3 Intranet Requirements v0_13

ESSEX COUNTY COUNCILINTRANET PROJECT - INFRASTRUCTUREFUNCTIONAL & NON-FUNCTIONAL REQUIREMENTSIssued 1st July 2014Procurement Project 2390

Contents1SharePoint 201042Functional Requirements42.1Content Authoring & Branding42.2Search52.3Navigation62.4Page Specific62.5Workflow112.6Content Lifecycle122.7Online Forms / Surveys / Polls142.8Documents, Images & Video142.9External Links & Social Media142.10Analytics & Reports142.11Managed Metadata153Non-Functional Requirements163.1Performance and Capacity163.2Handover and Support163.3Security163.4Accessibility & Usability173.5Deployment, Integration and Constraints173.6Extensibility184Appendices194.1Standard for SharePoint Governance194.2Content Workflow Process194.3Content Lifecycle Process194.4Branding Guidelines194.5Information Architecture194.6Page Layouts194.7Content Lifecycle Examples19

Document Control

Date

Version

Author(s)

Comments

16/05/14

V0.1

S Parr / N Ward

Initial draft

11/06/14

V0.4

N Ward

Notes from ITT review meeting

12/06/14

V0.5

N Ward / S Parr / G Shrimpton

Review following output of IA work

12/06/14

V0.6

N Ward / S Parr

Further refinement of requirements

13/06/14

V0.7

N Ward / S Parr / S Adams

TDA initial review

16/06/14

V0.8


Reformatting, number and further IA tuning

17/06/14

V0.9

N Ward / S Parr

Specific page layout requirements added

23/06/14

V0.10


Evaluation criteria updated and requirements clarification.

25/06/14

V0.11

N Ward / S Parr / G Shrimpton / S Adams

Changes to search requirements following steering board meeting, formatting for evaluation.

25/06/14

V0.12

S Parr, S Adams

Updates to Non Funcs

26/06/14

V0.13

N Ward / S Parr / S Adams / G Shrimpton

Final review and update of appendices

SharePoint 2010

Important ITT Change Message: Bids will now only be accepted for SharePoint 2010

SharePoint 2010 is the current CMS and Collaboration platform across the wider Essex County Council organisation. A recent review has been undertaken in line with the ECC Enterprise Architecture Principles and IS Strategy, to assess the impact of upgrading this environment to SharePoint 2013 as part of the Intranet project.

This review highlighted a number of significant issues relating to the impact on cost, supportability and the timescales of the project if the environment were to be upgraded in the immediate future.

Therefore, we are only asking bidders to provide solutions based on the configuration on the existing SharePoint 2010 environment, and will not accept bids that are predicated on any other SharePoint version.

Functional RequirementsContent Authoring & Branding

Ref

Priority

Requirement

Please refer to the ECC Brand Guidelines Appendix 4.4 and Content Types Appendix 4.7.

Please note: the ECC Brand Guidelines are currently under review so the colours shown on the page layouts may be changed before the implementation.

FR2.1.1

Must

The configuration will allow Authors to be able to create new content or edit/delete/un-publish existing content.

FR2.1.2

Must

By default all requests for creating, editing deleting and un-publishing content will follow the workflow process, as defined below.

FR2.1.3

Must

Authors will assign an owner to every new piece of content upon creation.

FR2.1.4

Must

Authors will assign an appropriate defined set of metadata to the new content upon creation.

FR2.1.5

Must

By default the configuration will enable version control for 5 major and 3 minor versions of all content.

FR2.1.6

Must

The configuration will enable content to be archived based on content type.

FR2.1.7

Must

Authors will be able to specify a start date for content. The content will be become visible automatically on this date.

FR2.1.8

Must

Authors will be able to specify a future end date for content. The content will be automatically unpublished on this date so it is no longer visible to site users

FR2.1.9

Must

All master page and page layouts created will comply with Essex County Councils branding guidelines.

FR2.1.10

Must

The master pages and page layouts will be based on the supplied Information Architecture, Content Types and Visual Designs.

FR2.1.11

Must

The configuration will restrict the content formatting options for Authors to only those that meet the corporate branding guidelines

Example: Authors cannot change the font size or colour when entering Article page content.

FR2.1.12

Must

The configuration will allow the creation and management of all site content by non-technical authors

Example: The ECC communications team must be able to create and maintain content without requiring IS support.

Search

Ref

Priority

Requirement

Search will be a key function of the intranet, and it is expected that most site users will use this as their primary means of navigation.

As part of the content mobilisation strategy we are not migrating content directly from the existing intranet site, all content for the new intranet will be rewritten.

Please refer to Appendix 4.6 for details of the search and search results page layouts.

FR2.2.1

Must

The search will be fast and responsive.

FR2.2.2

Must

The search will return the most appropriate set of results for the search terms entered.

FR2.2.3

Should

The search results will be grouped by type of content.

FR2.2.4

Must

The search will only index and search pages and will not index or return documents.

FR2.2.5

Must

The search will have the optional ability to crawl, index and display content from other ECC websites.

Example: The search may return results from the existing Cabinet Meetings website.

FR2.2.6

Must

When enabled, search results from other ECC websites will be displayed under a separate grouped category on the search results page.

FR2.2.7

Must

As a user starts typing in the search box suggested search terms will be displayed to assist with searching (predictive search).

FR2.2.8

Must

The site will hold a site-wide dictionary of synonyms or old terminologies which will be used to ensure that searches return current and accurate results.

Example: A governance board has changed its name from CLT to CMB. When users search for CLT they will automatically see the results for CMB.

FR2.2.9

Must

The search will understand when a user misspells a search term and will provide the most likely results.

Example: If a user types Fuzzey Search the results for Fuzzy Search will be shown.

FR2.2.10

Must

When providing alternate results for misspelled searches the alternate search term that has been used will be clearly displayed.

FR2.2.11

Must

The search will understand and return relevant search results when a user adds or omits an ing or ed or s to their search terms (commonly known as stemming).

FR2.2.12

Must

The search will not solely rely on the upkeep of metadata to provide quality results.

Navigation

Ref

Priority

Requirement

Please refer to Appendix 4.5 and Appendix 4.6 for details of the site Information Architecture (content structure) and page layouts.

FR2.3.1

Must

Site navigation will be via a mega menu which can be displayed on all pages.

FR2.3.2

Must

It will be possible to show and hide the mega menu by hovering over or clicking on a toggle control on all pages.

FR2.3.3

Must

The content of the mega menu will be dynamically generated from a centrally held hierarchical list.

FR2.3.4

Must

The hierarchical list of mega menu items will be easy to maintain.

FR2.3.5

Must

The initial content of the mega menu will be based on the Information Architecture detailed in Appendix 4.5.

FR2.3.6

Must

The mega menu will display two levels of information from the Information Architecture.

FR2.3.7

Must

The mega menu will be able to display a maximum of 8 top-level items and 16 second-level items.

FR2.3.8

Must

The mega menu will display up to two Article Type pages alongside the second-level menu items.

