Emergency contacts 3 options

• Paper-based traditional system
• Google Form and Sheet
• Integrated in HR suite

• Staff is given Form and envelope with his/her name printed in front
• Staff writes the emergency contact name and details, then seals the envelope, then returns to GA
• All envelopes secured in safe or locked drawer
• Envelope is opened in event of emergency

• Emails staff with Google Form url to request for info
• Employee fillsform which auto populate into Google Sheet
• Over time, employee can edit the info provided
• Google Form url:
• Google Sheet url:

This feature is built into all HR/ Finance software suites.

Sample implementation: https://help.employmenthero.com/hc/en-sg/articles/360000956916-Manage-an-employee-s-emergency-contacts

Jessie's access: Important to ensure Jessie's access to iutcapprc2023@gmail.com eventually.

In the meantime, remember to Grant Jessie.certis@gmail.com Editor access to all forms and Google Sheets created.

P&C info provided by staff on who to inform in event of Emergency. This will be accessible only by Joseph and Lee Hong.

Google Form created. Duplicated from 22REB. Ask Jessie to check whether to drop questions like appointment, etc

Prepared in Google Forms to be sent.

Brief - We need to keep a record of EMERGENCY Contacts - for Internal Staffs, thus could you do a mock up on G Form - I leave to you to design the 1st cut, and we can review it -need not by this week - Mid Feb be good = ie ready to go.

I guess Jessie shall be or have - told you about the next REB - May - thus - need same form - May include a section - to include - Details of Travel Insurance (optional) - we can review it, once u done the 1st draft

Questions about REB:

• will it be the 22nd REB?
• what are the dates and venue?

Joe presented the HR Digitalisation Project Slides and it was approved without questions

Next step: Itemising requirements: must-haves vs good-to-have

Project: Barcodes

• Pending sample photos

Project: Email list

• Pending Database view

Project: Barcodes

Project: Email list

Project: HR As A Service

WinZip encryption keys:

• 21REBMay2024 - for 21REB

Inventorise laptops and OS/Office software

Laptops include: IBM/Lenovo ThinkPads, Acer and HP.

Scan barcodes using mobile phone?

To propose a solution (preferably self-help) to manage or keep updated the different emails of affiliates and their key officers.

You currently manually maintain a spreadsheet/database of these email addresses. We can look into finetuning the steps to streamline the process.

1. Save current spreadsheet in Google Sheets
2. In ituc-ap.org Outlook, send out 60+ mail-merge emails (one to each affiliate)
   1. request verify key members and email addresses
   2. requests to amend data should be via Google Form which will automatically append data in above Google Sheet
3. Note the bounced emails and apply special handling
   1. note which email addresses are no long valid: contact others in affiliate or resort to phone contact
   2. if emailbox is full, consider retrying

• Mailman mailing list software is available on the webhost to help “mass mail” all your affiliates and manage responses. Can also be used to send out your conference circular notices
• Google Form/LimeSurvey helps organise responses from affiliates for requests to amend contact email/phone numbers

• Create/Share a “database” where an automated email can be triggered to check that email addresses are still valid and correct, and to identify affiliates where data is missing.
  • every year, a month before a major email, send mail merge emails to each of the 62 affiliates to confirm their email addresses validity.
  • if possible, have website that they can self help
• Pareto Principle (80-20 rule): Identify/Isolate the 20% recalcitrant offenders
  • Manually check to ensure updated
• Software available: Mailman on Cpanel and online polls including LimePoll

To propose a digital solution to manage ITUC-AP's HR and Finance functions such as leave, claims, payroll, etc.

Given the very small number of staff (<20) involved, it is simply not feasible to set up an integrated HR-Payroll-Finance platform. It is not only expensive but also require very substantial commitment of staff time/resources to setup, configure and maintain any solution.

If you need, I can go dig up some numbers for the above, in the coming fortnight. When did you say is your meeting to present this ?

