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Council Agenda 26/02/18 City of Boroondara 4 7 Presentation of officer reports 7.1 Contract 2016/190 Website Design, Build, Redevelopment, Release and Managed Services (Phase 2) Abstract To seek Council endorsement for Phase 2 services for Contract No. 2016/190, Website Design, Build, Redevelopment, Release and Managed Services with Deloitte Touche Tomatsu (ABN 74490121060), including a small cost increase for Phase 2 deliverables and managed services as described in the body of this report This phase of the contract includes specialist services for Phase 2 of the Digital Transformation Project as supported by the Boroondara Customer First program (BC1) and Customer Experience Improvement Strategy (CEIS). Under the contract, the specialist services have been divided into sequential phases with managed services (i.e., maintenance and support). Phase 1 was delivered successfully in May 2017, with consolidation of seven separate websites into a single, unified Council web presence following a competitive Tender process in accordance with Section 186 of the Local Government Act 1989. The revision of scope for Phase 2 deliverables can be delivered within the current contractual arrangements without any change to terms and conditions. Phase 2 will deliver key foundational technology infrastructure to enabling the integration of information across core council business systems. These 24/7 eService capabilities will further improve the customer experience by providing significant online transactional convenience for customers as well as improvements in the responsiveness of applications and communications across council. Phase 2 of the Digital Transformation project will enable the extension of services to be delivered across the Phase 1 web and mobile platform. Phase 2 is planned to be delivered over a nine month period commencing before June 30, 2018. Managed services are provided to September 2019 consistent with contractual arrangements entered into in October 2016 for Phase 1 with options for 2 x 2 years extensions at Council’s discretion. At the completion of Phase 2 further planning and analysis will be undertaken and a proposal put to Council for Phase 3. As awarded by Council on 12 September, 2016 the current 2016/190 Deloitte Touche Tohmatsu contract service value for the delivery of the website was $8,767,640 with a council contingency of $1,480,202, a total approved project value of $10,247,842. The revised total contract value for Phase 2 and Managed Services is $6,416,577 (excluding GST) for the remainder of the contract term, within a revised project value of $7,699,892 (excluding GST). The total revised contingency amount sought for Phase 2 and Managed Services is $1,283,315, including $683,293 carried forward from Phase 1. GST inclusive amounts are: contract - $7,058,235 and total project value equals $8,983,207. The overall project budget takes into account revisions in services including new requirements incorporated to address the establishment of foundational services for Enterprise Architecture and Enterprise Service Bus technology, an enabler for integration software capability as well as anticipated web site development and enhancements following on from Phase 1 deliverables.

Council Meeting 26 February 2018 - 7.1 Contract 2016/190 Website Design, Build ... ·  · 2018-02-15Phase 2 deliverables and managed services as described in the body of this report

