Transcript African Union Commission Conference Services Directorate

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
Conference Web Application Presentation on AUEU College - to - College Meeting
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Introduction
 Tools Used
1. Visual Studio 2008 (Visual Basic .Net)
2. ASP.NET
3. Java Scripts
4. SQL SERVER 2005
It is Web Based Application
Conference Web Application Presentation on AUEU College - to - College Meeting
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Reason For Development
 Document follow up problem
 Burden on administrative staff of the directors office
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2.
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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
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Continued….
Reason For Development
 There was No Documents Work flow management
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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
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Continued….
Reason For Development
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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
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Preliminary Pages
 Security Features (Log in Page)
 Home Page
 Menus
 About Us
 Room Capacity
 Telephone Directory
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Document Submission and Follow-up
 Document Submission Page
1. Staff indicates his/her department
2. Indicate if needed for a meeting
3. Indicates security level for the document
(Departmental, Public , Confidential)
4. User puts in to which the document translation is
needed
5. Attaches the soft copy of the document
6. Indicates number of pages
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Continued….
Document Submission and Follow-up
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Continued….
Document Submission and Follow-up
 Document Follow-Up Page
1. The user indicates his/her department
2. The application displays the documents along with
their status
3. 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
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Document Submission and Follow-up
Conference Web Application Presentation on AUEU College - to - College Meeting
Continued….
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Continued….
Document Submission and Follow-up
 Document Search Page
1. The end user would indicate search option
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2.
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
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Document Submission and Follow-up
Conference Web Application Presentation on AUEU College - to - College Meeting
Continued….
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Translation Work Flow Management
 Documents Controller Page
 Director Page
 Language Coordinator Page
 Reviser Page
 Translator Page
 Proof Reader page
 Pool Supervisor Page
 Secretary
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Translation Work Flow Management
Continued….
 Work Flow Sequence
 This Sequence tells the level of completion of particular document
For
Approval
New
Approved
Under
Translation
Under
Revision
Proof Read
Under
Typing and
Formatting
Conference Web Application Presentation on AUEU College - to - College Meeting
With
Language
Coordinator
Under
Proof
Reading
Finalized
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Translation Work Flow Management
Continued….
 Documents Controller Page
This page serves as a gate way to the CSD directorate all
incoming request pass through this page
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New requests would be forwarded to the Director
Used to forward approved documents to the Language
Coordinators.
Contains Administrative Pages.
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2.
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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?
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Translation Work Flow Management
Continued….
 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
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The language coordinator assigns Translator
The language coordinator assigns Reviser
The language coordinator assigns Proof Reader
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Translation Work Flow Management
Continued….
 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
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Translation Work Flow Management
Continued….
Keeps all Decisions and
Declarations
Keeps all Proof Read Documents
Keeps all Revised Documents
Keeps all Translated
Documents
Keeps all Finalized and
Original Documents
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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
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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
)
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Documentation and Archiving
 Assembly decision Page
 Council Decision Page
 Documents for Particular Meeting
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Other Modules
 Printing Module
 Terminology Module
 Interpreter Application Page
 Translator Application Page
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Importance of Conference Web
 This Application would be the Founding Stone
 Conference Web would show how Automation would
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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
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Future Improvements
 Improve Reporting Modules
 Improve the Directors Page to follow up the entire
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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
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Acknowledgements
 AU – EU Cooperation
 Ms. Khellaf Nedjat (Director of CSD)
 CSD Staff (Yeshiwaget Taye, Tekabu Ayele and Samuel
Melese, Meron Tilahun, Isatou Njie)
 MIS Staff (Fasil & Casmir)
 Internet
 Books
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Thank You
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