UNOV eConferenconferenconf eSUPPORT SUITE

eMeetsElectronic Meetings Management

MEETINGS & INTERPRETATION MANAGEMENT

Version 1.0, September 2012 UNOV Conference Management Service

INFORMATION TECHNOLOGY SERVICE (ITS)ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

CONFERENCE MANAGEMENT TEAM (CMT)ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

ORGANIZATIONS USING eMEETSUN, UNODC, OOSA, UNEP, UNCITRAL, OIOS, ICPDR, CTBTO, IAEA, UNIDO, Other UN organizations such as UNDESA, WHO and Permanent Missions.eMeets is used by all headquarters locations of the United Nations Secretariat (New York, Geneva, Nairobi and Vienna). eMeets runs on locally installed servers or servers hosted in Vienna. UNODC supports all instances of eMeets, including business continuity and disaster recovery services.

CONTACTSImre Karbuczky, Chief Conference Management ServiceUnited Nations Office at ViennaTel.: (+43-1) 26060-3150Fax: (+43-1) 26060-7-3150E-mail: imre.karbuczky@unvienna.org

Website: unov.org, unodc.org, cms.unov.org

Yaroslav Kurennoy, IT CoordinatorInformation Technology ServiceUnited Nations Office at ViennaTel.: (+43-1) 26060-5783Fax.: (+43-1) 26060-7-5783E-mail: yaroslav.kurennoy@unodc.org

Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

MEETINGS & INTERPRETATION MANAGEMENT

cms.unov.org

eMeets Electronic Meetings Management

eMeets is a Web-based application used for handling the electronic booking and approval of Meeting Requests and Meetings. This integrated application is a standard for conference management across all UN duty stations which support global standardized business processes and requirements.eMeets provides means for global online booking of meeting rooms and conference services; providing conference planners and clients with on-line registration and self-servicing capabilities.

KEY MODULES

WORKFLOW OF MEETING REQUESTS• a Meeting Request is the official document that needs

to be submitted in order for rooms, interpretation and meetings services to be assigned and approved

• handles multiple setups (rooms/dates/times) per request• generates cost estimates based on the request details• assignment of rooms to Meetings using a graphical

interface (“Interactive Calendar”)• approval of interpretation and documentation services• Security Clearance if required • assignment and management of Interpretation Teams• Final approval

KEY BENEFITS• user-friendly interface which is intuitive and easy to use• provides an in-depth request workflow functionality that eliminates

the need for phone calls/emails with service providers• one central application for managing Client Profiles, Entitlements

and Contact Information• quick adapting to change of plans for meetings/rooms/

interpretation teams• clear processes and responsibilities

KEY FEATURES• generates annual calendar of meetings based on entitlements• meeting organizers can create requests themselves• capabilities to create ad-hoc and calendar UN Meetings• allows requesters to monitor the status of meeting requests, raise

and resolve issues• interactive Calendar for drag & drop management of Meeting

Requests and Meetings

INTERACTIVE CALENDAR• the Interactive Calendar is a graphical representation of all available rooms and

times lots• supports the creation, shifting, modification and cancellation of Meeting Requests and

Meetings• using the different views, Conference Planners can easily manage and plan weekly

programmes of meetings and identify the current workflow states of the individual Meeting Requests

• Team View supports the assignment of available interpretation teams to Meetings that requested interpretation services on an ‘if available’ basis

WEEKLY PROGRAMMES AND CALENDARS• using the weekly programme “freezes” the planned meetings and their

requested services for next week. This process concludes the planning phase.

• eMeets supports the automatic creation of Meeting Requests for Calendar Bodies for a given year based on their entitlements (i.e., amount of Sessions with/without interpretation) as well as their Session Profile (e.g., 1 session of 5 days with 4 daily meetings in the first week of June)

CLIENT PROFILE MANAGEMENT• eMeets supports the management of Client Profiles

(i.e., Organisations that request meetings and services) • manage Client Profile Data• workflow for Client Profile Data• manage Contacts• create and modify Client Profile Users and Roles• manage Entitlements for Calendar Bodies• ability to manage hierarchy

MEETING INFORMATION DISPLAYSeMeets supports the displaying of programmed meetings as well as custom announcements on large Monitors and Meeting Room door displays.

eMeets Electronic Meetings Management

eMeets is a Web-based application used for handling the electronic booking and approval of Meeting Requests and Meetings. This integrated application is a standard for conference management across all UN duty stations which support global standardized business processes and requirements.eMeets provides means for global online booking of meeting rooms and conference services; providing conference planners and clients with on-line registration and self-servicing capabilities.

