manual for conference web based application (c-wba) conference.pdf · 12 | p a g e 9. automatic...
TRANSCRIPT
Manual for Conference Web Based Application
(C-WBA)
REV 2
Dedicated to the African Union Commission Conference Services Directorate
Designed By Merga Deressa
Documentalist
Conference Services Directorate
Tel.Off. 251115517700 Ext 386
Mobile 251911219804 / 251911612124
E-Mail [email protected]
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Table of Contents
Contents 1. Objectives of Conference Web-Based Application ............................................................................ 1
2. Log in Page ...................................................................................................................................... 2
3. The Master Page .............................................................................................................................. 3
3.1 Vertical Menu ................................................................................................................................ 4
3.2 Horizontal Menu ............................................................................................................................ 5
4. About Us Page ................................................................................................................................. 7
5. Room Capacity Page ........................................................................................................................ 8
6. CSD Structure Page .......................................................................................................................... 9
7. Contact Information Page ................................................................................................................ 9
8. Feedback Page ............................................................................................................................... 11
9. Automatic Document Coding ......................................................................................................... 12
10. Document Translation Workflow Tags. ....................................................................................... 14
11. The Documents Submission Page ............................................................................................... 17
12. Documents Follow-Up Page ....................................................................................................... 19
13. Documents Controller Page ....................................................................................................... 20
14. The Documents Controller Page. ................................................................................................ 21
15. The Director’s Page .................................................................................................................... 22
16. Language Unit Coordinator’s Page ............................................................................................. 24
17. Translator’s Page ....................................................................................................................... 25
18. Reviser’s Page ............................................................................................................................ 26
19. The Secretary’s Page. ................................................................................................................. 27
20. Proofreader’s Page .................................................................................................................... 28
21. Meeting Calendar Register Page ................................................................................................ 29
22. Calendar of Meetings Page ........................................................................................................ 30
23. Room Reservation Page ............................................................................................................. 30
24. Room Reservation Status ........................................................................................................... 32
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25. Daily, Weekly, Monthly and Annual Schedule Page .................................................................... 33
26. Interpreter Assignment .............................................................................................................. 34
27. Printing, Photocopy Service Request. ......................................................................................... 36
28. Documents for Particular Meeting ............................................................................................. 37
29. Terminology Bank Page .............................................................................................................. 38
30. AU Documents Management System ......................................................................................... 39
31. Job Opportunity / Application Page for Freelance Interpreters, Translators or Revisers .............. 41
32. Language Coordinator Setup Page ............................................................................................. 42
33. Future Developments ................................................................................................................ 43
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1. Objectives of Conference Web-Based Application
This Application is designed to be put on the intranet or on the web so that all
customers using the services of the CSD will have access to their documents and
meeting activities.
The Web-Based Application is expected:
To allow the customer to apply and upload documents for translation online
To allow the customer to follow-up on the status of the documents already
submitted
To allow the customer to verify the Room Reservation Status
To inform the public of the weekly activities and calendar of events
To provide the entire Commission ,translators and interpreters with reference
documents
To provide a Terminology Bank so that standardization of terms would be
maintained with the common jargon of the Commission
To allow customers fill printing requests online
To provide statistical information on different activities of CSD (like Number of
pages translated, Number of meetings serviced, amount of duplications made
etc…)
To provide an opportunity for interpreters and translators to apply online.
To facilitate document storage and retrieval.
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2. Log in Page
This Web-Based Application is empowered by a security which is an authenticated user
by the Administrator of the intranet. Only members of the intranet are allowed to view the
contents of the web-based application. This Application uses Windows authentication of each
user so that there is no need for a separate password for this application. If the user forgets his
or her username and password the user can reactivate his or her password with the MIS
Intranet Administrator and that change of username and password is reflected directly on this
application. Furthermore this password and username is also the same with the Outlook e-mail
address of the end user.
The log in page looks like the following picture.
The user will be prompted by the following information if he or she enters a wrong user name or password.
In order to log out the user can click on the Log out button found at the top left corner of the page.
When the user logs in successfully the user will be directed to the Master Page of the Conference Web-Based Application, with the content page of default.aspx which is the home page.
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3. The Master Page
The Master Page is the main switch board area for the AUC-CSD-WBA. This page will be
visible after successfully log into the Web-Based Application. The page looks like the following
Picture.
