Community Services Inventory/Matrix: Overview
The Community Services Inventory/Matrix is a new tool that staff has developed to track all the services currently provided by the ICANN Policy Development Support Team to the various communities comprising each of ICANN’s Supporting Organizations and Advisory Committees.
The current list of 123 separate services identified in the inventory are organized by general categories and specific sub-categories to include as much detail as possible, and, where possible, tracking the level of work/time required for each service. The data comprised in this inventory tool was collected over a sustained period through research and individual interviews with ICANN Policy Development Support Team members.
Staff has conducted an initial data analysis of the inventory to help us explain and understand some of the information that has been collected. We expect future use of the tool to offer us new insights on how we structure and manage our support resources and we hope to get better at learning from this evolving tool over time.
The first draft inventory spreadsheet/workbook (version August 2014) is a work-in-progress document. It will be updated regularly (at least twice per year) and modified over time as we learn the best ways to track, assess and report our support activities to different audiences. The information we collect will be used to help us confirm that services are delivered fairly, that best practices for some communities are shared with others, and to help us manage the human and budget resources that are needed to maintain a consistently high level of policy development support throughout the entire SO-AC community.
Using this new tool, we are also currently developing specific metrics to help us benchmark, track and report our support efforts on a regular basis.
While this inventory/matrix includes specific services and activities provided directly to SO-AC communities, we are also considering the tracking of more general support services (e.g., Monthly Policy Update and our regular pre-meeting Policy Webinars, etc.) that are provided for broader the benefit of our ICANN stakeholders.
To download the full inventory please as an Excel spreadsheet please click here.
1
|
Services: | CSG | NCSG | REGISTRY SG | REGISTRAR SG | BC | IPC | ISPCP | NCUC | NPOC | GNSO COUNCIL | GNSO WGs | ||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
2
|
Meeting / Conference Call Support | Booking | Verizon | X | X | X | X | X | X | X | ||||
3
|
Adigo | X | X | X | X | |||||||||
4
|
Book call & Send Announcement | X | X | |||||||||||
5
|
Agenda | Circulate draft | X | X | ||||||||||
6
|
Publish on Website/Wiki | X | X | X | X | X | ||||||||
7
|
Chase Agenda | X | X | X | ||||||||||
8
|
Action Items | Note during call | X | X | ||||||||||
9
|
Add to minutes | X | ||||||||||||
10
|
Minutes / Report Drafting | X | X | |||||||||||
11
|
AC Room | AC Audio Set up | X | X | X | X | X | X | X | |||||
12
|
Enter Participants | X | X | X | X | X | X | X | ||||||
13
|
Slides/Agenda | X | X | X | X | X | X | X | ||||||
14
|
Monitor | X | X | X | X | X | X | X | X | |||||
15
|
Polls | X | ||||||||||||
16
|
Chat Monitor & Post | X | X | X | X | X | X | X | ||||||
17
|
Meeting / Conference Call Support | Audiocast | Liaise with Tech Support throughout the duration of the meeting | X | ||||||||||
18
|
Meeting View | X | X | X | X | X | X | X | ||||||
19
|
Roll Call | X | X | X | X | X | X | X | ||||||
20
|
Attendance List | Add to transcript & minutes | X | X | X | |||||||||
21
|
Send to relevant SOAC Contact | X | X | X | X | X | X | X | X | |||||
22
|
Post on Wiki | X | X | |||||||||||
23
|
Recordings & Transcripts | Retrieve & Send | X | X | X | X | X | X | X | X | X | X | X | |
24
|
Post on Website/Wiki | X | X | |||||||||||
25
|
