3 intranet requirements v0_13
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ESSEX COUNTY COUNCILINTRANET PROJECT - INFRASTRUCTUREFUNCTIONAL & NON-FUNCTIONAL REQUIREMENTSIssued 1st July 2014Procurement Project 2390
Contents1SharePoint 201042Functional Requirements42.1Content Authoring & Branding42.2Search52.3Navigation62.4Page Specific62.5Workflow112.6Content Lifecycle122.7Online Forms / Surveys / Polls142.8Documents, Images & Video142.9External Links & Social Media142.10Analytics & Reports142.11Managed Metadata153Non-Functional Requirements163.1Performance and Capacity163.2Handover and Support163.3Security163.4Accessibility & Usability173.5Deployment, Integration and Constraints173.6Extensibility184Appendices194.1Standard for SharePoint Governance194.2Content Workflow Process194.3Content Lifecycle Process194.4Branding Guidelines194.5Information Architecture194.6Page Layouts194.7Content Lifecycle Examples19
Document Control
Date
Version
Author(s)
Comments
16/05/14
V0.1
S Parr / N Ward
Initial draft
11/06/14
V0.4
N Ward
Notes from ITT review meeting
12/06/14
V0.5
N Ward / S Parr / G Shrimpton
Review following output of IA work
12/06/14
V0.6
N Ward / S Parr
Further refinement of requirements
13/06/14
V0.7
N Ward / S Parr / S Adams
TDA initial review
16/06/14
V0.8
N Ward / S Parr / G Shrimpton
Reformatting, number and further IA tuning
17/06/14
V0.9
N Ward / S Parr
Specific page layout requirements added
23/06/14
V0.10
N Ward / S Parr / G Shrimpton
Evaluation criteria updated and requirements clarification.
25/06/14
V0.11
N Ward / S Parr / G Shrimpton / S Adams
Changes to search requirements following steering board meeting, formatting for evaluation.
25/06/14
V0.12
S Parr, S Adams
Updates to Non Funcs
26/06/14
V0.13
N Ward / S Parr / S Adams / G Shrimpton
Final review and update of appendices
SharePoint 2010
Important ITT Change Message: Bids will now only be accepted for SharePoint 2010
SharePoint 2010 is the current CMS and Collaboration platform across the wider Essex County Council organisation. A recent review has been undertaken in line with the ECC Enterprise Architecture Principles and IS Strategy, to assess the impact of upgrading this environment to SharePoint 2013 as part of the Intranet project.
This review highlighted a number of significant issues relating to the impact on cost, supportability and the timescales of the project if the environment were to be upgraded in the immediate future.
Therefore, we are only asking bidders to provide solutions based on the configuration on the existing SharePoint 2010 environment, and will not accept bids that are predicated on any other SharePoint version.
Functional RequirementsContent Authoring & Branding
Ref
Priority
Requirement
Please refer to the ECC Brand Guidelines Appendix 4.4 and Content Types Appendix 4.7.
Please note: the ECC Brand Guidelines are currently under review so the colours shown on the page layouts may be changed before the implementation.
FR2.1.1
Must
The configuration will allow Authors to be able to create new content or edit/delete/un-publish existing content.
FR2.1.2
Must
By default all requests for creating, editing deleting and un-publishing content will follow the workflow process, as defined below.
FR2.1.3
Must
Authors will assign an owner to every new piece of content upon creation.
FR2.1.4
Must
Authors will assign an appropriate defined set of metadata to the new content upon creation.
FR2.1.5
Must
By default the configuration will enable version control for 5 major and 3 minor versions of all content.
FR2.1.6
Must
The configuration will enable content to be archived based on content type.
FR2.1.7
Must
Authors will be able to specify a start date for content. The content will be become visible automatically on this date.
FR2.1.8
Must
Authors will be able to specify a future end date for content. The content will be automatically unpublished on this date so it is no longer visible to site users
FR2.1.9
Must
All master page and page layouts created will comply with Essex County Councils branding guidelines.
FR2.1.10
Must
The master pages and page layouts will be based on the supplied Information Architecture, Content Types and Visual Designs.
FR2.1.11
Must
The configuration will restrict the content formatting options for Authors to only those that meet the corporate branding guidelines
Example: Authors cannot change the font size or colour when entering Article page content.
FR2.1.12
Must
The configuration will allow the creation and management of all site content by non-technical authors
Example: The ECC communications team must be able to create and maintain content without requiring IS support.
Search
Ref
Priority
Requirement
Search will be a key function of the intranet, and it is expected that most site users will use this as their primary means of navigation.
As part of the content mobilisation strategy we are not migrating content directly from the existing intranet site, all content for the new intranet will be rewritten.
Please refer to Appendix 4.6 for details of the search and search results page layouts.
FR2.2.1
Must
The search will be fast and responsive.
FR2.2.2
Must
The search will return the most appropriate set of results for the search terms entered.
FR2.2.3
Should
The search results will be grouped by type of content.
FR2.2.4
Must
The search will only index and search pages and will not index or return documents.
FR2.2.5
Must
The search will have the optional ability to crawl, index and display content from other ECC websites.
Example: The search may return results from the existing Cabinet Meetings website.
FR2.2.6
Must
When enabled, search results from other ECC websites will be displayed under a separate grouped category on the search results page.
FR2.2.7
Must
As a user starts typing in the search box suggested search terms will be displayed to assist with searching (predictive search).
FR2.2.8
Must
The site will hold a site-wide dictionary of synonyms or old terminologies which will be used to ensure that searches return current and accurate results.
Example: A governance board has changed its name from CLT to CMB. When users search for CLT they will automatically see the results for CMB.
FR2.2.9
Must
The search will understand when a user misspells a search term and will provide the most likely results.
Example: If a user types Fuzzey Search the results for Fuzzy Search will be shown.
FR2.2.10
Must
When providing alternate results for misspelled searches the alternate search term that has been used will be clearly displayed.
FR2.2.11
Must
The search will understand and return relevant search results when a user adds or omits an ing or ed or s to their search terms (commonly known as stemming).
FR2.2.12
Must
The search will not solely rely on the upkeep of metadata to provide quality results.
Navigation
Ref
Priority
Requirement
Please refer to Appendix 4.5 and Appendix 4.6 for details of the site Information Architecture (content structure) and page layouts.
FR2.3.1
Must
Site navigation will be via a mega menu which can be displayed on all pages.
FR2.3.2
Must
It will be possible to show and hide the mega menu by hovering over or clicking on a toggle control on all pages.
FR2.3.3
Must
The content of the mega menu will be dynamically generated from a centrally held hierarchical list.
FR2.3.4
Must
The hierarchical list of mega menu items will be easy to maintain.
FR2.3.5
Must
The initial content of the mega menu will be based on the Information Architecture detailed in Appendix 4.5.
FR2.3.6
Must
The mega menu will display two levels of information from the Information Architecture.
FR2.3.7
Must
The mega menu will be able to display a maximum of 8 top-level items and 16 second-level items.
FR2.3.8
Must
The mega menu will display up to two Article Type pages alongside the second-level menu items.