Engage a vendor to host a HR solution in the cloud. The services available are:

• HR Hub: one-stop dashboard view
  • Personal HR Information
  • Company Information
  • Visual Organisation Chart
  • Employee Directory
  • Shared Company Calendar
  • Company News and Events Feed
• Leave management
  • integrates with team calendar
  • staff can request leave, check balance and accruals
• Claims
  • streamlines staff claims processes
• Payroll
  • integrates with leave and claims
  • download monthly payroll reports
  • download CPF submission files

Focus on Swingvy: https://www.swingvy.com/sg/home

• Cost estimate: $10-$15 per employee per month, i.e. <$5,000 per year for ITUC-AP
• PSG Grant funding: https://www.swingvy.com/sg/psg
• Swingvy review: https://www.payrollpanda.my/reviews/swingvy/ *
• Competitors
  • Info-Tech HRMS
  • Payboy software

ituc-ap.events

http://www.poznet.com/clients
iutcapprc2023@gmail.com
JjK123 (in full)

GA Zoom Meeting
Date: Tuesday 20 Feb 2024
Time: 1.30pm to 2.00pm

Attendance: Joseph, Jessie, KohSH (JJK - JuJutsu Kaisen)

Su Haw will update the website by 4pm today on:

• WSF 2024 press release
• The following updated stats: “As of January 2024, the ITUC-AP has a total paying membership of 23,519,770 from 62 affiliated organisations, representing over 24 million working people and an effective membership of 60 million, from 36 countries and territories in the Asia-Pacific region.”
• Append auditors to VP listing
• Double-check and verify that the website information tallies with the “new” Constitutional Bodies document dated 19 Feb 2024

Joseph and Jessie will test-run and feedback on the Google Form created for 21REB

Joseph will:

• attempt to find out who the domain registrar for ituc-ap.org is.
• touch base with Joy with regards Webworx
• How to remove the list of VPs and replace with a downloadable Constitutional Bodies PDF file
• Remove or improve the About Us - Affiliates to improve the filtering display or remove it altogether.

Jessie will reach out to Finance to enquire what fields/information they require for 21 REB. We will publish the information they require on a website dashboard which they can access anytime for updates. About a week before meeting when the information is finalised, Jessie will download the Google Sheet as an Excel file and send to Finance.

We are all used to the Silo way of doing our work. Some features include:

• Learning a skill and 'protect' it, gradually imparting it to loyal disciples
• Guarding information like a resource to be used as leverage
• Clearly demarcating between work that is within our outside one's domain: “Not my business.”
• Refusing to venture to learn or help others

• Information flows much more freely
• There are many alternative sources of information besides your boss
• Many online resources available to learn new skills
• Greater need to collaborate with teammates across different disciplines
• Lower staffing levels forces staff to multi task and stand in for colleagues who are not available, less buffer unlike before
• Higher tolerance for can-do, instead of waiting in vain for perfection

Joy marked out her “space/territory” as a Commications specialist. And she outsourced the “production/publication” of her content to Webworx. She see herself as a editorial person, whereas website stuff are work done by “techies”, not herself. While this may be a viable option in the past when general “tech” knowledge and skills are low and applications are not user-friendly, it is no longer the case now.

While websites used to require teams of individuals with different and mutually-exclusive skillsets to come together to publish something, nowadays some web content are produced by individuals, not teams. And even in teams, many are multi-skilled to be able to ease into each other's roles when the need calls for it.

For the website, keeping the clear demarcation between ITUC-AP and Webworx is not only costly but also hampers effectiveness and organic growth. In terms of ownership, ITUC-AP currently “owns” the content but depend on Webworx for the publication. Any new content ITUC-AP wants published will need to fit into the templates already created by Webworx. Whenever ITUC-AP wants to break out of the templates (e.g. add the Constitutional Bodies section/document), Webworx need to be engaged.

Going forward, ITUC-AP should “own” the whole end-to-end process. This will also allow ITUC-AP to explore possibilities previously unavailable or not considered.

