How the secretariat works

1
How the secretariat works

• Simao Campos
• Telecommunication Standardization Bureau
• ITU

Geneva, 15-16 December 2008
2
Outline

• About ITU
• Responsibilities
• Teams
• SG secretariat
• Publication

3
ITU is many things

• Technical / policy work in the General
  Secretariat and in the three Sectors
• Radiocommunications
• Telecommunications standardization
• Telecommunications development
• Conference organizer
• Publication house
• Fair organizer (Telecom)
• Convenient for running of meetings and handling
  publications but complex internal ecosystem

4
Secretariat responsibilities

• Entry point for delegates and participants
• Gatekeeper responsibility
• Proper process
• Balances and checks
• Quality, consistency, history
• Solution finding
• Need to provide value added
• Compared to competition posed by other SDOs

5
Teams in TSB

• SG secretariat
• Meeting logistics
• Publication services
• Documents control
• EWM (IT infrastructure for TSB) ? EDH
• Operational bulletin
• Promotion / Communication
• Member relations
• Focus in this presentation
• SG secretariat, meeting logistics, publication

6
Delegates view tip of iceberg
Requests
Replies
SG Secretariat
Meeting arrangements, meeting rooms, badging,
visa, audio conferences,
IS
TSB Mtg logistics
IT issues not related tomeeting documents web
pages, IFAs, remote collaboration,
ITU Meeting logistics
EDH
Docs control, Publication
Posting reports, interface for translation, final
preparation of ITU products (text, software),
IS Information Services Dept.
7
SG secretariat
8
Workflow for meeting documents

• FTP to EDH
• Email to EDH
• Email to Counselor, Assistant, Secretariat
• Web submission form
• Handed in (CD, USB key, etc)

Doc received
Control
Author
Review by Counselor/Engineer
Paper copy distribution
FTP availability
Assistant formats document
Print shop
Common services
Web site availability
IS
Assistant sends doc for paper reproduction
TSB
Assistant registers doc (DPS)
Assistant posts doc (DMS)
9
Workflow with AAP
Rec Comment Comment Res. Log
Final review by Counselor/Engineer
Doc received
Approval
Control
Pre-pub text
Publication text
Author
LC / ARperiod closes
Review by Counselor/Engineer
Assistant formats document
Non-approval
LC / ARperiod
Assistant formats document
Assistant dispatches to PEPedit
Next SG meeting
Web site availability
Assistant posts doc (DMS)
LC / AR 1st / 16th
10
Publication
11
Simplified workflow
Editor / Rapporteur
Text received by PEPedit
Secretariat
Publication
Editing team English (paper)
Dispatch
Pre-publication
Editing team drawings
Dispatch
EDH
Docs control
TSB
Common services
QuickPub
Typing pool (assembling)
QuickPub
Sales
IS
Text on website
Pool(translation)
12
Conclusion
13
Conclusions

• Interaction with a federation of services within
  and outside TSB
• Complex interactions and accommodation of the
  needs from the three sectors, Telecom and General
  Secretariat
• Delegates and participants only see the tip of
  the iceberg