The Inventory Virtual Team Room : experiences during the 2013 review and use of the ivtr in 2014

Transcription

1 The Inventory Virtual Team Room : experiences during the 2013 review and use of the ivtr in th meeting of Lead Reviewers Bonn, Germany, 3 March, 2014 Vitor Gois, Mitigation Data and Analysis UNFCCC secretariat

2 Mandate a summary of conclusions by LRs The LRs at its 7 th meeting expressed support, subject to availability of funding, for the development of the VTR a) To support expert review activities in particular the Review Issues Tracking System (RITS) and the Communication Management System The LRs at its 8 th meeting a) Encouraged the secretariat to organize a trial of the VTR for a number of Parties (submission 2011) with a minimum of components b) Full scale system to support the review of all Parties for the review cycle of submission The LRs at its 9 th meeting a) Recommended the use criteria of simplification and efficiency as guidance for the development of the VTR Encourages to share the Reference Library with all ERTs b) Alerts for the need to take in consideration the specific circumstances of some Parties (e.g. limited access to the Internet), in the design and development of later phases of the VTR

3 Mandate a summary of conclusions by LRs The LRs at its 10 th meeting a) Noted that the tool could be a valuable resource in supporting the review, management and recording of the information generated in the process, increasing the traceability and safety of the review materials b) And encouraged the secretariat, for the next review cycle, to promote the Reference Library and the ERT Workspace as the major source of information for all centralized reviews and to test it in a limited number of in-country reviews. c) Encouraged the secretariat to continue to undertake work on the development of the remaining components of the I-VTR, the review issues tracking system and the document management system, and to test them in a limited number of reviews as soon as they are available.

4 VTR concept and the components (option 2l) The VTR Provide a collaborative workspace for the ERT accessible via internet Reference Library Site to organize, store and maintain common material and documentation associated with an annual review ERT WorkSpaces Sites to provide efficient, secure and transparent collaboration system for managing communications, including questions and answers raised during an annual review Review Issue Tracking System (RITS) Database system to create, track and manage review findings Document Management System (DMS) Site and the corresponding workflow system to manage annual review documents: approval, version control, archiving and other document management activities.

5 Reference library ERT/ICR Overview page ERT 1 Discussion Forum Alerts ERT 2 ICR Finland - Documents - Logistics information Questions Answers Romania General working space Submissions

6 ivtr developments of the ivtr

7 Development of the VTR 2011 a) Development of a prototype based on priority tasks (use cases) b) Testing within the secretariat: RO + TA c) Presentation to the EU (December) 2012 a) The secretariat decided to use SharePoint for doc management at UNFCCC b) Revision of the concept and business plan: simplification and stepwise development c) Achievements in 2012 Reference Library available for all ERTs ERT WorkSpace: controlled testing in 1 centralized review Start-up of the development of RITS: conceptual design 2013/2014 a) Achievements in 2013 Revised version of the ERT WorkSpace available for all ERTs Development of the RITS (continued in 2014)

8 Use of the ivtr during the 2013 review cycle The ivtr was available to support all ERTs during the 2013 review cycle Limited training: brief presentation of ivtr Basic Actions (~tutorial) available General feedback a) Most ERTs used the ivtr to access submissions and materials b) No major problems in accessing and navigating in the Reference Library A reliable source of information: does not allow deletion of editing of the documents (as happens with the J/G drive during the review) c) No major problems in accessing information for Parties: submissions and previous review reports d) The tool was robust: no need for deployment of a new version after the review e) The Q&A workflow was generally not used or abandoned after some attempts Possible reasons Problems identified (below) Existence of alternatives f) The forum was mostly not used g) There is some resistance of reviewers to the use a new tool

9 Use of the ivtr during the 2013 review cycle Major reported problems reported by ERTs and RO a) Credentials and accounts (alternatives ftp., google were temporarily provided) a) Access problems: log-in and speed b) Time log-out c) Issues related to the Q&A workflow User interface (difficult to find the menu MDA actions in the standard Share Point Interface) Alerts Use of alternatives: use of old procedures + confusion if the workflow is used at the same time with alternative procedures

10 THE RITS

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12 RITS functionalities General concept Database system to create, track and manage review finding Functionalities Comprehensive storage of all issues in a single database Adding new issues/ deleting issues Filtering for each field Editing in cell for selected records/issues Export to S&A part II report Import of responses by Party included in the S&A part II reports Management of confidentiality: permissions set visible records

13 Database contents Field Name Party Name Submission year Sector Category GHG Fuel KC Party KC secretariat Stage of creation Date of creation Author Status of the issue preparation Type Date Date Alfa Status of the problem Description Assessment by ERT Response by the Party Recommendation by the ERT Supporting Materials Final description of the issue* Text Text Text Text List (of documents) Text Final assessment of the text Text Final recommendation Text Q&A to Party Saturday Paper Issue Saturday Paper text String of link Boolean text

14 THANK YOU!

15 Virtual Team Room: Log-in a) Username: UNFCCC\Name b) Password: **************