Manual for Conference Web Based Application (C-WBA) Dedicated to the African Union Commission Conference Services Directorate

Transcription

1 Manual for Conference Web Based Application (C-WBA) REV 2 Dedicated to the African Union Commission Conference Services Directorate Designed By Merga Deressa Documentalist Conference Services Directorate Tel.Off Ext 386 Mobile / merga@africa-union.org mergah@yahoo.com

2 Table of Contents Contents 1. Objectives of Conference Web-Based Application Log in Page The Master Page Vertical Menu Horizontal Menu About Us Page Room Capacity Page CSD Structure Page Contact Information Page Feedback Page Automatic Document Coding Document Translation Workflow Tags The Documents Submission Page Documents Follow-Up Page Documents Controller Page The Documents Controller Page The Director s Page Language Unit Coordinator s Page Translator s Page Reviser s Page The Secretary s Page Proofreader s Page Meeting Calendar Register Page Calendar of Meetings Page Room Reservation Page Room Reservation Status i P a g e

3 25. Daily, Weekly, Monthly and Annual Schedule Page Interpreter Assignment Printing, Photocopy Service Request Documents for Particular Meeting Terminology Bank Page AU Documents Management System Job Opportunity / Application Page for Freelance Interpreters, Translators or Revisers Language Coordinator Setup Page Future Developments ii P a g e

4 1. Objectives of Conference Web-Based Application This Application is designed to be put on the intranet or on the web so that all customers using the services of the CSD will have access to their documents and meeting activities. The Web-Based Application is expected: To allow the customer to apply and upload documents for translation online To allow the customer to follow-up on the status of the documents already submitted To allow the customer to verify the Room Reservation Status To inform the public of the weekly activities and calendar of events To provide the entire Commission,translators and interpreters with reference documents To provide a Terminology Bank so that standardization of terms would be maintained with the common jargon of the Commission To allow customers fill printing requests online To provide statistical information on different activities of CSD (like Number of pages translated, Number of meetings serviced, amount of duplications made etc ) To provide an opportunity for interpreters and translators to apply online. To facilitate document storage and retrieval. 1 P a g e

5 2. Log in Page This Web-Based Application is empowered by a security which is an authenticated user by the Administrator of the intranet. Only members of the intranet are allowed to view the contents of the web-based application. This Application uses Windows authentication of each user so that there is no need for a separate password for this application. If the user forgets his or her username and password the user can reactivate his or her password with the MIS Intranet Administrator and that change of username and password is reflected directly on this application. Furthermore this password and username is also the same with the Outlook address of the end user. The log in page looks like the following picture. The user will be prompted by the following information if he or she enters a wrong user name or password. In order to log out the user can click on the Log out button found at the top left corner of the page. When the user logs in successfully the user will be directed to the Master Page of the Conference Web-Based Application, with the content page of default.aspx which is the home page. 2 P a g e

6 3. The Master Page The Master Page is the main switch board area for the AUC-CSD-WBA. This page will be visible after successfully log into the Web-Based Application. The page looks like the following Picture. 3 P a g e

7 The Master Page has 2 menu parts and the one content part. The menu part serves as the menu which enables the user to move to different modules of the Conference-WBA. The two menu parts of the Master Page look like the following. 3.1 Vertical Menu 4 P a g e

8 3.2 Horizontal Menu Both Menus are used to navigate through all the pages the currently logged user is entitled to view. Even if the user can see the menus it does not mean that he is able to see all the modules like Director s or Document Controller s or Setup Page. Before the menu renders the page, it will be checked whether the user has the right or not. When anyone logs into this Web-Based Application in the default page there is an important button which says view my task. The view my task button looks like the following. This button is dynamic so that depending on the logged in user, it directs the user to different pages. This button directs: 1. The Director to Director s page 2. The Documents Controller to Documents Controller s Page 3. Language Coordinator to their respective Language Coordinator s Page 4. Meeting Coordinator to Meeting Coordinator s Page 5. Room Booking to Room Reservation Page 6. Documentalist to the Documentalist s Page 5 P a g e