FR2.3.9

Must

Each Article Type page in the mega menu will have the following customisable attributes:

If not populated it will not be displayed

Main Image

Main text (title)

Sub text (by-line)

Link

Link to news archive

FR2.3.10

Must

The Link to news archive on the mega menu will perform a search for items tagged with the term news.

Page Specific

Ref

Priority

Requirement

The requirements below refer to the page layouts in Appendix 4.6.

Site-Wide Layout

FR2.4.1

Must

The site header will include the Essex County Council branding.

FR2.4.2

Must

The site header will include the toggle control that will show and hide the mega menu.

FR2.4.3

Must

The site header on all pages except the Home and Search Results page will display a search box.

FR2.4.4

Must

By default the search on the site header will display the words What would you like to do?

FR2.4.5

Must

When entering text in the search on the site header the words What would you like to do? will disappear.

FR2.4.6

Must

After entering a search term in the site header the search will be triggered by clicking the magnifying glass icon or the Enter key.

FR2.4.7

Must

A Page Title will be shown immediately below the page header on all pages except the Home and Search Results page.

FR2.4.8

Must

The Page Title will show the name of the page and a back icon which will enable the site user to return the previous page.

FR2.4.9

All links displayed on site pages will change colour when the user hovers over them.

FR2.4.10

Must

The site footer will be consistent across all pages within the site.

FR2.4.11

Must

The site footer will display the page last updated date which will be the date that the page was most recently published.

FR2.4.12

Must

The site footer will display the page owner.

FR2.4.13

Must

The site footer will display a link to the search page on the legacy Intranet website

FR2.4.14

Must

The site footer will contain an option to Leave Your Feedback which will enable site users to provide email feedback via a mailto: with configurable subject line.

FR2.4.15

Must

The site footer will include voting buttons (thumbs-up or thumbs-down) to enable site users to indicate whether the page was helpful or not.

FR2.4.16

Must

When a site user clicks on either voting button the count shown beside the relevant button will increment by one.

FR2.4.17

Must

The site user will only be able to vote once for each page on the Intranet.

FR2.4.18

Must

The vote counts will be displayed and stored independently for each page.

FR2.4.19

Must

The site footer will contain an option to Request new content which will enable site users to provide email requests for new content via a mailto: with configurable subject line.

Announcements Functionality

FR2.4.20

Must

The configuration will enable the creation of announcements which will be shown on all pages immediately below the site header.

FR2.4.21

Must

Each announcement will have its own dismiss control.

FR2.4.22

Must

It will be possible for more than one announcement to be shown.

FR2.4.23

Must

When multiple announcements are present they will be displayed in separate boxes with individual dismiss controls.

FR2.4.24

Must

The configuration will enable announcements to be audience targeted based on user permissions where required.

FR2.4.25

Must

Site users can dismiss individual announcements by clicking on the dismiss control. Dismissed announcements will no longer show on any pages for the site user.

FR2.4.26

Must

Announcements will be created by authors with a separate Announcement Author role.

FR2.4.27

Must

The announcements functionality will make it mandatory for the author to set a start date and time and an end date and time for all announcements.

FR2.4.28

Must

Announcements will automatically appear and disappear from the site as specified by the start and end times.

FR2.4.29

Should

Announcements will not follow the workflow approval process as specified below; announcement authors will be able to self-publish.

1. Home Page

FR2.4.30

Must

The home page template will include a large main search box underneath the header.

FR2.4.31

Must

The home page template will include a number of content tiles in a fixed layout.

FR2.4.32

Must

All content tiles on the home page will have customisable attributes including:

Title

Info summary text

Background image

Text colour

URL

Hover effect (on/off)

FR2.4.33

Must

The home page template will allow for a number of different tile sizes in fixed locations:

Small square

Wide rectangle

Large square

Tall rectangle

FR2.4.34

Must

Each tile on the homepage will display an optional rollover effect when a site user hovers over the tile.

FR2.4.35

Must

The home page template will include a configurable panel with the following customisable attributes (shown as Latest Projects on the included page layouts):

Title (text)

Up to 4 customisable links

2. Quick Answer Page

FR2.4.36

Must

The quick answer page template will include a Content Description at the top of the page with the customisable attributes shown below:

Main text (title)

Sub text (by-line)

FR2.4.37

Must

The quick answer page template will include an Info Box panel with the customisable attributes shown below:

If content is not populated panel will not be displayed

Main text (title)

Content area (text / images)

FR2.4.38

Must

The quick answer page template will include a Warning Box panel with the customisable attributes shown below:


Main text (title)


FR2.4.39

Must

The quick answer page template will include a Table Content panel with the customisable attributes shown below:


Main text (title)

Configurable table

FR2.4.40

Must

The quick answer page template will include a Related Links panel with the customisable attributes shown below:


Hyperlinks

3. Article Page (will be used to display content such as news or blogs)

FR2.4.41

Must

The article page template will include a Content Description at the top of the page with the customisable attributes shown below:

Main text (title)

FR2.4.42

Must

The article page template will include a Main Image below the Content Description.

FR2.4.43

Must

The article page template will include a Main Content panel below the Main Image with the customisable attributes shown below:

Content area (text)

FR2.4.44

Must

The article page template will include a Special Point panel with the customisable attributes shown below:


Main text (title)


FR2.4.45

Must

The article page template will include a Content Panel with the customisable attributes shown below:



Content can be arranged in one or two columns

FR2.4.46

Must

The article page template will include a Related Links panel with the customisable attributes shown below:


Hyperlinks

4. Profile Page

FR2.4.47

Must

The profile page template will include a Brief Summary panel at the top of the page with the customisable attributes shown below:

Main text (title)

Sub text (by-line)

FR2.4.48

Must

The profile page template will include a Bio panel with the customisable attributes shown below:


Main text (title)


FR2.4.49

Must

The profile page template will include a What We Can Do For You panel with the customisable attributes shown below:


Main text (title)


FR2.4.50

Must

The profile page template will include a How To Engage Us panel with the customisable attributes shown below:


Main text (title)


FR2.4.51

Must

The profile page template will include a Related Links panel with the customisable attributes shown below:


Hyperlinks

5. Collection Page

FR2.4.52

Must

The collection page template will include a Brief Summary panel at the top of the page with the customisable attributes shown below:

Main text (title)

Sub text (by-line)

FR2.4.53

Must

The collection page template will include two Links panels displaying hyperlinks as defined below:

Priority Links

Lower Priority Links

FR2.4.54

Must

Both Priority and Lower Priority links panels will have customisable attributes as shown below:


Content will be arranged in two columns

Link content will be automatically populated by pointing to the target page that is to be linked to

FR2.4.55

Must

Priority links will automatically populate with the following content from the selected target (where possible):

Page title

Content description (summary)

FR2.4.56

Must

The page title and content description (summary) text will remain editable.

FR2.4.57

Must

Lower Priority links will automatically display the following content from the selected target page:

Page title

FR2.4.58

Must

It will be possible to show any number of Priority and Lower Priority Links in each links panel.

