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EMS FINETUNING 2019 Q1 Final update for Nick: 28032019 (GENERAL :<3:,…
EMS FINETUNING
2019 Q1
Final update for Nick: 28032019
OPEN ITEMS FROM 2018 REQUEST
:<3:
Change of the event
date
(postponed and anticipated:star: ) and
location
shall be recorded by the system :check:
All alert for change notification should be received by Chiara, Mara, Roberta DM :star:
Change of other data (for example, title of the event) shall be only notified :star:
HOME
:<3:
Workplan
- See attachment
EMS finetuning - Workplan
Statistics
- hide :star:
Calendar
- check usability:no_entry:
Keep this in pending until final decision by MAR
Personal Calendar
- hide :star:
Bulletin Board
- make it work again :star:
TROUBLESHOOTING
:<3:
Mara is creating an event, and while in the select people area, by commanding "cancel" logistics responsible, she is thrown off from the EMS :star:
PUBLISH ON THE WEB
:<3:
Allow listing events published on the web in the Workplan :star:
Check alert notification of publication of event on the website as it does not work and add “are you sure?” :star:
We maintain the option "
To be published on the Web?
" since it leads the alert, which we want :check:
Disable the “publish on the web” option appearing in
Attachment
:check:
REMINDER FOR ACU
EMS STANDARDS FOR ALL EVENTS,
INCLUDING LOCAL/OTHER
Publish on the web (by month: -/+1)
Agenda + Participants Database + Flash Report
CHECK WITH FFE
:check:
What goes directly on the web from Sharepoint?
What from EMS?
Title and date, if modified, are updated on the web
EMS vs WEBSITE
for any requests on EMS sent to Nick, FFE should be in cc if it has any impact on the website
EMS vs SHAREPOINT
To upload an attachment from sharepoint, it must be tagged with the EMS code in the tag ‘reference number’ (see manual). Ask IT to have a separate tag called ‘event code’ in Sharepoint
GENERAL
:<3:
Themes
: align with Web
in progress
Countries
: better that by default they are DE-selected. And maybe SELECT ALL as well :star:
Red button in the menu at the top
: Correct
Send Event Profile to ACU
(no longer COMM) :star:
Attachment
: Disable
Inform of attachment
option only for the attachment Event Profile_00 :star:
delete Turin as town by default
NB for ACU: not feasible, this depends from the cookies in everybody computer
to avoid material mistakes when inputting data, do not allow to insert dates with delta more than >max No. of 5 days :star:
When the Event Profile is sent to the PCO,
the following accounts should receive notification
:
for ETF: Content Responsible, Logistics Responsible, Back up, Other, MAR
for PCO: Benjamin Beaudet, Riccardo Picco, Giorgia Tallia, Laura Albertini, Laura Orlandi, Tatiana Kochubeeva, Tiziana Girola, PCO_Operational account
Take out any other account (please note there are redundancies)
CORRESPONDENCE
:<3:
Clean email recipients.
Keep only:
for ETF: Content responsible, Logistics responsible, Back up, Other, MAR
for PCO: the PCO project managers indicated in Tab Planning & Monitoring, PCO_Operational account, Riccardo Picco.
Take out all the other accounts (please also note there are redundancies)
:star:
Take out the option for attachment :star:
Take out the "Notify me replies" :star:
PLANNING & MONITORING
:<3:
See Mara's email of 25022019 with proposal of changes :star:
Third colum
Actual
to be cancelled? :no_entry:
Keep this in pending until final decision by MAR
UPDATE OF GUIDELINES
EMS instructions in page General to be revised
Update EMS instructions linked to Order form)
Publishing on the Web
Once the event is published it cannot be unpublished (it must be deleted from EMS).
Agreed to ask (Nick?) to modify this function
The contact persons indicated in EMS have publishing rights on their events. In OPS, only Anna and Roberta have publishing rights on all events.
Normally you can only add one cover picture to an event; only selected events have a photo gallery. Also on picture, use your own photos and if you publish the picture of a participant you should ensure that s/he has signed the consent in the registration form.
Attachments can be uploaded only from sharepoint or directly on the web page.
The “publish” function appearing in EMS was disabled (agreed to check with Nick that the button also disappears, as it may create confusion).
The rationale is that the corporate tool for saving final versions of documents is sharepoint, EMS is the tool for sharing internal/draft versions for the purpose of events organisation.
To upload an attachment from sharepoint, it must be tagged with the EMS code in the tag ‘reference number’ (see manual).
Ask IT to have a separate tag called ‘event code’ in sharepoint (IT)
Documents that do not need to be saved in sharepoint (e.g. presentations) may be uploaded directly from the event page on the web (see manual).
As a general remark, update happens overnight (so if you publish an event from EMS you will see it in the website the day after).
Harmonise the events’ titles:
o avoid acronyms
o It should be meaningful and short
place and date not needed
o indicate type of event (i.e. seminar, workshop, etc.)
o no need to indicate the event’s category (i.e. policy lab, etc.)
NB for ACU: Order form is to be remade in case the event changes date/location (no if it changes title)
LEGENDA
items in yellow and with the little box were gathered from POs