9 7. Translator to the Translator s Page 8. Interpreter Coordinator to Interpreter Assignment Page 9. Proofreader to Proofreader s Page 10. Secretaries to Secretaries Page For End Users this button is not visible and they can view the public pages such as Submit New Documents Page, Documents Follow up Page, Weekly Events Page, Room Reservation status viewer for each room, Room Capacity Page, Documents for a particular meeting, Feedback Page, About Us Page, Log In Page, Contact Information, CSD Structure, Printing Request, Terminology Bank etc. The Content Page shuffles within the Master Page as per the user menu selection and according to View My Task button redirection. This Page serves as the main interaction page along with the end user. 6 P a g e

10 4. About Us Page This Pages gives brief information about the services renderd by the Directorate. 7 P a g e

11 5. Room Capacity Page This page gives the holding capacity of and number of Booths. 8 P a g e

12 6. CSD Structure Page This Page holds information on the structure of the Directorate 7. Contact Information Page 9 P a g e

13 This pages provides the entire Comission with the Telephone Directory which is enabled with strong search options. 10 P a g e

14 8. Feedback Page This application is designed for collecting end users feedback so that the application can be improved as per the user requirements. 11 P a g e

15 9. Automatic Document Coding The application is capable of coding all incoming documents uniquely depending on the submitting Department. Each department is given a two digit unique code followed by sequential number. The unique code given to each department is listed below; No. Department Name Code 1 CIDO CI 2 Directorate of Medical Services MS 3 Directorate of Administration and Human Resource Development AD 4 Directorate of Conference Services CS 5 Directorate of Economic Affairs EA 6 Directorate of Human Resources, Science & Technology ST 7 Directorate of Infrastructure and Energy IE 8 Directorate of Peace and Security PS 9 Directorate of Political Affairs PA 10 Directorate of Programming Budgeting, Finance and Accounting FI 11 Directorate of Rural Economy and Agriculture RE 12 Directorate of Social Affairs SA 13 Directorate of Strategic, Policy Planning, Monitoring, Evaluation SP 14 Directorate of Trade and Industry TI 15 Directorate of Women, Gender and Development WG 16 Office of the Internal Auditor IA 17 Office of the Legal Counsel LC 18 Bureau of The Chairperson CP 19 Bureau of The Deputy Chairperson DC 20 Office of Secretary to the Commission SC 12 P a g e

16 No. Department Name Code 21 Communication and Information CO 22 Protocol Services PR 23 Other OT 24 Regional Office RO If the Department of Political Affairs Department submits a document the system will automatically given a code like PA2312. Where PA stands for the department s code and the number 2312 is a sequential number given to that particular document. The coding also has an additional part indicating the language of the document as whether it is the original or if the document is a translation of the original. For example, if Political Affairs Department loads a document with a code PA2312 and if the original document is in English then the application will save the originally uploaded document as follows. PA2312 _E Origional.doc PA2312 _F.doc PA2312 _P.doc PA2312 _A.doc If the original document is in English. If a translation into French is requested. If a translation into Portuguese is requested. if a translation into Arabic is requested. Apart from the original document, other documents are created when the CSD finishes translation of the document. There is an option also for documents coming in a mixed language option. At that time the document is saved as follows. PA2312 _Mixed.doc if the original document is composed of more than one language. 13 P a g e

17 10. Document Translation Workflow Tags. By checking the documents workflow tag the end user will know the stage of the document under translation. Documents workflow will keep track of the entire activities of a particular document starting from online application for translation till finalization of the document. This workflow module has a point where the document will be introduced for translation, and following the creation of work order each responsible actor will react to it. The major actors of this application are: 1. End User - These actors are responsible for uploading documents to be translated 2. Documents Controller - receives new documents and passes on them for approval 3. Director - Approves or Rejects Translation Requests 4. Language Unit Coordinators - assign translators and revise documents 5. Revisers Revise documents 6. Translators - Translate documents 7. Proofreaders - proofread documents 8. Secretaries - Type and format documents, 9. Documentalist - Responsible for collating finalized documents for future reference. And finally, it will be returned to the end user from the document originated. The workflow module is characterized by assigning different workflow module tags which gives a clue on the status of the document, as well which potential actor is supposed to act or is acting on a particular document. 14 P a g e

