Development of the website for the Ministry of Foreign Affairs

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Amberly Briggs
8 years ago
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1 Scope of Services 1 Introduction Development of the website for the Ministry of Foreign Affairs 1.1 The Government of Sri Lanka (GoSL) is the principal services provider for citizens of the country. Every citizen will need to interact with Government organizations for various information and requirements/services throughout their life. Presently, Information and communication technology based strategies are becoming more popular over traditional communication methods in providing up to date information and means of interaction to the public. 1.2 As a result, public sector organizations in many countries use various strategies to be more citizen friendly, in providing its information and services. Providing information through websites is one such strategy used. Therefore, the Ministry of Foreign Affairs website will be revamped to be more stakeholders centric, dynamic, multi-language and enhance the usability of website through smart devices such as Note book PCs, Tablet PCs and Mobile Smart phones. 2 OBJECTIVES 2.1 In order to provide up-to-date and accurate information in English and local languages to the citizens and International stakeholders at the highest standards conforming to the international specifications. 2.2 Provide support to the Ministry of Foreign Affairs for maintenance and updating the sites through content management system. 2.3 Design the website in such a way that website follow a common style to provide maximum user friendliness. 3 SCOPE OF THE SERVICE 3.1 Gather/Study the basic requirements of the Ministry of foreign affairs and present the Information Architecture of the proposed website. The acceptance to this Information Architecture would be the go-ahead for the further development of the website. 1

Presently, Information and communication technology based strategies are becoming more popular over traditional communication methods in providing up to date information and means of interaction to

2 3.2 The requirements at a very high level could be as follows. However in the requirements gathering phase, there would be more creative ideas and the Developer should be able adapt such requirements Audio and Video facility Website should leverage an open source standard content management system (CMS), preferably Wordpress Social media integration Proper content structuring Interactive searching facility should be available Multilanguage content facility to international users 3.3 Comfortably View Home page should be viewed in all size of screens without having to scroll horizontally and/or vertically. Inner pages should be viewed without having to scroll horizontally. Best view should be 1024x Downloading Webpage should load quickly even in low bandwidth (56k, 28k modems) communication channels. 3.5 Cross Browser compatibilities Website should be viewed in widely available web browsers like Internet Explorer, Google Chrome, AOL/Netscape, Mozilla Fire fox, Opera, Safari, etc. 3.6 Data Migration The Developer should take the responsibility of migrating the content from the current website of the Ministry. 3.7 The developer should be able to comprehend the needs of the Ministry very creatively and design website and should be compatible with mobile applications. 3.8 Integration with social media tools such as Facebook, Twitter to interact with the public and care recipients. 3.9 Website developer should adhere to the Word Wide Web (W3C) standards and latest version of ICTA web standards. This is also available at, Implement all necessary security measures and adhere to the security measures proposed by Sri Lanka Computer Emergency Response Team (SLCERT) for ensuring the security of the websites where the Website should be immune to exploitations such as, SQL Injection; Cross-site scripting (XSS); Session/URL poisoning etc Provide one day training for the staff of the Ministry of Foreign Affairs and Provide Helpdesk support to user in updates and content management. 2

