PREPARATION OF DOCUMENTATION FOR CONSTITUENT BODIES MEETINGS

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Loraine Palmer
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1 PREPARATION OF DOCUMENTATION FOR CONSTITUENT BODIES MEETINGS Document types Document flow References Meeting website WMO Tools ribbon Steps to produce documents Jobsys April 2017

2 DOCUMENT DEFINITIONS INF Doc. Status: DRAFT 1 or 2 Doc. Status: DRAFT 2 or 3 Doc. Status: APPROVED Description Additional information to a Doc. Not for discussion => No Status Posted in Information Documents tab PRE-SESSION DOCUMENT DRAFT 1 => clean DRAFT 2 => track changes shown from previous version if corrections/suggestions from [Secretariat] and/or [EC members] are made before the beginning of session Posted in the folder 1. DRAFTS FOR DISCUSSION IN-SESSION DOCUMENT Track changes from previous version are accepted. New changes appear in track changes. Can be approved if acceptable or converted into a subsequent version if considerable changes are still required. Background information is deleted Posted in the folder 1. DRAFTS FOR DISCUSSION DOCUMENT APPROVED DURING SESSION Track changes from previous version are accepted. New changes appear in track changes. Posted in the folder 2. PROVISIONAL REPORT (Approved documents) Previous versions will be removed from 1. DRAFTS FOR DISCUSSION and will be posted in folder 3. SESSION ARCHIVE April 2017 Page 2

3 DOCUMENT FLOW April 2017 Page 3

4 REFERENCES Basic Documents WMO N 15 WMO Standing Instructions Chapter 2 Excerpt on next page!! Composition of WMO (WMO N 5) April 2017 Page 4

5 Excerpt Standing Instructions - Chapter 2 (Feb. 2016) Paragraphs ( ) Documentation for sessions of constituent bodies Documentation plan When preparing the provisional agenda for the session of a constituent body, the official concerned should consider the supporting documents which will be needed for each item proposed for inclusion in the agenda A documentation plan should then be prepared for the session. The documentation plan should give a list of documents for each agenda item. For each agenda item, the following information should be given: (a) (b) (c) (d) (e) (f) Title of each document, if more than one document is required; Length of the document; Author of the document; Deadline for submission of the draft document for approval by Executive Management; Language of the draft; Date of posting the document on the session website The length of a document, including appendices, should be expressed in estimated maximum number of typed words. Documents longer than 20 pages (approximately 330 to 350 words/page in English) are accepted only in exceptional cases and should be discussed first with DSG or ASG, as appropriate. April 2017 Page 5

6 The documentation plan for all sessions of constituent bodies should be submitted for approval to SG, together with the draft agenda and explanatory memorandum. However, before final approval the plan should also be discussed with the president of the constituent body Once approved, the documentation plan should be distributed to all departments concerned. D/LCP should prepare a schedule of work on the basis of the documentation plan. Instructions for the preparation of documents The author of a document should ensure that the document is: (a) Drafted using an appropriate template to be downloaded from DPMU-LCP Template folder accessed in MS Word through File-New-Templates on "my computer"; (b) Succinct, decision-oriented and written in a clear and coherent manner, and in line with the WMO Style Guide ( Background material should be referred to using the link to the relevant website. Moreover, the cover sheet of the document must contain clear instructions regarding the appendices, the annexes, translations required, etc Every assistance must be given to translators by providing them with the reference or source of any text which is quoted or which has already been translated. Authors and Administrative Assistants must ensure that the information provided (references to final reports, resolutions, publications, etc.) is taken from the most recent version of texts finalized by the LCP department. These finalized texts can be found on the WMO library website, or in the case of session documents, on the session site (under "Provisional Report (Approved documents))" The director concerned should ensure that the document has been prepared in accordance with the General Regulations and the general policy of the Organization and that its purpose can be quickly and easily understood by the recipient. April 2017 Page 6

7 Procedures for the preparation of documents for and during the sessions of constituent bodies are found in Appendix 2.D The director of the department/office in which the document is drafted is responsible for ensuring that all offices having a major interest in the subject matter of the document have an opportunity to express their views on the content of the document. In particular for sessions of Associations, DRA and the Regional Director concerned should be consulted, as appropriate. Approval of documents The procedures listed below are to be followed for documents prepared by the Secretariat: (a) Documents for sessions of Cg, EC, RAs, TCs, WMO additional bodies created under Article 8 (h) of the WMO Convention, such as the IBCS and panels and working groups of EC should be submitted through the channels specified on the cover sheet to SG for approval. These documents are submitted in the name of the Secretary-General; (b) Documents for sessions of working groups of RAs, TCs, WMO additional bodies created under Article 8 (h) of the WMO Convention, such as the IBCS and for seminars, symposia or conferences, and which do not contain proposals likely to imply either: (i) changes in policy or structure of the Organization; or (ii) financial consequences, need not be submitted to SG for approval. Such documents should normally be approved by the director of the department/office concerned and submitted in the name of the Secretariat. ( ) April 2017 Page 7

