ICPDR Information System Danubis 1.0
Reconstruction Analysis
Document
version 1.0
ICPDR Information System Danubis
1.0
Reconstruction Analysis
version 1.0
History of changes
Change
Doc.
date
version Change description
Author
03.04.2006
1.0
New document
Michal Rusko
02.05.2006 2.0 Analysis
and
diagrams Michal
Rusko
07.07.2006 2.1 Diagrams
update
and description
Michal Rusko
07.09.2006 2.2 Overall
update Michal
Rusko
18.10.2006 3.0 Finalization Michal
Rusko
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Table of contents
1 Objective and Scope ..................................................................3
2 Users' survey.............................................................................4
2.1 Survey questions and answers.....................................................................4
2.1.1 User information ..................................................................................4
2.1.2 General questions ................................................................................5
2.1.3 Questions for specific parts of the Information System ............................ 11
2.1.3.1
Personal homepage...................................................................... 11
2.1.3.2
Discussion forum ......................................................................... 13
2.1.3.3
Meeting Documents and Calendar of events .................................... 15
2.1.3.4
Expert groups (Working area) ....................................................... 16
2.1.4 Help system ...................................................................................... 18
2.2 Survey analysis ....................................................................................... 20
2.2.1 User information ................................................................................ 20
2.2.2 General questions .............................................................................. 20
2.2.3 Specific parts of the Information System ............................................... 22
2.2.3.1
Personal homepage...................................................................... 22
2.2.3.2
Discussion Forum ........................................................................ 22
2.2.3.3
Meeting documents and Calendar of events..................................... 23
2.2.3.4
Expert groups (Working area) ....................................................... 23
2.2.4 Help system ...................................................................................... 24
3 Analyses and recommendations ..............................................25
3.1 System of views ...................................................................................... 25
3.1.1 General (secretariat) view ................................................................... 27
3.1.2 Expert group view .............................................................................. 29
3.1.3 Activity view...................................................................................... 30
3.1.4 Personal view .................................................................................... 31
3.2 Users and roles ....................................................................................... 33
3.3 General modules ..................................................................................... 34
3.3.1 Calendar of events ............................................................................. 35
3.3.2 Meetings........................................................................................... 36
3.3.3 Documents and libraries...................................................................... 38
3.4 Conclusions and additional remarks............................................................ 40
3.5 Annex I Danubis feature list ................................................................... 43
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1 Objective and Scope
UNDP/GEF Danube Regional Project supports the ICPDR in redesigning and
reconstruction of present Information System Danubis, which serves as an information
Portal for both internal and external users.
The new portal will replace the existing information system and introduce a range of new
and modified features.
Primary goals of the project to analyze and make recommendations for:
1. Content of the System
Review and propose reorganizing and regrouping the menu elements on the
navigation pane, without altering information or data.
Review and re-design the help system mainly from the user point of view (not
administrator) to assist with navigation when finding specific type of
information/application and everyday work in the system. This would also
include preparation of a "tour" of the system and its features for new users
after their first log-on.
Facilitate reviewing of available information and removing redundant and
outdated information, in close cooperation with a team of people consisting of
one member of ICPDR group. This would be also enforced and supported by
re-designed information system.
Re-design the personal homepage for users, mainly in terms of complexity and
present available information in more understandable way.
2. Processes in the System
Develop automated process in the system for adding new users and assigning
rights to use the system in order to minimize administration time.
Develop processes to enable all users to add and edit a new event concerning
his/her interest group.
Develop processes for the document control; the system should have good
access right management and offer validity parameters and archiving option in
order to keep the system up-to-date.
3. Design of the System
Clean up the design of pages to make it more readable, considering design
and ergonomics best practices
Improve overall navigation and the basic system layout in terms of information
and controls on the page, looking-up for other information within the system,
interactivity and live appearance.
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2 Users' survey
User survey are one of the main sources of information when analyzing information
systems, as they provide good feedback from users on analyzed system.
The current Danubis Survey II was launched to have an overview on usage of the ICPDR
Information System as such, usage of specific functions and their importance for users as
well as additional required functions that could be included to the system.
The questions in the Survey were designed taking in consideration the previous Danubis
Survey I and information collected from project team meetings.
2.1 Survey questions and answers
2.1.1 User
information
Q1. What is your position in ICPDR?
3%
17%
Permanent Secretariat
Expert group member
Other Expert
80%
Q2. Which of these options describe best your activities in ICPDR
Information System?
19%
Contributing (uploading, creating
documents)
Read/dow nload only
81%
Q3. How would you describe your knowledge in computer and information
technology areas?
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20%
43%
Beginner
Advanced
Expert
37%
2.1.2 General
questions
Q4. How often do you use the ICPDR Information System approximately?
0%
15%
Daily
Once a w eek
52%
Occasional y
33%
Never
Q5. How much time do you typically spend in the ICPDR Information
System (per visit)?
5%
8%
30%
10 minutes
30 minutes
60 minutes
More
57%
Q6. How important is the Information System to your work within the
ICPDR currently?
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5%
37%
Very important
Important
Not important
58%
Q7. How would you describe the ease of use and navigation in the current
Information System?
there are many sections not relevant to my w ork
7
Menu structure is not very understandable
5
It takes many clicks to find the information
23
It is too complex for me
1
It is easy to use in general
37
0
5
10
15
20
25
30
35
40
Q8. What do you think about the search function?
5%
I don't use it
46%
I am satisfied
49%
I am lost in results w hich are
returned by it
Q9. Do you find up to date information in the Information System?
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17%
Yes
No
83%
Q10. Importance of using the ICPDR Information System for different tasks.
Mailing documents
Discussion forums
Addresses
Events (calendar)
Links
Documents
0
10
20
30
40
50
60
70
very important
important
neutral
irrelevant
Q11. Which databases do you use?
20%
Emission Inventory
33%
Dablas Projects
Transnational Monitoring Netw ork
12%
Danube Surveys (JDS,
Aquaterra)
35%
Q12. Do you export data from the databases?
