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External Affairs (EA)
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Operational Activity Highlights |
Unit |
Objectives |
Indicators |
Relationship to Strategic Policies and Plans |
Resources in work/months from budget |
Resources in work/months from extra-budgetary sources |
A
Support for Conferences, Meetings & Telecom Events |
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CEC/ |
•
Secretariat
support for Council and PP-02; |
• Quality of information provided
by membership; |
•
The CS and CV generally
describe relations with other organizations, the rights and
obligations of Member States and Sector Members and the
depository “function” of the ITU. |
1
P5 w/m 2
P3 w/m 2
G6 w/m 6
G5 w/m 1
G4 w/m 1
G3 w/m |
|
B
Ongoing Activities |
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A |
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• Membership management and follow up; • Official notifications on status of Member States/ITU instruments; •
Participation and follow up for activities of UN System
mechanisms UN/GA, ECOSOC, CEB, HLCP, and other organisations
(ISO3166MA); •
Relations with Geneva Diplomatic Missions; •
ITU promotion and visits to ITU; •
Maintenance of central registry/routing of correspondence
in ITU; |
•
Trend in number of Sector Members; •
Timeliness of publication; •
Briefs, documents, meeting attendance; sound bases for
cooperation; •
Protocol; Notes verbales; ad hoc meetings •
Enhanced image and visibility of ITU; •
Number of incoming and outgoing items (mail, fax, email)
and timeliness of response. |
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Strategy & Policy Unit (SPU)
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Operational Activity Highlights |
Unit |
Objectives |
Indicators |
Relationship to Strategic Policies and Plans |
Resources
in work /months from budget |
Resources
in work/months from extra-budgetary
sources |
A Support for
Conferences, Meetings & Telecom events |
|
|
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World
Telecom Policy Forum |
SPU,
with inputs from CEC |
WTPF shall be convened ”in order to discuss and exchange views and
information on telecommunication policy and regulatory matters,
especially on global and cross-sectoral issues” Minn. Res. 2 |
•
Adherence to timetable
established by Council (Decision 498) for delivery of background
report and draft opinions; •
Inclusiveness of forum (e.g., no.
of Members present) |
•
Minneapolis Res. 2 “the
WTPF “shall be convened on an ad hoc basis to respond quickly to
emerging policy issues arising from the changing
telecommunications environment” |
0 No WTPF is planned in 2002. |
0 |
Council |
CEC
with inputs from SPU, Sectors, etc. |
Good governance of the Union, as reflected in Article 4 of the ITU
Convention. |
•
Accomplishment of the goals set out in Article 4 of the ITU
Constitution. • Timely distribution of documents in advance of
the Council (in line with the procedural rules of the Council) and
smooth distribution of new documents during the Council |
•
In line with Article 4, No. 62 of the ITU Convention,
“The Council shall, in the interval between two Plenipotentiary
Conferences, supervise the overall management and administration
of the Union”. |
SPU: 6 w/m |
n.a. |
Plenipotentiary
|
CEC
with inputs from SPU, Sectors, etc. |
Good governance of the Union, as reflected in Article 8 of the ITU
Constitution. |
•
Accomplishment of the goals set out in Article 8 of the ITU
Constitution. •
Timely distribution of materials, documents and membership
contributions in advance of the Plenipotentiary, as well as smooth
production and turn-around of documents during the Conference. |
•
According to the ITU Constitution, Article 7, No. 40, the
Plenipotentiary Conference is the Supreme Organ of the Union and
normally meets every four years. |
SPU: 6 w/m |
n.a. |
Informal
Group on the Strategic Plan |
Membership,
with inputs from SPU, CEC, Sectors |
In line
with Article 10 of the ITU Constitution, the Secretary-General
shall make available materials to assist the membership in
developing a strategic plan. |
•
Accomplishment of the goals set out in Article 10 of the
ITU Constitution. •
Timely preparation and distribution of materials to assist
the membership, notably the chair of the Informal Group. |
•
Preparation of the draft strategic plan for 2003-07, for
consideration by the PP. |
SPU: 4 w/m |
|
B.
Ongoing
Activities |
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Publications |
SPU,
CEC, with Sectors |
The
main objective of the Publications of the General Secretariat is
to communicate information about the activities of the Union, and
about the telecommunications sector in general, both to Members
and non-Members of the Union, in a form that is accessible and
attractive. Many
of the publications of the General Secretariat are published in
close co-ordination with the Sectors |
•
The success of the publications is reflected in the number
of readers they reach, including via the Web. •
Additional performance indicators are the timely
publication and dispatch of the publications. |
•
In line with Article 5, No. 98 of the ITU Convention, the
Secretary-General shall “take necessary action for the timely
publication and distribution of service documents, information
bulletins, and other documents and records prepared by the General
Secretariat and the Sectors…”. |
SPU: 12 w/m Contractual services provide a further 10 w/m. |
Sales of publications provide income that partially
offsets costs. Voluntary contributions provide a further 12 w/m. |
Strategy
and Policy Unit |
SPU |
Activities
of the SPU include developing the New
Initiatives programme, including holding Strategic Planning
Workshops, commissioning Telecommunication Case Studies, and
analysing Internet policy trends; publishing reports for
world-wide dissemination, including ITU Internet Reports;
organizing the World
Telecommunication Policy Forum; and maintaining sound
relations with industry, research institutions, the media and the
general public. |
•
The role of the SPU is to act as a “think tank” on
behalf of the Secretary-General and the membership. The
performance of this role will be judged by the ability of the unit
to identify, forecast and analyse emerging trends in the
telecommunications and Information Technology sectors and to
communicate that information effectively. •
Performance indicators include the timely publication of
relevant reports and articles, the successful identification of
new trends and issues, and the provision of sound advice to the
Secretary-General and the elected officials. |
•
The SPU supports the Secretary-General by, inter alia:
identifying emerging trends in the telecommunications environment;
analysing their implications for the ITU and its membership;
preparing position papers on issues of a strategic nature;
promoting the growth and expansion of the Internet and the Information
Society. |
SPU: 12 w/m |
Voluntary contributions provide a further 6 w/m. |
C.
New initiatives |
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New Initiatives Programme |
SPU,
with inputs from CEC and Sectors |
The
main objective of the new initiatives programme is to ensure that
the ITU remains relevant and continues to provide services to its
membership, particularly policy-making bodies and independent
regulatory agencies, by providing a forum for the discussion and
study of issues of high current policy interest. |
•
Ensuring that the work of the ITU continues to remain
relevant and useful to members •
Posting of background reports for workshops within four
weeks of the event; •
The timely commissioning, completion and posting of
telecommunication case studies. |
•
In line with Council Resolution 1133, a programme of new
initiatives was included in the budget of the Union, 2002-2003.