Started in Nov/Dec 2021, with content going back to 2007 when ITUC-AP first started.

Costs

• Webflow: USD 276 yearly (or with 22% discount: USD 215.28)
  • Custom domain
  • 150 pages
  • 2,000 CMS items
  • 1,000 monthly form submissions
  • 3 content editors
  • 200GB bandwidth
  • 250k visitors
  • Current billing period: November 24 2023-November 24 2024 (should remove Amex payment method)
• WebWorx

Migrate ituc-ap.org to a webhost such as PozHub.

You can easily create new WordPress instances to host multiple new events on sub-domains such as:

• 6rc.ituc-ap.org (Regional Conference)
• 24rgc.ituc-ap.org (Regional General Council Meeting)
• 24wcm.ituc-ap.org (Women's Committee Meeting)
• 16ylc.ituc-ap.org (Youth Leadership Course)
• 2024roc.ituc-ap.org (Regional Organising Academy)
• etc

Cost-wise,

PozNet Web-hosting Special 2 (costing $150/year vs $100/year for Special 1) comprises:

• 10 GB disk space (vs 2 GB for Special 1)
• 01 Addon Domain (vs 0 for Special 1)

Additional benefits:

• web forms hosted on same domain ituc-ap.org , instead of google
• can create/host photo galleries

Hi Joseph,

For the immediate future, you should continue to work with Webworx Design Studio to maintain and update content on www.ituc-ap.org website. You recently renewed your annual Webflow subscription and the current cycle runs to end-Nov 2024.

Currently your website is hosted on the Webflow platform, for which you are paying a “CMS” annual subscription of USD215.28 (USD276 minus 22% discount). In 2021, you engaged Webworx Design Studio to create your current website with news/events articles going back to 2007 when ITUC-AP first started.

Webflow is a good Content Management System and offers interesting features which are useful for managing complex websites. For simpler websites like ITUC-AP's, your needs are somewhat simpler. Webflow incorporates many features that you don't use nor need. These features make updating the website more complicated than need be.

Proposal: migrate the website to a simpler and more flexible webhost which allows you to “pick and choose” features/modules that you can easily “add on”.

Plan of action:

• Engage a webhost
• Recommendation: Pozhub Special 2 package which offers 10GB diskspace
• Replicate current content onto new webhost
• Validate all content has been copied correctly
• Transfer domain to new webhost
• I need to know your current ituc-ap.org domain registrar contact. It seems to be: Network Solutions, LLC and was renewed for 5 years from Apr 2022.

Points to note:

• The new website will not be an exact replica of the existing one
  • it will have fewer “bells and whistles” (e.g. animated transitions, etc)
  • focus will be on ensuring content accuracy (text and photos) in the initial months, other features can be added on over time
• The officers currently adding content to the website will continue to do so
  • Instead of Webflow platform, we will probably migrate the dynamic content to WordPress
  • WordPress is a more user-friendly platform with much wider adoption and support resources available
  • Comms officers will be given Editor access to update content
• The new webhost offers many interesting “self-help” modular “extensions”
  • These can be explored over time and introduced whenever appropriate
  • This evolutionary approach promotes iterative learning among staff

With ituc-ap.org as the main domain, you can (for specific purposes) create new sub-domains such as:

• 24rgc.ituc-ap.org (Regional General Council Meeting)
• 6rc.ituc-ap.org (Regional Conference)
• 24wcm.ituc-ap.org (Women's Committee Meeting)
• 16ylc.ituc-ap.org (Youth Leadership Course)
• 2024roc.ituc-ap.org (Regional Organising Academy)
• etc

It is prudent to allocate 6 weeks to ensure the successful full website migration, from the day you decide to do so.