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29%
Yes
No
71%
Q13. Your satisfaction with using the ICPDR Information System for different
tasks.
Mailing documents
Discussion forums
Addresses
Events (calendar)
Links
Documents
0
10
20
30
40
50
60
very satisfied
satisfied
neutral
not satisfied
Q14. Which future enhancement would you like to see in ICPDR Information
System?
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Chat room (Instant messaging)
Events accessible through mobile phone
Group calendar
Personal calendar
Workflow for events management (registration,
reimbursement, reservation)
On-site editing
Review ing documents via discussion forum
Document changes tracking
SMS notification for new events
0
10
20
30
40
50
Q15.
Which important task/function is not covered by the Information
System?
1. I'm satisfied
2. general overview about (long-term) processes and state of affairs
3. for this time all my interests are covered
4. very important function consists in well defined mutual linkages of all Danubis
components; these linkages should be ranged within clearly specified system.
5. detailed analysis
6. workshops
7. knowledge map - docs, links, etc. organized by geographic, thematic and other
categories
8. GIS import
Q16.
What do you think is the biggest advantage of ICPDR Information
System?
1. existence and fast operation
2. the continuity for the time of ICPDR existence and same data/information even
before of that, being accepted and uploaded by the EG with PS support
3. keeping history of documents, meetings, etc.
4. the relevant information on one place
5. having relevant Danube information on one place, exchange of information
6. finding meeting information and events
7. its existence and diversity. practically all information is available
8. all information are important
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9. documents sharing
10. availability of data, documents, methodology, connections
11. to get information from different working groups and different levels of the
ICPDR-organization in time
12. his existence and the possibility to inform the public and expert groups
13. to be up to date with the information and documents that are in the process of
development
14. access to information, download possibilities for documents (reports, agendas, ..)
15. access to internal working area
16. access to new information
17. online access
18. it is not easy to unambiguous advantages of the IS.
19. instant connection
20. user-friendly
21.
the exchange of information and documents within the expert groups;
announcement for different kind of events
22. the possibility to define folders for notification, eg. for my expert group and
selected other topics
23. fast and easy way to have information
24. all Danube/ICPDR - relevant information is (or should be) there & updated
25. quick access and overview of status of important documents. contact network to
key persons in DRB (to be improved!)
26. smart, fast, accurate
27. information of new man-caused effects
28. working documents available on-line
29. no sending of large emails needed any more. fast and simple!
30. fast distribution of a relevant information
Q17. What do you think is the biggest disadvantage of ICPDR Information
System?
1. the search function needs to be more performing, with possibility of covering
XXXX a number of smaller but selected topics/ issues within XXXX what is xxxx
Danubis[MR1]
2. the big document can be a problem
3. the system works very well, a disadvantage appears only if documents are not put
into the system
4. maybe to complex for public
5. info sometimes is "isolated" in terms of history (see Q15)
6. minutes of meetings or other documents are too late in the System to be of
help.
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7. from my point of view the structure of the databases are the weak point in the
ICPDR information system. They have to be more flexible.
8. long/difficult hierarchies
9. info potential to be used is not well used and updated by the various users
(outside of secretariat)
10. too complicated structure, some functions are not used
11. looks a bit boring, not interesting and gray
12. probably too complicated structure and problematic access to Internet in some
countries (slow speed for downloading large files)
Q18. Any further comments?
1. "comment to Q13: postal addresses are without of EG members"
2. I enjoy the e-mail notification about new items in DANUBIS and the possibilities to
choose a personal starting page
3. sometimes it is not easy to get into the System.
4. not too many animations, please. rss/atom feed for changes made would be great
5. "comment to Q13: addresses are often out of date"
2.1.3 Questions for specific parts of the Information
System
2.1.3.1 Personal homepage
Q19. Do you find the Personal Homepage useful?
40%
Very useful
Not useful
60%
Q20. Do you use the Personal Homepage as a starting point for browsing the
ICPDR Information System?
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44%
Yes
No
56%
Q21. Do you have at least one favorite / interest list filled in?
44%
Yes
No
56%
Q22. Do you use the Personal Homepage to manage your notifications?
23%
Yes
No
77%
Q23. Any further comments?
1. I just got my homepage on February 9
2. too complicated to get to the document I am searching
3. using the Information system very occasionally I really cann't find the need of
Personal Homepage.
4. I linked in one favorite but it is empty since then ...
5. I would prefer to have more customizable home page and more attractive
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2.1.3.2 Discussion forum
Q24. How often do you use the Discussion Forum?
0%
33%
Daily
Once a w eek
Occasional y
Never
67%
Q25. Do you think that e-mail communication is better than web discussion?
If yes, why?
32%
Yes.
No
68%
Reasons, why yes:
1. no opinion
2. sometimes is better because you are warned about the discussion in real-time
3. I can check a successful deleting of the message
4. e-mail communication have addresses on which was send
5. it is a question of habit
6. response as yet not assured
7. forums are rarely used by other colleagues
8. time availability
9. it is more familiar way for me but I would not answer YES
10. most of the experts have not enough time to check discussion forums for new
entries, so it is much better to bring information/questions etc. directly to the
persons involved by e-mail
11. because you can have time to answer, time to think at the problems
12. it's more private
13. access is independent of ICPDR web page / login status
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14. more user-friendly - I receive what I need to have
15. we are familiar with
16. direct connection and saving time
17. I always get the concrete answere
18. so caled "chatting" might take me a lot of time
19. it is more active
20. both ways are OK
21. personal reasons
22. this kind of communication is more direct, easy and in the same time you can get
always contact back.
23. time to answer, quick enough!
24. because it makes more concentrated
25. this is depending on the work which has to be done. For working in an Expert
Group email-communication is much better because emails are reviewed daily
within "normal" work. If the communication is for working on a national problem
or scientific question where you are interested in the opinion of other people web
discussion will be the best solution.