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The Master Page has 2 menu parts and the one content part. The menu part serves as
the menu which enables the user to move to different modules of the Conference-WBA. The two
menu parts of the Master Page look like the following.
3.1 Vertical Menu
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3.2 Horizontal Menu
Both Menus are used to navigate through all the pages the currently logged user is
entitled to view. Even if the user can see the menus it does not mean that he is able to
see all the modules like Director’s or Document Controller’s or Setup Page. Before the
menu renders the page, it will be checked whether the user has the right or not.
When anyone logs into this Web-Based Application in the default page there is
an important button which says “view my task”. The view my task button looks like the
following.
This button is dynamic so that depending on the logged in user, it directs the user
to different pages. This button directs:
1. The Director to Director’s page
2. The Documents Controller to Documents Controller’s Page
3. Language Coordinator to their respective Language Coordinator’s Page
4. Meeting Coordinator to Meeting Coordinator’s Page
5. Room Booking to Room Reservation Page
6. Documentalist to the Documentalist’s Page
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7. Translator to the Translator’s Page
8. Interpreter Coordinator to Interpreter Assignment Page
9. Proofreader to Proofreader’s Page
10. Secretaries to Secretaries’ Page
For End Users this button is not visible and they can view the public pages such
as Submit New Documents Page, Documents Follow up Page, Weekly Events Page,
Room Reservation status viewer for each room, Room Capacity Page, Documents for a
particular meeting, Feedback Page, About Us Page, Log In Page, Contact Information,
CSD Structure, Printing Request, Terminology Bank etc….
The Content Page shuffles within the Master Page as per the user menu selection and
according to View My Task button redirection.
This Page serves as the main interaction page along with the end user.
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4. About Us Page
This Pages gives brief information about the services renderd by the Directorate.
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5. Room Capacity Page
This page gives the holding capacity of and number of Booths.
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6. CSD Structure Page This Page holds information on the structure of the Directorate
7. Contact Information Page
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This pages provides the entire Comission with the Telephone Directory which is
enabled with strong search options.
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8. Feedback Page This application is designed for collecting end users feedback so that the application
can be improved as per the user requirements.
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9. Automatic Document Coding
The application is capable of coding all incoming documents uniquely depending on the submitting Department. Each department is given a two digit unique code followed by sequential number. The unique code given to each department is listed below;
No. Department Name Code
1 CIDO CI
2 Directorate of Medical Services MS
3 Directorate of Administration and Human Resource Development AD
4 Directorate of Conference Services CS
5 Directorate of Economic Affairs EA
6 Directorate of Human Resources, Science & Technology ST
7 Directorate of Infrastructure and Energy IE
8 Directorate of Peace and Security PS
9 Directorate of Political Affairs PA
10 Directorate of Programming Budgeting, Finance and Accounting FI
11 Directorate of Rural Economy and Agriculture RE
12 Directorate of Social Affairs SA
13 Directorate of Strategic, Policy Planning, Monitoring, Evaluation SP
14 Directorate of Trade and Industry TI
15 Directorate of Women, Gender and Development WG
16 Office of the Internal Auditor IA
17 Office of the Legal Counsel LC
18 Bureau of The Chairperson CP
19 Bureau of The Deputy Chairperson DC
20 Office of Secretary to the Commission SC
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No. Department Name Code
21 Communication and Information CO
22 Protocol Services PR
23 Other OT
24 Regional Office RO
If the Department of Political Affairs Department submits a document the system will
automatically given a code like PA2312. Where PA stands for the department’s code and the
number 2312 is a sequential number given to that particular document. The coding also has an
additional part indicating the language of the document as whether it is the original or if the
document is a translation of the original.
For example, if Political Affairs Department loads a document with a code PA2312 and if the
original document is in English then the application will save the originally uploaded document
as follows.
PA2312 _E Origional.doc If the original document is in English.
PA2312 _F.doc If a translation into French is requested.
PA2312 _P.doc If a translation into Portuguese is requested.
PA2312 _A.doc if a translation into Arabic is requested.
Apart from the original document, other documents are created when the CSD finishes
translation of the document.
There is an option also for documents coming in a mixed language option. At that time the
document is saved as follows.
PA2312 _Mixed.doc if the original document is composed of more than one language.
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10. Document Translation Workflow Tags.
By checking the documents workflow tag the end user will know the stage of the document
under translation.