Cheers.

https://forms.gle/JiCbQSdSfGwdLPNL7

21st REB Meeting Google Form for delegates ready for you to “test-run”

whatever you submit will be captured in Google Sheet: https://docs.google.com/spreadsheets/d/10vZlIUKUFQt-lfaHvcwjbvveP-ZJQs6C1uhb2-Z3DZs/edit?usp=sharing

currently, Sheets is in “raw” format. i'll do it up later to be more “user-friendly”, i.e. more like the Master File Excel sheet

5itucaprc.info
Expiring 3/4/2024

5itucaprc2023.org
Expiring 3/4/2024

23itucaprgc.org
Expiring 3/5/2024

5itucaprc.events
Expires On May 11, 2024
Using also for webmaster@5itucaprc.events

https://webflow.com/dashboard/login?r=https%3A%2F%2Fwebflow.com%2Fdashboard%2Fsites%2Fituc%2Fgeneral&m=VG8gcHJvdGVjdCB5b3VyIHNlY3VyaXR5LCB5b3UgaGF2ZSBiZWVuIGxvZ2dlZCBvdXQgYmVjYXVzZSB5b3Ugc2lnbmVkIGludG8gV2ViZmxvdyBmcm9tIGFub3RoZXIgbG9jYXRpb24gMTUgaG91cnMgYWdv

webmaster@5itucaprc.events r321r321R#@!

Email: media@ituc-ap.org
Password: !+Uc@PWeb$!+3

WinZip encryption keys:

• 20NovBangkok - for 5RC
• 19NovBangkok - for 24th RGC

MS Outlook:
webmaster@5itucaprc.events
zaphoD0!!

SP: Self-Paying:

• Long: https://docs.google.com/spreadsheets/d/e/2PACX-1vQcaMb882un1JO4DbeI2UJcbFDZKX8nx42vuMfprPxb7uO4pw3h1ARKZt671ji_bQFmBfrUNKnub7Dm/pubhtml?gid=785451158&single=true
• Short: https://comma.sg/m/spd
• Shorter: https://m.comma.sg/spd

FA: Financially-Assisted:

• Long: https://docs.google.com/spreadsheets/d/e/2PACX-1vTBnbiS9rCqOmesqFQEIBdLag02JUbfXAXSF1vp1zCkJpomms450JmliJVK96aHEKebNX_l4BNCR8lW/pubhtml?gid=596421145&single=true
• Short: https://comma.sg/m/fad
• Shorter: https://m.comma.sg/spd

Guests:

• Long: https://docs.google.com/spreadsheets/d/e/2PACX-1vRxD81Tzrk_7usKY3hdooQ4iYs1CMCjcorARU-AECoH2yvo78SQlL5BaG664R-8ItGODY2srnUD7mKL/pubhtml?gid=1245182629&single=true
• Short: https://comma.sg/m/gud
• Shorter: https://m.comma.sg/gud

Dashboards:

• Self-paying participants
• Breakout sessions
• Conference Programme

Customer #: 571057552
password: r321R#@!!!

Google Forms/Drive login:
iutcapprc2023@gmail.com
#Today1234567

https://www.jotform.com/myforms/
Email/Password:
media@ituc-ap.org
!tuc@P018989

Download nominations every Monday

Please confirm: that the plan is to produce a new Interoffice Memo to replace the one circulated on 1 Sep 2021.

In that regards, I seek clarifications on the following:

• In the 2021 memo, you have highlighted in yellow the section on Administrative Procedure for Staff Travel. What is your intention ?
• The new Draft Memo seem to be taking largely from Reference 2 in the 2021 Memo (starting from page 12). Will you want all the other sections in the same new Memo ?
• Please advise on who your intended audience is for the new Memo.
• In both documents, you included a section titled “Communication Guidelines (Joy)” but without content. What is the intention of this ?
• Are there other new sections you would like to add to this document ?