26. it is more efficient
Q26. Would you prefer division of the Discussion Forum into:
Meetings
Documents
Topics
Projects
Groups
0
5
10
15
20
25
30
Q27. Any further comments?
1. The selection of the division of the dialogue forum can be one facility to be added
but discussion starting has to be warned to potential participants like the
documents uploading
2. I do not use Discussion Forum, so I cannot impressed with any standpoint.
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3. Discussion forum is a good thing, but it never became a favorite communication
channel in the ICPDR
2.1.3.3 Meeting Documents and Calendar of events
Q28. How often do you use the Meeting Documents and Calendar of Events?
3%3%
29%
Daily
Once a w eek
Occasional y
Never
65%
Q29. Would you like to have a possibility to export events information?
21%
Yes
No
79%
Q30. Would you like to use online confirmation for meetings?
7%
Yes
No
93%
Q31. Would you like to use online reimbursement forms for meetings?
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37%
Yes
No
63%
Q32. Any further comments?
1. Organization of meetings handled by e-mail is also very comfortable
2.1.3.4 Expert groups (Working area)
Q33. How often do you use the Expert Groups section?
0% 9%
Daily
Once a w eek
Occasional y
51%
40%
Never
Q34. How do you like the folder structure?
5%
12%
It is too deeply structured, I am lost in it
It is ok, I am satisfied w ith it
It is too flat, I need finer division
83%
Q35. Are the titles of folders clear?
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12%
Yes
No
88%
Q36. How do you usually share your documents with other members of your
group?
Other:
Web
E-mail
0
10
20
30
40
50
60
Other types of documents sharing:
1. phone, fax
Q37. Would you like to have an option to make comments on documents
directly in the system (like a discussion forum to document)?
Yes
49%
51%
No
Q38. Would you like to share information about future interesting events
with other group members?
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21%
Yes
No
79%
Q39. Which processes concerning your work in expert group do you execute
frequently and is not covered by ICPDR Information System?
1. direct communication concerning data exchange, filling templates, etc. but I think
that it is covered by the IS
2. it depends on circumstances and problems, which should be solved
3. national monitoring analysis
4. more about sediment
Q40. Any further comments?
1. "Comment on Q35: in addition: names of files are too long, not at head of
filename!"
2. It would be easier for observers to send opinions on documents or ask something
on-line only on working level. On the level of heads of delegations it should be
sent by post or fax (signed).
2.1.4 Help
system
Q41. Have you ever used the help system in ICPDR Information System?
15%
34%
Yes
No, I don't need it
No, I don't know how to use it
51%
Q42. Which types of existing support is useful for you?
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Tutorials (with animations)
Email Support
Phone Support
Online help web pages
Frequently Asked Questions and Answers
0
5
10
15
20
25
Q43. Which types of support would be useful for you?
Instant messaging
(chat)
Web support
Training sessions at
Expert Group
meetings
0
5
10
15
20
25
30
Q44.
Would you like to undertake an introduction tour of the ICPDR
Information System, which would show you all functionalities?
22%
Yes
No
78%
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Q45. Any further comments?
1. "Comment on Q35: if possible to have more detailes but available at the wish of
user (active click)"
2.2 Survey analysis
2.2.1 User
information
The Danubis Survey II was realized both in electronic and printed forms. The feedback is
based on the answers from 60 people who undertook the survey.
The participants of the survey are mainly Expert groups' members. There was a very low
attendance from the ICPDR Secretariat and so the results are highly influenced by this
fact.
Most of the users (81%) are only reading and downloading documents from the
information system. The rest are people from secretariat and representatives from each
expert group, who are actively contributing to the information system.
In the question of computer knowledge, 80% of the users consider themselves as
advanced or expert level computer users. They use computer on daily basis and are
familiar with most of today's technologies.
2.2.2 General
questions
Most of the users use the Danubis information system occasionally or once a week. Only
15% of the users use it every day. The time spent while using the systems ranges from
10 to 30 minutes per session.
For most users (95%) the information system is either important or very important. It is
essential for their work and contains important information and documents. Only 17% of
the users find that the information is not up to date, which is a considerably better
number than one found out in first survey. The reasons for this can be more. It may be
influenced by the set of users who participated in survey. Or it may be the result of
publishing of the all important documents in the information system instead of sending
them by e-mail.
The answers from the questions about the ease of use and navigation in the current
information system show that users consider the system as an easy one to use but not
very ergonomical. It takes many clicks to find the information in it and there are many
sections which are not relevant to the logged-in user which makes it less readable. Some
users feel that the menu structure is not very understandable. This applies even more to
users who are new to the information system which was picked up during first
meetings with ICPDR. The interface has to be rebuilt to be more user friendly taking
in consideration new users and users who use the information system every now and
then. Besides them, also daily users who got used to the system do need redesign
following good practices, which would help them with information system personalization
- according to their needs.
Importance of using the ICPDR Information System for different tasks can be divided in
two groups:
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1. Important or very important functions
Among the very important functions belongs the ability to access and share the
project and other documents, access to information about upcoming events and
access to addresses.
2. Neutral functions
Among functions assessed as neutral we find functions for emailing documents
and collection of links. The discussion forums were too assessed as neutral with
some people assessing it as irrelevant. This is mainly a result of current discussion
forums being less interactive and containing not so important information.
Information is mostly shared through documents sharing.
Database access is more or less evenly distributed among all databases and only 29% of
the users need to export data from it in any means.
The satisfaction with using the ICPDR Information System Danubis for different tasks is
more or less copying the importance of those functions. Mainly with the documents and
events management were users either very satisfied or satisfied. The satisfaction with
discussion forums was very low resulting in little or no usage.
Analysis of future enhancements show that most users want to have availability of
tracking document changes, advanced workflow for events management and group
calendar features. Other also important enhancement was ability to review documents
via discussion forum. Current discussion forum allows this generally, but isn't
"connected" to documents and is very static. Among other features worth mentioning
belong on-site editing, personal calendar and chat room (instant messaging).