FR2.3.9
Must
Each Article Type page in the mega menu will have the following customisable attributes:
If not populated it will not be displayed
Main Image
Main text (title)
Sub text (by-line)
Link
Link to news archive
FR2.3.10
Must
The Link to news archive on the mega menu will perform a search for items tagged with the term news.
Page Specific
Ref
Priority
Requirement
The requirements below refer to the page layouts in Appendix 4.6.
Site-Wide Layout
FR2.4.1
Must
The site header will include the Essex County Council branding.
FR2.4.2
Must
The site header will include the toggle control that will show and hide the mega menu.
FR2.4.3
Must
The site header on all pages except the Home and Search Results page will display a search box.
FR2.4.4
Must
By default the search on the site header will display the words What would you like to do?
FR2.4.5
Must
When entering text in the search on the site header the words What would you like to do? will disappear.
FR2.4.6
Must
After entering a search term in the site header the search will be triggered by clicking the magnifying glass icon or the Enter key.
FR2.4.7
Must
A Page Title will be shown immediately below the page header on all pages except the Home and Search Results page.
FR2.4.8
Must
The Page Title will show the name of the page and a back icon which will enable the site user to return the previous page.
FR2.4.9
All links displayed on site pages will change colour when the user hovers over them.
FR2.4.10
Must
The site footer will be consistent across all pages within the site.
FR2.4.11
Must
The site footer will display the page last updated date which will be the date that the page was most recently published.
FR2.4.12
Must
The site footer will display the page owner.
FR2.4.13
Must
The site footer will display a link to the search page on the legacy Intranet website
FR2.4.14
Must
The site footer will contain an option to Leave Your Feedback which will enable site users to provide email feedback via a mailto: with configurable subject line.
FR2.4.15
Must
The site footer will include voting buttons (thumbs-up or thumbs-down) to enable site users to indicate whether the page was helpful or not.
FR2.4.16
Must
When a site user clicks on either voting button the count shown beside the relevant button will increment by one.
FR2.4.17
Must
The site user will only be able to vote once for each page on the Intranet.
FR2.4.18
Must
The vote counts will be displayed and stored independently for each page.
FR2.4.19
Must
The site footer will contain an option to Request new content which will enable site users to provide email requests for new content via a mailto: with configurable subject line.
Announcements Functionality
FR2.4.20
Must
The configuration will enable the creation of announcements which will be shown on all pages immediately below the site header.
FR2.4.21
Must
Each announcement will have its own dismiss control.
FR2.4.22
Must
It will be possible for more than one announcement to be shown.
FR2.4.23
Must
When multiple announcements are present they will be displayed in separate boxes with individual dismiss controls.
FR2.4.24
Must
The configuration will enable announcements to be audience targeted based on user permissions where required.
FR2.4.25
Must
Site users can dismiss individual announcements by clicking on the dismiss control. Dismissed announcements will no longer show on any pages for the site user.
FR2.4.26
Must
Announcements will be created by authors with a separate Announcement Author role.
FR2.4.27
Must
The announcements functionality will make it mandatory for the author to set a start date and time and an end date and time for all announcements.
FR2.4.28
Must
Announcements will automatically appear and disappear from the site as specified by the start and end times.
FR2.4.29
Should
Announcements will not follow the workflow approval process as specified below; announcement authors will be able to self-publish.
1. Home Page
FR2.4.30
Must
The home page template will include a large main search box underneath the header.
FR2.4.31
Must
The home page template will include a number of content tiles in a fixed layout.
FR2.4.32
Must
All content tiles on the home page will have customisable attributes including:
Title
Info summary text
Background image
Text colour
URL
Hover effect (on/off)
FR2.4.33
Must
The home page template will allow for a number of different tile sizes in fixed locations:
Small square
Wide rectangle
Large square
Tall rectangle
FR2.4.34
Must
Each tile on the homepage will display an optional rollover effect when a site user hovers over the tile.
FR2.4.35
Must
The home page template will include a configurable panel with the following customisable attributes (shown as Latest Projects on the included page layouts):
Title (text)
Up to 4 customisable links
2. Quick Answer Page
FR2.4.36
Must
The quick answer page template will include a Content Description at the top of the page with the customisable attributes shown below:
Main text (title)
Sub text (by-line)
FR2.4.37
Must
The quick answer page template will include an Info Box panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Main text (title)
Content area (text / images)
FR2.4.38
Must
The quick answer page template will include a Warning Box panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Main text (title)
Content area (text / images)
FR2.4.39
Must
The quick answer page template will include a Table Content panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Main text (title)
Configurable table
FR2.4.40
Must
The quick answer page template will include a Related Links panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Hyperlinks
3. Article Page (will be used to display content such as news or blogs)
FR2.4.41
Must
The article page template will include a Content Description at the top of the page with the customisable attributes shown below:
Main text (title)
FR2.4.42
Must
The article page template will include a Main Image below the Content Description.
FR2.4.43
Must
The article page template will include a Main Content panel below the Main Image with the customisable attributes shown below:
Content area (text)
FR2.4.44
Must
The article page template will include a Special Point panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Main text (title)
Content area (text / images)
FR2.4.45
Must
The article page template will include a Content Panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Content area (text / images)
Content can be arranged in one or two columns
FR2.4.46
Must
The article page template will include a Related Links panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Hyperlinks
4. Profile Page
FR2.4.47
Must
The profile page template will include a Brief Summary panel at the top of the page with the customisable attributes shown below:
Main text (title)
Sub text (by-line)
FR2.4.48
Must
The profile page template will include a Bio panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Main text (title)
Content area (text / images)
FR2.4.49
Must
The profile page template will include a What We Can Do For You panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Main text (title)
Content area (text / images)
FR2.4.50
Must
The profile page template will include a How To Engage Us panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Main text (title)
Content area (text / images)
FR2.4.51
Must
The profile page template will include a Related Links panel with the customisable attributes shown below:
If content is not populated panel will not be displayed
Hyperlinks
5. Collection Page
FR2.4.52
Must
The collection page template will include a Brief Summary panel at the top of the page with the customisable attributes shown below:
Main text (title)
Sub text (by-line)
FR2.4.53
Must
The collection page template will include two Links panels displaying hyperlinks as defined below:
Priority Links
Lower Priority Links
FR2.4.54
Must
Both Priority and Lower Priority links panels will have customisable attributes as shown below:
If content is not populated panel will not be displayed
Content will be arranged in two columns
Link content will be automatically populated by pointing to the target page that is to be linked to
FR2.4.55
Must
Priority links will automatically populate with the following content from the selected target (where possible):
Page title
Content description (summary)
FR2.4.56
Must
The page title and content description (summary) text will remain editable.
FR2.4.57
Must
Lower Priority links will automatically display the following content from the selected target page:
Page title
FR2.4.58
Must
It will be possible to show any number of Priority and Lower Priority Links in each links panel.
6. Guide Page
FR2.4.59
Must
The guide page template will include a Guide Intro panel at the top of the page with the customisable attributes shown below:
Main text (title)
Sub text (by-line)
Content area (text / images)
FR2.4.60
Must
The guide page template will include a Journey Path panel under the Guide Intro panel that will display the Steps content in a visually attractive and intuitive way as per the page layout.
