Collaboration 2011


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Collaboration 2011

  1. 1. WGET Collaboration Platform Governance Guidelines October 2010, version 1.0PurposeThe purpose of this document is to provide governance and policy guidelines that will ensure the WGETCollaboration Platform meets its intended objectives and delivers worthwhile content in an effective andefficient way.ScopeThese guidelines present the WGET Collaboration Platform basic principles and its use by the WGETCommunity.RationaleThe Sub-Working Group on Emergency Telecommunications (WGET) is a subsidiary of the IASC and hasa wide membership including UN organizations, IFRC, ICRC, governmental and non-governmentalorganizations (NGOs) and experts from the private sector and academia with an interest in emergencytelecommunications may also be invited to participate in the work of the WGET. Due to this specificity, thegovernance guidelines are to ensure all stakeholders follow a common way of using the WGETCollaboration platform.IntroductionIn recognition of the critical role of information and communications technology (ICT) in support of disasterrelief and mitigation, the IASC established the Sub-Working Group on Emergency Telecommunications(WGET) as a forum to increase the effectiveness of its participants related to regulatory, operational andtechnical aspects of telecommunications for disaster relief. WGET includes international, governmentaland non-governmental humanitarian organizations with an interest in emergency telecommunications.The mandate of the IASC sub Working Group on Emergency Telecommunications (WGET) includes thefacilitation of operational activities and the pro-active representation of the interests of all users oftelecommunications in humanitarian assistance in the international regulatory and policy environment, aswell as vis-à-vis the private sector. WGET also represents the humanitarian community at other fora suchas IASMN (Inter Agency Security Management Network), GDIN (Global Disaster Information Network) andITAG (UN Inter-Agency Telecommunications Advisory Group).WGET is an important body responsible for ensuring emergency telecommunications interoperability andadopting standards for the humanitarian community. WGET is also responsible for developing anddisseminating issues related to regulatory, operational and technical aspects of telecommunications fordisaster relief. WGET is instrumental in facilitating the work of the Emergency TelecommunicationsCluster (ETC) through its collaborative and normative responsibilities.WGET Terms of Reference:1. The Working Group on Emergency Telecommunications (WGET) is a forum to increase theeffectiveness of its participants related to regulatory, operational and technical aspects oftelecommunications for disaster relief.2. Its objectives include: a. facilitating the promotion and implementation of The Tampere Convention on the Provision of Telecommunication Resources for Disaster Mitigation and Relief Operations; b. encouraging measures applying the ITU resolutions and recommendations relative to telecommunications for disaster relief; c. exchanging and disseminating information concerning emergency telecommunications; d. promoting cooperation and interoperability of telecommunications with and in the field. 3. Institutional participants in the WGET include international, governmental and non-governmentalhumanitarian organizations with an interest in emergency telecommunications. Individuals with an interestin emergency telecommunications may be invited to participate in the work of the WGET.4. The WGET has no budget of its own.WGET Collaboration Platform Governance Guidelines version 1.0 1
  2. 2. 1) Technical aspectsWGET Collaboration Platform ObjectivesThe Website is an information-sharing tool that will allow WGET members to access relevant knowledgeand information quickly and easily. It has the following objectives: • Improve communication and collaboration between WGET members • Provide an effective tool for communication of WGET information (mandate, governing body, mission, objectives, work plans, projects, Relevant ITU documents, etc…) • Provide a content management solution to post Industry standards, guidelines and processes • Increase the efficiency and effectiveness of current WGET processes • Standardize the presentation of information through the use of template • Provide an effective calendaring solution for all WGET activities and relevant industry forums • Provide an effective tool for surveying / polling agency members • Provide a registry of member contact informationThe WGET Collaboration PlatformThe Platform is based on Microsoft SharePoint Content Management System that enables users to workin a web-based collaborative environment. This platform is very flexible and offer multiple applications andservices to work as teams in collaboration.RolesThe default permission levels in a SharePoint site are as follows: Full Control - Has full control. Design - Can view, add, update, delete, approve, and customize. Manage Hierarchy - Can create sites and edit pages, list items, and documents. Approve - Can edit and approve pages, list items, and documents. Contribute - Can view, add, update, and delete. Read - Can view only. Restricted Read - Can view pages and documents, but cannot view historical versions or review user rights information.Definition of Roles and permissions level for the WGET Collaboration PlatformAdministrator (Jolera):Administrators are responsible for monitoring and maintaining the WGET Collaboration Platform. Theyhave full rights over all functions. They support users of the site and create user accounts followingContent Administrator notifications. They also support the users in any technical issue and ensure that theissues are well-addressed.Default permission: Full controlContent Administrator (WGET Secretariat – OCHA):The key role of the content administrator is to facilitate and disseminate