united nations informal interagency task team on

United Nations Informal Interagency Task Team on Sustainable Procurement

in the Health Sector (IIATT-SPHS)

BUSINESS & TECHNICAL REQUIREMENTS

SPECIFICATIONS FOR

SPHS WEBSITE / CONTENT MANAGEMENT

SYSTEM AND INTEGRATED TOOL PLATFORM

DEVELOPMENT PROJECT, PHASE 2

Informal Interagency Task Team on Sustainable Procurement


SPHS Website / CMS Development and Integrated Tool Platform, Phase 2 January 29, 2016

Business Requirements Specification 2 of 44

EXECUTIVE SUMMARY

The Informal Interagency Task Team on Sustainable Procurement in the Health Sector (SPHS) of the United

Nations Development Programme organization has completed gathering the business requirements for Phase 2

of the SPHS Website and Content Management Development Project. Requirements were gathered from

project stakeholders during SPHS Leadership working group meetings, shared documentation, discussions with

website and tool developers, and through review of comparable website/CMS implementations.

The purpose of this project is to enhance the existing SPHS Informal Interagency Task Team Website/CMS

system (http://savinglivesustainably.org/) by developing and integrating a set of CRM, business analytics and

document management tools, as well as interactive map capability. In so doing, the outcome of this project is to

enhance the ability of the SPHS Informal Task Team and Secretariat to fulfill its mission to facilitate and coordinate

the introduction of sustainable procurement policies and practices in the global health aid market, among its

member agencies. This mission will be advanced if the Secretariat is able to also enhance connection and

engagement between the Agency Members, helping to provide a centralized resource that is able to track, store

and share information pertaining to Member Agency Procurement processes and practices, and between

member agency procurement groups and the suppliers and manufacturers they procure from. The SPHS Website

and Content Management System will create a structured platform and process for Information sharing and

exchange, as well as data capture and storage between the SPHS Secretariat, the member agencies, health

suppliers and manufacturers, and members of the general public who are interested in sustainable procurement

in the health sector.

The scope of Phase 2 business requirements includes the following tools and elements:

1). Customer Relationship Management (CRM) tool development, data import, and tool configuration

and integration within the existing SPHS Website/CMS system (platform dComposity 2Composity 2).

Document Management tool development both for the secure Members’ area of the SPHS website and for

internal use by SPHS Website/CMS administrative team; tool integration with the SPHS Website 3). Online

Engagement business analytics tool development and related reporting capability 4). Flexible Questionnaire

development, and related reporting 5). Data integration between the CMS and Newsflash (newsletter)

registrant information, the CRM, DM, and OET tools. Defined information from registered users of the CRM,

DM, and OET tool platforms, as well as the SPHS Newsletter will be integrated with/ may be accessed within

and between the tools. CRM data/information will also be accessible for data sharing within and between the

OET procurement analytics platform 6). Interactive map capability to add visualization to SPHS initiatives and

supplier locations 7). Social media linkages to and from defined tools and webpages. 8). Website statistics

user tracking and analysis, and reporting capability to track usage of each of the tools and modules. 9).

Integration with LinkedIn to enable data fields from user profiles to transfer to SPHS Website/CMS registry

fields and users to login directly from their LinkedIn account sign on 10). Advanced Reporting capability to be

able for CRM, OET and Questionnaire data and related calculations as well as for Public Contributions 11).

Website hosting solution management 12). Training and guidance note resources development for each

of the deployed tools. 13). Configure the platform to be compatible with mobile devices 14). Webpage

development and new user login registration capability for subsets of website users.

Summary of current state

The SPHS Informal Interagency Task Team Website/CMS system (http://savinglivesustainably.org/) will be deployed in February of 2016, and is the platform for the integrated set of CRM, business analytics and document management tools that will be developed for this project. The website deployed as Phase 1 lacks advanced customer relationship management, document management and business analytics capabilities. The existing system also lacks advanced ability to store and share data/information between tools and users. Consequently, the integrated toolset will fill this identified need. It is critical that the tools, once deployed, are as user-friendly as possible for non-technical users to maintain, update and use. There will be no dedicated technical resources on-site at the UNDP HIV, Health and Development (HHD) Team at the UNDP Istanbul Regional Hub (IRH), so the website and tools should be simple to use and update by non-technical users and business-side management. This is one of the most important aspects of fulfilling the project requirements. The deployed system will be

http://savinglivesustainably.org/






essentially SaaS (Software as a Service); all complex or code-based, very technical ongoing tasks will be handled by the service provider. The need, problem or mandate that prompted the project into action and how implementation of the project will provide a solution. Includes an overview of proposed changes to current state:

With its existing online presence, the SPHS Informal Interagency Task Team is currently unable to: 1. Effectively

and efficiently track, store and disseminate work with its member agencies, 2. Develop more centralized

information sharing and communication between the procurement departments at the member agencies, 3.

Facilitate engagement and information exchange between Procurement functions at the member agencies and

the suppliers and manufacturers they procure, and to 4. Track and manage contacts and relationships between

member agencies, SPHS and with suppliers and manufacturers. The proposed tools will facilitate knowledge

sharing and help SPHS to structure, manage and share its information and data with its key Stakeholders.

Currently, valuable SPHS Secretariat staff resources and time are spent manually creating and storing documents

and coming up with ad hoc mechanisms to share / disseminate information and to connect Members to each

other. The proposed tools will enable SPHS Secretariat to further segment and engage different types of

stakeholders and to directly address their specific information and engagement needs.

SPHS Secretariat is currently only able to track contacts and procurement contacts, analysis and information

through manual data entry to Excel spreadsheet, and document storage/sharing through internal OneDrive

document management repositories. Each UN member agency follows its own procurement procedures, and

data capture, and sharing processes. There is no centralized mechanism for information exchange between the

agencies or between the agencies and the SPHS Secretariat, to help facilitate more standardized procurement

processes. United Nations member agency procurement groups evaluate and review supplier and manufacturer

profiles and bids in order to make selections that meet certain environmental criteria. Although each UN agency

follows its own procurement process and system, all must conform to the same standards of selection. With the

OET tool, member agencies will be able to review supplier profiles in a uniform way from the results of each

Supplier/Manufacturer’s Environmental Assessment questionnaire. The other value of the OET tool is that UN

Member Agency buyers want to be able to refer to a scale that ranks suppliers in each of the different risk

assessment criteria, and have a tool that can calculate the results online. They also would like to be able to search

the assessment results in many different ways in order to understand Supplier/Manufacturer environmental risk

profiles.

The implementation of Phase 2 of the SPHS Website / Content Management System and Integrated Tool

Platform development project will enable SPHS Task Team to fulfill its mission to facilitate and coordinate the

introduction of sustainable procurement policies and practices in the global health aid market, and among its

United Nations member agencies, by providing a structured platform and process for information sharing and

exchange, as well as data capture and storage between the SPHS Secretariat, the SPHS member agencies,

health suppliers and manufacturers, and the general public.

Lessons learned by SPHS Secretariat that demonstrate the need for new system (i.e. business process challenges without proposed system/tools; previous system enhancement, etc.): The business requirements for the SPHS Content Management System and Integrated Tool Platform development project outline the experience gained by SPHS Secretariat and their mandate to facilitate and coordinate the introduction of sustainable procurement policies and practices in the global health aid market, with globally dispersed members and stakeholders, but lacking the right technology tools to facilitate their work.

The following categories of business and technical requirements represent key areas that are essential to implementing the proposed Website and Content Management System development project:

General Requirements - This section will describe general business requirements related to the overall execution of the project.

Administration Requirements - This section defines the administrative capabilities required by the system administrator users to manage the content and the users of the system.





Security and Integrity Controls Requirements – this defines the roles-based access and compliance needs; processes to govern data storage, disposition, etc. and the protection of privacy data.

Access/Availability and Redundancy/Backup Requirements - This section describes the access/availability requirements, which define the agreed minimum up time and level of performance for the system and the Redundancy and Backup Requirements, which define the archiving, backup and disaster recovery requirements related to this project.

Scalability and Compatibility/Supportability Requirements – this defines how the system accommodates / supports growth of the user community and complexity of the functions in Phase 2, and compatibility with other technology tools/solutions.

Reporting Requirements – this defines the reporting requirements for the system and how data and information will be displayed and organized for relevance to users.

Training Requirements – this defines the training priorities and features available to system-users, including but not limited to online or hard copy help resources.

Data Integration/Sharing Requirements - this defines the data sharing that will take place between systems and tools; highlighting any configuration needs to launch the new tools.

Interactive Map Tool Requirements - this defines the data that will display on the Interactive Map Tool, as well as data sharing and transfer that will take place between the map and other system tools including the CRM and Public Contributions.

*Note that additional business and technical requirements are described underneath the individual Use Case packages that they refer to:

Navigate / Use the CRM Tool Use Case 1

Navigate / Use the OET tool as SPHS Administrator Use Case 2

Register, Login and Use the SPHS Website as Supplier/Manufacturer Use Case 3

Navigate / Use the Document Management Tool as a Member Use Case 4

Navigate / Use the Document Management Tool as an SPHS Administrator Use Case 5





TABLE OF CONTENTS

Executive Summary ......................................................................................................................... 2

Table of Contents ............................................................................................................................. 5

1 Ownership and Version ............................................................................................................. 7

1.1 Document Ownership ....................................................................................................... 7

1.2 Review Schedule & Version Control ................................................................................ 7

2 Overview and Objective ............................................................................................................. 7

3 Key Terms and Definitions ......................................................................................................... 7

4 Business Risks .......................................................................................................................... 9

5 Project Scope .......................................................................................................................... 10

5.1 Scope Includes: .............................................................................................................. 10

5.2 Process Stakeholders .................................................................................................... 10

5.3 Recommended Resources & References ...................................................................... 12

6 Expected Timeline ................................................................................................................... 13

6.1 Project Timeline.............................................................................................................. 13

7 Assumptions and constraints ................................................................................................... 13

8 Business Requirements Development timeline ....................................................................... 14

8.1 SPHS Website/CMS Development Phase 2 (February 01, 2016 – June 15th, 2016) .... 14

9 Business Requirements ........................................................................................................... 14

9.1 General Requirements ................................................................................................... 14

9.2 Administration Requirements ......................................................................................... 17

9.3 Security and Integrity Controls Requirements ............................................................... 18

9.4 Access/Availability and Redundancy/Backup Requirements ......................................... 19

9.5 Scalability and Compatibility/Supportability Requirements ............................................ 20

9.6 Reporting Requirements ................................................................................................ 20

9.7 Training Requirements ................................................................................................... 23

9.8 Data Integration / Sharing Requirements ....................................................................... 23

9.9 Interactive Map Tool Requirements ............................................................................... 25

10 Business Use Cases ............................................................................................................... 27

10.1 Description of Actors .................................................................................................... 27

10.2 Navigate and Use the Customer Relationship Management (CRM) Tool Use Case 1 28

10.3 Navigate and Use the Online Engagement Tool (OET) Use Case 2 ........................... 32

10.4 Register, Login and Use the SPHS Website as a Supplier/Manufacturer Use Case 3 38

10.5 Navigate and Use the Document Management Tool as a Member Use Case 4 ......... 41

10.6 Navigate and Use the Document Management Tool as an SPHS Administrator Use Case 5 ........................................................................................................................ 42

11 Appendix A: CRM and OET Tool MasterData List .................................................................. 43





12 Appendix B: OET Tool Overview ............................................................................................. 43

13 Appendix D: SPHS Website & Tools Administrative User Roles ............................................ 43

14 Appendix E: Acronyms ............................................................................................................ 44



January 29, 2016

SPHS Website / CMS Development and Integrated Tool Platform, Phase

2


1 OWNERSHIP AND VERSION

1.1 Document Ownership

This document is owned by the SPHS Secretariat and the SPHS Informal Interagency Task Team.

1.2 Review Schedule & Version Control

Document will be reviewed for content and accuracy as needed by the document owners, before it is

signed off for sharing with the website developers.

Version #

Date

Modified by Signed off by

Description of Modification

0.1 Pending SPHS Secretariat

Explanation of Versioning

Initial document sign-off by the document owners will result in version 1.0. Future sign-offs will always

be whole numbers (version 2.0, 3.0, etc.). Any significant process changes will result in a change of

version number as well. For example, should a new sub-process be added after initial sign-off, this would

result in draft version 1.1. Once this change is signed off by the document owner, the document would

become version 2.0.

