title subtitle place and date

ISO documents for Governance groups and PDCsPrototype v1 kick off

Agenda

• Project status• Interviews outcomes• ISO Documents - Getting started • Support and help• We need you• Next steps

Project status

Background2020: Onboarding of all technical groups on ISO Documents

Mid-2020: Interviews with GOV and PDCs officers

Dec. 2020: Status update with GOV and PDCs leaders

MethodologyExtend TC strategy:

Iterative implementation• Today: Prototype v.1 kick off + training• Internal users to try a set of use cases +

share their feedback• Fine tune configuration & repeat

Change management Toolkit will be provided –Project Webpage; link to Knowledge base etc.

Q1 2021 Q2 2021 Q3 2021

Committee workspace setup

Content migration

Meetings

Gov. & PDC planning

15 JanTraining

25 FebEnd of Council

9 JunCouncil

ITSAG

Documents

14 JunGo live

Resolutions uploader

COPOLCO

Public content: Analysis to start in Q3 2021Collaboration/communication platform: 2022

Interviews outcomes

InterviewsInternally : 7 Secretaries of the Governance and PDC groups interviewed

Externally: 6 “committee members” interviewed + 6 committee NSB staff completed survey

InterviewsOverall, similar to TC requirements

Main differences with TCs: • More flexibility with N documents lifecycle• Some additional meta data for resolutions• Resolutions “bulk” uploader

Governance groups VS PDCs (PDCs with projects, “close” VS “open”)

Interviews summaryImprove UI and UX

“We love N documents” (but need more flexibility)

Need better formatting for writing notifications

Need bulk upload (especially for resolutions)

Interviews summaryImprove search

Clearer permissions model (who can see what?)

Need better ways to work collaboratively and exchange on documents

ISO Documents – Getting started

Prototype: Elements to consider• New workflow allowing the update of documents (even after

notification)

• Notification message sent only to you in the training environment

No content migrated from eCommittees on the training platform at this stage

Internet Explorer not supported

https://login-training.iso.org

Access

Navigation

My committees is the list of all the committees in which you have a role

You constitute a list of favoritecommittees for quick and easy access

The Library allows you to browse your documents through a standard folder structure

Meeting documentsList all meetings for the committee (except cancelled meetings) & related documents

Ballot documentsList all ballots for the committee & related documents

The Committee documents allows you to view all documents of your committee in a flat view (regardless in which folder they are). This replaces the N document list.

Document/folder nameWe are in a working group

Breadcrumb: the new navigation menuParent foldersCommittee and TC

home page

Library folders – Governance groups

ISO Documents eCommittees

Administration (restricted) 00. Secretariat workspace

General 02. Documents

Meetings NEW

Resolutions/Recommendations 03. Resolutions

Member upload area 04. Drop-in box for members

Mail archive NEW

Folder category GroupsResolutions General Assembly

CouncilTMB

Recommendations President’s committeeCSC/FINCSC/SPCSC/NOMCSC/OVEITSAGCPAG

Library folders – PDCsISO Documents eCommittees

Administration (restricted) 00. Secretariat workspace

General 02. General committee documents

Meetings 03. Meetings and resolutions

Resolutions NEW

Projects 04. Projects

Member upload area 05. Drop-in box for members

Mail archive NEW

Document typesImproved document classificationDocument type is automatically assigned according to the folder in which you upload your document

Folder name Document typesAdministration (restricted) File (non-N document)General Ballot, General, Meeting, Project,

Decision documentsMeetings Meeting documentsResolutions/Recommendations Decision documentsProjects (PDCs only) Ballot and Project documentsMember upload area File (non-N document)Mail archive Email (automatically created)

Search & download

Committee document search

Advanced search

Search document across committee

Zip and download

Manage documents

Create a document1. Open the folder in which you wish to create your document and click on +DOCUMENT

2. Select the type of document you wish to create, then fill in the metadata

The type of document you select is important as it will drive the metadata displayed (e.g. a meeting document will allow you to link the document to an existing meeting)

ResolutionsNew type of document: Decision

Can be linked to:• Ballot• Meeting• Project

Sub type: Resolutions, Recommendation, Decision

Searchable by resolution number and year

Search for resolutions

Bulk upload1. Open the folder in which you wish to add your documents and click on +DOCUMENT

2. Select BULK UPLOAD

3. Drag & drop your documents, or just click on the text to select your files

Bulk upload (cont.)

Document lifecycle

To be notified Available Withdrawn

Notify (= publish) Move to available

Add version

Delete

Edit metadata Edit metadata Withdraw

Restart rendition

Not visible

Download original document (officers only)

Add version

Visible to allOnly visible to officers

Document numberingN-numbers are assigned automatically

Possible to reserve a N-number

No longer possible to manually select a N-number

When a document is deleted, its number is automatically reassigned to the next document uploaded

PDF renditionPDF rendition supports PDF, Word, Excel, Powerpoint and imagesX Protected document, Zip files

Correct rendition errorEdit metadata and at the bottom of the form change the rendition to None

Move documents/folders - clipboardDocuments/folders can be moved from a folder to another using

Clipboard

Committee root folder are restricted to certain document types. You cannot move a meeting document within the Projects folder and vice versa.

Document notification

Notify a document1 Select the document(s) to be notified

2 Click on the envelope icon from the top right hand-corner

3 Enter the message to be sent and click on Notify

At this stage, it is not possible to select some members of the committee for notification. The message is sent to all the direct audience of the committee by default.

Pending notification reminder (one email for all your committees)

Mail archiveAll emails* sent from ISO Documents

are archived in Mail archive

Searchable via the Advanced search

All the audience of the committee can browse the mail archive

*document notifications and email to members

READ ONLY!!

Members list and full members list

Members ListShows the list of people directly involved in the committee/WG work

Full Members ListShows the list of people having access to the document of the committee

Access Email to members and export to CSV

Access Full export to CSV

Email to members

Support & help

Dedicated webpage coming soon!

Integrated Knowledge Base

Help: just one click away!

Support for experts and committee members

We will provide drafted communication messages to send to your experts / delegates in preparation for the launch on ISO Documents

Quick guide for experts and delegates available on the KB

Training videos recording will be made available

We need you!

Online formObjective: Get familiar with ISO Documents Get your input on specific use cases to fine tune the prototype

Next steps

Monday: email containing:- Online answer form to go through some use cases on prototype v1 to be returned by 2020-01-29- Link to onboarding webpage

February: Prototype v2 training and evaluation

On-going support material for go live(training, communication messages etc)

Next steps