Meeting / Conference Call Support | Set up dial outs | X | X | ||||||||||
26
|
Live Interpretation | |||||||||||||
27
|
Project list | Updated by each Staff member prior to each meeting | X | |||||||||||
28
|
Sent to staff & Council Chair before each meeting | X | ||||||||||||
29
|
Scheduling for Annual Meeting Calendar | Liaise with relevant point of contact at the beginning of the year | X | X | ||||||||||
30
|
Post on Website/Wiki once approved for the year | X | X | |||||||||||
31
|
Meeting / Conference Call Support | Motions/Resolutions | Sent to WGs and Council list prior to the meeting with deadline | X | ||||||||||
32
|
Motions posted on relevant mailing list | X | ||||||||||||
33
|
Post Motions on Wiki | X | ||||||||||||
34
|
Fill in vote sheets during the call | X | ||||||||||||
35
|
Post resolutions on website | X | ||||||||||||
36
|
After meeting: post resolutions to the Council list and to the group concerned by the motion | X | ||||||||||||
37
|
ICANN Face to Face Meetings | Travel support | Set up travel funding scheme timeline | |||||||||||
38
|
Liaise with SOAC leaders and ICANN travel team for travel support | X | X | X | X | X | X | X | X | |||||
39
|
Draft spreadsheet of supported travelers from each SOAC & submit to travel team | X | X | X | X | X | X | X | X | |||||
40
|
Update list of approved travelers for each SOAC accordingly | X | X | X | X | X | X | X | X | |||||
41
|
Liaise with travel fund committee & council throughout process | |||||||||||||
42
|
Call for travel funding scheme nominees and applications | |||||||||||||
43
|
Set up votes through council and travel fund committee | |||||||||||||
44
|
Announce approved travelers | |||||||||||||
45
|
Follow up with approved travelers to confirm funding was received | X | X | X | X | X | X | X | X | X | ||||
46
|
ICANN Face to Face Meetings | Meeting Requests | Send meeting input request to all Leaders | X | X | X | X | X | X | X | X | X | X | X |
47
|
Reminders for deadline | X | X | X | X | X | X | X | X | X | X | X | ||
48
|
Input all completed forms in meeting form tool | X | X | X | X | X | X | X | X | X | X | X | ||
49
|
Set up Wiki Pages for each meeting | X | X | X | X | X | X | X | X | X | X | X | ||
50
|
Catering requests | X | X | X | X | X | X | X | X | X | X | X | ||
51
|
Liaise with Meeting team | X | X | X | X | X | X | X | X | X | X | X | ||
52
|
Agenda | Request Agenda | X | X | X | X | X | X | X | X | X | X | X | |
53
|
Post on Meeting Wiki page | X | X | X | X | X | X | X | X | X | X | X | ||
54
|
ICANN Face to Face Meetings | Remote Participation for all Sessions | Book all remote participation conference call tools | X | X | X | X | X | X | X | X | X | X | X |
55
|
Send out all dial in details to remote participants | X | X | X | X | X | X | X | X | X | X | X | ||
56
|
Liaise with Tech Team & Meeting Team on site | X | X | X | X | X | X | X | X | X | X | X | ||
57
|
Assist with Remote Participation during Sessions (meeting view/AC room/dial outs to remote participants) | X | X | X | X | X | X | X | X | X | X | X | ||
58
|
RP Grid for Tech Team & Meetings team | X | X | X | X | X | X | X | X | X | X | X | ||
59
|
ICANN Face to Face Meetings | Live Interpretation | X | |||||||||||
60
|
Fundraising | Look for sponsors for group event/cocktail | ||||||||||||
61
|
Intersessional Meetings / Strategic Retreat | X | X | X | X | X | X | X | X | X | X | |||
62
|
Publications & Printing support | X | X | X | X | X | X | X | X | X | X | |||
63
|
Ad hoc on site support | X | X | X | X | X | X | X | X | X | X | X | ||
64
|
Meeting Preparation Support | Suggest topics, speakers for coming meetings | X | |||||||||||
65
|
Invite speakers, presenters, moderators | X | X | |||||||||||
66
|
Prepare slides used throughout meeting | X | X | |||||||||||
67
|
