Tutorial for leadership teams of ITU-T study groups, TSAG, tariff groups and focus groups Electronic Working methods Sami Trabulsi Editing & publication division ITU Geneva, December 2008

2 Tutorial for SG & TSAG leadership teams Geneva, December 2008 Outline a The new authentication system b DMS: the ITU document management system cInformal FTP area d Mailing lists e Web conferencing tools

3 Tutorial for SG & TSAG leadership teams Geneva, December 2008 a - New authentication system (1) A new powerful feature Allows the extension to Guests of the services previously reserved to TIES Self subscription to some services Active directory feature

4 Tutorial for SG & TSAG leadership teams Geneva, December 2008 a - New authentication system (2) Synoptic SDB GUESTS TIES Old GDDB Serv1 Serv n R1 R2 Ri AD G-S1-R1 G-S1-R2 G-S1-Ri Rules + exceptions

5 Tutorial for SG & TSAG leadership teams Geneva, December 2008 a - New authentication system (3) ITU-T members invited to open a TIES account to benefit from ITU-T services For more information: T/edh/edh-faqs.html T/edh/edh-faqs.html

6 Tutorial for SG & TSAG leadership teams Geneva, December 2008 c – EWM: Informal FTP areas (1) Former iFTP – Irregular structure –Archive folder collecting frozen information –Documents folder where DMS documents are replicated – non-TIES special FTP areas: password distributed on the net or Write function restricted to TIES and Read access from http

7 Tutorial for SG & TSAG leadership teams Geneva, December 2008 c – EWM: informal FTP areas (2) Former iFTP (continue...) – Access right management: Management by EWM Members are added manually one by one to each group and the access rights are set – Limitation of web-upload processes to a single folder for security reasons

8 Tutorial for SG & TSAG leadership teams Geneva, December 2008 c – EWM: informal FTP areas (3) iFTP path must be stable through SP iFTP folders should be archived in place Old FTP roots (ties.itu.int and ftp.itu.int) will continue to be used New structure will have a new root ifa.itu.int Access controlled by new AD features

9 Tutorial for SG & TSAG leadership teams Geneva, December 2008 c – EWM: informal FTP areas (4) New study period FTP area will include the study period number: ifa.itu.int/t/2009/sg16/xchange/gen Logical access to DMS documents from iFTP structure (no replication) Special FTP areas: R&W access to TIES and designated users Public FTP areas: Write access to TSB, Read access to all public

10 Tutorial for SG & TSAG leadership teams Geneva, December 2008 c – EWM: informal FTP areas (5) Sp rootSg rootFolderAccess rights itu/t/2009/sgxx/docs/Read only exchange/R&W members + {guests} temp/R&W members + {guests} (not archived) aaa/R&W members + {guesta}... public/W: TSB, R: public Fg-ccc/Restricted or open Gsi-ddd/R&W members + {guestd}

11 Tutorial for SG & TSAG leadership teams Geneva, December 2008 c – EWM: informal FTP areas (6) First level nodes created by EWM R&W access defined at those first level nodes. Guests authorized Children nodes access rights then defined by inheritance Document node access rights independant from DMS rights Uploading to sub-folders authorized

12 Tutorial for SG & TSAG leadership teams Geneva, December 2008 c – EWM: informal FTP areas (6) Old iFTP archived in the old structure in a classical way (archives) + message pointing to new IFA structure archived iFTP documents also migrated to new structure by EWM Links to the IFA areas updated as necessary

13 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists - Previous situation (1) Previous mailing list system was Majordomo Groups associated to mailing lists defined inside Majordomo system as groups of individual mail addresses

14 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists - Previous situation (2) Subscription to mailing lists: – Visible reflector lists: Maintained by EWM group TIES users may subscribe/unsubscribe using the TIES mailing list interface but had to be approved by EWM Those who dont have TIES accounts can send their request to EWM and are subscribed manually using Pandora – Special (hidden) reflector lists: Subscriptions done manually by EWM group using Pandora on demand and approval of the Counsellor Unsubscription is done manually by TSB staff

15 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists - Previous situation (3) Reflector list membership accessible to members using their TIES account Due to the addition of many exceptions, impossible to synchronize mailing lists with GDDB. The absence of information on bounced mails prevented also such clean-up. The workload of mailing list maintenance was high

16 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists - New system (4) SYMPA system on a UNIX platform Roles associated to the mailing lists defined in the active directory, not in Sympa system – Moderator – Subscribers

17 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists - New system management (5) Mailing lists created by EWM group Subscription to notification lists: – Self subscription mechanism accessible to TIES members (public lists) Subscription to open reflector lists: – Self subscription mechanism for TIES members – Guests added by EWM group on counsellors requirement.

18 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists – New system management (6) Subscription to restricted (hidden) reflector lists: – members will be added by EWM on counsellors demand Unsubscription to any of the mailing lists – self-service Archives – Accessible to TIES members and subscribed guests – Different metadata attached, mainly sender, subject and date. Ordering possible by date and sender

19 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists – New system management (7) Access to membership information decided list by list (default: membership of reflector list is visible) Advantages: – Synchronization with TIES information – Facilitation of mailing list maintenance

20 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists – New lists naming (8) List names are unique New Proposed scheme includes study period, likewise for iFTP areas: t09sgxxwpy, t09sgxxqzz,... – Allows for Question and WP renumbering, merging, etc – But other schemes possible Archiving by study period

21 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists - Migration to new lists (9) For the new study period, new mailing lists will be created fresh by EWM group on counsellors request Previous Majordomo system addresses copied en bloc by script during a limited period of time on new system Membership will have to self-subscribe to new mail notification lists and reflectors lists

22 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Mailing lists - Migration to new lists (10) EWM will register members of restricted mailing lists – In the future, a function will allow study group secretariats to subscribe and unsubscribe members on/from mailing lists. For general public notification list, guest will be invited to create a guest account an to self-subscribe to the available public lists if they wish so.

23 Tutorial for SG & TSAG leadership teams Geneva, December 2008 d – EWM: Web conferencing systems Free facility available since 2007 ITU-T members (rapporteurs, editors,...) wishing to organize a web conference should contact SG secretariat indicating date, time and duration. Counsellor sends back confirmation, and other information (password, audio bridge,...) For more information, see : onlinemeet.html

24 Tutorial for SG & TSAG leadership teams Geneva, December 2008 Conclusion