Intranet project governance and reporting

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Vernon Sutton
8 years ago
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1 Intranet Replacement Project Content review and redevelopment Intranet project governance and reporting Project Board Provides expert advice that ensures timely resolution of issues Fortnightly reports to Senior Executive Group and Policy, Planning & Performance Ctee Online Coordinator Provides advice, support, oversees workflow Manages editorial process Fortnightly reports to Board via the Project Manager Office / Directorate Multiple content experts Vet and update content Check edited content for accuracy Directors Check final copy for accuracy Provide approval/sign off Directorate Delegate Identifies content experts, coordinates content review Fortnightly reports to Online Coordinator Note relationship with the DECD Policy Framework project 1

issues Fortnightly reports to Senior Executive Group and Policy, Planning & Performance Ctee Online Coordinator Provides advice, support, oversees workflow Manages editorial process Fortnightly

2 Roles Project Board The Board functions at an executive level to: Agree on project plans and documentation (e.g. Project Implementation Plan, Risks and Issues Register) Monitor progress against the plans and approve revisions as necessary Oversee the content review mechanism Assist in problem solving, specifically in relation to strategic and directional issues Review and provide direction on managing risks and issues Ensure operational stability and effectiveness throughout the project delivery cycle Refer matters to other boards as appropriate Roles Directorate Delegate (DD) Senior Executive Group members nominated representatives (directorate delegates) to act as the key point of liaison with the Online Communication Services team for the duration of the project: Identify content experts for web pages and documents Vet existing content (what to keep/review/archive/delete) Develop new content specifically written to meet the needs of DECD employees Obtain Director/manager approval for professionally edited content to be published to the new intranet 2

Project Implementation Plan, Risks and Issues Register) Monitor progress against the plans and approve revisions as necessary Oversee the content review mechanism Assist in problem solving,

3 Roles Online Coordinators Online Coordinators: Explain work requirements, establish timeframes for work, direct and support the DD role in liaising with business units from within their Office to: Clarify content required for their target audience/s (based on vetting existing content and survey/web traffic results) Identify draft content for the Web Writer/Editor Obtain Executive Director approval for content edited by the Writer/Editor. Advise on the most appropriate location for content and links to further information (if relevant), and how to structure the information in a web friendly way. Oversee the workflow between the DD, Writer/Editor and Publisher. Archive and retire redundant pages and websites. Roles Business Unit Manager The role of the Business Unit Manager is to review content, and as necessary: Edit for appropriateness, accuracy and completeness Identify new content and content to be archived/deleted Return content to the DD for proofing/editing by the Online Services Editorial Team (professional Web Writers/Editor). 3

approval for content edited by the Writer/Editor.

4 Roles Online Editorial Team The Online Editorial Team consists of professional web writers and a senior Editor. Together they will: Edit draft content provided by the DD in line with required web guidelines, policies and approved writing and style guides. Provide final copy to DD for Director approval Keep the respective Online Services Coordinator informed of progress The Online Team will publish all content to the new intranet. SEG decision Implement a centralised publishing model to ensure the quality of all web content: Gener8 training is no longer being offered Interim measure via existing publishers (where possible) until 12 June By June 12, 2014 all publishing will be done by Online Services Online form for forwarding content 4

Provide final copy to DD for Director approval Keep the respective Online Services Coordinator informed of progress The Online Team will publish all content to the new intranet.

5 Intranet content development Stage 1 vet content by 11 June Shared/restricted file on the P drive Stage 2 draft/develop content 12 June to 7 August Process developed by Online refine in consultation with DDs Online survey business units and employee groups Establish reference groups Publish content and develop /test intranet architecture Stages 3, 4 & 5 to be discussed at future meetings Next presentations/agenda items Document review Risks and issues summary Content approval documentation Communication Plan Reference group work: Business units End users 5

groups Publish content and develop /test intranet architecture Stages 3, 4 & 5 to be discussed at future meetings Next presentations/agenda

1.0 PREAMBLE... 2 2.0 WEB POLICY...

1.0 PREAMBLE... 2 2.0 WEB POLICY... Name: Web Policy and Procedures Policy Number: 2-2003 Origin: Information Technology Systems & Support (ITSS) Approved: 28 July 2004 Issuing Authority: Executive Management Group Responsibility: Director,