Elections | Liaise with Chairs for election timeline | X | X | X | X | X | X | X | |||||
68
|
Set up election | Check membership database is updated prior to opening of election | X | X | X | X | X | X | X | |||||
69
|
Set up ballots & weighted voting (IF APPLICABLE) | X | X | X | X | X | X | X | ||||||
70
|
Send ballots | X | X | X | X | X | X | X | ||||||
71
|
Send reminders | X | X | X | X | X | X | X | ||||||
72
|
Count votes | X | X | X | X | X | X | X | ||||||
73
|
Submit results | X | X | X | X | X | X | X | X | |||||
74
|
Training/Testing | AC room | X | X | X | X | X | X | X | X | X | X | X | |
75
|
Audio providers in case of volunteer technical issues | X | X | X | X | X | X | X | X | X | X | X | ||
76
|
Face to face training workshops | X | X | |||||||||||
77
|
Ad hoc training for new products/tools used | X | X | X | X | X | X | X | X | X | X | X | ||
78
|
Working Group Support | Onboarding | Send registration info to member (SOI) | X | ||||||||||
79
|
Add member to WG mailing list | X | ||||||||||||
80
|
Welcome email with supporting documents regarding WG | X | ||||||||||||
81
|
Newcomers Webinar | X | ||||||||||||
82
|
Drafting support of WG Charter | X | ||||||||||||
83
|
Drafting support of WG Purpose statement | X | ||||||||||||
84
|
Drafting support for WG documents | X | ||||||||||||
85
|
Communications | Wiki Support | Space provided/available | X | X | X | X | X | X | X | X | X | X | X |
86
|
Content uploaded | X | X | |||||||||||
87
|
Manage space | X | X | |||||||||||
88
|
GNSO / ICANN Website Support | Update SOAC leaders/Council members on website | X | X | X | X | X | X | X | X | X | X | ||
89
|
Update relevant materials (recordings, meeting dates, etc) | X | ||||||||||||
90
|
Website Support | Update all relevant materials and information on website | X | |||||||||||
91
|
Activity Summary | |||||||||||||
92
|
News sent to members via mailing lists | X | X | X | X | X | X | X | X | X | X | X | ||
93
|
Communications | Social Media Updates | Maintain Youtube Channel | X | X | |||||||||
94
|
Maintain Flickr Page | |||||||||||||
95
|
Digital documentation of sessions at ICANN meetings | |||||||||||||
96
|
Podcasts | |||||||||||||
97
|
Twitter Updates | X | ||||||||||||
98
|
Facebook Updates | X | ||||||||||||
99
|
Give Presentations upon request | X | X | X | X | X | X | X | X | X | X | X | ||
100
|
Publications & Printing support | X | X | X | X | X | X | X | X | X | X | |||
101
|
Surveys | Draft survey questions | X | X | ||||||||||
102
|
Input questions in survey tool | X | ||||||||||||
103
|
Pre/Post ICANN Meeting Video | Cutting & Editing of Video | X | |||||||||||
104
|
Mailing List Management | Set up | Liaise with Tech Support and Chairs for requirements and set up | X | X | X | X | X | X | X | X | X | X | |
105
|
Management | Add/remove users as required | X | X | X | X | X | X | X | X | X | X | ||
106
|
Manage "bounces" or errors | X | X | X | X | X | X | X | X | X | X | |||
107
|
Community Requests and Queries | Respond/deal with ad hoc community questions or requests | X | X | X | X | X | X | X | X | X | X | X | |
108
|
Membership Database | Maintain membership database | X | X | ||||||||||
109
|
Update new primary & secondary contacts | |||||||||||||
110
|
Add new members/leaders to GNSO/ICANN website/Relevant Wiki Space | X | X | X | X | X | X | X | X | X | X | |||
111
|
Membership Applications | Due Diligence | ||||||||||||
112
|
Regional advice | |||||||||||||
113
|
Liaise with Chair for approval/ assesment | |||||||||||||
114
|
Set up leadership vote | |||||||||||||
115
|
Welcome & send materials to new member | |||||||||||||
116
|
Update website/Wiki space with new member information | |||||||||||||
117
|
Inform legal team of new member | |||||||||||||
118
|
Language Services | Website/Wiki translation | ||||||||||||
119
|
