INTRANET

User's Guide
1. Introduction:
What is the INTRANET system?
It is a system that uses web-based tools to enable a continuous and real time flow of
correspondence.
It also makes it possible to monitor consultation processes, facilitates the flow of documents
with unlimited pages, supports file management for affairs in the and allows the formal
responses of the s to receive equal treatment, including control of deadlines for document
approval, in accordance with the internal regulations.
Provided it is authorized, the system can also support document flow between them and other
ministries or sectoral bodies with authorized access to the system.
Appointment of system users by the countries
During the set-up stage, that will last 2 months counting from April 1, each country will receive
a "master" access code (exclusive key for the country) and 5 user accounts with 5 individual
access keys.
Each master key corresponds to a general key that allows the 5 users to access the files and
documents addressed to that country. The users are people appointed by, including employees,
or members of other governmental bodies. In this set-up stage the number of users will be
limited to 5 people.
Each country is requested to send to the the names and e-mails of the five people who will be
authorized to use the intranet.
2. How can I access the intranet?
a) Access the website and chose the working language. (Due to budgetary constraints, the
intranet will initially be limited to). (Figures 1 and 2)
3.2. Home page structure
country users may view the documents posted by the for consideration, download and approve
them (agreements, projects, etc.) whenever necessary.
The structure and content offered by the system are displayed in the homepage (Fig. 5).
The documents were divided into three categories, and these in turn into subcategories that
appear on the left side of the screen. Each subcategory displays the two last files uploaded.
Categories

Subcategories

Approval of Agreements
Documents submitted to the Countries for direct
and official approval. To approve the documents

Agreements with Third Parties

Documents related to negotiation and signature

listed, the user must confirm the validation code

(see Chapter 5).

of draft agreements between the and third

countries, international organizations or other
entities.
Programs, Projects and Activities
Documents related to negotiation and
implementation of the various programs,
projects and activities set forth in the Agenda.

General Correspondence
Documents sent to the Countries for information in
real time and distributed according to the
subcategories below.
Some documents in this category must be
submitted to direct and official approval by the
Countries.

These documents must be submitted to the

Countries for direct and official approval.
Documents in consultation
These documents must be submitted to direct
and official approval by the Countries.
Calls for meetings
Meetings, , Regional Meetings, others
Information
Information documents, to inform the countries
Approval of publications
publications must be approved by the Countries
before being published

Document Archive
All documents, once read and/or approved by the
Countries, automatically enter the document
archive.
This archive will include documents like:
Management Report, Publications and Minutes
previously posted in the website.

Miscellaneous
Other documents that do not fit the categories
above
Programs
Projects
Events
Publications
Management Report
Meeting minutes and reports
Travel reports
Other