Engage VictoriaOnline consultation strategy templateName of Project

Unclassified

Table of ContentsTable of Contents 2

About this template 3

Project details (to be completed) 4

Section 1: Your project (to be completed) 6

Section 2: Content plan (to be completed) 9

Section 3: Supporting communications(to be completed) 10

Document review Prepared by Date

Consultation Manager name, position

Reviewed by

Engagement Manager name, position

AND/OR

Communications Manager name, position

Approved by

Engage Victoria (Department of Premier and Cabinet) team member

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About this templateThis Consultation Strategy Template is the key document to support you in planning the key elements for a successful online consultation on Engage Victoria. In particular, it asks for:

▪ A summary of the project background, including key project phases and timing ▪ An engagement purpose▪ The opportunities for the public to influence and shape project outcomes ▪ Key engagement questions to guide the type of feedback you require▪ The participant information you will need to make sure you heard from your target audience and to

inform your decisions▪ A summary of your target audience▪ Your approach to data analysis, reporting and closing the loop with interested participants.

Reviews and approvalsSend your completed Consultation Strategy Template (this document) to your department’s Engagement Manager for review. They will then forward the completed template to the Engage Victoria team for final review and approval.

Further information on approvals relating to the use of Engage Victoria can be found in the How-to guide: creating an online consultation.

Who can help me with this document?Your Engagement Manager can answer questions on the Consultation Strategy Template. Engagement Managers work within the communications area of every department. They know how online consultation works and they work closely with the Engage Victoria team to ensure that all consultations on Engage Victoria are of a high quality.

Approval timelinesPlease allow up to one week to review this template. Please refer to the how-to-guide for more detail on the approvals process and timeframes.

Team agreement/ expectations

By using the Engagement Victoria platform for your online consultation, your project team agrees to:

▪ Complete the online consultation strategy template and seek the relevant approvals▪ Ensure all content meets accessibility guidelines, including uploaded documents▪ Attend user training▪ Respond to participant and moderation queries throughout the process▪ Consider all feedback received in a fair and equitable manner▪ Publish key findings to interested participants at the closure of the consultation

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▪ Undertake a lessons learnt close-out workshop and share ideas for continual improvement.

Project details (to be completed)Project name: Add response

A project brief has been prepared for this project:

Yes ☐ No ☐

An engagement and communications plan has been prepared for this project:

Yes ☐ No ☐

If YES, please submit to the Engage Victoria team to support review and approval. You are not required to complete Section 1 of this Document if your engagement and communications plan covers the same content.

Online consultation will be supported by other face-to-face engagement activities:

Yes ☐ No ☐ Not sure ☐

Privacy

In accordance with the Information and Privacy Act, you must complete a Privacy Impact Assessment (PIA) before consulting on Engage Victoria. A PIA will identify whether or not the scope, purpose, content or data collection required for your online consultation will create privacy issues. This may impact the way you consult. Engage.vic.gov.au is classified for Official Use Only.

Have you completed a Privacy Impact Assessment (PIA)?

Yes ☐ No ☐

If you selected No, you will need to complete a Privacy Impact Assessment before your page can be published. Please contact your Departmental Privacy Officer for a copy of a PIA or for more information.

Is your consultation open to the public or private (visible only to a closed group)?

Open ☐ Private ☐

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Project team details

Our team’s current knowledge/ skill of online consultation on Engage Victoria is: No level of skills/knowledge ☐A small level of skills/knowledge ☐A moderate level of skills/knowledge ☐Comprehensive skills/knowledge ☐

List the key members of your project team in the table below

Role Responsibilities Team memberEngagement Manager (nominated department role)

- Guidance, review and approval of the Consultation Strategy Template (this document)

- Final internal approval of page content and build- Final approval to suspend, resume or close the

consultation

Add response

Consultation Owner

- Ownership of the consultation process (Senior VPS) Add response

Consultation Manager

- Draft Consultation Strategy Template (this plan) and seek relevant approvals

- Attend training- Build page and content- Respond to public enquiries and moderated

questions as needed- Close project page at end of scheduled consultation- Make page content and news updates to followers- Data analysis, reporting and participant feedback- Participate in project lessons learnt- Align online consultation with face-to-face

engagement program

Add response

Communications team

- Develop supporting communications plan- Draft and manage supporting communications and

advertising

Add response

Engage Victoria project team

- Review and approval of final Consultation Strategy Template (this document)

- Schedule and facilitate training- Arrange log-ins and project page access- Approve and publish final page- Liaise with Harvest Digital Planning and Consultation

Manger on moderation- Review and respond to findings from lessons learnt

activities

Michael Baranovic

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Section 1: Your project (to be completed) Use your project brief to help complete the following sections.

Note: You are not required to complete Section 1 if you have developed an engagement and communications plan that covers the same content. Please provide your plan when submitting this document.