2 OVERVIEW AND OBJECTIVE

The purpose of this SPHS Website and CMS Development Project Phase 2 is to further develop the

website presence and integrated tool capability of the SPHS Informal Interagency Task Team, and in so

doing, to enhance the ability of the SPHS Task Team to fulfill its mission to facilitate and coordinate the

introduction of sustainable procurement policies and practices in the global health aid market, and among

its member agencies. This mission will be advanced if the SPHS Secretariat is able to also facilitate

connection and engagement between the Members, helping to provide a centralized resource that is

able to track, store and share information pertaining to UN Procurement processes and practices, and

between member agency procurement groups and the suppliers and manufacturers they procure from.

The SPHS Website and Content Management System will create a structured platform and process for

Information sharing and exchange, as well as data capture and storage between the SPHS Secretariat,

the SPHS member agencies, global allies, health suppliers and manufacturers, and the general public.

3 KEY TERMS AND DEFINITIONS

This section describes the key terms and definitions that are used throughout this document. The

following terms and their definitions apply to both the business process workflows as well as the business

requirements:

SPHS refers to the Informal Interagency Task Team on Sustainable Procurement in the Health

Sector (iIATT-SPHS). The mandate of this informal Task Team is to introduce sustainable



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procurement policies and practices UN member agencies, multilateral health financing

institutions, and other key stakeholders from the global health aid market.

UN Agency / UN Member. This refers to the seven SPHS United Nations member agencies; UNDP,

UNEP, UNFPA, UNHCR, UNICEF, UNOPS, and WHO. These agencies have a normative and

operational mandate to address the environmental impacts associated with their procurement

practices.

SPHS Member / Member Agency refers to the 7 UN Agencies (UNDP, UNEP, UNFPA, UNHCR,

UNICEF, UNOPS, WHO), as well as 3 multilateral health financing institutions (The Global Fund

to Fight AIDS, Tuberculosis and Malaria, UNITAID, and Gavi, The Vaccine Alliance).

Supplier and Manufacturers refer to companies or organizations that offer Health Sector

commodities or services that are of interest to the procurement/buyer SPHS member organizations.

Their engagement with the SPHS website will in Phase 2 through access to an environmental

assessment questionnaire within the future Online Engagement Tool.

Content Management System (CMS) refers to a computer application that allows publishing,

editing and modifying content, organizing, deleting and maintenance from a central interface. Such

systems of content management provide procedures to manage workflow in a collaborative

environment. CMS is a multifunctional application designed to make website content management

easy, and web-based. Clients can manage their own website content, with simple editing tools.

Customer Relationship Management (CRM) refers to practices, strategies and technologies that

manage and analyze customer interactions and data throughout the customer lifecycle, in order to

improve business relationships with customers, and help with customer retention. CRM systems

compile information on customers across different points of contact between the customer and the

company, such as through the website, telephone, live chat, direct mail, marketing materials and

social media. CRM systems can also track and store detailed information on customers' personal

information, purchase history, and buying preferences.

Document Management (DM) refers to a system used to track, manage and store documents

and facilitate document editing and sharing. Most are capable of keeping a record of the history of

versions created and modified by different users.

Online Engagement Tool (OET) refers to the user-friendly and dynamic tool that SPHS wants to

have developed, which will provide information through business analytics and infographics that

facilitate an understanding of the environmental performance of each Supplier/Manufacturer. The

tool will enable procurement practitioners to understand how their suppliers and manufacturers

perform in environmental terms in different areas of concern, and make the most optimal

purchasing decision for the organization.

Software as a Service (SaaS) refers to a software licensing and delivery model in which software

is licensed on a subscription basis and is centrally hosted. It is also referred to as "on-demand

software" and is typically accessed by users using a web browser.

Sustainable Development Goals (SDGs) refers to a set of intergovernmental objectives and

aspirations with 169 targets. These goals refer to paragraph 51 of the United Nations Resolution

A/RES/70/1 of 25 September 2015.



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4 BUSINESS RISKS

Risks inherent in implementing the SPHS Website / Content Management System Development

Project Phase 2 that have been identified include, but are not limited to the following:

Risk 1: Project timeline to review and approve FINAL Phase 2 Business Requirements

documentation to share with the tool developer company. Final Phase 2 Business

Requirements documentation will be revised and approved by SPHS prior to sharing with the tool

developers as the project’s development baseline. This will ideally take place before the start of the

developer contract; if not, the document will need to be released to the developer in sections as they

are reviewed and approved by SPHS.

Risk 2: Source data for the Online Engagement tool is currently very limited. Some of the

implications for this is that some of the advanced calculations that the tool will be configured to

perform may not have the data behind them to make the calculations. For example, SPHS currently

only has access to agency procurement data for the year 2013, and not for all agencies. Therefore,

the cross-year comparative calculations cannot be performed until additional procurement year data

is entered into the OET. While the tool will be configured to perform some advanced functions and

calculations, it will not be immediately useful until data is available to support those functions.

Risk 3: Calculations and comparisons of quantities of products procured for the OET tool

will have limited effectiveness. The source data that will be used to populate the relevant fields in

the tool defines products according to different corresponding units of measurement (kg, units, tests,

kits – unclear how many tests in a kit, etc.). It is unclear if and how SPHS will be able to standardize

units of measurement in the initial tool deployment to provide the ability to calculate and compare

amounts procured across products that are listed in different units of measurement. Ideally, there will

be a way to standardize the units if measurements so that all products of one type will be listed

according to only one unit of measurement.

Risk 4: SPHS should spend time walking through the proposed OET functions and calculations as

described in this document with the tool Developer to ensure that the analytical functions are

developed as envisioned, also taking into account the areas in which limited supporting source data

is available at present. SPHS will for instance want to create dummy data to test the system

functions. Suggest at least 3-4 weeks of back and forth discussions on the OET tool and EA

questionnaire business and technical requirements, as well as testing its actual functionality with

dummy data, where source data is absent. This will enable SPHS to confirm that the tool can perform

the analytical functions and calculations as envisioned and described.

Risk 5: Website hosting arrangements will be managed by the Developer Company. The risk is

that SPHS is dependent on the Developer Company for un-interrupted third party web hosting,

however this risk is being offset by requesting the company to be responsible for two years of hosting

up-front through June, 2018 as part of the terms of the contract.

Risk 5: Website hosting cost. SPHS Secretariat and the tool developer cannot know the actual

ongoing monthly or annual cost of website hosting, until the new site is implemented and its

administrators in conjunction with the site developers can assess required traffic, bandwidth and

storage capacity. However, SPHS will agree to an agreed fee at the signing of the phase 2

development contract. That fee should be the best possible estimate of ongoing hosting cost, and

take into account both SPHS and Developer risks and accountability in making such an estimate.

Risk 7: May encounter technical and security challenges interfacing with external information

sources.

Risk 8: Delays in project implementation schedule as a result of unknown activities associated

with Testing, Verification and Validation.



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5 PROJECT SCOPE

5.1 Scope Includes:

The scope of this document includes only those business requirements to guide the development and

implementation of the SPHS Website/CMS Development Project, Phase 2:

1. Customer Relationship Management (CRM) tool development, data import, and tool configuration and integration with the SPHS Secretariat Website.

2. Document Management tool development both for the secure Members’ area of the SPHS website and for internal use by SPHS Website/CMS administrative team, and integration with the SPHS website/CMS and other tools.

3. Online Engagement business analytics tool development, configuration and implementation; integration with the SPHS Website/CMS and related reporting capability.

4. Flexible Questionnaire development, integration of data fields with the OET and CRM tools and reporting capability for the individual Member Agencies.

5. Data integration between the CMS and Newsflash (newsletter) registrant information, and with the CRM, DM, and OET tools. Defined information from registered users of the CRM, DM, and OET tool platforms, as well as the SPHS Newsletter will be integrated with/ may be accessed within and between the tools. CRM data/information will also be accessible for data sharing within and between the OET procurement analytics platform

6. Interactive map development and integration to add visualization to SPHS initiatives and supplier locations

7. Webpage development will include the creation of additional website pages and user login registration capability. For example, there will be a new ‘Suppliers and Manufacturer Environmental Assessments’ landing page, to include registration and login capability for specific types of website users.

8. Social media linkages to and from defined tools and webpages. 9. Website user tracking and analysis statistics and related website user trend reporting

capability to track usage of each of the tools and modules. 10. Integration with LinkedIn to enable data fields from user LinkedIn profiles to transfer to SPHS

Website/CMS registry fields and users to login directly from their LinkedIn account. 11. Advanced Reporting capability to be able for CRM, OET and Questionnaire data and related

calculations as well as for Public Contributions. 12. Website hosting solution management will be the responsibility of the CMS service

provider/vendor; specifically, registration of the web domain for SPHS, managing payments to the hosting company and for the web domain, and ensuring that the website hosting service is maintained from April 2016 through February, 2018.

13. Training and guidance note resources development for each of the deployed tools. 14. Configure the platform to be compatible with mobile devices.

5.2 Process Stakeholders

Stakeholders include anyone who contributes to, is affected by, or influences the use of the SPHS

Secretariat Website. Stakeholders include subject matter experts, those who have a vested interest in

the process, and those who directly participate in the process. Proper communication is required to

prevent adversely affects on stakeholders when existing processes are altered.

Stakeholders Roles



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SPHS Secretariat (Administrators)

SPHS Secretariat with serve primarily as Website Administrators, and will also facilitate and participate in Knowledge Exchange, Learning, and Networking.

SPHS Secretariat are the sole owners and administrators of the SPHS Website and CMS System and tools. They are responsible for creating, editing, adding and deleting content, configuring user access, approving /rejecting and moderating public contributions, and all such administrative functions. Their interest vis a vis the website is to use it in fulfilling their mandate to facilitate and coordinate the introduction of sustainable procurement policies and practices in the global health aid market, and among its members.

SPHS Secretariat can also interact with the SPHS website as Visitors and Users.

Members

UN Purchasers (7 UN agencies: UNDP, UNEP, UNFPA, UNHCR, UNICEF, UNOPS, WHO), 3 multilateral global health financing institutions (The Global Fund to Fight AIDS, Tuberculosis and Malaria, UNITAID, and Gavi, the Vaccine Alliance.

Members’ interest in the SPHS website is to participate and engage in Learning, Knowledge Exchange, and Networking.

Under secure login, Members will be able to directly engage other Members, and to contribute subject matter expertise. As part of Phase 2, Members will also use the tool to engage in document management and sharing via the Document Management tool, and to assess potential suppliers and manufacturers through the Online Engagement Tool and related Reports.

Members can also interact with the SPHS website as Visitors and Users (functional user-roles).

Visitors Visitor interest in the SPHS website is to participate in Learning, and Knowledge Exchange via Social Media sharing.

Visitors may include Health Sector subject matter experts, or any other interested members of the Public.

Visitors can also interact with the SPHS website as Users, under Public Contributor login (functional User-roles).

Users (Public Contributions and EA Questionnaire Participants)

Users’ (Public Contributors) interest in the SPHS website is to participate and engage in Learning, Knowledge Exchange, and Networking.

Users will register with the SPHS website and then be able to directly engage in Knowledge Exchange through the Public Contributions pages and forum, as well as through the Supplier/Manufacturer Environmental Risk Assessment Questionnaire and Reports functions.

Users (Public Contributors and EA Questionnaire Participants) can also interact with the SPHS website under the Visitors functional user-role.

UN Organization

General, non-purchaser-related roles, e.g. UN country offices, UN commissions interested in health-sector information exchange

UN Organization stakeholders will participate in Learning, and Knowledge Exchange, and Networking activities if signed up as

Users/Public Contributors.

Their functional user-role will be as Visitors, and/or as Users Public Contributors under login.



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External Agencies/Organizations

/Companies/Associations

Academia, NGOs, policy makers, think tanks, multilateral health financing institutions involved in health sector work.

External entity stakeholders will participate in Learning and Knowledge Exchange, and Networking activities if signed up as

Users/Contributors.

Their functional user-role will be as Visitors, and/or as Users/Public Contributors under login.

Health Suppliers and Manufacturers

Suppliers and manufacturers will engage with the SPHS website in Learning and Knowledge Exchange, and Networking activities if

signed up as Users/Public Contributors.

Their primary interest in the website will be in its capacity to provide timely and relevant information on health public procurement and selection policies and standards.