KEY MODULES

WORKFLOW OF MEETING REQUESTS• a Meeting Request is the official document that needs

to be submitted in order for rooms, interpretation and meetings services to be assigned and approved

• handles multiple setups (rooms/dates/times) per request• generates cost estimates based on the request details• assignment of rooms to Meetings using a graphical

interface (“Interactive Calendar”)• approval of interpretation and documentation services• Security Clearance if required • assignment and management of Interpretation Teams• Final approval

KEY BENEFITS• user-friendly interface which is intuitive and easy to use• provides an in-depth request workflow functionality that eliminates

the need for phone calls/emails with service providers• one central application for managing Client Profiles, Entitlements

and Contact Information• quick adapting to change of plans for meetings/rooms/

interpretation teams• clear processes and responsibilities

KEY FEATURES• generates annual calendar of meetings based on entitlements• meeting organizers can create requests themselves• capabilities to create ad-hoc and calendar UN Meetings• allows requesters to monitor the status of meeting requests, raise

and resolve issues• interactive Calendar for drag & drop management of Meeting

Requests and Meetings

INTERACTIVE CALENDAR• the Interactive Calendar is a graphical representation of all available rooms and

times lots• supports the creation, shifting, modification and cancellation of Meeting Requests and

Meetings• using the different views, Conference Planners can easily manage and plan weekly

programmes of meetings and identify the current workflow states of the individual Meeting Requests

• Team View supports the assignment of available interpretation teams to Meetings that requested interpretation services on an ‘if available’ basis

WEEKLY PROGRAMMES AND CALENDARS• using the weekly programme “freezes” the planned meetings and their

requested services for next week. This process concludes the planning phase.

• eMeets supports the automatic creation of Meeting Requests for Calendar Bodies for a given year based on their entitlements (i.e., amount of Sessions with/without interpretation) as well as their Session Profile (e.g., 1 session of 5 days with 4 daily meetings in the first week of June)

CLIENT PROFILE MANAGEMENT• eMeets supports the management of Client Profiles

(i.e., Organisations that request meetings and services) • manage Client Profile Data• workflow for Client Profile Data• manage Contacts• create and modify Client Profile Users and Roles• manage Entitlements for Calendar Bodies• ability to manage hierarchy

MEETING INFORMATION DISPLAYSeMeets supports the displaying of programmed meetings as well as custom announcements on large Monitors and Meeting Room door displays.

UNOV eConferenconferenconf eSUPPORT SUITE

eMeetsElectronic Meetings Management

MEETINGS & INTERPRETATION MANAGEMENT

Version 1.0, September 2012 UNOV Conference Management Service

INFORMATION TECHNOLOGY SERVICE (ITS)ITS provides Information and Communications Technology (ICT) Services to the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC), as well as to other United Nations Secretariat departments/offices, other United Nations bodies, international organizations and government offices of Member States located worldwide.

CONFERENCE MANAGEMENT TEAM (CMT)ITS supports the UNOV Conference Management Service (CMS) by providing expertise in the analysis, development, maintenance and support of a suite of applications used by CMS to deliver services. Services that are addressed by this suite are meeting planning and coordination, interpretation, documentation, publishing, correspondence, referencing, terminology, and translation memory management. The design and development of conference management applications are collaborative efforts between ITS software engineers in Vienna and IT colleagues from New York, Geneva and Nairobi.

ORGANIZATIONS USING eMEETSUN, UNODC, OOSA, UNEP, UNCITRAL, OIOS, ICPDR, CTBTO, IAEA, UNIDO, Other UN organizations such as UNDESA, WHO and Permanent Missions.eMeets is used by all headquarters locations of the United Nations Secretariat (New York, Geneva, Nairobi and Vienna). eMeets runs on locally installed servers or servers hosted in Vienna. UNODC supports all instances of eMeets, including business continuity and disaster recovery services.

CONTACTSImre Karbuczky, Chief Conference Management ServiceUnited Nations Office at ViennaTel.: (+43-1) 26060-3150Fax: (+43-1) 26060-7-3150E-mail: imre.karbuczky@unvienna.org

Website: unov.org, unodc.org, cms.unov.org

Yaroslav Kurennoy, IT CoordinatorInformation Technology ServiceUnited Nations Office at ViennaTel.: (+43-1) 26060-5783Fax.: (+43-1) 26060-7-5783E-mail: yaroslav.kurennoy@unodc.org

Address: Vienna International Centre, PO Box 500, 1400 Vienna, Austria

MEETINGS & INTERPRETATION MANAGEMENT

cms.unov.org