1. InWEnt | Qualified to shape the future1 Internet based Human Resource Development Management Platform Human Resource Development Programme in Natural Disaster Risk Management … automating training management processes and improving team performance

2. InWEnt | Qualified to shape the future2 http://minsk.elseware.de:7080/sites/hrdp-pirba.org/myzms/content/ Ifanos c&p - SNTL Publishing - InWEnt The HRDP-Web platform will be the surface of a “Content Management System”. The platform is optimised as a Management & Information System for the organisation of capacity building programmes in Disaster Risk Management … with public and internal user / authors sections.

3. InWEnt | Qualified to shape the future3 http://minsk.elseware.de:7080/sites/hrdp-pirba.org/myzms/content/ The underlying system ZMS – Zope based open source content management for science, technology and medicine – a complete solution for website-based ePublishing

4. InWEnt | Qualified to shape the future4 Topics covered The Definition The Need The Users The Design and Structure The Public Outreach The Internal HRDP Management The Links The Requirements

5. InWEnt | Qualified to shape the future5 The Definition What is an internet based HRDP management platform?

6. InWEnt | Qualified to shape the future6 What is an internet based HRDP management platform? The platform is a system for de-centralized content maintenance and processing – an important tool for networking stakeholders Authors and editors produce directly the content and their structure – and not IT professionals The contents is directly published in public- or closed areas There is a system of access protection that can be adapted very specifically with different level passwords The platform operates on the basis of predefined templates / objects for each type of input The templates are defined by workflow definition according to the requirements of the platform The platform supports e-learing courses

7. InWEnt | Qualified to shape the future7 Website maintenance without a CMS  The website is a project presentation tool („business card on the web“)  Subject matter authors cannot publish directly usually since they need technical skills  Hundreds / thousands of links must be maintained manually (very time consuming)  A single design or navigation change requires changes of all pages  The authoring team requires authors and technicians  Technicians gain lower level skills only  The management person in charge is a webmaster or site administrator A comparison

8. InWEnt | Qualified to shape the future8 A comparison Web-platform maintenance with a CMS  The web-platform is a project performance tool to make work processes more efficient  Subject matter authors publish directly (self-publishing)  Links are maintained automatically  Design or navigation changes need to be performed once in templates only  The authoring team requires authors only; they manage the entire publishing process  Technicians gains skills demanded in the IT labour market  The person in charge is the Chief Information Officer or Chief Knowledge Officer

9. InWEnt | Qualified to shape the future9 Strict separation of contents and design components Universally applicable, modular template model and efficient design concept Categorisation concept and library-conformable meta attributes Workflow and role concept Editorial work tools (notes, alerting, work lists) Multilingual publishing and Multi-client capability XML-Interface for document import and export Large extensibility (script languages DTML, Python; database interfaces) Continuous object orientation (inheritance concept) The most important features of ZMS at a glance

10. InWEnt | Qualified to shape the future10 The Users Who will use it?

11. InWEnt | Qualified to shape the future11 Who will use it? The authors and editors: with access codes for the areas they are allowed to publish – to guide and mentor courses The subscribers: with restricted access codes for reading and downloading The visitors: all not protected information  upcoming HRDP events with application forms  Background material, checklists, standards …  E-learning courses  Consultancy offers  Feedback and queries

12. InWEnt | Qualified to shape the future12 Efficient Management Processes De-centralized content maintenance and processing Creation Correction Author Proprietary formats: MS-Word Image data PUBLISHING-PLATFORM (CMS) Editor / Reviewer Editorial office Correction ©2007 SNTL Publishing GmbH & Co KG All rights reserved, sh@sntl-publishing.com Utilisation: XSL-Transformation

13. InWEnt | Qualified to shape the future13 Quality Assurance by Workflows: Simple 2-step release process Action Step 1+4: Author creates/ edits the document/object Author Step 6: Chief editor releases Chief Editor releasenew / change* Status: changedreleased Preview Version (copy) Live Version Info-Mails claim Step 2+5: Author claims release; e-mail gets sent Step 3: Chief editor rejects release; e-mail is sent  deny 

14. InWEnt | Qualified to shape the future14 Simple and „manual“ Workflow Model Author writes/designs texts, images and sends a Word-file and the image files to the Site Admin Site Admin creates folder and document structure; the texts are entered by copy&paste, images are scaled and uploaded; Author sends a preview-Link to the Editor for content release Editor sends change requests to the Author Author finalizes the texts, images and navigation; Author and Manager cooperate until agreement of final content version Author activates the main folder and releases the content

