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Easy-SMTA User Manual - international treaty on plant genetic

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1. The International Treaty ON PLANT GENETIC RESOURCES FOR FOOD AND AGRICULTURE inl tH english francais pyccku espa ol Main menu Homepage Home Welcome to the homepage of the Information Technology System developed in support of the users of the Multilateral About system of Access and Benefit sharing of the International Treaty on Plant Genetic Resources for Food and Agriculture Contact ITPGRFA Register 1 ze i i The Standard Material Transfer Agreement SMTA is a private contract with standard terms and conditions that ensures Login that the relevant provisions of the International Treaty are followed by individual providers and recipients of plant genetic material This System has been developed by the Secretariat of the International Treaty to assist users with 1 compiling and generating SMTAs in the six official languages of the International Treaty 2 reporting on SMTAS concluded in accordance with the instructions made by the Governing Body of the International Treaty You need tg log in to be able to use the system Please redisterlto create a new account if you do not have one J J Page 17 Registration The system requires users to sign up in order to access the tools User registration is a simple process taking just a couple of minutes By clicking on the Register link in the main menu of the homepage the user is taken to a form with the following fields NZ YN The International Tre
2. Cannot find the Recipient Send a registration invitation using the button below Surname Organization Search No results found Enter Recipient information Send registration invitation Choose selected Recipient Cancel E c Page 74 Please note that by selecting Enter Recipient Information a new account will not be generated in the system the data will just be saved for the purpose of the reporting Once you have selected this option you will be taken back to the main page of Step 1 and an additional blue box will be displayed at the top of the page where the Recipient s Information must be entered in the corresponding fields Y Organization name v Name required Y Surname v Address required Use multiple lines as in o 123 Some Street Ave o 12345 Some City Y Country required choose from pull down list v Email Y Telephone v Fax New SMTA report Help on this page Fields with are required ao Recipient information Organization Name Surname Address Country afghanistan rj Email PF Telephone PO Fax PO Page 75 1 2 SMTA Attributes Once the Recipient is identified you can proceed with the second task of this step entering the SMTA Symbol as well as the Type and Language in which the SMTA was generated SMTA Symbol The first field corresponds to the SMTA Symbol This Symbol may include your PID the Recipient s PID the date i
3. Overview of the Easy SMTA Workflow Since 2012 Easy SMTA offers two distinct tools which have similar workflows The Online SMTA Generating and Reporting OSGR tool which assists users to generate SMTAs online and to report them to the Governing Body The Online Reporting Form ORF tool which only focuses on the reporting aspects Easy SMTA has a smart design and workflow that guides users in a step by step process that is easy to use This section of the manual presents an overview of the major steps with an introduction to the most salient features Vly rad ly Please note that for each step presented in the workflows below illustrated by green and blue arrows there is a matching section further below in the manual where you can find a detailed explanation of what you can see and do during each task Online SMTA Generating and Reporting tool OSGR Workflow The diagrams below present the five major steps of the Online SMTA Generating and Reporting tool with the corresponding basic tasks of each step Step 1 1 Recipient Identification eS 23 SMTA attributes type and language 3 Associated Information Page 11 Step 2 1 Add Samples one by one or 2 Upload Samples document Step 3 1 Edit List of Samples and SMITA attributes gt 2 Finalizing the SMTA Step 4 1 Click wrap SMTAs Once the Provider has Opened the SMTA for acce
4. Page 68 The user is allowed to view at any time the detail page of a reported SMTA by clicking on the magnifying glass icon next to the corresponding SMTA record SMTAs you have reported to the Governing Body Help on this page piseissime e 1 of 1 result s Acceptance Date of Signature SMTA DOU0AB38 0044A33 Franciane 120430 SIBI 27 09 2012 Gerardo SERIE XT S dm Page 69 Chapter 4 Creating a new SMTA Report ORF Go to Online Reporting Select Form from the main left menu This option is displayed under the submenu As Provider A new menu will then appear corresponding to the Online Reporting Form ORF tool options v Online Reporting Form New SMITA report Pending SMTA reports Submitted reports Go to Online SMTA Generation and Reporting To change tool click on Go to Online SMTA Generation and Reporting Page 70 Step 1 New SMTA Report Step 1 of the ORF tool is very similar to Step 1 of the OSGR tool so if you are familiar with the it you will go through this step very quickly Through this step the user will identify the Recipient 1 select the SMTA attributes 2 provide the associated information 3 of the Material being transferred and be able to enter the additional necessary information for reporting 4 New SMTA report Fields with are required 1 Begin by clicking here to identify the Recipient 2 symboal Type
5. Click wrap Language English 4 Acceptance date Save and Continue Page 71 1 1 Recipient Identification The first task in this step is the identification of the Recipient i e the individual or organization receiving the material Click on the Begin by clicking here to identify the Recipient button to get started Begin by clicking here to identity the Recipient amp zx amp Pad A search form entitled Recipient selection will S appear where you can enter the PID Surname or Ss Organization name of the Recipient you are looking Ss for to find the recipient in the Easy SMTA list of S users Recipient selection To search for individuals enter PID or Surname ch for organizations enter PID or Organization Eres dL ee ee eds um eee alaa am qs EL ee t ee a a bumud EON gm m X ume vou find the correct Reci DIENE click on it then press NOOSE s elected Re CIPIENL re h oL Erb qs L ty eet ae ee Ea Ee See ete bee ane Mec sd gei ie ae bm Se ley eae nw Cannot ting the Keci EXEC TE 9 2S a TERIS erp MITanOn ASI EI CNE button below PID Organization Search Displaying 1 1 of 1 result s Francione Gerardo OOAASS gmail com via Roma 100 Italy Send registration invitation Choose selected Recipient Cancel uh Clicking on the Search button will display below a list of users matching your query Then click anywhere on the line with the Reci
6. It is an identifier usually but not necessarily the accession number assigned to the sample being transferred to uniquely identify it among the material belonging to the Provider SMTA Symbol It is the code that the system assigns to each new SMTA being compiled which includes your PID the Recipient s PID and the date in which the SMTA was first registered in the system in YYMMDD format Page 9 gt Crop name It is the name of the crop the sample belongs to It is usually one of the crop names listed in the Annex 1 to the International Treaty on Plant Genetic Resources for Food and Agriculture gt Ancestry information If the sample being transferred is PGRFA under Development the Governing Body requires the Provider to specify the crop and Sample ID received under the Multilateral System from which the sample has been derived during the development process Associated information It refers to all available passport data and subject to applicable law any other associated available non confidential descriptive information to be made available with the plant genetic resources for food and agriculture provided with the SMTA This can be done in three ways in the tool i Indicating a single URL where this information is available for all the samples listed in the Annex 1 to the SMTA This option assumes that the Provider has a way to publish such information on the Web and may not be of use by most providers ii Enteri
7. Support To Recipient Subject SMTA ready for acceptance The SMTA SMTA 00AB83 00AA33 120730 A is ready for acceptance in the Information Technology System in support of the Multilateral System of Access and Benefit sharing of the International Treaty on Plant Genetic Resources for Food and Agriculture Accepting a Click wrap SMTA Recipient side Accepting click wrap agreements is the only function that the system offers to the users when acting as Recipients Once you are logged in click on SMTAs ready for acceptance from the menu As Recipient As Recipient SMTAs ready for z acceptance A new page will open listing all SMTAs that are waiting to be reviewed and eventually accepted see below Click wrap SMTAs Ready for your acceptance Click the magnifying glass icon Le next to the SMTA you want to review Click wrap SMTAs ready for your acceptance symbol Type Language eM TA DDABS3 OD A5 33 1 207 18 4 Page 58 Help on this page Displaying 1 5 of 5 result s Provider Click wrap French secretariat of the International Treaty To review in detail the SMTA document click on the Acceptance link at the bottom of the page displayed SMTA 00AB83 00AA33 120713 A Type Language State Provider Address Recipient Address URL of SMTA level associated information Acceptance List of PGRFA 1 1 of 1 potato hove ro Please note that by clicking on this link you
8. The system allows the user to upload as many documents as needed in the case the N information is contained in different text files However you can only upload one document at the time Page 48 Viewing the Sample List The material associated to the SMTA will be displayed on the screen in two separate lists depending whether they are PGRFA under Development or not Y Inthe top table are listed the materials List of PGRFA 1 1 of 1 enp C XN NEN 7 571 77 0c NR RN Carrot FAO bf CARROT D rts Y Inthe bottom table are listed the PGRFA under Development List of PGRFA under development 1 1 of 1 Crop Sample Identifier _ Associated information Ancestry information J Breadfrut FAC 333 BREADFRUIT Breadfruit FAO 111 BREADFRLNF D g The actions that can be taken on each sample listed in the table s are the following Y Click the magnifying glass icon e in order to View in detail a information collected on the sample A new page will open where the selected sample will be displayed see image below Then you can click on Go back to the SMTA view button View Sample B0332 Help on this page Crop Potato PGRFA under Development Mo Go back to the SMTA views a S Y Click the Editing icon in order to modify the information recorded for this sample A new page will open with the same structure as a Sample Form where at the top of Page 49 the page wil
9. amendments which you can find by clicking on Pending SMTAs on the Main Menu Page 62 As Provider Generate new SMTA Pending SMTAs SMIAs ready for reporting Reported SMIAs Go to Online Reporting Form Due to the amendment request the SMTA is made editable again by the Provider so that he can change the SMTA information or the list of materials being transferred SMTAs with pending amendment requests Displaying 1 1 af 1 results Amendment request Date of request Recipient SMITA OOABSS 00AA535 Click AMENDMENT REQUEST include FAC 222 02 08 2012 Francione 120720 wrap BREADFRUIT peers Gerardo Please note that in the above list is available a description of the amendment request in the corresponding column We recommend you carefully read this information before modifying the SMTA In this example the Recipient has requested the Provider to include a supplementary crop called FAO 222 BREADFRUIT a AMENDMENT REQUEST include FAO 222 BREADFRUIT Once you click on the Editing icon Le you will be taken back to Step 1 so that you can review the information entered in all the steps of the generation of the SMTA When you are satisfied with the changes you have made you can again open the SMTA for click wrap acceptance see Step 3 You may have to repeat this process if more amendment Page 63 requests are submitted until the Recipient eventually accepts the agreement or the SMTA is rejected
