Documents & Reports

Last updated on 21/02/2020

 

The module is used for the submission of Decentralized Offices Inception and Terminal reports, Financial Risk reports, as well as for uploading other pertinent documentation, such as the Country Office Key Management Indicators

For further information on how to prepare the Reports, please refer to the Country Office Reporting page on the OSD Intranet site at the following link: http://intranet.fao.org/departments/osd/faor_community/country_office_reporting/

 

 

 

How to get there

Log-on using your Username and Password, click on "Countries & Offices" on the top navigation bar, then click on "Documents & Reports". This link is also available in the left column of the Office page under "Related Information".

Country/Office: Select the "Office" or the "Country" from the dropdown menu. The selection by default is set to "All".

The following types of documents, prepared by the FAO Representation, can be uploaded in COIN:

  1. Country Annual Reports for the period January-December need to be submitted online through the Country Office Planning and Reporting Workspace. Please note that Country Annual Reports do not need to be uploaded in COIN.
  2. Country Office Organigram.
  3. Financial Risk Reports related to the assessment of the office financial risks.
  4. Fraud Prevention Plans related to the measures the office is taking to prevent fraud are done through the Fraud Prevention Plan (FPP) Workspace. Please note that Fraud Prevention Plans do not need to be uploaded in COIN.
  5. Inception Reports need to be submitted within the first three months of arrival of a new FAO Representative in the country.
  6. Select Other Documentation for any other type of FAOR Documents.
  7. Terminal Reports need to be submitted one month before the departure of the current FAO Representative from the country.
  8. Country Office Key Management Indicators summarizing office-related quantitative and qualitative information, can be found here. Please note that this report is confidential and only FAORs/Head of Offices have access to the report.

Please note these reports should not contain any confidential information since they are accessible to all COIN users.

* IMPORTANT INFORMATION: Important Information: Please note that the Country Annual Reports are no longer uploaded directly in COIN. They should be prepared online using the Country Office Planning and Reporting Workspace

A link to the Reporting Guidelines is available on the top right hand side.

 

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Add a New Document

To add a New Document click on the "Add New Document" link at the top left hand corner of the screen.

Complete the "Document Details" form as follows:

  • Year*: Type the year of the report/newsletter
  • Type*: Select from drop down menu
  • Country/Office*: If there is more than one office, select the office from the drop down menu, otherwise the selection is automatically assigned by the system
  • Author: Type the name of the FAO Representative in case of a report. In case of a Newsletter, use this field to specify the issue details (For example: Issue 1 - 1st Quarter 2015)
  • Document Date*: Select the date, in which the document was completed clicking the calendar icon
  • Comments: Add any additional comments if applicable
  • Public Document*: Click on the "Attach a file" link and then the "Browse" button to select the document to upload. The system accepts only .pdf files not exceeding 10MB

Click on the "Save" button to upload the Document, or the "Discard" link to close the window without saving.

 

Please note that all fields marked with an asterisk (*) are mandatory.

Please note that documents must be in PDF format.Word documents may easily be converted into PDF by selecting the related extension (*.pdf) upon save in the "save as type" box under the "file name".

All the pages of the report including annexes should be saved into a single pdf file.

 

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View / Download / Edit / Delete Documents

Once a document has been saved it can be Viewed, Downloaded, Edited or Deleted by right clicking on it and selecting the appropriate action:

Please note that the action "Delete" is availble only to authorized users.

The list of uploaded documents uploaded is available in the “Documents & Reports Report” under the “Global Functions” menu.

If you cannot find the Annual Report click the following link to: the Office Planning and Reporting Workspace.

 

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