8 WMO Tools ribbon?! Is the ribbon available? No Yes Contact ITCSD Service Desk Tutorial button gives all the details April 2017 Page 8

9 MEETING WEBSITE April 2017 Page 9

10 MEETING WEBSITE April 2017 Page 10

11 MEETING WEBSITE April 2017 Page 11

12 Buttons in WMO Tools automatically produce DRAFT 1, 2, 3 or APPROVED Starting from DRAFT 2, in 1 click: Saves the next version in the same folder (where the previous version was saved by the user) Updates the file name Accepts track changes (if any) from previous version Keeps the manual track changes if any Sets up the track changes mode Generates the corresponding new headers April 2017 Page 12

13 STEPS TO PRODUCE DOCUMENTS PRE-SESSION The documents shall be distributed as soon as possible, and preferably not later than 45 days before the opening of the session. (Regulation 152 (b) Basic documents, WMO N 15) 1. Use the WMO Tools ribbon to produce a DRAFT 1 or an INF. 2. Use the document numbering according to the Provisional (Annotated) Agenda approved by the Executive Management. 3. By default, the Template proposes all the possibilities (Decision, Resolution, Recommendation, etc.). Delete the parts you don t need. Respect the order given. 4. Circulate the document via a workflow for approval by the relevant Executive Management Office. 5. Send to DPMU the approved version for translation via a Jobsys request (in the Contact field, select the person to be contacted by the translators in case they have questions). 6. INFs are translated if resources/time permit. 7. From this stage onwards, you must use the version from the meeting website only. April 2017 Page 13

14 STEPS TO PRODUCE DOCUMENTS IN-SESSION All in-session documents are to be produced immediately after discussions have been completed. 1. Download the document from the meeting website folder DRAFTS FOR DISCUSSION and save it without changing anything. 2. Use the WMO Tools ribbon to produce the next version (DRAFT 2, 3 or APPROVED). 3. Insert and save the changes. 4. Circulate the document via a workflow (Elios) for approval by the Executive Management Office. 5. Send to DPMU the approved version for translation via a Jobsys request (in the Contact field, select the person to be contacted by the translators in case they have questions). 6. The Jobsys requester shall check that the Jobsys request has been accepted by DPMU before leaving the WMO headquarters at the end of the day. April 2017 Page 14

15 JOBSYS REQUEST Name of the person who can reply to translators queries Attach the file approved by the EM Status of the document April 2017 Page 15

16 STATUS OF A JOBSYS REQUEST Jobsys accepted by DPMU April 2017 Page 16

17 TO SAVE TIME Write to DPMU mailbox only Submit only documents that have been approved by the Executive Management Indicate the origin of the changes in DRAFT 2/3 (pre session only) (e.g. [Secretariat] or [Name, Country] next to each change OR [All amendments in the document have been made by..] on top of first page) When the Final Report of a CB session is completed, the numbering of Decision/Recommendation/Resolution will have changed from the in session document (e.g. Decision 12(4)/1 (EC 68) became Decision 73 (EC 68). Therefore, check your references against the Final Report published on the WMO website. Check the links Attach the editable version of figures or Excel files for specific tables Use permanent track changes for portions of text related to Publications Update all the fields when you duplicate a Jobsys request The documents need to be posted early to allow enough time for delegates to go through them April 2017 Page 17

18 GET READY! DO A DRY RUN BEFORE THE SESSION CHECK THAT ALL YOU NEED TO PRODUCE YOUR DOCUMENTS IS AVAILABLE ON YOUR WORK STATION PLAY WITH THE WMO TOOLS RIBBON TAKE TIME TO READ THE INSTRUCTIONS April 2017 Page 18

19 Any question? Any doubt? Call DPMU: Nathalie GENTET (4 L 41 Ext. 8084) Sasha KORETSKI (4 L 04 Ext. 8282) dpmu@wmo.int April 2017 Page 19

20 Thank you Merci April 2017 Page 20

Manual on the WMO Information System

Manual on the WMO Information System Annex VII to the WMO Technical Regulations 2015 edition Updated in 2017 WEATHER CLIMATE WATER WMO-No. 1060 Manual on the WMO Information System Annex VII to the WMO