10. and deleted altogether You can now Dpen this SMTA far click wrap acceptance f Edit the list of Material shown in Annex 1 of the document above Edit other attributes such as the Recipient the type or the language Othenwise just choose an option in the menus an the left Once the Provider has re opened the modified Click wrap SMTA for acceptance the Recipient Will receive a notification mail as before so that he can proceed to review it From SMTA Support To Recipient Subject Updated SMTA The SMTA SMTA 00AB83 00AA33 120720 has been updated Please login into the Information Technology System in support of the Multilateral System of Access and Benefit sharing of the International Treaty on Plant Genetic Resources for Food and Agriculture and review the contract The SMTA is ready for acceptance b For shrink wrap and signed SMTAs the provider can change the document at any time and send it to the Recipient as required Page 64 4 2 Shrink wrap SMTA Acceptance For shrink wrap SMTAs the document should be printed and attached to the parcel being shipped By accepting the parcel the Recipient is accepting the terms of the SMTA attached In this case the Provider has to go back to the Review document page to enter the date of the shipment and the name of the person the shipment was addressed to see Step 3 Finalizing the SMTA and Step 5 4 3 Signed SMTA Acceptance For s
11. are available to comply with this requirement i Enter the information against each sample In this case nothing needs to be entered in this form This option is the most appropriate when you transfer material for several different crops sharing little or no information ii Enter the URL of a page where the required information can be found This option is the most appropriate if you have a website where this information can be found or if you have compiled a document with it and uploaded such document to one of the many websites offering document sharing services The advantage of this option is that the SMTA document is shorter Page 79 iii Enter the required information in the text field provided As the maximum length of the text that can be entered in this field is limited to about 50KB roughly 20 pages this option can only be used when all the material in Annex 1 of the SMTA shares the same information or very little is available for each sample ASSOCIATED INFORMATION cave and Continue When you have entered all the information click on to proceed with the next step listing the material being transferred Page 80 1 4 Necessary Information for Reporting At the bottom of the page below the yellow box the system displays additional fields that correspond to the necessary information needed for reporting Please note that these do not appear on the same screen of the OSGR tool These fields vary acc
12. particular user it allows you to invite the potential user electronically gt How dol change the language of the interface In order to change the language of the interface you have to go to View Profile and there you will be able to choose the language you prefer under Edit profile Page 100 Additional Information and Resources In addition to this manual the Secretariat has also developed a set of presentations brochures and other materials to facilitate training and promotion of Easy SMTA These materials are available in the six official languages of United Nations Arabic Chinese English French Russian and Spanish E The International Treaty EARTEN RNU TOR TOO JD ZORCUTTAT TJ These resources can be downloaded from the website Easy SMTA www planttreaty org Sy SA The International Treaty qe yg GN PLANT GENETIC RESOURCES FOR FOOD AND ASRICULTURI Standard material transfer agreement SE he International Treaty M ON PLANT GENETIC RESOURCES FOR FOOD AND AGRICULTURE Easy SMTA Information System developed to assist users of the Multilateral System of Access and Benefit sharing Introduction The International Treaty 728 ON PLANT GENETIC RESOURCES FOR FOOU AND AGRICULTURE maam Recipient U Easy SMTA Information System developed to assist users of the Multilateral System of Access and Benefit sharing Basic
13. sur les ressources phytog n tiques pour l alimentation et l agriculture ci apr s d nomm le Trait a t adopt par la Conference de la FAO sa trente et uni me session le 3 novembre 2001 et est entre en vigueur le 29 juin 2004 Le Trait a pour objet la conservation et l utilisation durable des ressources phytog n tiques pour e Yes read and accept the SMTA document as shown above Do you accept this SMTA contract C Ho changes need to be made or want to cancel the SMTA cave my choice above Go back without doing anything e f you have no objections concerning the agreement and wish to accept the SMTA straight away click on the first checkbox Yes I read and accept the SMTA document as shown above then select Save my choice above Page 60 Once the Click wrap SMTA has been accepted the Provider will receive a notification mail informing him that the agreement has been approved From that moment he will be able to proceed with reporting the SMTA to the Governing Body See Step 5 From SMTA Support To Provider Subject SMTA ready for reporting The SMTA SMTA 00AB63 00AA33 120501 has been accepted by the recipient and is ready for the reporting Please login into the Information Technology System in support of the Multilateral System of Access and Benefit sharing of the International Treaty on Plant Genetic Resources for Food and Agriculture to be able to report onlin
14. system l Then click on and the homepage of Easy SMTA will open fi English Fran ais Espa ol lag ir registet SA The International Treaty gt ON PLANT GENETIC RESOURCES FOR FOOD AND AGRICULTURE Text of the Treaty Governing Body Contracting Parties About us The Treaty Homepage Documentation Centre The Programme Latest Notifications Farmers Rights Y Launch of Easy SMTA Multilateral System Susta n aL Global Information Systete N Contribution to the Benefit sharing Fund in the context of a new e licensing platform Meetings and Events Governing Bd The Multilateral Stetem Inter session All Meetings What is it What is the SMTA Benefits Negotiation of the SMTA Media Room a ae Annex 1 Online Reporting System Collections included Frequently A4 Calendar of amp Information Motifications Article 15 Agreements Data and Charts on the MLS Stay informe Training Resd Documentatic Operationalization The Third Party Beneficiary Capacity Building Programme Information Technology Tools Page 16 The Homepage of Easy SMTA The homepage welcomes users and provides a short description of the main tools of the system and how it helps users to generate SMTAs and to report to the Governing Body You can also find the links to the login and to the registration pages which are available on the left menu and also at the bottom in the text a shown below
15. the OK button to proceed or on Cancel to abort this action The user may make use of any of these actions while the state of the SMTA report is marked as Being compiled Once the state of the SMTA is marked as Reported only the Viewing option magnifying glass icon 2 will be available Page 97 Step 3 Reporting If at least one sample has been added to the SMTA the link Send report appears in order to indicate that the SMTA can be reported to the Governing Body SMTA 111 222 120803 Help on this page Type Click wrap Language English State Being compiled Provider Secretariat of the International Treaty Recipient Francione Gerardo Add Sample Upload Samples Upload document port List of PGRFA 1 1 of 1 Breadtruit FAO 333 BREADFRUIT No PGRFA under Develooment Isted for this SMTA Once the user has clicked on Send report and has confirmed the action the SMTA record cannot be changed in any way The SMTA is then displayed on list below entitled SMTAs you have reported to the Governing Body You may access this page at any time by clicking on Submitted reports in the sub menu Online Reporting form Online Reporting Form New SMTA report Pending SMTA reports Submitted reports ke Go to Online SMTA Generation and Reporting Page 98 SMTAs you have reported to the Governing Body Displaying 1 6 of 6 result s Acceptance Date of Signature SMTA O0ABSS 004433 S
16. 11 222 120803 Help on this page Type Click wrap Lanquage English 1 State Being compiled Provider y Recipient Add Sample Upload Samples Upload document Alo results found No PIGRFA under Development listed for this SMTA In the following pages we explained in detail how to use each option Before starting please note that this screen also contains a sum up of the main features of the SMTA being compiled We recommend you take note of this information and verify it before going to Step 3 Page 83 SMTA 111 222 120803 Type Click wrap Language English State Being compiled Provider Recipient Add Sample 1 Upload samples Upload document Y The is displayed at the top of the screen Y The type of the SMTA Click wrap or Shrink Wrap or Signed v The language of the SMTA one of the six official languages of United Nations v The state of the SMTA Being compiled or Reported v The name of the Provider v The name of the Recipient Page 84 Upload Document Optional The use of this function is not mandatory and has been incorporated following the requests of the users in the previous version of the system Optionally the user can upload a PDF file for a SMTA document previously digitized or converted to PDF to the system for archiving To do so click on Upload document at any moment during this step SMTA 111 222 120303 Help on this page Type Click wrap Langu
17. 11 Rec pem TOC ILINC a IO U seere E tdv EUII E MESEn At PDT Sequi MUT SM 28 1 2 SMTA Attributes serierna a r E EE REA E E ER aaa annes 31 DUPLI T 31 Document e a ARI T PER ERR RTT 32 TS Associated INTONMGLION sessesexveioveadtuvesexvev boe tdutexe E HERMEE Set UT EAR Eb Eden 33 STEP Z Listine OPUS eise simid cade iS QN ets E um eT DEUM MTM ESQ eS MEME 35 Page 4 Pr Nes PGS ANP asco diis ciam ee tess Mte tup Md usu i saenteeseecdoean 38 2 2 NV NOS AU OVS sachs es bursa aces pecan iere sms opp Sc S uestro LIES D meee 42 Viewing the Sample NSU sis tedesnincccenanetessais Pese Madp cadet esnde apu ua Fobna DS Pese ties Une set ates eua oues TREE UUDN 48 AEP S i i Rb uta ij C 50 SMART m E 52 SEM aa Uday cand gous MTA sms 53 F r Click wrap SMTAS aeons HX 53 For Shrink wrap SMTAs and Signed SMTAs ssscccccsseccccessccecescceceuseceesenecceeeeneeessuneces 55 TEPA E so 6 Cr 57 4 1 Click wrap SMTA Acceptance 4 tiers se tatirrs sat ure Ya over eiu Paare eue Lab v east be yup be ex mu Siro vp TED Ee pee 57 Accepting a Click wrap SMTA Recipient side ccccccceeseccccceeeseececeeeeecceeeeeeseceeeeaenseess 57 Dealing with Amendment Requests Provider side ccccccssssecceeceessecceeeeeeeeeseeeeenseess 61 4 2 Shrink wrap SMTA Acceptance csscsessssssecsonssscunssscncoussectens
18. 803 Help on this page Type Click wrap Language English State Being compiled Provider Recipient Add Sample Upload Samples Upload document Add Sample Help on this page Fields with are required Crop Breadfruit Sample Identifier Check here if this Material is PGRFA under Development Add Sample Cancel The Sample form includes the following fields Y Crop choose from the pull down list Ereadfruit re You may find a more detailed list of the crops displayed in this field in the Annex 1 of this manual which reproduces Annex 1 of the International Treaty Page 87 If the crop you have transferred is not listed please choose Other and enter its name in the text field that appears Crop Enter name of other crop Y Sample identifier It allows identifying the sample from other samples of the same variety and it is assigned by the Provider The Sample identifier can be a number or a string containing numbers and letters Usually it is the accession number for genebanks Sample Identifier Y Associated information This field only appears if you have chosen to enter the associated information against each sample Associated information Y Check here if this Material is PGRFA under Development Only click this checkbox if the material that you have transferred is PGRFA under Development If not then simply click Add sample Plant Genetic Resources for Food and
19. 9 0657053057 email SMTA support fao org I 4 wd bo Q j 2 a Pa i ev y s as EE Dal E RE ye APPENDICE FAO Governing Body Multilateral System PGRFA SMTA OSGR ORF UNICC Secretariat CIRAD International Treaty Page 103 Acronyms and Abbreviations Food and Agriculture Organization of the United Nations Governing Body of the International Treaty on Plant Genetic Hesources for Food and Agriculture Multilateral System of Access and Benefit sharing of the International Treaty on Plant Genetic Resources for Food and Agriculture Plant Genetic Resources for Food and Agriculture Standard Material Transfer Agreement Online SMTA Generating and Reporting tool Online Reporting Form United Nations International Computing Center Secretariat of the International Treaty of Plant Genetic Resources for Food and Agriculture Centre de Coop ration Internationale en Recherche Agronomique pour le Developpement French International Research Center for Agricultural Development International Treaty on Plant Genetic Resources for Food and Agriculture Page 104 ANNEX I List of crops listed in the Annex I of the International Treaty Food crops Breadfruit Breadfruit only uu Genera included are Brassica Armoracia Barbarea Camelina Crambe Diplotaxis Eruca Isatis Lepidium Raphanobrassica Raphanus Rorippa and Brassica complex Brassica et al S