Live Interpretation of meetings/calls | |||||||||||||
120
|
Translation of key documents | X | X | |||||||||||
121
|
Transcripts translation / availbility in recorded language | |||||||||||||
122
|
ICANN Academy | Leadership skill training | ||||||||||||
123
|
Knowledge training for new leaders | |||||||||||||
124
|
||||||||||||||
125
|
KEY | |||||||||||||
126
|
||||||||||||||
127
|
Symbol | Definition | ||||||||||||
128
|
X | Service currently provided | ||||||||||||
129
|
! | Service should be provided | ||||||||||||
130
|
||||||||||||||
131
|
||||||||||||||
132
|
Updated August 12th, 2014 |
1
|
Services: | ASO | RSSAC | CCNSO | CCNSO COUNCIL | CCNSO WGs | SSAC | SSAC Administrative Committee | GAC | ||
---|---|---|---|---|---|---|---|---|---|---|---|
2
|
Meeting / Conference Call Support | Booking | Verizon | ||||||||
3
|
Adigo | X | X | X | X | X | X | X | |||
4
|
Book call & Send Announcement | X | X | X | X | X | |||||
5
|
Agenda | Circulate draft | X | X | X | X | X | X | X | ||
6
|
Publish on Website/Wiki | X | X | X | X | X | X | X | |||
7
|
Chase Agenda | X | X | X | X | X | |||||
8
|
Action Items | Note during call | X | X | X | X | X | X | |||
9
|
Add to minutes | X | X | X | |||||||
10
|
Minutes / Report Drafting | X | X | X | X | ||||||
11
|
AC Room | AC Audio Set up | X | X | X | X | X | ||||
12
|
Enter Participants | X | X | X | X | X | X | X | |||
13
|
Slides/Agenda | X | X | X | X | X | X | X | |||
14
|
Monitor | X | X | X | X | X | X | X | |||
15
|
Polls | X | X | X | X | ||||||
16
|
Chat Monitor & Post | X | X | X | X | X | X | X | |||
17
|
Meeting / Conference Call Support | Audiocast | Liaise with Tech Support throughout the duration of the meeting | X | X | ||||||
18
|
Meeting View | ||||||||||
19
|
Roll Call | X | X | X | X | X | X | X | |||
20
|
Attendance List | Add to transcript & minutes | X | X | X | X | X | X | |||
21
|
Send to relevant SOAC Contact | ||||||||||
22
|
Post on Wiki | X | X | X | |||||||
23
|
Recordings & Transcripts | Retrieve & Send | X | X | X | X | X | X | X | ||
24
|
Post on Website/Wiki | X | X | X | X | X | X | X | |||
25
|
Meeting / Conference Call Support | Set up dial outs | X | X | X | X | X | ||||
26
|
Live Interpretation | X | |||||||||
27
|
Project list | Updated by each Staff member prior to each meeting | X | X | |||||||
28
|
Sent to staff & Council Chair before each meeting | X | X | ||||||||
29
|
Scheduling for Annual Meeting Calendar | Liaise with relevant point of contact at the beginning of the year | X | X | X | ||||||
30
|
Post on Website/Wiki once approved for the year | X | X | X | |||||||
31
|
Meeting / Conference Call Support | Motions/Resolutions | Sent to WGs and Council list prior to the meeting with deadline | X | X | X | |||||
32
|
Motions posted on relevant mailing list | X | |||||||||
33
|
Post Motions on Wiki | X | X | ||||||||
34
|
Fill in vote sheets during the call | ||||||||||
35
|
Post resolutions on website | X | X | X | |||||||
36
|
After meeting: post resolutions to the Council list and to the group concerned by the motion | X | |||||||||
37
|
ICANN Face to Face Meetings | Travel support | Set up travel funding scheme timeline | X | X | X | X | X | |||
38
|
Liaise with SOAC leaders and ICANN travel team for travel support | X | X | X | X | X | |||||
39
|
Draft spreadsheet of supported travelers from each SOAC & submit to travel team | X | X | X | X | X | |||||
40
|
Update list of approved travelers for each SOAC accordingly | X | X | X | |||||||
41
|
Liaise with travel fund committee & council throughout process | X | X | X | X | X | |||||
42
|
Call for travel funding scheme nominees and applications | X | X | X | X | X | |||||
43
|
Set up votes through council and travel fund committee | X | X | X | X | ||||||
44
|
Announce approved travelers | X | X | X | X | ||||||