As part of Phase 2, Suppliers and Manufacturers will be able to engage directly with the SPHS Member agencies who make procurement decisions, through the environmental assessment questionnaire and Online Engagement Tool.

Their functional user-role will be as Visitors, and/or as Users/Public Contributors. In Phase 2, they will also be able to interact under a new functional user-role; as Contributors. This future role will also provide them with Networking access.

Funding Institutions/Entities

(e.g. UNDP Innovation Facility)

Funding entities may or may not interact with the SPHS Secretariat website; their concern is with the ability of SPHS Secretariat to fulfill its mandate to facilitate and coordinate the introduction of sustainable procurement policies and practices in the global health aid market, and among its members.

They may also engage in Learning and Knowledge Exchange, and Networking if signed up as Users/Public Contributors.

5.3 Recommended Resources & References

Reference websites include:

1. Current SPHS Website/CMS platform, to be launched in February, 2016:


2. Example organizations and tools the SPHS Secretariat has used to base its Interactive Map

and Environmental Risk Assessment tool concepts:

Interactive Map:

http://sowc2015.unicef.org/map/

Online Engagement Tool:

http://www.ecovadis.com/

https://www.youtube.com/watch?v=Jj0jooOtLTU


http://www.ecovadis.com/

https://www.youtube.com/watch?v=Jj0jooOtLTU



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http://ec.europa.eu/eurostat/cache/infographs/qol/index_en.html

6 EXPECTED TIMELINE

6.1 Project Timeline

The SPHS Website and Content Management System Phase 2 business requirements project began in

November 2015. The initial Phase 2 Business Requirements A first draft of the specification document

was delivered to SPHS on January 07st, 2016. The projected go-live date for the

implementation/deployments of Phase 2 business requirements is June 15th, 2016.

7 ASSUMPTIONS AND CONSTRAINTS

The following assumptions have been made in developing these requirements:

Assumption 1: The SPHS Informal Interagency Task Team is separate from the larger UN organization in terms of its website and data security policies/standards, organizational branding, technology review processes and so on. As such, this project is not tied to or influenced by any larger organization standards, policies, governance structure or guidelines.

Assumption 2: SPHS Informal Interagency Task Team and Secretariat does not have access to any existing CMS, Document Management, or Customer Relationship Management tool licenses in its capacity as an affiliated member/task team of the UN organization.

Assumption 3: SPHS Informal Interagency Task Team and Secretariat has enough source data supporting/behind the use of it OET deployment planned for 2016, that the tool will still provide value. Where source data such as cross-year and cross-agency procurement comparisons is missing, SPHS Secretariat will work to obtain the needed inputs from the UN member agencies. Issues such as the data privacy and sharing guidelines per each of the individual UN member agencies will not prevent SPHS from accessing (enough of) these inputs to enable the tool to perform its basic functions.

Assumption 4: Following a detailed comparative review of website builder tools, open source CMS website development options such as Wordpress and Drupal, and a closed-source Software as a Service (SaaS) Content Management Systems, the closed source SaaS CMS option has been selected as the best platform available to implement these project requirements. This takes into account cost and complexity of potentially integrating third party tools such as CRM, DM, and OET, and the relative advantages offered by a closed-source CMS. The selected option also does better in protecting privacy data. For additional details on the decision to select a SaaS CMS solution for the SPHS Integrated Website Platform, refer to the attached document:

Why a CMS Solution for the SPHS Secretariat?

The following constraints have been identified in developing these requirements:



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Constraint 1: Access to UN member agency source data for the OET to perform its procurement calculations; access to / ability to standardize the units of measurements for procurement products in order to facilitate product quantity comparisons.

Constraint 2: Individual Member agency data sharing rules and guidelines; OET procurement tool will depend on source data from the member agencies in order to provide cross year and cross agency comparative calculations. However, some UN agencies may not release/share this data.

Constraint 3: Even in cases where SPHS is able to obtain the requested Procurement data from the individual member agencies, the timeline is unclear and this will impact data accuracy. For example, if an OET user performs a cross-year comparison of the UN member agency procurement history, and data for UNDP is up-to-date but data for UNICEF is not, then the calculation results will be inaccurate as per UNICEF. This is one example of many.

Constraint 4: Protection of registered user privacy data.

Constraint 5: Technical and security challenges involved in interfacing extensively with many external information sources.

8 BUSINESS REQUIREMENTS DEVELOPMENT TIMELINE

8.1 SPHS Website/CMS Development Phase 2 (March 07, 2016 – July 15, 2016)

The SPHS Website/CMS Development project, Phase 2 development will begin on approximately

March 07, 2016 and will include all of the listed modules and features in the Project Scope for Phase 2

section, outlined on page 9. Phase 2 will end July 15, 2016.

<Dates subject to change, based on vendor selection process timeline and final developer contract

signing>

9 BUSINESS REQUIREMENTS

This section describes the detailed functional and non-functional business requirements and business

need, as defined by the SPHS Secretariat in relation to their core stakeholders. These are continued as

part of the Business Use Cases, Section 10.

9.1 General Requirements

This section describes the general business requirements related to the overall execution of the project.

ID# - Requirement Process-Area

BR 1. Developer company will manage the savinglivessustainably.org and savinglivesustainably.org domain name registration of the website with third-party provider payable annually in advance, to extend from the period April 01, 2016 through April 1st, 2018.

Website Domain Name Registration

BR 2. Developer company will manage / setup the website hosting solution with third-party provider payable annually in advance, to extend from the period April 01, 2016 through June 31st, 2018.

Website Hosting

2.1 Phase 2 hosting arrangements should have enough flexibility to accommodate increased usage and traffic (but not by more than an incremental amount in this phase) from the current indicators:

Website Hosting



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The current volume of traffic is 525 distinct users annually, and an average of 124 users per month.

After the launch of the new site in January 2016, approximately 50 members will be notified of the new Members area on the website. Increased traffic is also expected as users and Public Contributors become aware of the website and its enhanced functionality, and as SPHS increases its marketing strategies. These factors are likely to impact website traffic for the months following the launch of the SPHS Website/CMS Phase 1.

BR 3. System notifications will be configured to direct to SPHS Secretariat email accounts for access by full SPHS team.

Website Contacts/Email Accounts

3.1 Emails answered within Secretariat email account will come directly from the [email protected] email address.


3.2 Emails to the secretariat email address will also be forwarded to: [email protected].


3.3 Newsflash emails will also be available for access via the email account for access by full SPHS team: [email protected]


3.4 Emails answered within Secretariat/Newsflash email accounts will come directly from the [email protected] email address.


3.5 Newsflash emails will also be forwarded to: [email protected]. Website Contacts/Email Accounts

3.5.1 Emails answered by Mirjana Millic email account will come directly from the [email protected] email address/account.


BR 4. Support package to include direct support, configuration changes, maintenance and bug fixes for at least a two-year period.

Website Support

4.1 Developer team will be available to conduct configuration changes that require changes to the code, and bug fixes for the existing website implementation (at no additional charge) for at least 10 business days after system implementation.

Website Support

4.2 Developer will provide clearly documented instructions on any maintenance and updates that will be required to keep the system and tools running properly (such that SPHS users will be able to handle routine maintenance that falls within their scope of operations or provide this information to another service provider).

Website Support/Training

BR 5. SPHS Website/CMS User registration for both Public Contributors and Members will be Integrated with LinkedIn.

Website/Tool Registration

5.1 LinkedIn integration will enable users to register and login through LinkedIn, and for registration fields to pull basic fields from LinkedIn such as name, company, and so on to pre-populate these fields. User will then add additional information required for registration such as areas of expertise and interest.

At second login and onwards users will be able to login directly through LinkedIn.

Website/Tool Registration

BR 6. Suppliers and Manufacturers will have access to a Suppliers and Manufacturer Environmental Assessments landing page.

User Navigation and pages

mailto:[email protected]








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6.1 Suppliers and Manufacturers will be able to register and take the Environmental Assessment Questionnaire and to access related EA Assessment Reports on this landing page.

User Navigation and pages

BR 7. New website Public Contributors will be able to register as a contributor by linking their existing profile data on LinkedIn to the SPHS Website; they will then be required to only complete the remaining SPHS Website registry fields.

User Registration

7.1 Each time a Member or Public Contributor logs in after their initial registration they will be able to bypass SPHS Website signon and login directly through their LinkedIn account.

User Registration

BR 8. New Newsletter mailing list registration details will be automatically recorded and stored within the CRM tool.

User Registration/Data Integration

8.1 Before a new Newsletter registration is accepted and stored by the CRM, there will be an automatic check for duplicates.


8.2 If a Newsletter registrant already exists in the CRM database, the new registrant will not be notified, but rather:

<How will duplicate entries be handled?

Scenario 1: the existing record will be updated and synced with any

additional incoming data.

How will the system automatically know if someone has the same name or if it in fact a duplicate entry?

Scenario 2: New registration data will be as a draft entry or other

technical solution, but a notification will be sent to SPHS Administrators to confirm if the entry is a duplicate

Seeking technical solutions from developer>

User Administration/Data Integration

8.3 The Newsletter mailing list will be sent from the new SPHS Website CRM tool; SPHS administrators will be able to manually select who receives the newsletter each mailing period.

User Administration/Data Integration

BR 9. SPHS Website design will be enhanced to include a ‘Reading List’ function, which will provide users of the website with a function to view a personalized ‘Reading list’ page; to display a view of all ‘Liked’ contribution items from the contributions library.

SPHS Website Design Enhancement

9.1 Users is able to select ‘Like’ on the individual contribution items (they can do this now), and all of their ‘liked’ items will all display in one view per each user, within the ‘Reading List’ page (accessed from the main website menu bar).

SPHS Website Design Enhancement

BR 10. Tool developer will work closely with SPHS to ensure that data that is imported for the new OET/CRM tools is ready for import and meets the objectives of the databases (ensure appropriate database design, avoid duplicates and etc.).

This will include working closely with the SPHS IT specialist to create the Database Entity Relationship diagrams for the CRM and OET tools.

Data Integration and Import

BR 11. Tool developer will establish the database entity relationships (one to one and one to many, primary and secondary key relationships) with the help of SPHS Secretariat as part of their contract work.

Data Integration and Import

BR 12. Website tools shall be optimized at minimum to be compatible for viewing within the latest two browser versions for: IE, Firefox, Safari and Chrome.

Website Optimization



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BR 13. SPHS Website and tools shall be developed with mobile-device compatible pages and page functions.

Mobile Compatibility

BR 14. For each of the tools, there will be a pop-up notice to describe how the tool works and how to use it.

Website Navigation/Design

9.2 Administration Requirements

This section defines the administrative capabilities required by the system administrator users to manage

the content and the users of the system.

ID# Requirement Process-Area

BR 15. Direct access to SPHS Website/CMS administrative console, including direct access to the CRM, OET and DM tools is limited to internal SPHS staff alone.

15.1 While non SPHS Administrative website users and visitors will not be able to directly use or access the OET tool, SPHS Members and Suppliers and Manufacturers will be able to access specific reporting outputs of the tool.

User Management/ Reporting

BR 16. SPHS System Administrators shall be able to manage the entire tool; all content, manage all registered users/user access, social links, tools, reports, and messages/comments/discussions/documents

User Management

BR 17. SPHS Secretariat website administrators will have the following roles and responsibilities via the system tools:

Refer to Appendix D: SPHS Website & Tools Administrative User Roles.

SPHS Administrative Roles/User Management

17.1 System Administrators (‘Super User’ role) shall be able to add, delete and modify Website forms and templates and database records.

Other roles as defined within SPHS Administrative User Roles shall have the ability to add and modify but not delete Website tool forms records and templates.

User Management

17.2 SPHS Coordinator and Assistant Coordinator roles as Super Users, will be able to add /map new SPHS administrators, or remove existing ones from the administrative console.

User Management

17.3 Super User Role only will be able to remove SPHS Administrative user access to the system.

However, only the SPHS Coordinator and Assistant Coordinator roles may remove or add the SPHS Assistant Coordinator user permissions; both are mapped as ‘Super Users’.

User Management

17.4 SPHS System Administrator roles will be able to add or remove registered website user access and permission(s):

System Administrators shall be able to grant registered Website user (Public Contributor, Member, Supplier/Manufacturer) access, and repair problems with account access. Refer to Appendix D: SPHS Administrative User Roles.