The three lines of this programme are Strategic Planning
Workshops, Telecommunication Case Studies and Internet Policy. |
SPU: 18 w/m Contractual services provide a further 14 w/m. |
Voluntary contributions provide an extra 26 w/m |
World Summit on the Info Society |
CEC/ |
In
line with Resolution 73 (PP-98), the Council has asked “the
Secretary-General to coordinate with other international
organizations and with the various partners concerned (Member
States, Sector Members, etc.), with a view to holding a world
summit on the information society;” |
•
Resolution
73 (PP-98), refers to “drawing up a strategic plan of action for
concerted development of the information society by defining an
agenda covering the objectives to be achieved and the resources to
be mobilized”. •
Timely
execution of scheduled preparations |
•
Resolution 73 (PP-98) refers to
the “the fact that the globalization of telecommunications must
take account of a harmonious evolution in policies, regulations,
networks and services in all Member States…”. |
SPU: 6 w/m |
Voluntary contributions, with extra-budgetary funding from
ITU-TELECOM used as seed money. |
D Activities to be reduced or terminated |
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International
Telecom Regulations |
SPU, with inputs from CEC, TSB |
Resolution
79 foresees a consultation of Members concerning possible reform
of the ITRs. During 2001, this work will concentrate on conduct of
a questionnaire polling membership views on four proposed options
for reform. |
•
Timely
dispatch, analysis and reporting of the results of the
questionnaire survey to Council. •
Inclusiveness
of the consultation process. |
•
Resolution
79 (PP-98) instructs the ITU Secretary-General, in
consultation with the Director of TSB and a balanced group of
appropriate experts, to advise the Council on any action the Union
should take in relation to the ITRs. |
SPU: 2 w/m |
A voluntary contributions provide
an extra 6 w/m. |
Finance Department
|
|||||
Operational
Activity Highlights |
Objectives |
Indicators |
Relationship
to Strategic Policies and Plans |
Resources in work /months from budget |
Resources in work/months from
extra-budgetary sources |
A Support for
Conferences, Meetings & Telecom
events |
|
|
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|
|
1
Financial advice & secretarial services for C2002 and
PP 2002. |
·
Improve
preparation of Council documents ·
Provide
clear and concise information and advice |
·
Timely
submission of input ·
Work of
Finance Committee ·
Services
provided meet customer’s needs (feedback) |
·
Strategic
orientation #1 - improve customer service ·
Strategic
orientation #3 - strengthen the Union's financial foundations |
32
w/m |
12
w/m |
2
Budget preparation for World and Regional
Conferences/Assemblies, and advice and input to Budget Control
committees |
·
Provide
clear and concise information and advice |
·
Advice
and services provided meet customer’s needs (feedback) |
·
Strategic
orientation #1 - improve customer service ·
Strategic
orientation #3 - strengthen the Union's financial foundations |
10
w/m |
|
3
Financial advice and input to the Working Group on the ITU
Reform, and other ITU statutory committees and meetings |
·
Provide
clear and concise information and advice |
·
Advice
and services provided meet customer’s needs (feedback) |
·
Strategic
orientation #1 - improve customer service ·
Strategic
orientation #3 - strengthen the Union's financial foundations |
10
w/m |
|
4
Budget preparation and accounting services for Telecom
events |
·
Improve
budget information and budget presentation ·
Enhance
the efficiency of the registration system |
·
Timely
submission of input ·
Services
provided meet customer’s needs (feedback) |
·
Strategic
orientation #1 - improve customer service ·
Res. 11
- World and regional telecommunications exhibitions and forums |
10
w/m |
2
w/m |
B. Ongoing Activities |
|
|
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5
Financial advice and services to the SG, VSG, Department
Heads, Sectors, and the Contract Committee |
·
Provide
clear and useful information and advice ·
Improve
management accounting |
·
Advice
and services provided meet customer’s needs (feedback) ·
Management
accounting tools, data and reports |
·
Strategic
orientation #1 - improve customer service ·
Strategic
orientation #3 - strengthen the Union's financial foundations |
32
w/m |
10
w/m |
6
Draft Union’s Financial Plan for 2004-2007 |
·
Enhance
the financial planning process ·
Improve
the quality and contents of the Financial Plan ·
Ensure
clarity and transparency of the information |
·
Timely
submission of input ·
Revisions
and comments from the SG and the Coordination Committee ·
Council’s
review ·
PP’s
review and adoption of limits |
·
To be
linked with the Strategic Plan of the Union 2004-2007 |
32
w/m |
|
7
Budget control |
·
Adhere
to the financial rules and procedures ·
Ensure
efficiency of work-flow, and of control systems ·
Control
that commitments are planned and authorised |
·
Accuracy
of operations ·
Timeliness ·
External
Auditor’s approval of operations/accounts |
·
Strategic
orientation #1 - improve customer service ·
Strategic
orientation #7 – inform |
60
w/m |
|
·
Ensure
an efficient use of the methodology for cost allocation ·
Maintain
and update the cost allocation system as and when necessary ·
Identify
areas of possible savings, cost reductions and improved efficiency |
·
General
use and integration in the financial system of the cost allocation
methodology ·
Availability
of information on full costs of products/activities ·
Effectiveness
of proposed resource optimisation measures |
·
Strategic
orientation #8 - promote the principle and implementation of a
competitive telecommunication environment ·
Res. 88
- Implementation of processing charges for satellite network
filings ·
Res. 91
- Cost Recovery for some ITU products and services ·
Res. 103
- Gradual lifting of interim limitations on the use of official
and working languages ·
Res.
104 - reduction of the volume and cost of documentation for ITU
conferences |
12
w/m |
|
9
General accounting, financial statements |
·
Revise
Financial Regulations and Rules, streamline the procedures ·
Maintain
a consistent chart of accounts ·
Monitor
the accounts with efficiency |
·
Council’s
approval of proposed amendments to the Financial Regulations ·
Efficient
work flow and accounting control systems ·
External
Auditor’s approval of accounts |
·
Strategic
orientation #1 & #2 - improve customer service and innovate ·
Strategic
orientation #7 - inform |
40
w/m |
18
w/m |
10 Accounts payable, processing of invoices |
·
Ensure
that accounting entries comply with the financial rules and
procedures ·
Check
that invoices are properly authorised ·
Maintain
the accounts payable |
·
Accuracy
of data capture ·
Invoices
are properly recorded ·
Accounts
reconciliation |
·
Strategic
orientation #1 & #2 - improve customer service and innovate ·
Strategic
orientation #7 - inform |
16
w/m |
|
11
Debtor’s Accounts, arrears accounts, Contributions |
·
Ensure
that accounting entries comply with the financial rules and
procedures ·
Ensure
efficiency in the control of arrears accounts ·
Maintain
the accounts receivables |
·
Accuracy
of data ·
Contributions
are properly recorded ·
Accounts
reconciliation |
·
Strategic
orientation #1 & #2 - improve customer service and innovate ·
Dec. 4 -
Choice of contributory class ·
Res. 41
- Arrears and special arrears accounts |
40
w/m |
18
w/m |
12
Payroll |
·
Improve
efficiency of systems ·
Streamline
work procedures |
·
Accuracy
of operations ·
Timeliness |
·
Strategic
orientations #1 & #2 - improve customer service, innovate |
48
w/m |
|
13
Treasury |
·
Maintain
& improve an efficiency cash management system ·
Optimise
cash flow ·
Obtain
competitive rates on the market for the investment of funds |
·
Accuracy
of cash and bank operations ·
Payments
on due date ·
Overall
yield on deposits as high as possible |
·
Strategic
orientations #1 & #2 - improve customer service, innovate ·
Strategic
orientation #3 - strengthen the Union's financial foundations |
12
w/m |
|
C New
initiatives |
|
|
|
|
|
14
Design and development of a new tool covering our needs in
the area of HR |
·
Integrate
payroll with SAP Financial Management System ·
Ensure
the efficiency of the payroll system |
·
Fulfilment
of the terms of reference of the project team ·
Implementation,
achievements |
·
Strategic
orientation #1 - improve customer (internal) service ·
Res. 74
– review and improvement of management |
8
w/m |
|
15
Set-up a financial and management information system |
·
Provide
key figures, status reports and forecasts in the intranet (EIS) ·
Ensure
the efficiency of the reporting of financial data |
·
Fulfilment
of the terms of reference of the project team ·
Implementation,
achievements |
