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African Union Commission Conference Services Directorate Conference Web Based Application. AUC-EC College-to-College Meeting WORKSHOP/TRAINING ON REPRODUCTION SERVICES, RECORDS, ARCHIVING AND DOCUMENTS MANAGEMENT 7 – 9 June 2010 Addis Ababa Ethiopia. Prepared By Merga Deressa. Introduction.

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african union commission conference services directorate conference web based application

African Union CommissionConference Services DirectorateConference Web Based Application

AUC-EC College-to-College Meeting

WORKSHOP/TRAINING ON REPRODUCTION SERVICES, RECORDS, ARCHIVING AND DOCUMENTS MANAGEMENT

7 – 9 June 2010

Addis Ababa

Ethiopia

Prepared By MergaDeressa

Conference Web Application Presentation on AU-EU College - to - College Meeting

introduction
Introduction
  • Tools Used
    • Visual Studio 2008 (Visual Basic .Net)
    • ASP.NET
    • Java Scripts
    • SQL SERVER 2005

It is Web Based Application

Conference Web Application Presentation on AU-EU College - to - College Meeting

reason for development
Reason For Development
  • Document follow up problem
  • Burden on administrative staff of the directors office
      • Huge number of Phone calls
      • Many clients come to the office requesting whereabouts of their documents
  • Improve User Satisfaction
  • Document Storage and Retrieval
  • enforce document coding techniques
  • enforce Accountability

Conference Web Application Presentation on AU-EU College - to - College Meeting

reason for development1

Continued….

Reason For Development
  • There was No Documents Work flow management tool
  • Uniform Document Naming and Coding
  • There was no Tool for Statistical Information
  • There was no system for Documentation and Archiving
  • There is no Terminology Bank
  • No Tool for Events Management

Conference Web Application Presentation on AU-EU College - to - College Meeting

reason for development2

Continued….

Reason For Development
  • There was no tool for Room Allocation
  • No Document Security
  • Version Conflict
  • There was no Systematic Backward Referencing
  • Retranslation of documents while knowing it was translated before
  • No indication tool for showing the business of the department
  • No Mechanism for nourishing interpreters, translators, revisers and proof readers

Conference Web Application Presentation on AU-EU College - to - College Meeting

preliminary pages
Preliminary Pages
  • Security Features (Log in Page)
  • Home Page
  • Menus
  • About Us
  • Room Capacity
  • Telephone Directory

Conference Web Application Presentation on AU-EU College - to - College Meeting

document submission and follow up
Document Submission and Follow-up
  • Document Submission Page
    • Staff indicates his/her department
    • Indicate if needed for a meeting
    • Indicates security level for the document (Departmental, Public , Confidential)
    • User puts in to which the document translation is needed
    • Attaches the soft copy of the document
    • Indicates number of pages

Conference Web Application Presentation on AU-EU College - to - College Meeting

document submission and follow up1

Continued….

Document Submission and Follow-up

Conference Web Application Presentation on AU-EU College - to - College Meeting

document submission and follow up2

Continued….

Document Submission and Follow-up
  • Document Follow-Up Page
    • The user indicates his/her department
    • The application displays the documents along with their status
    • It colors the document depending on the status
  • This would enable the end user not to make phone calls and come to the directorate for any request.
  • The page displays the work load on CSD
  • This pages provides transparency

Conference Web Application Presentation on AU-EU College - to - College Meeting

document submission and follow up3

Continued….

Document Submission and Follow-up

Conference Web Application Presentation on AU-EU College - to - College Meeting

document submission and follow up4

Continued….

Document Submission and Follow-up
  • Document Search Page
    • The end user would indicate search option
      • Search by code
      • Search by Title
      • Search by Department
    • The user introduces the search term and the result would be displayed
  • This page is security enabled no one can see other departments document.
  • This page serves as a delivery point and serves as the auto archiving area.
  • Used for future references spot

Conference Web Application Presentation on AU-EU College - to - College Meeting

document submission and follow up5

Continued….

Document Submission and Follow-up

Conference Web Application Presentation on AU-EU College - to - College Meeting

translation work flow management
Translation Work Flow Management
  • Documents Controller Page
  • Director Page
  • Language Coordinator Page
  • Reviser Page
  • Translator Page
  • Proof Reader page
  • Pool Supervisor Page
  • Secretary

Conference Web Application Presentation on AU-EU College - to - College Meeting

translation work flow management1

Continued….