45
|
Follow up with approved travelers to confirm funding was received | X | X | X | X | X | X | ||||
46
|
ICANN Face to Face Meetings | Meeting Requests | Send meeting input request to all Leaders | X | X | X | X | X | X | X | |
47
|
Reminders for deadline | X | X | X | X | X | X | ||||
48
|
Input all completed forms in meeting form tool | X | X | X | X | X | X | ||||
49
|
Set up Wiki Pages for each meeting | X | X | X | |||||||
50
|
Catering requests | X | X | X | X | X | |||||
51
|
Liaise with Meeting team | X | X | X | X | X | X | ||||
52
|
Agenda | Request Agenda | X | X | X | X | X | X | X | ||
53
|
Post on Meeting Wiki page | X | X | X | |||||||
54
|
ICANN Face to Face Meetings | Remote Participation for all Sessions | Book all remote participation conference call tools | X | X | X | X | X | X | X | |
55
|
Send out all dial in details to remote participants | X | X | X | X | X | X | X | |||
56
|
Liaise with Tech Team & Meeting Team on site | X | X | X | X | X | X | X | |||
57
|
Assist with Remote Participation during Sessions (meeting view/AC room/dial outs to remote participants) | X | X | X | X | X | X | X | |||
58
|
RP Grid for Tech Team & Meetings team | X | X | X | X | ||||||
59
|
ICANN Face to Face Meetings | Live Interpretation | X | X | X | ||||||
60
|
Fundraising | Look for sponsors for group event/cocktail | X | X | X | ||||||
61
|
Intersessional Meetings / Strategic Retreat | X | X | ||||||||
62
|
Publications & Printing support | X | X | X | X | X | |||||
63
|
Ad hoc on site support | X | X | X | X | X | |||||
64
|
Meeting Preparation Support | Suggest topics, speakers for coming meetings | |||||||||
65
|
Invite speakers, presenters, moderators | ||||||||||
66
|
Prepare slides used throughout meeting | ||||||||||
67
|
Elections | Liaise with Chairs for election timeline | X | X | X | X | X | X | |||
68
|
Set up election | Check membership database is updated prior to opening of election | X | X | X | ||||||
69
|
Set up ballots & weighted voting (IF APPLICABLE) | X | X | X | X | X | |||||
70
|
Send ballots | X | X | X | |||||||
71
|
Send reminders | X | X | X | |||||||
72
|
Count votes | X | X | X | X | X | X | ||||
73
|
Submit results | X | X | X | X | X | |||||
74
|
Training/Testing | AC room | X | ||||||||
75
|
Audio providers in case of volunteer technical issues | ||||||||||
76
|
Face to face training workshops | X | |||||||||
77
|
Ad hoc training for new products/tools used | X | |||||||||
78
|
Working Group Support | Onboarding | Send registration info to member (SOI) | X | |||||||
79
|
Add member to WG mailing list | X | |||||||||
80
|
Welcome email with supporting documents regarding WG | X | |||||||||
81
|
Newcomers Webinar | X | |||||||||
82
|
Drafting support of WG Charter | X | |||||||||
83
|
Drafting support of WG Purpose statement | X | |||||||||
84
|
Drafting support for WG documents | ||||||||||
85
|
Communications | Wiki Support | Space provided/available | X | X | X | X | X | X | ||
86
|
Content uploaded | X | X | X | X | X | X | ||||
87
|
Manage space | X | X | X | X | X | |||||
88
|
GNSO / ICANN Website Support | Update SOAC leaders/Council members on website | X | ||||||||
89
|
Update relevant materials (recordings, meeting dates, etc) | X | |||||||||
90
|
Website Support | Update all relevant materials and information on website | X | X | X | X | X | ||||
91
|
Activity Summary | X | X | X | |||||||
92
|
News sent to members via mailing lists | X | X | X | X | X | X | ||||
93
|
Communications | Social Media Updates | Maintain Youtube Channel | X | |||||||
94
|
Maintain Flickr Page | X | |||||||||
95
|
Digital documentation of sessions at ICANN meetings | X | X | X | |||||||
96
|
Podcasts | X | |||||||||
97
|
Twitter Updates | ||||||||||
98
|
Facebook Updates | ||||||||||
99
|
Give Presentations upon request | X | |||||||||