·
Strategic
orientation #1 - improve customer (internal) service ·
Res. 74
- review and improvement of management |
10
w/m |
|
Operational
Activity Highlights |
Unit |
Objectives |
Indicators |
Relationship to Strategic
Policies and Plans |
Resources
in work /months from budget |
Resourcesin
work/months from extra-budgetary sources |
A. Support for Conferences, Meetings & Telecom
events |
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1. Council, PP and other ITU meetings |
Office
of the Chief Recruitment Travel |
•
Timely submission of Council/PP documents and
statistics •
Effective management of Council/PP time (Committee on
Staff Matters) •
Support ITU conferences by ensuring timely recruitment of
temporary staff and by rapid processing of travel authorizations |
•
All council documents are submitted before the deadlines
set by CEC •
Committee on Staff Matters finishes its work within the
fixed timeframe with expected output •
Temporary staff recruited within 7 working days following
request •
Travelers receive necessary documents 2 days before
departure at the latest, if requests were submitted in good time
|
•
Strategic Orientation #1 - Improve customer service •
Res. 71 - Improvement of ITU functioning and management |
1P
x 2 w/m 2P
x 1 w/m 1G
x 2 w/m 3G
X 3 w/m 3G
X 10 w/m |
|
2
Representation of ITU in inter-agency meetings related to
HRM |
Office
of the Chief |
•
Ensure that the specific needs of ITU are considered when
discussing common system employment conditions in meetings
organized by ICSC, HLCM, Pension Board, local coordination, etc. |
•
ITU’ s specific needs are recognized and taken into
account in the inter-agency decision-making process |
•
Res. 72 – Compensation Matters •
Res. 48 - HRM/D |
1G
x 1 w/m 1P
x 2 w/m 3P
x 1 w/m |
|
3
Services to internal committees and joint bodies |
Office
of the Chief |
•
Produce high quality documents and reports expeditiously
for PSC, COCO, JAC, APB, Mancom, SHIF, Pension Committee
meetings, etc. |
•
Decision-making process of committees and joint bodies
are facilitated by professional contributions and advice given
by staff of the Personnel Department. •
Relevant reports are submitted within deadlines |
•
Strategic Orientation #1 - Improve customer service •
Res. 71 - Improvement of ITU functioning and management |
2P
x 2 w/m 3P
x 1 w/m 1G
x 2 w/m |
|
B. Ongoing
Activities |
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|
4
Coordinating development of HRM policy, strategy and
regulatory framework |
Office
of the Chief |
•
Improve HR policy and strategy development and
coordination •
Provide advice and information to clients more
effectively •
Ensure application of the UN common system employment
conditions, taking into account the gender and geographical
representations •
Propose changes to staff Regulations and Rules |
•
Staff policies and procedures are streamlined and
simplified •
Majority of staff perceive greater openness and
transparency of staff policies •
“Irritants” in existing staff Regulations and Rules
are removed on an ongoing basis |
•
Res. 71 - Goals, strategies and priorities of the
secretariat •
Res. 48 - HRM/D help achieve ITU management goals •
Res. 71 - Improvement of ITU management •
Res.
47 - Compensation Matters |
1P
x 6 w/m 1G
x 6 w/m 1P
x 3 w/m |
|
5.545
Managing people and posts |
Job
Classification Recruitment Staff
Admin Sections |
•
Ensure fair and equitable post classification •
Carry out efficient recruitment services considering
geographical and gender distributions •
Manage personal promotion scheme •
Provide advice on HR needs and organisational changes |
•
Classification requests are processed within 3 months of
receiving complete documentation •
Vacancy Notices are finalized and issued within 1 month
of receiving complete request •
All papers related to recruitment, promotion and
classifications are submitted to APB/Coco within the deadlines •
An appropriately qualified person for each short-term
request is identified within 7 working days provided the request
is complete •
Advice provided to managers on organizational issues are
considered as an expert opinion |
•
Res. 48 - Secure adequate number of qualified candidates
for Union posts •
Res. 71 - Improve HRM/D |
2P
x 11 w/m 6G
x 12 w/m 2P
x 2 w/m 2G
x 2 w/m |
|
6
Managing administrative services |
Staff
Admin
|
•
Prepare contracts and personnel actions in good time •
Improve services related to allowances and entitlements •
Administer travel entitlements and facilitate duty
travel, removals etc. •
Provide clear advice and information to staff and
management |
•
Appointment offer and contract are sent to selected staff
within 2 weeks after the final decision •
Recruitment process is completed within 2 months after
offer is sent. •
Streamlining of processes and reduction of average
response time •
Education grant advances are processed within 1 week and
other allowances are treated within 2 weeks following receipt
providing request is complete •
Education grant is reimbursed within the month following
receipt of complete request •
Average processing time for travel authorization and
claims is reduced |
•
Res. 71 - Instilling culture of customer service,
accountability, etc. |
1P
x 6 w/m 1P
x 10 w/m 1G
x 8 w/m 6G
x 10 w/m |
|
7
Ensuring social protection and welfare services |
Pensions
and Insurance Social
Welfare |
•
Manage pension funds and various insurance schemes •
Ensure cost effectiveness of insurance schemes •
Provide welfare services for staff |
•
Accurate Information re: pension /insurances provided to
participants promptly •
Medical and compensation claims are processed within 3
weeks following receipt •
Pension and separation benefits are processed in 8 days
following request •
Interview with social assistant is accorded within 8 days
of request •
Staff Notice board is updated every month |
•
Res. 71 - Instilling culture of customer service,
accountability, etc. •
Res. 47 -Compensation Matters •
Res. 71 - Instilling culture of customer service,
accountability, etc. |
1P
x 11 w/m 1P
x 1 w/m 1G
x 3 w/m 4G
x 12 w/m 1P
x 9 w/m |
|
8
Managing training programs |
Career
Mgt & Training |
•
Design, organise and manage training activities more
effectively •
Information package created and distributed |
•
All staff participate in at least one training activity
per year •
All departments have their own training plan and
priorities •
Training information and material placed on the Web by
mid-2002 |
•
Res. 71 - Improve HRM/D •
Res. 48 - Prepare medium and long term HRM/D plans |
1P
x 12 w/m 1P
x 5 w/m 1G
x 12 w/m 1G
x 5 w/m |
|
|
9
Staff/Management relations and consultation |
Office
of the Chief Chief
HRD |
•
Enhance cooperation between management and staff •
Maintain good relations with staff representatives |
•
Pers. Dept. is perceived as an effective interface
between senior management and staff •
Frank and constructive dialogue is held with staff
representatives every month |
•
Res.51 - ITU Staff participation in conference of the
Union |
2P
x 1 w/m 2G
x 6 w/m |
|
|
C.
New initiatives |
|
|
|
|
|
|
|
10 Developing an integrated HRD policy and programme
|
Career
Mgt & Training Chief
HRD |
•
Provide effective advice to management and staff on HRD
issues •
Develop comprehensive training and career development
programmes •
Identify HR planning and staff mobility policy •
Provide assistance for effective implementation of the
new performance appraisal system |
•
Career management policy and strategy are put in place by
mid-2002 •
Appropriate IT system for career management database is
up and running by end 2002 •
HR needs for the next 5 years per occupational group are
compared with potential internal candidates •
50% of managers and staff are trained on the new
performance appraisal system by mid-2002 |
•
Res. 48 - Prepare medium and long term HRM/D plans •
Res. 71 - Career opportunities •
Res. 71 - Staff are evaluated and rewarded for the
achievement of agreed objectives |
1P
x 6 w/m 1P
x 2 w/m 1G
x 5 w/m |
|
|
Conference
Department (CONF)
|
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|
|
Operational
Activity Highlights |
Unit |
Objectives |
Indicators |
Relationship
to Strategic Policies and Plans |
Resources
in work/months from budget |
Resources
in work/months from extra-budgetary sources |
A
Support for conferences, meetings & TELECOM events |
|
|
|
|
|
|
|
Office of the Chief of the Department |
·
Ensure
the smooth running of ·
Ensure
effective utilization of the resources of the Department
and application of good management practices |
·
No. of complaints ·
Timeliness ·
Adequate logistical facilities |
CV
94-97 Strategic
Plan § 49 (1, 2 ITU
customer service charter |
3
w/m – D1 1
w/m – G6 4
w/m – G4 |
|
|
|
·
Ensure (through negotiations with host countries and the sectors) proper
facilities for conferences/meetings held outside headquarters.