15. InWEnt | Qualified to shape the future15 How are visitors/users involved? Get information about the upcoming and the past training programme Participate in e-learning Give feedback Download information like Apply for training Send queries and opinions Ask about services Evaluate training programmes and services Obtain concepts, background information, standards with comments etc. Get links to other website and other relevant stakeholders

16. InWEnt | Qualified to shape the future16 The Design and Structure How is the platform structured?

17. InWEnt | Qualified to shape the future17 General assembly of a platform page – page view Path navigation Channels Page title Teaser for cross linked information Content area Bibliographic data (author, change date) Content navigation to sub folders

18. InWEnt | Qualified to shape the future18 General assembly of a platform page - template objects pageelement_Logo Page element_ Macronavigation page element_ Teaser page element_ Links headMeta headScript / headCSS headBodytag standard_ header pageregionTop pageelement_Micronavigatio n bodyContent_Float Bodytext of the Document pageelement_Headline pageelement_Index standard_ footer pageelement_Menu pageelement_Description pageelement_Copyright pageregionBefore pageregionAfter pageregionBottom pageregionLeft pageregionRight

19. InWEnt | Qualified to shape the future19 The public platform is used by result users and project coordinators (CBU)  To get information about services, upcoming trainings and workshops with detailed information  E-learning  To have access to information about best practises, reports and material from past training events  To announce and to apply for training courses  To inform about concepts, approaches and capacity building initiatives.  To give feedback and evaluate Public space

20. InWEnt | Qualified to shape the future20 The intranet for project coordinators, training management and selected stakeholders (trainers)  To coordinate their training activities and contents.  To document all material, reports, evaluations and tools  To provide restricted access to reports, participants lists and background information  To develop services and HRD events  To plan projects  To administer addresses and contacts Intranet

21. InWEnt | Qualified to shape the future21 The Need Why is it a useful tool for the capacity building process in iDRM?

22. InWEnt | Qualified to shape the future22 Important tasks in the management of capacity building programmes? Work flows and processes Announcements of training events Reporting of training events Application / event booking and customer care Documentation processes Addresses of participants and trainers Evaluation and Feedback Resource material Decentralised management – high coordination effort

23. InWEnt | Qualified to shape the future23 Why is it a useful tool for a capacity building programme? The efficient preparation of large scale capacity building programmes – decentralised authoring optimises resources Easy to learn for authors to publish – from 3 days onward of hand on training …. and optimal for teams working independently Restrictable access to reports, participants lists and background information Effective control by the editor of material to be published Subject matter experts are in control of the publishing process (no interventions from IT- technicians needed anymore)

24. InWEnt | Qualified to shape the future24 Why is it a useful tool for a capacity building programme? No IT-technicians needed to publish and to adapt the data structure Very fast to add, change and adapt the information Comprehensive documentation of contents, status and outcomes through easy to handle tools (e.g. reporting, documentation, training evaluation and impact analysis) All content is exportable It allows e-learning mechanisms

25. InWEnt | Qualified to shape the future25 The table of upcoming events can be interactively sorted

26. InWEnt | Qualified to shape the future26 Detailed Course Announcements with a standardised Characterisation Form

27. InWEnt | Qualified to shape the future27 Summaries and all material of completed training courses, conferences and workshops are accessible Downloadable results and presentations More HRDP events of the same thematic area ……..

28. InWEnt | Qualified to shape the future28 Some advantages The HRD-management platform is an effective tool for business process automation Contents produced and accessible to teams is the “Intellectual Capital” and offer potential that can be used for a more efficient performance of the institution Content ownership remains with the content producers and stakeholders Fast updating and administration of the contents contributes considerably to the efficiency and usefulness of results of Capacity Building activities (finding, changing, classifying, reorganising....)

29. InWEnt | Qualified to shape the future29 Example of a workflow  Preparation 2The TMU provides each project coordinator (and others that design/compile project operation plans) with HRDP-Standard Announcement Forms and guides them to fill them with their HRDP needs 1The ASEM thrust areas and the list of projects are updated  Text part of HRD-Operation Plan 1First section is about the HRD organisation (meetings, coordination, reports.. ) and the internal TMU capacity building 2All collected announcements are sequenced according to their thrust areas and projects  Finalization:  Draft HRD Operation Plan documents should be checked by the project coordinators  The yearly “Evaluation and Planning  Chart part of HRD -Operation Plan 1All codes are into a Gantt Chart (same sequence than in the text part of the OP) 2Potential training provider  Input from project coordinators (and others) about HRD needs in their projects  Input from other sources: 1MoEF 3Requested outside proposals  Non thrust area related HRD Events 1Through interaction with the project coordinators and training providers more ideas emerge for proposals 2Input from MoEF and forwarded requests from others are amended  See: Workflow for the preparation of the yearly “Evaluation and Planning Workshop”