20. Agriculture under Development means material derived from the Material and hence distinct from it that is not yet ready for commercialization and which the developer intends to further develop or to transfer to another person or entity for further development The period of development for the Plant Genetic Resources for Food and Agriculture under Development shall be deemed to have ceased when those resources are commercialized as a Product Article 2 of the SMTA Page 88 If you click the checkbox a conditional field appears entitled Ancestry information For PGRFA under Development the SMTA requires you to indicate the crop s and Sample identifier s of the PGRFA received under the Multilateral System from which the Sample is derived Breadfruit FAQ 333 BREADFRUIT Sample Identifier Check here if this Material is PGRFA under Development Ancestry information Add Sample Cancel Such information can be entered as Crop Sample ID 1 Sample ID 2 BREADFRUIT FAO 111 FAO ZZZ Ancestry information Once you are finished entering all the information click Add Sample to save the record Page 89 Breadfruit FAO 333 BREADFRUIT Sample Identifier The Sample identifier uniquely identifies this sample distinct fram other samples nf the same variety You may also write the common name in brackets for example IRGC 328 A amp zucenaj Check here if this Material is 7
21. Click wrap Language English State Being compiled Provider Secretariat of the International Treaty Address Viale delle Terme di Caracalla 00153 Rome Italy Recipient Francione Gerardo Address via Roma 100 Italy URL of SMTA level http mls planttreaty org 1 associated information Add Sample Upload Samples x 2 No PGREA ilsted for this SMTA click Add Sample or Upload Sampie above No PGREA under Development listed for this SMTA click Add Sample or Upload Sample above In the following pages it is explained in detail how to use each option Before starting please note that this screen also contains a sumary of the main features of the SMTA being compiled We recommend you take note of this information and verify it before going to Step 3 SMTA 00AB83 00AA33 1207 20 Type Language State Provider Address Recipient Address URL of SMTA level associated information Click wrap English Being compiled secretariat of the International Treaty Wale delle Terme di Caracalla 00153 Fome Italy Franciane Gerardo via Roma 100 Italy http mls planttreaty org Add Sample Upload Samples I Y Page 36 Y The SMTA Symbol has been generated and is displayed at the top of the screen this is the code that the system assigns to each new SMTA being compiled which includes your PID the Recipient s PID and the date in which the SMTA was first registered in t
22. Concepts Francisco Lopez Treaty Support Officer v Page 101 Security Security integrity and confidentiality continue to be a top priority for Easy SMTA The identifiable information collected by the System for the provision of services will be used by FAO acting as a Third Party Beneficiary of the SMTA and will not otherwise be shared For further protection Easy SMTA website has been certified by GeoTrust Company This means that Easy SMTA website now benefits from a SSL certificate which is a security layer installed in the web server ensuring the identity and ownership of the site and the security of the connection Additionally Easy SMTA benefits from the hosting services of the United Nations International Computing Center UNICC a UN special agency which applies high security standards and monitors the servers constantly to prevent potential risks Moreover the content of the system is protected against loss misappropriation unauthorized access by any third party disclosure alteration or destruction Page 102 Contact Us You can contact the Secretariat of the International Treaty to get additional support or to report any bug on this manual or make any suggestion for its improvement International Treaty on Plant Genetic Resources for Food and Agriculture Food and Agriculture Organization of the United Nations Viale delle Terme di Caracalla 00153 Rome Italy Tel 39 0657053554 Fax 3
23. PGRFA under Development Add Sample Cancel By clicking on the Add Sample button the system will take you back to the screen at the beginning of Step 2 where the sample list will be displayed Vl 7 Paad In order to add another sample to the list you will have to compile a new Sample form the list will update automatically You must do this for each sample and you may enter as many samples as you wish O un Page 90 2 2 Upload Samples If you prefer to list the samples by uploading a document containing this information click on Upload Samples This option is recommended if you have many samples to add SMTA 111 222 120803 Help on this page Type Click wrap Language English State Being compiled Provider Recipient Add Sample Upload Samples Upload document A popup window will appear where you will be able to upload the document containing the samples by clicking on the Choose File button Annex1 upload x pe help on this page to understand how the upload file should be prepared Choose File a file chosen Upload Cancel In order to upload samples a text file txt must be prepared with the following columns from left to right v Crop name Enter the crop name exactly as it appears in the Annex 1 of the International Treaty on Plant Genetic Resources for Food and Agriculture or other crop name if different Y Sample identifier v Associated information use th
24. Page 1 Easy SMTA User Manual Information System developed to assist users of the Multilateral System of Access and Benefit sharing of the International Treaty Page 2 The designations employed and the presentation of material in this information product do not imply the expression of any opinion whatsoever on the part of the Food and Agriculture Organization of the United Nations FAO concerning the legal or development status of any country territory city or area or of its authorities or concerning the delimitation of its frontiers or boundaries The mention of specific companies or products of manufacturers whether or not these have been patented does not imply that these have been endorsed or recommended by FAO in preference to others of a similar nature that are not mentioned The views expressed in this information product are those of the author s and do not necessarily reflect the views of FAO All rights reserved FAO encourages the reproduction and dissemination of material in this information product Non commercial uses will be authorized free of charge upon request Reproduction for resale or other commercial purposes including educational purposes may incur fees Applications for permission to reproduce or disseminate FAO copyright materials and all queries concerning rights and licences should be addressed by e mail to copyright fao org or to the Chief Publishing Policy and Support Branch Office of Knowledge E
25. TA symbol and then select the Report button Page 66 SMTAs ready for reporting Help on this page Displaying 1 1 af 1 result s Acceptance Date of Signature eM TA TDABS3 DDA 2 33 Shrink Francione F M wrap Gerardo ele Once reported the SMTA cannot be changed in any way and it is classified in the list SMTAs you have reported to the Governing which you can find by selecting Reported SMTAs in the Menu Page 67 As Provider Generate new SMTA Pending SMTAs SMTAs ready for reporting Reported SMTAs t Go to Online Reporting E Form t Search archive of reported SMTAs Use the form below to define the SMTAs to search for Use of as wildcard is allowed where indicated Search is not case sensitive Symbol Use 95 as wildcard e g 200755 to find all SMTAs whose symbol begins with 2007 Acceptance Any Y Language Any v Recipient PID act match only no wildcard allowed Recipient type Any Y Recipient country Any Crop Any c Use as wildcard e g RGC to find all SMTAs transferring samples whose identifier Sample Identifier begins with IRGC PGRFA under Any Development Search On this screen the user is able to search into archived reported SMTAs selecting several options Symbol Id type of Smta Smta language Recipient PID Recipient type Recipient Country and etc or simply by clicking on the Search button to see all the reported SMTAs
26. address to reduce chances of typos User status Individual Name Surname Address Country Afghanistan Telephone Fax EE Shipping address to None receive material NETUS Interface Language English gt Online SMTA Generation and Reporting Preferred tool oe Online Reporting Form accept the Terms of 7 Use Verification Code set a new code Register Page 19 Y User status For reporting as well as for aggregated statistical reasons users are categorized into individuals and organizations The fields required vary according to this choice For individuals the following fields are available Name and Surname required Address required Use multiple lines as in 123 Some Street Ave 12345 Some City Country required choose from pull down list Telephone Fax For organizations the following fields are available Type required choose from pull down list Organization required enter the name of the organization Address required Do not repeat the name of the organization use multiple lines as in 123 Some Street Ave 12345 Some City Country required choose from pull down list Name and contact details of the Official authorized to accept SMTA contracts on behalf of the organization are required Name and Surname required Email to be entered twice to reduce chances of typos Telephone Fax The system checks tha
27. age English State Being compiled Provider Recipient Add Sample Upload Samples Upload document The following window will appear where you can select the document from your files by clicking on the Choose File button SMTA document upload Choose File No file chosen Upload Cancel Then click on the Upload button to proceed SMTA document upload Choose File EMTA document pdf Upload Cancel Page 85 Once the document is uploaded the system brings you back to the main screen of Step 2 where you can now find a link entitled Download document This link corresponds to the document you have previously uploaded It allows you to download the document in order to verify that it has been correctly uploaded to the system SMTA 111 222 120803 Help on this page Type Click wrap Language English State Being compiled Upload document Download document Provider Recipient You may start again the process if needed for example if you notice you have uploaded the wrong document Please note that the newly uploaded document will replace the old one Indeed the system only allows you to upload a single document for each SMTA report with this option fo Page 86 2 1 Add Samples If you have chosen to list the samples one by one click on Add Samples and the Sample form will appear This option is recommended if you have one or few samples to add SMTA 111 222 120
28. are not definitively accepting the SMTA it will only lead you to a page where a preview of the SMTA is Help on this page Click wrap French Ready for acceptance secretariat af the International Treaty Viale delle Terme di Caracalla 00153 Rome Italy Francione Gerardo via Roma 100 Italy http mls planttreaty arg assaciated infa here Page 59 From the next page you will be able to review save or print the SMTA document and proceed to its acceptance by selecting one of the options in the form at the bottom of the window see green box below SS SS The International Treaty x YS QN PLANT GENETIC RESOURCES FOR FOOD AND AGRICULTURE Main menu Accept click wrap SMTA Help on this page Hame Please carefully read the SMTA in the frame below About You can accept the document in its current form ask for it to be cancelled or request amendments to the following parts Contact View Profile Material being transferred as listed in Annex 1 your name and or address as in Art 1 2 and Art 10 Logout Kimura acceptance method signed or shrink wrap are available instead of click wrap As Provider Generate new SMTA Pending SMTAs SMTAs ready for reporting Reported SMTAs Go to Online Reporting Form ACCORD TYPE DE TRANSFERT DE MAT amp Eacute RIEL SMTA 00A BS3 004433 120715 A4 As Recipient Decument penezated om 2012 07 19 10 19 27 SMTAs ready for acceptance PREAMBULE Le Trait international