18 The Documents Workflow has the following tags indicating the status of the documents: A. New : New Document submitted to the Directorate B. For Approval : Document sent from the Document Controller to the Director for approval C. Approved : Documents approved by the Director, which are ready to be dispatched to the Language Coordinators by the Documents Controller D. Rejected : Documents which are rejected by the Director and will be sent back to the originating user by the Documents Controller E. With Language Coordinator : These are documents which are approved and with the Language Coordinator anouting the assignment to Translators F. Under Translation Documents which are under translation G. Under Revision : These are documents which are under revision H. Under Formatting and Typing : These are documents which have been translated and revised, and undergoing the typing or formatting process. I. Under Proofreading : These are documents which are being proofread after the Secretary has type and formatted them J. Proofread : These are documents which have been proofread and awaiting the final touch by the Secretary. K. Finalized : These are documents which have completed all the processes and are ready to be forwarded to the originating user and the Documentalist. The degree of the completion of the document is according to the above order. 15 P a g e

19 Actors Actors Actors 16 P a g e

20 Based on the Workflow Tags for each actor, a separate page is designed. Each page for each actor would be discussed below: 11. The Documents Submission Page This page is responsible for creating a translation request task for the CSD. This Page would be manipulated by end user from the entire Commission. As long as somebody is a member of the intranet of the African Union Commission (AUC), they have a right to manipulate this page. Always, before starting to use this page, the end user will be asked to provide username and password which is the same as their Windows authentication or Outlook mail account. This will make the system safe and secure. This Page is also capable of embedding the username in the database to keep track of who requests the service and to whom the document needs to be forwarded when the translation is finalized. In this module, all customers requesting translations will fill the document registration form along with the basic attributes and the user will also have an option for uploading the original soft copy to the server so that there would be no hassle for requesting the soft copy of the original. When the users use this page, they are expected to provide the following information about the document needed for translation: Department Name (Mandatory) Submission Date (System will automatically populate this and the user cannot modify it. It is designed as such to control backdating) (Mandatory) Reference of the document if any Title of the Document (Mandatory) Original Language (Mandatory) Choosing which language(s) it needs to be translated into (Arabic, English, French, and Portuguese). The system automatically disables the original language so that it cannot be selected. Selection from the approved calendar of meetings if the document will be needed for a meeting. 17 P a g e

21 Setting Deadline (Mandatory) the system will check automatically if the date set is less than the present date The user will have an option to upload the Soft copy of the Original document The user specifies the number of pages (Mandatory) The user enters a remark, if any At the end of the registration, in order to check that the document has been submitted, the user should check the Document Follow-up Page, where the unique code given to the document translation request will appear. This would make it easy to follow up on documents. 18 P a g e

22 12. Documents Follow-Up Page This page is also used mainly by the end user. This page regularly updates the whereabouts of the document submitted. The end user will use this page to know where the already submitted document is. This page is presented in a data grid with a capability of coloring in different patterns to separate the finalized documents from the unfinalized ones. This page would give a huge transparency for the entire public. The end user can also ascertain at which stage their translation process is being delayed. This page allows customers to follow-up on the status of the documents which are already submitted. This module provides information on the progress made on each document. For example, is it approved, is it under translation, is it being typed, is it finalized? In addition to follow-up on the documents, the system will help with the document storage and retrieval mechanism. The user will be able to retrieve a particular document and download the original along with the translations. The habit of sending someone to follow-up individual documents and making phone calls to the Document Controller will become. 19 P a g e