6. Guide Page

FR2.4.59

Must

The guide page template will include a Guide Intro panel at the top of the page with the customisable attributes shown below:

Main text (title)

Sub text (by-line)


FR2.4.60

Must

The guide page template will include a Journey Path panel under the Guide Intro panel that will display the Steps content in a visually attractive and intuitive way as per the page layout.

FR2.4.61

Must

The content displayed in the Journey Path panel will be automatically generated from the Steps content detailed below.

FR2.4.62

Must

Each box on the Journey Path panel will automatically display the following information from the Steps content:

Step number

Main text (title)

Content excerpt from Steps content

FR2.4.63

Must

Clicking a box on the Journey Path will automatically take the site user to the relevant Steps content below.

FR2.4.64

Must

The guide page template will include a Steps panel under the Journey Path panel that will display the steps required in a list format.

FR2.4.65

Must

An ascending step number icon will be automatically shown in front of each item displayed in the list of Steps.

FR2.4.66

Must

Each item in the Steps panel will include the customisable attributes shown below:

Main text (title)

Content area (text/images)

Content excerpt (text/images - displays in the Journey Path only).

7. Wizard Page (Decision Tree)

FR2.4.67

Must

The wizard page template will include a Main Question panel at the top of the page which will remain static for the duration of the page visit.

FR2.4.68

Must

The Main Question panel will have the customisable attributes shown below:

Main question

Sub text (by-line)

Start Now button

FR2.4.69

Must

When the Start Now button is clicked the first Question from the decision tree will be displayed.

FR2.4.70

Must

All Questions will include the customisable attributes shown below:

Main question text

Content area (text/images)

One or more choices which will link to the next step in the decision tree

A Change My Answer option to move back to a previous step in the decision tree

FR2.4.71

Must

When the site user clicks a choice the next Question in the decision tree will be displayed below the previous question, so that the user can see their path through the decision tree.

FR2.4.72

Must

When the user clicks the Change My Answer option on a previous question and selects a different answer all subsequent questions that were displayed will disappear.

FR2.4.73

Must

The site user will be able to keep clicking on choices until they reach the final answer (end point) of the decision tree.

FR2.4.74

Must

The buttons in Questions will work on a select one choice basis and it will not be possible to select more than one answer per question.

8. Search Result Page

FR2.4.75

Must

The search results page template will include a large main search box underneath the header.

FR2.4.76

Must

Each group of content types displayed on the main search results page will be clearly labelled.

FR2.4.77

Should

The grouped main search results will be ordered by relevance to the search term.

Example: For a search where the most relevant result is a Collection the results page will display the Collections first, followed by any less relevant results (all grouped by content type). On a different search where the most relevant result is a Quick Answer the results page will display the Quick Answers first, followed by any less relevant results (all grouped by content type).

FR2.4.78

Must

The search results page template will display a list of alternate options for finding content below the search results. These options (as shown in the search results page layout template) will be:

An email request for new content via a mailto: with configurable subject link

Links to additional searchable resources such as the legacy intranet or CMIS website, where users can search for content that will not be migrated to the new intranet.

Workflow

Ref

Priority

Requirement

Workflow is the means by which authored content is reviewed, approved and published by subject matter experts. Please refer to Appendix 4.2.

FR2.5.1

Must

There will be a set of defined roles within the workflow process; these roles will be created using a set of SharePoint Groups with matching groups in Active Directory.

FR2.5.2

Must

The workflow will be configurable at a site level so that sites can include or exclude workflow functionality (the default will be on for all sites).

FR2.5.3

Must

The workflow will create automated notifications to be generated and sent to the relevant people at all stages of the workflow process.

FR2.5.4

Must

The workflow will enable all automated notifications to include links to the appropriate SharePoint workflow screen, to enable users to approve/reject changes from within the notification.

FR2.5.5

Must

The wording in all workflow notifications will be provided by ECC.

FR2.5.6

Must

The workflow will enable an Author to send content to an Approver.

FR2.5.7

Should

It will be possible to select from a list of Approvers from a drop-down list.

FR2.5.8

Must

The workflow will enable a notification to be sent to the Approver to tell them that they have a workflow task.

FR2.5.9

Must

The workflow will enable the Approver to approve content submitted by an Author. This approval progresses the workflow to the Content Editor stage.

FR2.5.10

Must

The workflow will enable the Approver to reject content back to the Author. The Approver will include reasons for rejection.

FR2.5.11

Must

The workflow will enable a notification to be sent to the Author of rejected content by the Approver stating that the content was rejected and will include the reasons for rejection.

FR2.5.12

Must

The workflow will enable a notification to be sent to the Content Editor to tell them that they have a workflow task.

FR2.5.13

Must

The workflow will enable Content Editors to approve content which will complete the workflow, publishing the content and making it available to intranet users who have the relevant permissions to see that content.

FR2.5.14

Must

The workflow will enable a notification to be sent to the Author, Owner and Approver to confirm that the content has been approved by the Content Editor.

FR2.5.15

Must

The workflow will enable Content Editors to reject content back to the Author. The Content Editor will include reasons for rejection.

FR2.5.16

Must

The workflow will enable a notification to be sent to the Author of rejected content by the Content Editor stating that the content was rejected and will include the reasons for rejection.

FR2.5.17

Must

The workflow will enable the Content Editor to escalate content that is deemed to be an exception to an Administrator

FR2.5.18

Must

The workflow will enable a notification to be sent to the Administrator to tell them that they have a workflow task.

FR2.5.19

Must

The workflow will enable the Administrator to make additional changes to the content and metadata.

FR2.5.20

Must

The workflow will enable a notification to be sent to the Content Editor when the Administrator publishes content.

FR2.5.21

Must

The Administrator will be able to reject the content back to the Content Editor.

FR2.5.22

Must

The workflow will enable a notification to be sent to the Content Editor when the Administrator rejects content.

FR2.5.23

Must

It will be possible for Administrators and Content Editors to track content awaiting approval or review.

Content Lifecycle

Ref

Priority

Requirement

The Content Lifecycle is the means by which content will be regularly reviewed by content owners to ensure currency. Please refer to Appendix 4.3 and Appendix 4.7 for a diagram and examples of the content lifecycle.

FR2.6.1

Must

The wording in all lifecycle notifications will be provided by ECC.

FR2.6.2

Must

At each stage of the content lifecycle the content owners ADFS account will be validated to ensure it has not been disabled.

FR2.6.3

Must

If the content owners ADFS account has been disabled a notification will be sent to the content editors so that the content can be reallocated to a new owner.

FR2.6.4

Must

The content lifecycle will be configurable at a site level so that sites can include or exclude content lifecycle functionality (the default will be on for all sites).

FR2.6.5

Must

The content lifecycle will enable a default review date to be set against content based on the content type used.

FR2.6.6

Must

The content lifecycle will enable the content owner to receive a notification prior to the review date (based on the content type used) stating that the content requires review.

FR2.6.7

Must

The content lifecycle will enable the content owner to review the content at this initial review stage and confirm that the content is still valid.

FR2.6.8

Must

The content lifecycle will enable the content owner to request that an author edits the content.

