This section is mainly devoted to maintaining the existing partner profile of your organization. If you are new to the GFP website, we suggest you start by reading the Getting started with data upload guidelines.

Description and How to manage: One important step of your organization's presentation in the GFP website is creating its own profile, and even if you were not involved in the process, updating the profile will very probably be your task. Updating is done after you log in. When the site recognizes you as an authorized user, the My partner profile link becomes visible below the Logout button on the left menu in every page you visit. Clicking it allows you to add individuals and assign them to a series of other objects such as working groups, events, etc.

The organization's profile aims at creating a consistent presentation of your organization - mission, vision, activities in the field of trade and transport facilitation. Although some guidance is provided in the FAQ section, you are the one to know best what content belongs here. The tools you have at hand to present your content are news and newsletters, discussion groups, activities, events, reference readings, individuals and trainings - as described above.

Content to enter:

• Regular partners: The site is mostly driven by databases enabling content to reappear under each topic you select for your entries. You need to focus on the Description field. When filling it please keep in mind that the reader is not interested in all your activities. Post only the parts of your organization's profile that are relevant to the trade facilitation.
• Core partners: As a Core partner, you have to fill both the Description (see above) and Mission fields. A good practice is to post in the Mission field your trade facilitation activity priorities for a period ahead, and update this field on a regular basis.

Please note that precise assigning of topics will make the topics of your interest appear in your profile thus creating a better picture of your organization. We also encourage you to read on about the importance of topics detailed below.

To assign a Web contact status to an individual already entered, you need to be logged in as Main contact, Web contact or administrator, click on my partner profile and select "attach web contact".

A good practice on the Web is providing the user with your organizational/corporate details (you may link to it), and mentioning dates so the visitor would know whether the piece of information is up-to-date enough for him.

Specifics:

• Modifying and deleting: You can add and modify partners but even an admin cannot, normally, delete them or re-assign persons between partners. This is a deliberate policy since a partner is one of the fundamental entities in the website and performing radical changes on it would affect too many other objects. For example, if you would wish to delete a partner, you may choose also to remove all discussion groups, reference readings, news or individuals connected with it. However, these objects could be also relevant to other partners and as a consequence, a large amount of content would be impacted in the process.
  
  One important implication is that if you double-enter your organization's name by mistake (e.g. World Bank and The World Bank), you will have to decide which entry is relevant and ask the administrator to remove the wrong one. If in doubt, please consult the site's administrator () prior to registering a new partner profile .

• Core partners are entitled to upload their logo in the partner profile. It then appears when the partner profile is viewed, but also - more importantly - on the homepage in a rotating banner.
  To ensure proper display, please upload your logo in GIF or JPEG format and square size (144x144 pixel). Otherwise, the software will squeeze it in the banner.

Definition: They describe main categories of trade and transport facilitation, such as customs issues, monitoring or landlocked countries. Each topic has several subtopics assigned to it.

Mandatory fields to enter: Title

How to create topics and subtopics and assign them to other objects

• To create a topic/subtopic, you need to first contact the site's administrator ), by proposing a name and a description. Once approved the administrator will set up the topic/subtopic. By proposing a new topic, your organization undertakes to maintain it for the upcoming year. Only admins can modify a topic description, although all partners can post content.
• Assigning topics/subtopics (in most cases not more than 3 or 4 per item)
• Topics and subtopics are a basic categorization tool. Consequently, many data entry forms enable you to assign topics and subtopics to other objects on the site: you can attach topics to your organization's partner profile to outline its sphere of competence, or categorize in this manner the activities, trainings, contributions, news or discussion groups.
• No matter in which data entry form for above objects you are, when coming to its bottom you will invariably find the “Assign topic” link. When clicked on, it causes a sub form containing all topics and subtopics witch clickable checkboxes to drop down under the main form. The “Save” button of the main form is greyed out until you have chosen and saved the attached subtopics, or cancelled the attaching process.
  Choose the specific three or four topics and subtopics you wish to attach to the particular object (Note: choosing a topic does not automatically mean you also have chosen all its subtopics. If you need a subtopic, click it separately). Click the “Save” button below the topics sub form, or the “Cancel” button to cancel the process. When ready, the sub form is closed and you can return to the main data entry form to save or resume data entry.