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Council Agenda 26/02/18

City of Boroondara 4

7 Presentation of officer reports

7.1 Contract 2016/190 Website Design, Build, Redevelopment, Release and Managed Services (Phase 2)

AbstractTo seek Council endorsement for Phase 2 services for Contract No. 2016/190, Website Design, Build, Redevelopment, Release and Managed Services with Deloitte Touche Tomatsu (ABN 74490121060), including a small cost increase for Phase 2 deliverables and managed services as described in the body of this reportThis phase of the contract includes specialist services for Phase 2 of the Digital Transformation Project as supported by the Boroondara Customer First program (BC1) and Customer Experience Improvement Strategy (CEIS). Under the contract, the specialist services have been divided into sequential phases with managed services (i.e., maintenance and support). Phase 1 was delivered successfully in May 2017, with consolidation of seven separate websites into a single, unified Council web presence following a competitive Tender process in accordance with Section 186 of the Local Government Act 1989. The revision of scope for Phase 2 deliverables can be delivered within the current contractual arrangements without any change to terms and conditions. Phase 2 will deliver key foundational technology infrastructure to enabling the integration of information across core council business systems. These 24/7 eService capabilities will further improve the customer experience by providing significant online transactional convenience for customers as well as improvements in the responsiveness of applications and communications across council. Phase 2 of the Digital Transformation project will enable the extension of services to be delivered across the Phase 1 web and mobile platform. Phase 2 is planned to be delivered over a nine month period commencing before June 30, 2018. Managed services are provided to September 2019 consistent with contractual arrangements entered into in October 2016 for Phase 1 with options for 2 x 2 years extensions at Council’s discretion. At the completion of Phase 2 further planning and analysis will be undertaken and a proposal put to Council for Phase 3. As awarded by Council on 12 September, 2016 the current 2016/190 Deloitte Touche Tohmatsu contract service value for the delivery of the website was $8,767,640 with a council contingency of $1,480,202, a total approved project value of $10,247,842. The revised total contract value for Phase 2 and Managed Services is $6,416,577 (excluding GST) for the remainder of the contract term, within a revised project value of $7,699,892 (excluding GST). The total revised contingency amount sought for Phase 2 and Managed Services is $1,283,315, including $683,293 carried forward from Phase 1. GST inclusive amounts are: contract - $7,058,235 and total project value equals $8,983,207. The overall project budget takes into account revisions in services including new requirements incorporated to address the establishment of foundational services for Enterprise Architecture and Enterprise Service Bus technology, an enabler for integration software capability as well as anticipated web site development and enhancements following on from Phase 1 deliverables.

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The Digital Transformation Budget and Long Term Financial Strategy provides sufficient capacity to fund the recommendation

Confidential information is contained in Attachment 4, as circulated in the confidential section of the agenda attachments, in accordance with Section 89(2) of the Local Government Act 1989, as the information relates to contractual matters and premature disclosure of the information could be prejudicial to the interests of Council or other persons. This item has been included in the public agenda to facilitate transparency and accountability in Council’s decision making.

If discussion of the confidential information in the attachments to this report is required in order for Council to make a decision, this item will be deferred to the confidential section of the agenda.

Officers' recommendation

That Council resolve to :

1. To award the Contract No. 2016/190, Website Design, Build, Redevelopment, Release and Managed Services (Phase 2), to Deloitte Touche Tohmatsu (ABN 74 490 121 060) at a total cost of $7,058,235 (including GST). The cost to Council after the return of the GST Tax Input Credits is revised to $6,416,577.

Where the: Cost of Website Design, Build, Redevelopment, Release services for Phase

2 comprises $3,461,260 (including GST) Council reserves the right to proceed with Phase 3 of the work; and

Revised cost of the Managed Services component is $3,596,975 (including GST) which crosses through Phases 1 and 2 up to a maximum period of seven years. Council reserves the right to proceed with either of the 2 separate 2 year extension options for managed services.

2. Increase Council contingency for the implementation of Phase 2 and Managed Services project to $1,283,315, an increase of $698,283.

3. To commit this funding from the Digital Transformation Budget.

4. To authorise the Chief Executive Officer or his delegate to execute the contract agreement with the above contractor and negotiate any future extensions.

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Responsible director: Marilyn KearneyCorporate Services

___________________________________________________________________

1. Purpose

The purpose of this report is for Council to award Phase 2 for Contract No. 2016/190, Website Design, Build, Redevelopment, Release and Managed Services on the basis of the amended scope, following an extensive review and planning process at the completion of Phase 1.

2. Policy implications and relevance to council plan

The tender process was carried out in accordance with Section186 of the Local Government Act 1989 and within the requirements of Council's Contracts and Tendering Probity Policy and Council's Procurement Policy in 2016. This contract is aligned with Council Customer Experience Improvement Strategy (CEIS):

Objective 1: Improving online information and services; Objective 2: Aligning and improving customer channels; Objective 3: Improving customer engagement; Objective 4: Streamlining customer touch-points; Objective 5: Developing a culture of evaluation and improvement; and Objective 6: Simplifying and clarifying customer processes.

Attachment 1 provides a diagram outlining the CEIS Strategy.