FR2.6.9

Must

The content lifecycle will enable the review date to be automatically updated to the default review date for the content type when content is approved as part of the workflow.

FR2.6.10

Must

The content lifecycle will enable the content owner to review the content at this initial review stage and confirm that the content is no longer valid. The content will be unpublished with immediate effect and moved to the site recycle bin.

FR2.6.11

Must

The content lifecycle will enable the content owner to review the content at this initial review stage and manually set a specific date for the content to be automatically unpublished (no greater than the default review date based on the content type template). On this date the content will be automatically unpublished and moved to the site recycle bin.

FR2.6.12

Must

If the content has not been reviewed by the review date a notification will be sent to the content owner and their line manager as determined by Active Directory and the Content Editors, stating that the content still requires review.

FR2.6.13

Must

The content lifecycle will enable a notification to be sent to the owner when content is automatically unpublished.

FR2.6.14

Must

If the content remains un-reviewed for one month after the review date then the content will be automatically unpublished and moved to the site recycle bin.

FR2.6.15

Must

If the content remains un-reviewed for one month after the review date a notification will be sent to the content owner, line manager and Administrator stating that the content has been unpublished and deleted. This will give the content owner instructions on how to reinstate the content and resubmit to the workflow process.

FR2.6.16

Must

Content which has been placed in the site recycle bin will remain there for six months.

FR2.6.17

Must

Content which has been placed in the site collection recycle bin will remain there for an additional six months.

FR2.6.18

Must

The content lifecycle will only apply to published content.

Online Forms / Surveys / Polls

Ref

Priority

Requirement

FR2.7.1

Should

SharePoint will be configured to use the councils preferred forms solution, which is Achieve Forms. The software is an online system, supplied by the vendor Firmstep who have a SharePoint web part so that forms can be embedded in a page.

FR2.7.2

Should

The CSS produced for the site will not change the style of the Achieve Form within the web part.

FR2.7.3

Should

SharePoint will be configured to allow the creation of Website Polls.

FR2.7.4

Should

SharePoint will be configured to allow Website Polls to display onscreen in a web part.

FR2.7.5

Should

SharePoint will be configured to allow the results of Website Polls to display onscreen in a web part.

Documents, Images & Video

Ref

Priority

Requirement

FR2.8.1

Must

The configuration will allow the upload and storage of multiple document types, including PDF, Word, Excel, PowerPoint, Visio and Project.

FR2.8.2

Must

The configuration will allow the permitted document types to be linked to from web pages.

FR2.8.3

Must

The configuration will allow the permitted document types to be opened by all authenticated users.

FR2.8.4

Must

The configuration will allow the permitted document types to be opened by all authenticated users in a read only state.

FR2.8.5

Must

The configuration will allow the upload and storage of multiple image types, including jpg, gif, and PNG.

FR2.8.6

Must

The configuration will allow the permitted image types to be displayed in web pages.

FR2.8.7

Must

The configuration will make it mandatory for alt. text to be added to any images used throughout the site.

FR2.8.8

Must

The configuration will allow the embedding of videos in a web part within a page (including the use of embed codes from YouTube).

External Links & Social Media

Ref

Priority

Requirement

FR2.9.1

Must

The configuration will have the ability to add links to external websites / applications in content as well as any navigation menus.

FR2.9.2

Should

The configuration will have web parts to display social media feeds such as Facebook, Twitter and Yammer.

Analytics & Reports

Ref

Priority

Requirement

FR2.10.1

Must

The configuration will include Google Analytics code to allow for monitoring of site usage.

FR2.10.2

Must

The configuration will include Google Analytics code to allow for monitoring of documents viewed.

FR2.10.3

Should

The configuration will have a set of Report Hub sites for the Chief Executive and Executive Directors to access a set of MI documents.

FR2.10.4

Should

The Report hub sites will have granular permissions to allow for the Chief Executive and Executive Director to have a Read Only view of the documents which relate to their part of the organisation.

FR2.10.5

Should

The Report hub sites will have a role for a number of people to upload documents to the relevant report hub sites.

FR2.10.6

Must

It will be possible for site administrators to run a report which will display the voting counts for all pages on the Intranet.

Managed Metadata

Ref

Priority

Requirement

FR2.11.1

Must

SharePoint will be configured to allow for a number of Managed Metadata term store sets.

FR2.11.2

Must

There will be a term store set for a defined subject taxonomy (to be provided).

FR2.11.3

Must

Content Authors will select a subject from the taxonomy when creating all content.

FR2.11.4

Must

There will be a term store set for Author generated keywords.

FR2.11.5

Must

Content Authors will select one or more keywords when creating all content types.

Non-Functional Requirements3.1 Performance and Capacity

Ref

Priority

Requirement

NFR3.1.1

Must

For all user operations site response times will be under 3 seconds at maximum capacity (8,000 total users).

This will include:

Presentation of search results

Document upload

Document check out

It is acknowledged that bidders will not have control over the ECC SharePoint Platform and Infrastructure. However, the expectation is that any solution will be robust and efficient and will achieve the stated response times when tested directly on the server in isolation.

3.2 Handover and Support

Ref

Priority

Requirement

NFR3.2.1

Must

During the development process we require suppliers to engage regularly with our in-house IS support team to ensure effective knowledge transfer and support and handover.

Suppliers are requested to provide details of the proposed development methodology that will be used during the implementation and handover.

NFR3.2.2

Must

Suitable onsite user training will be conducted by the supplier. It is anticipated that core groups of users will be trained by the supplier on a train the trainer basis.

NFR3.2.3

Must

Tailored administration, support and training documentation for core groups of users will be provided by the supplier.

3.3 Security

Ref

Priority

Requirement

NFR3.3.1

Must

The configuration will utilise the Authoritys ADFS service to provide the end users with a seamless user logon experience.

NFR3.3.2

Must

The supplier will warrant that any additional plug-ins or controls that are specified in their solution will meet ECC IS Security requirements and will assist ECC with Security testing

3.4 Accessibility & Usability

Ref

Priority

Requirement

NFR3.4.1

Must

The solution will be intuitive and easy to use for end users, content authoring and workflow administration.

NFR3.4.2

Must

The configuration will meet current standards of compliance with the Equalities Act (formerly the DDA) and the accessibility of web content, in particular in relation to colour representation and graphs.

NFR3.4.3

Must

All HTML and CSS will be compliant to level AA of the W3Cs Web Content Accessibility Guidelines (WCAG 2.0).

NFR3.4.4

Must

The supplier will support compatibility on all commonly used browsers, and will specifically support IE8 and above as the current corporate standard browser.

NFR3.4.5

Must

All CSS will use relative font sizes to allow Internet Explorers Text Size options to change the size of fonts without compromising the usability of the site.

NFR3.4.6

Must

All master page and page layouts will use

tags to render content rather than tables to allow for the use of screen readers for those with visual impairments.3.5 Deployment, Integration and Constraints
Ref

Priority

Requirement

NFR3.5.1

Must

The configuration will be supplied as a scripted install file which can be applied to the existing ECC-hosted SharePoint 2010 environment

NFR3.5.2

Must

The configuration will integrate with ECCs ADFS to enable the identification of site users and to determine roles and permissions for all intranet users.