accurate information in a timelymanner throughout the enterprise via the WGET Collaboration Platform.The Content Administrator is responsible for ensuring information integrity is maintained for the WGETCollaboration Platform. This role will be responsible for ensuring system standards and processes aredeveloped and maintained. The WGET Content Administrator will be responsible for ensuring contentsecurity by maintaining access permission logs in coordination with the system administrator (Jolera).The Content Administrator maintains the permission level for each page and person.The Content Administrator will have a virtual reporting relationship to the WGET Technical Advisory Board(TAB) to ensure policies and processes are respected.The Content Administrator will be accountable for consolidating and managing the master system accesslog. His/her default permission is: “Design”.WGET Members (WGET Community):WGET Members have a restricted access to the WGET portal. They are able to post information,documents, and announcements and take part in discussions. Except for the pages on Discussions andWGET Collaboration Platform Governance Guidelines version 1.0 2
  3. 3. personal or organizations’ information, WGET Members must submit their posting to ContentAdministrators before publishing via the workflow facility.Default permission: Contribute (with Content administrator’s approval needed)WGET Visitors (External stakeholders interesting in WGET activity):Visitors can only view certain pages and will never be able to contribute to the Web-sites.Default permission: ReadNOTE: The site is by default “anonymous” and can be visited by anyone without having to login. Howeverto see and access restricted areas (pages, sites, web-parts), users require authorized login credentials.The Content Administrator is responsible for giving the proper role to the requester. A user may havemultiple roles and levels of access depending on his/her involvement with the activity related to the sites.AccountUsers who wish to have an account must submit their request to the Content Administrator. TheAdministrators will determine if the requestor meets the access requirements and then create theaccount(s) and when notified by the Content Administrator the user will be given the appropriate role(s).2) Content PolicyThe Content Administrator is responsible for ensuring the information posted on the WGET CollaborationPlatform is well-disseminated and its integrity is maintained.However, some users may have the right to post information, comments, and pictures (i.e. WGETMembers). If these users post information on the anonymous areas of the platform, they may be requiredto go through a workflow procedure. The content is therefore filtered before being approved or rejected bythe Content Administrator. In using workflows, the content cannot be seen by anyone until approved bythe Content Administrator.If these users are post information in sections without workflows (i.e. working group sites, discussionboards), it is recommended they follow the policy instructions.Please note that if the content posted does not follow the policy instructions, the Content Administratorhas the right to remove the content.Policy Instructions for posting content on the WGET Collaboration PlatformAll content to be posted on the WGET Collaboration Platform should follow respect copyrightrequirements.The Content Administrator has the right to remove all content (text, images, video, links, etc) that could bedeemed controversial, defamatory, offensive, and violent unless it has a relevant caption to clarify intent oran appropriate disclaimer.Technical StandardsThe default maximum size to upload a single file is 50MB. For the efficient use of the Website, it isrecommended to limit the uploading of pictures.The user shall post documents in a version that can be read by widely available software. For example,documents posted on the WGET collaboration platform should be in a version that Pack MS 2003 andAdobe Reader 7.0 can open.WGET ScopeUsers are to respect the WGET Scope. Information posted on the WGET Collaboration page shall berelevant to the WGET Work and activities or a matter of interest to the group and it membership. TheWGET Collaboration site is set up to share information, expertise and work on activities related to thegroup and approved by the group. The platform is a mean to achieve WGET goals and activities set up inthe WorkPlan and shall be used to collaborate and promote WGET activities.WGET Collaboration Platform Governance Guidelines version 1.0 3
  4. 4. Roles of UsersAll users have roles set up to collaborate in sites/web parts of the WGET Collaboration Platform. Atanytime the user can ask for advice and/or assistance of the Content Administrator regarding his role(s).Users may have multiple roles and can ask the Content Administrator to add or remove roles as hisWGET activities evolve.Users cannot have the Administrator or Content Administrator role without approval of the WGETTechnical Advisory Board.ResponsibilityUsers are responsible for the content they post. It is the user responsibility to ensure information posted islegal and respectful.The Content Administrator has the right to inform the Technical Advisory Board and the WGETmembership if content is considered to be inappropriate and/or illegal. Decision to remove a user accesscan be taken by the Content Administrator following consultation with the WGET membership and theTechnical Advisory Board.DisputeIn case the user(s) and the Content Administrator disagree on information/documents posted on theplatform or the way the Sites are used, it is the right of the user(s) and the Content Administrator to askthe WGET Technical Advisory Board to judge the situation and help finding an appropriate solution. Ifsolution can not be found by amicable agreement, the WGET Technical Advisory Board will make the finaldecision.WGET Collaboration Platform Governance Guidelines version 1.0 4