Task 1 - Project Communications and Information Management

Item 1 of 6

This assessment task requires you to:

• develop a communication management plan and an information system for a specific project
• implement a project information system with a systematic approach to storage, searching, retrieval and archiving of relevant information
• implement and maintain communication processes
• review project outcomes and document suggestions for improvements to managing project information and communication for future projects.

Assuming your organization was awarded the following tender:

ATM ID: NAA RFT 20xx/1058

Agency: National Archives of Australia

Category: 81110000 - Computer services

Close Date & Time: 15-Aug-20xx 2:00 pm (ACT Local Time)

Publish Date: 15-Jul-20xx

Location: ACT Canberra

ATM Type: Request for Tender

APP Reference: NAA20XX-1

Multi Agency Access: No

Panel Arrangement: No

Description:

A service provider is being sought for the technical upgrade of the Archives' website Destination: Australia. In order to ensure the best value for money and optimal functionality (for the website and related exhibition interactive) going forward, it is necessary for the website to be transferred from a proprietary CMS to a commonly available CMS (including, but not limited to, an Open Source CMS).

The website will enable the National Archives of Australia to collect user contributed data about the photographic collection featured on the site. The interface must be modern, engaging and user-friendly, designed to meet the needs of people of all ages, and differing levels of computer and English literacy. The website must interact successfully with an exhibition interactive via an existing API. There is an option for hosting, maintenance and support services to be provided from contract execution until 31 December 2019.

Timeframe for Delivery: November/December 20XX with a possible extension of up to 3 years for hosting and maintenance.

The Requirement

The National Archives of Australia (Archives) (the Customer) is responsible under the Archives Act 1983 (Cth) for the preservation and storage of Commonwealth records, including the archival resources of the Commonwealth.

This procurement request relates to the website redevelopment and hosting and maintenance services for website Destination: Australia. The current website is located at https://www.destinationaustralia.gov.au

The photographs showcased on this website are part of the Immigration Photographic Archive (Series A12111). This collection comprises more than 22,000 black-and-white and colour photographs taken by government photographers between 1946 and 1999 to record the arrival and settlement of migrants in Australia after World War II. The photographs were used in newspapers, magazines, posters, brochures and displays to promote Australia as a prosperous welcoming nation to potential migrants and to reassure the Australian public that new migrants would readily settle into the Australian way of life.

In 2014, Destination: Australia was upgraded to encourage users to upload their own photographs and stories to share their migrant experience, further adding rich personal context to the Archives' collection. These 'Feature Stories' are also available (via an API) in a 'Globe' interactive in the Archives' exhibition A Ticket to Paradise?, which is touring nationally from April 2016 to September 2019.

Required

Redevelopment of existing website Destination: Australia

Software to be either open source or common-use proprietary Content Management System (CMS)

One website prototype round, with testing and feedback

Website testing including content review

Final revisions

Final testing and bug fixes

Website handover

Final documentation including website style guides, master templates, admin user guidelines, technical specifications. This must be written in English with clear instructions for non-technical experts to operate the CMS.

Optional

External hosting and ongoing support with a service level agreement (3 years).

Updates and post implementation changes in response to user feedback

Required deliverables

API compatibility

The website must continue to work with the pre-existing API linking the content with an exhibition interactive

The administrator account to the Destination: Australia CMS must have a check box function that allows the administrator to select which feature stories will be published through the API to the exhibition interactive.

The API must be able to draw all user-added content in the selected feature stories, including photographs, through to the linked exhibition interactive.

The website will support sourcing and storing its data from the Archives' API, according to API calls provided by the Archives, to ensure valid, up to date data is displayed on the website.

The website must successfully GET, POST and PUT and DELETE data using the API within agreed timeframes.

Data from the API contains a mix of official records and user generated content

API compatibility and function must be maintained at all times until December 2019

The successful supplier will be provided with further documentation on the API.

Accessibility/compatibility

All elements of the solution must comply with the relevant Australian Government mandatory criteria including meeting Web Content Accessibility Guidelines (WCAG) 2.0 - to Level AA. Refer to the Australian Government Digital Transformation Office website for more information - https://www.dto.gov.au/standard/design-guides/

Any online forms should include identifying mandatory fields, error validation and error suggestion on input fields (e.g. include @ for email addresses), as per the WCAG 2.0 Level AA.

All elements of the solution must display consistently across popular Windows, Macintosh and Linux browsers including Internet Explorer (V9 up), Firefox, Chrome, Safari and Opera.

Code to ensure ease of use and accessibility from desktop, tablet and smart phone / mobile platforms using responsive interface design.