NFR3.5.3

Must

The configuration will include the creation of roles to support the content governance model as specified in the Standard for SharePoint Governance please refer to Appendix 4.1. Please confirm which SharePoint roles will be created to facilitate this governance model.

NFR3.5.4

Must

Suppliers will ensure that the solution provided functions effectively within the ECC IS infrastructure estate, allowing access and full functionality to users across ECC.

The ECC standard desktop environment currently includes MS Office 2010 and Internet Explorer 8, and the configuration will be compatible with these and more recent versions.
3.6 Extensibility
Ref

Priority

Requirement

ECCs SharePoint 2010 infrastructure is currently at Service Pack 2. We also regularly carry out cumulative updates to keep the environment securely patch in line with best practice.

NFR3.6.1

Must

The configuration will be flexible and will allow the addition of new features at a future date without the need to redesign existing functionality.

NFR3.6.2

Must

The functionality and features of the configuration will be transferable from SharePoint 2010 to SharePoint 2013.

NFR3.6.3

Should

The configuration will allow easy transition from an ECC hosted service to SharePoint 2013 in the Cloud (Office365).

NFR3.6.4

Must

The configuration (including any third-party plug-ins and controls) will allow future integration with Microsoft Enterprise Products including Lync, Outlook, BizTalk and Azure.
AppendicesStandard for SharePoint GovernanceContent Workflow ProcessContent Lifecycle ProcessBranding GuidelinesInformation ArchitecturePage LayoutsContent Lifecycle Examples
1

Standard for

SharePoint Governance

This document is controlled and has been released electronically. The version on the ECC intranet is the up-to-date document. Hard copies are uncontrolled and may not be up-to

date. Users of hard copies should confirm the revision by comparing it with the electronically controlled version.

Essex County Council

Standard for SharePoint

Governance

Title

Essex County Council Standard for SharePoint Governance

Author/Owner Information Management IS

Status Draft

Version 1.0

Date March 2014

Review Date March 2015

Security Classification Not protectively marked

Approved by


Page 2

Information Management IS Draft Version 1.0 February 2014

Contents

1. Introduction ........................................................................................................ 3

2. Intranet Principles ............................................................................................. 3

2.2. Managing Content Currency ............................................................................. 3

2.3. Managing Content Ownership .......................................................................... 4

2.4. Managing Content Approval ............................................................................. 4

2.5. Managing Content Metadata ............................................................................. 4

4. Roles and Responsibilities ............................................................................... 5

5. The Publishing Process .................................................................................... 6

6. Requests for new sites/ pages/ functionality .................................................. 7

7. Records Management ....................................................................................... 7

8. Approval and updating ......................................................................................... 8


Page 3


1. Introduction

1.1. The primary objective of this Standard is to establish the governance for the usage and management of Essex County Councils SharePoint Intranet environment in line with our Policy for Information Management and Security, and the 7 principles of information management (illustrated below).

1.2. The effective governance of the intranet will deliver principles 1-4 (above), being the solid foundation enabling a richer culture of information use, with significant benefits to strategy and policy development, communication and service delivery.

2. Intranet Principles

2.1. The following principles deliver an effective Intranet:

2.1.1. All content is current

2.1.2. All content is owned

2.1.3. All content is approved

2.1.4. All content has approved metadata to aid search

2.2. Managing Content Currency

2.2.1. No content will remain on the intranet for longer than 12 months

without having been reviewed by an Owner to ensure the content is still current, unless an exception is agreed. The Owner will receive a system

http://i-net.essexcc.gov.uk/vip8/intranet/INet/display/content/index.jsp?sectionOid=309&guideOid=223559&guideContentOid=224576


Page 4


generated notification that a review of the content is required. Content not reviewed will be automatically removed.

2.2.2. This 12 month period will run from the date of publishing or the date of the last review, whichever is most recent and will be managed within the metadata of all intranet published content

2.2.3. Exceptions to the 12 month review cycle policy will be considered by IMIS provided an alternative review or deletion period is agreed. No content will be without a review or deletion date.

2.3. Managing Content Ownership

2.3.1. The Author of content is assumed to be the Owner. An alternative Owner may be specified in the content metadata if this responsibility sits better with another role to support the long term management of the content.

2.3.2. Ownership is crucial to the ongoing management of the currency and reliability of content in that Owners will have the role of annually reviewing the information for which they are responsible.

2.4. Managing Content Approval

2.4.1. The routine approval workflow process will be for Authors to submit

content to a Content Editor. The Content Editor will assess the submission against the corporate Content Standards (see 3) and if the criteria are met, then the content will be published.

2.4.2. Where an additional level of approval has been requested, an additional workflow step can be added which permits an Author to request approval from an Approver. Subject to approval being obtained, the content will then be routed to the Content Editor for publishing

2.4.3. It is the Authors responsibility to understand the governance route their content must follow. Where a Content Editor has been informed of a policy relating to specific content which they manage where additional approval is required, then they have a responsibility to ensure the relevant approval is obtained before they publish.

2.5. Managing Content Metadata

2.5.1. Descriptive Metadata is information about content, such as the Author,

date created, title etc., which is stored in fields in a record associated with the content, and which provides standardised consistent information enabling enhanced management and powerful search capabilities. Good quality metadata is the means by which the fast effective locating of information on the intranet will be achieved.


Page 5


2.5.2. In acknowledgment of the value of standardised descriptive metadata, the system will require Authors to supply mandatory data about their content. Should this data not be provided then the workflow will not progress.

2.5.3. The Administrator will provide and maintain a number of approved term

lists to assist Authors in correctly describing their content and to ensure consistency of that description across all Council published content.

2.5.4. Certain fields of descriptive metadata may, with the approval of the Administrator, allow free text or the input of user created terms. This is designed to supplement the maintained terms where the Author cannot identify a suitable option. The Administrator will monitor the list of user generated terms and capitalise on these suggestions to further develop the maintained terms list.

3. Intranet Content Standards

3.1. The term content in this standard refers to text on site pages, documents and news items.

3.2. Content must be:

3.2.1. Reliable: The information should be an accurate and trusted source, not duplicated elsewhere on the intranet

3.2.2. Owned: Ownership of the information should be clearly stated so that the audience can direct feedback or queries to the appropriate Owner

3.2.3. Accessible: The information should be written in plain English, avoid acronyms and jargon, and where discussing technical concepts, be supported by explanatory aids such as glossaries, footnotes or links to support.