Documents workflow will keep track of the entire activities of a particular document starting from
online application for translation till finalization of the document. This workflow module has a
point where the document will be introduced for translation, and following the creation of work
order each responsible actor will react to it.
The major actors of this application are:
1. End User - These actors are responsible for uploading documents to be translated
2. Documents Controller - receives new documents and passes on them for approval
3. Director - Approves or Rejects Translation Requests
4. Language Unit Coordinators - assign translators and revise documents
5. Revisers – Revise documents
6. Translators - Translate documents
7. Proofreaders - proofread documents
8. Secretaries - Type and format documents,
9. Documentalist - Responsible for collating finalized documents for future reference.
And finally, it will be returned to the end user from the document originated.
The workflow module is characterized by assigning different workflow module tags which
gives a clue on the status of the document, as well which potential actor is supposed to act or is
acting on a particular document.
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The Documents Workflow has the following tags indicating the status of the documents:
A. “New” : New Document submitted to the Directorate
B. “For Approval” : Document sent from the Document Controller to the Director for
approval
C. “Approved”: Documents approved by the Director, which are ready to be dispatched to
the Language Coordinators by the Documents Controller
D. “Rejected”: Documents which are rejected by the Director and will be sent back to the
originating user by the Documents Controller
E. “With Language Coordinator”: These are documents which are approved and with the
Language Coordinator anouting the assignment to Translators
F. “Under Translation” Documents which are under translation
G. “Under Revision”: These are documents which are under revision
H. “Under Formatting and Typing”: These are documents which have been translated and
revised, and undergoing the typing or formatting process.
I. “Under Proofreading”: These are documents which are being proofread after the
Secretary has type and formatted them
J. “Proofread”: These are documents which have been proofread and awaiting the final
touch by the Secretary.
K. “Finalized’: These are documents which have completed all the processes and are ready
to be forwarded to the originating user and the Documentalist.
The degree of the completion of the document is according to the above order.
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Actors
Actors
Actors
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Based on the Workflow Tags for each actor, a separate page is designed. Each page for each
actor would be discussed below:
11. The Documents Submission Page
This page is responsible for creating a translation request task for the CSD. This Page
would be manipulated by end user from the entire Commission. As long as somebody is a
member of the intranet of the African Union Commission (AUC), they have a right to manipulate
this page. Always, before starting to use this page, the end user will be asked to provide
username and password which is the same as their Windows authentication or Outlook mail
account. This will make the system safe and secure. This Page is also capable of embedding
the username in the database to keep track of who requests the service and to whom the
document needs to be forwarded when the translation is finalized.
In this module, all customers requesting translations will fill the document registration
form along with the basic attributes and the user will also have an option for uploading the
original soft copy to the server so that there would be no hassle for requesting the soft copy of
the original.
When the users use this page, they are expected to provide the following information
about the document needed for translation:
Department Name (Mandatory)
Submission Date (System will automatically populate this and the user cannot modify it. It is
designed as such to control backdating) (Mandatory)
Reference of the document if any
Title of the Document (Mandatory)
Original Language (Mandatory)
Choosing which language(s) it needs to be translated into (Arabic, English, French, and
Portuguese). The system automatically disables the original language so that it cannot be
selected.
Selection from the approved calendar of meetings if the document will be needed for a meeting.
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Setting Deadline (Mandatory) the system will check automatically if the date set is less than the
present date
The user will have an option to upload the Soft copy of the Original document
The user specifies the number of pages (Mandatory)
The user enters a remark, if any
At the end of the registration, in order to check that the document has been submitted,
the user should check the Document Follow-up Page, where the unique code given to the
document translation request will appear. This would make it easy to follow up on documents.
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12. Documents Follow-Up Page
This page is also used mainly by the end user. This page regularly updates the
whereabouts of the document submitted. The end user will use this page to know where
the already submitted document is. This page is presented in a data grid with a
capability of coloring in different patterns to separate the finalized documents from the
unfinalized ones. This page would give a huge transparency for the entire public. The
end user can also ascertain at which stage their translation process is being delayed.
This page allows customers to follow-up on the status of the documents which
are already submitted. This module provides information on the progress made on each
document. For example, is it approved, is it under translation, is it being typed, is it
finalized? In addition to follow-up on the documents, the system will help with the
document storage and retrieval mechanism. The user will be able to retrieve a particular
document and download the original along with the translations. The habit of sending
someone to follow-up individual documents and making phone calls to the Document
Controller will become.