100
|
Publications & Printing support | X | X | ||||||||
101
|
Surveys | Draft survey questions | X | X | X | ||||||
102
|
Input questions in survey tool | ||||||||||
103
|
Pre/Post ICANN Meeting Video | Cutting & Editing of Video | X | ||||||||
104
|
Mailing List Management | Set up | Liaise with Tech Support and Chairs for requirements and set up | X | X | X | X | X | X | X | |
105
|
Management | Add/remove users as required | X | X | X | X | X | X | X | ||
106
|
Manage "bounces" or errors | X | X | X | X | X | X | X | |||
107
|
Community Requests and Queries | Respond/deal with ad hoc community questions or requests | X | X | X | X | X | X | X | X | |
108
|
Membership Database | Maintain membership database | X | X | X | X | X | X | |||
109
|
Update new primary & secondary contacts | X | X | X | X | X | X | ||||
110
|
Add new members/leaders to GNSO/ICANN website/Relevant Wiki Space | X | X | X | X | X | |||||
111
|
Membership Applications | Due Diligence | X | X | X | X | |||||
112
|
Regional advice | X | X | ||||||||
113
|
Liaise with Chair for approval/ assesment | X | X | X | X | ||||||
114
|
Set up leadership vote | X | |||||||||
115
|
Welcome & send materials to new member | X | |||||||||
116
|
Update website/Wiki space with new member information | X | |||||||||
117
|
Inform legal team of new member | X | |||||||||
118
|
Language Services | Website/Wiki translation | X | X | |||||||
119
|
Live Interpretation of meetings/calls | X | |||||||||
120
|
Translation of key documents | X | X | X | X | ||||||
121
|
Transcripts translation / availbility in recorded language | X | |||||||||
122
|
ICANN Academy | Leadership skill training | X | ||||||||
123
|
Knowledge training for new leaders | ||||||||||
124
|
|||||||||||
125
|
KEY | ||||||||||
126
|
|||||||||||
127
|
Symbol | Definition | |||||||||
128
|
X | Service currently provided | |||||||||
129
|
|||||||||||
130
|
|||||||||||
131
|
Updated August 12th, 2014 |
1
|
Services: | At-Large Advisory Committee | At-Large Leadership Team | At-Large WGs | APRALO | AFRALO | EURALO | LACRALO | NARALO | ||
---|---|---|---|---|---|---|---|---|---|---|---|
2
|
Meeting / Conference Call Support | Booking | Verizon | ||||||||
3
|
Adigo | X | X | X | X | X | X | X | X | ||
4
|
Book call & Send Announcement | X | X | X | X | X | X | X | X | ||
5
|
Agenda | Circulate draft | X | X | X | X | X | X | X | ||
6
|
Publish on Website/Wiki | X | X | X | X | X | X | X | X | ||
7
|
Chase Agenda | X | X | X | X | X | X | X | X | ||
8
|
Action Items | Note during call | X | X | X | X | X | X | X | X | |
9
|
Add to minutes | ||||||||||
10
|
Minutes / Report Drafting | ||||||||||
11
|
AC Room | AC Audio Set up | X | X | X | X | X | X | X | X | |
12
|
Enter Participants | X | X | X | X | X | X | X | X | ||
13
|
Slides/Agenda | X | X | X | X | X | X | X | X | ||
14
|
Monitor | X | X | X | X | X | X | X | X | ||
15
|
Polls | ||||||||||
16
|
Chat Monitor & Post | X | X | X | X | X | X | X | X | ||
17
|
Meeting / Conference Call Support | Audiocast | Liaise with Tech Support throughout the duration of the meeting | ||||||||
18
|
Meeting View | ||||||||||
19
|
Roll Call | X | X | X | X | X | X | X | X | ||
20
|
Attendance List | Add to transcript & minutes | X | X | X | X | X | X | X | X | |
21
|
Send to relevant SOAC Contact | ||||||||||
22
|
Post on Wiki | X | X | X | X | X | X | X | X | ||
23
|
Recordings & Transcripts | Retrieve & Send | X | X | X | X | X | X | X | X | |
24
|
Post on Website/Wiki | X | X | X | X | X | X | X | X | ||
25
|
Meeting / Conference Call Support | Set up dial outs | X | X | X | X | X | X | X | X | |
26
|
Live Interpretation | X | X | X | X | ||||||
27
|
Project list | Updated by each Staff member prior to each meeting | |||||||||
28
|
Sent to staff & Council Chair before each meeting | ||||||||||