3.2.4. Maintained: The information must not be out of date, and links to other

content must direct correctly to the intended resource

3.3. Further useful guidance is available on the following resources: Guidelines for publishing documents on the Internet, Getting the Writing Right

4. Roles and Responsibilities

4.1. Author/ Owner

4.1.1. Authors are responsible for creating content and submitting it for

approval, ensuring that appropriate approvals are obtained from Approvers before a Content Editor reviews for publishing.

http://i-net.essexcc.gov.uk/vip8/intranet/INet/content/binaries/documents/web_publishing/Guidelines_for_publishing_documents_on_the_intranet_and_Internet_-_short_version.pdf

http://i-net.essexcc.gov.uk/vip8/intranet/INet/content/binaries/documents/web_publishing/Guidelines_for_publishing_documents_on_the_intranet_and_Internet_-_short_version.pdf

http://eccsap02051797/vip8/INet_edit/INet/content/binaries/documents/web_publishing/Getting_the_writing_right.pdf


Page 6


4.1.2. Authors are responsible for ensuring that the descriptive metadata associated with the content is completed and of sufficient standard to support its location through search.

4.1.3. Owners are responsible for reviewing their content when prompted to do so by system generated notifications

4.2. Approver

4.2.1. An Approver role is an optional stage for content which requires authorisation by a more senior role, where that role has a need to acknowledge acceptance of the implications of publishing the content. An Approver may also be a subject matter expert who is required to validate the accuracy of the content. An Approver may also be a general stakeholder in supporting the content

4.2.2. The system supports more than one Approver role in the publishing process.

4.3. Content Editor

4.3.1. The Content Editor role is to provide the final review of the content in the publishing process before it is published.

4.3.2. The Content Editor ensures the content meets the criteria under the Corporate Intranet Content Standards

4.3.3. The Content Editor manages any additional criteria for reviewing content defined by local management as a strategy for developing their intranet presence.

4.4. Administrator

4.4.1. Administrator roles are fulfilled by various specialisms in Information

Services, controlling aspects of the system such as:

Developing, maintaining and allocating Content Types

Developing, maintaining and allocating Site Templates

Developing, maintaining and allocating components

Determining and maintaining metadata terms

Defining mandatory metadata fields

Managing Records Centre functionality

Setting review periods and managing notifications

4.4.2. The Administrator monitors the performance of the system and the behaviours of users against this standard, advising the appropriate governance point of issues and proposing solutions

5. The Publishing Process


Page 7


5.1. The diagram below illustrates the process for publishing content:

6. Requests for new sites/ pages/ functionality

6.1. Requests for new sites or pages are made to the Administrator via Service Request. The request must provide details of who will own the content, and who will be Content Editor (if not the same person as the Owner).

6.2. The request must detail the business case for developing content separate to existing facilities.

6.3. Where specific components or functionality not part of a routine template

offering are requested, an impact assessment will be undertaken to determine viability.

7. Records Management

7.1. Content types are developed to include retention criteria, derived from the

Corporate Retention Schedule. Associating the correct retention period to content types is the responsibility of the Administrator.

7.2. Where content is no longer current and the Owner approves its removal from the intranet, the removed content will be stored in the Records Centre under the relevant retention criteria and will be appraised by the Administrator against the Standard for Permanent Preservation when retention expires.

7.3. Maintenance of the Records Centre is the responsibility of the Administrator.

Author submits content for approval

Approver reviews content for approval

Content Editor reviews content

against Corporate Content Standards

Content is published

Optional additional

approval stage

Re

jecte

d

Rejected

Administrator Review

Optional Exception

to Policy request


Page 8


8. Approval and updating These Standards are developed in conjunction with IPDG and approved by the Operations Board. They will be reviewed annually, and any proposed amendments will be submitted to the appropriate governance point for consideration and approval.

Configuration Management

Version Date Summary of Changes Changes made by

1.0 March 14 Draft circulated for comments

Failure to comply with these standards and or other supporting policies or

procedures may result in disciplinary action, dismissal or legal action being

taken against you.

Content Workflow

Diagram

Content Workflow Process Draft v0.4C

on

ten

t A

uth

or

Co

nte

nt

Edit

or

Co

nte

nt

Ap

pro

ver

Ad

min

istr

ato

rWorkflow

Content Author creates or edits

content

Submits to Approver

Reviews content

Reviews content New content published

Content/exception approved?

Yes

Assigns/confirms Content Owner

Content approved?

Yes

NoNotification to Approver

Notification to Editor

Submits to Editor

Notification to Author

Changes required OR

content rejected OR policy

exception?

No

Content deletedRejectedSubmits back to

Author with change notes

Changes

Rejects content

Notification to Author

Approves or rejects exception

Exception

Notification to Admin

Submits exception to Administrator for

approval

Key

Process

Notification

Workflow Process Draft v0.4.vsdPage-1
Content Lifecycle

Diagram

Review Date Notification Draft v0.3C

on

ten

t

12 months after review date1 month before review date At review date 1 month after review date 6 months after review date

1-month prior to review date

Notification sent to Content Owner

Has content been reviewed?

Notification sent to Content Owner

Notification also sent to

Content Owners Line

Manager

Content still valid?

Further notification

sent to Content Owner

Further notification also sent to

Content Owners Line

Manager

Further notification also sent to SharePoint

Admin

Content unpublished and

sent to site recycle bin

Content sent to site collection recycle

bin

Content deleted from site collection

recycle bin

Yes

Content reviewed?

No

Review date updated to default

for content type

No


for content type

Yes


Send to recycle bin

Yes

No


Send to recycle bin

Yes

No


by content type

Send to recycle bin

No

Yes

Yes

Has content been reviewed?

No

NOTE: At each stage of the content lifecycle the content owners ADFS account will be validated to ensure it has not been disabled. If the content owners ADFS account has been disabled a notification will be sent to the content editors so that the content can be reallocated to a new owner.

Content Lifecycle Process Draft v0.3.vsdReview Date Notification
ECC Branding

Guidelines

Bold branding:

Brand-assured service

Our brand gives our services the edge in competitive and challenging environments.

Dynamic services backed by a trusted provider.

This means the branding must always be used clearly and consistently.

Essex County Council brand guidelines 2012

1

Pride without prejudice

Our brand is our promise.

Our brand mark (or logo) is the shortcut to our promise.

If we want people to believe in Essex County Council, ECC needs to believe in itself.

Use our brand mark to showcase our achievements.


2

Positively positive

You are amazing.

You do a great job.

You are an ambassador for ECC.

Make sure your message is as amazing as you are.

Dont be put off by labels like corporate, they actually give youthe chance to shine on a greater scale. 6Essex County Council brand guidelines 2012

3

The heart of the brand

If the heart stops everything else fails.

Customers want the real deal not a poor imitation. Always use the original logo - never a fake or reworked version.


4

Clear space

Always leave the recommended amount of clear space around the logo.

This clear space gives the logo room to breathe, and ensures that it wont be obscured by neighbouring elements or typography.


5

Bigger isnt always better

Were proud of our logo, but sometimes there just isnt enough space to do it justice.

If thats the case, no problem. There is a small scale solution. If its smaller than 10 point use:

30mm minimum line width


25mm minimum

6

Logo palette

Essex red, Seax black, white (reversed out). Thats it.


Essex red

PMS 199CMYK 0-100-65-0RGB 208-16-58HEX D0103A

Seax black

BlackCMYK 0-0-0-100RGB 30-30-30HEX 1E1E1E

White

Essex County Council logo guidelines

How to use ourlogoOur logo is the cornerstone of our identity.

