Central Business Platform (CBP)
Use Special Memos for travel requests
a) that span multiple quarters or
b) whose preparations have to be done very early prior to execution e.g CPHIA or
c) an urgent activity that may have come up and has to be approved, e.g outbreak response deployment
NOTE: Special memos must be supported by a justification.
Use a Single Memo. When a matrix is already submitted or approved, you can add new activities to it as Single Memos from the matrix detail page (via Add Single Memo). Single Memos follow their own approval workflow and do not change the matrix's approval status.
NOTE: The Single memo option will only appear after a matrix has either been submited or has been approved
No, the quarterly travel matrix is for planning travel-related activities (missions, workshops, meetings, etc.) and their budgets.
Independent Procurements and consultants hiring are to be handled using the Non Travel Memo Option, except if they are costs that will be incurred during a travel activity, then they can be included
Change Requests (addenda) are created from an already approved document. Open the approved Matrix, Single Memo, Special Memo, or Non-Travel Memo; on its detail page, you will see a Change Request (or similar) button. You can also go to Change Requests from the main menu to list and manage your change requests. Change requests can only be created for fully approved documents.
NOTE: Change requests can only be submitted by the activity's Responsible Person.
Yes, Changes to staff names (e.g., staff replacements or additions) on any activity will need to be resubmitted to the executive office for approval.
Only changes of dates within the same quarter will go to the Director Admin
Submit the quarterly travel matrix in line with your division's planning cycle by the 15th of the preceding month to the quarter
However, the system allows you to create matrices for any quarter at any time. Submit once the content is complete and reviewed so approvals can be completed in time for the planned activities.
You are assigned to a mission (activity) when you are set as the Responsible Person or as an internal participant on that activity.
Under Quarterly Travel Matrix, click Open. Click on View on any matrix and scroll to the bottom, you will see all division members and the number of days they have been assigned. Click on the name to see which activity they have been assigned to
Activities / Single Memos where you are listed as the responsible person or participant. You will also receive email notifications when documents are assigned to you or when you are added to an activity.
Daily reminders are sent to approvers with pending approvals (e.g., at 9:00 AM and 4:00 PM) or staff with returned memos
To reduce or stop them:
(1) Process your pending approvals — once there are no pending items for you, you will not receive reminders.
(2) For Returned Memos, either edit and resubmit or delete them completely, then the reminders will stop
NOTE: Only the responsible person can edit or delete a returned memo
A focal person is the staff member assigned to create a matrix on behalf of the division and to submit it once all activities for the quarter have been added.
A responsible person is a staff member who oversees an activity from start to finish. Once approval is given, this person will be the one to request DSA, ticket, imprest, as well as submit the accountability and report once it's complete
NOTE: The focal person for a division can be changed, but only when the division Head sends an email to MIS
Ensure you are using an active Africa CDC email account and the correct login page (cbp.africacdc.org).
Use Sign in with Staff Email (Microsoft SSO) when available. If access still fails:
(1) Confirm your record is active with HR.
(2) Try a different browser or clear the cache.
(3) Contact your IT support or the CBP administrator to verify your account and permissions.
Profile and organisational data (e.g., 1st or 2nd supervisor) are usually maintained in the central staff portal system that feeds the CBP.
Contact HR to update the supervisor or profile information. Changes will sync to the CBP. If you do not see a "Profile" or "My account" section in the CBP, contact IT or HR for instructions on updating these details.
Once a matrix or memo is submitted, it is in the approval workflow and generally cannot be "recalled" by the creator without an approver action.
If you need to withdraw a submitted document before it is returned or approved, contact the current approver to return it.
A Single Memo is an activity added to an existing matrix that is already submitted or approved, Use it when a new activity comes up after the matrix is in progress.
A Special Memo is an activity created in scenarios where it will a) span multiple quarters or b) whose preparations have to be done very early, prior to execution e.g CPHIA or c) an urgent activity that may have come up and has to be approved, e.g outbreak response deployment
Draft: You are still editing; the document is not in the approval chain.
Submitted: You have sent it for approval; it is with the first (or next) approver and you normally cannot edit until it is returned or approved.
Returned: An approver sent it back to you for changes or clarification; you can edit and resubmit.
Approved: The document has completed the workflow and is approved. For changes after approval, use a Change Request (addendum).
When an approver returns your document, it goes back to the respective HOD. You will see it in your Returns or similar list.
The HOD will have 2 options;
a) Either to add a comment and send it back to the level it came from, or
b) send it back to the draft to make the requested changes. It will re-enter the approval workflow. The approval trail keeps a record of who returned it and when.
Use the Dashboard or Pending Approvals (or similar) link in the main menu.
There you will find matrices, memos, and other documents awaiting your action. You can approve, return, or reject each item.
You will also receive email notifications when items are assigned to you, and daily reminder emails list your pending approvals.
NOTE: There is an approvers dashboard that shows the average time each approver takes to Action on a given memo
A Non-Travel Memo is for activities that do not involve travel—e.g., local workshops, procurement, consultancy, or other non-travel work.
Use it when you need approval and tracking for any activity that does not involve travel.
