Introduction

Last updated on 15/05/2015

The Country Office Information Network (COIN) has been available to FAO decentralized offices and users at HQ for quite some time. Although the system is user-friendly and intuitive, the substantial amount of data and functionality means an on-line Help is needed to guide users in efficient use of the system.

We believe that the success of any software very much depends on the involvement and contributions of its users, we would therefore be grateful if any suggestions for improving this On-line help could be sent to [email protected].

 

What is COIN?

In addition to being a repository of information, COIN also enables the processing of administrative transactions originated by decentralized offices and reviewed/finalized by FAO Authorized Approvers. As part of FAO decentralization strategy to make country offices closer to their Regional Offices (and vice versa), COIN provides the initiation and approval capability of a wide range of administrative transactions in electronic form, considerably reducing processing time and increasing work efficiency. For example it allows the on-line preparation of the Periodic Budgetary Report (PBR), including the requests for additional funds, as necessary, and through an electronic workflow, transmits the PBRs to the responsible Regional Office for review and action, as appropriate.

The COIN project originated from the evidence that most of the information relating to FAO decentralized offices was not readily available or up-to-date since it was sourced and administered by different offices at HQ and made available using different tools (and formats). The result was that obtaining useful information about decentralized offices and the home countries was often difficult and complex for HQ and even more so for field staff.

COIN is a software enabling the electronic management of a wide range of information about FAO Decentralized Offices which can be accessed by a large community of users worldwide through the Internet. COIN is now the corporate tool for managing all different kinds of information related to decentralized offices. While specific units continue to be responsible for different types of information (e.g. pouch schedule, DSA rates etc), they now all use COIN to make it available to users.

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How do I access COIN? 

COIN is accessible in two different modes: the "Read" and the "Edit" mode. 

Read: When no permission is given to the user, COIN modules can only be viewed.
Edit: Depending on user Role and Responsibilities, edit access to COIN modules allows users to edit and/or to initiate administrative transactions.

 

User Role & Responsibility is defined with some of the following profiles:

Default logged-in profile: for general access to COIN in read mode, with the exception of the Asset Disposal module which is accessible in edit mode. 

Full read only – Region: for general access to COIN in read mode including all budgetary information of all offices in own Region.

FAO D.O.default profile: for general access to COIN modules in read mode and own Office modules in edit mode and/or to initiate requests through the workflow as follows: 

  • IT Information (edit)
  • Budget Management (edit PBRs and security Budget Requests) subject to workflow
  • Facilities Management:
    • General Information (edit)
    • Physical Informqation (edit)
    • Financial Information (edit)
    • Utilities (edit)
    • MOSS (edit)
    • GHG Emission Form (edit)
  • Office Management:
    • Office Addresses (edit)
    • Office Contacts (edit)
    • ICTO/OTC (edit)
    • Office Working Hours (edit)
    • Office Holidays (edit)
  • FAOR Documents (edit)
  • Office Monitoring Alerts (view)
    •
  • Local Contracts
    • Local Contracts (edit) Only Security related contracts are subject to workflow
  • Assets:
    • Fixed Assets (view)
    • Local inventory (edit)
    • Disposal Requests (edit)
    • Donated Goods (edit)
    • Vehicles Logs (edit)
    • Vehicles Replacement (edit)
    • ICT Equipment Replacement (edit)
  • Banks:
    • Panel of Signatories (edit) subject to workflow
  • Staff:
    • Staff Presence (edit)
  • Government & Contributions:
    • Yearly In-kind contributions (edit)
  • Security:
    • MORSS Measures (edit)

Budget Clerk:  for general access to COIN modules in read mode and own Region's modules in edit mode and to process budget related requests via the “pending items” or e-mail notifications.

Budget Holder: for general access to COIN modules in read mode and own Region's modules in edit mode and/or to process all requests forwarded by the Budget Clerk via the “pending items” or e-mail notifications.

Head of Office:  for general access to COIN modules in read mode and own Region's modules in edit mode and/or to process all budget requests over the amount of USD 25,000 approved by the Budget Officer via the “pending items” or e-mail notifications.

ICTO: for general access to COIN modules in read mode and to process all IT Equipment related requests for Disposals forwarded by the Budget Clerk via the “workflow pending items” or e-mail notifications.  

For more information please refer to Functions subject to Workflow

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How is COIN structured?

COIN main working area have been devided into 5 sections: 

  • Countries & Offices office information can be edited and administrative transactions can be performed. This section can be edited only by users who have been provided edit access privileges otherwise the information will be in read-only mode.
  • Information: it contains useful external links, links to manuals, reports and general documentation on FAO Decentralized Offices.
  • Finding people & offices:  provides information to easily get in touch with FAO Decentralized Offices and field staff.
  • Global Functions: from this section each office can access the CMS (Content Management System) to edit Office's Websites on-line.
  • Workflow: it allows interactivity between Decentralized Offices and FAO Authorized Approvers on administrative requests. It is diveded into 3 sections, Workflow Pending Items, Reminders and Pending E-mails. Through this section you can reach the "Workflow Settings" page where some aspects of the Workflow system can be customised to suit user's specific needs. 

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What support do I find in COIN?

  • Contextual HELP: in addition to the On-line Help website, specific information related to the page/function you are currently working on can be accessed directly by clicking the "Contextual Help" icon (which is the blue question mark icon (?) on the top right hand side).
  • E-mail support by sending your queries to: [email protected]
  • On-line Help: It provides information and guidance on the use of COIN modules and includes:
    • Sitemap which gives an overall view and direct links to all the pages of the On-line Help.
    • Simulations animated step by step instructions explaining more difficult COIN procedures.
    • Additional Information which provides direct reference to subjects from the "Country Office Management Manual".

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Click on Login & User Registration to continue.

 

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