Please follow these simple guidelines toensure that you reproduce it in a way that isacceptable to us.

Use the file that has been supplied to youexactly as it is.

Do not stretch our logo

Do not separate or move the seaxes from thewords

Do not add your own words in a similar or adifferent font face

Our logo can only be reproduced in red (tomatch pms 199), in black or in white.

If you have any queries please telephoneDesign Services on 01245 435776

Essex County Council

Red pms 199

Black (mono) version

White (reversed) version

7

Front to back

When using the logo on imagery - the imagery must allow for the logo to be clearly applied. Alternatively the branding strip can be used.

The strip may be particularly useful if you need to accommodate multiple partners.

Schools Learning and Development

Primary/Special2012/2013


Cloth Nappies:a real alternative

To find out more about cloth nappies and claim your 10 refund visit essex.gov.uk/nappies

Terms and conditions apply, see website for details.

Can save you up to 500

Right to Control

Breaking the cycle of unemploymentGraham is 38, single and lives with his parents. He was diagnosed with anxiety and depression 13 years ago.

He hadnt worked since then, and was receiving Income Support paid through Incapacity Benefit.

He was receiving support from the Community Mental Health Team (CMHT) and Jobcentre Plus (JCP) but made little progress.

Graham recently developed a passion for cycling which has had a positive impact on him. With help from the CMHT he began to improve his situation by undertaking Maths and English courses and completing voluntary work. The CMHT arranged for a work experience placement at a cycle shop where he assembled and repaired bicycles.

The shops owners were so impressed with his ability and commitment they offered to employ him if he gained the relevant qualification.

Unfortunately neither Graham nor the CMHT could fund this. The CMHT used Right to Control to refer Graham to Work Choice. Staff from both organisations worked with Graham and a course was found, with JCP making a direct payment to cover the costs.

Graham completed the course with flying colours, and soon began workat the cycle shop. Graham remains in full time employment, 13 years after first receiving Incapacity Benefit.

Poster 1 Graham.indd 1 15/05/2012 14:20

8


Front to back continuedWe love the impact of solid colour, but if youre going to print, use the ink saving black on white version. Minimum point size is 12pt.

DS

012

00

00

This information is issued by Essex County Council, Team/Service Name. You can contact us in the following ways:

By email: [email protected]

Visit our website: essex.gov.uk/teamname

By telephone: 0845 643 0430

By post: Essex County Council, Team/Service Name PO Box 11, County Hall, Chelmsford, Essex CM1 1QH

Read our online magazine at essex.gov.uk/ew

Follow us on

Essex_CC

Find us on

facebook.com/essexcountycouncil

The information contained in this document can be translated, and/or made available in alternative formats, on request.

Published July 2012

This information is issued by Essex County Council, Team/Service Name. You can contact us in the following ways:


Visit our website: essex.gov.uk/teamname

By telephone: 0845 643 0430

By post: Essex County Council, Team/Service Name PO Box 11, County Hall, Chelmsford, Essex CM1 1QH

Read our online magazine at essex.gov.uk/ew

Follow us on

Essex_CC

Find us on



Published July 2012

DS

12 0

00

0

9


Brand positionA guide to sizing our logo.

Stripheight

Strip width

Lineage to right edge

Strip to bottom edge

Lineage width

Lineage to right edge

Lineage to bottom edge

Lineage width

With branding stripArtwork size Lineage width Lineage to Strip height Strip width Strip to right edge bottom edge Min 25mm 5mm no strip no strip 5mm marginA5 (210x148) 35mm 8mm 22mm 105/148mm 6mm A4 (297x210) 45mm 10mm 30mm 210/297mm 8mm Then proportional to A4 size

Without branding stripArtwork size Lineage width Lineage to Lineage to right edge bottom edge Min 25mm 5mm 5mm A5 (210x148) 35mm 8mm 9mmA4 (297x210) 45mm 10mm 13mm Then proportional to A4 size

10

Setting the right pan-toneGet creative with the corporate palette, in a range of Essex-themed colours.

Mersea Stansted Walton Blackmore

Epping Hylands Mistley Cressing Saffron

PMS 465CMYK 9-29-66-26RGB 179-153-93HEX B3995D

PMS 159CMYK 1-74-100-7RGB 199-91-18HEX C75B12

PMS 235CMYK 20-100-9-42RGB 133-0-87HEX 850057

PMS 269CMYK 82-98-5-26RGB 75-48-106HEX 4B306A

PMS 398CMYK 14-5-100-29RGB 174-164-0HEX AEA400

PMS 7473CMYK 74-5-46-3RGB 30-1567HEX B3995D

PMS 411CMYK 30-43-33-80RGB 93-79-75HEX 5D4F4B

PMS 195CMYK 21-90-47-60RGB 119-49-65HEX 773141

PMS 129CMYK 0-20-100-0RGB 243-207-69HEX F3CF45

Dedham

PMS 7461CMYK 98-23-1-3RGB 0-131-190HEX 0083BE

Harwich

PMS 5405CMYK 68-35-17-49RGB 68-105-125HEX 44697D

Tints of the palette are allowed, but their use is restricted to approximately 30% coverage.


11

More than one logo?


ECC working with partner (co-branded)Shared accountability/ responsibility, funding, contact and/or delivery, including:

ECC operating companies Credit to ECC

Non brandedHard research based evidence exists to prove that ECC branding would affect outcomes:

12

Joint Venture Working together ECC/Partner logoShared commitment and responsibility:

Partners have a right to use their logo too, but we need to make sure we get the emphasis right.

If it is ECC activity, it should be ECC branded, so that people can see what we do.

Our portfolio of services

Working with others

To maximise our visibility and ensure our contribution is recognised and valued we need to make sure the Seax logo is present on everything we do.

Where ECC services are provided in partnership, through commissioning or as joint ventures a Seax logo must be visible.

Please use endorsement branding to describe the relationship and make our responsibilty clear.

An funded initiative

An operating company


13

Images

ECC is all about people and our imagery should reflect this.

If a suitable image cannot be found, plain type is the alternative option.

Use of relevant illustration is a rare exception.


14

abcAbout typeface

Meta - our distinctive friendly font for communications.

Arial - consistent legibility for internal and corporate information documents.


15

abc @Digitally speaking

Our publications are now digital by default.

We know that can be a new language. Does your idea translate?

Will your concept work online, as a pdf, or if its printed at home?


16

This information is issued by Essex County Council, External Communications. You can contact us in the following ways:


Visit our website: www.essex.gov.uk

By telephone: 01245 433132/01245 435660

By post: Essex County Council, External Communications PO Box 11, County Hall, Chelmsford, Essex CM1 1LX

Read our online magazine at www.essex.gov.uk/ew

Follow us on

Essex_CC

Find us on



Published July 2012

Draft Information

Architecture

Home

Managing council money

How to buy things

How do I order something

What do I do when I need to make a major purchase

When do procurement rules kick in

Using a P-card

How to pay people

Paying agency staff

Paying permanent staff

Process expenses

Paying overtime

How to access financial systems

Resetting your password for

Getting training on

How does the organisation manage its money

the latest financial position

How do I manage my budget?

