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Department for General Assembly and Conference Management

Documents Planning Unit

The upstream work of the Section is in the hands of the Documents Planning Unit.  It interacts with all author departments within the Secretariat, the conference management teams of intergovernmental bodies, and Permanent Missions to see to it that manuscripts are submitted predictably.  Based on the slotting system, which was instituted in 2002, it prepares workload forecasts for processing units within the Department to serve as the basis of capacity planning, the goal of which is to ensure the most efficient use of resources.

The Unit functions as the clearing-house for documents to be considered by the General Assembly, the Economic and Social Council and their subsidiary bodies in New York.  It reviews the resolutions adopted and decisions taken by intergovernmental bodies and verifies that all pre-session parliamentary documents – those required for the consideration of deliberative bodies during their sessions – are prepared and submitted in conformity with the legislative mandates.  The mandate is the “reason for being” of the document:  the request from an intergovernmental body for information on a particular topic that it wishes to examine at a given session and on the basis of which it takes action.

The steps in that process, or the links in that chain, are the following:

The database of the Unit, the Documents Information Manager or DIMO, has been designed as a management tool to monitor submissions.  Should a forecast manuscript not reach the Unit on the targeted date, for example, enquiries will be made as to the reasons for the delay and remedial action will be suggested if that is deemed necessary.  The Unit also provides chairpersons of intergovernmental bodies with up to date document service reports before the beginning of the session either in the form of official notes or electronic messaging.

The following are among the tasks of the Unit:

 

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Last Update: 23 January 2014 / Ruth RAMIREZ