An ARF (Activity Request Form) is a memo generated by the system to request extramural funds from the implementing partner.
NOTE: ARF can only be generated after the activity has been approved, and there exists an approval memo
A Service Request is a memo used to request services such as DSA, ticket, imprest, transport, venue, or other support needed for an activity from the finance and administration offices.
Used when the activity uses intramural funding and an approval memo already exists.
Once submitted, you cannot edit until an approver returns it to you. After it is returned, you can edit and resubmit.
If the document is approved and you need to make a change, you must create a Change Request (addendum) based on that document; the change request then goes through the approval workflow.
Draft documents can be edited freely until you submit.
The approval trail is the history of who approved, returned, or rejected your document and when. On the document's detail page (matrix, memo, etc.) look for a section or tab such as Approval Trail, History, or Approval Status. There you can see each step, the approver's name, action (approved/returned/rejected), date, and any comments.
Key Result Areas (KRAs) are the main result areas or objectives for your division's plan in that matrix (e.g. by quarter or year).
You add KRAs and their descriptions when creating the matrix so approvers can see what the matrix aims to achieve.
They help align activities with division goals and make the matrix easier to review and approve.
Approval is determined by workflows assigned to your division and document type.
Typically, the workflow includes steps such as the Division Head, the Director, and possibly the Executive Office. The system routes the document to each approver in order.
You can see who is next in the approval trail or on the document's status page.
NOTE: Approval workflows are managed by the systems administrator and only change when there is a fully approved review and memo
Under Quarterly Travel Matrix, click on Open, and click the Add Activity button. Fill in the details for each activity: title, dates, location, participants, responsible person, and budget breakdown.
You can add multiple activities. Save the matrix; when ready, submit for approval. For a matrix that is already submitted or approved, add new activities by selecting Add Single Memo on the matrix detail page incase the matrix has already been submitted
Go to APM Home and open Quarterly Travel Matrix, Special Memos, Single Memos, or Non-Travel as needed. Use the tabs or filters (e.g., "My division", "All", "Draft", "Pending", "Approved", "Returned") to find your documents. Returned items often appear under Returns in the menu. You can also use the list or search to find a specific matrix or memo by status or date.
Yes. When creating or editing a Special Memo, Non-Travel Memo, or similar form, look for an Attach or Upload section. You can attach supporting documents (e.g. PDF, Word, Excel, images) to strengthen your request. Keep file sizes reasonable and use allowed formats as indicated on the form. Attachments are visible to approvers when they review the memo.
The system assigns a document number to matrices and memos (and to change requests), and this acts as a reference number for the memo.
The format and rules are configured by registry (e.g., by division, type, and year). It is used for reference and filing.
Intramural budget usually refers to funds from internal sources (Africa CDC's own budget).
Extramural budget refers to funds from external sources (e.g., grants, partners, donors).
External Source refers to funding from an external partner; Africa CDC does not contribute any funding to this source
Under the activity details, indicate only the activity date, i.e., Start Date and End Date
Indicate the travel dates under the Request for Approval Field at the bottom of the Form
Interns should be treated as external participants for missions and must be explicitly named in both the approval and service memos to ensure proper authorization.
Under External participant breakdown, add one row indicating the total number of participants. On each cost item, add the total to be spent on all the external participants. Under comments, add a comment that the names will be submitted either during the workshop or after nomination from the member states
You can access the portal by visiting the CBP Staff Portal link (https://cbp.africacdc.org) from any browser and logging in with your Africa CDC credentials
Use the “Forgot password” or “Can’t access your account” option on the login page and follow the prompts, or contact IT/MIS if you cannot reset it yourself.
Yes, the portal is web-based and can be accessed securely from any location with internet, subject to Africa CDC security policies
You can update items such as contact details, address, emergency contacts, physical location, passport photo, and signature upload
No , they do not need
Updates sync automatically to downstream HR records without the need for additional forms
Only authorized HR staff and your manager can see sensitive HR data; colleagues generally only see limited directory information (name, position, unit).
The portal records your annual objectives, mid‑year reviews, end-of-year performance appraisal, and related comments/ratings between you and your supervisor.
When the cycle opens, you receive a notification. You then log in, go to the PPA/performance section, enter or update objectives, and submit for your supervisor's review.
Once the appraisal is finalized and submitted, the system shows the agreed final ratings and comments to you as the employee.
You should first discuss with your supervisor, and if still unresolved, follow HR’s escalation/appeal process as outlined in the performance management policy
Yes, prior cycles remain available so you and your manager can view past objectives, ratings, and development plans.
Typical services include viewing/updating personal data, downloading HR documents, and submitting PPA forms.
The goal is to move progressively from paper/email to digital workflows for HR and performance processes, improving turnaround time and tracking
Yes. The portal uses secure authentication and role‑based access, and is governed by Africa CDC and AU data protection policies, similar to other HR self‑service platforms.
Update what you can directly via self‑service and, for fields you cannot edit, contact HR for correction.
For login or system errors, contact the MIS/HelpDesk via the HelpDesk; for HR content questions, contact HR directly.