3. Background

In accordance with Council’s tendering policy and procedures and Section186 of the Local Government Act 1989, Council invited public tenders for the provision of specialist services for the consolidation and redevelopment of Council’s customer facing websites and associated digital services and subsequently awarded the tender to Deloitte Touche Tohmatsu on 12 September 2016. At the time the contract was executed it was anticipated that the specialist services would be delivered in two phases i.e. Phase 1 and Phase 2 together with managed services (i.e., maintenance and support) subject to the successful completion of Phase 1 of the contract. Following review of the successful implementation of Phase 1, officers recommend that Phase 2 be delivered in two parts - a revised Phase 2 and new Phase 3. Requirements for Phase 3 will be determined following the implementation of the revised Phase 2 to incorporate any refinement of priorities of Council and customer feedback. Legal advice has been obtained and confirms Council’s ability to make amendments with respect to the revision of Phase 2 deliverables as being consistent with the original specification requirements. That is ‘scope’ as originally defined recognised the complexity of the requirements of the specification and provided capability to adjust the scope to meet requirements going forward.

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The projects probity advisor, appointed to oversee the tender and evaluation process also provided advice that following their consideration of the amended Phase 2 deliverables there is no probity risk associated with amending the scope within the contract awarded from the open tender process. Phase 1 project deliverables Phase 1 key deliverables have been successfully delivered and include the new Content Management System, refreshed branding and design, compliance with Government accessibility standards and a solution architecture for Phase 1 services that enables the later integration of complex transactional services to be delivered in Phase 2. Phase 1 also included the provision of Managed Services for maintenance and support of the redeveloped Council website for an initial three year period ending in September 2019 and with an option for a 2 further 2 year extensions at Council’s discretion. The Phase 1 redevelopment of the website has resulted in clearer and more consistent information available for customers in a single website that is easier for customers to discover, navigate and search. Council information is now also optimised to deliver a customised experience across mobile devices with various dimensions. Information has been tailored to individual needs thereby avoiding repetition. There is improved 24 hour access for some applications and payments. These improvements have already increased community use and accessibility, providing efficiency and an enhanced customer experience. Attachment 2 (Table 1) provides a detailed summary of all Phase 1 elements successfully delivered under Contract No. 2016/190, Website Design, Build, Redevelopment, Release and Managed Services, as well as the customer benefit that has been realised through the delivery of Phase 1 features. The Attachment also includes in Table 2 the additional functionality and transactions developed in-house as a result of the new website platform. It should also be noted that Phase 1 of the contract has already established a successful foundation for work to continue to enhance Phase 1 outcomes as part of our new business as usual capacity and deliverables associated with Phase 2.

4. Outline of key issues/options

Phase 2 deliverables Under the standing offer arrangement of the contract, Phase 2 deliverables have been scoped and quoted with a draft schedule for services to commence in the current financial year. The services for Phase 2 include enhancements to the Drupal CMS, an extension of services for Solution Architecture with the delivery of Enterprise Architecture and the implementation of an Enterprise Service Bus (ESB).

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The scope of works for the revised Phase 2 scope shall include: Design, build, installation and configuration of new features and

functionality in the Drupal CMS; Establishing Enterprise Architecture, which spans the enterprise including

business, digital and 3rd party systems to establish appropriate Information Technology governance and specifically assists in establishing governance across the enterprise, building controlled and directed outcomes within its framework for structure, business processes, technology standards and practices.

An extension of services within Maintenance and Support Services; and Design, build, installation and configuration of an Enterprise Service Bus as

part of Service and Data integration.

A review of the BC1 program conducted in 2017 recommended the need to address issues identified in Phase 1 regarding the degree of readiness of Council systems and processes to achieve the optimal customer experience identified in the CEIS strategy. These findings have informed the Phase 2 specification requirements and the deferment of some deliverables to a future Phase 3 to allow further development, review and planning to be undertaken at the conclusion of Phase 2. The revised Phase 2 deliverables within the contract provide a solid foundation for subsequent years of the Customer First Program to drive transformation through development of new digital capability, changes to business processes, line of business system changes and data management strategies. The changes that have therefore occurred as a consequence of the re-phasing of deliverables for the proposed Phase 2 scope are described in detail at Attachment 3 which also refers to the expected customer benefits that will be derived from each deliverable. The costs for Managed Services are increasing based on an uplift of services to be delivered and implemented within the revised Phase 2. These services will require a longer term handover to ensure practices and capability management is effectively adopted. The uplift is specifically focussed on Enterprise Architecture, the Enterprise Service Bus and facilitation of an anticipated requirement for an increased level of support which was unknown at the time when Phase 1 implementation costs were originally forecast. Phase 3 inclusions will be subject to further review at the conclusion of Phase 2 and will incorporate requirements for Identity management, Customer Portal, SMS gateway (email reminders and notifications), My Account Login functionality, an Enterprise Booking Tool and further website enhancements. The confidential quotation evaluation panel report at Attachment 4 includes a summary of the Phase 2 specification, cost breakdown and deliverables put forward by Deloitte as well as a comprehensive analysis and evaluation of the proposal and the financial considerations.