Translation Work Flow Management
  • Work Flow Sequence
  • This Sequence tells the level of completion of particular document

Conference Web Application Presentation on AU-EU College - to - College Meeting

translation work flow management2

Continued….

Translation Work Flow Management
  • Documents Controller Page

This page serves as a gate way to the CSD directorate all incoming request pass through this page

      • New requests would be forwarded to the Director
      • Used to forward approved documents to the Language Coordinators.
      • Contains Administrative Pages.
          • Edit Document
          • Manual Document Up loader
          • Priorities and Messaging
          • Setup Language Coordinator / Pool Supervisor
          • Reassign already assigned Jobs
          • Add / Edit AUC Staff, Reviser, Translator and Proof Reader
          • Statistics Page
          • Who did what?

Conference Web Application Presentation on AU-EU College - to - College Meeting

translation work flow management3

Continued….

Translation Work Flow Management
  • Director Page

Using this page the Director Rejects or Approves translation requests

In the future this page would hold some general information providing statistical information

  • Using Language Coordinator Page

Before doing any assignment the language coordinator would be provided with each staff work load

      • The language coordinator assigns Translator
      • The language coordinator assigns Reviser
      • The language coordinator assigns Proof Reader

Conference Web Application Presentation on AU-EU College - to - College Meeting

translation work flow management4

Continued….

Translation Work Flow Management
  • Reviser Page (Shows Translated Documents)
  • Translator Page (Shows New Documents sent for Translation)
  • Proof Reader page (Shows document Revised)
  • Pool Supervisor Page (Used to assign Secretaries)
  • Secretary (Shows Proof Read documents)

Using the above page each staff would receive his/her assignment with respect to their competence

Conference Web Application Presentation on AU-EU College - to - College Meeting

translation work flow management5

Continued….

Translation Work Flow Management

Keeps all Decisions and Declarations

Keeps all Proof Read Documents

Keeps all Revised Documents

Keeps all Translated Documents

Keeps all Finalized and Original Documents

Conference Web Application Presentation on AU-EU College - to - College Meeting

translation work flow management6

Continued….

Translation Work Flow Management
  • The Work Flow Software Keeps Record on each output at every stage of the document lifecycle
  • It keeps the information who did what?
  • It enforces Accountability

Conference Web Application Presentation on AU-EU College - to - College Meeting

meeting coordination s
Meeting Coordination\'s
  • Calendar of Meeting Register Page
  • Room Reservation
  • Daily, Weekly, Monthly and Annual Schedule
  • Interpreter Assignment Page
  • Documents for Particular Meeting (Helps an interpreter to have documents for a particular meeting )

Conference Web Application Presentation on AU-EU College - to - College Meeting

documentation and archiving
Documentation and Archiving
  • Assembly decision Page
  • Council Decision Page
  • Documents for Particular Meeting

Conference Web Application Presentation on AU-EU College - to - College Meeting

other modules
Other Modules
  • Printing Module
  • Terminology Module
  • Interpreter Application Page
  • Translator Application Page

Conference Web Application Presentation on AU-EU College - to - College Meeting

importance of conference web
Importance of Conference Web
  • This Application would be the Founding Stone
  • Conference Web would show how Automation would help to improve the activity of the CSD
  • No Document Loss
  • Improved Transparency
  • Accountability would be ensured
  • Good Information flow
  • It will Make Planning Easy

Conference Web Application Presentation on AU-EU College - to - College Meeting

future improvements
Future Improvements
  • Improve Reporting Modules
  • Improve the Directors Page to follow up the entire Directorates Activity
  • Improve Statistical reporting
  • Adding Alerts on each pages
  • Linking the System with Microsoft Outlook
  • Expand each Module to cover any other interests which may arise
  • Make the system to be available on the Internet
  • Creating Virtual office for Freelance Staff

Conference Web Application Presentation on AU-EU College - to - College Meeting

acknowledgements
Acknowledgements
  • AU – EU Cooperation
  • Ms. KhellafNedjat (Director of CSD)
  • CSD Staff (YeshiwagetTaye, TekabuAyele and Samuel Melese, MeronTilahun, IsatouNjie)
  • MIS Staff (Fasil & Casmir)
  • Internet
  • Books

Conference Web Application Presentation on AU-EU College - to - College Meeting

thank you
Thank You

Conference Web Application Presentation on AU-EU College - to - College Meeting

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