Make arrangements to ensure in
the six working languages of the Union of WDTC-02 and PP-02
documentation, partly in Istanbul and Marakech, partly remote
(Geneva. Moscow, Beijing) |
·
Facilities
available for delegates ·
Smooth functioning
of conferences and meetings |
PP Res. 71, §§
26.1,26.7 Council
proposal to ensure use
of the six working languages during conferences (see documents
C2001/44,C2001/72 and C-01/DT5 |
1 w/m – D1 |
|
|
Documents production and administration unit |
·
Setting
up adequate arrangements for the translation services and the
clients to ensure the timely production of documents required for
meetings and conferences, including when translation is done
remotely |
·
Timeliness: target dates met ·
Cost-effectiveness: increased rationalization of working
methods |
CS
171,172 PP
Res. 62, 103,Strategic
Plan § 49 (1, 2& 3) ITU
customer service charter Council
decisions |
5 w/m – P3 7.5 w/m –G5 7.5 w/m – G4 |
|
|
Interpretation |
·
To
manage and provide interpretation services for all ITU meetings
inside and outside Geneva |
·
Quality service ·
Timely provision of interpretation services |
Res.
71 Nos. 26.1, 26.4 & 49.4 Improve
customer service |
10
w/m – G7 |
|
|
Conference |
·
Logistic
organization of meetings/conferences outside Geneva |
·
Quality services ·
Timely services |
Strategic
plan §§ 6.1, 49.1 & 49.2; ITU customer service charter |
12 w/m – G7 12 w/m – G3 |
|
|
|
·
Coordination,
planning and organization of meetings and conferences in Geneva. ·
Coordination of the on-line RMS system |
Quality
and timely services Application
for meetings and conferences for internal and external users |
|
3 w/m – G5 |
|
|
LING E |
·
Timely provision of quality English translations of
conf/meeting docs (from F,S,R,A ) and linguistic revisions
("editing") of texts in E ·
Provision of quality minutes/SRs/reports for confs/meetings ·
Support to Editorial Committees (WDTC-02,PP-02) |
·
Quality: Client feedback, Meeting efficiency ·
Timeliness: Availability of docs for conf/meeting ·
Records published on time ·
Amount of delegate/client alignments ·
Accurate, correct and aligned Final Acts |
CS
172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU
customer service charter; Council decisions As
above + §§ 17 & 18 of Rules of Procedure CS
172 & 173, § 4.3 of Rules of Procedure |
3
w/m – P5 12 w/m – P4 4.8 w/m – P3 |
- |
|
LING F |
·
Timely provision of
quality French translations of conf/meeting docs (from E, S, R, A)
and linguistic revisions ·
Support to Editorial Committees |
·
Quality: Client feedback ·
Timeliness: 100% deadlines met ·
Accurate, correct and aligned Final Acts |
CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU
customer service charter; Council decisions CS
172 & 173, § 4.3 of Rules of Procedure |
4.8 w/m – P5 33.6
w/m – P4 24
w/m – P3 26
w/m - Short Term |
- |
|
LING S |
·
Timely provision of
quality Spanish
translations of conf/meeting docs (from E, F, R, A) and linguistic
revisions of texts in S ·
Support to Editorial Committees |
·
Quality: Client feedback ·
Timeliness: 100% deadlines met ·
Accurate, correct and aligned Final Acts |
CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU
customer service charter; Council decisions CS
172 & 173, § 4.3 of Rules of Procedure |
4.8 w/m – P5 31.2
w/m – P4 19.2
w/m – P3 26 w/m - Short Term |
- |
|
LING
A/C/R |
·
Translation,
revision and typing of documents for Council–02, WDTC-02
&PP-02 etc ·
Support
for Editorial Committee |
·
Quality: Client satisfaction ·
Timeliness and
satisfaction of membership needs |
CS 172 PP Res. 62 & 103 PP Res. 71 (Strategic Plan, Annex 2, §§ 49.1, 49.2 & 50.1) Council decisions related to the use of languages and production of
documents |
CHF
1,115,000.-- (see C2001/DT10,11, This included work carried out on-site and externally. |
|
|
STRAIT |
Enhanced
reference services for translators |
Customer
satisfaction, timeliness in |
PP-98 Res.71, § 50.1 |
1.2
w/m – P4 18.6
w/m –G5 |
|
|
POOL
E/F/S |
·
Delivery of quality documents: within the prescribed
deadlines ·
Support for Editorial Committee |
·
24‑hour coverage ·
Feedback from delegates ·
Timely publication of top‑quality Final Acts |
Meet
delegates' requirements |
Resources
included under B below |
|
|
EDMG |
Posting
of documents on Reftext and the internal web. |
Rapid
provision of documents on the internal and external web. |
Meet
delegates' requirements. |
Resources
included under B below. |
|
B
Ongoing Activities |
|
|
|
|
|
|
Office
of the Chief of the Department |
·
Supervision of the department and all its functionalities |
·
Timeliness ·
Clients requests met within deadlines ·
No. of problems to be resolved ·
No. of backlogs in the various sections |
Strategic
plan §§ 26, 49 |
5
w/m – 1-D1 10
w/m –1-G6 8
w/m –1-G4 |
|
|
|
|
·
Inter-agency cooperation work ·
Represent
ITU’s interest at IAMLADP meetings ·
Chairman
of IAMLAPD WG on translation practices ·
Core
group, IAMLAPD WG on training of language staff |
·
Establishment and adoption of best practices in language
and documentation fields. ·
Response to changing environment, including technology |
Strategic
plan §§ 48, 26.2 |
1 w/m –D1 1
w/m –P5 3
day mission for each of the above staff within Europe. |
|
|
Planning
and Control |
·
Financial planning & management ·
Management and establishment of contracts for document
production work done outside particularly for Arabic, Chinese and
Russian languages. ·
Introduction
of a new material management policy |
·
Expenditure is kept within the limits of the established
budget ·
Keeping in line with the contractual terms with the various
organizations ·
Keeping
the material management budget within the established limits. |
PP
Res. 62 &
103, Strategic
plan §§ 26.3, 48 |
10
w/m –1-P3 12
w/m –1-P1 |
|
|
Documents
production and administration unit |
·
Inter-sectorial coordination ·
Coordination and centralization of documents production |
·
Client information and feedback ·
Timeliness: target dates met ·
Rationalization of working methods |
CS
171, 172, PP Res. 62 & 103, Strategic
plan § 49 (1, 2& 3) ITU
customer service charter, Council decisions |
7
w/m –1-P3 4.5
w/m –1-G5 4.5
w/m –1-G4 |
|
|
LING
E |
·
Timely and cost-effective provision of quality English
translations (from F,S,R,A & others) and linguistic revisions
("editing") of texts in E ·
Language support and tools for Union as a whole ·
Support to CONF activities, in particular IAMLADP |
·
Quality: Client feedback ·
Timeliness: >95% deadlines met ·
Availability of style guide, Background information,
Gender-neutral language, editorial support(e.g. LAU,SGO, Sectors,
Final Acts, etc) ·
General and specific support to CONF work/methods/reforms,
(reports, briefing, proposals, etc). |
CS
172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU
customer service charter; Council decisions OM
99/16, PP Res. 70, OM 00/08 |
5
w/m –P5 18
w/m –P4 7.2
w/m –P3 |
|
|
LING
F |
·
Timely and cost-effective provision of
quality French translations (from E,S,R,A & others) and
linguistic revisions ·
Language support and tools for Union as a whole ·
Support to CONF activities |
·
Quality: Client feedback ·
Timeliness: >95% deadlines met ·
Cost-effectiveness: Productivity >1650 wds/day/translator ·
General & specific inputs to CONF
work/methods/reforms/etc. |
1)
CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 &
49.2; ITU customer service charter; Council decisions |
7.2
w/m –P5 50.4
w/m –P4 36
w/m –P3 39
w/m Short Term Approximately
4000 pages outsourced |
|
|
LING
S |
·
Timely and cost-effective provision of quality Spanish
translations (from E,F,R,A & others) and linguistic revisions ·
Language support and tools for Union as a whole ·
Support to CONF activities |
·
Quality: Client feedback ·
Timeliness: >95% deadlines met ·
Cost-effectiveness: Productivity >1650
wds/day/translator ·
General & specific inputs to CONF
work/methods/reforms/etc. |
CS
172, PP Res.62 & 103 Strategic plan §§ 49.1 & 49.2; ITU
customer service charter; Council decisions |
7.2
w/m –P5 46.8
w/m –P4 39
w/m Short Term Approximately
5000 pages outsourced |
|
|
LING A/C/R |
·
Implementation of Coordinated translation programme for
2001. Provision of quality translations and well-revised and
edited documents ·
Effective, quick and quality response.