29. associated infol associated info ancestry infol ancestry infao2 Save in E Step2_Upload Samples Q AX Gy EJ E upload Columns t t upload example t tt My Recent F upload exarple2 txt Documents Upload examgpie PGES under developeent tst C upload examples y ando tt My Network Places File name upload example2 txt x Save as type CEER Tab delimited txt ____L_L_L______ZT cous A Tools Page 45 Once the document is ready click Choose file and select the file to upload Upload Material Choose File No file chosen When you click Upload please wait for the process to finish The result of your submission will appear in the frame below l My Recent Documents Upload Close Desktop S My Documents My Computer uw File name upload at gt Open amp TUNE Files of type A Files Cancel Places Open as read only 7 Then click Upload to start the process Upload Material Choose File upload txt When you click Upload please wait for the process to finish The result of your submission will appear in the frame below Upload Close LZ Page 46 If the system detects an error the line number is displayed along with a detailed explanation of the problem Please note that if any error has been flagged all the samples contained in the text file you was trying to upload are deleted bringing the SMTA back
30. atio Once you find the correct Recipient click on it then press Choose selected Cannot find the Recipient Send a registration invitation using the button below PID Organization ean Displaying 1 1 of 1 results Francione Gerardo BIBT gmail com via Roma 100 Italy Send registration invitation Choose selected Recipient Cancel Clicking the Search button will show below the users matching your query Select one and then click anywhere on the line with the Recipient information to highlight it and then click the Choose selected Recipient button to proceed The more the system is used by users all around the world the easier it will be to find individuals and organizations with this form Page 29 If you do not find the Recipient you are looking for please double check the search criteria you entered If the information entered is correct it is possible that the Recipient is not yet registered on the system In this case you can invite the Recipient to register on the system For this please click the Send registration invitation button Recipient selection To search for individuals enter PID or Surname To search for organizations enter PID or Organization Once you find the correct Recipient click on it then press Choose selected Recipient PID Surname Organization Organization name Search No results found Send registration invitation Choose selected Recipient Can
31. aty ON PLANT GENETIC RESOURCES FOR FOOD AND AGRICULTURE ixl cH X english francais pycckwA espa ol Main menu User registration felpen Temm Fields with are required Home About Contact Username Register OT eat iis Password Security question Reply Email Retype Email address Y Username It is the name to be entered as part of the access credentials Any text can be entered up to 20 characters in length The user must remember this entry as there is no way to recover it v Password It is a secret text string that is used together with the username to authenticate the user and grant access to system s functions The password must be at least 8 characters long include at least one uppercase and one lowercase letters and at least one digit If forgotten the password can be reset using the question answer mechanism described below Y Security question It allows the user to reset his password in case it has been forgotten The user does not choose from a list of questions he must create his own one Page 18 Y Reply It is the answer to the security question above and only the user should know it Dates of birth or names of close relatives should be avoided Names of primary school teachers names of pets names of preferred actor actress or singer are recommended Y Email Is the primary email account that will be receiving all system notifications It is required to be entered twice see Retype Email
32. blished a Multilateral Svstem both to facilitate access to Plant Genetic Resources for Food and Agriculture and to share in a fair and eouitable wav benefits arising from the utilization of these resources on a comolementacy amd Page 51 On this screen the Provider may firstly edit the SMTA 1 if it is required Once the SMTA has been carefully reviewed he may proceed to the final task of this step which is finalizing the SMTA 2 In order to do so please refer to the bottom of the page where you can find a blue box entitled You can now You can now Edit the list of Material shown in Annex 1 af the document above Edit other attributes such as the Recipient the type or the language Otherwise just choose an option in the menus an the left 2 The three links displayed in this section correspond to the options made available to you as the Provider You will find in the following pages a detailed explanation of these options Page 52 3 1 Editing the SMTA It is highly recommended to begin with the second and third links which allow the Provider to modify for the last time the content of the SMTA before finalizing it These two links are available no matter what the current SMTA method of acceptance is i e Click wrap Shrink wrap or Signed SMTA You can now Edit the list of Material shown in Annex 1 of the document above Edit other attributes such as the Recipient the type ar the language Oth
33. cel A new page will appear where you will be asked to enter and confirm the email address of the Recipient you wish to invite The language to be used in the email message can also be selected from the corresponding pull down list Use the form below to invite a Recipient to register on the system Fields with are required Email address of the Recipient to invite Please retype Recipient s email address Invitation message to be sent in English Send registration invitation Page 30 When the invitation is successfully sent the following message will appear The invitation has been sent Please walt for the Recipient to register Once the invitation is sent the Recipient will receive a notification mail see below containing a link that leads directly to the registration screen The Recipient can therefore start right away the registration process From SMTA Support To Recipient Subject Provider invites you to register in the ITPGRFA system Provider was about to compile an SMTA involving you as the Recipient but he could not find you on our directory In order to facilitate the processing of your order you should register on the system by completing a registration form available here In order to minimize delays it is recommended that the Recipient informs the Provider of his registration as soon as possible so that the Provider can proceed with t
34. cious systems to register fake accounts automatically You are requested to enter the slightly distorted text shown in the box letters are not case sensitive If you cannot read it properly please click the Get a new code link and try again When the form is completed click the Register link If there is any error you will be notified at the top of the page and the field s needing correction will be highlighted in red In order to view and to update the information provided during the registration please log in click on View Profile from the main menu and afterwards Edit profile at the bottom of the page The profile page is also where you can see your PID code Page 21 Login Login Please fill aut the following form with your login credentials Fields with are required Username Forgotten your password Enter your username above and click here to recover it Password Login Please make sure you enter your correct Username and Password uppercase and lowercase letters as well as digits If the system indicates that the information you have entered is incorrect please wait at least 10 seconds before reentering your username and password otherwise it may not work This feature has been set up for security reasons in order to prevent and limit any attempt of impersonation However if the problem persists please close the login browser then open it again and try to login once more I
35. d Sample button the system will take you back to the screen at the beginning of Step 2 where the sample list will be displayed VI In order to add another sample to the list you will have to compile a new Sample form the list will update automatically You must do this for each sample and you may enter as many samples as you wish p a Page 42 2 2 Upload Samples If you prefer to list the samples by uploading a document containing this information click Upload Samples and a window will appear where you will be able to upload the information This option is recommended if you have numerous samples to add SMTA 00AB83 00AA33 120727 B Help on this page Type Click wrap Language English State Being compiled Provider Address Recipient Address URL of SMTA level http mils planttreaty arg associated information Add Sample Upload Samples No PGRFA listed for this SMTA click Add Sample or Upload Sample above No PGRFA under Degteloorment listed for this SMTA click Add Sample or Unload Sample above Upload Material Choose File No file chosen Help on this page When you click Upload please wait for the process to finish The result of your submission will appear in the frame below Upload Page 43 In order to upload samples a text file txt must be prepared with the following columns from left to right v Crop name Enter the crop name exactly a
36. e e f you wish to request amendments or cancel the SMTA then click on the second checkbox No changes need to be made or want to cancel the SMTA You must then enter in the text field a description of the changes you are proposing concerning any aspect of the SMTA that needs to be changed or explain why you wish to cancel the SMTA When finished select Save my choice above AMENDMENTS THAT SHOULD BE MADE Page 61 e f you are not sure yet about your decision for example if you have to consult with somebody else before accepting the SMTA you can select the Go back without doing anything button Save my choice above Go back without doing anything Dealing with Amendment Requests Provider side If the Recipient requests an amendment to the SMTA what you are required to do depends on the SMTA acceptance method a For click wrap SMTAs you will first of all be notified by mail that an amendment has been requested From SMTA Support To Provider Subject Amendment request to SMTA The SMTA SMTA 00AB83 00AA33 120720 has been returned to you with an amendment request Please login into the Information Technology System in support of the Multilateral System of Access and Benefit sharing of the International Treaty on Plant Genetic Resources for Food and Agriculture and take appropriate action The corresponding SMTA will be listed under the list entitled SMTAs with pending
37. e in lo Step2_Upload Samples 9 0A Xai My Recent d Documents eS PGS under development txt y andn bt My Documents 9 My Computer D My Network Places File name upload _example2 txt v Save as type Text Tab delimited txt X Tools 7 Cancel A Once you have prepared your document you may select the file Choose File button and click Upload to start the process Annex1 upload x Please read the help an this page to understand how the upload file should be prepared Choose File pload examplel txt E Upload Cancel Hi Page 93 If the system detects an error the line number is displayed along with a detailed explanation of the problem Please note that if any error has been flagged all the samples contained in the text file you was trying to upload are deleted bringing the SMTA report back to the state it was before the upload was attempted This way the problem can be fixed and the upload attempted again Example of error concerning the content of the text file Processing started on 2012 08 09 12 29 50 Error at lme 1 Please enter y or n for PGRFA under Development Processing ended on 2012 08 09 12 29 50 One or more errors have been found No Sample has been uploaded Fix the errors m your upload file and try agam Example of error concerning the format of the text file Processing started on 2012 08 09 12 30 40 The file must have extension txt Proces