User Management

BR 18. System Administrators shall be provided with instructions on how to retrieve accidentally deleted website files, either manually or with the help of the Website/Tool developer company.

Data Retrieval



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18.1 There will be a process to retrieve accidentally deleted files through the ‘soft delete’ function of the SPHS Website/CMS system, and/or through file backups performed by the development company.

Data Retrieval

BR 19. More than one SPHS system administrator will not be able to update the same record simultaneously. They will receive a prompt that the record is currently in use, who it is in use by, and that it cannot be modified right now.

User Management/Backup

BR 20. Help menu/resources will be available to guide admins on the processes and procedures for conducting their work.

E.g. in how to setup user permissions and similar administrative functions.

Admin training guide to also include:

What is the system in place to edit and comment on submissions?

How can this work be shared in the secretariat?

Who is sending back to submitter and how?

Where are Public Contribution drafts accessed?

How does SPHS restore account access for website users who are locked out?

User Management/ Administration

BR 21. SPHS Administrators shall have access to a website user statistics tracking reports.

Reference: Reporting Requirements

User Management/ Administration

9.3 Security and Integrity Controls Requirements

This defines the roles-based access and compliance needs; such as processes to govern data storage,

disposition, etc. and the protection of privacy data.

ID# - Requirement Process Area

BR 22. Users shall be granted role-based access. Security/Integrity Controls

BR 23. Under user login as a Member, these users will have access only the specific Member OET reports that relate directly to their Member-Agency; they will be unable to view reports and report data pertaining to other member agencies.

Security/Integrity Controls

23.1.1 Members will be able to access only their specific OET reports from the SPHS Website Members’ area landing page; their access level to the reports will be defined by their User Account and agency mapping

E.g. authorized members of UNDP agency will be able to automatically view and access only UNDP Supplier/Manufacturer Risk Profile reports, Procurement History and Supplier/Manufacturer companies they are interested to work with (but cleansed of other agency procurement information tied to those S/Ms) due to their UNDP user mapping.


BR 24. Suppliers and Manufacturers will be able to access and take the Supplier/Manufacturer EA Questionnaire only after registration and approval of their registration by SPHS; they will first be deemed eligible according to defined eligibility requirements.


BR 25. Suppliers/Manufacturers will be able to access comparative EA Reports that show how their comparative risk profile in relation to other comparable S/Ms; however this data will be cleansed of all Supplier/Manufacturer names and contact detail to protect the privacy of those organizations.




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BR 26. Registered users will be able to retrieve forgotten password without compromising their account security.


BR 27. SPHS System Administrators shall be able to access copies of deleted templates and records, through the ‘soft delete’ function of the CMS system.


BR 28. Registered users’ and SPHS members’ privacy data shall be protected. Security/Integrity Controls

28.1 User privacy data shall not be compromised by logging into the website through mobile devices.


BR 29. SPHS Website Administrators should have the ability to track registered user activities (how many contributions made per Name/ID, on what date, type of contribution, title of contribution, location of contributor).

Reference: Reporting Requirements


BR 30. SPHS Administrators will be able to run a report of registered user activity (frequency of use; date/s user last entered system, users that have been inactive for a period of time).


9.4 Access/Availability and Redundancy/Backup Requirements

This section describes the access/availability requirements, which define the agreed minimum up time

and level of performance for the system and the Redundancy and Backup Requirements, which define

the archiving, backup and disaster recovery requirements related to this project.


BR 31. SPHS Website/CMS and tools will be available at all times and days. Availability

BR 32. If the website has infrequent planned updates/maintenance that cannot be avoided, that must interrupt website access:

Only certain features of the site shall be interrupted

SPHS will be notified in advance regarding the downtime and expected resolution timeline

A message will display to users notifying them of the interruption

<Developer: what will this scenario look like: e.g. how often this will happen & realistic expectations for resolution time?>

Redundancy

BR 33. Certain features / website tools may be shut down during data migration and configuration:

Only certain features of the site shall be interrupted

SPHS will be notified in advance regarding the downtime and expected resolution timeline

A message will display to users notifying them of the interruption

<Developer to define and disclose at start of project what this scenario will look like?>

Redundancy

BR 34. SPHS Website data shall be backed-up on a regularly scheduled basis as discussed/agreed with Developers.

Backup/Data Retrieval

34.1 SPHS Administrators will be able to access backups with a copy of accidentally deleted records or webpages.


34.2 Backups shall be made at least monthly; weekly backups are preferred. Backup/Data Retrieval



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BR 35. SPHS will also be able to access accidentally deleted templates and records through a ‘soft delete’ function that will be part of the SPHS Website/CMS system whereby deleted templates and records can be retrieved.


BR 36. System Administrators shall be provided with instructions on how to retrieve accidentally deleted website files, either manually through a Soft Delete function or with the help of the Website/Tool developer company.


9.5 Scalability and Compatibility/Supportability Requirements

This section defines how the system accommodates / supports growth of the user community and

complexity of the functions in Phase 2, and compatibility for integration with other technology

tools/solutions.


BR 37. The SPHS Website/CMS platform developed in phase 1 will be compatible with the tools and updates developed and configured/integrated within project phase 2:

CRM tool

Document management tool/consoles

Online engagement tool including flexible Questionnaire

Interactive map feature

Scalability and Data Integration

BR 38. SPHS Website and Hosting solution / package shall be able to handle scaled operations and to accommodate changing capacity requirements such as:

Increases to user volume (# of distinct users), bandwidth, storage capacity, and so on from the period that Phase 1 is launched until launch of Phase 2 and beyond.

Scalability

BR 39. Developer company will provide SPHS with access to the full CMS (and integrated tools) system code as part of the development package, so that in the event that SPHS later decides to hire another development entity to do work on the site, the work can be transferred to them.

Compatibility/

Supportability

BR 40. The implemented SPHS Website/CMS will be compatible with and supported by new technology developments in the field; there is no foreseeable reason to think that any new technological developments could cause the existing SPHS Website/CMS tool to become defunct.

Compatibility/

Supportability

9.6 Reporting Requirements

This section describes the reporting requirements for the system and how data and information will be

displayed and organized for relevance to users.


BR 41. SPHS Administrators are able to generate all SPHS Website reports. Reports

41.1 Users shall be able to access a set of standard reports that can be run with the selection of basic report criteria.

Reports



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41.2 All reports are available for download and sharing in editable text/excel format. Reports/Download and Sharing

BR 42. SPHS Administrators are able to display plot graphs, bar charts and various visual data display options for reports. e.g. graph with top scores average scores and lowest scores.

Reports/Visual Display

42.1 User shall be able to segment the report to display either full data available, or only partial selection criteria.

Reports

BR 43. SPHS Administrators are able to generate a Tool Usage Report. Reports

43.1 Report will identify the following:

Number of distinct CRM, OET, DM tool and EA Questionnaire users daily, monthly and annually.

Volume of activity by Users (Public Contributors), Visitors and Members

User (all types) preferences and history

Links and functions/documents, reports accessed.

Page tracking to see which pages and tools are viewed and used most often.

Number of Public Contributions per and across all types of users.

Most and least frequent contributors.

Locations of website users/visitors/members (including volume of website usage per region/country).

Overview data on country stats, most frequent searches, search words, links clicked, etc.

Reports

BR 44. SPHS Administrators are able to generate a Registered Users Report Reports

44.1 User Information captured during Member and Public Contributor registration shall be available for local download by SPHS Administrators to editable text/excel format.

Reports

44.2 SPHS Administrators will be able to run a report of registered user activity (frequency of use; date/s user last entered system, users that have been inactive for a period of time).

Reports

44.3 All registered user data fields will be available for download to editable text/excel format, and/or SPHS administrators also will be able to select only a sub-set of Registered User data to view and / or download locally.

Reports

BR 45. SPHS Administrators will be able to generate a Public Contributions Report.

This report will include the following information: contributions on different types, sectors, locations, ability to view full list of titles, tags given to the content, dates contributed, names of topic, authors.

Ability to search how many reports of a different type, sector or location were made within a certain time-period;

Ability to see how many contributions were made by the same author

“ “ to a certain country or region

“ “ of a certain Type

“ “ by SPHS Administrators as a SPHS Service Offerings

“ “ by SPHS Members for posting on the Member pages

“ “ most liked items within a period of time

“ “ items with the most hits, average number of hits per

contribution

“ “ most popular Sector areas/Contribution Types (most hits)

Reports



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Temporary elements of such a report will be available earlier in Phase 1; including ability to show ’liked’/featured items, per sector and location/s.

BR 46. SPHS Administrators will be able to generate a Members Forum Usage Report:

It will summarize Members Area usage trends: most used tools and functions/features, volume of user activity in the forum tool (posts, discussion thread comments), Document Management tool average usage, and average number of OET tool reports accessed per agency, per week, month, bi-annually, annually.

Reports

46.1 User shall be able to segment the report to display either full data available, or only partial specified selection criteria.

Reports

BR 47. SPHS Administrators are able to generate a Newsflash User Report. Reports

BR 48. Registered SPHS Website Members and registered Suppliers/Manufacturers are able to access a sub-set of specific OET reports from the SPHS external website.

Reports

48.1 Members and Suppliers/Manufacturers will be warned with a disclaimer that they are aware not to share their agency and organisational reports widely due to privacy issues in the data.

Reports

BR 49. Suppliers and Manufacturers will be warned through Site / Tool Terms and Disclaimer that they are aware of, and agree to release their EA Profile Questionnaire ratings for use in comparative reports that can be accessed by other Suppliers/Manufacturers and Members.

Reports/Information Privacy

BR 50. Under login on the SPHS Website /CMS Members Area, Members will be able to access the following OET Reports:

1. Agency’s S/M Procurement history – this report will display only their own

agency’s procurement history such as volumes procured, from which suppliers/manufacturers, date of procurement/s, location, etc. Full list of proposed fields in the CRM/OET Masterdata list, Appendix A.

a. Member reports access will be defined by their User Account agency mapping.

2. Supplier/Manufacturer EA risk profile reports to understand who to

select/procure, based on their EA ratings and profile details. This report will contain full contact details of the Supplier/Manufacturer company focal persons, if available, but not the detail of which agencies they are currently or have been procured by.

Reports

50.1 Members will not be able to view the procurement detail or history of other member agencies; Procurement History report shall be visible only to the member agency it describes, and the Supplier/Manufacturer Environmental Assessment reports will not contain information regarding current or previous procurement of a supplier/manufacturer by other member agencies.

Reports/Information Privacy

BR 51. Under login on the Supplier and Manufacturer Environmental Assessment page, Suppliers / Manufacturers will be able to access the following OET features and reports:

1. EA Questionnaire to S/Ms to submit their own risk profile

2. Comparative S/M Risk Profile Reports that compare an individual

Suppliers’ EA profile rating with that the ratings of other comparable other Supplier/Manufacturers organisations.

Reports



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51.1 Suppliers and Manufacturers will not be able to see the names/identity or contact details of other supplier and manufacturing companies that they are ranked against on the report. The report will not directly reveal questionnaire data from other S/Ms; they can only see their own S/M score and comparative data points and indicators regarding their rating versus the ratings of other Supplier/Manufacturers.

Reports/Data Privacy

9.7 Training Requirements

This section describes the training priorities and features available to system-users, including but not

limited to online or hard copy help resources.


BR 52. Developer Company will supply System User training and guidance notes (such as technical SOPs and system/tool training guides) for each of the deployed tools. These will include a description of all functions that end-users and SPHS administrators could perform to work with, manage, edit, maintain and update each tool.

Whatever the format, they should be comprehensive.

Administrative User Training

52.1 Full system documentation and training manuals will be provided for site administrators. The user guide will describe all sections of the new portal and how to use/maintain them.

(e.g. screenshots, or user guides electronic/downloadable versions).


52.2 Provision of all available or proprietary CRM/DM/OET and interactive map tool technical guidance notes/procedures and resources, technical SOPs and training tools for end users and SPHS Secretariat administrators.


BR 53. This shall include guidance notes specifically to guide admins on the processes and procedures for conducting their work to include the following User Management and Administration activities:

How to input/edit/delete/create new fields and records to the CRM/OET/DM tools. How to manage content within the CMS

How to setup and manage registered users/user access and content:

o E.g. How does SPHS restore account access for website users who are locked out?

