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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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