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									                 Documents - Outline of the new module (draft)
       Following extensive assessment of user requirements with respect to handling of
documents within FPMIS, all modules related to documents have undergone a major re-design.
The result is enhanced security, improved handling of large documents, dynamic indexing and
availability of useful summary and technical information on each document among others.

      Each document type has its own security rules regarding browse and modifications, the
document type rules can be further restricted by the user for each individual document uploaded.
Document type security can be Public (i.e. Internet), PermRep, FAO, Organization Entity within
FAO, FAO staff (increasing level of restriction) e.g.
    Project Documents, Perm Rep
    BTOR/Mission Reports, FAO
    Country Brief Contributions, Organization Entity within FAO

       Security level for each document type is controlled through parameters which can be
modified by the Security staff in TCOM. Similarly the possibility to delete or not a document
through a specific FPMIS module is controlled through parameters which can be modified by the
Security staff in TCOM

        Access to individual documents is assigned, based on the document type, when the
document is originally saved (uploaded) in FPMIS and can be modified by the user (increased),
i.e. a user cannot make a BTOR visible to public but can restrict the specific document to a
Division and/or an FAO staff member. Different security rules apply to users who can view the
document as well as to those who can modify it in later stage.

Centralized Document Upload facility
       A new centralized module has been developed to provide a unique and uniform facility for
managing documents throughout FPMIS. As soon as a document has been successfully
uploaded it is indexed and is available in the Document Search facility. In addition, the document
is assigned a new name based on its unique id within FPMIS therefore document names with
national character sets are now supported. The document can then be linked to one or more
projects and/or countries without the need for uploading again.

List of Documents
       Throughout FPMIS, document lists are sorted according to the document type sequence
and within the same document type through information provided by the user. The information
available in the list for each document includes:
    an icon associated to the file type (e.g. word, excel, etc);
    a hyperlink to the document;
    the FPMIS document type short description (e.g. BTOR, ProDoc, etc);
    the link description as entered by the user;

TCOM – January 2006                             1
      the document size in bytes;
      a link to the technical information (Info);
      a link to the document’s summary, if available (normally the first 500 characters of the
       document). This is not available for image documents such as .jpeg, .tiff etc

Info Page
       All uploaded document are associated with an info(rmation) page, where users have
access to the technical details of the document without having to open it; the information
provided includes:
    Original Name: full path of the document when it was originally uploaded (e.g.
       S:\Document to load\Forestry.doc )
    Document Inserted by: name of the user who has uploaded the document
    Document Inserted on : date the document has been uploaded
    Document Path : current location of the document in the FPMIS servers
    File size : document file size expressed in bytes
    The following two fields are applicable to MS Office documents only: Creation Date and
       Modified Date
    Access Level : e.g. Public/PermRep/FAO
    Browse Rights: further restriction to browse access
    Admin Rights: document modification access restriction

       Through the information page users can send the document to their email address as
recorded under MyFPMIS. This will alleviate the problem of opening big documents in offices
with bandwidth problems.

FPMIS pages using the new document module:
At project level
    Core Page Documentation
    General Info Documentation
    Budget Revisions
    Reports
    Financial Closure

At country level
     Policy and Strategy Papers
     Country Briefs
     Mission Reports (including BTORs)
     Delivery Reports
     Internet links
     All private country level categories (e.g. TCAR, TCE, etc)

    Mission and Back-to-Office Reports by FAO Staff

TCOM – January 2006                             2

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