29
|
Scheduling for Annual Meeting Calendar | Liaise with relevant point of contact at the beginning of the year | X | ||||||||
30
|
Post on Website/Wiki once approved for the year | X | |||||||||
31
|
Meeting / Conference Call Support | Motions/Resolutions | Sent to WGs and Council list prior to the meeting with deadline | ||||||||
32
|
Motions posted on relevant mailing list | ||||||||||
33
|
Post Motions on Wiki | ||||||||||
34
|
Fill in vote sheets during the call | ||||||||||
35
|
Post resolutions on website | ||||||||||
36
|
After meeting: post resolutions to the Council list and to the group concerned by the motion | ||||||||||
37
|
ICANN Face to Face Meetings | Travel support | Set up travel funding scheme timeline | ||||||||
38
|
Liaise with SOAC leaders and ICANN travel team for travel support | X | X | X | X | X | X | X | |||
39
|
Draft spreadsheet of supported travelers from each SOAC & submit to travel team | ||||||||||
40
|
Update list of approved travelers for each SOAC accordingly | ||||||||||
41
|
Liaise with travel fund committee & council throughout process | ||||||||||
42
|
Call for travel funding scheme nominees and applications | ||||||||||
43
|
Set up votes through council and travel fund committee | ||||||||||
44
|
Announce approved travelers | ||||||||||
45
|
Follow up with approved travelers to confirm funding was received | X | X | X | X | X | X | X | |||
46
|
ICANN Face to Face Meetings | Meeting Requests | Send meeting input request to all Leaders | X | X | X | X | X | X | X | X |
47
|
Reminders for deadline | X | X | X | X | X | X | X | X | ||
48
|
Input all completed forms in meeting form tool | X | X | X | X | X | X | X | X | ||
49
|
Set up Wiki Pages for each meeting | X | X | X | X | X | X | X | X | ||
50
|
Catering requests | X | X | X | X | X | X | X | X | ||
51
|
Liaise with Meeting team | X | X | X | X | X | X | X | X | ||
52
|
Agenda | Request Agenda | X | X | X | X | X | X | X | X | |
53
|
Post on Meeting Wiki page | X | X | X | X | X | X | X | X | ||
54
|
ICANN Face to Face Meetings | Remote Participation for all Sessions | Book all remote participation conference call tools | X | X | X | X | X | X | X | X |
55
|
Send out all dial in details to remote participants | X | X | X | X | X | X | X | X | ||
56
|
Liaise with Tech Team & Meeting Team on site | X | X | X | X | X | X | X | X | ||
57
|
Assist with Remote Participation during Sessions (meeting view/AC room/dial outs to remote participants) | X | X | X | X | X | X | X | X | ||
58
|
RP Grid for Tech Team & Meetings team | X | X | X | X | X | X | X | X | ||
59
|
ICANN Face to Face Meetings | Live Interpretation | X | X | X | X | |||||
60
|
Fundraising | Look for sponsors for group event/cocktail | |||||||||
61
|
Intersessional Meetings / Strategic Retreat | ||||||||||
62
|
Publications & Printing support | X | X | X | X | X | X | X | X | ||
63
|
Ad hoc on site support | X | X | X | X | X | X | X | X | ||
64
|
Meeting Preparation Support | Suggest topics, speakers for coming meetings | X | X | X | X | X | X | X | X | |
65
|
Invite speakers, presenters, moderators | X | X | X | X | X | X | X | X | ||
66
|
Prepare slides used throughout meeting | X | X | X | X | X | X | X | X | ||
67
|
Elections | Liaise with Chairs for election timeline | X | X | X | X | X | X | |||
68
|
Set up election | Check membership database is updated prior to opening of election | X | X | X | X | X | X | |||
69
|
Set up ballots & weighted voting (IF APPLICABLE) | X | X | X | X | X | X | ||||
70
|
Send ballots | X | X | X | X | X | X | ||||
71
|
Send reminders | X | X | X | X | X | X | ||||
72
|
Count votes | X | X | X | X | X | X | ||||
73
|
Submit results | X | X | X | X | X | X | ||||
74
|
Training/Testing | AC room | X | X | X | X | X | X | X | X | |
75
|
