AOS Posts*
for users with "Budget Clerk & Budget Officer" privileges only.
Budget Holders have to ensure that they earn sufficient resources to cover the cost of AOS-funded posts but, at present, AOS post are not traceable in GRMS, and cannot be differentiated from the PWB established posts. This obviously makes it difficult to monitor the AOS income against the hard commitments raised for these posts both at FAO Representation and Regional Office levels.
The monitoring of the AOS posts expenditures versus AOS income should be managed by Regional Offices using the “AOS posts” module to flag AOS posts manually in COIN. This allows to display the related commitments and expenditures in the various related tabs of the budget management module at FAO Representation level, and also to monitor these figures at global level in the Regional Budget Management module under the Global Functions menu.
How to get there
Log-on using your Username and Password, click on "Countries & Offices" on the top navigation bar, then click on "Staff" and select "AOS Posts".
The AOS Posts Main page provides a list of all AOS posts for the selected country/office.
For easy referencing a "Filter by:" drop down menu has been added so that one can look only at posts with a specific "Status" by selecting one of the following options:
- All: All Posts
- Active: Only currenly active posts
- Foreseen: Only posts defined in the future
- Closed: Posts closed by the COIN user
- Closed by Oracle: Posts closed in GRMS
To view the information in alphabetical or numerical order, click on the on the column header and select "Sort Ascending" or "Sort descending".
To "View/Hide" columns click on the column header and select/deselect the relevant boxes as per image below:
Select and flag AOS Posts
To Select and flag a new AOS Post click on the "+ Select and flag AOS Post" link. This action will open the following pop-up window:
To Save changes click on the "Save" button or to the "Discard" link to close the window without saving. Once saved the new post will be added to the main list of AOS Posts.
The Fields marked with an asterisk (*) are mandatory.
VERY IMPORTANT
- The module was conceived to record a period for a specific year. Therefore the selected "From"and "To" dates must be within the same year.
- It is possible to add a record referring to future years.
- It is not possible to unflag a record already associated to a PBR.
- If there is an open PBR for the selected office, it is not possible to take any action in this module until the PBR is approved.
The AOS posts module is virtually closed when a PBR exercise is open. Any changes to this data must be processed by the Regional Office prior to opening a PBR exercise.
From the main list of AOS posts it is possible to modify the dates or close a post that has changed status (funding from AOS to RP fund) by right clicking on the selected post and selecting the "Edit" action:
By selecting "Edit" the following pop up window will appear, to change the dates click on "Calendar" icon. To Close a post enter the "To" date.
Then click on the "Save" button to save the changes.
Once the action has been saved the dates entered will be displayed in the main AOS posts list under the "From"& "To" column. If the Post has been closed it will be listed in a light shade of gray.
It is possible to select various portions of a post expenditure to display in the PBR and FAOR Summary that correspond to different periods of time within the same year for a single post.
The example below shows that the post of driver will be funded by the AOS income only for the periods 17/7/2014-31/08/2014 and 01/11/2014-30/11/2014. The budget management module will reflect the related expenditure automatically wherever required (FAOR summary, PBR and Non-PWB post tabs).
If by error you have flagged a post that should not be recorded as an AOS Post, the post can be removed from the list by right clicking on it and selecting the "Unflag" action. The system will ask you confirmation as follows:
Click on "Yes" to confirm the action or "No" to return to the AOS Posts main list.
Please note that AOS posts already associated to an open PBR cannot be unflagged or edited.