Under the Hood of Discover ALGIM Web Symposium 2008 ALGIM = Association of Local Government Information Management Inc www.algim.org.nz

Under the Hood of Discover

ALGIM Web Symposium 2008

ALGIM = Association of Local Government Information Management Inc www.algim.org.nz

The Ministry of Transport (MoT) is a government agency responsible for creating transport related policy papers and reports for the NZ government. They wanted an intranet that would improve the flow of information around the organisation, as well as being engaging and enjoyable to use. Overview

The Ministry of Transport (MoT) is a government agency responsible for creating transport related policy papers and reports for the NZ government.

They wanted an intranet that would improve the flow of information around the organisation, as well as being engaging and enjoyable to use.

What does Polly want?

How We Created a Winning User Experience

Improve information flow throughout the organisation. Improve information “findability”. Improve access to business-critical information . Intranet a channel for staff interaction. Reduce the amount of email. Goals for User Experience

Improve information flow throughout the organisation.

Improve information “findability”.

Improve access to business-critical information .

Intranet a channel for staff interaction.

Reduce the amount of email.

Understand your users!

Primary Persona Karen is a 34 year old university graduate in Political Science with average computer office skills. She has been with The Ministry of Transport for less than a year. She’s a regular visitor to the Internet, where she buys books and 2 nd -hand goods online, uploads photos to Flickr and reads the news. She likes to read - prefers to print out any articles she finds online. Her work is fast-paced with a lot of meetings - requiring a mixture of people management and technical know-how. Attributes Fast learner. Cautious but early adopter of new technology. Never learnt to touch type – mouse dominant. Windows XP, 19” LCD monitor, LAN Network. Information Needs Find information needed to write a policy or answer the minister. Access internal and external contacts. Easy access to current and historical policies, Parliamentary bulletins, internal news, cabinet times. Easy search functionality generating accurate results. Common Scenarios Responding to a Ministerial Inquiry about the number of aircraft fatalities in New Zealand between 2005-2008. Receive Alerts on modifications made to a document Is assigned to write new policy. Karen

Karen is a 34 year old university graduate in Political Science with average computer office skills. She has been with The Ministry of Transport for less than a year.

She’s a regular visitor to the Internet, where she buys books and 2 nd -hand goods online, uploads photos to Flickr and reads the news.

She likes to read - prefers to print out any articles she finds online.

Her work is fast-paced with a lot of meetings - requiring a mixture of people management and technical know-how.

Make information findable...

Quantum Content

“ Radio” “ Funky” “ Retro” “ Appliance” “ Transistor”

iPhone Cellphone Mobile Music Player Phone Internet Device Digital Multi-Touch

Return 103B TAX Form Document Payment Form GST Form IRD Form

Quantum Content Karen - Advisor Leave Form HR022 Sue – Human Resources I need a holiday Mark – Desktop Support

Karen - Advisor

Make metadata magic!

Pathways to Information Policy Manual Form Contact Meeting Legislation Research News & Events Air Land Sea Rail Law Money Property Risk Safety Security Travel Transit LTSA Maritime Safety CAA Administration Communications Finance Human Resources IT Infrastructure

Policy

Manual

Form

Contact

Meeting

Legislation

Research

News & Events

Pathways to Information Plus: by Audience by Title by Name by Date by Author by Doc Type (e.g. PDF)

Plus:

by Audience

by Title

by Name

by Date

by Author

by Doc Type (e.g. PDF)

Metadata Magic Leave Form By Content Type By Transport Mode By Topic By Origin By Business Unit FORM N/A LEAVE MoT HR HOLIDAY

Metadata Magic Bike Wise Hits the Road By Content Type By Transport Mode By Topic By Origin By Business Unit NEWS LAND SAFETY COMMS CYCLING PEDESTRIANS Health Sponsorship Council PRESS RELEASE

Metadata Magic Dog Registration By Content Type By Audience By Topic By Origin By Business Unit GUIDELINE DOGS REGULATIONS REGISTRATION PERMIT Health Sponsorship Council REGULATION PET OWNER FARMER RATE PAYER

Metadata Schema (Tagging) Metadata Element Element Definition Possible Attributes (Default is underlined ) Topic The topic of the content of the resource or keywords related to the resource that might be used by customers when performing a search (e.g. alternative spellings, acronyms). Examples: Administration, Communication, Government, Law, Money, People, Projects, Property, Publications, Research, Risk & Insurance, Safety, Security, Technology, Travel, Other Note: No default – user must make a selection. Transport Mode Identifies the transport type associated with the resource Air, Land, Sea, Rail, Multimodal, All Origin Resources can be identified by the government department concerned Ministry of Transport , Transit New Zealand, Land Transport New Zealand, Maritime Safety Authority, Civil Aviation Authority, Aviation Security Service of New Zealand, New Zealand Police, Ministers Offices, Transport Accident Investigation Commission, Ontrack, Other Govt, Non-Government Ministerial Portfolio Resources can be identified by a ministerial department Minister of Transport , Associate Minister of Transport, Minister for Transport Safety, Other

Wireframe

Wireframe Content

Content

Title Content

Content

Title Content

Content

Wireframe Content

Content

Title Content

Content

Title

Wireframe Content

Content

Title Content

Content

So did Polly get a cracker?

Report from Hamish Denston (Intranet Content Manager) Findability “ My observations show that staff are exploring the new design and features - and as a result discovering information they initially missed.” “ The redesign results go beyond just general satisfaction - they’re having a positive effect on staff productivity as well.”

Findability

“ My observations show that staff are exploring the new design and features - and as a result discovering information they initially missed.”

“ The redesign results go beyond just general satisfaction - they’re having a positive effect on staff productivity as well.”

Report from Hamish Denston (Intranet Content Manager) Email Prior to the intranet, employees communicated to all staff or to a group of staff members using email. The email volume was significant, as was the demand on staff time in dealing with it. These emails have been replaced with the intranet’s Alerts and Announcements features, and the notifications are now unobtrusive. “ This helped to reduce the stress on staff of having a build-up of emails—that may or may not be relevant—cluttering their in-boxes.”

Email

Prior to the intranet, employees communicated to all staff or to a group of staff members using email.

The email volume was significant, as was the demand on staff time in dealing with it. These emails have been replaced with the intranet’s Alerts and Announcements features, and the notifications are now unobtrusive.

“ This helped to reduce the stress on staff of having a build-up of emails—that may or may not be relevant—cluttering their in-boxes.”

“ The New Zealand Ministry of Transport intranet makes it effortless to communicate research work and news across the organization.”

“ The design team achieved this effortless communication by applying sound information architecture and considering user tasks and simplicity.”

“ And they were able to do this while still promoting the transportation theme in subtle and pleasant ways across the site.”

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