National Workshop on ANSN Capacity Building IT modules OAP, Thailand 25 th – 27 th June 2013 KUNJEER Sameer B Exercise on online nomination process & suggestions for future enhancements

Overview of online nomination process Responsibilities and guidelines for SC members Demo of online nomination process FAQs Discussions PRESENTATION OUTLINE

Online nomination process has already been initiated for ANSN regional events since Steps involved in online nomination process: PMO (Project Management Officer) for each event should enter venue, schedule, prospectus and nomination deadline details for the event and open the event for nomination. PMO can send notification to all the Steering Committee members as well as relevant topical group members to inform them regarding the opening of event for nomination. Nomination process will be strictly closed after this deadline to streamline the administrative procedures of the IAEA secretariat. Steering Committee members upon receiving the notification should inform prospective participants from respective member states to apply online for this event. IAEA encourages Steering Committee members to propose nominations via the online system. Steering Committee members can also devise an internal mechanism or use the national centres websites to announce each regional event for nomination purpose. OVERVIEW

Steps involved in online nomination process: Potential participants can apply online for a particular regional event. Kindly note that the participants who want to apply online should be registered users in centralised ANSN website. Participants need to download the nomination form, fill it, scan and submit while applying for the regional event. Steering Committee members will be automatically informed via notification when a participant submits his nomination for any regional event. Steering Committee members should thereafter approve/decline the nomination. Potential participant will be informed of this action via automatic notification. Relevant PMO will need to take appropriate action (approve/decline) the nomination after Steering Committee approves it. In case Steering Committee member declines the nomination, PMO need not take any action. Potential participant will be informed of this action via automatic notification. Relevant PMO will also need to indicate whether the nominated participant will be supported financially or will be cost-free. OVERVIEW

Pre-requisites: PMO (Project Management Officer) should finalise the date and venue for the event with the host organization. Potential participant who wish to submit their nominations, should be registered users in centralised ANSN website. Steering Committee members as well as topical group members should also be registered users in centralised ANSN website. Steering Committee members should provide IAEA the updated list of topical group members so that notifications will be send to them at every appropriate stage. OVERVIEW

Steering Committee members also need to inform the potential participants to submit nominations online for a particular regional event. Steering Committee members can use the “Suggest Nominations” feature to do this or they can devise their own mechanism (send ) to inform the potential participants to submit their nominations online. Click on the “Suggest Nominations” link and you would be redirected to a page where you can propose nominations. Enter the nominations in the text box provided. Click on the “Save Proposed Participants” button and save the proposed nominations. Steering Committee members can send an notification to these proposed participants to submit their nomination forms online by clicking on the “Send Notification to Participants” link as illustrated below RESPONSIBILITIES AND GUIDELINES FOR SC MEMBERS

Steering Committee members need to approve/decline the nominations from participants when the participants submit their nomination forms online. Steering Committee members would receive an notification when any candidate submits his/her nomination. In this notification a link will be provided; clicking this link will take you directly to the list of nominations page. Alternatively to view a list of the submitted nominations, click on the link “List of Nominations” and you would be redirected to a page where the participants are listed as shown below. You would see two buttons “APPROVE BY SC MEMBERS” or “DECLINE BY SC MEMBERS” across each participant from your country only. Click on the appropriate button to accept/decline the submitted nomination. RESPONSIBILITIES AND GUIDELINES FOR SC MEMBERS

DEMO DEMO OF ONLINE NOMINATION PROCESS

Why I am not able to see the “Apply Online” link ? If the registered user is not given Level 2 access, he will not be able to see the “Apply Online” link for any ANSN regional event. In many cases, the user had registered before the online nomination process was initiated. At that time the user had only Level 1 access. Now if the user wishes to submit his nomination, he need not register again but request IAEA administrative staff to grant him Level 2 access. I had submitted my nomination, but the nomination has disappeared/not visible to the PMO/SC member. Why ? Online nomination process is bound with the address of the registered user. In case if the registered user submits his nomination and thereafter uses his own account to submit nomination of his colleague, his already submitted nomination will be overwritten. So please refrain from using your account to submit nomination of others for any ANSN regional event. FREQUENTLY ASKED QUESTIONS

Do I need to fill my personal details and upload nomination form again and again, if I have already applied for an ANSN regional event in the past ? Online nomination process is bound with the address of the registered user. If the user has already applied once in the past for any ANSN regional event, his details are captured in the ANSN participant database including his nomination form. So when the user wishes to submit his nomination again, those details are automatically populated in the page. The user can edit those details (like address, contact details) if needed and save them. Also if there are any changes in the nomination form, he can re-upload the form. Please note that the contact details entered by the user are vital since they are used by the administrative staff to send the physical copy of his invitation letter. FREQUENTLY ASKED QUESTIONS

I have uploaded the nomination form in.doc format, but the PMO/SC member is not able to open it ? Though the nomination form can be submitted in.doc,.docx format, it is recommended to submit it in.pdf format. In some cases in the past, the nomination form submitted by the participant could not be opened by the PMO due to software legacy issues. Can I submit my nominations after the nomination deadline ? It is highly recommended that the nomination be submitted before the deadline. Since this was the first year of online nomination process implementation, nominations were accepted even after the deadline. It is up to the PMO’s and SC member’s discretion to accept nomination beyond the nomination deadline. FREQUENTLY ASKED QUESTIONS

I was not able to receive a confirmation after SC member’s or PMO’s approval of my nomination. Why? notification of approval/decline of your nomination either by SC member or PMO is send to the address used by you during the ANSN registration process. In case if your official address has changed, please report to the IAEA administrative staff and they will duly do the necessary changes. FREQUENTLY ASKED QUESTIONS

How is the internal mechanism of nomination process within member states ? How the national centres websites can be used for promotion of ANSN regional events (announcements on national centre websites) ? Have the TG members encountered any issues while completing the nomination process in the past ? Any particular suggestions for further enhancements ? DISCUSSIONS

THANK YOU FOR YOUR ATTENTION ONLINE NOMINATION PROCESS