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5. Consultation/communication

No external community consultation has occurred in the preparation of this report. The finance department have been consulted and confirm availability of budget within the Digital Transformation Project budget allocation.

6. Financial and resource implications

The estimated value of contract 2016/190 Website, Design, Build, Redevelopment, Release and Managed Services for the term of the contract was $8,767,640, the council contingency was $1,480,202 and the total contract value was $10,247,842. The revised estimated cost of the contract for Phase 2 and Managed Services is shown below:

Contract Services Revised Contract

Costs (excluding GST)

Phase 2 (Deloitte) Proposed Services $3,146,600Managed Services Remaining Managed Services - Sept 19 $584,512 Managed Services Uplift - Sept 19 $331,533 Managed Services 2 x 2 year additional options

$2,353,932

Total $6,416,577 Council Contingency $1,283,315

Total $7,699,892

New budget allocation required Phase 2 (Deloitte) $129,411 Managed Services (Deloitte) $671,533 Council contingency $698,283

Sub total $1,499,227

Revised Contract Value (Phase 2 and Managed Services)

$7,699,892

DTP Budget Current Unallocated BC1 funds $2,879,474

The forecast Long Term Financial Strategy (LTFS) for the digital transformation program provides sufficient capacity to fund the recommendation contained in the report. The LTFS is reviewed by Council each year and future program requirements will be reviewed in Council’s Annual Budget setting process. The costs associated with the original scope have not changed. The change is associated with the new foundation work required as a result of the review and planning process which will lay the ground work for the development of key Phase 3 features. The request for further funds associated with Phase 3 will be subject to review and planning at the end of Phase 2 and budget consideration from the 2018/19 financial year and beyond.

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As a result of the review and planning process, the adoption of key changes associated with the revised work requires a variation to the overall program budget including 20% contingency to deliver Phase 2 up from 15% in Phase 1.

In determining an appropriate Phase 2 contingency, officers have consulted multiple sources - including the Victorian Auditor General Office (VAGO), Information and Communications Technology Project Audit reports (ICT), the Federal Department of Finance and the Victorian Department of Treasury and Finance (DTF). The 20% contingency for Phase 2 has been calculated in accordance with factors recognised by these government agencies as contributors which need to be considered in determining an appropriate level of contingency for projects of this nature. These include:

Level of complexity Interdependencies with other projects underway or planned Volatility of the project’s risks, determined through risk analysis steps The maturity of the project How critical the project is to the business or, for example, reforms Level of in-house development versus acquisition Security of systems Interoperability with other systems Risks to any schedule or cost, for example, from difficulty in accessing

critical skills.

Taking into account the learnings from Phase 1, the revised contingency to 20% is consistent with VAGO and DTF advice and industry best practice for high complexity projects with multiple concurrent ICT project streams in a fixed-price contract.

7. Governance issues

No conflicts of interest have been identified in the conduct of this tender nor the preparation of this report. A Probity Auditor has been appointed for this project. The Probity Auditor’s role included overseeing the tender process’s adherence to probity guidelines and providing guidance on any probity issues, review of the scope for Phase 2 and appropriateness of inclusions under the current contractual arrangement

No probity issues have been identified by the Probity Auditor in the revision of Phase 2 or any part proceeding Stage 2

8. Evaluation and review

Following review of implementation of Contract 2016/190 Website, Design, Build and Redevelopment Release and Managed Services (Phase 1) by Deloitte Touche Tohmatsu (ABN 74 490 121 060) officers recommend a revised scope of services and deliverables for Phase 2 of the contract as described in table 1 of this report. Further assessment is required of those deliverables deferred to Phase 3 prior including managed services to consideration by Council at a future date.