FR2.4.61
Must
The content displayed in the Journey Path panel will be automatically generated from the Steps content detailed below.
FR2.4.62
Must
Each box on the Journey Path panel will automatically display the following information from the Steps content:
Step number
Main text (title)
Content excerpt from Steps content
FR2.4.63
Must
Clicking a box on the Journey Path will automatically take the site user to the relevant Steps content below.
FR2.4.64
Must
The guide page template will include a Steps panel under the Journey Path panel that will display the steps required in a list format.
FR2.4.65
Must
An ascending step number icon will be automatically shown in front of each item displayed in the list of Steps.
FR2.4.66
Must
Each item in the Steps panel will include the customisable attributes shown below:
Main text (title)
Content area (text/images)
Content excerpt (text/images - displays in the Journey Path only).
7. Wizard Page (Decision Tree)
FR2.4.67
Must
The wizard page template will include a Main Question panel at the top of the page which will remain static for the duration of the page visit.
FR2.4.68
Must
The Main Question panel will have the customisable attributes shown below:
Main question
Sub text (by-line)
Start Now button
FR2.4.69
Must
When the Start Now button is clicked the first Question from the decision tree will be displayed.
FR2.4.70
Must
All Questions will include the customisable attributes shown below:
Main question text
Content area (text/images)
One or more choices which will link to the next step in the decision tree
A Change My Answer option to move back to a previous step in the decision tree
FR2.4.71
Must
When the site user clicks a choice the next Question in the decision tree will be displayed below the previous question, so that the user can see their path through the decision tree.
FR2.4.72
Must
When the user clicks the Change My Answer option on a previous question and selects a different answer all subsequent questions that were displayed will disappear.
FR2.4.73
Must
The site user will be able to keep clicking on choices until they reach the final answer (end point) of the decision tree.
FR2.4.74
Must
The buttons in Questions will work on a select one choice basis and it will not be possible to select more than one answer per question.
8. Search Result Page
FR2.4.75
Must
The search results page template will include a large main search box underneath the header.
FR2.4.76
Must
Each group of content types displayed on the main search results page will be clearly labelled.
FR2.4.77
Should
The grouped main search results will be ordered by relevance to the search term.
Example: For a search where the most relevant result is a Collection the results page will display the Collections first, followed by any less relevant results (all grouped by content type). On a different search where the most relevant result is a Quick Answer the results page will display the Quick Answers first, followed by any less relevant results (all grouped by content type).
FR2.4.78
Must
The search results page template will display a list of alternate options for finding content below the search results. These options (as shown in the search results page layout template) will be:
An email request for new content via a mailto: with configurable subject link
Links to additional searchable resources such as the legacy intranet or CMIS website, where users can search for content that will not be migrated to the new intranet.
Workflow
Ref
Priority
Requirement
Workflow is the means by which authored content is reviewed, approved and published by subject matter experts. Please refer to Appendix 4.2.
FR2.5.1
Must
There will be a set of defined roles within the workflow process; these roles will be created using a set of SharePoint Groups with matching groups in Active Directory.
FR2.5.2
Must
The workflow will be configurable at a site level so that sites can include or exclude workflow functionality (the default will be on for all sites).
FR2.5.3
Must
The workflow will create automated notifications to be generated and sent to the relevant people at all stages of the workflow process.
FR2.5.4
Must
The workflow will enable all automated notifications to include links to the appropriate SharePoint workflow screen, to enable users to approve/reject changes from within the notification.
FR2.5.5
Must
The wording in all workflow notifications will be provided by ECC.
FR2.5.6
Must
The workflow will enable an Author to send content to an Approver.
FR2.5.7
Should
It will be possible to select from a list of Approvers from a drop-down list.
FR2.5.8
Must
The workflow will enable a notification to be sent to the Approver to tell them that they have a workflow task.
FR2.5.9
Must
The workflow will enable the Approver to approve content submitted by an Author. This approval progresses the workflow to the Content Editor stage.
FR2.5.10
Must
The workflow will enable the Approver to reject content back to the Author. The Approver will include reasons for rejection.
FR2.5.11
Must
The workflow will enable a notification to be sent to the Author of rejected content by the Approver stating that the content was rejected and will include the reasons for rejection.
FR2.5.12
Must
The workflow will enable a notification to be sent to the Content Editor to tell them that they have a workflow task.
FR2.5.13
Must
The workflow will enable Content Editors to approve content which will complete the workflow, publishing the content and making it available to intranet users who have the relevant permissions to see that content.
FR2.5.14
Must
The workflow will enable a notification to be sent to the Author, Owner and Approver to confirm that the content has been approved by the Content Editor.
FR2.5.15
Must
The workflow will enable Content Editors to reject content back to the Author. The Content Editor will include reasons for rejection.
FR2.5.16
Must
The workflow will enable a notification to be sent to the Author of rejected content by the Content Editor stating that the content was rejected and will include the reasons for rejection.
FR2.5.17
Must
The workflow will enable the Content Editor to escalate content that is deemed to be an exception to an Administrator
FR2.5.18
Must
The workflow will enable a notification to be sent to the Administrator to tell them that they have a workflow task.
FR2.5.19
Must
The workflow will enable the Administrator to make additional changes to the content and metadata.
FR2.5.20
Must
The workflow will enable a notification to be sent to the Content Editor when the Administrator publishes content.
FR2.5.21
Must
The Administrator will be able to reject the content back to the Content Editor.
FR2.5.22
Must
The workflow will enable a notification to be sent to the Content Editor when the Administrator rejects content.
FR2.5.23
Must
It will be possible for Administrators and Content Editors to track content awaiting approval or review.
Content Lifecycle
Ref
Priority
Requirement
The Content Lifecycle is the means by which content will be regularly reviewed by content owners to ensure currency. Please refer to Appendix 4.3 and Appendix 4.7 for a diagram and examples of the content lifecycle.
FR2.6.1
Must
The wording in all lifecycle notifications will be provided by ECC.
FR2.6.2
Must
At each stage of the content lifecycle the content owners ADFS account will be validated to ensure it has not been disabled.
FR2.6.3
Must
If the content owners ADFS account has been disabled a notification will be sent to the content editors so that the content can be reallocated to a new owner.
FR2.6.4
Must
The content lifecycle will be configurable at a site level so that sites can include or exclude content lifecycle functionality (the default will be on for all sites).
FR2.6.5
Must
The content lifecycle will enable a default review date to be set against content based on the content type used.
FR2.6.6
Must
The content lifecycle will enable the content owner to receive a notification prior to the review date (based on the content type used) stating that the content requires review.
FR2.6.7
Must
The content lifecycle will enable the content owner to review the content at this initial review stage and confirm that the content is still valid.
FR2.6.8
Must
The content lifecycle will enable the content owner to request that an author edits the content.
FR2.6.9
Must
The content lifecycle will enable the review date to be automatically updated to the default review date for the content type when content is approved as part of the workflow.
FR2.6.10
Must
The content lifecycle will enable the content owner to review the content at this initial review stage and confirm that the content is no longer valid. The content will be unpublished with immediate effect and moved to the site recycle bin.