38. e pipe symbol as newline Page 91 v PGRFA under Development enter y for yes or n for no without the quotes Y Ancestry information Only for PGRFA under Development use the pipe symbol as newline The text file must have a txt extension Columns are separated by the TAB character The application used to prepare the file must be a text editor and not a word processor so that no formatting or extra characters are included beside actual data The file can be obtained from Microsoft Excel or any other text editor by using the Save as option and choosing the Tab delimited text format Columns may overlap giving the impression that the file is scrambled but the system will be able to correctly parse the file provided that the format is correct Schema of the text file tab delimited D upload_Columns txt Notepad File Edit Format view Help Crop name Sample Identifier associated info Example 1 PGRFA Sample txt file 5 upload_example1 txt Notepad l z joj x File Edit Format View Help Potato 60332 associated info n Page 92 Example 2 PGRFA under Development Sample txt file D upload _example3_PGRFS under development txt Notepad I Bl x File Edit Format View Help Potato B0332 associated infol associated inftoa2 ancestry infol ancestry infao2 Example 3 PGRFA Sample Excel document with txt extension fal F G H E Patato associated info Sav
39. eaty are followed by individual providers and recipients of plant genetic material The basic concepts involved in preparing an SMTA are explained below The Multilateral System of the Treaty can be thought as a global pool of plant genetic resources for food and agriculture PGRFA shared and managed jointly by all Contracting Parties Provider The party to the contract shipping the plant genetic resources It can be an individual or an organization The provider must be registered on the system to be able to use the tools Recipient The party the material is sent to It can be an individual or an organization The generation and reporting tool OSGR requires the Recipient to also be registered on the system When the Provider initiates the compilation of an SMTA he can also send an e mail invitation to recipients that are not listed as users of the system PID The PID is a unique 6 character code assigned by the system upon user registration Each user account is forever identified by the same PID It is used to tell apart among homonymous users Provider s and Recipient s PIDs are incorporated in the SMTA Symbol generated by the system for each SMTA Samples The plant genetic material being transferred with the SMTA It is identified by the Sample ID and the crop name It can be PGRFA under Development according to the terminology of Article 2 of the SMTA in which case ancestry information is also required Sample ID
40. erwise just Choose an option in the menus an the left Y Clicking on the first highlighted link see image above allows the user to Edit the list of Material and it leads the user to the main screen of Step 2 Y Clicking on the second highlighted link see image above allows the user to Edit other attributes of the SMTA such as the Recipient the type of SMTA or its language or the associated information and leads the user to the main screen of Step 1 UN This is particularly important concerning Click wrap SMTAs because once the SMTA is opened for acceptance it can no longer be modified Unless the Recipient request amendments whereas for signed and shrink wrap SMTAs the SMTA document can always be modified and re printed by accessing the Easy SMTA system Page 53 3 2 Finalizing the SMTA Once the SMTA document has been revised and any eventual modifications have been made to it the provider can proceed to the finalization of the SMTA by clicking on the first link which varies depending on the SMTA acceptance method In the subsequent pages we will be describe how to finalize the different SMTAs For Click wrap SMTAs You will find the following link Open the document for acceptance You can now Open this SMTA far click wrap acceptance Edit the list of Material shown in Annex 1 of the document above Edit other attributes such as the Recipient the type ar the language Otherwise just choose an option
41. f the problem remains unsolved please contact us at SMTA Support fao org If you have forgotten your Password enter your Username then click here to recover it E M Forgotten your password Enter your username above and clic here fo recover it This link will lead to a new page where the system will ask you the reply to the Security Question i e the question you set during the registration process Then click Submit Page 22 Password reset form To reset the password please reply to your security question and press Submit Anew password will be sent ta the email address associated to your account Fields with are required Question 9 Reply E Once you have clicked on the Submit button the page will display the following message confirming that your Password has been reset Password reset confirmation Your password has been reset and the new password has been sent ta the email address associated ta your account When you receive the email with the new password we recommend you login and immediately change your password As indicated in the above message you will receive an email containing your new password to the email address associated to your account From SMTA Support To User Subject Password Reset Your password has been reset as requested Here are your new account details e Username usernamel e Password Password2 Please note that
42. fg The actions that can be taken for each sample included in the table s are the following Y Click on the magnifying glass icon in order to View in detail the information recorded for each sample A new page will open where the selected sample will be displayed see image below You can also Go back to the SMTA view by clicking on the corresponding button View Sample B0332 Help on this page Crop Potato PGRFA under Development Mo Go back to the SMTA view a Y Click the Editing icon in order to modify the information recorded for a particular sample A new page will open with the same structure as a Sample Form where at the Page 96 top of the page it will be displayed the ID of the select sample see image below The fields are made editable so that the user can modify their content Then the click Save to register the modifications Update Sample 282077 Help on this page Fields with are required Crop Potato B0337 Sample Identifier Th e Sample identifier uniquely identifi sample distinct fram ath er samples of the same variety You may also write the common name in brackets for a7 example IRGC 328 Avucena Check here if this Material is PGRFA under Development SAVE Cancel Y Click on the Red Cross icon x in order to delete a sample A popup window will appear asking you if you are sure you want to delete the selected sample Click on
43. g little or no information ii Enter the URL of a page where the required information can be found This option is the most appropriate if you have a website where this information can Page 34 be found or if you have compiled a document with it and uploaded such document to one of the many websites offering document sharing services The advantage of this option is that the SMTA document is shorter iii Enter the required information in the text field provided As the maximum length of the text that can be entered in this field is limited to about 50KB roughly 20 pages this option can only be used when all the material in Annex 1 of the SMTA shares the same information or very little is available for each sample ASSOCIATED INFORMATION Save and Continue When you have entered all the information click the button to proceed with the next step listing the material being transferred Page 35 STEP 2 Listing Samples In this step the user will proceed with listing the Material being transferred under the SMTA To enter the list of material being transferred you can choose between two options 1 Click the Add Sample link to enter manually information against each sample in the form that will appear in a new window or 2 Click on Upload Samples to upload a text file containing all the information about the samples that you must have prepared beforehand SMTA O0AB83 00AA33 120720 Help on this page Type
44. ge 7 The System in Detail Easy SMTA mls planttreaty org is a voluntary tool that provides users of the Multilateral System of the International Treaty with two tools The Online SMTA Generating and Reporting tool OSGR This tool supports the full SMTA workflow with functions for the generation revision and acceptance of new SMTAs as well as for the reporting to the Governing Body on concluded SMITA It addresses small provider needs with a tool designed to compile SMTAs and to report on them to the Governing Body according to the requirements spelled out in the SMTA and those approved later on by the Governing Body It can also be used as a reference and an example of how a SMTA management system could be implemented to comply with the current Provider s responsibilities towards the Governing Body The Online Reporting Form ORF This tool focuses exclusively on the reporting to the Governing Body of concluded SMTAs offering very similar options to the generating tool In order to facilitate its use both tools are available in the six official languages of the United Nations Arabic Chinese English French Russian and Spanish The Online SMTA Generating and Reporting OSGR Generating Reporting The Online Reporting Form ORF Page 8 Basic Concepts The Standard Material Transfer Agreement is a private contract with standard terms and conditions ensuring that the relevant provisions of the International Tr
45. he Annex of the International Treaty seeessss 104 Page 6 Chapter 1 Introduction to Easy SMTA Easy SMTA Making the Multilateral System Work The Multilateral System of Access and Benefit sharing started operating in January 2007 Since then the Secretariat has developed a set of voluntary information technology tools for SMTA users In 2009 the Secretariat in collaboration with CIRAD released the first version of Gene IT a user friendly stand alone software application to fill out and generate SMTAs in a semi automated way Gene IT is distributed in CD ROM and can also be downloaded free of charge from the Treaty s Website In order to facilitate SMTA provider s reporting obligations the Secretariat developed and published in November 2010 an information system that allowed the online reporting at accession level for all Annex 1crops That first version of the system was designed for the main purpose of implementing the Procedures for the Operation of the Third Party Beneficiary Since then the experience accumulated by the Secretariat of the International Treaty in assisting with the reporting process and the numerous requests and suggestions received from organizations and individual users have lead to releasing the second version of the System 2012 2010 2009 o Online Reporting enerating System Reporting 2007 Gene IT s ix MLS Start up Ww NS Pa
46. he compilation of the SMTA Page 31 1 2 SMTA Attributes Once the Recipient is identified you can proceed with the second task of this step setting the Type and Language of the SMTA SMTA Type The first field corresponds to the SMTA type i e its acceptance method select the tvpe of Type Click wrap x your iA Click wran Language Shrink wrap Signed According to Article 10 of the SMTA we can distinguish three types of SMTA depending of the acceptance method i Signed The document is sent to the recipient for physical signature and the material Zu is Shipped when the signed document is received and signed by the Provider This type of SMTA is the traditional way of doing things iii Click wrap The document is prepared by the Provider who makes it available to the recipient for acceptance by electronic means The Recipient using a tool function accepts the SMTA online without any need for signing and mailing back the document and paper form The system registers and witnesses the acceptance of the agreement ii Shrink wrap The document is shipped along with the material By accepting the parcel the recipient accepts the terms of the agreement No signature is required Page 32 Document Language The first field corresponds to the language of the SMTA Type Clickcwrap gt select the language of your SMTA Language English en d The system allows the SMTAs to be ge