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13. Documents Controller Page
This page would be manipulated by the Document Controller who is responsible for following up
documents translation which are forwarded to the CSD. The Documents Controller previously
used to follow up documents manually and also when a document was submitted, she
registered all the important fields in to the Stand Alone Access Database. Now the users
register the documents by themselves, which facilitates the work of the Documents Controller.
The Document Controller acts as the gateway to the Directorate. Documents come and
go through the Documents Controller.
The Documents Controller will act on documents tagged “New”, “Approved”, “Rejected” and
“Finalized”.
Actions to be taken on “New” Tag
When the documents controller page grid has this, the Documents Controller will forward to
the Director, seeking approval to proceed with the translation process. As soon as the
document is forwarded to the Director the Workflow Module Tag becomes “For Approval”. This tag indicates that the document is with the Director for approval.
Actions to be taken on “Approved” Tag
This tag is created when the Director approves the document for translation. The
Documents Controller will forward it to the active Language Coordinator. When this action is
completed, the workflow module tag for that particular document will become “With Language Coordinator”
Actions to be taken on “Rejected” Tag
When the Documents Controller has a document with this tag he/she should send it back to
the originating user. No further action can be taken on this document.
Actions to be taken on “Finalized” Tag
When the Documents Controller finds a document having this tag she will forward it to the
originating user and the Documentalist for storage in the Documents Pool. This tag is the
final and highest degree of the Workflow Module Tags, indicating the completion of a job.
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14. The Documents Controller Page.
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15. The Director’s Page
Using this page, the Director can Approve or Reject documents having the Workflow
Module Tag with “For Approval”. The Director can also see all the documents which have been
Approved or Rejected in case the Director wishes to reverse his/her decision.
The moment the Director Approves a document the document, will be replicated into the
number of languages into which the translation is requested, i.e. If an English Original Document is requested to be translated into Arabic and French, upon approval by the Director, two records will be created, one each for the Arabic and French Language teams.
Based on the Directors action, two workflow Module Tags will be created.
“Approved” when the Director Approves a document translation request.
“Rejected” when the Director Rejects a document translation request.
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The Director’s Page looks like the following picture.
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16. Language Unit Coordinator’s Page
The moment the Documents Controller forwards the Approved documents to the active
Language Coordinator, the Workflow Module Tag becomes “With Language Coordinator”. This page displays tags labelled “With Language Coordinator”.
The Language Coordinator will assign Translator, Reviser, Proofreader and Secretaries
using this page. The moment the Language Coordinator assigns a Translator, the Workflow
Module Tag will become “Under Translation” indicating that the translation process is
underway. The Language Coordinator will be able to see which documents are “Under Translation’, “Under Revision”, “Under Typing and Formatting”, “Under Proofreading”
and “Proofread Documents”.
The Language Coordinator’s Page looks like the following.
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17. Translator’s Page
After the Language Coordinator assigns a Translator, and when the assigned Translator
opens his computer, this page will retrieve all the documents assigned to him/her. This page
displays documents with the Workflow Tag “Under Translation’. When the Translator finishes
the translation the Workflow Tag becomes “Under Revision” indicating that the translator has
finished his work and the Reviser will be expected to revise the translation.
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18. Reviser’s Page
After the Translator finishes translation the system automatically forwards to the Reviser assigned by the Language Coordinator. The Reviser’s Page displays documents with the Workflow tag “Under Revision”. The Reviser’s Page looks like the following picture.
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19. The Secretary’s Page.
The Secretaries will see documents with the Workflow Module tag “Under Typing and Formatting” and “Proofread”. The Secretaries will type and format the document and pass it
to the Proofreader for proofreading along with the original documents. After the proofreader
finishes, it will come back to the Secretary for final amendment and to be forwarded to the
Documents Controller, and the system will automatically change that particular language unit
status to “Finalized” Workflow Tag. If the Secretary who is uploading is the last person in the
language requested, it will automatically mark “Finalized” for all the language units. After the
document is finalized, the Secretary will upload the document on the system. The Secretary’s
Page looks like the following picture.
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20. Proofreader’s Page
The Proofreaders will receive documents with the Workflow Tag “With Proofreaders” and after proofreading the status will change to “Proofread” and will be forwarded to the
Secretaries to make any final amendments that are necessary;.