Privacy, security and intellectual property

Data captured in online forms should reflect the Australian Privacy Principles (which unify the National Privacy Principals and the Information Privacy Principles) and security obligations of (ASD). Including any updates to how data should be stored according to the Australian Privacy Principles or security obligations.

Website security appropriate to support administration module, members' pages, API developer key hidden and enables encryption of stored data including indexes and registered user's personal details e.g. email address.

Hosting

The website application must be built to be hosted externally to the Archives' IT infrastructure taking into account data sovereignty, data protection controls (see the Australian Government Protective Security Policy Framework (PSPF) and Information Security Manual) and compliance with the Privacy Act.

Please see 'Optional Deliverables' for information on the optional hosting component of this procurement process.

Aesthetic design

The aesthetic design of the website must be maintained for the upgraded website.

Style guides and other necessary components will be provided to the successful Supplier.

Content Management System

The website must support formats to enable crowd sourced data and display of collection data including images.

The solution must provide an easy way for administrators to view and record user-generated activity across the site from within the administration CMS.

The website's supporting CMS or web application must have both a design and source interface enabling recognition of user contributed data and has the ability to manage full user administration and content moderation in-house. This must include tasks such as updating all content (including descriptions on collection photographs), monitoring and moderating user-generated data and where necessary, blocking, removing, editing and/or extracting user-generated data.

Administration module must be secure

Administration page displays name (as well as screen ID) of contributing users

The solution must support Google Analytics for website visitor statistics and pre-scripted database reports for listing and exporting all user generated content.

The website must comply with records management requirements to enable the website to be archived with user-generated data extracted (e.g. XML, CSV format and image formats) with relevant references for future re-purposing.

Email notifications to administrator

Email notification to be sent to d..a@naa.gov.au when a user adds a comment, tag, person, location to a collection photograph, or adds a feature story. Notifications should include a hyperlink to the new content in the CMS administrator account.

Email notification to be sent to d..a@naa.gov.au when a user reports comments or other content. Notifications must include a direct hyperlink to the reported content.

Public user login

Website users have the option of browsing and searching the website without registration. Anyone wishing to input data to the website must register and login with a unique email address and passphrase.

Existing usernames and passwords must carry over to the redeveloped site

Profile must include an online form for users to contact Archives to remove or edit their user-added content

Optional: ability for the user to 'link' together multiple stories that they have contributed by the user, or to allow sorting by tag with user name. The published feature story page would display a link to take viewers to the related stories.

Navigation

Website navigation must align with pre-existing information architecture for Destination: Australia.

Breadcrumbs must be added to the top of each page to enhance user navigation

Search function

Ability to query search and return search results, this will be supported through the API calls, and the interface will need to be configured to return merged search requirements and apply search parameters (e.g. filters) for the Discovering Anzacs interface.

Required: free text feature stories and comments contributed by users must be posted back to the API to become searchable on Destination: Australia.

User-added tags on stories must be posted back through the API to become searchable.

User-added locations on stories must be searchable and clickable to sort stories by place

Adding terms to the search parameters should refine the search (it currently expands the result field)

The website must include all images within the A12111 series/collection, and search results must display all relevant images. Check that search picks up all photographs in collection (or that Destination: Australia captures all images in A12111) - e.g. searching for "Petrus Mouwmans" does not give a result, although it is listed in RecordSearch: A12111, 1/1963/14/9.

Results distinguish between feature stories, collection items and user added photographs.

Results able to be sorted by category (feature story, collection item) or by date range (earliest to latest or vice versa)

Image title to appear at the top of the results display (currently "view this photograph").

Hit highlighting - the search interface will support search term (eg. keyword, name) hit highlighting using bold or similar

Updates/fixes to 'add your story' form (see Attachment B for images of changes)

All free text fields must allow users to copy and paste text from other programs.

The fields 'Year', 'Country of origin', 'Theme' and 'Photos' (at least one) must be compulsory

Adding images

'Add photos' must be moved to location above 'Add Your Story'

When adding an image from the website, the citation and image caption must also be imported. The citation (e.g. NAA: A12111, 2/1969/4A/18) must be locked in, with the option for the user to personalise the caption.

When adding an image from the website, users must be able to search by collection control symbols and non-consecutive key words.

When adding an image from the website, user has the ability to refine the search using date range.

When adding an image from the website, clicking 'enter' after typing keyword must initiate the search (currently takes user to blank error page).

'Add image from website' search must return all results available through Destination: Australia.

The website must perform checks to ensure the user is uploading an accepted size and format (e.g. png, jpeg) and provide error messages where limits are exceeded.