47. he system in YYMMDD format Example of a SMTA Symbol The Provider s PID The The date in Recipient s PID YYMMDD A letter will be added if more than one SMTA is format generated the same day Y The type of the SMTA Click Wrap or Shrink Wrap or Signed v The language of the SMTA one of the six official languages of United Nations v The state of the SMTA Being compiled or Ready for acceptance or Reported Page 37 v The name and address of the Provider v The name and address of the Recipient v The associated information of the material being transferred the URL containing the information or the text entered previously in the appropriate text field Page 38 2 1 Add Samples If you have chosen to list the samples one by one click Add Samples and the Sample form will appear This option is recommended if you have one or few samples to add SMTA 00AB83 00AA33 12072 7 B Type Click wrap Help on this page Language English State Being compiled Provider Address BERE Recipient Address URL of SMTA level ftto mls planttreaty org associated information Add Sample Upload Samples No PIOGRFA listed for this ej TA click Add Sample or Uoload Sampole above No PGREA under Development fsted for this SMTA click Add Sample or Upload Sample above Add Sample Help on this page Fields with are required Crop Samp
48. hrink Francione 19 07 2012 19 07 2012 1207 19 A wrap Gerardo 11 08 48 SMTA O0ABS3 004433 Francione 19 07 2012 120719 B Signed Gerardo 1907 2012 41 13 38 Whereas if you click on Pending SMTA reports in the same submenu the System will lead you to the page where all SMTA reports that have at least completed Step 1 but have not yet been finalized are listed Displaying 1 1 of 1 result s a ohiTA 111 222 120005 Click wrap English Francione Gerardo PF Page 99 Chapter 5 User Assistance Frequently Asked Questions gt What do do if am not able to view the SMTA document in the review paned Window If you have problems viewing this pane please make sure you have the appropriate updated plug ins installed in your Internet browser to read the document Adobe PDF reader or other gt Howdol change an element from my Profile In order to view and to update the information provided during the registration please log in click on View Profile from the main menu and afterwards choose Edit profile at the bottom of the page The profile page is also where you can see your PID code gt How dol know the Recipient am looking for is registered in the system Both the Online SMTA Generating and Reporting OSGR tool and the Online Reporting Form ORF tool benefit from a search engine allowing users to find the recipient among the other registered users If the system does not find the details of a
49. igned SMTAs the document should be printed and presented to the Recipient for signature When the document is signed by both parties the Provider may want to go back to the Review document page to enter the name and date of signature see Step3 Finalizing the SMTA and Step 5 If the dates of signature of Recipient and Provider are different the latest one will be inserted Page 65 STEP 5 Reporting In this final step the user will be able to report an SMTA created with the Online STMA generating and Reporting OSGR tool To be able to report a concluded SMTA select SMTAs ready for reporting from the main menu If all the information required for reporting has been entered the SMTA will be classified in the list SMTAs ready for reporting displayed in the following page As Provider Generate new SMIA Pending SMIAs SMIAs ready for reporting EA Reported SMTAs Go to Online Reporting Fe Form SMTAs ready for reporting Help on this page Displaying 1 1 of 1 result s Acceptance Date of Signature cM TA DDABa3 DDOA A 3 Shrink Francione 120601 wrap Gerardo d Report Clicking on the magnifying glass icon e leads to the SMTA detail page where you can find the Review document link if the associated document is available always for the OSGR tool or if the document was uploaded through the ORF tool In order to report to the Governing Body the user has to click the checkbox next to the SM
50. in the menus on the left Once you have clicked on the link it freezes the SMTA as it is and invites the Recipient by email to review and accept it online Once you have clicked on the link a new page will open where you will find the SMTA under the list entitled Click wrap SMTAs awaiting for Recipient acceptance see image below On this list the system displays all Click wrap SMTAs that have been submitted for acceptance to the Recipient and that have not been concluded Click wrap SMTAs awaiting Recipient acceptance Displaying 1 5 of 5 result s Symbol Lanquage Recipient GNTA DDABS3 004 amp 33 1207 18 4 Click wrap French Francione Gerardo Page 54 If you want to consult further on this list the corresponding page can be accessed at any moment by clicking on Pending SMTAs in the submenu As provider As Provider Generate new SMTA Pending SMTAs SMTAs ready for reporting Reported SMTAs Go to Online Reporting Form On this page you will also find two other lists classifying the SMTAs according to their corresponding state Y SMTAs being compiled in the first list the system displays all the SMTAs that have at least completed Step 1 Save and Continue button was clicked but have not yet been generated Y SMTAs with pending amendment requests in the third list the system displays the Click wrap SMTAs that have been opened for acceptance for which the Recipient has indicated amendme
51. inapis This comprises oilseed and vegetable crops such as cabbage rapeseed mustard cress rocket radish and turnip The species Lepidium meyenii maca is excluded UM n Citrus Genera Poncirus and Fortunella are included as root stock Colocasia Major aroids include taro cocoyam dasheen and tannia Xanthosoma un ee Coconut Major aroids Page 105 Yams Dioscorea Finger Millet Eleusine Strawberry Fragaria Sunflower Helianthus Barley Hordeum Sweet Potato Ipomoea Grass pea Lathyrus Lentil Lens Apple Malus Manihot esculenta only Cassava Manihot Musa Banana Plantain Except Musa textilis Rice Oryza Pearl Millet Pennisetum Beans Phaseolus Except Phaseolus polyanthus Pisum Page 106 Section tuberosa included except Solanum phureja Section melongena included e ee M EEUU Including Agropyron Elymus and Secale s OMEN M e ee Excluding Zea perennis Zea diploperennis and Zea luxurians Forages LEGUME FORAGES Astragalus chinensis cicer arenarius Canavalia ensiformis Coronilla varia Hedysarum Lathyrus Lespedeza Lotus Lupinus Medicago Melilotus Onobrychis Ornithopus Prosopis Pueraria Trifolium GRASS FORAGES Andropogon Agropyron Page 107 coronarium cicera ciliolatus hirsutus ochrus odoratus sativus cuneata striata stipulacea corniculatus subbiflorus uliginosus albus angustif
52. itation Page 73 When the invitation is successfully sent the following message will appear The invitation has been sent Please wait for the Recipient to register Once the invitation is sent the Recipient will receive a notification mail see below containing a link that leads directly to the registration screen The Recipient can therefore start right away the registration process From SMTA Support To Recipient Subject Provider invites you to register in the ITPGRFA system Provider was about to compile an SMTA involving you as the Recipient but he could not find you on our directory In order to facilitate the processing of your order you should register on the system by completing a registration form available here In order to minimize delays it is recommended that the Recipient informs the Provider of his registration as soon as possible so that the Provider can proceed with the compilation of the SMTA The ORF tool also allows the user to Enter the Recipient s Information in case he is not yet registered Please note that this option does not exist in the OSGR tool Indeed the OSGR does not allow proceeding unless the Recipient is registered Recipient selection To search for individuals enter PID or Surname To search for organizations enter PID or Organization vou find the correct Recipient click on it then press Choose selected Recipient
53. l be displayed the ID of the select sample see image below The fields are made editable so that the user can modify their content Then the click Save to register the modifications Update Sample 282077 Help on this page Fields with are required Crop Potato B0337 Sample Identifier n e 5am D le id jentifi of the same variety o a Iz IW f fies this sample distinct from other samples write the common name in brackets for entifier uniquely ident f d rn uo Ln ole LE ucera F Check here if this Material is PGRFA under Development SAVE Cancel Y Click the Red Cross icon in order to delete a sample A popup window will appear asking you if you are sure you want to delete the selected sample Click on the OK button to proceed or on Cancel if you do not want to conclude this action The user may utilize any of these actions while the state of the SMTA is marked as Being compiled Once the state of the SMTA is marked as Ready for acceptance or Reported only the Viewing option represented by the magnifying glass icon e will be available Page 50 STEP 3 Review Document Once the samples have been added at least one the SMTA document can be generated in PDF format and reviewed on screen by clicking the Review document link on the SMTA detail page SMTA 00AB83 00AA33 120727 Help on this page Type Language State Pro
54. le Identifier The Sample identifier uniquely identifies this sample distinct from other samples Imt Log uan I T write the common name in brackets for Check here if this Material is PGRFA under Development Add Sample Cancel Page 39 The Sample form includes the following fields Y Crop choose from the pull down list Ereadfruit i You may find a more detailed list of the crops displayed in this field in the Annex 1 of this manual which corresponds to Annex 1 of the International Treaty If the crop you are transferring is not listed please choose Other and enter its name in the text field that appears Crop Enter name of other crop Y Sample identifier It allows identifying the sample from other samples of the same variety and it is assigned by the Provider The Sample identifier can be a number or a string containing numbers and letters usually it is the Accession Number for genebanks Sample Identifier Y Associated information This field only appears if you have chosen to enter the associated information against each sample in the previous step Associated information Page 40 Y Check here if this Material is PGRFA under Development Click this checkbox only if the material that is being transferred is PGRFA under Development If not then simply click Add sample Plant Genetic Resources for Food and Agriculture under Development means material derived from
55. n where you will be asked to enter the name of the signatory i e the person who signed the SMTA on behalf of the Recipient the date of signature Complete for reporting SMTA 00AB83 00AA33 120808 Help on this page Fields with are required PID UUAASS Recipient via Rama Address ae Italy Type Signed Name of signatory Please enter who signed the SMTA an behalf of the Recipient Signature date Save Back The information that is asked here for the reporting to the Governing Body will only be available after the generation of the SMTA document in the case of the shrink wrap SMTA once the package has been sent to the recipient inthe case of the signed SMTA once the provider gets the signed copy and the document has been signed by both parties In order to complete these fields it will therefore be necessary to come back later to this page The reporting cannot be concluded immediately after the generation of the SMTA document Page 57 STEP 4 Acceptance 4 1 Click wrap SMTA Acceptance For click wrap SMTAs once the document is opened for acceptance the Recipient will be notified by mail of the newly available SMTA The Recipient will either accept it or eventually request amendments In any case the Provider will be notified in return so that appropriate actions can be taken Example of notification sent to the Recipient when a SMTA is ready for acceptance From SMTA
56. n which the SMTA was generated in YYMMDD format and may be separated by a hyphen For example if your PID is 111 the Recipient s PID is 222 and the date when the SMTA was created is the 1st of August 2012 the SMTA Symbol could be the following symbol SMTA 1 11 222 120801 Type Signed Language English If you already have a document identification code or string you can use it here This identification code will be used as a reference in the reporting and subsequent correspondence We recommend users due diligence in record keeping by assigning an identification code to each document which could be any code you have in your database or filing system that makes that file or record unique Page 76 SMTA Type The second field corresponds to the SMTA type i e acceptance method Select the type of Type Click wrap ud your Sur Click wrao Language Shrink wrap Signed According to Article 10 there are three types of SMTA depending in the acceptance method AT i Signed The document is presented to the recipient for physical signature and the material is shipped when the document has been signed This type of SMTA is the traditional way of doing things ii Shrink wrap The document is shipped along with the material By accepting the parcel the recipient accepts the terms of the agreement No Recipient signature is required iii Click wrap The documen