Cost-effectiveness in productivity ·
Compilation/revision/
validation of terminology database as a translation aid. ·
Restructuring /expanding of the various services to be able to cope
with increasing demand.. |
·
Customer
satisfaction ·
Maintain expected quality translation/revision/editing ·
Timeliness (deadlines) and satisfaction of
membership needs ·
Cost
reduction, time, productivity |
CS 172 PP Res. 62 & 103 PP Res. 71 (Strategic Plan, Annex 2, §§
49.1, 49.2 & 50.1),
Council decisions |
Dec. No.5, PP.p. 1.2 CHF 5,687,462.-- |
|
|
STRAIT |
·
Reorganization of terminology validation method and
management ·
Enhanced terminology and reference services for translators ·
Computer-aided translation ·
Electronic full text retrieval system dealing with all six
languages. |
·
Number of interventions ·
Customer-satisfaction, timeliness in document processing ·
Cost reduction and translation quality enhancement ·
Increase productivity ·
Improve response time ·
Relations and cooperation with other relevant organizations |
Staategic Plan §§ 50.1
& 50.2 |
4.8 w/m –P4 12 w/m –P3 2.4
w/m –P2 41
w/m –G5 |
|
|
|
·
Inter-agency work |
|
|
|
|
|
POOL
E/F/S |
·
Unify presentation of documents and publications ·
Delivery of quality documents within the prescribed
deadlines ·
Increase the speed of use of Office 2000 and Designer |
·
Achieving uniformity in all ITU documentation ·
Provision of files on the Web ·
Feedback from customers |
Decisions
taken by the "Template Review Group" mandated by IPPC Meet
the requirements of internal and external customers |
12
w/m –3-G6 12
w/m –12-G5 12
w/m –14-G4 12
w/m –19-G3 |
- |
|
QPUB |
·
Rapid TSB publications. ·
Deal with urgent jobs and unforeseen volume of work ·
Reduce the publication time of TSB Recommendations for
provision on the Web |
·
Reduce time required for publication of Recommendations in
three languages ·
Give priority treatment to Recommendations in English |
TSB
Alternative Approval Process (AAP) |
12
w/m –1-G6 12
w/m –5-G5 12
w/m –5 G4 |
- |
|
EDMG |
·
Electronic archiving on Reftext and RefTSB of all ITU files |
·
Facilitate conferences ·
Provision of files for all ITU |
Strategic plan §§ 49.1 & 49.2; ITU improve customer service
strategic plan §§ 26.1; 49.1 & 49.2 Council decisions |
12
w/m –2-G6 12
w/m –2-G4 |
- |
C New initiatives |
|
|
|
|
|
|
|
Office
of the Chief of the Department |
·
Supervise “remote
interpretation” pilot project |
·
Explore practical possibilities of using this concept for
meetings and conferences (conducting real 0life tests) |
Strategic
plan §§ 26.2, 26.4, 26.5 &
28 |
1 w/m –1-D1 |
|
|
|
·
Manage remote
translation |
·
Increase productivity ·
Reduce costs |
|
|
|
|
Planning
and Control |
·
Implementation of remote interpretation pilot project
tests |
·
Costs comparison between traditional and remote concept
based on real-life tests. |
|
2 w/m –1-P3 |
|
|
Interpretation |
·
Management of human aspect
of pilot project |
·
Application
for meetings |
Strategic
Plan § 26.2 |
2 w/m –1-G7- |
|
|
Documents
production and administration unit |
·
Setting up a new internal document management
system to better meet the needs of the clients while ensuring a
more effective and efficient use of the resources available in
CONF |
· Timely and coordinated production of
documents ·
Rationalization of information flow · Specific inputs to CONF working methods,
reforms, etc. |
|
Resources
included |
|
|
LING
S |
·
Trial of a Machine Translation software
(ENGSPAN) |
·
Efficiency, as compared with
“traditional” methods of translation |
|
Included
in line items A and B |
|
|
STRAIT |
· Machine translation project fro English to
Spanish using ENGSPAN · Development of a new data base management
module for terminology. |
· Costs reduction and translation quality
enhancement · Customer satisfaction, timeliness in
document process |
Improvement
of our services Res. 71. Strategic plan §§ 26.1, 26.7, 50.1 & 50.2. |
6
w/m –P4 18.6
w/m –P2 |
|
|
LING
A |
· Restructuring the Arabic service for
improving efficiency of ongoing activities |
· Cost efficiency and reduction in lead time |
PP Res. 62 and 103 |
|
|
|
POOL
E/F/S |
· Training of all Pool staff on various types
of software: Excel, WinZip and PowerPoint · Remote working: small conferences and
outside meetings |
· Optimum use of electronic files received in
the service · Establishment of shifts or
mini‑shifts and coordination with "Documents
Control" · Reduction of cost of conferences and
meetings |
Improvement
of our services Strategic plan §§ 50.1 & 50.2. |
12
w/m –P1 Additional
resources included under B
above |
- |
|
EDMG |
· Formatting of files for machine translation |
· Training of staff on Engspan software |
|
Resources
included under B above |
- |
Common Services Department (SC)
|
||||||
Operational
Activity Highlights |
Unit |
Objectives |
Indicators |
Relationship to Strategic Policies and Plans |
Resources in work /months from budget |
Resources in work/months from extra-budgetary sources |
A.
Support for Conferences, Meetings & Telecom events |
|
|
|
|
|
|
1. Preparation and printing of conference / meeting documents (paper
& CD-ROM) |
PUBL;
PDD / Repro, Pub |
- On-time delivery -
Service reliability -
Minimize costs |
·
Monthly
& annual statistics ·
Delegate
comments |
Resolutions
66, 71 and 104 (PP-98) |
18 / P 321 / G |
BDT: 10 days + TELECOM invoicing |
2. Distribution
of conference / meeting documents |
PDD
/ EXPD (Conf. Doc. Service) |
- Timely distribution of documents. - Minimize costs. - Service reliability |
·
Monthly
& annual volume of documents distributed ·
Delegate
comments |
Resolutions
66, 71 and 104 (PP-98) |
101 / G |
BR: 31 days TSB:
688 days BDT:
94 days |
3. Packing and dispatch of conference / meeting documents |
PDD/EXPD |
- Timely mailing of documents. - Minimize costs. - Service reliability |
·
Monthly
& annual volume of mail ·
Overall
costs |
Resolutions
66, 71 and 104 (PP-98) |
48 / G |
TSB: 210 days BDT: 10 days |
4. Audiovisual services and support for electronic installations in
conference rooms |
LOG |
- Reliability of equipment - Delegate satisfaction |
·
Comments
and complaints (delegates and staff) |
Resolution
71 (PP-98) |
24 / G |
|
5.
