Governing Bodies Modernization Initiative (GBMI)

1. Governing Bodies Modernization Initiative (GBMI) “The GBMI facilitates a more efficient, effective and PaperSmart interaction between Staff, Management and Membership through the innovative use of IT” Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface

2. GBMI business case • A better service level to Membership:document quality, find-ability, personalized functions such as annotation, search, contacts, sharing. • Timely dispatch of board documents • Improved efficiency of pre meeting document production and clearance process • Improvement of internal processespre-meeting, meeting, post meeting • Increased efficiency in the insertion of cross departmental data Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface

3. GBMI overview Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface

4. Electronic Document workflows: DPMS • IFAD developed electronic workflow system for timely dispatch of high-quality documentation to Member States’ representatives • Timely document clearance • Tracking of organizational bottlenecks and corporate KPI reporting • Forward planning for originators and clearing officers • Enhancement of accountability of users involved • Sufficient time for language processing Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface Contacts: Pilar Zuniga: p.zuniga@ifad.org IT related enquiries: Ad Langenkamp, a.langenkamp@ifad.org

5. Language processing: MultiCorpora • Commercial of the shelf electronic workflows dedicated to language processing • Online tracking of documents for Governing Body Meetings • Online submission from staff for language processing of Non Governing Body documents • Document Version Control • Document processing statistics • Dedicated functionality for storage of past material to be reused in future projects and for the compilation of corporate terminology. • Improved consistency across content in all official languages • Efficient handling of versions • Identification of IFAD specific terminology across documents. Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface Contacts: Theresa Castellucci: t.castellucci@ifad.org IT related enquiries: Ad Langenkamp, a.langenkamp@ifad.org

6. Country Contacts On Line: CIAO/CCM • IFAD developed Application to manage and share with IFAD users the following information: • Details of IFAD Member States • Details of countries and organizations with observer status • Contact details of accredited representatives to the Fund • Composition of IFAD Governing Body meetings • List of participants at IFAD Governing Body meetings • Salutations to be used in official correspondence with accredited representatives to the Fund • Flag complex situations to avoid diplomatic incidents • Sharing selected data with colleagues in real time! Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface Contacs:queries MS-Liaison@ifad.org IT related enquiries: Ad Langenkamp,a.Langenkamp@ifad.org

7. Members Platform: MSIP • IFAD developed web platform to facilitate the exchange of information between the Fund and its representatives on IFAD governing body meetings and other official events. • Calendar of Governing Body meetings and events • Basic information on the Governing Body; such as: compositions, chairmanship, rules and procedures and other key documentation • List of IFAD Member States and details of the Convenors of IFAD Lists • Real-time sharing of governing body documents and communications • Pre-registration of Member States Representatives to specific meetings • Key Platform features and sections: • - Posting notification system • - Complex access rights and confidentiality • - Automatic interface with IFAD.org Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface Contacts: Queries can be directed to: MS-Liaison@ifad.org IT relayed enquiries: a.langenkamp@ifad.org

8. Meeting Interface: • IFAD development. A combined web-platform and mobile App to enable • Online/offline document sharing and annotation for Membership • On line meeting management functions such as • Capturing of presence and quorum • Order of the day • Polls and votes • Interventions • Reporting Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface Contacts: Robert Meins, r.meins@ifad.org IT related enquiries : Ad Langenkamp, a.Langenkamp@ifad.org

9. Meeting Interface: • Members App • IOS/Android mobile & web based • Documents and annotation • Extensive document search • Interactive meeting functions • Staff application • Web platform • Meeting management functions • Polls • Reporting Components • Document workflows& Language Processing • Country Contacts Online • Members Platform • Meeting Interface Contacts: Robert Meins, r.meins@ifad.org IT related enquiries : Ad Langenkamp, a.Langenkamp@ifad.org

18. Backup slides

19. INSERT 3-4 screenshots of gbo flow in DPMS here

20. INSERT 3-4 screenshots of gbo flow in DPMS here

21. INSERT 3-4 screenshots of gbo flow in DPMS here

22. MultiCorpora Flow Components • Document workflows & Language Processing • Country Contacts Online • Members Platform • Meeting Interface

23. MultiCorpora: MultTrans Components • Document workflows & Language Processing • Country Contacts Online • Members Platform • Meeting Interface

24. SDL Trados Components • Document workflows & Language Processing • Country Contacts Online • Members Platform • Meeting Interface

25. SDL MultiTerm Components • Document workflows & Language Processing • Country Contacts Online • Members Platform • Meeting Interface