57. nerated in the six official languages of the United Nations Arabic Chinese English French Russian and Spanish The language used in the document should be agreed between the Provider and the Recipient so that both parties understand the text with its terms and provisions The language selected for the generation of the SMTA is independent of the language of the system interface In other words a French speaker can use the system in French while preparing a SMTA in Chinese To change the language of the interface click View Profile on the left menu and then click on Edit Profile Page 33 1 3 Associated Information The yellow box at the bottom of the page corresponds to the third task of this step entering the associated information of the material being transferred i e all information about the material that as Provider you are requested to make available to the Recipient As indicated in the SMTA this is passport data as well as any non proprietary public domain information Fields with are required Begin by clicking here to identify the Recipient Type Clickcwrap R Associated Language English gt Information Save and Continue Three options are available to comply with this requirement i Enter the information against each sample In this case nothing needs to be entered in this form This option is the most appropriate when you transfer material for several different crops sharin
58. ng OSGR tool is a device which allows the user to generate new SMTAs and to report on them to the Governing Body in an easy way You will find in this chapter detailed guidance on how to use this tool l Generate new SMTA l E To access this OSGR tool select from the left menu This option is displayed under the submenu As Provider STEP 1 Generate a New SMTA In this screen the user will identify the Recipient 1 select the SMTA attributes 2 and provide the associated information 3 of the Material being transferred Generate new SMTA Fields with are required 1 Begin by clicking here to identify the Recipient Type 2 Clickwrap gt Language English Save and Continue Page 28 1 1 Recipient Identification The first task in this step is the identification of the Recipient i e the individual or organization receiving the material To do so the Recipient must be already registered on the system Click the Begin by clicking here to identify the Recipient button to get started Begin by clicking here to identity the Recipient L4 A search form entitled Recipient selection will S appear where you can enter the PID Surname or S Organization name of the Recipient you are looking S for v Recipient selection To search for individuals enter PID or Surname 1 foe gu ex I ex 1169 m H m ror organmnirzariors entrer rrr e PF tease poo oe ID or Organiz
59. ng all the information in a single text area field associated to the entire SMTA This is feasible only when all samples share the same information iii Entering the specific information against each sample This option allows for greatest flexibility gt Document language The system allows the SMTAs to be generated in the six official languages of the United Nations Arabic Chinese English French Russian and Spanish The language used in the document should be agreed between the Provider and the Recipient so that both parties understand its text and provisions gt SMTA Type According to Article 10 of the SMTA there are three types i Click wrap The document is prepared by the provider and makes it available to QO the recipient for acceptance by electronic means The Recipient using a tool function accepts the SMTA on line without any need for signing and mailing back the document The system registers and witnesses the acceptance of the agreement ii Shrink wrap The document is shipped along with the material By accepting the parcel the recipient accepts the terms of the agreement No signature is required iii Signed The document is sent to the recipient for physical signature and the material is shipped when the signed document is received by the Provider This type of SMTA is the traditional way of doing things The acceptance method should be agreed upon between the Provider and the Recipient Page 10
60. nts to be made SMTAs being compiled Helponthispage Displaying 1 1 of 1 result s Symbol Type Language Recipient SMTA 00AB83 00AA33 120727 Click wrap English Francione Gerardo PF Click wrap SMTAs awaiting Recipient acceptance Displaying 1 5 of 5 result s Symbol type Language Recipient SMTA D00ABS3 D0AA33 1207 18 A Click wrap French Francione Gerardo p SMTAs with pending amendment requests Symbol Type Amendment request Date of request Recipient No results found Page 55 For Shrink wrap SMTAs and Signed SMTAs You will find the following link Fill in additional information required for reporting to the Secretariat You can now Fill in additional information required for reporting ta the Secretariat Edit the list of Material shown in Annex 1 of the document above Edit other attributes such as the Recipient the type ar the language Cithenvise just choose an option in the menus an the left Once you have clicked on the link a Forshrink wrap SMTAs a new page will open where you will be asked to enter the name of the person to whom the shipment was sent the date of the shipping Complete for reporting SMTA 00AB83 00AA33 120808 A Help on this page Fields with are required PID LA A3 Recipient via Roma Address on Italy Type Shrink wrap Person to whom the shipment is made Date of shipment Page 56 b For signed SMTAs also a new page will ope
61. oad this User Manual Logout username1 The Menu is then divided in two submenus Generate new SMTA Pending SMTAs SMI As ready for reporting Reported SMIAs Go to Online Reporting Form SMTAs ready for acceptance o When the user is acting as a Provider o When the user is acting as a Recipient As Provider Access to the OSGR tool Generate new SMTA Online SMTA Generating and Reporting OSGR tool options Access to the ORF tool Online Reporting Form Go to Online Reporting Form New SMTA report Online Reporting Pending SMTA reports Form tool options Submitted reports Go to Online SMTA Generation and Reporting New menu appears Page 25 Once you are successfully logged into the System you will also see that the text of the homepage will be changed by a Dashboard panel This panel contains a set of icons that facilitates the navigation and that complements the main menu described above Dashboard panel SMTA SMTA SD D O OOD Sd D New SMTA Pending SMTAs SMTAs Ready for reporting View profile SMTAs ready for Changetool Acceptance Reported SMTAs Please note that you can find two types of Help icons in several places of the Easy SMTA website They link to windows containing indications and guidance for each page or item Help on this page Page 26 Page 27 Chapter 3 Generating a New SMTA OSGR The Online SMTA Generating and Reporti
62. olius luteus arborea falcata sativa scutellata rigidula truncatula albus officinalis viciifolia sativus affinis alba chilensis nigra pallida phaseoloides alexandrinum alpestre ambiguum angustifolium arvense agrocicerum hybridum incarnatum pratense repens resupinatum rueppellianum semipilosum subterraneum vesiculosum cristatum desertorum Page 108 Agrostis stolonifera tenuis T V Festuca arundinacea gigantea heterophylla ovina pratensis rubra hybridum multiflorum perenne rigidum temulentum Lolium Phalaris aquatica arundinacea Phleum pratense alpina annua pratensis Tripsacum laxum OTHER FORAGES halimus nummularia Atriplex Salsola vermiculata
63. ording to the SMTA type selected and they are related to the information required for reporting Click wrap Click wiranp shrink vvrap Signed a Click Wrap SMTAs For Click wrap SMTAs the following fields are displayed Acceptance date Please enter the date in which the Recipient accepted the SMTA online b Shrink Wrap SMTAs For Shrink wrap SMTAs the following fields are displayed Date af shipment Person to whom the shipment is made Please enter the date in which the shipment was made as well as the name of the person to whom it was sent Page 81 c Signed SMTAs For Signed SMTAs the following fields are displayed Signature date Name of signatory Please enter the date in which the SMTA was signed and the name of the signatory Please make sure you have selected the right SMTA type i e acceptance method and that you have entered the correct corresponding information Page 82 Step 2 Listing Samples In this step the user will proceed with listing the Material that was transferred under the SMTA To enter the list of material that was transferred you can choose between two options 1 Click the Add Sample link to enter manually each sample s information in the form that will appear in a new window IS 2 Click Upload Samples to upload a text file containing all the information about the sample s that you must have prepared beforehand SMTA 1
64. pient information to highlight that record and then click on Choose selected Recipient button to proceed The more the system is used by users all around the world the easier it will be to find individual and organizations with this form Page 72 If you do not find the Recipient you are looking for please double check the search criteria you entered If the information you entered is correct it is possible that the Recipient is not yet registered on the system In this case you can invite the Recipient to register on the system For this please click the Send registration invitation button Recipient selection To search for individuals enter PID or Surname To search for organizations enter PID or Organization Once you find the correct Recipient click on it then press Choose selected Recipient PID Surname Organization Organization name Search No results found Send registration invitation Choose selected Recipient Cancel A new page will appear where you will be asked to enter and confirm the email address of the Recipient you wish to invite The language to be used in the email message can also be selected from the corresponding pull down list Use the form below to invite a Recipient to register on the system Fields with are required Email address of the Recipient to invite Please retype Recipient s email address Invitation message to be sent in English Send registration inv
65. ptance the Recipient can accept it online 2 Shrink wrap SMTAs If the Recipient accepts de parcel it implies he is accepting the terms of the SMTA attached 3 Signed SMTAs The SMTA document is sent to the Recipient for physical signature Step 5 Page 12 1 Click wrap SMTAs No action is required the information is automatically recorded by the system 2 Shrink wrap SMTAs Date of shipment and name of the person to whom it was sent 3 Signed SMTAs Name of the Recipient and date of signature Page 13 Online Reporting Form tool ORF Workflow The diagrams below present the three major steps of the Online Reporting Form tool with the corresponding basic tasks and processes of each step Step 1 1 Recipient Identification 2 SMTA attributes Symbol type and language 3 Associated Information 4 Necessary Information for Reporting Step 2 1 Add Samples one by one or 2 Upload Samples document Step 3 Page 14 Page 15 Chapter 2 Easy SMTA User Guidance How to Find the System Easy SMTA can be found online at http mls planttreaty org and it is top ranked by most search engines Moreover Easy SMTA can also be accessed from the International Treaty Website at http www planttreaty or In order to access Easy SMTA from the Homepage of the Treaty website please click on Multilateral System which is a link of the left menu l Online Reporting
66. s it appears in the Annex 1 of the International Treaty on Plant Genetic Resources for Food and Agriculture or other crop name if different v Sample identifier ra toe See eee Y Associated information use the symbol pipe as newline v PGRFA under Development type y for yes or n for no without the quotes Y Ancestry information Only for PGRFA under Development use the symbol pipe as newline The text file must have a txt extension Columns are separated by the TAB character The application used to prepare the file must be a text editor and not a word processor so that no formatting or extra characters are included beside actual data The file can be obtained from Microsoft Excel or any other text editor by using the Save as option and choosing the Tab delimited text format Columns may overlap giving the impression that the file is scrambled but the system will be able to correctly parse the file provided that the format is correct Schema of the text file tab delimited al upload Columns txt Notepad File Edit Format view Help Crop name sample Identifier associated info Page 44 Example 1 PGRFA Sample txt file 5 upload _example1 txt Notepad File Edit Format View Help Potato 60332 associated info n Example 2 PGRFA under Development Sample txt file D upload example3 PGRFS under development Ext Notepad File Edit Format View Help Potato B 332