. The Proofreader’s Page looks like the following picture
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21. Meeting Calendar Register Page
On this page the Meeting Coordinator updates all the meetings approved by the
decision-making bodies, which is usually approved at the beginning of each calendar year.
During the course of the year, if there is a need for introducing new meetings in this page it is
used to introduce new meetings in the calendar.
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22. Calendar of Meetings Page
This module is also another important area where the departments can verify whether
their meeting is included in the Calendar of Events for a particular year as well when their
meeting is scheduled to be held. Based on the scheduled Calendar of Events, the departments
can prepare their working documents in good time.
This page will ask the user to choose for his/her department and it will display the scheduled
events.
23. Room Reservation Page
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In this module the Interpretation Secretary will be able to reserve rooms for the meetings
on the calendar, based on requests from departments. This page looks like the following picture:
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24. Room Reservation Status
This page shows the reservation status of the meeting room as per the date selection from the
calendar. The following picture shows room reservation for Committee Room 3 (CR3).
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25. Daily, Weekly, Monthly and Annual Schedule Page
This page displays the events planned or that have already been held within a given time frame,
be it Daily, Weekly, Monthly or Annually. On this page, events are displayed grouping the
retrieved events by the rooms in which the event was held or is to be held. This will help the
entire Commission to know what has happened and what is going to happen.
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26. Interpreter Assignment
This Page is used to assign Interpreter’s either by the Interpreters’ Coordinator or the
Secretary for the rooms reserved.
This page is dynamic enough to hide the Assign and Remove button of the language that is not
requested automatically. On the above picture Portuguese language is not requested and the
buttons are not visible.
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When the Assign button is clicked, it will add the Interpreter for the meeting and if the Interpreter
is already assigned, it will inform the user that the Interpreter is already assigned.
However, if the Remove button is clicked, the Interpreter will be removed from the Assigned
Interpreter List.
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27. Printing, Photocopy Service Request.
This Page enables the end users of the CSD Directorate Printing Service to fill an online
photocopy service request and the system tells the amount of paper to be provided. The system
also keeps track of the statistical information of photocopy service rendered.
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28. Documents for Particular Meeting
This Page will provide a great opportunity for Interpreters to go through the documents
of the meetings which they have been assigned to. They can even use this while they are
servicing the meeting. The Interpreter will choose the Meeting Title from the drop down combo
box, and then the documents for that meeting will be listed.
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29. Terminology Bank Page
This Page is to help standardize documents which are going to be translated: Sample page
looks like the following picture:
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30. AU Documents Management System
This Page is used as the African Union Commission’s Documents Management System
which allows the entire Commission to access all the decisions, declarations and
working documents of the Assembly, the Executive Council and the PRC. This page
feature a powerful searching technique which provides all the documents in four
working language depending on the language option. The search term should be typed
in English. After the search result is displayed, the user can click on View Document
link, then the document will be displayed on the screen. The document is displayed as
per the users language option. The Page looks like the following Picture.
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As we can see from the above picture, it shows the total number of documents searched by
Title of the Document for the search term “Peace” and the document is displayed in English. If
another language is chosen, and if the View Document link is clicked the document will be
displayed corresponding to the language option chosen.
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31. Job Opportunity / Application Page for Freelance Interpreters, Translators or Revisers
This page provides an opportunity for the CSD to have a pool of Interpreters, Translators or
Revisers along with detailed information, and the page enables them to upload their CVs. The
two pages are similar and only the Translators / Revisers Page will be displayed below:.
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32. Language Coordinator Setup Page
This page is used to switch the Language Unit Coordinators.
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33. Future Developments
This application will be the cornerstone for the improvement of the activities of the CSD
Directorate. This Web-Based Application will serve as a foundation to encourage the
Directorates’ management to focus on the advantage of automation to give efficient and
effective service, while ensuring accountability. In the future, depending on arising needs, each
module will be expanded to cover each and every missing feature not included in this
Application.
Some of the features to be improved on are:
1. Improvement of Printing Module
2. Improvement of different features Reporting apart from screen display
3. Improvement of the Home Page by enabling it to hold some information about CSD
4. Improving the Director’s Page to monitor all the activities of all staff of CSD
5. Improved Statistical Reporting
6. Development of Administrative Pages like Assignment of acting capacities.
7. Improvement of the applications security features
8. Implementation of Conference Guidelines and Policies into this system
9. Incorporating the system with Outlook