How do I get training

How do I get specialist advice?

How does the council set its budget

How do I set my budget

How do I change my budget

How do I monitor my budget

Im overspent what do I do

What is the timetable

Guidance to help me manage my budget

How do I get a new capital/build project?

What am I authorised / empowered to do?

Scheme of delegation

What are my responsibilities as a budget holder?

Managing people

Managing pay and administration

Approve an expense claim

Change a reporting line

Approve overtime

Change a cost centre

Change a pay grade

Extend a fixed term contract

Pay a temporary employee

Approve a timesheet

Change a position

Managing permanent staff

Managing your resourcing

Extend a fixed term contract

Induction for new staff

Arranging a secondment

Managing leave and absense

Managing a long term sickness

Approve an absence

Maternity

Paternity

Special or unpaid leave

Repeated short term sickness

Gradual return to work

Managing performance

Appraisals

Rewarding someone in my team

Dealing with a performance issue

Training

Development

Managing interim staff

Pay a temporary employee

Approve overtime

Extend an interim contract

Managing relationship with resource partner

Interim performance appraisal

Approve an invoice

Interim induction

Approve timesheet

Someone is joining my team

Recruiting someone

Defining a new role

Create a post / position

Getting authorisation to recruit

Advertising a role

Managing the recruitment process

The interview process

Induction

Leavers process

Someone is leaving my team

Development

Secondments

Organising training

Mentoring

Training for line managers

Restructuring

Consultation

TUPE

Trade unions

Managing my employment

Pay, money and rewards

Submit an expense claim

View payslips

Apple for childcare vouchers

Managing an expense claim

Apply for a loan

View my p60

Manage overtime

Manage an acting-up payment

Organising time off

Booking holiday

Flexi-time

Maternity leave

Paternity leave

Compassionate leave

Supporting success

Supervision (practice/clinical)

Learning and development

Professional membership of a body

Travelling for work

Travelling for work

Making travel arrangements

Booking accomodation for work-related travel

Managing expenses when you're travelling for work

Parking at council buildings

Office buildings and floorplans

Navigating the council

Maps

Boards, committees and meetings

Political leadership team

Outcomes board

Capital programme

Strategic commissioning

Corporate management

Corporate commissioning

People

Cabinet members

Departments

Adult operations

Adult operations management

Adult operations (North, South, Mid and West)

Safeguarding Placement and Development

Corporate services

Business support

Corporate law and Assurance

Corporate Operations

Corporate services

Essex pension fund

Financial services

Projects

Customer operations

Customer services

Environment and Economy

Essex highways operations

Ops Environ and Economy traded

Deputy Chief Executive

DCE traded old

Delivery transition

Essex Education Services

Essex Education Services Traded

Essex Legal Services

Essex Legal Services Traded

Traded development

Traded development traded

Family operations

Family operations mid

Family operations Nth

Family operations Sth

Family operations Wst

Safeguarding

People commissioning

Commissioning management team

Commiss-Lifelong learning traded

Integrated comm - Ne

Integrated comm - Se

Life long learning

People Comm Proj Funding

Public Health and Wellbeing

Place commissioning

Economic Growth and Communities

Transport and infrastructure

Waste and Environment

Strategy, Transformation and Commissioning support

Commercial

Commissioning support

Human resources

Information services

STC Projects

Strategy and Communications

Strategy Tran and Comms support

Transformation

Day to day administration

Getting something fixed by IS

Working in a mobile way

Getting a phone working

Organising a meeting

Booking a room

Finding people

Scheduling a time that works

Q Agenda template

Q Minutes templates

Catering

Teleconferencing

Setting up teleconferencing

Booking a hotdesk

Booking a venue for an event

Travelling for work

Booking travel

Submitting expenses

Expenses policy

Council offices

Getting an access card working

Moving furniture

Buying goods and services

Engaging the public

Getting something printed

Joining the CouncilYour induction

Getting your computer set up

Getting your phone working

Finding people

Setting up payroll

Organising a teleconference

Getting something fixed by IS

Working in a mobile way

Day to day administration

Health and safety

Dealing with an accident

Health and safety induction

Policies

Monitoring

H&S department

? Starting a project

Policies, practice and procedures

Adult operations

EASI (Link)

Families

Finding people

Finding out about other projects

Current projects

Previous projects

Getting people to talk

Book a room

Organise a room

How to set up a teleconference

Scheduling a time that works

Minutes templates

Agenda template

Project administration

Finding people

Buying goods and services

Booking a venue for an event

Recruiting people

Engaging the public

Using digital media

Using social media

Getting something printed

Search

Search results

Search old intranet

News

What do I do when I need to make a major purchase

Guidance to help me manage my budget

What are my responsibilities as a budget holder?

Managing a long term sickness

Repeated short term sickness

Rewarding someone in my team

Dealing with a performance issue

Managing relationship with resource partner

Getting authorisation to recruit

Managing the recruitment process

Booking accomodation for work-related travel

Managing expenses when you're travelling for work

Adult operations management

Adult operations (North, South, Mid and West)

Older adults

Older adults mental health

Working aged adults

Learning disabilities residential and short term respite

Public health

PCT's

Safeguarding Placement and Development

Practice and Development

EASI (Polcies, Practice and prodecures)

Workforce Capability

Safeguarding and Quality Improvement

Confirmation and Validation

Placement Services

Corporate law and Assurance

Customer Experience and Development

Community Resilience

Face to Face Services

Regulatory Services

Telephone and Digital Access

Adult Community Learning

Arts Sports

Enterprise

Ops Environ and Economy traded

Essex Education Services Traded

Commissioning management team

Commiss-Lifelong learning traded

Economic Growth and Communities

Strategy, Transformation and Commissioning support

Anna Sielicka

Strategy and Communications

Strategy Tran and Comms support

Page Layouts

1. Home

Menu toggle control

Announcement dismiss control

Site footer

Announcement

Main search

Small square tile

Large square tile

Tall rectangle tile

Wide rectangle tile

Site header

Configurable panel

2. Quick Answer

Header main

search box

Page title

3. Article

Main image

Main content

Content description

Content panel

4. Profile

5. Collection

6. Guide

Steps content

Journey Path panel

7. Wizard

8. Search Result

9. Home with mega menu toggle on

Content Lifecycle

Examples

Examples of Content Lifecycle

The table below shows some examples of content lifecycles to illustrate the different behaviours required. This is not an exhaustive

list and all lifecycles will be determined during the content writing phase of the project.

Type of Content Lifecycle Early Reminder

Review Reminder

Final Reminder

Versions stored in SharePoint

Archive versions not stored in SharePoint (Yes/No)

Profile page for Adult Operations

6 months 1 month before review date

On review date

1 month after review date

5 major, 3 minor No

Maternity leave policy

6 month 1 month before review date

On review date


5 major 3 minor Yes

3 year Information Technology strategy

3 years 1 month before review date

On review date


5 major, 3 minor No

Profile page for Black History Month

1 month 1 week before review date

On review date


5 major, 3 minor No