23 13. Documents Controller Page This page would be manipulated by the Document Controller who is responsible for following up documents translation which are forwarded to the CSD. The Documents Controller previously used to follow up documents manually and also when a document was submitted, she registered all the important fields in to the Stand Alone Access Database. Now the users register the documents by themselves, which facilitates the work of the Documents Controller. The Document Controller acts as the gateway to the Directorate. Documents come and go through the Documents Controller. The Documents Controller will act on documents tagged New, Approved, Rejected and Finalized. Actions to be taken on New Tag When the documents controller page grid has this, the Documents Controller will forward to the Director, seeking approval to proceed with the translation process. As soon as the document is forwarded to the Director the Workflow Module Tag becomes For Approval. This tag indicates that the document is with the Director for approval. Actions to be taken on Approved Tag This tag is created when the Director approves the document for translation. The Documents Controller will forward it to the active Language Coordinator. When this action is completed, the workflow module tag for that particular document will become With Language Coordinator Actions to be taken on Rejected Tag When the Documents Controller has a document with this tag he/she should send it back to the originating user. No further action can be taken on this document. Actions to be taken on Finalized Tag When the Documents Controller finds a document having this tag she will forward it to the originating user and the Documentalist for storage in the Documents Pool. This tag is the final and highest degree of the Workflow Module Tags, indicating the completion of a job. 20 P a g e

24 14. The Documents Controller Page. 21 P a g e

25 15. The Director s Page Using this page, the Director can Approve or Reject documents having the Workflow Module Tag with For Approval. The Director can also see all the documents which have been Approved or Rejected in case the Director wishes to reverse his/her decision. The moment the Director Approves a document the document, will be replicated into the number of languages into which the translation is requested, i.e. If an English Original Document is requested to be translated into Arabic and French, upon approval by the Director, two records will be created, one each for the Arabic and French Language teams. Based on the Directors action, two workflow Module Tags will be created. Approved when the Director Approves a document translation request. Rejected when the Director Rejects a document translation request. 22 P a g e

26 The Director s Page looks like the following picture. 23 P a g e

27 16. Language Unit Coordinator s Page The moment the Documents Controller forwards the Approved documents to the active Language Coordinator, the Workflow Module Tag becomes With Language Coordinator. This page displays tags labelled With Language Coordinator. The Language Coordinator will assign Translator, Reviser, Proofreader and Secretaries using this page. The moment the Language Coordinator assigns a Translator, the Workflow Module Tag will become Under Translation indicating that the translation process is underway. The Language Coordinator will be able to see which documents are Under Translation, Under Revision, Under Typing and Formatting, Under Proofreading and Proofread Documents. The Language Coordinator s Page looks like the following. 24 P a g e

28 17. Translator s Page After the Language Coordinator assigns a Translator, and when the assigned Translator opens his computer, this page will retrieve all the documents assigned to him/her. This page displays documents with the Workflow Tag Under Translation. When the Translator finishes the translation the Workflow Tag becomes Under Revision indicating that the translator has finished his work and the Reviser will be expected to revise the translation. 25 P a g e

29 18. Reviser s Page After the Translator finishes translation the system automatically forwards to the Reviser assigned by the Language Coordinator. The Reviser s Page displays documents with the Workflow tag Under Revision. The Reviser s Page looks like the following picture. 26 P a g e

30 19. The Secretary s Page. The Secretaries will see documents with the Workflow Module tag Under Typing and Formatting and Proofread. The Secretaries will type and format the document and pass it to the Proofreader for proofreading along with the original documents. After the proofreader finishes, it will come back to the Secretary for final amendment and to be forwarded to the Documents Controller, and the system will automatically change that particular language unit status to Finalized Workflow Tag. If the Secretary who is uploading is the last person in the language requested, it will automatically mark Finalized for all the language units. After the document is finalized, the Secretary will upload the document on the system. The Secretary s Page looks like the following picture. 27 P a g e

31 20. Proofreader s Page The Proofreaders will receive documents with the Workflow Tag With Proofreaders and after proofreading the status will change to Proofread and will be forwarded to the Secretaries to make any final amendments that are necessary;.. The Proofreader s Page looks like the following picture 28 P a g e

32 21. Meeting Calendar Register Page On this page the Meeting Coordinator updates all the meetings approved by the decision-making bodies, which is usually approved at the beginning of each calendar year. During the course of the year, if there is a need for introducing new meetings in this page it is used to introduce new meetings in the calendar. 29 P a g e

