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ISO documents for Governance groups and PDCsPrototype v1 kick off
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Agenda
• Project status• Interviews outcomes• ISO Documents - Getting started • Support and help• We need you• Next steps
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Project status
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Background2020: Onboarding of all technical groups on ISO Documents
Mid-2020: Interviews with GOV and PDCs officers
Dec. 2020: Status update with GOV and PDCs leaders
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MethodologyExtend TC strategy:
Iterative implementation• Today: Prototype v.1 kick off + training• Internal users to try a set of use cases +
share their feedback• Fine tune configuration & repeat
Change management Toolkit will be provided –Project Webpage; link to Knowledge base etc.
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Q1 2021 Q2 2021 Q3 2021
Committee workspace setup
Content migration
Meetings
Gov. & PDC planning
15 JanTraining
25 FebEnd of Council
9 JunCouncil
ITSAG
Documents
14 JunGo live
Resolutions uploader
COPOLCO
Public content: Analysis to start in Q3 2021Collaboration/communication platform: 2022
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Interviews outcomes
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InterviewsInternally : 7 Secretaries of the Governance and PDC groups interviewed
Externally: 6 “committee members” interviewed + 6 committee NSB staff completed survey
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InterviewsOverall, similar to TC requirements
Main differences with TCs: • More flexibility with N documents lifecycle• Some additional meta data for resolutions• Resolutions “bulk” uploader
Governance groups VS PDCs (PDCs with projects, “close” VS “open”)
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Interviews summaryImprove UI and UX
“We love N documents” (but need more flexibility)
Need better formatting for writing notifications
Need bulk upload (especially for resolutions)
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Interviews summaryImprove search
Clearer permissions model (who can see what?)
Need better ways to work collaboratively and exchange on documents
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ISO Documents – Getting started
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Prototype: Elements to consider• New workflow allowing the update of documents (even after
notification)
• Notification message sent only to you in the training environment
No content migrated from eCommittees on the training platform at this stage
Internet Explorer not supported
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Navigation
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My committees is the list of all the committees in which you have a role
You constitute a list of favoritecommittees for quick and easy access
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The Library allows you to browse your documents through a standard folder structure
Meeting documentsList all meetings for the committee (except cancelled meetings) & related documents
Ballot documentsList all ballots for the committee & related documents
The Committee documents allows you to view all documents of your committee in a flat view (regardless in which folder they are). This replaces the N document list.
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Document/folder nameWe are in a working group
Breadcrumb: the new navigation menuParent foldersCommittee and TC
home page
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Library folders – Governance groups
ISO Documents eCommittees
Administration (restricted) 00. Secretariat workspace
General 02. Documents
Meetings NEW
Resolutions/Recommendations 03. Resolutions
Member upload area 04. Drop-in box for members
Mail archive NEW
Folder category GroupsResolutions General Assembly
CouncilTMB
Recommendations President’s committeeCSC/FINCSC/SPCSC/NOMCSC/OVEITSAGCPAG
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Library folders – PDCsISO Documents eCommittees
Administration (restricted) 00. Secretariat workspace
General 02. General committee documents
Meetings 03. Meetings and resolutions
Resolutions NEW
Projects 04. Projects
Member upload area 05. Drop-in box for members
Mail archive NEW
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Document typesImproved document classificationDocument type is automatically assigned according to the folder in which you upload your document
Folder name Document typesAdministration (restricted) File (non-N document)General Ballot, General, Meeting, Project,
Decision documentsMeetings Meeting documentsResolutions/Recommendations Decision documentsProjects (PDCs only) Ballot and Project documentsMember upload area File (non-N document)Mail archive Email (automatically created)
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Search & download
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Committee document search
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Advanced search
Search document across committee
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Zip and download
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Manage documents
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Create a document1. Open the folder in which you wish to create your document and click on +DOCUMENT
2. Select the type of document you wish to create, then fill in the metadata
The type of document you select is important as it will drive the metadata displayed (e.g. a meeting document will allow you to link the document to an existing meeting)
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ResolutionsNew type of document: Decision
Can be linked to:• Ballot• Meeting• Project
Sub type: Resolutions, Recommendation, Decision
Searchable by resolution number and year
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Search for resolutions
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Bulk upload1. Open the folder in which you wish to add your documents and click on +DOCUMENT
2. Select BULK UPLOAD
3. Drag & drop your documents, or just click on the text to select your files
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Bulk upload (cont.)
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Document lifecycle
To be notified Available Withdrawn
Notify (= publish) Move to available
Add version
Delete
Edit metadata Edit metadata Withdraw
Restart rendition
Not visible
Download original document (officers only)
Add version
Visible to allOnly visible to officers
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Document numberingN-numbers are assigned automatically
Possible to reserve a N-number
No longer possible to manually select a N-number
When a document is deleted, its number is automatically reassigned to the next document uploaded
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PDF renditionPDF rendition supports PDF, Word, Excel, Powerpoint and imagesX Protected document, Zip files
Correct rendition errorEdit metadata and at the bottom of the form change the rendition to None
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Move documents/folders - clipboardDocuments/folders can be moved from a folder to another using
Clipboard
Committee root folder are restricted to certain document types. You cannot move a meeting document within the Projects folder and vice versa.
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Document notification
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Notify a document1 Select the document(s) to be notified
2 Click on the envelope icon from the top right hand-corner
3 Enter the message to be sent and click on Notify
At this stage, it is not possible to select some members of the committee for notification. The message is sent to all the direct audience of the committee by default.
Pending notification reminder (one email for all your committees)
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Mail archiveAll emails* sent from ISO Documents
are archived in Mail archive
Searchable via the Advanced search
All the audience of the committee can browse the mail archive
*document notifications and email to members
READ ONLY!!
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Members list and full members list
Members ListShows the list of people directly involved in the committee/WG work
Full Members ListShows the list of people having access to the document of the committee
Access Email to members and export to CSV
Access Full export to CSV
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Email to members
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Support & help
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Dedicated webpage coming soon!
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Integrated Knowledge Base
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Help: just one click away!
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Support for experts and committee members
We will provide drafted communication messages to send to your experts / delegates in preparation for the launch on ISO Documents
Quick guide for experts and delegates available on the KB
Training videos recording will be made available
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We need you!
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Online formObjective: Get familiar with ISO Documents Get your input on specific use cases to fine tune the prototype
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Next steps
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Monday: email containing:- Online answer form to go through some use cases on prototype v1 to be returned by 2020-01-29- Link to onboarding webpage
February: Prototype v2 training and evaluation
On-going support material for go live(training, communication messages etc)
Next steps