Mostly mentioned missing functions from Danubis Information system according to users
were:
1. general overview about (long-term) processes and state of affairs
2. knowledge map system for organizing documents, links, etc. by geographic,
thematic or other categories
3. well defined mutual linkage among Danubis components
4. workshops
Selected biggest advantages of the Danubis Information system:
1. its existence and fast operation
2. keeping history of documents, meetings, etc.
3. all relevant information in one place
4. documents sharing, no need for emailing large documents
5. information about events and meetings
6. fast information distribution
Selected biggest disadvantages of the Danubis Information system:
1. too complex, long/difficult hierarchies
2. search function not working very well
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3. little possibilities of updating content by users outside secretariat
4. downloading large documents
5. databases structure is very strict, not flexible access
6. outdated information
Selected further comments about the Danubis Information System:
1. sometimes it is hard to get into system
2. addresses are often out of date
3. good e-mail notification about new items
4. RSS/Atom feed would be great
2.2.3 Specific parts of the Information System
2.2.3.1 Personal homepage
The Personal homepage is by 60% of the users considered as very useful but less that
half of the users are actually using it. 44% users use Personal homepage as a starting
point in the Information System, 44% of the users have at least one favorite/interest list
filled in. Only 23% of the users use it to manage their notifications.
Selected comments on Personal Homepage:
1. I would prefer to have more customizable and attractive home page.
2. I linked in one favorite but it is empty since then.
3. I am using the information system very occasionally and I can't find the need for
Personal Homepage.
2.2.3.2 Discussion Forum
The discussion forum is used occasionally (33%) or never (67%). There could be more
reasons for this. One of them is that users think that e-mail communication is better than
web discussion. Also the discussion forums currently implemented in the Information
System are not linked with topics at Expert Groups and are not linked with documents
either. Linkage with documents would be appreciated by users, which results from
answers in survey.
Other main reasons why e-mail communication is better than web discussion:
1. a question of habit
2. response as yet not assured
3. forums are rarely used by colleagues
4. access is independent of ICPDR web page / login status
5. e-mail messages are reviewed daily with "normal" work
6. you are warned about discussion in real-time
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7. e-mail communication is more direct, easy and in the same time you can always
contact back
The preferences in division of the Discussion forum show that users want to organize
forums mostly by topics, groups and meetings, which is in contrast to previous answers.
This probably shows that users are commenting more on existent status of the
Information System and not on future possible enhancements.
1. possible participants of the discussion forum should be notified about starting of
the new topic exactly the same way like when new document is uploaded
2. discussion forum is a good thing, but it never became a favorite communication
channel in the ICPDR
2.2.3.3 Meeting documents and Calendar of events
Users are using the Meeting documents and Calendar of events once a week or
occasionally. Most users (79%) would like to have a possibility to export events
information.
By far the most users (93%) would like online confirmation for meetings attached to
meeting information.
63% of the users would appreciate online reimbursement forms for meetings.
2.2.3.4 Expert groups (Working area)
The Expert groups working area is used most in the Danubis Information System. It is
used mostly once a week or occasionally, but many users are using it daily. This depends
on the user classification.
Most users (83%) think that the folder structure within expert groups is ok and are
satisfied with it. 12% of the users think that it is too deeply structured and that they are
lost in it. This could be easily solved by personalization of the structures. The problem
with high complexity is accentuated when new users are learning how to use the
Information system and also when occasional users who don't work much within the
Information System are connecting to it.
The folder titles are mostly clearly named (88%).
The document sharing among the experts in expert groups is realized mostly by e-mail.
Only few users are sharing documents using web. Other means of sharing are by phone
or by fax.
Half the users would like to have a possibility to comment on documents directly in the
system, which could increase the usage of web in documents sharing.
Only 21% of the users would like to have an ability to share information about further
events with other group members. Users are mostly counting on secretariat to provide
them with information about new events.
Processes concerning work in expert group that users execute frequently and are not
covered by ICPDR Information System:
1. national monitoring analysis
2. more about sediment
3. it mostly depends on circumstances and problems to be solved
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Selected comments on Expert groups (Working area):
1. Names of files are too long, not at head of filename!
2. t would be easier for observers to send opinions on documents or ask something
on-line only on working level. On the level of heads of delegations it should be
sent by post or fax (signed).
2.2.4 Help
system
More than half of the current users do not need help system. 34% of the users do need it
and only 15% of the users do not know how to use it.
For most people the best type of help system is email support and online web pages.
Certain users consider Frequently Asked Questions and Answers as useful although there
are not many Q&A in the current Information System.
Additionally, most people would like to have web support and training sessions at Expert
groups meetings.
Most of the users (78%) would like to undertake an introduction tour of the ICPDR
Information System, where all the functionalities would be presented.
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3 Analyses and recommendations
The survey was mostly focused on the functionalities of the Danubis and its key parts.
This should be helpful for the re-design of the system in terms of functions.
The structure of the system as such was not really put in question, as this has to be
discussed/agreed within a smaller group of experts at the Secretariat, assuming that not
many users have experience with other information systems.
The current system is using a folder structure, where the folders cover different issues
and their hierarchy is not very clear. Following the discussions with the ICPDR Secretariat
staff and DRP, the basis for a new structure of the Information System should be the key
activities of the ICPDR, taking into account administrative tasks of the Secretariat.
Therefore, a system of views was proposed, as an optional solution to the existing
system.
3.1 System of views
System of views can be perceived as a logical division of the system referring to users
and objects in the system. The aim is to eliminate the amount of information displayed
on page at the same time and to increase the transparency of the system and work
efficiency. Navigation and understanding of the system will be improved, mainly for new
users.
The first view the user will see when he/she will log into the information system would be
General (Secretariat) View, combined with the subset of Personal view. This subset of
Personal view (logged in user name, link to personal information and settings, etc) would
be displayed in all views. General view would provide all the news, events and
information for logged in user. It would display links to Expert groups displayed in
Expert group views. Each view has its own attributes, displays view-specific information
and provides the tools needed for the particular view. Each view can have one or more
modules (Calendar of events, Meetings, Documents and libraries).
