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Web Governance: the Edinburgh Approach

10th May 2010

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What’s being covered in the presentation:

• How Edinburgh set up its initial Governance

• What we’ve learnt over 2 years• Changes to Web Governance• The future for the Council

Web Governance

• Web Content Management Project 2005/8

• Devolved publishing approach agreed

• Initial Governance requirements

Web Governance

• Governance structure– Council Web Board– Website Editors group– Intranet Management group– Departmental Editorial groups

Web Governance

• Management and Control– Web and New Media Team role

• a corporate administrative and management role• providing training trouble-shooting, content management• control the structure of the Intranet

– Council Websites Manager• Operational websites management• Delivering Council vision for the web• Promoting use of the web

Web Governance

– Council Web Board • the development and quality of content on the corporate websites • consistency and quality in website presentation of business applications • recommendations for web developments• developing and maintaining prioritised plans for technical and content

development• agreeing policies and frameworks to support Council web standards

– Website Editors Group/Intranet Management Group• the development and quality of content for the sites in accordance with

Council business and user needs• consistency and quality in presentation • recommendations for business enhancements to the websites• development and implementation of the Web Vision and Strategy• proposing policies and frameworks to support Council web standards

Web Governance

– Dept Editors and Editorial groups• Discuss content management, issues and

development• Identify gaps• Agree priorities

– Publishers – creating, editing and deleting content

Web Governance

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Intranet Management Group

Council Web Board

Departmental Editorial Groups

Dept Board Reps

Council Websites Manager

Dept Master Editors

Publishers

Website Editors Group

Web Governance - issues

• Main issues with this approach– Lack of formal recognition for publishers– Dept Editors trying to work around other

responsibilities– Not enough input to Council Web Board– Council did not see the web as a priority

Web Governance

• New Web Services Project 2010/11– New Web Governance Approach– Culture-change process for Council– Drivers for change:

• Channel Change – avoidable contact• Business Efficiencies (Council savings)• Income Generation• Internet usage (explosion of online use)

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Web Governance

• New Web Governance approach– Council Web and New Media Board– 1 FTE Web Coordinator per department– Departmental Web Board and Editorial Groups– Publishers with identified web role– Training and support recognised– Workflow offline and online– full content lifecycle management and guidelines

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Web GovernanceNew Web Governance approach 2010

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Council decision making forums, CMT, SMT

Council Web and New Media Board

Into ICT Governance (as required)

Website Development

Group

Intranet Development

Group

Governance Structure

Communications Board

v0.1 12.03.10

Departmental Editorial Group

Web Coordinator

Departmental Web Board

Chair: Departmental Web Board Representative

Chair: Council Websites Manager

Web Governance

• Departmental Web Board– development and quality of department

online presence– recommendations for web developments

across the department and in partnerships– management of the department’s web

publishers – developing and managing a departmental

web plan

Web Governance

• Web Coordinator role– Leading the strategy for implementation,

management and development of department web services

– Leading the transformational change required to ensure their department can meet the challenges of the web

– Improving communications and collaborations within departments

– Developing a departmental web strategy which aligns with the Corporate Web Strategy

Web Governance

• Publishers role– Create, manage, edit and delete content on the

Council website and Intranet, and any associated web platforms

– Ensure the quality, consistency and accuracy of content

– Produce customer focused content– Follow agreed Council web standards – work collaboratively with other divisions or

departments – identify priorities for content development

Web Governance

• Role of the Website Development/ Intranet Development Groups– All the responsibilities of the previous groups

• A rolling programme of:– Content review– Content development– Usability and accessibility testing– Site performance and review

Web Governance

• Culture change in the Council– Council Management Team buy-in– Senior Managers briefings– Engagement sessions in all departments– External speakers to promote the approach– Rolling programme of promotion and

continued marketing on benefits

Web Governance

• Training– Initial ‘creating customer-focused content’ course

• Online community for knowledge sharing and problem solving

• Mentor groups• ‘Buddy’ culture

– Publisher training for Jadu• Online community• Layered training – depending on level of use• Delivery of online training support

Web Governance - workflow

Initial PlanningStructure

Development

Content Sourcing (text, documents, forms, images)

Contact Information Decisions

Offline Content Creation

New Content Development

Review/Collaborate with

Reviewer

Review

Approve content?

EditSend for Approval

Pass to Webmaster

Approval

Receive Content Review Alert

Content Evaluation

Re-publish content?

Delete ContentCheck Associated

pages/A-ZCheck Links

Check Emails/Alias

Deletion

Evaluation

Workflow

Yes

No

Yes

NoCreate/Update Content on Jadu

Go-Live

Trigger

v0.1 18.02.10

Web Governance

• Content Standards including:• Advice and guidance on accessibility standards• Checklists and guidance for publishing• Content criteria• Content format standards – including documents,

images and multimedia• Content Policy and Quality guidelines• Content approval, review and removal protocols• Usability guidelines and advice• Use of the Council Brand• Writing style and tone protocols

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Web Governance

• Final Thoughts:– Online delivery is now recognised as a core

business requirement– Benefits are clear now to the Council for

both external and internal use– Staff will get the time and recognition to

carry out their online role– Fully believe that the new Web Governance

approach will work to deliver online services

Thank you and questions?

Sally Kerr

Sally.kerr@edinburgh.gov.uk

013 529 4899

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