Logged hours: 8.00am to 12noon
Group Phonecall (WhatsApp): 13:41 2.42pm

Found way to pre-ink form, i.e. parse details from URL

Prepared Transpose formulae in Google Sheets

Logged hours: 8.00am to 12noon

Done up the Nomination and Delegation forms

Logged hours: 9.00am to 10.00am
Phonecall (WhatsApp): 46:07 2.57pm

List of Delegates and Representatives form translated into Google Forms and Sheet

Logged hours: 2.00pm to 5.00pm
Phonecall (WhatsApp): 42:10 4.05pm

https://5itucaprc.events/ ready for presentation

https://5itucaprc.events/ version 0.5 for review

Logged hours: 2pm to 5pm

Registered 5itucaprc.events and migrated over.

Created new email accounts for admin and webmaster. Web forms now go to webmaster.

Verified the Forms' URLs remain unchanged.

Cleaned up Document downloads page

Logged hours: 9.30am to 1.30pm
3.30pm to 5.30pm

Create Nomination Submission page, upload Nomination Forms, email Joseph on hyperlinks

Change webmater to webmaster
Very easy to change from .info to .events

Change Theme, Layout, Top photo/picture

Logged hours: 8.30am to 12.30am
Phonecall (WhatsApp): 33:50 8.52am

Register and publish https://5itucaprc.info/ website builder 1-year plan

Create email addresses:

• webmaster@comma.sg
• admin@comma.sg

Put the hotel venue and dates somewhere

Logged hours: 2pm to 4pm

Create password protected directory

Consider registering admin@5itucaprc.info/

Outstanding:

• Files for document downloads
• confirm protected files password

Multiple instances of different apps on Pozhub. Can accommodate password protected document downloads. Subdomains can accommodate multiple years.

Ease of use on GoDaddy. Fewer but nicer templates.

Logged hours: 10.30am to 12noon
Phonecall (WhatsApp): 39:17 10.28am

to recap on timeline:

• just before GoDaddy's site build free trial ends on Wednesday, i will mark it up to clearly identify it is a draft WIP and “publish” it on https://5itucaprc2023.info/ and see if GoDaddy removes everything after free trial expires (seems like that was what happened to what you did on https://23itucaprgc.org/
• assuming GoDaddy really removes everything, then i'll simply recreate everything ready as version 0.5 onto https://5itucaprc2023.org/ before end of Friday 12 May 2023
• then need to subscribe site builder until at least end Nov 2023, i.e. SGD 20 x 7 months = SGD 140

Registration V1.0 - Link - https://forms.gle/6J8xeCt2EHWmq2z56

Logged hours: 11am to 12noon

Done up version 0.1 of Downloads minisite which is access/password protected

ITUC-AP's Social Media links:

• https://facebook.com/itucasiapacific
• https://twitter.com/itucasiapacific
• www.linkedin.com/company/international-trade-union-confederation

Logged hours: 2.30pm to 4.30pm

Researched plans and options

order history: 26.97 (23itucaprgc) + 62.93 (5itucaprc2023) = SGD 89.90

PozNet option: SGD 165/year for itucap.sg domain

Terminate Premium website builder next Wednesday 10 may or pay SGD 19.99/month

Next step: item action plan:

• Publish draft website 0.1
  • Main page
    • Welcome header: need a much better and more representative photo/picture
    • Quick Links
      • Registration: To hyperlink to Google Form
        • should change photo illustration
      • Bangkok, Thailand: Link to the 90-page very informative and colourful Amazing Thailand brochure
        • Question: Do we want to produce page of Bangkok attractions ? Or gallery of tourist sights photos ?
        • Permission to approach TAT for assistance
      • Visa requirements: Links to their eVisa application website
        • see if can find better photo
    • Downloads: Will need to remove these sample PDFs
    • Contact Us:
      • To confirm email address: ituc-ap-rc@comma.sg ?
      • To confirm if we want a WhatsApp button and whose number to connect to ?
      • FAQs: to be updated
    • Footer:
      • to confirm if want Facebook and Twitter links and whether have Intergram/ YouTube/ TikTok/ etc ?
      • the chat button currently pops up a email webform that sends to joseph@ituc-ap.org
• Confirm if need additional pages, e.g. tourist info, hotel venue details, conference agenda