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It is also recommended that contingency uplift of 20% be incorporated into the project overall to meet any unanticipated requirements. Consistent with Phase 1, any unspent contingency funds will be carried forward to subsequent Phases of the project.

It is recommended that Council award the revised total for Contract No. 2016/190, Website Design, Build, Redevelopment, Release and Managed Services to Deloitte Touche Tohmatsu (ABN 74 490 121 060) at a total cost of $7,058,235 (including GST). The cost to Council after the return of the GST Tax Input Credits is revised to $6,416,577.

Manager: Gerardine O’Sullivan, Principal Digital Strategist

Report officer: Dean Jenkins, Digital Services Product Lead

Monitor Consulting_Boroondara Council Commercial-in-Confidence Page 15 of 81

3.5 Customer Experience Improvement Strategy on a Page

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Initiativesandprojects

CustomerExperienceImprovementStrategy

StrategicObjectives

CustomerFirstProgram

Improveonlineservices

Alignandimprovecustomerchannels

Improvecustomerinteractions

Streamlinecustomertouchpoints

Developacultureofevaluation

Simplifyandclarifycustomerprocesses

Reviewofcurrent

reporting

Aholisticevaluationfram

ework

Harnessingcustomer

feedback

Makingprocesseseasier

Expandingpayment

options

Buildingstrategicpartnerships

Improvedcustom

ertouchpoints

Serviceswhere

customersare

Awholeofcustom

erview

Acustomerengagem

entreview

Holisticapproachtoengagem

ent

Improvedproducts,

contentandpractices

Reviewofcurrent

channels

Acouncilchannelstrategy

Aligningchannelpractices

Redesignwebsite

Expandonlineservices

Onlineaccountsandpersonalisation

CustomerExperienceImprovementProject

CustomerRelationshipManagementSystem

OnlineServicesstrategy

ProcessMapping andImprovement

CounciltechnologyCouncilstaff

CouncilCustomers

CouncilProcesses

Changeandimpact

Service

Changeandimpact

Changeandimpact

BusinessasUsualOperationsandProjects

Objective

Council Agenda 26/02/18

City of Boroondara Attachment 7.1.1 12

Contract 2016/190 Website Design, Build, Redevelopment, Release and Managed Services (Change of Scope) - Phase 1 deliverables

This table provides a summary of all contracted Phase 1 deliverables, the status of each deliverable and the customer benefit derived through these features. The table also itemises additional customer experience features and enhancements that were developed in-house by Council officers. Alignment of each deliverable to Council Customer Experience Improvement Strategy (CEIS) is also described.

• Objective 1: Improving online information and services;• Objective 2: Aligning and improving customer channels;• Objective 3: Improving customer engagement;• Objective 4: Streamlining customer touch-points;• Objective 5: Developing a culture of evaluation and improvement; and • Objective 6: Simplifying and clarifying customer processes.

Tables 1

Phase 1 Deliverables Status What customers can now do onlineRedesigned and redeveloped website informed by customer research and co-design.

Delivered successfully CEIS Objectives 1,2,3,4,5,6• Access comprehensive and mobile responsive information about Council’s

services and facilities, confident that it is up-to-date and written in a way that considers their needs and interests.

• See themselves reflected in the homepage hero image and images across the website.

• Access services and information at any time, on any device, regardless of experience or ability

• Provide instant, anonymous feedback on content usefulness that is used to improve quality and close gaps in information and increase satisfaction

Libraries Hub Delivered successfully CEIS Objectives 1,2,3,4,6• Access a site tailored to the most common tasks of library users (and potential

members), with up-front access to opening hours, catalogue search, account login for renewal.