FR2.6.11
Must
The content lifecycle will enable the content owner to review the content at this initial review stage and manually set a specific date for the content to be automatically unpublished (no greater than the default review date based on the content type template). On this date the content will be automatically unpublished and moved to the site recycle bin.
FR2.6.12
Must
If the content has not been reviewed by the review date a notification will be sent to the content owner and their line manager as determined by Active Directory and the Content Editors, stating that the content still requires review.
FR2.6.13
Must
The content lifecycle will enable a notification to be sent to the owner when content is automatically unpublished.
FR2.6.14
Must
If the content remains un-reviewed for one month after the review date then the content will be automatically unpublished and moved to the site recycle bin.
FR2.6.15
Must
If the content remains un-reviewed for one month after the review date a notification will be sent to the content owner, line manager and Administrator stating that the content has been unpublished and deleted. This will give the content owner instructions on how to reinstate the content and resubmit to the workflow process.
FR2.6.16
Must
Content which has been placed in the site recycle bin will remain there for six months.
FR2.6.17
Must
Content which has been placed in the site collection recycle bin will remain there for an additional six months.
FR2.6.18
Must
The content lifecycle will only apply to published content.
Online Forms / Surveys / Polls
Ref
Priority
Requirement
FR2.7.1
Should
SharePoint will be configured to use the councils preferred forms solution, which is Achieve Forms. The software is an online system, supplied by the vendor Firmstep who have a SharePoint web part so that forms can be embedded in a page.
FR2.7.2
Should
The CSS produced for the site will not change the style of the Achieve Form within the web part.
FR2.7.3
Should
SharePoint will be configured to allow the creation of Website Polls.
FR2.7.4
Should
SharePoint will be configured to allow Website Polls to display onscreen in a web part.
FR2.7.5
Should
SharePoint will be configured to allow the results of Website Polls to display onscreen in a web part.
Documents, Images & Video
Ref
Priority
Requirement
FR2.8.1
Must
The configuration will allow the upload and storage of multiple document types, including PDF, Word, Excel, PowerPoint, Visio and Project.
FR2.8.2
Must
The configuration will allow the permitted document types to be linked to from web pages.
FR2.8.3
Must
The configuration will allow the permitted document types to be opened by all authenticated users.
FR2.8.4
Must
The configuration will allow the permitted document types to be opened by all authenticated users in a read only state.
FR2.8.5
Must
The configuration will allow the upload and storage of multiple image types, including jpg, gif, and PNG.
FR2.8.6
Must
The configuration will allow the permitted image types to be displayed in web pages.
FR2.8.7
Must
The configuration will make it mandatory for alt. text to be added to any images used throughout the site.
FR2.8.8
Must
The configuration will allow the embedding of videos in a web part within a page (including the use of embed codes from YouTube).
External Links & Social Media
Ref
Priority
Requirement
FR2.9.1
Must
The configuration will have the ability to add links to external websites / applications in content as well as any navigation menus.
FR2.9.2
Should
The configuration will have web parts to display social media feeds such as Facebook, Twitter and Yammer.
Analytics & Reports
Ref
Priority
Requirement
FR2.10.1
Must
The configuration will include Google Analytics code to allow for monitoring of site usage.
FR2.10.2
Must
The configuration will include Google Analytics code to allow for monitoring of documents viewed.
FR2.10.3
Should
The configuration will have a set of Report Hub sites for the Chief Executive and Executive Directors to access a set of MI documents.
FR2.10.4
Should
The Report hub sites will have granular permissions to allow for the Chief Executive and Executive Director to have a Read Only view of the documents which relate to their part of the organisation.
FR2.10.5
Should
The Report hub sites will have a role for a number of people to upload documents to the relevant report hub sites.
FR2.10.6
Must
It will be possible for site administrators to run a report which will display the voting counts for all pages on the Intranet.
Managed Metadata
Ref
Priority
Requirement
FR2.11.1
Must
SharePoint will be configured to allow for a number of Managed Metadata term store sets.
FR2.11.2
Must
There will be a term store set for a defined subject taxonomy (to be provided).
FR2.11.3
Must
Content Authors will select a subject from the taxonomy when creating all content.
FR2.11.4
Must
There will be a term store set for Author generated keywords.
FR2.11.5
Must
Content Authors will select one or more keywords when creating all content types.
Non-Functional Requirements3.1 Performance and Capacity
Ref
Priority
Requirement
NFR3.1.1
Must
For all user operations site response times will be under 3 seconds at maximum capacity (8,000 total users).
This will include:
Presentation of search results
Document upload
Document check out
It is acknowledged that bidders will not have control over the ECC SharePoint Platform and Infrastructure. However, the expectation is that any solution will be robust and efficient and will achieve the stated response times when tested directly on the server in isolation.
3.2 Handover and Support
Ref
Priority
Requirement
NFR3.2.1
Must
During the development process we require suppliers to engage regularly with our in-house IS support team to ensure effective knowledge transfer and support and handover.
Suppliers are requested to provide details of the proposed development methodology that will be used during the implementation and handover.
NFR3.2.2
Must
Suitable onsite user training will be conducted by the supplier. It is anticipated that core groups of users will be trained by the supplier on a train the trainer basis.
NFR3.2.3
Must
Tailored administration, support and training documentation for core groups of users will be provided by the supplier.
3.3 Security
Ref
Priority
Requirement
NFR3.3.1
Must
The configuration will utilise the Authoritys ADFS service to provide the end users with a seamless user logon experience.
NFR3.3.2
Must
The supplier will warrant that any additional plug-ins or controls that are specified in their solution will meet ECC IS Security requirements and will assist ECC with Security testing
3.4 Accessibility & Usability
Ref
Priority
Requirement
NFR3.4.1
Must
The solution will be intuitive and easy to use for end users, content authoring and workflow administration.
NFR3.4.2
Must
The configuration will meet current standards of compliance with the Equalities Act (formerly the DDA) and the accessibility of web content, in particular in relation to colour representation and graphs.
NFR3.4.3
Must
All HTML and CSS will be compliant to level AA of the W3Cs Web Content Accessibility Guidelines (WCAG 2.0).
NFR3.4.4
Must
The supplier will support compatibility on all commonly used browsers, and will specifically support IE8 and above as the current corporate standard browser.
NFR3.4.5
Must
All CSS will use relative font sizes to allow Internet Explorers Text Size options to change the size of fonts without compromising the usability of the site.
NFR3.4.6
Must
All master page and page layouts will use
Ref
Priority
Requirement
NFR3.5.1
Must
The configuration will be supplied as a scripted install file which can be applied to the existing ECC-hosted SharePoint 2010 environment
NFR3.5.2
Must
The configuration will integrate with ECCs ADFS to enable the identification of site users and to determine roles and permissions for all intranet users.
NFR3.5.3
Must
The configuration will include the creation of roles to support the content governance model as specified in the Standard for SharePoint Governance please refer to Appendix 4.1. Please confirm which SharePoint roles will be created to facilitate this governance model.
NFR3.5.4
Must
Suppliers will ensure that the solution provided functions effectively within the ECC IS infrastructure estate, allowing access and full functionality to users across ECC.