Logged hours: 2pm to 5pm
Phonecall (WhatsApp): 25:04 @9.38am

• registration
• visa
  • https://www.thaievisa.go.th/
  • https://www.thaievisa.go.th/tourist-visa
• Bangkok tourism information
  • https://www.tourismthailand.org/
• hotel info
• download
• FAQ

version 0.9 by 15 May 2023
version 1.0 by 20 May 2023

Webmaster hourly rate:
https://www.ziprecruiter.com/Salaries/Webmaster-Salary-per-Hour
USD30

https://www.visitsingapore.com/en/
https://www.visitsingapore.com/travel-guide-tips/travel-requirements/

1. Travel requirements
   

https://www.visitsingapore.com/travel-guide-tips/

1. Traveller Essentials:
   

https://tih.stb.gov.sg/content/tih/en/marketing-and-media-assets/digital-images-andvideoslisting.html

1. Tourism Information Media Assets

Mimic this congress site. https://congress2022.ituc-csi.org/

Joe

From: Joseph Lee Shin Woei - ITUC-AP Sent: Saturday, 4 March 2023 6:31 PM

Subject: RGC & RC Website - DRAFT 0

NOT TO FORWARD YET

https://23itucaprgc.org/

https://5itucaprc2023.org/

Hi All,

I did a Zero Draft for the 23rd RGC & 5th RC – Website.

1. I have not done hands-on for a long time but these take just an hour or so.
2. Do take a look and think of what else we can add to, comments, etc.
3. Going forward we shall move towards more digital – self-service for our events.
4. These are not linked to our main website so no concerns about security; shall add other necessary security, such as identifying who and whom.
5. Likely may get some ad-hoc chaps to do the details … etc.

Joseph

We bought domain 5itucaprc.events from and hosted the website on GoDaddy for ITUC-AP 5th Regional Conference held in Bangkok, Thailand.

The website costs are as follows:

How GoDaddy works:

• Register one or more domains with GoDaddy
• 1 week free trial of Websites + Marketing which is a website-builder, coupled with web- hosting. After trial is over, whatever you create/design there is moved to a long and convoluted GoDaddy domained website. If you want to show on your domain content created with their web-building, you need an ongoing subscription of Websites + Marketing
• Nice thing is that if you have multiple domains, whatever you have created using Websites + Marketing can be very easily transferred to other domains (i.e. removed from old domain and moved to the new one)
• Anything additional you need, e.g. email addresses with your domain name are additional subscriptions. They have tied up with Microsoft 365 for their email solutions.
• There is no separate file uploading functionality. Can't even make minute tweaks to your websites manually.
• There is a WordPress option which I haven't explored

Register new domain ituc-ap.events, bearing in mind that ituc-ap.org is the “parent” domain. And this is an ideal TLD domain because it focuses on events held by ituc-ap.

With this new domain, you can easily create new WordPress instances to host multiple new events on sub-domains such as:

• 6rc.ituc-ap.events (Regional Conference)
• 24rgc.ituc-ap.events (Regional General Council Meeting)
• 24wcm.ituc-ap.events (Women's Committee Meeting)
• 16ylc.ituc-ap.events (Youth Leadership Course)
• 2024roc.ituc-ap.events (Regional Organising Academy)
• etc

Cost-wise,

PozNet Web-hosting Special 2 (costing $150/year vs $100/year for Special 1) comprises:

• 10 GB disk space (vs 2 GB for Special 1)
• 01 Addon Domain (vs 0 for Special 1)

Additional benefits:

• web forms hosted on same domain ituc-ap.events, instead of google
• can create/host photo galleries

This is a good-to-have, not must-have, especially if the website does not feature any e-commerce or sensitive/confidential information.

Consider adding SSL certification. Pozhub charges $189 (1st year), $162 (per year thereafter). Whereas GoDaddy charges SGD 60/year.

Not sure if it protects sub-domains too, likely not.