30. InWEnt | Qualified to shape the future30 The Authoring How are authors involved?

31. InWEnt | Qualified to shape the future31 Some advantages The elements are maintained by the subject matter expert him/herself (no ICT expert has to be involved) The ICT experts care for template customization (if needed) All pieces of information are stored in a database assuring information consistency (e.g. correctness of links) It is open source software widely applied in the science and health sector

32. InWEnt | Qualified to shape the future32 The authoring Interface

33. InWEnt | Qualified to shape the future33 General assembly of a platform page – manage mode for authors

34. InWEnt | Qualified to shape the future34 Content model: simple  root/www-site  folder  system folder  document, spec. document  file  text area, spec. object  image  table  teaser, element, spec.teaser  link, link collection  note folder root document text area image table link collection teaser teaser element system folder

35. InWEnt | Qualified to shape the future35 Textbausteine Text fragment Authoring principle: Fragments are produced in containers and sequenced Textbausteine Text fragment Image Teaser Text fragment Teaser Container („Molecules“) Fragments („Atoms“) Document Website Presentation fgh Templates... Language-3 Language-2 Language-1 Assembling Sequencing

36. InWEnt | Qualified to shape the future36 „I would like to update a logo“  Please make yourself familiar with HTML since design changes can cause side-effects.  Please make yourself familiar with an HTML authoring tool  Please make sure that you have the copy of the master HTML website available on your computer.  It is safer, if a technical person is available for assistance since the site architecture can be affected  Let us now do the changes on all pages  Let us check all pages then  Let us upload all pages via FTP  Let us check most of the pages Example HTML WEB-site

37. InWEnt | Qualified to shape the future37 „I would like to update a logo“  Open your browser, login with your username and password  Upload the logo  Check few pages Example WEB-Platform

38. InWEnt | Qualified to shape the future38 The Internal HRDP Management How can it be used to organise, document and develop all HRDP activities?

39. InWEnt | Qualified to shape the future39 How can it be used to organise all HRDP activities? Announce HRDP events in a table for overview of the current training offer Prepare the characterisations – for past events with all public and internal contents, lists and evaluations Have a full fledged documentation system for service offer and the collections of checklists and approaches Organise development areas for teams that work on a service offer and / of course development Have a tool for project process planning Administer addresses and contacts

40. InWEnt | Qualified to shape the future40 Formats and Templates HRDP Master Tables HRDP OPs, TMU Reports and Minutes Internal HRDP Information Training package – development Project tracks and planning Consultancy material work areas Address administration linked to HRD events Internal mail system Quality assurance and necessary tools Main tools for work process organisation

41. InWEnt | Qualified to shape the future41 Tools to standardise the capacity building process- like “Announcement – Course Characterization” Code Title Short title Training type ASEM thrust area ASEM project Training provider Institutions involved Target group Course objectives Expected or achieved results/impacts in terms of: Indicators for success/impact Description of contents /agenda Participants numbers Start dd/mm/yy End dd/mm/yy Duration Venue Pictures Event report and material Contact for more information More information with access code

42. InWEnt | Qualified to shape the future42 Documentation system

43. InWEnt | Qualified to shape the future43 For planning tasks and processes with a team of authors, this tool assures the overview of accomplishments

44. InWEnt | Qualified to shape the future44 Address and contact data bases help to keep relevant contacts organised.

45. InWEnt | Qualified to shape the future45 Each address has background information that will include: Type of contact (incl. if participant of events in the past) Responsible contact person Importance-function Remarks other fields to be defined

46. InWEnt | Qualified to shape the future46 Platform statistics (5 month)

47. InWEnt | Qualified to shape the future47 The Public Outreach How are visitors/users involved? How can it be used to inform the target institutions and groups? Is there a feedback from visitors possible?

48. InWEnt | Qualified to shape the future48 Feedback from users Information for different subjects is linked with convenient teasers

49. InWEnt | Qualified to shape the future49 Tool to send evaluations in the form of a poll is a useful interactive tool for feedback. The tool can be changed easily for other themes and topics as per requirement.

