APEC Project Database

AIMP Structure APEC Information Management Portal (AIMP) AIMP AIMP is an on-line workspace that will bring together, via a single password-protected portal, several IT tools. Some of its functions are new, but it also builds on modified versions of tools we already use. The four modules of AIMP are: the APEC Collaboration System (ACS), the Online Meeting System (OMS), the Meeting Document Database (MDDB), and the Project Database (PDB), and they would be accessed through the password-protected AIMP portal. This presentation will be focusing on the Project Database Module. APEC Collaboration System (ACS) Online Meeting System (OMS) Meeting Document Database (MDDB) Project Database (PDB)

Old Project Database Problems and issues The old PDB had been running since 1998, and was a BMC initiative to provide a repository for information on APEC funded projects Problems and issues Lack of user friendliness Poor navigation Insufficient information Information not updated Poor search engine Redundant work/process flow Lack of project management tools The old project database was implemented in 1998 and designed to provide information on APEC funded projects. In serious need of upgrading a review was undertaken in 2003-04 to identify user needs and concerns. Key problems with the PDB were its lack of user friendliness, its weak search engine and out of date information. Users also identified that they wanted a more comprehensive project management system. Initially, tendered for contract in 2004/05, it was decided that an integrated system would be the most effective way forward and development of the PDB was delayed to enable it to be a part of AIMP.

New Project Database (PDB) Benefits Complete project management tool Online project applications Easy access to past, current and proposed project information User friendly Integrated and linked to ACS sites The development of the PDB was broken into two phases. The first phase has been completed with the development of the search engine and online application and approval system. The second phase was completed in July. It is a complete project management tool enabling online applications, evaluations and approvals. Searching for project information will be easier than ever before. Project overseers will be able to apply and manage their projects online. This will include a task manager and online forms such as travel undertakings. Project overseers will be able to ensure their information is current and up to date and keep other members informed of their progress online.

PDB status … The PDB was launched in January 2007. All past projects have been migrated to the new PDB. Projects were submitted online for BMC1 on a voluntary basis. All projects were then uploaded prior to the BMC meeting.

Screen Shots

PDB Homepage The project database has private and public components. The public page will be open to the general public and provide basic project information about past and current APEC projects. The private page will be open to members only, who will be able to submit project proposals and search for projects, including draft projects. It will also have individual private project sites where project overseers will be able to manage the implementation of their projects. Key features of the page: List all projects: links to a full list of projects Project guidebook: links to the project guidebook Search for projects: enable searching for projects by word or criteria Bulletin Board: for any comments or suggestions from members Submit project proposal: for online applications of proposals Task lists: Individualised task lists

Searching for projects Searching for project information will be easier than ever before. Project overseers will be able to apply and manage their projects online. This will include a task manager and online forms such as travel undertakings. Project overseers will be able to ensure their information is current and up to date and keep other members informed of their progress online.

Projects will be easy to find by looking at the project lists and filtering by different categories including funding, economies, and status.

Easy to use Search Engine A full search engine will also enable easy and specific search for project information by words and criteria.

Project information pages After you find the project you are searching for, click on the link to see further information about the project. Project information pages include a short summary of the project and key project information. It includes links to the project proposal, progress reports and evaluation papers. Current projects also link to the private project sites.

Apply for projects online New and improved: Apply for projects online For the first time ever, APEC members will be able to submit their project proposals online and track the approval process. Key information will be typed in and the proposal uploaded.

To submit a proposal, click on submit project proposal on the home page or on new proposal on the project list.

Online Project Application Key information will be typed in and the proposal uploaded.

Online Project Application Drop down menus will enable an easy and fast application process. Once submitted, the project will be sent to Fora members for assessment, comments and approval. Approval will happen online from different For a through to Committees, including the BMC. Once approved, a private project site will be created for easy project management.

Private project sites to manage projects Project overseers will be able to manage their projects online, including task lists, travel undertakings, certification. P

Project overseers will be able to manage their projects online Project overseers will be able to manage their projects online. This will include a task manager and online forms such as travel undertakings. Project overseers will be able to ensure their information is current and up to date and keep other members informed of their progress online. POs will also be able to adapt a private site to their own needs and wants including adding a page with further information about events.

Next Steps … Projects being submitted to BMC2 for approval must submit their projects online using the PDB. Training is ongoing and is available for any interested members. For additional training please contact your Program Director or BMC representative. All comments to help us improve the PDB welcome!