Content to enter: None, unless you are part of the Core team and in charge for managing the topic. If you manage the topic, please refer to the detailed guidelines on topic management available here, and keep in mind the description of the topic has to be kept short (if possible, about 20 words). This way, when the topic is selected to appear on the front page as Topic of the month, the visitors will see the entire description. For the same reasons, do not format topic descriptions using Enter, but rather try to provide all relevant information in one paragraph.

Note that managing a topic requires considering of policy issues to retain the same style across the website, and teamwork. If in doubt, please consult the site's administrator () prior to changing anything.

Specifics:

• Modifying and deleting: As admin, you can add and modify topics and subtopics but cannot, normally, delete them or re-assign a new topic to a subtopic. Please consult the site'a administrator () prior to any such change. This is a deliberate policy since a topic is one of the fundamental entities in the website and performing radical changes on it would affect too many other objects. For example, if you would wish to delete a topic, you may choose also to remove all discussion groups, reference readings, news or individuals connected with it. However, these objects could be also relevant to other topics and as a consequence, a large amount of content would be impacted in the process.
• Hierarchy: Although topics and subtopics have an hierarchy, you cannot assume that assigning an object (such as reference reading) to a topic automatically assigns it to all its subtopics. Rather, you have to decide carefully which of the subtopics of the given topic are most relevant to the object, and assign it to them additionally so it would appear when a search is performed for this topic and those subtopics.

Since the web is an interlinked media, links also play an important role on this website. The main use you will find for links is to point them towards your organization’s own website (preferrably to the specific subsection of your site to avoid double entry or the need to update the information twice – on your website and GFPTT.ORG. You can also insert links towards other sections of the GFP website, for example towards your user profile when citing your name.

Depending on the location of the link you wish to insert, you can insert it in the middle of page texts, in descriptive texts such as mission, vision, how to join, etc. using the HTML editor, in your organization’s partner profile or as part of the data entry process in the forms Report (subform of the Activity form), and Reference readings.

Mandatory fields to enter: Name, URL

How to insert a link: Inserting of links in forms is done, similarly to attaching topics by clicking the “Attach link” link and filling the sub form that is dropped down below the main data entry form. As in attaching topics, the main form’s “Save” button is greyed out and only re-activated when you have finished or aborted the process of entering a link.

Content to enter:

• Where to enter links: To avoid cluttering of the Links section, we recommend that you only enter one link to your website using the Insert link dialog, and assign all relevant topic to it. If you wish, e.g., to set a precise link to a reference reading available on your site, please do it in the reference reading's description field using HTML editor. This way, the reference reading will not appear in the Links section of the site.
• How to label links: All links you enter are displayed in the Links section, sometimes out of context if you have entered them for other purposes. For example, the caption “Download as PDF” may be appropriate in connection with the reference reading you assigned it to but a reader viewing a search result would not be able to tell without following it which reference reading was meant.

Definition: The site structure allows three types of contacts to be assigned to your organization – the Main contacts, the Web contacts and the Individuals.

While the main contact is typically a manager, the Web contact is likely to be you and all other persons involved with the content provision on a daily basis. Accordingly, a different level of information and notification is foreseen for both types of users to cater for their needs. The individuals have little more possibilities than non-registered users. They cannot edit the page but are able to collaborate by entering their opinion on discussion groups and receive e-mail notifications.

Mandatory fields to enter: First Name, Last Name, E-mail, Username, Password, Repeat Password

How to enter a contact: Individuals are entered using a form allowing the creation of a full profile, including the topics of interest and involvement in events and activities. and modify his or her profile. The operation itself is as easy as checking a box at the bottom of the data entry form.