67. sing ended on 2012 08 09 12 30 40 One or more errors have been found No Sample has been uploaded Fix the errors m your upload file and try again Page 94 If the document uploaded is in compliance with the requirements indicated above then this message should appear on a new screen Processing started on 2012 08 09 12 19 17 sample B0332 uploaded successfully Processing ended on 2012 08 09 12 19 17 Upload successful aem Once the above message is displayed you will see the sample list which appears on the initial screen of this step containing the summary information of the SMTA Vl 7 The system allows the user to upload as many documents as needed in the case the information is contained in different text files However you can only upload one document at the time Page 95 Viewing the Sample List The samples will be displayed on the screen in two separate lists depending on whether they are Material or PGRFA under Development Y Inthe top table the user finds listed the samples that are Material List of PGRFA 1 1 of 1 SS EN 7 571 77 0c NR RN Carrot FAO bf CARROT D rt Y n the bottom table the user finds listed the samples that are PGRFA under Development List of PGRFA under development 1 1 of 1 Crop Sample Identifier Associated information Ancesty information J Breadfrut FAO 333 BREADFRUIT Breadfruit FAO 111 BREADFRU P
68. sscneussscssoussestenssscnenussense 64 A SENECA SMTA ACCEPTANCE occu eee nee nn eee T DEDI ee eee 64 Ue REDONINE T T 65 Chapter 4 Creating a new SMTA Report ORF ssseeeeeeeeennennnenennnn nenne 69 Step 1 New SMTA Report REED 70 TT Recipiem ldentiNcalo iisen E 71 1 2 SMTA POURS uncaneniaenenne T TO 75 SMTA VEDO kresa m m 75 SMTA TYDE ae 76 Document LAME UAL C zc 77 1 3 Associated ITOUNIALION srne i 78 1 4 Necessary Information for Reporting csse 80 Page 5 D UCR D S MTA aona 80 DE SEENT SMTA S a N A E EE 80 ME d MTA ea eee ence nee eee cece 81 eP Bru Ie c ORTI NE T TD TO 82 Upload Document Optional wesesseenteiepEMso IE titius ipso iue sd iE H iu Sese Lid 84 PANE ele ES 21 a6 6 IQ E TNT 86 22 Upload Sample EN EE TE 90 Viewing the Sample list ssamen nn AA 95 Sae A e EUNT TOTO TETTE 97 Chapter 5 User Assistance nee 99 Frequently Asked QuestionS sssseesesserssrresssrrresrrerssrrresrrerssrrressreessreressrereseeressrerssreressrereseeree 99 Additional Information and Resources sese seen nn nnns 100 vig m 101 CORC m ere 102 APPENDICE Acronyms and Abbreviations eese enne 103 ANNEX l List of crops listed in t
69. t at least one field among email telephone or fax is entered Y Shipping address It is the physical address where you will be receiving the material shipped by the Provider to you when you act as Recipient You can choose among None You will not be receiving material maybe because you plan to act only as a Provider Same as above You agree to use the same address indicated above as individual or as organization Different In this case a new sub form is displayed Shipping address Use multiple lines as in 123 Some Street Ave 12345 Some City Shipping Country choose from pull down list Contact Telephone Page 20 Y Interface language Is the language you want to use when interacting with the system It is independent of the language of the SMTA document In other words you can choose to use the system in Spanish while producing SMTA documents in French Y Preferred tool Lets you choose the tool that will be proposed to you by default upon login between the Online Generating and Reporting Tool or just the Online Reporting Form You can change the tool freely by using the corresponding link in the left menu once you are logged in This is just for your convenience Y accept the terms of use The tools are available under specific terms and conditions You must accept them to register Please make sure you read them by clicking the link before indicating your acceptance Y Verification code this is a way to prevent mali
70. t is prepared by the provider and presented to the recipient for acceptance by electronic means The Recipient using a tool function accepts the SMTA online without the need for signing and mailing back the document The system registers and witnesses the acceptance of the agreement Pd Page 77 Document Language The third field corresponds to the SMTA language Type Clickcwrap gt Select the language of your SMTA Language English e d The system allows the SMTA to be generated in the six official languages of the United Nations Arabic Chinese English French Russian and Spanish The language used in the document should be agreed between the Provider and the Recipient so that both parties understand its terms and provisions Vl 7 _ b N The language selected for the generation of the SMTA is independent of the language of the system interface In other words a French speaker can use the system in French while preparing a contract in Chinese To change the language of the interface click on View Profile on the left menu and then click on Edit Profile Page 78 1 3 Associated Information The yellow box at the bottom of the page corresponds to the third task of this step entering the associated information of the material that has been transferred this is passport data as well as any non proprietary public domain information Associated d information Three options
71. the Material and hence distinct from it that is not yet ready for commercialization and which the developer intends to further develop or to transfer to another person or entity for further development The period of development for the Plant Genetic Resources for Food and Agriculture under Development shall be deemed to have ceased when those resources are commercialized as a Product Article 2 of the SMTA If you click the checkbox a conditional field appears entitled Ancestry information For PGRFA under Development the SMTA requires you to indicate the crop s and Sample identifier s of the PGRFA received under the Multilateral System from which the Sample is derived Breadfruit FAQ 333 BREADFRUIT Sample Identifier Check here if this Material is PGRFA under Development Ancestry information Add Sample Cancel Such information can be entered as Crop Sample ID 1 Sample ID 2 BREADFRUIT FAO 111 FAO ZZZ Ancestry information Page 41 Once you are finished entering all the information click Add Sample to save the record Breadfruit FAO 333 BREADFRUIT Sample Identifier The Sample identifier uniquely identifies this sample distinct fram other samples nf the same variety You may also write the common name in brackets for example IRGC 328 A amp zucenaj Check here if this Material is 7 PGRFA under Development Add Sample Cancel By clicking the Ad
72. the password is case sensitive i e uppercase and lowercase letters must be entered exactly as shown above Please login into the Information Technology System in support of the Multilateral System of Access and Benefit sharing of the International Treaty on Plant Genetic Resources for Food and Agriculture using the above 99 credentials and change the password at your earliest convenience Page 23 As soon as you receive your new password we recommend you to change it right away In order to do so please log in with your new password click View Profile from the Main Menu on the left and then click Edit Profile A new page will appear entitled Update Profile where you can enter a new password of your choice in the appropriate field Update Profile Help on this page Fields with are required Username username Please make sure your new password complies with the system s requirement i e it has to be Password at least 8 characters long include at least one uppercase and one lowercase letters and at least one digit Then click the button at the end of the page Page 24 Main Menu and Dashboard Panel The Main Menu is always available on the left side of the website This menu allows you to E menu go back to the Easy SMTA Homepage Home learn more about the Easy SMTA About Contact View Profile contact the Secretariat View your profile Logout NN NNN A Downl
73. to the state it was before the upload was attempted This way the problem s can be fixed and the upload attempted again Example of error concerning the content of the text file Upload Material Choose File upload example txt Help on this page When vou click Upload please wait for the process to finish The result of your submission will appear in the frame below Processing started on 2012 08 08 09 28 30 Error at line 1 Please ente Processing ended on 2012 08 08 09 28 30 Upload Close Example of error concerning the format of the text file Upload Material Choose File No file chosen Help on this page When you click Upload please wait for the process to finish The result of your submission will appear in the frame below Processing started on 2012 07 24 10 45 18 Processing ended on 2012 07 24 10 45 18 Upload Close Page 47 If the document uploaded is in compliance with the requirements indicated above then this message should appear Upload Material Choose File upload_examplel txt Help on this page When you click Upload please wait for the process to finish The result of your submission will appear in the frame below Processing started on 2012 08 08 09 33 16 Sample B0332 uploaded successfully Processing ended on 2012 08 08 09 33 16 Upload Once the above message is displayed you can click on the Close button in order to view the sample list Vl gt
74. vider Address Recipient Address URL of SMTA level associated information Add Sample Upload Samples The generation of the SMTA takes only a few seconds and then a scrolling window will open with the SMTA document displayed so that the user may Review its content The document can be printed right from the window or it can be saved for later printing Review SMTA document Help on this page Please carefully read the SMTA in the preview pane below You can print or download the document using the buttons in the preview pane Then scroll at the bottom of the page to proceed er e 75 599 a A Sign STANDARD MATERIAL TRANSFER AGREEMENT SMIT A 00ATE83 00 3 33 1207 30 3 Iecummemt zemeraned om 2082 07 30 10 11 06 PREAMBLE WHEREAS The International Treaty on Plant Genetic Resources for Food and Agriculture hereinafter referred to as the Treaty was adopted by the Thitty first session of the FAG Conference on 3 November 2001 and entered into force on 29 Tune 2004 The objectives of the Treaty are the conservation and sustainable use of Plant Genetic Resources for Food and Agriculture and the fair and equitable sharing of the benefits arising out of their use in harmony with the Convention on Biological Diversity for sustainable agriculture and food security The Contracting Parties to the Treaty in the exercise of their sovereign rights over their Plant Genetic Resources for Food andAgriculture have esta
75. xchange Research and Extension FAO Viale delle Terme di Caracalla 00153 Rome Italy The content of this manual was updated on September 2012 FAO 2012 Page 3 Table of contents Chapter 1 Introduction to Easy SMITA ccccccssecccssecccenscccssccesceceueceneueceeenseseesceseuesensuesenenees 6 Easy SMTA Making the Multilateral System Work ccccescccccsseccceesecceeeeseceeeeeeceeeeneceeeeeeeeeeas 6 The System IN OC IN NR 7 BS CONIC SOU c ERE ET o TO UTOR 8 Overview of the Easy SMTA Workflow cccccsssecccceseccecenscecceesececeeeecesseeceeseenecessuaecesseneceeseges 10 Online SMTA Generating and Reporting tool OSGR Workflow eee 10 Online Reporting Form tool ORF Workflow eee 13 Chapter 2 Easy SMTA User Guidance ccccccssscccesecccensccessecesceceuscenenseeeeeeceuuceseusseneuesenens 15 HOW to Find the System scisco iore a er VE S EN Tee ER TR aeo ao ies aet il ere RR VE SR TATE Ee Pipes a PUE en VERE eid siusis 15 The Homepage OF Easy SMITA 35icdesvssansset bos pedis ME RE nRUrR vb Ea A 16 BCP ISU AU O Fi MNT em 17 Fes umm 21 Main Menu and Dashboard Panel ccccccccccsssesseeccccceeseeeseeececceesaueuseeecceesesauausseeeeeeessauanassss 24 Chapter 3 Generating a New SMTA OSGR ssscccccsssssescccecessecesseeseecesseeeseesesseeuseesesseeenss 27 STEP 1 Generate a New I p T 27

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