Participation during ITU forum, conference and Telecom events (in the
ITU Stand) |
SAMA |
- Promotion of publications - Service to Members - Contact potential customers |
·
Visitors
feed-back ·
Number
of sold publications |
Resolution
66 (PP-98) |
3.5 / G |
|
6.
Production of flyers and promotional material |
PUBL
/ COMP |
Promotion of ITU services and activities |
·
Secretariat
feedback |
Resolutions
66, 71 and 104 (PP-98) |
See A.1 |
TELECOM invoiced in compensable working hours |
B.
Ongoing Activities |
|
|
|
|
|
|
1. Electronic preparation of publications |
PUBL |
Timely delivery of appropriate quality
within the planned cost |
·
Monthly
& annual statistics ·
Comments
and complaints (delegates, customers and author units) |
Resolutions
66, 71 and 91 (PP-98) |
60 / P 434 / G |
TELECOM invoiced in compensable working hours |
2. Printing of publications (paper & CD-ROM) |
PDD
/ REPRO, PUB |
Timely delivery of appropriate quality
within the planned cost |
·
Monthly
& annual statistics ·
Comments
and complaints (delegates, customers and author units) |
Resolutions
66, 71 and 91 (PP-98) |
18 / P 164 / G |
|
3. Marketing, pricing and sale of publications (Web, CD-Rom and paper) |
SAMA |
Maintain and increase sale and
dissemination of ITU publications, through improved products,
services and marketing |
·
Monthly
& annual statistics (orders and income) ·
Comments
and complaints (delegates and customers) |
Resolutions
66, 71 and 91 (PP-98) |
24 / P 150 / G |
- |
4. Dispatch of publications (paper & CD-ROM) |
EXPD |
Assure a reliable and efficient service
at minimum cost |
·
Monthly
& annual mail volume and costs ·
Comments
and complaints (delegates and customers) |
Resolutions
66, 71, 91 and 104 (PP-98) |
48 / G |
TELECOM invoiced in compensable working hours |
5. Maintenance and renovation of buildings and related installations |
LOG |
- Provide workspace conducive to job
motivation and effectiveness. - Minimize costs |
·
Comments
and complaints (delegates and staff) |
Resolutions
71 and 97 (PP-98) |
6.5 / P 118.5 / G |
|
6. Security measures, including reception service at the building
entrances |
LOG/MES |
Assure security of people and premises |
·
Number
of reported incidents (e.g. thefts) |
Resolutions
71 and 97 (PP-98) |
86 / G |
|
7. Distribution of mail |
LOG/MES |
Efficient
communications |
·
Feedback
from units |
Resolution
71 (PP-98) |
130 / G |
TELECOM invoiced in compensable working hours |
8. Driver and transport services |
LOG/DRV |
Adequate service with minimum cost |
·
User
satisfaction |
Resolution
71 (PP-98) |
30 / G |
|
9. Centralized procurement of materials, equipment and office
supplies, and related inventory operations |
LOG/ECO |
- Minimize costs - Comply with financial regulations - Improved management |
·
Monthly
& annual statistics |
Resolution
71 (PP-98) |
60 / G |
TELECOM
invoiced in compensable working hours |
10. Removal services |
LOG/ECO |
Minimize work disruption |
·
Monthly
& annual statistics ·
Unit/staff
feedback |
Resolution
71 (PP-98) |
36 / G |
|
11. Telephone switchboard services |
LOG/TEL |
Caller
satisfaction Efficient
communications |
·
Monthly
& annual statistics ·
User
comments (delegates, customers, public and staff) |
Resolution
71 (PP-98) |
53 / G |
|
12. Information and documentation services |
BIB |
Empower ITU units through better access
to knowledge |
·
Annual
acquisitions (books, journals) ·
Number
of users |
Resolution
71 (PP-98) |
7.5 / P 36 / G |
|
13. Archives and Records Management |
ARC |
Organize, preserve and provide access
to records as required for organizational needs |
·
Volume
of records archived ·
Response
time to queries |
Resolution
71 (PP-98) |
4 / P 12 / G |
|
14. Planning, organization and management of services by the
department |
Office
of Head, PCS |
Cost-effective operations and services
by the Department; user / customer satisfaction |
·
Customer
and delegate comments ·
SG/DSG/peer
feedback ·
SC
units feedback |
Resolutions
71, 72 and 104 (PP-98) |
34 / P 12 / G |
|
15. IT support services for the department |
PCS |
Efficient
information management |
·
Improvement
of services by SC |
Resolutions
66, 71 and 104 (PP-98) |
24 / G |
|
C.
New initiatives |
|
|
|
|
|
|
1. Web-based purchasing of publications |
SAMA and
EPUB, IS |
Ordering paper/CD Rom publications
directly from Web |
·
Customer
orders ·
Customer
feedback |
Decision 5,
Resolutions 66, 71 and 91 (PP-98) |
1 / P 2 / G |
|
2. Introduction of web advertising on the ITU Website |
MKT |
Create additional source of income |
·
Implementation
cost ·
Income
generated |
Decision 5,
Resolutions 66, 71 and 91 (PP-98) |
See under B-3 |
|
3. Completion of the project to regroup the offices of organizational
units in the ITU |
LOG |
Facilitate teamwork and effectiveness |
·
Comments
and complaints (staff) |
Resolution
71 (PP-98) |
2 / P 12 / G |
|
4. Project to extend the SAP system for materials procurement and
management |
LOG,
PCS, IS, FI |
Improved financial management of
materials procurement |
·
Time
to complete ·
System
performance |
Resolution
71 (PP-98) |
2 / P 2 / G |
|
5. Introduction of ITU-wide standards for records management and
archiving |
ARC |
Improved information and records
management |
·
Number
of units applying the procedure |
Resolution
71 (PP-98) |
4 / P |
|
6. Create database inventory of Archives’ holdings |
ARC |
- To make the Archives’ information available to all units - To improve management of archives |
·
Project
cost and time ·
Ease
of use |
Resolution
71 (PP-98) |
2 / P 18 / G |
|
7. Develop requirements for management and preservation of electronic
records in ITU |
ARC |
Improved management of electronic
information and records |
·
Approval
of study report by PSC |
Resolution
71 (PP-98) |
2 / P |
|
8. Study to replace / update the Library system |
BIB |
To upgrade or replace old software
system |
·
Project
cost and time ·
Ease
of use |
Resolution
71 (PP-98) |
4 / P |
|
9. Improve service to regional offices |
BIB
/ ARC SAMA |
To empower ITU regional offices |
·
Improved
access to ITU information and publications |
|
0.5 / P 5 / G |
|
10. Construction of auto-gate installations to reduce the receptionist
costs for Varembé |
LOG |
Reduce recurring costs |
·
Council
funding ·
Time
to implement ·
System
performance |
Resolution
71 (PP-98) |
1 / P 4 / G |
|
11. Transformation of the previous Library storage into office-space
(Varembé, 3rd floor) |
LOG |
- Provide additional work-space needed - Minimize costs |
·
Project
cost and work quality ·
Project
schedule ·
User
comments |
Resolution
71 (PP-98) |
1 / P 3 / G |
|
12. Replacement of the emergency lighting system (Tower and Varembé) |
LOG |
Safety of people |
·
Project
time and cost ·
System
performance |
Resolution
97 (PP-98) |
1 / P 2 / G |
|
13. Renovation of the Varembé sanitary installations |
LOG |
Comply with hygiene standards |
·
Council
funding ·
Project
cost and work quality ·
Project
schedule ·
User
comments |
Resolution
97 (PP-98) |
1 / P 5 / G |
|
14. Repair ground water seepage around Meeting Room C |
LOG |
Assure building safety |
·
Project
cost ·
Problem
elimination |
Resolution
97 (PP-98) |
0.5 / P 2 / G |
|
15. Installation of cold water production system for peak demand
(Varembé and Montbrillant) |
LOG |
Avoid risks of work interruption |
·
Council
funding ·
Project
cost ·
System
performance |
Resolution
71 (PP-98) |
0.5 / P 2.5 / G |
|
16. Replacement of the sanitary water pipes in the Tower |
LOG |
Building safety |
·
Project
cost ·
Duration
of staff disturbance |
Resolution
97 (PP-98) |
0.5 / P 2 / G |
|
D.