The information is linked together in logical manner, depending on applicable access
rights of the user. For example, one document can be displayed in more views. One
event can be shown in global calendar and also in personal calendar.
All the views could be personalized to reflect user needs and preferences.
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cd View s
General
Personal View
(Secretariat)
View
1..*
Expert Group
View
0..*
Activ ity View
Diagram is showing the system of views
Diagram description table:
Class name
Class description
General (Secretariat) View
This is the main part of the information system and
will be general and accessible for every user. In this
view one or more Expert Group sections can be
viewed or accessed.
Expert Group View
This section will be aimed at Expert Group members.
In this view there will be information for Expert
groups: documents, calendar, activities, meetings,
etc. In this view user can access or display Activities
views.
Activity View
This section covers activities within user group.
Description, documents, calendar, discussion. There
can be more activities for one Expert group.
Personal View
Personal view can be accessible and be seen from any
other view in the information system. User can set
preferences, its profile, display his/her own calendar,
etc.
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3.1.1 General (secretariat) view
cd General View
New s
Calendar
Ev ent
Global Calendar
schedules
0..*
maintains
shows
Meeting
Meeting
ICPDR Meeting
Secretariat
Meeting
maintains
1..*
General
(Secretariat)
1..*
View
maintains
has
Library
Document
General
contains
General
Document
maintains
Document
Library
contains
maintains
1..*
Expert Group
accessible
Expert Group
via
View
1..*
General Contact
1..*
Database
presented
by
Personal View
0..1
General (secretariat) view is basic access point aggregating information for every user. It
contains a list of expert groups, general information, databases and calendar, etc.
Diagram description table:
Class name
Class description
News
News section will be a part of General view. Here will
be displayed news for all users system news,
information about meetings, new activates, new
projects, etc.
Calendar
This is a global calendar for all users where will be
displayed all events (meetings, conferences, etc).
Secretariat member can schedule a meeting from this
calendar.
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ICPDR Meetings
General view will be displaying information about past
and upcoming ICPDR meetings with all the facts,
documents, etc.
Secretariat Meetings
Information about secretariat meetings will be
displayed here. These meetings will be manager by
secretariat.
General Documents Library
Here will be basic policy and legal ICPDR documents
concerning ICPDR, (the Convention, Rules, ToRs,
MoUs)
Expert Groups
Expert groups view and consequently expert groups
will be accessible from this view.
General Contact
General contact will be a general contacts database
and also user profile information section. They will be
both accessible through personal view.
Database
Either a link to database in ICPDR or database tables
displayed within information system.
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3.1.2 Expert
group
view
cd Expert Group View
Document
Library
General
Expert Group
contains
Document
Library
1..*
has
Expert Group
View
shows
Calendar
Expert Group
Calendar
maintains
schedules
displays
Meeting
maintains
Expert Group
Meeting
related to
User Group
Members of
Expert Group
Activ ity
are accessible via
- Title:
Personal View
- Description:
1..*
accessible via
Activ ity View
Expert group view is for members of expert groups. It shows summary information about
expert groups, information about expert group meetings, documents, expert group
calendar. There is also a list of assigned activities.
Diagram description table:
Class name
Class description
Expert Group Library
A library of documents available to expert group
members, concerning expert groups meetings
(meeting minutes), workplan, activities, projects, etc.
Reports produced by the EG will be linked with the
Activity library.
Expert Group Calendar
Expert Group Calendar will be displayed with all the
upcoming events meetings, conferences, activities
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milestones, etc.
Expert Group Meeting
Expert Group Meeting which will be show also in EG
Calendar will create a main section of this view.
Expert Group Members
Expert group members will be accessible through
personal view displayed in Expert group view. What
do you mean here?
Expert Group Activity
Expert group can have one or more activities which
can be accessible through Activity view.
3.1.3 Activity
view
cd Activ ity View
User Group
Members of
+actual
User Group
User
Expert Group
consists of
optionally
Activ ity Group
extended
+Other
by
1..N
Library
full access
related to
Activ ity
Document
Role
Library
Technical
Expert
created by
Activ ity
- Title:
- Description:
Calendar
Activ ity
Activ ity
generates
Notification
Calendar
accessible via
contains
assigned to
schedules
Activ ity View
1..*
Event
Activ ity
Activ ity
Discussions
Milestone
Expert Group
This view displays assigned activity with all the attributes and objects which participate in
activity. The milestones and time information is shown in activity calendar. Activity is
defined by the technical expert and is negotiated with expert group chairs and executive
secretary. Activity is created in the system by technical expert.
Diagram description table:
Class name
Class description
Activity Description
Expert Groups have assigned activities which will be
accessible through Activity View. Each activity has its
title, description, milestones, etc.
Activity User Group
Activities will be created in system by Technical
experts and are executed by users within expert
groups, optionally by other defined users outside
expert groups.
Activity Document Library
Each activity can have its own document library
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(storage) where will be documents concerning
particular activity, mainly reports, discussion papers,
etc..
Activity Calendar
Each activity can have activity milestones, which can
be show in activity calendar and can generate
notifications to users.
Activity Discussions
Activity specific discussion can be accessed through
this view. Users can discuss activity problems,
milestones, etc.
3.1.4 Personal
view
cd Personal View
Personal
calendar
displays
Subscriptions
Personal View
summarizes
maintains
Skill
dedicated to
displays
1..*
User
displays
Internet
preferences
displays
Notification
preference
Profile Info
This view contains user specific information with its profile and private information. It
contains skills information and notification management.
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Diagram description table:
Class name
Class description
Personal Calendar
Personal view displays personal calendar where
events, conferences and meetings can be shown.
Subscriptions
This view summarizes all user subscriptions to content
in one place and which can be easily managed.