• See and search for all events that are happening in our Libraries• Submit an online request to book a room• Request help from a librarian on a range of topics including study resources and

family history

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City of Boroondara Attachment 7.1.2 13

Phase 1 Deliverables Status What customers can now do onlineArts Hub Delivered successfully CEIS Objectives 1,2,3,4,,6

• Browse and search the whole year’s Arts program from one location• See all options for hiring space in an Arts venue, whether as a performer or a

community memberBusiness Hub Delivered successfully CEIS Objectives 1,2,3,4,5,6

• More easily access resources to support the growth and strength of their business, including marketing advice, networking opportunities, professional development activities

• Find out which permits they need to comply with legislation, based on the type of business they wish to operate

Planning and Building Hub Delivered successfully(Change request)

CEIS Objectives 1,2,3,4,5,6• Access information that prioritises common tasks, but leads the user through to

more complex information should they need it • Access information on State Government planning initiatives, alongside

Council’s viewpoint and advocacy activities • See all planning and building permits without first needing to know which

department is responsibleCareers Hub Deferred to Phase 2

(Change request)• See description in Phase 2 table

Improved website search function

Delivered successfully CEIS Objectives 1,2,4Locate more accurate information in less time• Make a selection more confidently by seeing summaries of pages and

documents before clicking on them.Blogs Delivered successfully CEIS Objectives 1,2,3

• Read current and past Mayoral blog posts • Access supporting information by following links to related news articles, events

and moreWhole of Council Events Calendar

Delivered successfully CEIS Objectives 1,2,3,4Find all Council and some community events through on central events calendar that can be filtered based on the user’s preferred dates, age group, area of interest or location.

Widgets (5 planned 9 delivered)

Delivered successfully CEIS Objective 1Seamlessly access to information held in other repositories without having to leave the website page they are on. Information delivered through the 9 widgets includes:• Library catalogue (Spydus) results• Google maps• 3rd party website content

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City of Boroondara Attachment 7.1.2 14

Phase 1 Deliverables Status What customers can now do onlineHave Your Say Delivered successfully CEIS Objective 1,3

• Easily access all current and recent Council consultations in a central location. • See standardised information as appropriate, such as timeline, background,

contacts and opportunity to subscribe to updates.Web Alerts Delivered successfully CEIS Objective 1,2,4

• From any page, keep across critical issues as they unfold • See at a glance if any service outages or changes are planned, and what

alternative options are in place“AA” Accessibility certification from Vision Australia, confirming compliance with global web content accessibility standards

Delivered successfully CEIS Objective 1,3The website’s technical environment and content considers, and meets the international standard for, a range of disabilities - physical, motor and cognitive - providing equal access to our information and services for people with disabilities.

“Take a Tour” feature Delivered successfully CEIS Objective 1,3 Take a guided tour of the new features on our website to learn how they work and be more confident in using them.

Table 2

Additional Phase 1 features delivered in-house by Council

Phase 1 Deliverables Status What customers can now do onlinee-forms (26 planned; 50 delivered)

Delivered successfully CEIS Objective 1,4,5,6Submit a wide range of requests for information or services and raise notifications to Council, 24/7 and from any device, through more than 50 online forms. These have been through process improvement to: • reduce customer effort by using the technology to eliminate unnecessary steps to

make the task quicker, while reducing opportunity for error in form completion; • reduce staff effort of manual handling/data entry.This is helping shift the channel usage to digital from email and phone and enabling those who prefer to interact with Council in their own time.

4 x end to end self-service e-forms

Delivered successfully CEIS Objective 1,4,5,6 • Complete end-to-end self-service of four processes online, with the reassurance

of receiving automatic confirmation, reminders and acknowledgement on completion.

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City of Boroondara Attachment 7.1.2 15

Phase 1 Deliverables Status What customers can now do online• Services available are:

• Book a hard waste collection • Book a green waste collection• Book Christmas tree pick-up• Register a pet • Apply for Residential parking permit• Apply for a Disabled parking permit

“Near Me “location based service maps

Delivered successfully CEIS Objective 1,2,3,4 • Search based on current location, or Boroondara suburb to find council venues,

amenities and services via Near Me, displayed as points on an interactive map. • Access more than 1300 data points across 10 categories and 34 sub-categories• Quickly view information such as opening hours, phone number, and link through

to comprehensive details. • Find a service of facility by browsing the website and easily access Google Maps

to get thereMultilingual content support Delivered successfully CEIS Objective 1,3

• View more detailed information for the CALD community in their own language• Access all options for translation and interpreting services

4 x Online Customer Guides for complex processes (4 planned-12 delivered at launch)

Delivered successfully CEIS Objective 1,4,5,6• Access guides that step the customer through what is required and how to

complete 17 complex processes, primarily focused on planning and building permit applications.