Background and purpose1. What is your consultation about? Describe the project background and key objectives (500

characters)

Add response

2. What is your engagement purpose? An engagement purpose is a short, concise statement that communicates why you are consulting. It should be easy for all project team members to remember and for participants to clearly understand what they are providing feedback on (one sentence)

The purpose of this engagement is to…

3. What influence do participants have on the final decision/s? What aspects of the project can change as a result of this consultation? What is negotiable? (500 characters)

Add response

Stages4. What are your consultation stages? Outline the stages, timelines and purpose below. This will

help guide participants on where they are in a project life cycle. Try and capture all phases – including ones that happened before the consultation. Look at other consultations on Engage Victoria as examples

Stage Title Start and End Dates

PurposeOutline the key objectives/ activities for each phase

1 Add response Add response Add response

23

*Add more stages as needed

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Stakeholder analysis

5. Who is your target audience? Who do you need to reach? Key stakeholders, audience segments or all Victorians? (500 characters)

Example: My audience are industry groups, transport users, local business owners and residents who will be impacted by proposed changes.

Add response

6. Do your audience have non-existent or low levels of English proficiency?

Yes ☐ No ☐

a. If Yes, how will you ensure that non or low English-speaking communities are able to access your consultation and participate in the conversation? (e.g. have you arranged a translation service and/or simplified English version for your consultation?)

Add response

Question design

7. What questions do you want to ask your audience? List the questions that will help you gather the feedback you need to shape decisions (minimum 3 questions)

Add response

8. What do you need to know about your participants? What information do you need to collect to make informed decisions based on the feedback? For example, postcode, age, stakeholder group/interest (approximately 5)

Add response

Moderation

9. Is there anything about your consultation the moderators should know about? Are you expecting any tensions around subject matter areas or are there specific words they should watch out for? Public facing submissions to Engage Victoria are moderated by Harvest Digital 24/7.

Yes ☐ No ☐

a. If Yes, please provide details

Add response

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Reach and participation

10. What kind of reach do you think your consultation will have? Reflecting your target audience, provide an estimate of the level of visitation you are expecting e.g. 5,000 visitors (250 characters)

Add response

11. What does success look like to you for your consultation?

Add response

12. What other engagement activities are supporting the online consultation? Outline any face-to-face engagement activities that are also planned as part of your process

Data analysis and reportingIt is important that you think about how you will analyse and report on your data early in consultation planning. Your approach to data analysis, and available resources and timing, might influence the types of questions you ask and the engagement tools you use.

Feedback collected at face-to-face sessions also needs to reflect the structure and scope of your online consultation. Ask your peers how they have approached data analysis and reporting. You might also want to look at Engage Victoria for some examples of reporting on key engagement outcomes.

13. How will you analyse and evaluate the feedback you collect? Allow time and resources to code and analyse qualitative feedback (500 characters)

Add response

14. How will you share the results of your engagement with interested participants and subscribers? Keeping your audience in the loop is an essential part of any engagement process (500 characters)

Add response

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Section 2: Content plan This section contains the draft content you will need to set-up your consultation page. Once you’ve drafted your content in this section, you can copy and paste into your project page. A new content page is required for each new project phase.

The quality of information in this section is critical if you are to capture visitors attention and quickly communicate what the consultation is about.

Character limits are set by the software and text will be cut off if exceeded.

15. Project title (max 15 words): keep it short, clear and to the point

Add response

16. Call to action (max 40 words): one to two lines outlining the engagement purpose and what you want visitors to do. Your description will be restricted to 40 words by the platform.

Add response

17. Photo: A photo is required for your page banner. This will need to be provided prior to the page going live. The photo dimension is 900px wide.

Provide document reference or attach to email when submitting this document

18. Description: using your key messages, provide a short description of your project including what your consultation is about, why people should participate, how to participate and what will be done with the information provided. This is the main explanatory text that people will read on your page.

Add response

19. Document accessibility: it is important that all supporting information and documents meet accessibility requirements outlined in the Make Content Accessible Guide. This includes file size and format, and language. Accessibility standards affect the display of documents in two distinct ways.▪ File size. Consider breaking large documents into smaller file sizes for mobile users. The

largest file size that can be uploaded is 15MB.

▪ PDF preparation. PDFs require specific preparation in order to be accessible. If you are unable to provide accessible PDFs you will need to provide alternate Word versions.

a. Can your supporting documents meet the above requirements?Yes ☐ No ☐

b. If No, please outline how you will make supporting documents accessible:

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Add response

Section 3: Supporting communications Discuss your project’s needs with your communications team. If you have already developed an engagement and communications plan that details how you will advertise and communicate your online consultation, you are not required to complete Section 3. Please attach the file when submitting this template for review.

1. How will you advertise your online consultation to your audience? Communications activities could include electronic direct mail campaigns, news items on your website, print advertisements, face to face or social media

Communications planChannel Target

audienceKey messages Dates Owner

E.g. Facebook People living within 1 km of study area

This project will change the park near your house.

22 February to 16 March

Consultation Manager to draft and publish

Add response Add response Add response Add response Add response

*Add more stages as needed

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