Skills
This is a skills database for particular user with
possibility to search for other users' skills. This will
make search for experts easier[MR2].
Internet Preferences
From this view a user can set or change internet
settings and preferences.
Notification Preferences
This view summarizes user notifications for actions
throughout the system in one place. They can be
easily managed by user.
Profile Info
This section will be showing information about the
user of the information system. It can have contact
and other information and will be managed by logged
in user.
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3.2 Users and roles
cd User Groups and Roles
User
User Group
member of 1..*
Role
Adminstrator
Members of
Secretary Group
External Group
Country
Expert Group
Delgations
Role
Role
Role
Role
Role
Role
Role
Role
Role
Expert Group Expert Group
Technical
Executive
Secretariat
External
Observer
Head of
Members of
Member
Chairperson
Expert
Secretary
Member
Technical
Delgations
Del gations
Expert
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This is a global view on user groups and roles in the information system and the relations
between them. Users are divided in user groups according to organizational division. User
roles specify specialization in particular user group which is connected to access right in
the information system.
Diagram description table:
Class name
Class description
Administrator
A user role with super access to all parts of the
information system. This role will be responsible for
adding new users, setting preferences and
maintenance of the whole system.
Members of Expert Groups
Members of Expert groups will have access to
particular expert group view. This group will consist of
Expert group members, Expert Group Chairperson
and Technical Expert(s).
Secretary Group
This group will consist of Technical Experts, Executive
Secretary and members of Secretariat.
External Group
This group will consist of External Technical Experts
and Observers (for ICPDR meetings).
Country Delegations
This group will consist of Heads of Delegations and
Members of Delegations (for ICPDR meetings).
3.3 General modules
Modules are parts of the information system, which are displayed within one or across
more views. They are reusable and customizable.
For instance Calendar of events module can be displayed in Personal view as a personal
calendar, in Activity view for displaying milestones, in Expert group view for displaying
meetings and events, etc.
In each view, the particular module would be displayed differently customized for the
desired need.
Main modules are:
Calendar of events
Displayed in:
General view
Expert group view
Activity view
Personal view
Meetings
Displayed in:
General view
Expert group view
Documents and libraries
Displayed in:
General view
Expert group view
Activity view
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3.3.1 Calendar of events
cd Calendar
Activ ity
Calendar
Calendar
Expert Group
Calendar
schedules
schedules
Global Calendar
1..*
schedules
Ev ent
0..*
1..*
Other Ev ent
Conference
Meeting
Activ ity
Milestone
This diagram shows Calendar of events, its parts, types and logical relationships.
Diagram description table:
Class name
Class description
Calendar
Calendar will be available for Activities, Expert Groups
and Global usage for all users. Each calendar can be
used to schedule events.
Events
Events in calendar can be: Conference, Meeting,
Activity Milestone and Other Event. Each event can
have its settings and style in calendar.
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3.3.2 Meetings
cd Meeting
In case of ICPDR
User
Meeting, there wil be
«document template»
After user's registration
users defined for
Reimbursement form
to the meeting an
ICPDR Meeting Group.
Travel authorization
For Expert Group
document might be
Meetings, there will be
generated
users from actual
1..*
expert group and other
«document»
appointed experts.
defines prefil ed
registers
Meeting
Invitation
Meeting
attaches
Actions are objects
assigned to
Participation
substituting Task Items
Invitation
«group»
Documents, and might be
Meeting
directly assigned to a
defines
Invitees
user.
1..*
contains
generates
Event
Agenda Item
«document»
Actions
Meeting
results in
Meeting Agenda
results in
defines
- ordering: int
1..* - title: int
1..*
has
For each agenda of the
meeting, there will be a
possibility to assign a document
as an attachment.
Meeting
is discussed in
Document Library
Expert Group
ICPDR Meeting
Meeting
Document
Meeting
1..*
Document
Meeting
Discussion
This is structure of Calendar of events and its parts. Diagram shows also meeting types
and relationships between different objects.
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Diagram description table:
Class name
Class description
Meeting
Meetings can be basically divided into Expert Group
meetings and ICPDR Meetings. This module provides
functionality to both of them.
Invitations
Meeting event generates invitation which is sent to
Meeting invitees. Meeting invitees can be a group of
defined people (mainly ICPDR meetings) or whole
expert group (in case of EG meeting) and other
people. Invitation can be sent together with document
attachment.
Meeting Participation
When user participated on a meeting, he/she can use
online reimbursement forms in form of pre-filled
template.
Agenda Items
Each meeting can have one or more agenda items
with their own titles, ordering or description. These
can result into actions which are assigned to users or
groups.
Meeting Agenda
Agenda Items are part of the Meeting Agenda and for
each agenda item meeting, there will be a possibility
to assign a document as an attachment.
Meeting Document Library
Meeting Document Library is a library of documents
linked to agenda items or topics which are discussed.
The documents should be divided into two groups:
pre-meeting documents and post-meeting documents.
Both categories should be accessible also after
meeting.
Meeting Discussion
Meeting proceedings or preparation for meeting can
be discussed in Meeting Discussion.
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3.3.3 Documents
and
libraries
cd Documents and Libraries
Meeting
Activity
General
Expert Group
Document
Document
Document
Library
Library
Library
Library
Library
«document»
Meeting Agenda
contains
contains
«document»
Meeting
Document
1..*
Invitation
Meeting
Logistic
Information
1..*
Meeting
Activity
General
Document
Document
Presentation
Document
Restricted
Document
Reports
Work Plan
Summary
Agenda Item
Meeting
Minutes
This diagram shows document types and relationships between them.
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Diagram description table:
Class name
Class description
Library
Document library in general is a repository for all
documents, for example: Meeting documents, Activity
documents, General documents, or Expert group
documents. Specific parts of library are show in
particular sections of the information system (meeting
documents in meetings section, expert group
documents in expert group view, etc.)
