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1 Policy No: OP77 Version: 1.0 Name of Policy: Web Management Policy Effective From: 24/06/2013 Date Ratified 06/12/2012 Ratified Business and Service Development Committee Review Date 01/12/2014 Sponsor Director of Transformation and Compliance Expiry Date 05/12/2015 Withdrawn Date This policy supersedes all previous issues. Web Management Policy v1

2 Version Control Version Release Author/Reviewer Ratified by/authorised by /06/2013 Lucia Hiden Business and Service Development Committee Date 06/12/2012 Changes (Please identify page no.) Web Management Policy v1 2

3 Contents Section Page 1 Introduction Policy scope Aim of policy Duties (Roles and responsibilities) Definitions Web management policy How the new website will be managed How the website will be developed Analytics Requests for development or new sections Content management system training Management of out of date information Training Equality and diversity Monitoring compliance with the policy Consultation and review Implementation of policy (including raising awareness) References Associated documentation (policies)... 7 Appendices Appendix 1 Web development request proforma... 8 Appendix 2 Website content controller Web Management Policy v1 3

4 Web Management Policy 1 Introduction The Trust has recently invested both financially and in staff resources in a new website development for the Trust. This is viewed as being a key marketing tool for the organisation which promotes our services, our hospital, our ethos and our new branding. The decision was taken to make this investment as the previous site was un wielding and unmanageable. It had grown out of control and contained information that was inaccurate and out of date. To ensure this is not repeated with the current site, the Trust invested in specialist external expertise to deliver a high quality, easy to navigate product. It is supported by a content management system which enables key personnel to make changes and developments to the website quickly, easily and consistently. The website will be managed by the communications team with support from the technical web developers through the web development group. This policy is required to manage the website appropriately to ensure it continues to meet the current high standards. 2 Policy scope This policy will demonstrate how to: Set out a system for managing requests and developments Keep quality control and assurance over the site Prevent site swelling and ensure consistency Prioritise new developments Keep the effective operations of the website high on the agenda of the Central Team and others as a key marketing tool for the organisation. 3 Aim of policy The policy relates to all staff across the Trust who wish to contribute to content on the Trust s external website. 4 Duties roles and responsibilities Trust Board The Trust Board is asked to support the aims of the web development policy and the web development group in its implementation. Chief Executive The chief executive is the primary advocate of the new website and as such takes a lead role in supporting its continued high standard of development. Web Management Policy v1 4

5 Executive Directors Executive directors are asked to ensure support for the website by ensuring services adhere to the web development prioritisation process (outlined later in this policy) and be mindful of the content review process (also outlined later in the policy). Divisional Managers and Divisional Directors Divisional managers and directors are asked to ensure support for the website by ensuring services adhere to the web development prioritisation process (outlined later in this policy) and be mindful of the content review process (also outlined later in the policy). Heads of Department Heads of departments are asked to ensure support for the website by ensuring services adhere to the web development prioritisation process (outlined later in this policy) and be mindful of the content review process (also outlined later in the policy). All staff Staff are expected to adhere to the web development prioritisation process and to support web development group members fully in the development of web requests. 5 Definitions Web development group the operational group tasked with the management, development and analysis of the website. 6 Web management policy details 6.1 How the new website will be managed Following the successful launch of the website in October 2012, the web development group has been re started to manage the new website. This group is chaired by the head of communications and administrated by the communications officer. Membership consists of communications staff, web development officers, information lead and IT. The minutes of this group will feed into both the IM&T Committee and the Business Services and Development Committee. The group will have the authority to make decisions concerning web development, the prioritisation of new web developments and will provide information and feedback across the organisation to support further development. Its terms of reference are centred around implementing the actions required from within this policy, how to use the specialist knowledge and skills of the group to ensure a high quality website which is constantly evolving, how to manage new requests and how to manage ensuring information is consistently kept up to date. The group will have responsibility for ensuring the access needs of diverse patient groups are taken into consideration as part of the development of the website. 6.2 How the website will be developed Analytics A dashboard will be developed based on the information provided through Google analytics on visits to the website. This dashboard will be analysed at Web Management Policy v1 5

