoring activities.

Dependency

The Field Module relationship must be established by both organizations through reciprocal invitations before technical enablement of Inspections and Issues is requested.

3.1

Complete the reciprocal organization relationship

UNHCR adds the partner organization as an organization it works with. The partner Organization Administrator finds and adds UNHCR as an organization it works with and assigns the appropriate Field role to relevant UNHCR users.

3.2

Wait for technical activation

The UNHCR Operation coordinates the technical request needed to enable Field Inspections and Issues for the partner organization.

3.3

Add partner Inspectors

Once activation is complete, the partner Organization Administrator receives Inspector Administrator access and adds the relevant partner personnel as Inspectors.

If the Field Module is unavailable: Contact the UNHCR Operation focal point for activation or technical follow-up.

Aconex roles

Roles available to partner organizations

Partner organizations manage their Aconex user accounts through their Organization Administrators. Core roles are available through registration arrangements; Field roles apply after Field Module activation.

Role	What the role permits	Who assigns or maintains it
Organization Administrator Organization administration	Manages the organization account and users, including account creation, user information, deactivation and applicable organization-level roles.	The first registrant becomes the initial administrator. Existing Organization Administrators can appoint additional administrators.
Basic User / Basic Plus User Core Module	Provides permitted document-management, search, Mail and other available project functions according to the user's access configuration.	Standard roles are assigned through the registration arrangements. The Organization Administrator maintains the account and applicable access.
Inspector Administrator Field administration	Performs Inspector activities and adds relevant partner colleagues as Inspectors.	Assigned to the partner Organization Administrator as part of Field Module onboarding.
Inspector Field Module	Creates, manages, assigns and closes relevant Field Issues and Inspections within the user's authorized access.	The partner Organization Administrator / Inspector Administrator adds relevant personnel after activation.

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Financial-management workflows

Access the PROMS App

Funded partner users access the PROMS App through their existing Aconex registration and project-access arrangements.

4.1

Confirm the prerequisites

Your organization is registered in Aconex.
You have an active individual Aconex account.
Your organization has been onboarded to the relevant UNHCR Aconex project.
Your Organization Administrator maintains your account.

4.2

Open the PROMS App

The standard partner role is HCR PFM Partners. A separate internal UNHCR role-provisioning request is not required for this standard partner role.

4.3

Troubleshoot access in the correct order

Ask your Organization Administrator to confirm that the individual Aconex account is active and correctly registered.
Confirm that the organization has access to the relevant UNHCR Aconex project.
If Aconex access is correct but the PROMS App remains unavailable, contact the UNHCR Operation or email epartner@unhcr.org.

PROMS App role

HCR PFM Partners

Standard operational role for funded partner users

The role allows authorized partner personnel to perform the actions assigned to their organization in the relevant partnership financial workflows.

Review, negotiate and endorse Financial Plans and amendments.
Initiate and submit prepayment requests, and revise them when returned.
Perform partner-owned actions in Project Financial Report workflows, including responding to corrections or revisions.
Access the partnership financial records and workflow information available to the organization.

The role is limited to the partnership context associated with the partner organization and does not provide access to other partners' records.

Workflow	Partner actions	What to expect
Financial Plans and amendments	Review, negotiate and endorse the Financial Plan or amendment. Respond to requested revisions during negotiation.	The record may move between the partner and UNHCR until the content is agreed.
Prepayment requests	Initiate and submit the request. Revise and resubmit it if returned.	UNHCR reviews the request and may verify it or return it for revision.
Project Financial Reports	Participate in review and negotiation and complete the partner-owned actions, corrections or revisions.	The report may be exchanged for clarification or correction before completion.

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Ongoing responsibility

Maintain access and obtain support

Access must be kept current throughout the partnership lifecycle, not only when accounts are created.

Account maintenance

Review users regularly.
Disable accounts when personnel leave.
Create accounts for newly assigned personnel.
Keep at least two active Organization Administrators.
Inform the UNHCR Operation when project access is no longer required.

When access changes

Add users, amend roles or remove unnecessary access as soon as operational needs change. Do not wait for a scheduled access review.

Support need	Contact or route
Individual Aconex account creation, maintenance or deactivation	Your organization's Aconex Organization Administrator.
Organization registration, authentication errors or Oracle Aconex technical issues	Oracle Aconex Support through its official support channels.
UNHCR project access or Field Module activation	Your UNHCR Operation focal point.
PROMS App access or partnership-process questions	Your UNHCR Operation or epartner@unhcr.org.
Registration and user-administration instructions	End-to-End Aconex Registration Guide for Partners.