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1 Meeting ET Date 22 June 2012 Paper title Website roadmap Agenda item 4 Discussion time Purpose of paper Decision, discussion 10 minutes Restrictions on public access including staff Restrictions? If Y please give the reason for the restriction below. N Presenter ET sponsor Greer Schick Daniel Benjamin Corporate Plan aim 7.3 Implementing our IT strategy to ensure we have robust and affordable IT with flexibility to respond to changing needs. Summary Who has been consulted? [eg staff, stakeholders, trade unions] Overview of plans for the ICO website to 2014/15 including planning for a new site from July Head of IT Dave Wells Head of Corporate Affairs Rob Parker Head of Customer Contact Paul Arnold Head of Organisational Development Mike Collins Head of Finance Andy Cryer Website improvement project board (staff and suppliers) Executive Team members 1

2 Website road map Aim of the paper To ensure the ICO website can efficiently and effectively meet the long term needs of the business and its users. Decisions needed and recommendations made That we continue to develop the existing ICO website site in 2012/13 to meet current business and user needs. o ET asked to approve maternity leave cover to deliver the plans for the site this year. ET is asked to approve in principle that we rebuild the ICO website subject to more detailed proposals at the conclusion of the planning phase: o Start planning in July 2013; o Start development work circa January 2014; o Launch circa July o ET asked to approve in principle extra resource in 2013/ /15. That we add the requirement to rebuild the ICO website as part of the IT hosting contract procurement. Background The ICO website, in its current build, was launched in Since then it has been constantly updated with content, and regular projects completed to develop navigation, design and functionality. Overall user satisfaction with the site remains high and development of the site continues with user requirements at the heart of our plans. Rationale for a new site As the website gets older, most changes remain relatively easily to do, but those that would require more fundamental changes are comparatively harder. It therefore becomes more costly to keep pace with what users expect from a modern website. A new website, once built, would be cheaper to run and develop. It would also provide a more stable and flexible platform upon which to develop the site in the future. Long term user and business requirements on their own do not make a compelling business case for a new site. However, the next major upgrade of our content management system (due in July 2013 at an estimated cost of 110k) can be avoided if we instead rebuild the site at this time. This significantly strengthens the business case for a new site as it provides the tipping point where the required expenditure to keep the existing site running no longer 2

3 represents good value for money when compared with the cost of rebuilding from scratch. Web hosting and development contract The current web hosting and web development contracts will end in July These services will be re-procured as a part of the IT hosting contract. Under this contract there is the possibility for the web hosting and development to continue under Eduserv or to transfer to another (suitable) supplier. The new contract will start in July 2013 and is likely to run for a minimum of three years with the possibility of extensions for a further two and possibly three years. The ideal time for any significant redevelopment work is early on in the new contract, with a suggested start date of January 2014 to allow any new supplier to bed in. If it is the intention to undertake either a Sitecore upgrade or a redevelopment of the website then this requirement is best added into the IT hosting contract ITQ. There is therefore a need to establish whether or not this redevelopment work will go ahead by 9 July which is the date of publication of a draft ITQ. Plan and budget overview Date April 2012 March 2013 Approach and milestones Continue to develop existing site Estimated annual spend 150k Comprising Running costs 75k Development 35k Research 40k Projects to include New search engine Homepage redesign Online registration forms (ICE) For the public restructure and redesign of landing page Video case stories Redeveloped FAQs Left-hand navigation redesign Style switcher Online complaint checker E-newsletter development Removal of legacy documents User testing research Quick wins arising from user testing 3

4 April 2013 March 2014 Reduced development of existing site with focus on fixing problems, and developments that can be easily transferred to the new build. Milestones July 2013: Sitecore v7 released. July 2013: Future hosting and development supplier procured. 195k Comprising Running costs 70k Development 15k New site 110k New decision notice search Online complaints forms Online forms in Welsh FOI time limit calculator More content available in reusable format New short term projects arising from user testing Begin planning new site from July 2013 Begin build work with supplier circa January April 2014 March 2015 Existing site into maintenance only mode. Finalise development and launch new site. 165k Comprising Running costs 25k New site 140k Launch new site Milestones Complete testing and deploy new site circa July December 2014 Sitecore v6.2 falls outside support Budgeted amounts are from Corporate Affairs budget and exclude hosting and infrastructure costs met by the IT budget, and staffing costs. Costs from April 2013 are estimates, to be confirmed at the conclusion of the project planning phase. Options considered 1. Continue to develop the site within the normal development budget. 2. Invest to develop the existing site to meet long term business and user needs. 3. Rebuild the site. 4

5 Risks and opportunities Opportunities and benefits of the proposed plan Delivers the short and long term business and user needs. Once built, new website is cheaper and easier to run and develop. New website provides a more stable and flexible platform upon which to develop the site in the future. Avoids the expensive CMS upgrade to the existing site. Risks Risk: Website convergence project. Mitigation: As independent body, ICO needs to be seen as independent by organisations and citizens, and therefore needs control of its communication channels. Risk: Lack of in-house expertise for building and managing a new site build. Mitigation: Requirements added to hosting ITQ, ICO project methodology followed, budget to include supplier-side project management resource Risk: Current staffing is insufficient to deliver plans. Mitigation: ET asked to approve maternity leave cover in 2012/13 (see staffing issues below). Mitigation: ET asked to acknowledge that additional human resource will be needed to plan for and build a new site while maintaining the existing site. ET asked to approve in principle extra resource in 2013/ /15 either external or inhouse and subject to detailed proposals after the project planning phase. Staffing issues 2012/13: Lead Communications Officer is due to be on maternity leave from November 2012 (length of leave is unknown). ET is asked to approve maternity leave cover with a handover period (one month either side of leave) to help ensure the online team can continue its current plans, deal with the increased volumes of material that are being published on the website and ensure a smooth handover for this specialist role. Financial issues CA budget: See Plan and budget overview above for estimated costs to be met by the Corporate Affairs budget. Staffing budget: Cost of maternity leave cover and handover period will be 11,724, from October 2012 and spread over 2012/13 and 2013/14 financial years. 5

6 Devolved office issues Regional office representative included on project board. Accommodation issues None. Environmental issues None. Privacy issues Information Governance representative included on project board. Equality and diversity issues None. Conclusion That the most efficient and effective way to ensure the ICO website meets the long term needs of the business and its users is to continue developing the existing site in the short term and to deliver a new website by July

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