Widgets (5 planned 9 delivered)

Delivered successfully CEIS Objective 1,2,3,4,6Seamlessly access information held in other repositories without having to leave the website page they are on. Information delivered through the 9 widgets includes:• Panorama videos of Hawthorn Arts Centre rooms• Schedules for regular street sweeping, and weekly and fortnightly bin collection

Text-to-speech reading facility

Delivered successfully CEIS Objective 1,3 Listen to all page content as an alternative to reading the text by switching on the text-to-speech feature.

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City of Boroondara Attachment 7.1.2 16

Contract 2016/190 Website Design, Build, Redevelopment, Release and Managed Services (Change of Scope) - Phase 2 deliverables

This table provides a summary of all contracted Phase 2 deliverables and the customer benefit expected through these features. Alignment of each deliverable to Council Customer Experience Improvement Strategy (CEIS) is also described.

Objective 1: Improving online information and services; Objective 2: Aligning and improving customer channels; Objective 3: Improving customer engagement; Objective 4: Streamlining customer touch-points; Objective 5: Developing a culture of evaluation and improvement; and Objective 6: Simplifying and clarifying customer processes.

Phase 2 Deliverables Delivery Schedule What customers will be able to do online

Website EnhancementsActive Ageing Hub Planned Phase 2 feature CEIS Objectives 1,3,4

Residents aged 55 and over, their carers and families will be able to access information that is tailored to their profile and needs on Boroondara community services and activities. This simple ‘one stop shop’ for seniors will over time provide an increasing range of information about relevant local and state government services and facilities that support the health and wellbeing of seniors.It will reduce effort for customers in finding information relevant to their situation and needs.

Careers section Carried forward from Phase 1 to Phase 2

CEIS Objectives 1,3,6 Easily view all current job vacancies and career opportunities Understand why Boroondara is a great place to work and what benefits we offer

staff See the diversity of our people and jobs, and learn why we’re a serious choice

for applicants at all levelsCommunity Engagement Platform

Planned Phase 2 feature CEIS Objectives 1,2,3 Search and view consultations on a topic of interest to them Subscribe to areas of interest to increase participation rates

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City of Boroondara Attachment 7.1.3 17

Phase 2 Deliverables Delivery Schedule What customers will be able to do online Read and easily contribute to open consultations Monitor progress on projects that have been open to consultation and see

outcomes of decision Website enhancements Continuous with Phase 1 CEIS Objectives 1,2,3,4,5,6

Continuous improvements that enable Council to introduce minor features and changes that address customer feedback and make publishing processes more efficient and less manual.

Near Me Continuous with Phase 1 CEIS Objectives 1,2,3,4Ongoing expansion of the range of Council services and facilities that customers can access via location maps.

Foundation deliverables: Associated with the review and re-planning process Enterprise Architecture: A conceptual blueprint that defines the structure and operation of the organisation with the intent to determine how an organisation can most effectively achieve its business, information application and technology objectives.

Scope extended to incorporate Enterprise Architecture. Pre-requisite to achieve Phase 3 deliverables

CEIS Objectives 1,4,5,6 Underpins software that the integration of multiple systems to expose services in a consistent and customer-aligned way through a digital channel.

Environment set up for Service and Data Integration: includes platform establishment, Architecture, delivery and application integration.

New Pre-requisite to achieve Phase 3 deliverables

CEIS Objectives 1,2,3,4,5,6 An Enterprise Service Bus will provide an integration layer between Digital, Line of Business and Third Party systems. This will provide for faster, seamless online service requests by supporting more end to end customer workflows for identified projects occurring in parallel with Phase 2, e.g., Payment Gateway.

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City of Boroondara Attachment 7.1.3 18