Document
Document can be almost any type of file (Word
document, Excel sheet, Powerpoint presentation, PDF
document, JPEG Image, etc.) Documents can be
specifically linked to Meetings, Activities or there can
be just General documents.
Meeting Document
Document displayed in meeting section of information
system. This can be Meeting agenda, Meeting
Invitation, Meeting logistics information, Presentation,
etc.
Activity Document
Activity document can describe activity assigned to
user or user group. It can contain background
information for activity, etc.
General Document
General document is mainly displayed in General view
and can contain information about ICPDR, UN, other
projects, etc.
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3.4 Conclusions and additional remarks
The ICPDR is ready to make a restructuring of the current information system since there
are growing requirements for information management, due to an increase and
expansion of the ICPDR activities and recent changes in organizational structure of
expert groups and their programmes. The basic requirement to the system is to be more
efficient, user friendly for new Danubis users, flexible for new tasks and of course cost
effective.
The survey of the current system has shown that the Danubis information system is often
used, it is very important and it is an essential tool for users, but there are slight
differences in how users perceive their system usage and their overall experience. The
smaller part of the users (19% according the survey) who are using the system actively
are mostly satisfied with the system. That is because, they are using the system almost
every day and they spend most hours actively working with it. The larger group of 81%
users who are only reading and downloading documents from the system are not so
satisfied. To them, the system is too complex and not very easy to use. Mostly this group
of users demands more intuitive operation and clearer design, as stated in previous
documents and also in the survey. This has to be answered in new generation of the
system as some needed functions of the systems are not utilized and some need
improvements and further enhancement.
In comparison with the current sytem, which is based on hierarchically organized folders
mostly according to the expert group structure, the concept of the reconstruction of the
system is based on activities of the ICPDR and its expert groups. Almost all
functionalities of the current system are kept or enhanced, new functions should be
added according to the results of the survey.
A number of issues for further consideration at the ICPDR level were identified during
discussions with the ICPDR, DRP and Consultant team and partly as an outcome from the
analysis:
· Structure of the system
Two options should be considered: 1. system of views or 2. current system of
folders. If system of view is taken, then activities have to be defined (possible
criteria could be: key activities of the ICPDR, work plans of expert groups, or on
internal organizing of documents like G-drive)
· Access/user rights
The set-up of access rights at the current system is quite complex with a large
number of user groups, but still the users have right to fully manage the working
areas of their expert groups. This should be partly restricted, if the new system is
implemented. This restriction will decrease the number of user groups that have
different access rights. Simple workflows should be implemented, i.e. approval
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process when uploading documents / creating other content by users other than
from the Secretariat or appointed EG member.
The ICPDR should discuss whether the users should be restricted when creating
new contents and who will be responsible for approval and for publishing.
The ICPDR should also decide on following questions:
Who will be responsible for adding of the new users, who will be managing
general contacts?
Which access rights should have expert group members within other (not
their primary) expert groups?
Should exporting database data be allowed?
Who will be responsible for adding new events and meetings?
How will be realized the External experts' access?
How and for which parts of the information system ICPDR wants to do
notifications?
· Decision on technology
In principle, there are three variants:
Currently used technology of Oracle Portal:
This was rejected due to various reasons and will not be considered
Open source java-based portal frameworks like Liferay Portal,
JBoss Portal or Jakarta Jetspeed Enterprise Portal:
The pros of this variant: pure object oriented approach, open scalable
architecture, higher level of reuse, strong community support.
The cons of this variant are: requires skilled developers and higher
hardware requirements.
Open-source not java-based products like Drupal, Mambo or Plone:
The pros of this variant are: easy development, ideal for smaller
applications, quick deployment process.
The cons of this variant are: simple object model and limited architecture
· In all three cases some development work will be needed to adjust the products
to the Danubis. Considering the requirement of the ICPDR to use open source
software, second or third variant should be used. The following ready-made
systems can be used:
Drupal
Mambo
Plone
Liferay Portal
JBoss Portal
Jakarta Jetspeed Enterprise Portal
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The next steps for the implementation
· settling on framework and technology that will be used
· technological (use case, design, ...) analysis
· implementation
· migration of data & information
The new system may look from complicated from the first view; however it will bring
a number of advantages for users:
· The system will be built from the user point of view (not administrator) to assist
with navigation and everyday work in the system.
· The whole system will be designed for users mainly in terms of simplicity and ease
of use, presenting available information in more understandable way.
· New developed automated process in the system will help users and
administrators with every day tasks in the system.
· Users will be more engaged in developing and using system structure and
documents.
· There will be an increased document control helping to keep the system up-to-
date.
· The system will be designed according best ergonomics best practices, which will
make the system more user friendly to every day non contributing users.
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3.5 Annex I Danubis feature list
Feature
no
prio new Comments
w
General
Open source
n
1
y
Python or PHP
Java?
OS independent
y
1
y
Linux is must
Database independent
n
2
y
PostgreSQL preferred, Oracle for
migration
mySLQ, PostgreSQL, MS SQL, Oracle
XHTML compliant
n
1
y
Web accessibility
n
1
y
Support for mobile devices
n
3
y
RSS support
n
2
y
Multi-Site Deployment
y
2
y
Friendly URLs (human n
1
y
readable)
Page caching
y
2
y
Themes / Skins
n
3
y
CSS, HTML based
Customizable UI
n
1
y
e.g. hide unnecessary options
Static Content Export
n
3
y
User Access Management
Single Sign-On
y
1
y
integration with GIS to be considered
Authentication
(LDAP, webservices?)