Audio providers in case of volunteer technical issues | X | X | X | X | X | X | X | X | ||
76
|
Face to face training workshops | X | |||||||||
77
|
Ad hoc training for new products/tools used | X | X | X | X | X | X | X | X | ||
78
|
Working Group Support | Onboarding | Send registration info to member (SOI) | ||||||||
79
|
Add member to WG mailing list | X | |||||||||
80
|
Welcome email with supporting documents regarding WG | X | |||||||||
81
|
Newcomers Webinar | ||||||||||
82
|
Drafting support of WG Charter | ||||||||||
83
|
Drafting support of WG Purpose statement | ||||||||||
84
|
Drafting support for WG documents | X | |||||||||
85
|
Communications | Wiki Support | Space provided/available | X | X | X | X | X | X | X | X |
86
|
Content uploaded | X | |||||||||
87
|
Manage space | X | |||||||||
88
|
GNSO / ICANN Website Support | Update SOAC leaders/Council members on website | |||||||||
89
|
Update relevant materials (recordings, meeting dates, etc) | ||||||||||
90
|
Website Support | Update all relevant materials and information on website | X | X | X | X | X | X | X | ||
91
|
Activity Summary | ||||||||||
92
|
News sent to members via mailing lists | X | X | X | X | X | X | X | X | ||
93
|
Communications | Social Media Updates | Maintain Youtube Channel | X | X | X | X | X | X | X | X |
94
|
Maintain Flickr Page | X | X | X | X | X | X | X | X | ||
95
|
Digital documentation of sessions at ICANN meetings | ||||||||||
96
|
Podcasts | ||||||||||
97
|
Twitter Updates | X | X | X | X | X | X | X | X | ||
98
|
Facebook Updates | X | X | X | X | X | X | X | X | ||
99
|
Give Presentations upon request | X | X | X | X | X | X | X | X | ||
100
|
Publications & Printing support | X | X | X | X | X | X | X | X | ||
101
|
Surveys | Draft survey questions | X | X | X | X | X | X | X | ||
102
|
Input questions in survey tool | ||||||||||
103
|
Pre/Post ICANN Meeting Video | Cutting & Editing of Video | |||||||||
104
|
Mailing List Management | Set up | Liaise with Tech Support and Chairs for requirements and set up | X | X | X | X | X | X | X | X |
105
|
Management | Add/remove users as required | X | X | X | X | X | X | X | X | |
106
|
Manage "bounces" or errors | X | X | X | X | X | X | X | X | ||
107
|
Community Requests and Queries | Respond/deal with ad hoc community questions or requests | X | X | X | X | X | X | X | X | |
108
|
Membership Database | Maintain membership database | X | X | X | X | X | X | X | ||
109
|
Update new primary & secondary contacts | X | X | X | X | X | |||||
110
|
Add new members/leaders to GNSO/ICANN website/Relevant Wiki Space | X | X | X | X | X | X | ||||
111
|
Membership Applications | Due Diligence | X | X | X | X | X | ||||
112
|
Regional advice | X | X | X | X | X | |||||
113
|
Liaise with Chair for approval/ assesment | ||||||||||
114
|
Set up leadership vote | X | X | X | X | X | X | ||||
115
|
Welcome & send materials to new member | ||||||||||
116
|
Update website/Wiki space with new member information | X | X | X | X | X | X | ||||
117
|
Inform legal team of new member | ||||||||||
118
|
Language Services | Website/Wiki translation | X | X | |||||||
119
|
Live Interpretation of meetings/calls | X | X | X | X | ||||||
120
|
Translation of key documents | X | X | X | X | X | X | X | X | ||
121
|
Transcripts translation / availbility in recorded language | X | X | X | X | ||||||
122
|
ICANN Academy | Leadership skill training | |||||||||
123
|
Knowledge training for new leaders | ||||||||||
124
|
|||||||||||
125
|
KEY | ||||||||||
126
|
|||||||||||
127
|
Symbol | Definition | |||||||||
128
|
X | Service currently provided | |||||||||
129
|
! | Service should be provided | |||||||||
130
|
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131
|
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132
|
Updated August 12th, 2014 |