The ECC standard desktop environment currently includes MS Office 2010 and Internet Explorer 8, and the configuration will be compatible with these and more recent versions.
3.6 ExtensibilityRef
Priority
Requirement
ECCs SharePoint 2010 infrastructure is currently at Service Pack 2. We also regularly carry out cumulative updates to keep the environment securely patch in line with best practice.
NFR3.6.1
Must
The configuration will be flexible and will allow the addition of new features at a future date without the need to redesign existing functionality.
NFR3.6.2
Must
The functionality and features of the configuration will be transferable from SharePoint 2010 to SharePoint 2013.
NFR3.6.3
Should
The configuration will allow easy transition from an ECC hosted service to SharePoint 2013 in the Cloud (Office365).
NFR3.6.4
Must
The configuration (including any third-party plug-ins and controls) will allow future integration with Microsoft Enterprise Products including Lync, Outlook, BizTalk and Azure.
AppendicesStandard for SharePoint GovernanceContent Workflow ProcessContent Lifecycle ProcessBranding GuidelinesInformation ArchitecturePage LayoutsContent Lifecycle Examples1
Standard for
SharePoint Governance
This document is controlled and has been released electronically. The version on the ECC intranet is the up-to-date document. Hard copies are uncontrolled and may not be up-to
date. Users of hard copies should confirm the revision by comparing it with the electronically controlled version.
Essex County Council
Standard for SharePoint
Governance
Title
Essex County Council Standard for SharePoint Governance
Author/Owner Information Management IS
Status Draft
Version 1.0
Date March 2014
Review Date March 2015
Security Classification Not protectively marked
Approved by
Essex County Council Standard for SharePoint Governance
Page 2
Information Management IS Draft Version 1.0 February 2014
Contents
1. Introduction ........................................................................................................ 3
2. Intranet Principles ............................................................................................. 3
2.2. Managing Content Currency ............................................................................. 3
2.3. Managing Content Ownership .......................................................................... 4
2.4. Managing Content Approval ............................................................................. 4
2.5. Managing Content Metadata ............................................................................. 4
4. Roles and Responsibilities ............................................................................... 5
5. The Publishing Process .................................................................................... 6
6. Requests for new sites/ pages/ functionality .................................................. 7
7. Records Management ....................................................................................... 7
8. Approval and updating ......................................................................................... 8
Essex County Council Standard for SharePoint Governance
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Information Management IS Draft Version 1.0 February 2014
1. Introduction
1.1. The primary objective of this Standard is to establish the governance for the usage and management of Essex County Councils SharePoint Intranet environment in line with our Policy for Information Management and Security, and the 7 principles of information management (illustrated below).
1.2. The effective governance of the intranet will deliver principles 1-4 (above), being the solid foundation enabling a richer culture of information use, with significant benefits to strategy and policy development, communication and service delivery.
2. Intranet Principles
2.1. The following principles deliver an effective Intranet:
2.1.1. All content is current
2.1.2. All content is owned
2.1.3. All content is approved
2.1.4. All content has approved metadata to aid search
2.2. Managing Content Currency
2.2.1. No content will remain on the intranet for longer than 12 months
without having been reviewed by an Owner to ensure the content is still current, unless an exception is agreed. The Owner will receive a system
Essex County Council Standard for SharePoint Governance
Page 4
Information Management IS Draft Version 1.0 February 2014
generated notification that a review of the content is required. Content not reviewed will be automatically removed.
2.2.2. This 12 month period will run from the date of publishing or the date of the last review, whichever is most recent and will be managed within the metadata of all intranet published content
2.2.3. Exceptions to the 12 month review cycle policy will be considered by IMIS provided an alternative review or deletion period is agreed. No content will be without a review or deletion date.
2.3. Managing Content Ownership
2.3.1. The Author of content is assumed to be the Owner. An alternative Owner may be specified in the content metadata if this responsibility sits better with another role to support the long term management of the content.
2.3.2. Ownership is crucial to the ongoing management of the currency and reliability of content in that Owners will have the role of annually reviewing the information for which they are responsible.
2.4. Managing Content Approval
2.4.1. The routine approval workflow process will be for Authors to submit
content to a Content Editor. The Content Editor will assess the submission against the corporate Content Standards (see 3) and if the criteria are met, then the content will be published.
2.4.2. Where an additional level of approval has been requested, an additional workflow step can be added which permits an Author to request approval from an Approver. Subject to approval being obtained, the content will then be routed to the Content Editor for publishing
2.4.3. It is the Authors responsibility to understand the governance route their content must follow. Where a Content Editor has been informed of a policy relating to specific content which they manage where additional approval is required, then they have a responsibility to ensure the relevant approval is obtained before they publish.
2.5. Managing Content Metadata
2.5.1. Descriptive Metadata is information about content, such as the Author,
date created, title etc., which is stored in fields in a record associated with the content, and which provides standardised consistent information enabling enhanced management and powerful search capabilities. Good quality metadata is the means by which the fast effective locating of information on the intranet will be achieved.
Essex County Council Standard for SharePoint Governance
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Information Management IS Draft Version 1.0 February 2014
2.5.2. In acknowledgment of the value of standardised descriptive metadata, the system will require Authors to supply mandatory data about their content. Should this data not be provided then the workflow will not progress.
2.5.3. The Administrator will provide and maintain a number of approved term
lists to assist Authors in correctly describing their content and to ensure consistency of that description across all Council published content.
2.5.4. Certain fields of descriptive metadata may, with the approval of the Administrator, allow free text or the input of user created terms. This is designed to supplement the maintained terms where the Author cannot identify a suitable option. The Administrator will monitor the list of user generated terms and capitalise on these suggestions to further develop the maintained terms list.
3. Intranet Content Standards
3.1. The term content in this standard refers to text on site pages, documents and news items.
3.2. Content must be:
3.2.1. Reliable: The information should be an accurate and trusted source, not duplicated elsewhere on the intranet
3.2.2. Owned: Ownership of the information should be clearly stated so that the audience can direct feedback or queries to the appropriate Owner
3.2.3. Accessible: The information should be written in plain English, avoid acronyms and jargon, and where discussing technical concepts, be supported by explanatory aids such as glossaries, footnotes or links to support.
3.2.4. Maintained: The information must not be out of date, and links to other
content must direct correctly to the intended resource
3.3. Further useful guidance is available on the following resources: Guidelines for publishing documents on the Internet, Getting the Writing Right
4. Roles and Responsibilities
4.1. Author/ Owner
4.1.1. Authors are responsible for creating content and submitting it for
approval, ensuring that appropriate approvals are obtained from Approvers before a Content Editor reviews for publishing.
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Information Management IS Draft Version 1.0 February 2014
4.1.2. Authors are responsible for ensuring that the descriptive metadata associated with the content is completed and of sufficient standard to support its location through search.