How to manage/use reports


53.1 For each of the tools/modules, there will be a pop-up notice to describe how the tool works/how to use it.


BR 54. Developer will provide clearly documented instructions on any maintenance and updates that will be required to keep the system and tools running properly (such that SPHS users will be able to handle routine maintenance that falls within their scope of operations or provide this information to another service provider).


9.8 Data Integration / Sharing Requirements

*Note: There are extensive data transfer needs to and from the SPHS Website registration process from

Public Contributions, Newsflash Registrants, Member Registrations, and Supplier/Manufacturer



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Registrations. Data obtained during user registration as well as during account user/profile updates will

be synced within the Content Relationship Management and Online Engagement Tools.

The requirements below are only partial; a full set of integration requirements will be provided to the tool

developer as part of Phase 2 development work. These data integration requirements are also described

within the CRM/OET Masterdata list excel file (Appendix A). The database entity relationships (ERD)

will be developed as a collaborative effort between an SPHS side business/database analyst, and the

developer company.


BR 55. User Information captured during new user registration and User Account updates will be integrated with the CRM and OET tools.

Data Integration

55.1 Each time a user registers as a Public Contributions, Newsflash Recipient, Member and Supplier/Manufacturer, data obtained during user registration as well as during account user/profile updates will be synced within the Content Relationship Management and Online Engagement Tools

Data Integration

BR 56. Specified fields from within the CRM database will transfer automatically to the OET database for access and search/retrieval there.

Data Integration

BR 57. Specified fields from within the OET database will transfer automatically to the CRM database for access and search/retrieval there.

Data Integration

BR 58. At all times, the data in the CRM/OET database should be identical for all of identical field names.

Data Integration

BR 59. SPHS Administrators will be able to access and search registered Public Contributor user detail within the CRM tool; for example, to search for number of contributions by a specific contributor, date content items were contributed, contribution title’s and contributors’ Organization.

Data Integration

BR 60. CRM/OET tool user information shall be available for local download to editable text/excel format.

Data Integration/

Reporting

BR 61. New Newsletter mailing list registrant’s data will automatically be recorded and stored / synced within the CRM tool.


61.1 Newsletter mailing list recipients can be selected/deselected each time from the CRM.


BR 62. There will be an automatic system check for duplicate CRM records when someone submits a user registration request to the Newsflash as a newsletter subscriber, as a new Member, Public Contributor or Supplier/Manufacturer for the EA Questionnaires.


62.1 How should duplicate entries be handled?

Option 1: the existing record will be updated and synced with any

additional incoming data.

o How will the system automatically know if someone has the same name or if it in fact a duplicate entry – what about the risk of merging the contact details of two separate individuals with the same name?

Option 2: New registration data will be as a draft entry or other technical

solution, but a notification will be sent to SPHS Administrators to confirm if the entry is a duplicate>

<Seeking technical solutions/options from tool Developer>




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BR 63. Tool developer will work directly with SPHS to ensure that data that is imported for the new OET/CRM tools is ready for import and meets the objectives of the databases (ensure appropriate database design, avoid duplicates and etc.).

Data Integration

9.9 Interactive Map Tool Requirements


BR 64. All visitors to the SPHS Website will be able to use the Interactive Map tool; however only SPHS Administrators will Manage and Administer the map with access rights to change pullout data and display.

Interactive Map Tool Design

BR 65. Interactive Map Tool will display on the What you can do page of the SPHS Website.


BR 66. Interactive Map will display the following types of editable data:

a) the locations of the full SPHS network, and specifically of the SPHS members and Secretariat, suppliers and manufacturers, with configurable pop out details from each

b) ability to search and public contributions (events and projects) by location and see pop-out detail

c) visual detail of the SPHS, and Member events, activities and projects, as well as those of the public, from Public Contributions to the SPHS Website/CMS.


66.1 Users will be able to view a map of the world, and zoom in and out to see different types of pullout data from different locations, which will display in association with radio buttons as well as highlighted sections. Example can be seen here: http://sowc2015.unicef.org/map/


BR 67. There will be a key, or a dropdown menu, on the page with the map which will describe the types of data will pullout from the map and which radio buttons correspond to which types of information.


BR 68. There will be six types of radio buttons for ways that detail will display from the map:

1. Public Contribution events (includes public contribution trainings) will

pop-out from the locations in which they take place. These will transfer directly from the Public Contributions submissions.

Once a radio button is selected on the map, text will pop open that describes the type of button it is (Events) and the location it is part of – eg – ‘Events in Côte d'Ivoire.

User can either double click the radio button, or click a ‘View Events’ link on the pop-out text area to open a new page view of all contributions from that location. This page will display exactly like the location search results landing page, and will contain all of the search results from that place.

2. Public Contribution projects will pop-out from the locations in which they

take place. These will transfer directly from the Public Contributions submissions.

Once a radio button is selected on the map, text will pop open that describes the type of button it is (Projects) and the location it is part of – eg – ‘Projects in Ghana’.

User can either double click the radio button, or click a ‘View Projects’ link on the pop-out text area to open a new page view of all contributions from that location. This page will display exactly like the location search results


http://sowc2015.unicef.org/map/



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landing page, and will contain all of the Public Contributions (Type ‘Projects’) from that place.

Users will be able to segment the search results – once they are on that page view, to display only ‘Current’, or ‘Future’ projects.

3. SPHS and member agency events (includes trainings) will pop-out from

the locations in which they take place. These will transfer directly from the SPHS Service Offerings and Member Agency Public Contributions of the Type ‘Events’ and ‘Trainings’).

Once a radio button is selected on the map, text will pop open that describes the type of button it is (SPHS and Member agency Events) and the location it is part of – eg – ‘SPHS and Member Events in Istanbul’.

User can either double click the radio button, or click a ‘View Events’ link on the pop-out text area to open a new page view of all contributions from that location. This page will display exactly like the location search results landing page, and will contain all of the search results that pertain to SPHS and member agency Event and Training contributions from that place.

4. SPHS and member agency projects will pop-out from the locations in which

they take place. These will transfer directly from the SPHS Service Offerings and Member Agency Public Contributions of the type ‘Projects’.

Once a radio button is selected on the map, text will pop open that describes the type of button it is (SPHS and Member agency Projects) and the location it is part of – e.g. – ‘SPHS and Member Agency Projects in Istanbul’.

User can either double click the radio button, or click a ‘View Projects’ link on the pop-out text area to open a new page view of all contributions from that location. This page will display exactly like the location search results landing page, and will contain all of the search results that pertain to SPHS and member agency contributions from that place.

Users will be able to segment the search results – once they are on that page view, to display only ‘Current’, or ‘Future’ projects.

5. ‘Our network’ will display the locations of all CRM contacts in the database. This data will display not as individual data points on a map but as

highlighted sections and ability to pull out information on them.

A section that is highlighted on the map can be selected, and text will pop open that describes the type of data it describes – e.g. SPHS Global Contacts.

SPHS Secretariat and members’ location and contact information will

pop-out from the locations in which they reside. These will transfer directly from the Contact Us and SPHS Website Member Agency pages.

Once a radio button is selected on the map, text will pop open that describes the name of the Member Agency or ‘SPHS Secretariat’; its full location and contact details will display.

User can either double click each radio button, or click ‘View Agency’ to be re-directed to the Member Agency’s SPHS Website landing page, or to the SPHS Website ‘Contact Us’ landing page. This page will display exactly like the location search results landing page, and will contain all of the search results from that place.

BR 69. A similar interactive map concept is shown on: http://sowc2015.unicef.org/map/




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10 BUSINESS USE CASES

This section describes each process area within the project as a business use case and actors as the

users of the system. The diagram below describes the relationship between the actor (user) and process

area or rather the business use case.

10.1 Description of Actors

This section identifies the actors that interact with the system. The primary roles and responsibilities are

described for each of the actors.

Actor / User

Description

Actor 1 – SPHS Administrators SPHS with serve primarily as Website Administrators, and will also facilitate and participate in Knowledge Exchange, Learning, and Networking.

SPHS Secretariat are the sole administrators of the SPHS Website/ CMS System and tools and will manage the entire application. SPHS secretariat will be responsible to manage the following activities, among others:

1) Manage, Create, Add, Edit Delete Website Content

2) Manage Registered Users/User access Permissions

3) Manage Messages/Comments/Discussion/Documents

4) Manage Reports, eg. User Statistics

5) Manage Social Links

6) Logout

Their interest vis a vis the website is to use it in fulfilling their mandate to facilitate and coordinate the introduction of sustainable procurement policies and practices in the global health aid market, and among its members. SPHS can also interact with the SPHS website with the Visitors and Users (Public Contributor) roles.

Actor 2 – Members Members’ user role will participate and engage in Learning, Knowledge Exchange, and Networking.

Under secure login, Members will be able to directly engage other Members, and to contribute subject matter expertise. Members will also use the tool to engage in document management and sharing via the Document Management tool, and to assess potential suppliers and manufacturers through the Online Engagement Tool and its reporting feature. Members will be able to access OET reports (SPHS administrator will grant access to each member) on the procurement history and trends for their own member agency.

Members can also interact with the SPHS website as Visitors and Users (Public Contributor functional user-roles), within their current login.

Actor 3 – Users (Public Contributors)

Users’ (Public Contributors) user-role will participate and engage in Learning, Knowledge Exchange, and Networking.



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Users will register with the SPHS website and then be able to directly engage in Knowledge Exchange through the Public Contributions pages and forum.

Users (Public Contributors) can also interact with the SPHS website under the Visitors functional user-role.

Actor 4 - Visitors Visitor user-role will participate in Learning, and Knowledge Exchange via Social Media sharing. Visitors may include Health

Sector subject matter experts, or any other interested members of the Public.

Visitors can also interact with the SPHS website as Users, Members or under Public Contributor login (functional User-roles).

Actor 5 - Suppliers Suppliers and Manufacturers user-role will participate in Learning and Knowledge Exchange. They will interact with the website via a link on

the website to the Environmental Assessment Questionnaire which they will be able to register to take and view a report to see how their responses rank in relation to other suppliers and manufacturers.

Suppliers and Manufacturers can also interact with the SPHS website as Visitors, or as Users under Public Contributor login (functional User-roles).

10.2 Navigate and Use the Customer Relationship Management (CRM) Tool Use Case 1

Overview:

SPHS Secretariat Website administrators will be able to use the CRM tool, as per their system roles and permissions, described within the Section 9. Administration Requirements, and Appendix D: SPHS Website Administrative User Roles.

Actors: SPHS Website Administrators

Pre-conditions: SPHS Administrator has entered the SPHS Website administrative

console/dashboard.

Note: The actions described below are for illustrative purposes only; there are potentially endless alternative scenarios to the one described here.

Step User Action

Normal Flow

1. SPHS Administrator navigates to CRM icon on the Website dashboard/console.

2. User opens CRM tool icon and conducts a search to view the last month of SPHS contacts and

collaborations.

3. Opens Contact History record, views: collaborations/recent contacts that have taken place within the last one

month, areas of potential collaboration, name/email of SPHS team member in touch with contact, contact

email/phone/skype name, organizational affiliation, Discussion points, and next to each discussion point: an

Activity Status selection box: Completed, In Progress and Due By fields in Green, Yellow and Red, and ability

to customize notifications re: approaching a due date). View of summary actions on main Record view:

Green, Yellow, Red status actions. Type of contact event (Meeting, Email, Telephone, Webinar, Skype, etc.),

planned/completed meeting follow up actions, contact history log notes.

Related activity options within the Contact history record: ability to assign notifications to schedule

new meeting or of a pending meeting date, method of follow-up (email, phone call, etc.), contact

history log notes (non-searchable free form text entry). Also, Notifications: a). discussion point follow



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up Status b). Notification to schedule meeting follow up. Ability to customize notifications from each

individual contact record.

4. User edits a specific contact history item and adds a note to describe new information on areas of potential

collaboration – perhaps from information gleaned from the Contact’s Newsflash Registration or Public

Contributor profile.

5. User assigns a notification to schedule a new meeting with the contact; selects from a list which SPHS

administrator will receive the notification.

6. User saves changes.

7. User downloads a report of SPHS collaborations that have taken place in the last month.

8. User prints a simple list of recent collaborations to include key data and planned follow-up actions – selects

individual fields to include in the print-view.

9. User exits CRM tool and returns to SPHS Website administrative console landing page.

Alternate Flow – Exceptions

*Note: there are potentially endless alternative scenarios to the one described here, this is for illustrative purposes.