Activities to be reduced or terminated |
|
|
|
|
|
|
1. Reduction of reception services |
LOG |
Closure of Varembé entrance |
·
Redeployment
to enhance security |
- |
‑ 12 / G |
|
2. Reduction of printing and dispatch services |
PPD |
- Technology optimization - Required budget cut |
·
Service
impact |
Resolution
71 (PP-98) |
‑ 18 / G |
|
|
Functions
/ units / List of SC units and names |
ARC |
Archives |
AV |
Audiovisual |
BAT |
Building
& Security |
BIB |
Library |
COMP |
Publication
Composition Service |
DRV |
Drivers |
ECO |
Supplies
& Stores |
EPUB |
Electronic
Publication Service |
EXPD |
Dispatch
Section |
HUIS/MES |
Ushers
/ Messengers |
LOG |
Logistics
Services |
MKT |
Marketing |
PCS |
Planning
& Computerization Service |
PDD |
Printing
& Dispatch Division |
PUB |
External
Printing Service |
PUBL |
Publications
Production Division |
REPRO |
Reprography |
SALE |
Sales |
SAMA |
Sales
& Marketing Division |
SC |
Common
Services Department |
TECH |
Technical
Services |
TEL |
Telephonists |
Information Services Department
(IS)
|
||||||
Operational
Activity Highlights |
Unit |
Objectives |
Indicators |
Relationship to Strategic Policies and Plans |
Resources in work /months from budget |
Resources in work/months from extra-budgetary sources |
A.
Support for Conferences, Meetings & Telecom events |
|
|
|
|
|
|
IT
support for ITU Telecom Asia 2002 And
preperation for Telecom Americas 2003 and ITU Telecom World 2003 |
DAD IED
CND |
·
TELECOM Event
Registration System ·
advice for and
coordination of event network & facilities ·
Provide
e-commerce, Web services for the Forum. |
·
30 internal users
+ internal and external Web ·
Satisfy
exhibitors, forum and visitors needs. |
·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
17 w/m |
36 w/m |
TIS (ITU
TELECOM Information System) |
DAD |
·
reliable, highly
functional services to enable efficient work by ITU TELECOM |
·
45 internal users + internal and external Web |
· Strategic orientation #1 - improve customer service |
|
34 w/m |
IT
support for ITU WTDC 2002 Istanbul |
CND IED DAD |
·
advice for and
coordination of event network & facilities ·
Ensure
TIES and Web-based access to conference documents. |
|
·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
5 w/m |
|
IT
support for PP02 Marrekesh |
CND IED DAD |
·
advice for and
coordination of event network & facilities including IBS. ·
Ensure
TIES and Web-based access to conference documents. |
|
·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
8 w/m |
|
Council,
TSB Study Group Meetings, BR Meetings |
CND IED DAD |
·
Improved access
to Conference documents and proceedings for Member States and Sector
members ·
Delegate network
facilities ·
Delegate
Registration System (DRS) ·
Rooms Management
System (RMS), ITU Calendar of Events, Meetings Agenda, Management
System, Display Monitors ·
IBS for ITU HQ |
|
·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
25 w/m |
|
TSAG |
IED |
·
Implementation
of improvements requested by TSAG for 2002 |
|
|
3 w/m |
|
WSIS
|
IED |
·
Support
of Web services for the Summit |
|
|
|
9 w/m |
B.
Ongoing Activities |
|
|
|
|
|
|
Network
services: LAN
and server connectivity and operation |
CND |
·
Reliable, highly
functional services to enable efficient work by ITU secretariat ·
Upgrade to meet
future requirements and performances |
·
99.5%
network availability |
·
Res. 74-
improvement of ITU functioning and management ·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
99 w/m |
|
Administration,
installation and maintenance of end-user equipment requests
including PCs, portables,
printers and accessories |
CND |
·
Reliable, highly
functional services to enable efficient work by ITU secretariat |
·
Requested
equipment installed in reasonable time frame. |
37 w/m |
|
Operate,
develop and support the ITU messaging services and overall e-mail
infrastructure |
IED |
·
Guarantee
reliable and secure services internally and with external
counterparts. Implement features increasing functionality and
end-user productivity |
|
· Res. 74-
improvement of ITU functioning and management ·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
21 w/m |
|
Operate,
support TIES services and infrastructure |
IED |
·
Guarantee
effective and reliable services meeting specific needs of sectors in
information exchange and document submission with external entities.
Provide registration, delegates support services, and HELPDESK. |
|
·
Res. 74-
improvement of ITU functioning and management ·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
42 w/m |
|
Operate,
develop and support the ITU WEB and e-commerce services |
IED |
·
Guarantee
reliable and effective services, internally and externally.