4.1.3. Owners are responsible for reviewing their content when prompted to do so by system generated notifications
4.2. Approver
4.2.1. An Approver role is an optional stage for content which requires authorisation by a more senior role, where that role has a need to acknowledge acceptance of the implications of publishing the content. An Approver may also be a subject matter expert who is required to validate the accuracy of the content. An Approver may also be a general stakeholder in supporting the content
4.2.2. The system supports more than one Approver role in the publishing process.
4.3. Content Editor
4.3.1. The Content Editor role is to provide the final review of the content in the publishing process before it is published.
4.3.2. The Content Editor ensures the content meets the criteria under the Corporate Intranet Content Standards
4.3.3. The Content Editor manages any additional criteria for reviewing content defined by local management as a strategy for developing their intranet presence.
4.4. Administrator
4.4.1. Administrator roles are fulfilled by various specialisms in Information
Services, controlling aspects of the system such as:
Developing, maintaining and allocating Content Types
Developing, maintaining and allocating Site Templates
Developing, maintaining and allocating components
Determining and maintaining metadata terms
Defining mandatory metadata fields
Managing Records Centre functionality
Setting review periods and managing notifications
4.4.2. The Administrator monitors the performance of the system and the behaviours of users against this standard, advising the appropriate governance point of issues and proposing solutions
5. The Publishing Process
Essex County Council Standard for SharePoint Governance
Page 7
Information Management IS Draft Version 1.0 February 2014
5.1. The diagram below illustrates the process for publishing content:
6. Requests for new sites/ pages/ functionality
6.1. Requests for new sites or pages are made to the Administrator via Service Request. The request must provide details of who will own the content, and who will be Content Editor (if not the same person as the Owner).
6.2. The request must detail the business case for developing content separate to existing facilities.
6.3. Where specific components or functionality not part of a routine template
offering are requested, an impact assessment will be undertaken to determine viability.
7. Records Management
7.1. Content types are developed to include retention criteria, derived from the
Corporate Retention Schedule. Associating the correct retention period to content types is the responsibility of the Administrator.
7.2. Where content is no longer current and the Owner approves its removal from the intranet, the removed content will be stored in the Records Centre under the relevant retention criteria and will be appraised by the Administrator against the Standard for Permanent Preservation when retention expires.
7.3. Maintenance of the Records Centre is the responsibility of the Administrator.
Author submits content for approval
Approver reviews content for approval
Content Editor reviews content
against Corporate Content Standards
Content is published
Optional additional
approval stage
Re
jecte
d
Rejected
Administrator Review
Optional Exception
to Policy request
Essex County Council Standard for SharePoint Governance
Page 8
Information Management IS Draft Version 1.0 February 2014
8. Approval and updating These Standards are developed in conjunction with IPDG and approved by the Operations Board. They will be reviewed annually, and any proposed amendments will be submitted to the appropriate governance point for consideration and approval.
Configuration Management
Version Date Summary of Changes Changes made by
1.0 March 14 Draft circulated for comments
Failure to comply with these standards and or other supporting policies or
procedures may result in disciplinary action, dismissal or legal action being
taken against you.
Content Workflow
Diagram
Content Workflow Process Draft v0.4C
on
ten
t A
uth
or
Co
nte
nt
Edit
or
Co
nte
nt
Ap
pro
ver
Ad
min
istr
ato
rWorkflow
Content Author creates or edits
content
Submits to Approver
Reviews content
Reviews content New content published
Content/exception approved?
Yes
Assigns/confirms Content Owner
Content approved?
Yes
NoNotification to Approver
Notification to Editor
Submits to Editor
Notification to Author
Changes required OR
content rejected OR policy
exception?
No
Content deletedRejectedSubmits back to
Author with change notes
Changes
Rejects content
Notification to Author
Approves or rejects exception
Exception
Notification to Admin
Submits exception to Administrator for
approval
Key
Process
Notification
Content Lifecycle
Diagram
Review Date Notification Draft v0.3C
on
ten
t
12 months after review date1 month before review date At review date 1 month after review date 6 months after review date
1-month prior to review date
Notification sent to Content Owner
Has content been reviewed?
Notification sent to Content Owner
Notification also sent to
Content Owners Line
Manager
Content still valid?
Further notification
sent to Content Owner
Further notification also sent to
Content Owners Line
Manager
Further notification also sent to SharePoint
Admin
Content unpublished and
sent to site recycle bin
Content sent to site collection recycle
bin
Content deleted from site collection
recycle bin
Yes
Content reviewed?
No
Review date updated to default
for content type
No
Review date updated to default
for content type
Yes
Content still valid?
Send to recycle bin
Yes
No
Content still valid?
Send to recycle bin
Yes
No
Review date updated to default
by content type
Send to recycle bin
No
Yes
Yes
Has content been reviewed?
No
NOTE: At each stage of the content lifecycle the content owners ADFS account will be validated to ensure it has not been disabled. If the content owners ADFS account has been disabled a notification will be sent to the content editors so that the content can be reallocated to a new owner.
ECC Branding
Guidelines
Bold branding:
Brand-assured service
Our brand gives our services the edge in competitive and challenging environments.
Dynamic services backed by a trusted provider.
This means the branding must always be used clearly and consistently.
Essex County Council brand guidelines 2012
1
Pride without prejudice
Our brand is our promise.
Our brand mark (or logo) is the shortcut to our promise.
If we want people to believe in Essex County Council, ECC needs to believe in itself.
Use our brand mark to showcase our achievements.
Essex County Council brand guidelines 2012
2
Positively positive
You are amazing.
You do a great job.
You are an ambassador for ECC.
Make sure your message is as amazing as you are.
Dont be put off by labels like corporate, they actually give youthe chance to shine on a greater scale. 6Essex County Council brand guidelines 2012
3
The heart of the brand
If the heart stops everything else fails.
Customers want the real deal not a poor imitation. Always use the original logo - never a fake or reworked version.
Essex County Council brand guidelines 2012
4
Clear space
Always leave the recommended amount of clear space around the logo.
This clear space gives the logo room to breathe, and ensures that it wont be obscured by neighbouring elements or typography.
Essex County Council brand guidelines 2012
5
Bigger isnt always better
Were proud of our logo, but sometimes there just isnt enough space to do it justice.
If thats the case, no problem. There is a small scale solution. If its smaller than 10 point use:
30mm minimum line width
Essex County Council brand guidelines 2012
25mm minimum
6
Logo palette
Essex red, Seax black, white (reversed out). Thats it.
Essex County Council brand guidelines 2012
Essex red
PMS 199CMYK 0-100-65-0RGB 208-16-58HEX D0103A
Seax black
BlackCMYK 0-0-0-100RGB 30-30-30HEX 1E1E1E
White
Essex County Council logo guidelines
How to use ourlogoOur logo is the cornerstone of our identity.
Please follow these simple guidelines toensure that you reproduce it in a way that isacceptable to us.
Use the file that has been supplied to youexactly as it is.
Do not stretch our logo
Do not separate or move the seaxes from thewords
Do not add your own words in a similar or adifferent font face
Our logo can only be reproduced in red (tomatch pms 199), in black or in white.
If you have any queries please telephoneDesign Services on 01245 435776
Essex County Council
Red pms 199
Black (mono) version
White (reversed) version
7
Front to back
When using the logo on imagery - the imagery must allow for the logo to be clearly applied. Alternatively the branding strip can be used.