Optional: add a new function to allow users to select from their 'Favourite' images to add to their story.

Optional: users able to crop images before they upload.

Add your story

'Add your story' text field must allow simple formatting: paragraph breaks, italics.

Must display Latin diacritics (accents e.g. acute , grave , circonflex , caron ; dots e.g. diaeresis ; cedilla , ogonek ).

Feature story publishing process

Selecting 'Preview' must save a copy that allows for the user to return and edit content. This draft copy must not be publicly available at this stage.

Selecting 'Save your story' (on contribution form page) or 'Save and submit' (on preview page) submits the story to the CMS and publishes the feature story on the live website

Stories are automatically published on submission.

Feature story display page (front end)

On published feature stories, viewers must be able to click on categories (year, country, tags, locations) to bring up a list of any other stories/images with the same user-added metadata

Must display Latin diacritics (accents e.g. acute , grave , circonflex , caron ; dots e.g. diaeresis ; cedilla , ogonek )

Must display simple formatting: line breaks, italics

Images must be able to open for larger display in a lightbox, with accompanying caption

Optional: where a user has added a photograph from the website, the image on the published feature story page links back to the image display page for the particular record (i.e. with metadata, comments, tags etc).

Optional: if users add data to 'location', map with tagged locations should be shown on published feature story page.

Record display page (front end)

Required: create 'order record' button that takes the user through to PhotoSearch result for that image and the associated 'ordering images' text box.

Home page

Optional: preview of 'Feature stories' displays feature stories at random

Testing

The Supplier must outline the project plan and team roles and the testing strategy and plan. It should also include any handover files and documentation to be provided for implementation.

Extensive testing will be required prior to the website launch. This includes iterative testing during development, implementation of changes and subsequent re-testing.

On implementation and handover the Destination: Australia website should be fully functional and populated with relevant content and data. As part of the website handover, training sessions and support documentation for nominated administrators will also be required.

Testing must include success of API calls to/from the Destination: Australia website for creation, deletion, updates and retrieval of data in conjunction A Ticket to Paradise? 'globe' interactive.

The National Archives will determine when the website is ready to be launched and the date. However, the supplier must be able to meet the nominal launch date of 25 October 2016.

Acknowledgements

The banner (visible on all pages) must include:

Destination: Australia web tile

Multi-agency logo for the National Archives of Australia and the Department of Immigration and Border Protection (to be provided by the Customer)

The following tagline:

o 'The National Archives acknowledges the support of the Department of Immigration and Border Protection for the Destination: Australia website', with the text 'Department of Immigration and Border Protection' hyperlinked to the website https://www.border.gov.au/

Progress meetings and reports

The successful Supplier will be required to:

Attend the project kick-off meeting (face-to-face / teleconference)

Attend regular updates at an agreed time and day, at least fortnightly.

Attend scheduled project meetings to report at key milestones or deliverables throughout the project.

Communicate any issues which may impact agreed project tolerances as they occur

Attend project wrap-up meeting with final deliverables and website handover including report/documentation.

Work collaboratively with National Archives staff and Suppliers to meet expectations and resolve issues.

Optional

Should the option of host services be agreed to by the Customer, the Supplier must attend ongoing support meetings or maintain regular communication as required, up until the end of the contract.

Project Management Requirements

The Archives will nominate a Project Manager who will be responsible for liaison with the successful supplier in relation to management of the contract and overall service delivery.

Potential Suppliers must specify all staff and subcontractors proposed to complete the work.

The successful Supplier will be required to nominate a Project Manager as the primary point of contact for the Archives. This person will be responsible for the management of the contract as a whole and for liaison with the Archives' Project Manager.

After delivery

The Supplier must commit to providing defect resolution in the post-launch period, up to 30 April 20xx, in response to Archives user testing and feedback. In this period the Supplier must complete full internal testing and bug fixes before any solution release for publishing.

Optional deliverables

Hosting and maintenance

The Potential Supplier should provide a response for an optional service level agreement, to host the website externally to the Archives' infrastructure, provide ongoing maintenance and support until 31 December 2019.

The website application must be hosted externally to the Archives' IT infrastructure taking into account data sovereignty, data protection controls (see the Australian Government Protective Security Policy Framework (PSPF) and Information Security Manual) and compliance with the Privacy Act.

Quality of service requirement in order to maintain its effectiveness; available 99% of up time annually and has appropriate back-up (with equal features to meet above-mentioned data security and privacy requirements) scalability options and recovery processes.

Response time for issues to be negotiated and confirmed with the successful Supplier.

Capability to function with future API's

Potential to link with National Archives' and external sources' collections and data, via API's that may be developed in the future.