6 7 Training each Web Development Group and fed back to the IM&T Committee and the Business Service and Development Committee on a quarterly basis. The information will be used to inform decision making on prioritisation of key marketing information and development of more popular sections as well as decisions around prominent placing of sections Requests for development or new sections All requests from services will be managed through the completion of an application form (attached as appendix one) which outlines the prioritisation criteria which will be awarded to each request. The proformas will then be discussed and marked by the web development group and prioritised accordingly. The priority will be based on: Meeting corporate, statutory and marketing objectives Improving the patient experience Time, commitment and resources involved Financial savings/ benefits Support from the requesting team. Simple updates, such as a few paragraphs, changes to a phone number or to add an image, will be managed on ad hoc basis by the communications team Content management system training Training on the use of the website s supporting content management system will be provided through the web development team to key individuals. These will be people who have many requests for uploading information or who have shown a particular interest and aptitude in the management of their department s web section. With notable exceptions (such as the membership officer in relation to the web management of policies), only the communications team will retain the ability to publish to the website. This is to ensure consistency, quality and ease of language and navigation Management of out of date information The management of information is a key aspect to ensuring the consistent, high quality of the website. A flow chart which outlines the process for managing up to date information is attached as appendix two. The communications team will take responsibility for managing this process. Any training requirements in relation to the content management system will be carried out by the communications team. There are no other training requirements. Web Management Policy v1 6

7 8 Equality and diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we treat members of staff and patients reflects their individual needs and does not discriminate against individuals or groups on the grounds of any protected characteristic (Equality Act 2010). The aim of this policy is to enable patients and other key stakeholders to access a range of information. All patients have the right to access the facilities and services provided by the Trust, and an equality analysis has been undertaken to consider how this policy can promote equality of access to information for patients from diverse backgrounds. 9 Process(s) for monitoring compliance with the policy Standard / process / issue Monitoring use and statistics to aid future development Monitoring and audit Method By Committee Frequency Google Analytics Web BSDC Quarterly and specialist Management IM&T report Group 10 Consultation and review This policy has been reviewed by the members of the web development group 11 Policy implementation (including awareness raising) Awareness of the policy will be done through a new web management section on the intranet which will include a downloadable version of the prioritisation chart. An article outlining the process will also be included in QE Weekly. 12 References None. 13 Associated documentation Attachments mentioned above. Web Management Policy v1 7

8 Appendix 1 Web development request proforma This proforma must be completed before any work commences on a new web development request or significant changes are made to an existing section. All requests will be discussed by the Web Development Group, which meets on the first Thursday of the month. Please note that for requests requiring significant input or technical expertise, we may need to use our external website partner and there may be a cost implication to this which would need to be met by the requestor s department. Requestors will then be contacted by a member of the group to inform you of the priority given to your request and an approximate timescale. The criteria the group works to is attached as appendix one to this form. Any queries relating to the completion of this form should be directed to Kerri James Communications Officer, on ext 3561, Please note this process currently applies to the external site only. Details: Name: Department: Extension number: Date of application: Section of the website this request applies to: Request information: Please provide an outline of the changes you wish to make or the new section you wish to develop: How will this development help meet your department s priorities? How will this development help to meet the prioritisation criteria outlined on appendix one? Web Management Policy v1 8

9 How much staff commitment and resources is available from within your department to this development? Please indicate a timescale you would like to see this development go live? (Please note, this may not be achievable depending on the commitments and resources available to the web development team) Please provide any other information you think is relevant Web Management Policy v1 9

10 Web development prioritisation criteria These questions will be answered by the Web Development Group and used to inform the priority awarded to the request ranked from one as low to five as high. Title of development request: Name of requestor: Does the request fit with the Trust corporate objectives? Does the request fit with the service s key objectives? Are there external timescales/ factors influencing the development? What level of commitment will the development require from the web development group? What level of commitment is evident from the service? Will the development enhance a high quality patient experience? Total score: Web Development Group lead: Does the development contribute to the service s cost reduction programme? Scores: The following score levels will be applied to inform the priority of your request: 7 16 low medium high. Web Management Policy v1 10

11 Appendix 2 Website content controller Create distribution list of everyone on website that contributes to a section. 102 sections in total Every six months, from July 2013, owners to ask if they have any content that needs updated Ask owners to reply, either to say their pages are current, or with the changes they'd like to be made. If significant they will need to fill in the proforma Page owners have one month to respond to initial Next round of updates would then begin in January. The whole process should only take three months. If no response, information removed as we can no longer guarantee its accuracy They are warned in the that if they don't respond, all non generic information which could potentially be out of date such as contact details and processes, will be removed. Page owners that don't reply within one month are sent a second and given a further two weeks to respond Web Management Policy v1 11

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