All users are able to maintain their own data by clicking on the Edit my profile link appearing in the left hand menu once they log in. Especially useful is the possibility to enter topics of interest by clicking the Select your topics of interest link at the bottom of the data entry form. If you are an individual belonging to a Core partner, you can subscribe for monthly notifications on all new contents entered by GFP partners on the site in your chosen topics of interest (just check the Receive monthly notifications checkbox in the bottom part of the form).

Content to enter:

• Coordinates: as this is a global site, the visitor should get a feel where to find you. This has various implications, the most obvious being the time lag and the consideration when you could be found in your office. Therefore, please fill this field using your office address, telephone, fax and the e-mail at your organization.
• Title: There is an entire discipline of intercultural communication that the user might feel more comfortable by applying. By filling this field, you give him the opportunity to address you as Dr. or Engineer if this is a special distinguishing sign in his country. Also, authomaticly generated lists have an uniform look when this field is filled consistently.
• Brief biography: Your educational background and professional experience will show the user the areas of expertise in which he may expect you to be of use to him. The biography should contain information on your position and department, areas of responsibility, past working experience, educational background and languages you speak and write. Examples of a biography can be found in the page dedicated to the virtual team.
• Topics of interest: Please assign all topics you work in. Beside showing once more the potential visitor where your competencies lie, if you are a main or web contact, the notifications you receive will be built according to the topics of interest you selected.
• Working groups involvement and Activities of interest: They help the visitor to focus and identify whether it's worth contacting you concerning a specific project he is interested in or looks for partners to realize/perform. With large organizations, such orientation is a great asset of their web presence. With the GFP site this is even more so. Technically, filling this field is easy - give the users a full picture.

Specifics:

• The Admin can override the password of the individual by entering a new one in the individual's profile.
• If you wish to register to the website but your organization is not a partner, you may apply as individual by choosing "No partner" in the form. However, once approved, the software doesn't allow you to be re-assigned to another partner (including your own organization), so in case you wish to switch partner after approval, please contact

Description: The site's structure allows you to showcase two basic types of activities - the GFP activities your organization is involved with, and other TTF activities of your choice referred to as "Other selected activities". You are able to enter also non-GFP, not selected activities that will, in this case, only be displayed when the "View all activities" link is clicked in the Activities or Topic windows.

Mandatory fields to enter: Name, Type

How to enter an activity: The data entry form has no specific features that were not described elsewhere (HTML editor, Add a Topic subform, Geographic Coverage).

To annotate the activity you enter is a selected activity, check the respective checkbox at the bottom of the form.

Content to enter: When entering this part, keep in mind the target group you want to present your activity to. If you look for partners or contributions, this should be indicated clearly.

• Short description: keep it really short and essential (about 20 words). Make sure the user can scan it and understand at once what the activity is about, even if he sees the text out of context (e.g. in a search results list). Brevity and conciseness are the trumps you have to make the user read on. If needed, link to reference readings or other items you have entered, or to your organization's website to provide more information.
• Goals: This is the second eye-catcher. Here, too, the user has to be able to scan and decide whether to read on basing on your description. Especially interesting for potential members of your target group, partners looking for synergies with their own projects, or donors who need to know whether your project's goals fit their purposes.
• Scope and activities: Here, you should detail the steps planned to achieve the goals. Be more detailed as needed so the user can see the logic of the activities and how they will help achieve the goals. However, do not forget that you write for the web, and provide visual aids for easy scanning - bullets, numbering etc.
• How to join: Having kept the reader's attention up to this field, you must now provide a clear description on the process of joining the activity. Provide link to all documents the potential partner has to read (terms of reference, memorandums, calls for applications, etc.)
• Cost: this part is essentilal for projects seeking funding. Be ready to provide an explanation to every number you quote to potential donors. If funding is already secured, leave the field empty so the user wouldn't lose time to read it.
• Start/end date, Status: two fields helping potential partners estimate whether they would participate, or rather look for a follow-up project.
• Partners, Lead partners: This field helps show the user the credibility of your project. The more and well known the partners, the easier you will gain a supporter community.
• Events: this field is complementary to the Scope and activities field. Together with the attached reports, it helps track the progress of the project implementation. You are advised to enter all events relevant to the given activity and edit immediately the activity description to link to each event. Thus, the dynamic of your project will be best visible.