2.5 Interactive searching facility should be available 3.2.6 Multilanguage content facility to international users 3.

3 3.12 Provide, manage and maintain the website for a one (1) year period from the date of acceptance letter (sign off) issued by Content Manager of CMS and have a Service agreement with the Ministry to provide support and maintenance to the website Website should include free none proprietary statistic generating tool which can generate statistics as follows for a given date. - Hit counter - Number of page loads. - Number of hits received. - Pages accessed by the user. - Visitor s location based information Upload the website into the web server. In case it is required to the shift the website from the existing server to a new server, the contractor should provide necessary technical support for 1 year from the date of signing off. 3 Resources 3.1 The Ministry of Foreign Affairs will provide the following facilities to the development team. a. Arrange meetings with relevant end, if the need arises; b. Issue an introductory letter, co-ordinate and arrange all appointments / meetings with the stakeholders. Other than above listed facilities, no facilities whatsoever will be provided to the successful bidder by the Client. 4 Ownership 5.1 The website developer should provide soft and hard copies of all source codes, databases, content management tool, graphics, design documentations and other related documents used in the website to the Ministry. 5.2 The intellectual property rights relating to the graphics, photos (captured by the photographers), text, artwork, design, sound recordings, software, database, and any other components developed for this project by the Bidder shall be the property of the Ministry. 5.3 Any proprietary software components belonging to the web development company shall be licensed to Bidder for perpetual use. The consultant shall require making appropriate arrangements to make available the source code of the said proprietary software to the client in the event of either bankruptcy or winding of merger of the consultant company. 5.4 Content Management tool s passwords and FTP password should be hand over to the Ministry after signing off a website. 6 Preferred Qualifications for Consultants 3

- Hit counter - Number of page loads. - Number of hits received. - Pages accessed by the user. - Visitor s location based information. 3.14 Upload the website into the web server.

4 The consulting firm should have the suitable resource persons for the following position in this project with relevant qualifications and experience. Key Professional Staff Project Manger Tech Lead Web Developer(s) Software Engineer GUI Designer QA Engineers (s) Academic Diploma in IT or B. Sc in IT or B. Sc in IT or B. Sc in IT or Diploma in IT or Diploma in IT or Experience in the Proposed Role 3 years - 3 years - 3 years Yes 3 years - 2 years - 2 years - Knowledge on Sinhala and Tamil Unicode and open source CMSs 7 Work Schedule Total duration of this project is <Duration> months. Work schedule for a website as follows. Activity Due date Deliverable 1. Initial Meeting and Coordination of content collection Day 1 2. Requirement Study Week 1 3. Detail Technical Study 4. Development of initial prototype and present the structure to the Content Week 1 Week 1 - Software requirement Specification (SRS) with Proposal of the new structure. Detail Technical Design including Information Architecture Proposed prototype 4

5 Management Team and the feedback (Present the Information Architecture). 5. Complete/full functional English Version. 6. Get approval for English version 7. Complete full functional Sinhala version. 8. Get approval for Sinhala version. 9. Complete full functional Tamil version. 10. Get approval for Tamil version. Week 4 Week 5 Week 6 Week 7 Week 8 Week Security Audit Week Website hosting Week Training and sign off 14. Maintenance of the website Week 12 Date of sign date + one year Fully functional English Site Approved English website Completed Sinhala Website. Approved Sinhala website Completed Tamil Website. Approved Tamil website Approved website by SLCERT (or any other party recommended by SLCERT) following the application of their security recommendations. Hosted website Training documentations & User Manuals Website maintenance Report. 8 Training 5

Website hosting Week 11 13. Training and sign off 14. Maintenance of the website Week 12 Date of sign date + one year Fully functional English Site Approved English website Completed Sinhala Website.

6 8.1 Provide Training for the staff members including the people who are capable of speaking, typing Sinhala, Tamil and English. The training should cover, Train to use the Content Management System. Training on uploading / updating to the website. 9 Maintenance 9.1 Manage and maintain the website for a one (1) year period from the date of acceptance letter (sign off) is issued by the Ministry. 9.2 Updates requested by the Ministry should be uploaded within 24 hours of receiving the information. 9.3 Provide Helpdesk support to user in updates and contents management for one (1) year period from the date of signoff. 9.4 Attend to all type of Corrective maintenances (Bug fixing). If user discovers any error/failure in the website, web developer should response and rectify immediately. Meantime to Response (MTR) should not less than one working day. Notification of errors/failures can be done , telephone, fax or in letter format. 6

9.3 Provide Helpdesk support to user in updates and contents management for one (1) year period from the date of signoff. 9.4 Attend to all type of Corrective maintenances (Bug fixing).

Guidelines for Development and maintenance of Websites of Government Organizations

Guidelines for Development and maintenance of Websites of Government Organizations The organizational website is the virtual representation of any organization in the Internet. Therefore the organizational