Implement features increasing operationality,
and end-user productivity |
|
·
Res. 74 -
improvement of ITU functioning and management ·
Strategic goal #5
- increase efficiency |
36 w/m |
|
Maintain
the servers infrastructure, Internet connectivity and security |
IED |
· Ensure reliable operations and effective networking connectivity arrangements, Internet services and security. |
|
·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
24 w/m |
|
Support
of ITU telephony services (PABX, fax, mobile) and electronic Fax
broadcasting system |
IED |
·
Guarantee
reliable and effective services, and optimize end-user productivity
in the use of these communication tools |
|
·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service |
18 w/m |
|
GDCnet
implementation, operations, PC donations and missions support |
IED |
·
Continue project
implementation and services support in accordance with strategic
objectives and Council decisions |
|
·
Strategic
orientation #1 - improve customer service ·
C99 Res. 1147 |
6 w/m |
12 w/m |
Field
office connectivity and support |
IED CND OSD OD |
·
IT support for
ITU field offices ·
Internet access
for remote offices ·
Enable electronic
communication between remote offices and HQ |
·
All
field offices able to easily access needed ITU information at
headquarters |
·
PP-98 Res 25 ·
Council Res 1143 ·
Res. 74 -
improvement of ITU functioning and management |
12 w/m |
24 w/m |
Manage
and support ITU desktop computing environment, for end-users and for
workgroup-oriented application development |
OSD |
·
Improve end-user
productivity ·
Reduce the total
cost of ownership of the desktop infrastructure, ensure hardware,
software licensing compliance, provide staff with effective,
reliable environment ·
Enable
departments/workgroups to implement automated solutions independent
of IS Dept. developer resources |
|
·
Strategic goal #5
- increase efficiency ·
Strategic
orientation #1 - improve customer service ·
Res. 74-
improvement of ITU functioning and management |
88 w/m |
|
IT
training for end-users and technical staff |
OSD |
·
Improve
productivity and user satisfaction ·
maintain and
improve skill levels of technical staff |
|
·
Strategic goal #5
- increase efficiency |
20 w/m |
|
Maintain
and operate database environments used by Gen Sec and Bureaux |
DAD |
·
reliable, highly
functional services ·
facilitate
application software development ·
guarantee 24 hour
operations |
|
·
Strategic goal #5
- increase efficiency |
36 w/m |
|
Maritime systems (MARS,
SHIPS, COAST, SPECS, GLAD) * |
DAD |
·
reliable, highly
functional services to enable efficient work by BR/TSD/TPR |
·
25
internal users + external Web |
·
Strategic
orientation #1 - improve customer service |
24 w/m |
|
Maintain UIFN, COMPASS, GMPCS, SANCHO and other DB
applications |
DAD |
·
reliable,
highly functional services to enable efficient work by TSB/SAO |
·
16+
internal users + internal and external Web |
·
Strategic
orientation #1 - improve customer service |
6 w/m |
|
Membership Management (MM), old name: ITU Global Directory, TIES user registration |
DAD |
·
reliable, highly
functional services to enable efficient work by SG/SGO/SEC |
·
40
internal users + external Web |
· Strategic orientation #1 - improve customer service |
16 w/m |
|
ITUDOC Document Web Publishing System |
DAD |
·
reliable, highly
functional services to enable efficient work |
·
125
internal users + external Web |
· Strategic orientation #1 - improve customer service |
1 w/m |
|
Document Management System (DMS) |
DAD |
·
reliable,
highly functional services to enable efficient work |
·
10
internal users + external Web |
· Strategic orientation #1 - improve customer service |
39 w/m |
|
ITU Document Production System (DPS) |
DAD |
·
reliable, highly
functional services to enable efficient work |
·
200
internal users |
· Strategic orientation #1 - improve customer service |
6 w/m |
|
ITU Press system, ITU News, ITU Photo library |
DAD |
·
reliable, highly
functional services to enable efficient work by SG/SGO/SEC |
|
·
Strategic
orientation #1 - improve customer service |
12 w/m |
|
System
administration and support for
all SAP R/3 servers . Enhancement
of the functionality, handling and the security of the SAP R/3
systems |
ASD |
·
Insure the
reliable technical functioning of all SAP R/3 systems ·
Adapt and
complete the SAP R/3 system to user- and IS requirements and
standards |
|
·
Strategic goal #5
- increase efficiency · Res. 74 -
improvement of ITU functioning and management |
40 w/m |
|
User
support and workshops for all implemented applications and programs
including support for ITU Telecom events |
ASD |
·
Insure
pro-actively the grade of satisfaction of applications according to
scope and user requirements |
|
·
Strategic
orientation #1 - improve customer service ·
Res. 74 -
improvement of ITU functioning and management |
17 w/m |
|
Administration
and secretariat (e.g.,
purchasing, budget, HR, inventory etc.) |
OD CND |
·
Timely
acquisition of needed materiel ·
Smooth
functioning of the dept |
|
·
Strategic goal #5
- increase efficiency |
48 w/m |
|
Management
of Dept and Divisions |
OD
plus all divisions |
·
ICT strategic
planning ·
budget control, ·
contracts
management ·
Preparation of
required documents ·
Coordination with
other departments and bureaux ·
Participation in
ITU meetings and UN System activities ·
Smooth
functioning of the dept ·
computer security
policy |
|
· Res. 74-
improvement of ITU functioning and management ·
Strategic
orientation #1 - improve customer service |
36 w/m |
|
BDT
projects |
OD |
·
Specific missions |
|
|
5 w/m |
|
C.
New initiatives |
|
|
|
|
|
|
Enterprise-wide
monitoring |
CND IED DAD ASD |
·
Increase
reliability of IT services |
|
· Res. 74 -
improvement of ITU functioning and management ·
Strategic
orientation #1 - improve customer service |
18 w/m |
|
Integrated
high-volume data backup Infrastructure and archiving |
CND |
·
Improve security
of increasing volumes of data |
·
Proof
of reliable data storage service continuity |
·
Strategic
orientation #1 - improve customer service ·
Strategic goal #5
– increase efficiency |
24 w/m |
|
TIMBER : Terminological Information Management Based on Enhanced
Retrieval (migration
to GUI interface) |
DAD |
·
reliable, highly
functional services to enable efficient work |
|
·
Strategic orientation #1 - improve customer service |
|
9 w/m |
|
Introduction
of new Human resources management and payroll system |
ASD OD |
·
Human resources
(HR) management system with career development information.
·
Integration with
the Financial management and information system. ·
replacement of
outdated payroll system |
|
· Res. 74 -
improvement of ITU functioning and management ·
Strategic goal #5
- increase efficiency |
30 w/m |
|
|
D Activities to be reduced or terminated |
|
|
|
|
|
|
|
Staff Health Insurance Fund for retirees (SHIF) |
DAD |
·
Planned
to be replaced by the HIIS in the second half of 2002 |
|
|
|
|
|
ITUDOC |
DAD |
·
To be
replaced by the Document Publishing System |
|
|
|
|
|
TIESDB |
DAD |
·
Included
in GD/MM |
|
|
|
|
|
[1] This table does not include the number of work/months to be contributed from staff of services other than CCU except the CCU IS Analyst.
Page: 2
[FL1]
Chief, Media Relations and Public Information
[FL2] IS/CCU Analyst
[FL3] Web assistant
[FL4] Photographer
[FL5] CCU Administrative Assistant
[FL6] BDT Communication Officer
[FL7] CCU Administrative Assistant
[FL8] Chief, Media Relations and Public Information
[FL9] IS/CCU Analyst
[FL10] Photographer
[FL11] Telecom Press Officer
[FL12] Telecom Press Assistant
[FL13] CCU Administrative Assistant
[FL14] Chief, Media Relations and Public Information
[FL15] Press and Public Information Officer
Page: 2
[FL16]
Chief, Media Relations and Public Information
Page: 2
[FL17]
Press and Public Information Officer
Page: 2
[FL18]
CCU Administrative Assistant
Page: 2
[FL19]
Assistant
Page: 2
[FL20]
Web assistant
[FL21] Assistant
[FL22] Clerk
Page: 3
[FL23]
Chief, Media Relations and Public Information
Page: 3
[FL24]
IS/CCU Analyst
Page: 4
[FL25]
Press and Public Information Officer
Page: 4
[FL26]
Web assistant
[FL27] Assistant
Page: 4
[FL28]
IS/CCU Analyst
Page: 4
[FL29]
Web assistant
Page: 4
[FL30]
IS/CCU Analyst
Page: 4
[FL31]
Photographer
Page: 4
[FL32]
IS/CCU Analyst
Page: 4
[FL33]
Clerk
Page: 3
[FL34]
Managing Editor
Page: 3
[FL35]
Sub-Editor and Production Coordinator
Page: 3
[FL36]
Graphic Designer
[FL37] Managing Editor
Page: 3
[FL38]
Press and Public Information Officer
[FL39] Sub-Editor and Production Coordinator
[FL40] Managing Editor
Page: 3
[FL41]
Sub-Editor and Production Coordinator
Page: 3
[FL42]
Photographer
Page: 3
[FL43]
Graphic Designer
[FL44]
Assistant
Page: 1
[FL45]
CCU Administrative Assistant
Page: 1
[FL46]
Chief, Media Relations and Public Information
Page: 1
[FL47]
Web assistant
[FL48] IS/CCU Analyst
Page: 2
[FL49]
Press and Public Information Officer
Page: 2
[FL50]
CCU Administrative Assistant
Page: 2
[FL51]
Web assistant
Page: 2
[FL52]
Chief, Media Relations and Public Information
Page: 2
[FL53]
CCU Administrative Assistant
Page: 2
[FL54]
CCU Administrative Assistant
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