The strip may be particularly useful if you need to accommodate multiple partners.
Schools Learning and Development
Primary/Special2012/2013
Essex County Council brand guidelines 2012
Cloth Nappies:a real alternative
To find out more about cloth nappies and claim your 10 refund visit essex.gov.uk/nappies
Terms and conditions apply, see website for details.
Can save you up to 500
Right to Control
Breaking the cycle of unemploymentGraham is 38, single and lives with his parents. He was diagnosed with anxiety and depression 13 years ago.
He hadnt worked since then, and was receiving Income Support paid through Incapacity Benefit.
He was receiving support from the Community Mental Health Team (CMHT) and Jobcentre Plus (JCP) but made little progress.
Graham recently developed a passion for cycling which has had a positive impact on him. With help from the CMHT he began to improve his situation by undertaking Maths and English courses and completing voluntary work. The CMHT arranged for a work experience placement at a cycle shop where he assembled and repaired bicycles.
The shops owners were so impressed with his ability and commitment they offered to employ him if he gained the relevant qualification.
Unfortunately neither Graham nor the CMHT could fund this. The CMHT used Right to Control to refer Graham to Work Choice. Staff from both organisations worked with Graham and a course was found, with JCP making a direct payment to cover the costs.
Graham completed the course with flying colours, and soon began workat the cycle shop. Graham remains in full time employment, 13 years after first receiving Incapacity Benefit.
Poster 1 Graham.indd 1 15/05/2012 14:20
8
Essex County Council brand guidelines 2012
Front to back continuedWe love the impact of solid colour, but if youre going to print, use the ink saving black on white version. Minimum point size is 12pt.
DS
012
00
00
This information is issued by Essex County Council, Team/Service Name. You can contact us in the following ways:
By email: teamname@essex.gov.uk
Visit our website: essex.gov.uk/teamname
By telephone: 0845 643 0430
By post: Essex County Council, Team/Service Name PO Box 11, County Hall, Chelmsford, Essex CM1 1QH
Read our online magazine at essex.gov.uk/ew
Follow us on
Essex_CC
Find us on
facebook.com/essexcountycouncil
The information contained in this document can be translated, and/or made available in alternative formats, on request.
Published July 2012
This information is issued by Essex County Council, Team/Service Name. You can contact us in the following ways:
By email: teamname@essex.gov.uk
Visit our website: essex.gov.uk/teamname
By telephone: 0845 643 0430
By post: Essex County Council, Team/Service Name PO Box 11, County Hall, Chelmsford, Essex CM1 1QH
Read our online magazine at essex.gov.uk/ew
Follow us on
Essex_CC
Find us on
facebook.com/essexcountycouncil
The information contained in this document can be translated, and/or made available in alternative formats, on request.
Published July 2012
DS
12 0
00
0
9
Essex County Council brand guidelines 2012
Brand positionA guide to sizing our logo.
Stripheight
Strip width
Lineage to right edge
Strip to bottom edge
Lineage width
Lineage to right edge
Lineage to bottom edge
Lineage width
With branding stripArtwork size Lineage width Lineage to Strip height Strip width Strip to right edge bottom edge Min 25mm 5mm no strip no strip 5mm marginA5 (210x148) 35mm 8mm 22mm 105/148mm 6mm A4 (297x210) 45mm 10mm 30mm 210/297mm 8mm Then proportional to A4 size
Without branding stripArtwork size Lineage width Lineage to Lineage to right edge bottom edge Min 25mm 5mm 5mm A5 (210x148) 35mm 8mm 9mmA4 (297x210) 45mm 10mm 13mm Then proportional to A4 size
10
Setting the right pan-toneGet creative with the corporate palette, in a range of Essex-themed colours.
Mersea Stansted Walton Blackmore
Epping Hylands Mistley Cressing Saffron
PMS 465CMYK 9-29-66-26RGB 179-153-93HEX B3995D
PMS 159CMYK 1-74-100-7RGB 199-91-18HEX C75B12
PMS 235CMYK 20-100-9-42RGB 133-0-87HEX 850057
PMS 269CMYK 82-98-5-26RGB 75-48-106HEX 4B306A
PMS 398CMYK 14-5-100-29RGB 174-164-0HEX AEA400
PMS 7473CMYK 74-5-46-3RGB 30-1567HEX B3995D
PMS 411CMYK 30-43-33-80RGB 93-79-75HEX 5D4F4B
PMS 195CMYK 21-90-47-60RGB 119-49-65HEX 773141
PMS 129CMYK 0-20-100-0RGB 243-207-69HEX F3CF45
Dedham
PMS 7461CMYK 98-23-1-3RGB 0-131-190HEX 0083BE
Harwich
PMS 5405CMYK 68-35-17-49RGB 68-105-125HEX 44697D
Tints of the palette are allowed, but their use is restricted to approximately 30% coverage.
Essex County Council brand guidelines 2012
11
More than one logo?
Essex County Council brand guidelines 2012
ECC working with partner (co-branded)Shared accountability/ responsibility, funding, contact and/or delivery, including:
ECC operating companies Credit to ECC
Non brandedHard research based evidence exists to prove that ECC branding would affect outcomes:
12
Joint Venture Working together ECC/Partner logoShared commitment and responsibility:
Partners have a right to use their logo too, but we need to make sure we get the emphasis right.
If it is ECC activity, it should be ECC branded, so that people can see what we do.
Our portfolio of services
Working with others
To maximise our visibility and ensure our contribution is recognised and valued we need to make sure the Seax logo is present on everything we do.
Where ECC services are provided in partnership, through commissioning or as joint ventures a Seax logo must be visible.
Please use endorsement branding to describe the relationship and make our responsibilty clear.
An funded initiative
An operating company
Essex County Council brand guidelines 2012
13
Images
ECC is all about people and our imagery should reflect this.
If a suitable image cannot be found, plain type is the alternative option.
Use of relevant illustration is a rare exception.
Essex County Council brand guidelines 2012
14
abcAbout typeface
Meta - our distinctive friendly font for communications.
Arial - consistent legibility for internal and corporate information documents.
Essex County Council brand guidelines 2012
15
abc @Digitally speaking
Our publications are now digital by default.
We know that can be a new language. Does your idea translate?
Will your concept work online, as a pdf, or if its printed at home?
Essex County Council brand guidelines 2012
16
This information is issued by Essex County Council, External Communications. You can contact us in the following ways:
By email: publications@essex.gov.uk
Visit our website: www.essex.gov.uk
By telephone: 01245 433132/01245 435660
By post: Essex County Council, External Communications PO Box 11, County Hall, Chelmsford, Essex CM1 1LX
Read our online magazine at www.essex.gov.uk/ew
Follow us on
Essex_CC
Find us on
facebook.com/essexcountycouncil
The information contained in this document can be translated, and/or made available in alternative formats, on request.
Published July 2012
Draft Information
Architecture
Home
Managing council money
How to buy things
How do I order something
What do I do when I need to make a major purchase
When do procurement rules kick in
Using a P-card
How to pay people
Paying agency staff
Paying permanent staff
Process expenses
Paying overtime
How to access financial systems
Resetting your password for
Getting training on
How does the organisation manage its money
the latest financial position
How do I manage my budget?