User and Group
y
1
y
should be more user-friendly, integration
management
with GIS to be considered
Group hierarchy
y
1
y
User can request new y
1
y
password
User can change password
y
1
y
Self registration
n
2
y
for public database users
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Feature
no
prio new Comments
w
Email Verification on
n
3
y
account creation
Keep user logged in option
n
2
y
Automatically lock accounts y
3
y
on x failed login attempts
Automatically terminate
y
2
y
accounts by date
Access reports
y
1
y
Login History
y
2
y
(De)Activate users
y
2
y
Access Levels
y
1
y
view create manage administer
Fine-grained privileges (on y
1
y
object-level)
Content management
Folders
y
?
it will be dependent on ICPDR decision
to be discussed, see content relations
Files
y
1
filesystem-based instead of database-
based
URLs
y
1
y
Text (HTML)
y
1
y
for news, announcements
Images
~
2
y
it will be dependent on ICPDR decision
to be improved, photo gallery would be
"nice have"
Internal links
~
-
-
see content reuse/relations
Sub-items
y
1
y
see content relations
Custom content types
y
1
y
with custom meta-data
Customizable Metadata
y
1
y
e.g. Doc No., Version, Date of
preparation
Categorization / Taxonomy
y
?
it will be dependent on ICPDR decision
to be discussed
Content reuse
n
1
y
Content relations
n
1
y
content related to objects (meeting,
activity, other content)
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Feature
no
prio new Comments
w
Content scheduling
y
3
y
Content versioning/audit y
?
it will be dependent on ICPDR decision
trails
not used currently, to be discussed
Content approval
~
1
y
approval processes
it will be dependent on ICPDR decision
Workflow
n
?
it will be dependent on ICPDR decision
to be specified
Content check-out (lock)
y
?
y
not used currently, to be discussed
Move content
y
1
y
Copy content
y
-
y
should be avoided, preferably reuse
content
Cascade (Copy) Privileges
y
-
y
different approach: inherit privileges
from parent object
Bulk move/attribute change
y
1
y
easy assign a lot of documents to
another object
Bulk upload by zip file
y
2
y
upload zip archive and extract online,
currently also creates folder structure
by using specific CMS module
Bulk download by zip file
n
2
y
select files and download as one zip
archive
by using specific CMS module
Trash/Undelete
y
1
y
or undo function
Archive content
n
2
?
it will be dependent on ICPDR decision
still easy to view/search in archived
content
Send file by email
y
1
y
usage ~400/month
WYSIWYG Editor
n
1
y
for news, comments
Link management
n
3
y
check broken links
by using specific CMS module
Commenting
n
1
y
Reuse templates, types, y
2
?
it will be dependent on ICPDR decision
categories, etc across sites
if project websites (e.g. Cris/Körös) are
organized as separate sites
Contact management
integrated with user
y
1
y
contains data for users and other
management
contacts
© Datalan, a.s.
Page 45 of 48
ICPDR Information System Danubis 1.0
Reconstruction Analysis
Document
version 1.0
Feature
no
prio new Comments
w
Customizable fields
y
1
y
some should only be editable by contact
manager
Skills
n
1
y
edited by contact manager (?)
yes
Distribution lists
n
?
it will be dependent on ICPDR decision
difference to user groups to be discussed
Integration with local email n
1
y
get coma-separated email address list
client
for pasting into recipient field
Export to vCard
n
2
y
by using specific CMS module
Search by group, cp, ~
1
y
internal/external, name,
skill
Export search result to CSV
n
1
y
Export search result to y
2
y
Excel
Calendar
List view
y
1
y
Week/Month/Day views
n
1?
y
it will be dependent on ICPDR decision
to be discussed
Gantt View
y
1?
y
it will be dependent on ICPDR decision
to be discussed
Customizable fields
y
1
y
Export iCalendar/vCalendar
n
1
y
Relation to content
~
1
y
it will be dependent on ICPDR decision
Event registration
n
1
y
Search
Search in selected Meta-
y
1
y
information
Full-text search (PDF, DOC,
y
2
y
current usage: ~100 requests/month
etc.)
Integrated search for n
3
y
content, events, contacts
(and other databases)
© Datalan, a.s.
Page 46 of 48
ICPDR Information System Danubis 1.0
Reconstruction Analysis
Document
version 1.0
Feature
no
prio new Comments
w
Integrate/Extend with
n
2
y
by using third party search engine
public website search
integration
Personalization
Group view on content
n
1
y
Email notification on
y
1
y
derived from group membership,
content and event updates
additional self-subscription to be
discussed
Personal homepage
y
?
y
it will be dependent on ICPDR decision
to be discussed: currently, it is an
overview page, in future this is for
personal presentation?
Bookmarks
y
2
y
it will be dependent on ICPDR decision
usage: 390 bookmarks by 175 users
Save search parameters
y
-
y
usage: 26 saved searches by 21 users
Save options in database y
3
it will be dependent on ICPDR decision
components
Personal Folders
y
-
y
it will be dependent on ICPDR decision
usage: ~140 items (most only for
training)
Internationalization
UTF-8 Support
y
1
y
Translated UI
~
3
y
only for AEWS required, otherwise "nice
have"
Translated content
~
3
y
it will be dependent on ICPDR decision
Help
Online help pages
y
3
y
usage: only ~18 hits per month
Introduction/Tutorial
~
1
y
Development tools
Template-based layout
~
y
y
full control necessary
XHTML and CSS templates
Reports
y
y
y
code-based instead of wizard-based
© Datalan, a.s.
Page 47 of 48
ICPDR Information System Danubis 1.0
Reconstruction Analysis
Document
version 1.0
Feature
no
prio new Comments
w
approach
Charts
y
y
y
it will be dependent on ICPDR decision
"
Forms
y
y
y
it will be dependent on ICPDR decision
"
Platform Support
Commercial support
y
1
y
Manuals
y
1
y
Community/Forum
y
1
y
© Datalan, a.s.
Page 48 of 48
[MR1]This was a feedback from survey participant which could not be read correctly. That is
why I replaced unreadable words with "XXXX"
[MR2]Q: Is it possible to merge `Skills' with Profile Info? If not, what is the difference?
In our perception the profile info and skills database should be separate. Even if they are
displayed in one section of the view. Personal information is just e-mail address, telephone,
fax, ... Skills can consist of more detailed information, which could be grouped, layed out
differently, etc. But of course, it depends on your decision.