Specification details

Specification Name

• The official name of the specification, according to agreed naming guidelines.

Version

• The number of that current version of the specification
• This number should always be a integer value

Date of issue

• The date which that particular version of the specification was published (Approved)

Replacing Version

• The details of the version(s) that this version of a specification is replacing when it is published
• It is a free-text field to be able to contain details of more than one version

Generic or Non-Generic

Is Specification a Generic Spec?

• Radio toggle button determining if the specification is considered a WFP Generic specification or not

FSQ Commodity Group

Document ownership

Owner ^{[Single User-Select]}

• The Owner of the specification
• The Owner is responsible for:
  • Adding content to the specification
  • Managing its review cycle, including sending the specification to review and endorsement stages
  • Reviewing feedback or update requests for the specification made by stakeholders
  • Creating revisions of the specification when needed

Applicable Languages

• The language in which the specification is written
• Selectable values:
  • English (default)
  • French
  • Spanish

Specification Reviewers, Endorsers and Approvers

Internal Reviewers List

• The list of users to be assigned to review the content of the specification and provide feedback comments
• These users will be assigned the specification document in the Internal Review phase
• When one user has completed their review, the specification document will be assigned to the remaining users who have not yet reviewed it
• The field operates as a multi-user select field

Procurement Reviewers

• List of users from Procurement assigned to review the content of the specification and provide feedback comments
• The field operates as a multi-user select field

RB Endorsement needed?

• Toggle button to determine if users for completing RB endorsement phase should be selected

RB Endorser(s)

• List of users from RB assigned to review and provide and endorsement for the specification

HQ Endorsers

• List of users from HQ assigned to review and provide and endorsement for the specification

Specification Approvers

• The user selection field for assigning who will approve the specification
• Selection allows only authorized users to be selected as a Specification Approver
• Only one user should be selected

Electronic Distribution list

• The list of users to be notified by email when the specification is approved and published

Specification Type and Layout Settings

Specification Type
[database selection] 

• Select the associated Specification Type for the specification
• This determines:
  • Pre-filled common content for that Type
  • Appropriate layout template
  • Visibility of relevant specification content sections to be completed

Automation

Selecting the Specification Type will automatically select the appropriate Layout Template

• Watch the video below to see how to select the Specification Type

Layout Template
[multi-user select] 

• The Layout Template is the FOSTER-to-MSWord mapping sheet that determines how the specification content entered into FOSTER should be laid out in the Microsoft Word document before this is converted to the PDF Specification
• The Layout Template is automatically selected when the Specification Type is selected
• Layout Templates are centrally managed by the HQ Specifications team
• As a user, you do not need to change/select the Layout Template yourself.

Publish to GoDocs?

• Toggle button determines whether the FOSTER system should publish/update the specification on GoDocs.
• Set automatically to 'yes'

GoDocs access type

• Toggle button determines whether the specification should be published as a Public or Private document in GoDocs.
• 'Public' to be selected for generic specifications; 'Private' to be selected for country-unique or regional-unique specifications.

Specification Document Body
[Smart-Attachment Field] 

• This field stores the Microsoft Word layout template. These templates automatically push and/or pull content from the specification in FOSTER, to the Word document.

• When selecting the Specification Type, a Document Body field with the same name as the Layout Template will appear
• When each document is added, it must be renamed to match the name of the specification being drafted
• Watch the video below to see how to add and rename documents