50. InWEnt | Qualified to shape the future50 Downloads Collection of all relevant forms, templates and process descriptions

51. InWEnt | Qualified to shape the future51 Archive of Background Information The service coordinators use the platform as “Knowledge Management System” to store all Training and Workshop related documents and Presentations. It makes their work more effective and reduce time for search and duplication. The web platform is a “knowledge base” for general and specific material and concepts

52. InWEnt | Qualified to shape the future52 The Links How can the platform be integrated into other platforms and normal web sites?

53. InWEnt | Qualified to shape the future53 How it be integrated into other web sites and platforms? Share templates Cross client content inclusion Inheritance of configurations Usual WEB-Links (like ASEM web-site) Usual WEB-Links (like DMI web-site)

54. InWEnt | Qualified to shape the future54 How it be integrated into other web sites and platforms? templates common content images (multilingual XML model) public 1 public 2public 3private Document templates common content images (multilinguales XML-Modell) public 1 public 2public 3private Document Organization templates common images http://www.domainname1.comhttp://www.domainname2.com ZMS-Instance Client Organization

55. InWEnt | Qualified to shape the future55 What resources and structures are required? a chief editor (information / knowledge officer) clear workflows shared among all the authoring teams and involved institutions clear responsibilities for all feedback activated systems an information policy and a style guide for publishing a few days hands-on training for those who publish information (the authors) a provider able to run and maintain the open source CMS system with an affordable server hardware in place

56. InWEnt | Qualified to shape the future56 The Requirements What resources and structures are required to maintain and develop the platform in a sustainable way?

57. InWEnt | Qualified to shape the future57 Business Process Automation - Steps of the Introduction of a HRD Management Platform A “Content Management System” is strengthening of the ownership of experts through self-publishing Responsibilities / different performance and access rights are an integral part of the work flows Decision to develop a platform Clearly define the all the work flows of services and capacity building related processes Translate work flows into the platform architecture (Contents Management Architecture) Train users as authors, editors and administrators Adjust or redefine responsibilities Implement the architecture Decide for the system to be used Decision to enhance training management

58. InWEnt | Qualified to shape the future58 a ready-to-use Training Management Platform the full range of training management tools and instruments compatible with the information management process hands-on training for those who publish information an efficient publishing workflow for user teams a practical proven information policy and style guide a design template for displaying web-based information expertise in managing the project and change process and… the link to the existing web-sites Within the DRM project we offer…

59. InWEnt | Qualified to shape the future59 Thank you for your attention

60. InWEnt | Qualified to shape the future60 Profiles of In-house specialists RoleTasksQualifications Informa tion officer ▪ Publication planning, authoring/editing and quality assurance ▪ Author network management ▪ ePublishing of documents, articles ▪ Content Management System configuration ▪ Editing Experience ▪ Experience in authoring ▪ Subject matter expertise (preferably) ▪ Strong communication skills and service orientation ▪ Strong computer skills and experienced internet user ▪ Media development experience (e.g. image processing) Authors ▪ Publication planning, authoring ▪ Experience in authoring ▪ Subject matter expertise (preferably) ▪ Strong communication skills

61. InWEnt | Qualified to shape the future61 Software development specifications and possibilities SoftwareComments ▪ ZMS ▪ Flexible Content Management configuration (e.g. workflows, multilingual publishing) ▪ DTML/ZOPE ▪ Template development and customisation (for new interfaces and designs) ▪ Database maintenance (for database performance and smooth operation)

62. InWEnt | Qualified to shape the future62 Possible outsourced RolesTasksQualifications System manager (interfac e with PIRBA) ▪ Securing performance of the technology based services and managing the support infrastructure ▪ Setting up and maintenance of Linux, Apache, ZOPE and ZMS server ▪ Strong system management skills (WWW- Server, Firewall, Linux-OS); preferably skills in ZOPE application server management ▪ Experience in Software-Engineering ▪ Very good skills for server maintenance tools ▪ Organisation and realisation of technical support for staff ▪ Ability to coordinate staff ▪ Strong communication skills and service orientation ▪ Experience in solution strategies for technical problems Template develope r and media producer ▪ Needs assessment and use case development ▪ User interface conceptualization and development ▪ Software development of applications ▪ Multimedia production ▪ Experience in content management systems ▪ Strong skills in software development (preferably DTML/ZOPE/Python) ▪ Very good skills with Internet software tools ▪ Very good skills in the production of digital media ▪ Experience in solution strategies for technical problems ▪ Preferably Audio-/Video- and multimedia production ▪ Practical experience in audio-/video production