The Orb The City of Edinburgh Councils Intranet

The Orb The City of Edinburgh Council’s Intranet site Sally Kerr: Web and New Media Team

• Council Web Content Management Project: – Begun 2003/4 – Hyperwave selected as cms – Wordmap provided taxonomy solution – Internet site delivered 2006 – Intranet site delivered 2008

Main drivers for overall Web Content Management Project: • Provide robust platform to become the main communication and business tool for the Council • Upgrade technology to meet web requirements • Review content structure and content to meet user needs • Conform with Government web standards including accessibility

Main objectives for overall Web Content Management Project: • Re-design and improve corporate sites • Provide consistent design and functionality • Establish new publishing and maintenance responsibilities and protocols • Provide one content management system - easier to use and avoids duplication of content • Put in place new management processes for web in the Council

• Delivered with the new Internet site: – A new robust platform – New content layout (template based) – New user and group structure – LGCL for site structure, linked to IPSV – New editorial structure – Aim of ‘AA’ standard – Better content quality and management

• Main reasons for the new Intranet site: • it was very difficult to find information through the structure or the search • the majority of content was out of date • there was a great deal of duplication (For example, the site contained fifteen different versions of the flexitime form) • the technology behind the old site needed replaced due to its age

• What would the new Intranet deliver? – A new branding and design to attract users – A new structure with a strong corporate focus – An already established structure of editors and authors who could manage and develop content – A key internal communication tool for the Council: • Improving communication – across the Council, within departments, and divisional areas • Facilitating collaborative work for projects • Allowing staff to find what they need for their work quickly and easily • Providing the key source for Council strategies, policies and plans • Offering the ability to learn about Council initiatives, news and activities • Sharing relevant documents across the Council and reduce email use for this function • Becoming a knowledge base for the Council

• Milestones for the Intranet project: – Final content development, audit and migration – Taxonomy – linking of site structure headings to IPSV – Site and system testing – Marketing of the site – Site roll out programme

• Key issues and challenges for the project: – Ensuring content was current, and new content was developed for site launch – Last minute re-branding of the site – Marketing of the site identity to create a positive buzz for the site launch – Resolving system issues – Carrying out a phased roll out for the launch rather than a ‘big bang’ approach – Radical new site structure, centralising content in one place

How did we roll out these structural changes? • • • Conducted workshops with key editors Produced guidelines on where to publish types of content Conducted usability testing Guidance on structure included in web publishing training Responded to feedback – this is ongoing

• Marketing activities – Pre launch – article in Staff magazine, fortnightly web newsletter, trailer week before, ‘how to’ guide, generic presentation for dept use, pre launch emails – Marketing already in place – default to Intranet homepage on all PCs – Post launch – series of road shows, statement of support from Chief Executive, emails to each department for roll out, emails encouraging publishing to Orb and changing perceptions, competition to improve early usage;

• Testing and roll out – Performance testing – Roll out programme

• What makes staff happy with their intranet? – What they didn’t want • • Complex structure Out Of Date Content duplication A lack of useful content

• Background research – Better connected Intranets SOCITM report (2007) highlights: • Usability • Access • Useful content – directories, notice board, council papers • Top ten applications – phone directory, bulletin boards, HR applications, Job vacancies, Room Bookings, Catering, GIS, Committee info system, Leader’s monthly briefings, Employee discounts • Inter-active applications

• • • SOCITM Top Ten Phone directory – Global Address List (GAL) available to staff Staff Bulletin Board – using YABB software HR – system available through the Orb with relevant support and advice on the site Job Vacancies – posted each week, will change to Scottish Recruitment Portal feed before Christmas Room Bookings – Rendez vous system available to staff for bookings in multiple locations Catering – menus for main Council locations and catering booking available GIS – partially available with plans to develop further Council Papers Online (CPOL) – available to staff and the public Leader’s briefings – available monthly (‘Team Talk’) online plus homepage messages when appropriate Staff Benefits – a wide range of discounts available to CEC staff online and through a quarterly publication e. Finance system (oracle) available

• Factors that contributed to the success of the project: – Stakeholders for the 4 main areas of the site – Providing department homepages for depts to develop and manage themselves – Pre and Post site marketing using appropriate online tools and road-shows leading to successful buy-in from staff – The site’s name – the Orb – proved a positive influence at the launch as it was already accepted into the Council culture – Surprise factor – repeated testing for issues/performance produced a positive response from staff, not a negative one – New ideas - such as the Photo gallery - have proved successful

• The next six months…

• Any questions? Sally Kerr, Council Websites Manager 0131 529 4899 sally. kerr@edinburgh. gov. uk