2.1 SPHS Administrator receives a Contact History record notification from another member of SPHS and

navigates to the related item/s in the record.

2.1.1 Follow-up on the Contact History notification as per the instructions/recommendation. Notification

indicator/flag clears on the CRM console once the item is addressed.

2.1.2 User searches Contact History Records by a different period of time; perhaps last one year of contact history.

4.1 User does not edit any tables/fields in the Contact History record.

5.1 User does not schedule any notifications.

6.1 User has not made any changes to save.

7.1 User downloads a report of SPHS collaborations over the past year <process flow items 8-9 continue>

Business Logic

SPHS Administrators are able to search Contact History records for recent SPHS team collaborations, receive

notifications from other SPHS Administrators regarding required follow-up actions and areas of potential collaboration.

SPHS Administrators are able select the datasets that they want to view, download and print either as lists, excel

spreadsheets or reports.


BR 70. User permissions defined within Appendix D: SPHS Website Administrative User Roles apply also to SPHS administrative use of the CRM, DM and OET tools.

CRM Database Administration

70.1 Only a sub-set of SPHS administrators will be able to delete records contacts within the CRM tool, also as defined in Appendix D.

CRM Database

70.2 When new users register as Public Contributors or as Newsflash newsletter recipients their data will transfer automatically and be saved in the CRM database.

CRM Database

BR 71. The four sources of data for the CRM tool include:

Data that exists in the OET tool and is transferred over/synced with the CRM to be viewable also as a data field within CRM

Newsflash Registrant contact details imported and synced when someone signs up to receive the Newsflash or updates their subscription information

Public Contributor registration data that is imported and synced with the CRM contacts list when someone signs up initially or updates their account information

Manual direct contact data entry by SPHS administrators

CRM Database



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BR 72. There will be an automatic check performed before any new contacts are added to the CRM database to ensure that no duplicate contacts exist.

CRM Database

72.1 When registering as a public contributor or newsflash recipient, if a duplicate record for the individual is found or suspected in the CRM, their entered data will be flagged for SPHS to follow-up and resolve. Once SPHS resolves the issue, their user registration will be processed and the new entered data will be saved or synced with their existing contact record.

<Process for resolving duplicate records TBD with developer, this is one proposed solution>

CRM Database

72.2 If a duplicate contact is found or is suspected in the CRM:

<How should duplicate entries be handled?

Option 1: the existing record will be updated and synced with any additional

incoming data.

o How will the system automatically know if someone has the same name or if it in fact a duplicate entry – what about the risk of merging the contact details of two separate individuals with the same name?

Option 2: New registration data will be as a draft entry or other technical

solution, but a notification will be sent to SPHS Administrators to confirm if the entry is a duplicate>

<Seeking technical solutions from Developer>

CRM Database

BR 73. CRM tool will enable users to view ‘discussion points’ as well as an Activity Status selection box next to each point: Completed, In Progress and Due By fields in Green, Yellow and Red.

CRM Database

73.1 Ability to see a summary of these actions on main Record view: Green, Yellow, Red status actions.

CRM Database

BR 74. CRM will enable users to view, customize and receive notifications of approaching a due date or dates for: a). discussion point follow up Status b). to schedule meeting follow up.

CRM Database

74.1 SPHS administrators will be able to customize notifications from within each individual contact record.

CRM Database

74.2 Notifications will be sent to SPHS administrators both by email and will be viewable in the CRM tool or SPHS Website / CMS console.

CRM Database

BR 75. Refer to Appendix A: CRM & OET Tool Masterdata lists for a full list of data fields and

proposed records. CRM Database

75.1 Tool developer will work closely with SPHS to ensure that the CRM data is prepared properly for data import to the CRM tool.

CRM Database

75.2 Tool developer will import available data as per SPHS instructions. CRM Database

75.3 Tool developer will establish the database entity relationships (one to one and one to many, primary and secondary keys) with the help of SPHS team as part of their contract work.

CRM Database

BR 76. At minimum, the CRM Tool will enable users to perform the following searches and functions:

Contact view and search

Company view search

Environmental Assessment Profile view and search

Newsletter Subscriptions view and search

CRM Database



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Contributions view and search

Contact history view and search

For additional detail on these data fields and records, refer to the CRM/OET Masterdata list in Appendix A.

76.1 Contact record should display the following associated fields: photo, title, first name,

last name, organization, department, position, country, region, list, areas of expertise, areas of additional interest, email/s, phone/s, fax, Skype/other, social media channel/s, comments, newsletter subscriber, contributions, contribution title/s, contribution/s date/s, collaboration/s.

CRM Database

76.2 Company record should display the following associated fields: Organisation,

Organisation Type, Address, City, Country, Region, Focal Points, Institutional Focus on sustainability and relevance to the SPHS, areas of potential collaboration, collaboration/s, Organigramme.

CRM Database

76.2.1 An example search function in the CRM:

User will be able to click an individual Organisation name, and see a list of all the Organisation Types it is mapped to. For example, it is mapped to both a UN Agency, and one or more Associations.

User should see a list of names of all UN Agencies and Associations that this Organisation belongs to.

CRM Database

76.2.2 Another example search function in the CRM:

User clicks an Organisation name, in this case a Supplier/Manufacturer organization such as Bayer Pharmaceuticals, and is able to view a list of the UN Agencies procuring the services of that organisation.

They can also see a list of all Focal Points at that organisation, and pull out the list to the individual details of those contacts.

Ability to see the Environmental Information free-text field with comments about the risk profile of that organization, and its EA Questionnaire rating.

User can view comments related with organisations, Contacts/Focal Points and regarding their EA risk profile.

<This data originates in the OET and will also transfer/sync automatically for search/view within the CRM>

CRM Database

76.3 Environmental Assessment profile record -- These data fields will be pulled from the

OET tool. Questionnaire Feedback, EA Questionnaire Ratings (ratings by section and total score).

CRM Database

76.4 Newsletter Subscriptions Record should display/include the following associated

fields: First Name, Last Name, Email/s, Phone's, Social media Channel/s, Areas of Expertise, Areas of Additional Interest, Newsletter Subscriber? Date unsubscribed? Reasons for unsubscribing?

CRM Database

76.5 Contributions Record should display the following associated fields: First Name, Last

Name, # Contributions, Contribution/s Title/s, Contribution's Date/s. CRM Database

76.6 Contact History record should display the following associated fields: collaborations,

collaboration/s date/s, areas of potential collaboration, name/email of associated SPHS team member (who has had contact), contact-person email/phone/skype name, organizational affiliation, Discussion points (non-searchable free form text), next to each discussion point: an Activity Status selection box: Completed, In Progress and Due By fields in Green, Yellow and Red, and ability to customize notifications re: approaching a due date). Ability to see a summary of these actions on main Record view: Green, Yellow, Red status actions. Type of contact (Meeting, Email, Telephone, Webinar, Skype, etc.), planned/completed meeting follow up actions and ability to assign

CRM Database



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notifications to schedule new meeting or of a pending meeting date, method of follow-up (email, phone call, etc.), contact history log notes (non-searchable free form text entry).

76.6.1 Notifications: a). discussion point follow up Status b). Notification to schedule meeting follow up. SPHS administrators will be able to set and customize notifications from within each individual contact record.

CRM Database

10.3 Navigate and Use the Online Engagement Tool (OET) Use Case 2

Overview:

SPHS Secretariat Website administrators will directly access and administer the OET tool, as per the system roles and permissions described in Section 9. Administration Requirements, and Appendix D: SPHS Website Administrative User Roles. In addition, Members and Suppliers/Manufacturers will be able to

access specific reports of the OET from the external SPHS Website.

Actors: SPHS Website Administrators (direct users); Members, Suppliers/Manufacturers (just

OET tool report outputs).

Pre-conditions: SPHS Administrator has logged in and entered the SPHS Website administrative

console/dashboard;

Members/Supplier/Manufacturer has registered and logged into their account,

and accessed the link to OET Reports from the external SPHS Website.

Note: The actions described below are for illustrative purposes only; there are potentially endless alternative scenarios to the one described here. Also refer to the OET Overview document in B.

Step User Action

Normal Flow

1. SPHS Administrator navigates to OET tool icon on the Website dashboard/console.

2. User opens OET tool and conducts a search first on the Procurement History of the UN Member agencies.

3. User views database results, and then filters the list further by the following selections:

Procurement Year: 2015, Quantity Procured, Financial Volume Procured, Vendor Name/s, Vendor Country

(countries), their % Exposure (amount of exposure by the combined UN Agencies per each

Supplier/Manufacturer) Commodity Group/s, Products procured, EA Questionnaire Ratings.

4. User exports database results as an excel spreadsheet; downloads results to desktop and then shares by

email with colleague.

5. Closes the search results window and navigates outside of the OET tool to the main SPHS Website/CMS

dashboard.


2.1 SPHS Administrator conducts an alternative search on the environmental assessment profiles of

Suppler/Manufacturers procured just by the UNDP member agency for the Year 2015.

2.1.1 User navigates to the Environmental Assessment Questionnaire/s database option, and filters the records to

view the Year 2015 and the UNDP agency profile.

2.1.2 User views the list of EA Questionnaires completed by suppliers of just the UNDP agency, the EA scores per

each supplier, scores per each sub-section, and other relevant information for these suppliers, such as:

Quantity Procured, Financial Volume Procured, Vendor Name/s, Vendor Country, % Exposure (amount of

exposure by the UNDP Agencies per each Supplier/Manufacturer), Commodity Group/s, and Products

procured.

2.1.3 User filters the list of results to see at the top those Suppliers/Manufacturers with the lowest EA Questionnaire

ratings, and the % Exposure of just the UNDP agency to the products of these organizations; also the



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Suppliers/Manufacturers’ Quantity Procured, Financial Volume Procured, Vendor Name/s, Vendor Country,

Commodity Group/s, and Products procured.

<process steps 4-5 continue as per original event flow>

Business Logic

The OET will be able to calculate, score, store and provide searchable, and exportable EA Questionnaire data, in

addition to conducting business analytics & calculations on member agency procurement data; such data can also be

searched, compared, and exported.

With the OET tool, member agencies will be able to review supplier profiles (once access have been granted to them)

and the results of each Supplier/Manufacturer’s Environmental Assessment (EA) questionnaire. They will also be able

to view guidelines on the UN procurement process and standards of selection.

The EA Questionnaire will be available from the external SPHS website; Suppliers and Manufacturers will be able to

register a user account to take it the questionnaire and will be able to view their Questionnaire ratings/score.

Questionnaire responses will need to be validated by SPHS administrators as many of the questions require proving

documentation. After the validation score and EA profile will be visible within the OET database. Manufacturers and

Suppliers will also be able to view the ratings/scores of comparable Supplier/Manufacturers, without having access to

the organizational identity of the other scores.

*Environmental Assessment Questionnaire is provided within Appendix C.


BR 77. Each Supplier/Manufacturer will have its own Environmental Assessment Profile record in the OET.

OET

77.1 New Supplier/Manufacturer environmental profiles will be added to the OET in one of three ways:

Manually entered by SPHS (from UNDP, UNOPS or other data sources).

Import by the tool developer as instructed by SPHS during tool deployment

Automatically created in the OET once a Supplier/Manufacturer registers a new account through the EA questionnaire.

Fields will directly update from EA Questionnaire responses.

OET

77.2 From the SPHS Website, Suppliers and Manufacturers will be able to register a user account that will provide access to take the questionnaire and submit their responses.

OET / User Registration

77.3 Data sources for the Environmental Profiles include the following:

EA Questionnaire Supplier/Manufacturer Registration details

EA Questionnaire responses – including the contact details from Question 1 of the EA Questionnaire

CRM & OET masterdata source data from the individual UN agencies, which provide their procurement history and data.

OET

77.3.1 Supplier/Manufacturer contact information (provided during SPHS Website account registration, and within Question #1 of the EA Questionnaire) should transfer and sync automatically with the OET and CRM to store and display as part of each Supplier /Manufacturer’s Environmental Profile.

OET

77.3.2 Once a Supplier/Manufacturer takes the questionnaire, their EA profile will be updated/synced with their questionnaire responses.