How do I get training
How do I get specialist advice?
How does the council set its budget
How do I set my budget
How do I change my budget
How do I monitor my budget
Im overspent what do I do
What is the timetable
Guidance to help me manage my budget
How do I get a new capital/build project?
What am I authorised / empowered to do?
Scheme of delegation
What are my responsibilities as a budget holder?
Managing people
Managing pay and administration
Approve an expense claim
Change a reporting line
Approve overtime
Change a cost centre
Change a pay grade
Extend a fixed term contract
Pay a temporary employee
Approve a timesheet
Change a position
Managing permanent staff
Managing your resourcing
Extend a fixed term contract
Induction for new staff
Arranging a secondment
Managing leave and absense
Managing a long term sickness
Approve an absence
Maternity
Paternity
Special or unpaid leave
Repeated short term sickness
Gradual return to work
Managing performance
Appraisals
Rewarding someone in my team
Dealing with a performance issue
Training
Development
Managing interim staff
Pay a temporary employee
Approve overtime
Extend an interim contract
Managing relationship with resource partner
Interim performance appraisal
Approve an invoice
Interim induction
Approve timesheet
Someone is joining my team
Recruiting someone
Defining a new role
Create a post / position
Getting authorisation to recruit
Advertising a role
Managing the recruitment process
The interview process
Induction
Leavers process
Someone is leaving my team
Development
Secondments
Organising training
Mentoring
Training for line managers
Restructuring
Consultation
TUPE
Trade unions
Managing my employment
Pay, money and rewards
Submit an expense claim
View payslips
Apple for childcare vouchers
Managing an expense claim
Apply for a loan
View my p60
Manage overtime
Manage an acting-up payment
Organising time off
Booking holiday
Flexi-time
Maternity leave
Paternity leave
Compassionate leave
Supporting success
Supervision (practice/clinical)
Learning and development
Professional membership of a body
Travelling for work
Travelling for work
Making travel arrangements
Booking accomodation for work-related travel
Managing expenses when you're travelling for work
Parking at council buildings
Office buildings and floorplans
Navigating the council
Maps
Boards, committees and meetings
Political leadership team
Outcomes board
Capital programme
Strategic commissioning
Corporate management
Corporate commissioning
People
Cabinet members
Departments
Adult operations
Adult operations management
Adult operations (North, South, Mid and West)
Safeguarding Placement and Development
Corporate services
Business support
Corporate law and Assurance
Corporate Operations
Corporate services
Essex pension fund
Financial services
Projects
Customer operations
Customer services
Environment and Economy
Essex highways operations
Ops Environ and Economy traded
Deputy Chief Executive
DCE traded old
Delivery transition
Essex Education Services
Essex Education Services Traded
Essex Legal Services
Essex Legal Services Traded
Traded development
Traded development traded
Family operations
Family operations mid
Family operations Nth
Family operations Sth
Family operations Wst
Safeguarding
People commissioning
Commissioning management team
Commiss-Lifelong learning traded
Integrated comm - Ne
Integrated comm - Se
Life long learning
People Comm Proj Funding
Public Health and Wellbeing
Place commissioning
Economic Growth and Communities
Transport and infrastructure
Waste and Environment
Strategy, Transformation and Commissioning support
Commercial
Commissioning support
Human resources
Information services
STC Projects
Strategy and Communications
Strategy Tran and Comms support
Transformation
Day to day administration
Getting something fixed by IS
Working in a mobile way
Getting a phone working
Organising a meeting
Booking a room
Finding people
Scheduling a time that works
Q Agenda template
Q Minutes templates
Catering
Teleconferencing
Setting up teleconferencing
Booking a hotdesk
Booking a venue for an event
Travelling for work
Booking travel
Submitting expenses
Expenses policy
Council offices
Getting an access card working
Moving furniture
Buying goods and services
Engaging the public
Getting something printed
Joining the CouncilYour induction
Getting your computer set up
Getting your phone working
Finding people
Setting up payroll
Organising a teleconference
Getting something fixed by IS
Working in a mobile way
Day to day administration
Health and safety
Dealing with an accident
Health and safety induction
Policies
Monitoring
H&S department
? Starting a project
Policies, practice and procedures
Adult operations
EASI (Link)
Families
Finding people
Finding out about other projects
Current projects
Previous projects
Getting people to talk
Book a room
Organise a room
How to set up a teleconference
Scheduling a time that works
Minutes templates
Agenda template
Project administration
Finding people
Buying goods and services
Booking a venue for an event
Recruiting people
Engaging the public
Using digital media
Using social media
Getting something printed
Search
Search results
Search old intranet
News
What do I do when I need to make a major purchase
Guidance to help me manage my budget
What are my responsibilities as a budget holder?
Managing a long term sickness
Repeated short term sickness
Rewarding someone in my team
Dealing with a performance issue
Managing relationship with resource partner
Getting authorisation to recruit
Managing the recruitment process
Booking accomodation for work-related travel
Managing expenses when you're travelling for work
Adult operations management
Adult operations (North, South, Mid and West)
Older adults
Older adults mental health
Working aged adults
Learning disabilities residential and short term respite
Public health
PCT's
Safeguarding Placement and Development
Practice and Development
EASI (Polcies, Practice and prodecures)
Workforce Capability
Safeguarding and Quality Improvement
Confirmation and Validation
Placement Services
Corporate law and Assurance
Customer Experience and Development
Community Resilience
Face to Face Services
Regulatory Services
Telephone and Digital Access
Adult Community Learning
Arts Sports
Enterprise
Ops Environ and Economy traded
Essex Education Services Traded
Commissioning management team
Commiss-Lifelong learning traded
Economic Growth and Communities
Strategy, Transformation and Commissioning support
Anna Sielicka
Strategy and Communications
Strategy Tran and Comms support
Page Layouts
1. Home
Menu toggle control
Announcement dismiss control
Site footer
Announcement
Main search
Small square tile
Large square tile
Tall rectangle tile
Wide rectangle tile
Site header
Configurable panel
2. Quick Answer
Header main
search box
Page title
3. Article
Main image
Main content
Content description
Content panel
4. Profile
5. Collection
6. Guide
Steps content
Journey Path panel
7. Wizard
8. Search Result
9. Home with mega menu toggle on
Content Lifecycle
Examples
Examples of Content Lifecycle
The table below shows some examples of content lifecycles to illustrate the different behaviours required. This is not an exhaustive
list and all lifecycles will be determined during the content writing phase of the project.
Type of Content Lifecycle Early Reminder
Review Reminder
Final Reminder
Versions stored in SharePoint
Archive versions not stored in SharePoint (Yes/No)
Profile page for Adult Operations
6 months 1 month before review date
On review date
1 month after review date
5 major, 3 minor No
Maternity leave policy
6 month 1 month before review date
On review date
1 month after review date
5 major 3 minor Yes
3 year Information Technology strategy
3 years 1 month before review date
On review date
1 month after review date
5 major, 3 minor No
Profile page for Black History Month
1 month 1 week before review date
On review date
1 month after review date
5 major, 3 minor No
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