33 22. Calendar of Meetings Page This module is also another important area where the departments can verify whether their meeting is included in the Calendar of Events for a particular year as well when their meeting is scheduled to be held. Based on the scheduled Calendar of Events, the departments can prepare their working documents in good time. This page will ask the user to choose for his/her department and it will display the scheduled events. 23. Room Reservation Page 30 P a g e

34 In this module the Interpretation Secretary will be able to reserve rooms for the meetings on the calendar, based on requests from departments. This page looks like the following picture: 31 P a g e

35 24. Room Reservation Status This page shows the reservation status of the meeting room as per the date selection from the calendar. The following picture shows room reservation for Committee Room 3 (CR3). 32 P a g e

36 25. Daily, Weekly, Monthly and Annual Schedule Page This page displays the events planned or that have already been held within a given time frame, be it Daily, Weekly, Monthly or Annually. On this page, events are displayed grouping the retrieved events by the rooms in which the event was held or is to be held. This will help the entire Commission to know what has happened and what is going to happen. 33 P a g e

37 26. Interpreter Assignment This Page is used to assign Interpreter s either by the Interpreters Coordinator or the Secretary for the rooms reserved. This page is dynamic enough to hide the Assign and Remove button of the language that is not requested automatically. On the above picture Portuguese language is not requested and the buttons are not visible. 34 P a g e

38 When the Assign button is clicked, it will add the Interpreter for the meeting and if the Interpreter is already assigned, it will inform the user that the Interpreter is already assigned. However, if the Remove button is clicked, the Interpreter will be removed from the Assigned Interpreter List. 35 P a g e

39 27. Printing, Photocopy Service Request. This Page enables the end users of the CSD Directorate Printing Service to fill an online photocopy service request and the system tells the amount of paper to be provided. The system also keeps track of the statistical information of photocopy service rendered. 36 P a g e

40 28. Documents for Particular Meeting This Page will provide a great opportunity for Interpreters to go through the documents of the meetings which they have been assigned to. They can even use this while they are servicing the meeting. The Interpreter will choose the Meeting Title from the drop down combo box, and then the documents for that meeting will be listed. 37 P a g e

41 29. Terminology Bank Page This Page is to help standardize documents which are going to be translated: Sample page looks like the following picture: 38 P a g e

42 30. AU Documents Management System This Page is used as the African Union Commission s Documents Management System which allows the entire Commission to access all the decisions, declarations and working documents of the Assembly, the Executive Council and the PRC. This page feature a powerful searching technique which provides all the documents in four working language depending on the language option. The search term should be typed in English. After the search result is displayed, the user can click on View Document link, then the document will be displayed on the screen. The document is displayed as per the users language option. The Page looks like the following Picture. 39 P a g e

43 As we can see from the above picture, it shows the total number of documents searched by Title of the Document for the search term Peace and the document is displayed in English. If another language is chosen, and if the View Document link is clicked the document will be displayed corresponding to the language option chosen. 40 P a g e

44 31. Job Opportunity / Application Page for Freelance Interpreters, Translators or Revisers This page provides an opportunity for the CSD to have a pool of Interpreters, Translators or Revisers along with detailed information, and the page enables them to upload their CVs. The two pages are similar and only the Translators / Revisers Page will be displayed below:. 41 P a g e

45 32. Language Coordinator Setup Page This page is used to switch the Language Unit Coordinators. 42 P a g e

46 33. Future Developments This application will be the cornerstone for the improvement of the activities of the CSD Directorate. This Web-Based Application will serve as a foundation to encourage the Directorates management to focus on the advantage of automation to give efficient and effective service, while ensuring accountability. In the future, depending on arising needs, each module will be expanded to cover each and every missing feature not included in this Application. Some of the features to be improved on are: 1. Improvement of Printing Module 2. Improvement of different features Reporting apart from screen display 3. Improvement of the Home Page by enabling it to hold some information about CSD 4. Improving the Director s Page to monitor all the activities of all staff of CSD 5. Improved Statistical Reporting 6. Development of Administrative Pages like Assignment of acting capacities. 7. Improvement of the applications security features 8. Implementation of Conference Guidelines and Policies into this system 9. Incorporating the system with Outlook 43 P a g e