OET Questionnaire

BR 78. While the Supplier/Manufacturer EA profile data will originate in the OET tool, from the following sources:

o Data import/entry by SPHS (from UNDP, UNOPS or other data sources) o Import by the tool developer as instructed by SPHS during tool deployment o Created in the OET during Supplier/Manufacturer registration o From EA Questionnaire responses.



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S/M contact information and other defined fields as per the CRM/OET Masterdata list (Appendix A) will also transfer/sync automatically to searchable fields within the CRM.

This is because SPHS will need to be able to search through supplier/manufacturer contact records in both places; however the OET tool will contain their full risk assessment profile including searchable questionnaire responses.

BR 79. OET Questionnaire will be coded to be Flexible:

SPHS will be able to create new and remove existing questionnaire fields and

have new fields auto-calculate.

SPHS will be able to define and change the type of calculation that is

performed per each questionnaire field / item.

New data fields can also be searched and analyzed within reports.

OET Questionnaire

BR 80. The flexible questionnaire will be configured as a Flexible (not fixed) Questionnaire so that SPHS can create separate questionnaire versions tailored to the needs of each of the member agencies:

Each agency will have access (granted by SPHS administrators) to a link on the SPHS website to provide to Suppliers/Manufacturers. This link is to the specific EA assessment tailored to that agency’s concerns.

The agency will have access to view, print and download reports of just the questionnaire responses and scores of the suppliers that took their agency’s questionnaire.

The agency will also be able to view a report with the overall environmental profiles of Suppliers/Manufacturers it is interested in, by viewing a report that includes their S/M profile and score.

Multiple agency questionnaires will be available for Suppliers/Manufacturers to take; and to access reports on.

OET Questionnaire

80.1 A flexible (not fixed) questionnaire is needed also so that when new questionnaire fields are added, the tool can automatically recalculate the scores including the new fields. Answers options will include the possibility of uploading proving documentation in case is necessary or the question require it.

OET Questionnaire

BR 81. Individual Supplier/Manufacturer EA Questionnaire responses will be searchable and viewable within each environmental profile record and across different S/M records.

OET Questionnaire

81.1 Alternative questionnaire versions will contain different sets of questions that will/will not be included and scored, as per the needs of the individual member agencies.

<Seeking technical solutions>

OET Questionnaire

81.2 SPHS will set up each questionnaire for access by the member agencies and its Suppliers/Manufacturers.

OET Questionnaire

81.3 Multiple versions of the questionnaire can be accessed and taken, scored at the same time.

OET Questionnaire

BR 82. SPHS Administrators will be able to search, view, and compare individual EA Questionnaire responses across Suppliers and Manufacturers within the OET tool in order to review relative Supplier/Manufacturer risk levels.

OET Questionnaire

82.1 Each questionnaire response can be searched against each other response to the same question from across suppliers – for example, responses to Questionnaire item # 3.2 Resources Consumption can be searched to find those suppliers that provided the least volume of water consumed, wastewater discharged, electricity usage volume, and least volume of carbon footprint.

OET Questionnaire



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82.2 SPHS will be able to search and view a list of all Suppliers/Manufacturers that provided the same response for individual questionnaire items – eg. all “yes, we do”, or “no, we do not” responses for the question: “Does your company monitor the compliance of sub-contractors or sub-suppliers with corporate environmental policies (GHG emissions, waste water, hazardous chemicals, etc.)?...”

OET Questionnaire Reports

82.2.1 Each individual response will be given a specific weight and score for comparative purposes.


BR 83. SPHS will be able to access and print a comparative Environmental Assessment report that displays the questionnaire responses of all Suppliers/Manufacturers that work with each agency.

<Seeking developer input/solutions>


83.1 Comparative EA report per agency will also show a comparative view of scores of the suppliers per each agency. Dashboard displaying the data with the possibilities of filtering the data.


BR 84. OET business analytics of member agency procurement data will perform calculations such as: how much is procured, what products are procured, when they are procured and by whom, from whom: over time, by country, region, and globally, by agency, volume procured per each agency and across agencies, product. Also, procurement averages per location and agency and supplier/manufacturer.

Procurement data can be searched by some of the following criteria: Year, Purchase order date, Country to which the product or service is provided Vendor name, Vendor country Goods or services Commodity.

Ability to calculate financial volume (Total USD procurement in xxx (year): and per company, per supplier, per country, per region, per period of time on each of these previous criteria, Exposure to the company (% of total procurement they cover), LTA reference, EA Score/Rating – average score in relation to other criteria, such as average EA score per industry, per product, per supplier, country, per agency suppliers.

*Refer to the CRM & OET Tool Masterdata lists for an initial list of search data fields and proposed records.

OET Calculations /Business Analytics and Reports

BR 85. SPHS administrators will be able to view and compare data from the Environmental Assessment questionnaire and from other OET data fields.

For example (this list is illustrative, not exhaustive):

Ability to conduct a search on the product or financial volume procured per supplier (or across all suppliers) in relation to that suppliers (or all suppliers) EA questionnaire score.

Produce a report that shows a comparison of all suppliers of a particular product or product category in relation to their relative scores on the questionnaire.

View list of all suppliers who have responded in their EA questionnaire that they possess or are working towards the following certifications:

o Energy Management System comparable to e.g. ISO 50001 or equivalent.

o Procedure for managing or treating hazardous and non-hazardous waste, including proper storage facilities. Certificates issued by local authorities or any subcontracted company handling hazardous and non-hazardous waste.

o Environmental Management System certified by an external authorized certification body based on internationally recognized

OET Reports



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standards e.g. ISO 14 001 or Eco-Management and Audit Scheme (EMAS)?

View list of all Suppliers that now have all three certificates listed above, in relation to their current product and financial procurement volume and exposure to the UN agencies.

View list of all Suppliers/Manufacturers that have indicated on their EA Assessment questionnaires that they are missing one or more certificates, in relation to the current product and financial procurement volume of these organizations with the UN agencies.

Set data filters to see the Top 10 volume suppliers / manufacturers for individual member agencies or across all of the member agencies: which certifications these organizations have, and their EA ratings.

View supplier product ingredients; chemicals, for several products at various supplier companies. This data comes from the Questionnaire and SPHS should be able to view data by product quantity procured with that company in a certain year.

Comparative resource efficiency scores across suppliers

BR 86. Questionnaire responses will be automatically scored when the questionnaire is submitted, and suppliers/manufacturers will be able to view, and download their individual ratings from the SPHS website or will receive them by email.

OET Questionnaire/ Reports

BR 87. Suppliers/Manufacturers will also be able to view and download/print a comparative report of the ratings/scores of other Supplier/Manufacturers, but will be unable to view their organizational identity.

OET Questionnaire/ Reports

87.1 Suppliers/Manufacturers will be warned when they download OET reports with a disclaimer about sharing private agency and organizational information beyond its intended audience.

OET Reports

87.2 Individual EA questionnaire sections will also be scored for search / display within and across each Supplier/Manufacturer Environmental Assessment profile.

OET Questionnaire

BR 88. Only SPHS Website Administrators are able to directly use and access the OET tool.

OET

BR 89. While not able to directly use or access the OET tool, Suppliers/Manufacturers, and SPHS Members will be able to access specific reporting outputs of the tool through the external SPHS Website.

OET Reports

89.1 As pertains to Suppliers/Manufacturers:

This user group will be able to register and login to a user account and enter data within an Environmental Assessment Questionnaire from a link on the external SPHS website.

OET Reports

89.1.1 Suppliers/Manufacturers will have the option to view and download both:

Their own EA Questionnaire results

A report with comparative supplier EA Questionnaire scores. These reports will not include / will be cleansed of the names of other Suppliers/Manufacturers (information privacy), and will serve motivation to all Suppliers/Manufacturers to know their environmental score in relation to industry averages/supplier competitors.

OET Reports

89.2 As pertains to Members:

This user group will use their existing User Accounts to access specific OET reports from the main SPHS website, including the following:

Reports on the best rated/scored suppliers and manufacturers to select/procure, based on their comparative EA score and OET tool profile data.

OET Reports



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Members will be able to access reports on their own Member agency procurement history and trends (volume, exposure, suppliers and manufacturers, and etc).

Members will be able to all view the same details about suppliers but will not able to see the procurement detail of other member agencies (information privacy).

BR 90. The OET landing page should contain a section about how to use the EA questionnaire..

<SPHS to develop content, Developer to design as either a standalone page or a pullout content item>

OET Design

BR 91. All data fields in the OET will be configurable; eg. SPHS admins can add and remote items from the pullout selection lists, and SPHS can add or remove data field headings, as well as re-configuring list display, and selection options.

eg. It is important that there is an option to create new commodity, product and other field selection options beside the currently listed ones or to remove options that become defunct.

OET

BR 92. SPHS will be able to import excel spreadsheet data from SPHS sources and from the UN member agencies directly to the OET tool, as well as entering the data manually.

OET Data Import

BR 93. Refer to Appendix A: CRM & OET Tool Masterdata lists for a full list of data fields

and proposed records. The tool should at minimum perform these proposed functions and calculations.

As one example search function a user can perform both in the OET and CRM:

User clicks an Organisation name, in this case a Supplier/Manufacturer organization such as Bayer Pharmaceuticals, and is able to view a list of the UN Agencies procuring the services of that organisation.

They can also see a list of all Focal Points at that organisation, and pull out the list to the individual details of those contacts.

Ability to see the Environmental Information free-text field with comments about the risk profile of that organization, and its EA Questionnaire rating, date questionnaire was taken.

User can view comments related with organisations, Contacts/Focal Points and regarding their EA risk profile.

<Note: In the CRM/OET masterdata list, the required tool functions are defined within

individual records, however tool Developer can suggest alternative technical solutions to perform the same data search and view functions>

OET

93.1 Tool developer will work closely with SPHS to ensure that the OET data is prepared properly for data import to the OET tool; that the data does not contain duplicates, and maps correctly to the OET data fields.

OET

93.2 Tool developer will import available excel spreadsheet data as per SPHS instructions. OET

93.3 Tool developer will establish the database entity relationships (one to one and one to many, primary and secondary keys) with the help of SPHS team as part of their contract work.

OET



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10.4 Register, Login and Use the SPHS Website as a Supplier/Manufacturer Use Case 3

Overview:

While all SPHS Website visitors can navigate to the SPHS Website Supplier and

Manufacturer Environmental Assessments landing page, only a sub-set will be

able to use the tools offered on the page. Suppliers and Manufacturer organizations

that have worked for the UN member agencies in the past, are working with them

currently, or interested in working with them in the future will have access to two

tools: a link to register with the SPHS Secretariat to take the Environmental

Assessment Questionnaire, and access to Supplier and Manufacturer Environmental

Assessment Reports. Supplier/Manufacturers will be able to view the scored results

of their own Questionnaire, as well as comparative reports of their performance

against the industry average scores on the EA Assessment of other

Supplier/Manufacturers.

Actors: Members of Supplier and Manufacturer organizations that have an interest in

working with the UN member agencies and/or seek to understand their own

Environmental Risk assessment profile.

All SPHS Website visitors will be able to view the Supplier and Manufacturer

Environmental Assessments landing page but only Suppliers/Manufacturers

will be able to register to take the EA Assessment questionnaire and view

associated comparative risk assessment reports.

Pre-conditions: Access to the SPHS Website

Navigation to the Supplier and Manufacturer Environmental Assessments

landing page

Staff of a Supplier/Manufacturer organization will be able to register to take the

EA Questionnaire. Eligibility details provided on the EA landing page.

Step User Action

Normal Flow

1. Member of a Supplier/Manufacturer organization enters SPHS website & navigates to the “Supplier and

Manufacturer Environmental Assessments landing page.

2. User reviews a landing page overview with instructions on tools available on the page and how to access

them: includes prompt for Supplier/Manufacturers to register to take EA Questionnaire and view EA

Reports.

3. Supplier/Manufacturer representative completes the required registration fields, and clicks ‘Submit’.

User is also able to use their LinkedIn account to pre-fill certain registry fields and to then access

the Questionnaire through their social media account.

4. User registration is accepted (there are no problems in the field entry).

5. User receives a “Welcome” email in their designated/primary email inbox accepting their registration with a

link to follow and prompt to create username (UserID as First Name Last Name if possible) and password

with minimum-security requirements.

6. User clicks link and enters user account name / password, then clicks ‘submit’.

7. Registrant password/email is accepted and user is now on Supplier and Manufacturer Environmental

Assessments landing page under secure login; views a system-generated Welcome screen that pops

up/displays at the first log in event.