An example for implementingabove guidelines is the description of the GFP Distance learning initiative.

Specifics: The activities can have reports attached to them. Unlike other parts of the site where attaching another object is handled as subform of the data input form, reports are added using the "Reports" link below the Activity profile. A mandatory field for entering a report is its Name. You can also attach files and links.

Description: Contributions are the most powerful tool for direct collaboration between GFP partners, allowing to match projects, seek for synergies and find donors/partners. They facilitate the fulfilment of the main goal of the GFP - joint actions in the field of trade and transport facilitation.

The Contributions section consist of two complementary parts - Contribute (showcasing of contributions) and Contribution requests that, once entered here, also appear in the upper left part of the home page, clearly visible to all visitors.

Mandatory fields to enter: Description

How to enter a contribution request/a contribution: both forms are very similar in that they state what contribution has been given or is sought. As in all forms, it's recommended to enter information in all fields.

Content to enter: There is no ready recipe since contributions can be very different - monetary, or a variety of provided information and in-kind contributions. However, you are encouraged to write short (about 20 words) descriptions and follow the overall rules for language, style and formatting and organizing your data.

Specifics: When entering a contribution request, you also can attach a document by using the link at the bottom of the form.

The News section consists of four types of news objects - News, Newsletters, Events and Press clippings. It aims at showcasing your organization's activities using all this forms of public relationship, and is designed to give you a great flexibility by enabling you to assign topics, links, geographic coverage, etc.

Definition: The News are intended for press releases or linking to your own web site after some introduction. Newsletters provide you with a way to inform about existing e-newsletters of your organization (external newsletters), or to create a new one distributed using the GFP website (internal newsletters - users can subscribe and view last issues of the latter). You can create external newsletters for general public use, and internal ones for GFP members. Events allow you to decribe the goals, beginning and ending date, the participants and location of your organization's events. They can be assigned to activities - e.g., a kick-off workshop (event) is displayed in connection to the project (activity). Press clippings inform about the coverage of your organization's activity in the press other than your own PR.

Mandatory fields to enter:

• News: Name
• Newsletters: Type, Name
• Events: Name (containing Name of event, City, Country, Organizer)
• Press Clippings: Name

Content to enter: Please keep in mind this section is devoted to presenting GFP partners, and not just trade facilitation related activities and organizations. Therefore, the news should be chosen among your organization's press releases, the newsletters you post should preferably belong to your organization, the events should be related to your organization's activities, and the press clippings are about the press coverage they had.

How to enter a news/newsletter/event/press clipping: The data entry forms have no specific features that were not described elsewhere (HTML editor, Add a Topic subform, Geographic Coverage). In addition, you can attach files to newsletters and press clippings in the manner described in the Reference readings section below.

To annotate the newsletter you enter is external or internal, check one of the radio buttons at the top of the form.

Definition: Discussion groups provide a communication tool for experts and general public and a way to receive their feedback.

Mandatory fields to enter: Name, Status

How to enter a discussion group: The data entry form has no specific features that were not described elsewhere (HTML editor, Add a Topic subform, Geographic Coverage).

To annotate the discussion group you enter is active or closed, check one of the radio buttons at the top of the form.

Content to enter: Feel free to post anything relevant to the particular topic while observing the netiquette and rules for unbiased writing.

Reference Readings