8. User navigates to the EA Questionnaire option, reviews Questionnaire instructions and ‘eligibility

requirements’; accepts the terms and conditions prior to taking the EA Questionnaire:



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“As per the stated SPHS Website Terms and Conditions, I am eligible to represent my company

and to complete an Environment Risk Assessment Questionnaire on their behalf”.

Supplier/Manufacturers should also agree to these Terms and Disclaimers:

o They agree to release their EA Profile Questionnaire ratings for use in comparative

reports that can be accessed by other Suppliers/Manufacturers and Members - however

their organization identity will be protected vis a vis other Suppliers/Members.

o They understand that their risk profiles as shown in the EA Questionnaire will be visible to

UN member agencies – they will agree to this as part of the Questionnaire description

and Terms.

9. User selects ‘Begin the Environmental Assessment Questionnaire now” and fills the questionnaire.

10. User completes the questionnaire, and clicks ‘submit’.

11. Once questionnaire is submitted, user receives a pop-up screen notifying them that they will

receive an email with a link to view their scored questionnaire report (SPHS can review responses

first).

12. User closes the Questionnaire /Questionnaire Results screen and returns to the Supplier and

Manufacturer Environmental Assessments landing page.

13. User navigates to the comparative Environmental Risk Assessment Reports section and selects the option

to compare their score with all submitted EA questionnaires (industry or commodity group avarage)

TBD what other comparative report options there would be. eg. option to view only comparable

S/M EA scores; how is a S/M is considered to be comparable, based on what criteria- Location?

Size? Product Type? Industry Type?

14. User prints and shares their own EA Questionnaire report (eg with colleagues in their organization), as well

as the comparative EA Questionnaire report.

User first approves a disclaimer, “I understand and agree not to share my EA Questionnaire

beyond the approved audiences”

15. User logs out of their account and leaves SPHS website.


3.1 User has registered and entered the site previously, and as a returned user, logs in using his/her SPHS

website Supplier/Manufacturer login credentials <process flow steps #6 onwards continue>.

4.1 User registration details are not accepted as complete within the registration screen, and User receives a

prompt to complete additional fields (highlighted to call attention to missing, inaccurate or incomplete data).

4.1.1 User re-does, or completes missing registration fields, re-submits the registration form and it is accepted

<regular process flow continues>

5.1 (Instead of receiving a Welcome message post registration submission), User receives an email message

from SPHS Administrators notifying them that they are not eligible to take the EA Questionnaire. They are

advised to review eligibility requirements again, or to follow-up with SPHS to resolve.

5.1.1 Contacts SPHS via Secretariat email to discuss ineligibility notice <process flow ends>.

6.1 As a returned user, individual elects to signin to their Supplier/Manufacturer account through their LinkedIn

account No Welcome Screen display for returned users <regular process flow continues>.

7.1 User password/email is not accepted and user is prompted to retrieve forgotten password.

7.1.2 User selects ‘Forgot password’ in the login screen and is prompted to submit username, clicks submit.

7.1.3 User receives an email with a link to re-set their password, follows instructions, and re-submits registration

7.1.4 New password/email is accepted and user is sent directly to the Supplier and Manufacturer

Environmental Assessments landing page under login <process flow continues>.

Business Logic



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The following automatic system checks will confirm the identity of a Supplier/Manufacturer EA Questionnaire

registrant:

o Auto-generated confirmation email to confirm new registrant identity.

o Automatic lockout of account after 3 failed attempts

o Forgotten password link/retrieval

*Note – The above descriptions are for illustrative purposes only. Developer can suggest alternative options on how

the same or similar functionality can be achieved so that user accounts are secure within registration.

User can contact SPHS via Secretariat email address ([email protected]) to resolve problems with their

Supplier and Manufacturer EA Assessment, or to resolve problems with account access, once all other options are

taken (forgotten password link, etc).


BR 94. Only qualified members of a Supplier/Manufacturer organization will be accepted as registered users with access to take the EA Questionnaire.

Website Registration/ Login

94.1 Further details regarding who is eligible from the Supplier/Manufacturer organization will be provided on the Supplier and Manufacturer Environmental Assessments landing page.


BR 95. On each page under login, Supplier/Manufacturers will see at the top of the screen an indicator that they are currently logged in, and an option to logout.


95.1 There will be an option to save in-progress surveys to complete at a later date visible on each of the EA Questionnaire pages.


BR 96. Questionnaire results will be scored and displayed per each section, not just the overall score.


BR 97. Supplier/Manufacturer will be able to re-take the EA Questionnaire at a later date or to update questionnaire responses and risk profile.


97.1 Supplier/Manufacturer company representative/s are able to update their EA risk profile.

Website Registration/

Login

BR 98. User shall be able to see instructions on how to access account when password is forgotten.


98.1 Registered users will be able to retrieve forgotten password without compromising their account security.

Website Registration /Login

98.1.1 Password reset option should be available as many time as desired, without compromising account security.


BR 99. If a user that should have access to their registered account does not, and is unable to retrieve access through forgotten password link/instructions: they will be able to contact the System Administrator through the Secretariat email (under the Contact Us tab).





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BR 100. Logged in Suppliers/Manufacturers will be able to see that they are logged in on each of the page views for Environmental Assessments Questionnaire and Reports.


100.1 Logged in Suppliers/Manufacturers will be able to view an option to logout of their account from the main landing page and on each of the page views for Environmental Assessments Questionnaire and Reports.


10.5 Navigate and Use the Document Management Tool as a Member Use Case 4

Overview:

SPHS Members will use the Document Management tool to store, edit, manage, track versions and share documents in various states of readiness. The tool will enable Members to can edit documents in real time, share in progress-work and comments on the work, and store/share in progress and final copies with other Members under SPHS Website registration.

Actors: SPHS registered Members

Pre-conditions: Login to the SPHS Website Members area

Entry to the Document Management tool console from the Members area


Step User Action

Normal Flow

1. Member enters the Document Management section on the SPHS Website Members area.

2. Member reviews tool guidelines and accepts terms of use; agrees not to share documents beyond the forum

without obtaining permission of the document owners and authors.

3. Reviews list of currently shared documents on the tool console; opens one document for read, review and

comment.

4. Opens document, provides edits, and submits new copy of the document by saving document changes to the

console.

5. Elects to submit new version with general suggestions and comments on the changes made to the author.

(Comments will be visible to all Members).

6. Member returns to Document Management console and elects to upload their own document to collaborate

with other members; selects ‘upload document’, selects file to upload.

7. Double checks that the file meets the correct naming convention (as per tool guidelines) by viewing a ‘Tip’ to

remind User of the document naming convention.

8. File upload is accepted.

9. Enters document details to describe the item; title, author, description.

10. Saves document and exists DM console.


2.1 Member forgets to agree to terms of use; reminder displays on screen prior when they are denied entry to the

document sharing space.

8.1 File upload is not accepted and member is prompted to <upload file with smaller size, uncorrupted file,

provide a file with the correct naming convention, etc.>

8.1.1 Member uploads new file and it is accepted

Business Logic



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Under secure login, Members will be able to directly engage other Members, and to contribute subject matter expertise.

Members will also use the tool to engage in document management and sharing via the Document Management tool,

and to assess potential suppliers and manufacturers through the Online Engagement Tool and its reporting feature.

Members will be able to access OET reports on the procurement history and trends for their own member agency.


BR 101. There will be a process in place to ensure that users follow specific naming conventions for shared documents; if this guideline is not met then User will be unable to upload document.

<Seeking developer alternatives to enforce document naming rules>

Document Management Tool

10.6 Navigate and Use the Document Management Tool as an SPHS Administrator Use Case 5

Overview:

SPHS Secretariat will use the Document Management tool to store, edit, manage, track versions and share documents in various states of readiness. The tool will enable SPHS Secretariat to can edit documents in real time, share in progress-work and comments on the work, and store/share in progress and final copies with other SPHS Secretariat staff and consultants/interns.

Actors: SPHS Administrators

Pre-conditions: Login to the SPHS Website as an SPHS Administrator

Entry to the Document Management tool console from the SPHS dashboard or similar technical solution


Step User Action

Normal Flow

1. Member enters the Document Management section on the SPHS Website administrative console.

2. Member reviews tool guidelines and accepts terms of use; agrees not to share documents beyond the forum

without obtaining permission of the document owners and authors.

3. Reviews list of currently shared documents on the tool console; opens one document for read, review and

comment.

4. Opens document, provides edits, and submits new copy of the document by saving document changes to the

console.

5. Elects to submit new version with general suggestions and comments on the changes made to the author.

(Comments will be visible to all SPHS Secretariat members).

6. SPHS Secretariat member returns to Document Management console and elects to upload their own

document to collaborate with other members; selects ‘upload document’, selects file to upload.

7. Double checks that the file meets the correct naming convention (as per tool guidelines) by viewing a ‘Tip’ to

remind User of the document naming convention.

8. File upload is accepted.

9. Enters document details to describe the item; title, author, description.

10. Saves document and exits the DM console.




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2.1 SPHS Secretariat member forgets to agree to terms of use; reminder displays on screen prior when they are

denied entry to the document sharing space.

8.1 File upload is not accepted and member is prompted to <upload file with smaller size, uncorrupted file,

provide a file with the correct naming convention, etc.>

8.1.1 SPHS Secretariat member uploads new file and it is accepted

Business Logic

SPHS Secretariat Staff and Consultants/Interns will be able to use the SPHS Website Document Management tool to

manage internal in progress and final documents and approvals, and share them with other SPHS members. SPHS

Secretariat is currently only able to perform document storage/sharing through internal OneDrive document

management repositories, which are not integrated with any other SPHS tools.


BR 102. There will be a process in place to ensure that users follow specific naming conventions for stored/shared documents; if this guideline is not met then User will be unable to upload document.

<Seeking developer solutions to enforce document naming rules>

Document Management Tool

11 APPENDIX A: CRM AND OET TOOL MASTERDATA LIST

12 APPENDIX B: OET TOOL OVERVIEW

13 APPENDIX D: SPHS WEBSITE & TOOLS ADMINISTRATIVE USER ROLES

Note: all administrative users equally shall be able to access reports, and content items, templates, data records and so on, may not be edited by more than one SPHS Administrator at a time. <SPHS Administrative roles will be reviewed and updated with SPHS as part of Phase 2 tool development>

Super User can assign or change user access levels permissions for all other roles. Can also assign

individual Members of SPHS team to different user roles; eg. Intern roles can be mapped to Assistant or Consultant role, and the ‘Consultant’ role can be assigned new levels/types of permissions by Super User role or by the SPHS Associate Coordinator role. Super User permissions can also be assigned to other or new team members by currently mapped Super Users.

o It would be possible for Super Users to map an Intern, for example, to the Consultant role and in this way an SPHS intern could have all the same permissions to use the SPHS Website as a Consultant.

o SPHS Coordinator and SPHS Associate Coordinator roles will both be mapped as Super Users.



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SPHS Coordinator - mapped to ‘Super User’ role. o Able to do everything all other roles perform. o SPHS Coordinator can also do all content reviews/edits including final approvals - does not

require prior team member review. SPHS Associate Coordinator – mapped to ‘Super User’ role.

o All emails going to the SPHS Secretariat address will be sent to SPHS Associate Coordinator – for examples, from users who can’t access their user account.

Consultant o Ability to view, add and edit, and delete contributions, database records, templates or fields

and also able to do final approvals of any major content changes. Assistant

o Ability to view, add and edit, but unable to delete contributions, database records, templates or fields and is unable to do final approvals of any major content changes.

14 APPENDIX E: ACRONYMS

This section includes a list of all acronyms used in this document.

Acronym Description

CMS Content Management System

CRM Customer Relationship Management

DM/DMS Document Management/Document Management System

OET Online Engagement Tool

EA Environmental Assessment

SaaS Software as a Service

SDG Sustainable Development Goal

S/M Suppliers and Manufacturers

SPHS Informal Interagency Task Team on Sustainable Procurement in the Health Sector (IIATT-SPHS)

UN United Nations

UNDP United Nations Development Programme

UNEP United Nations Environment Programme

UNFPA United Nations Population Fund

UNHCR United Nations High Commissioner for Refugees

UNICEF United Nations Children’s Rights & Emergency Relief Organization

UNOPS United Nations Office for Project Services (UNOPS)