Parliament’s plans for new online services and content

Roedd y cais yn rhannol lwyddiannus.

Dear Sir or Madam,

I am writing to enquire about Parliament’s plans for new online services and content. These plans are mentioned on page 6 of a job description posted by PICT, who are advertising for a Web Systems Architect (http://www.advanse.co.uk/get_job_file.as...). The relevant passage is:

"Duties and Responsibilities

...

Designs the system architecture to support Parliament’s plans for new online services and content ensuring an affordable, sustainable, stable and streamlined solution based on leading technology for the future"

I have spent some time searching on the Parliament website, but cannot find any description of these plans. I would be grateful if you would ask PICT to make available any meeting minutes, specifications or other documentation relating to Parliament’s plans for new online services and content.

Yours faithfully,

Etienne Pollard

House Of Lords Information Office, Tŷ'r Arglwyddi

Thank you for your email.

The House of Lords Information Office receives large numbers of e-mails and we aim to reply within 10 working days. If you need the information sooner please telephone the House of Lords Information Office on 020 7219 3107.

The Information below may answer many of your enquiries:

For queries about Judicial Work -please call the Judicial Office on 020 7219 3111.

If you have access to the Internet you may find the answers to most of your queries on the House of Lords pages of the parliament web site: www.parliament.uk

For queries about Appointments to the House of Lords, contact the House of Lords Appointments Commission, which is a separate independent body and NOT part of the House of Lords:

Write: The House of Lords Appointments Commission
35 Great Smith Street
London
SW1P 3BQ

Telephone: 020 7276 2005

For an Information Pack call: 020 7276 2315

Web: www.lordsappointments.gov.uk

Thank you.

dangos adrannau a ddyfynnir

FOI LORDS, Tŷ'r Arglwyddi

8 Atodiad

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Dear Mr. Pollard,

Thank you for your request below. I am attaching relevant information
which is held by the House of Lords administration. These documents have
been produced under the auspices of the Web and Intranet Programme Board
which is a joint House of Lords and House of Commons body.

A small amount of financial information has been redacted from the
document numbered as 08. After careful consideration we have decided that
this information is exempt from disclosure under section 43(2) of the
Freedom of Information Act 2000 (commercial interests). We have concluded
that the public interest in applying the exemption outweighs the public
interest in releasing the information. The disclosure of information
relating to the Houses' financial position would be, or would be likely
to be, detrimental to their commercial interests. It could also prejudice
the ability of the Houses' administrations to achieve value for money in
future procurement exercises.

You may, if dissatisfied with the treatment of your request for
information, ask the House of Lords to conduct an internal review.
Requests for an internal review should be addressed to
[1][email address] or to the Freedom of Information Officer, House
of Lords, London SW1A 0PW. Arrangements would be made for someone who has
no been involved in dealing with your request to conduct an internal
review within 20 working days.

If, following any such review, you remain dissatisfied with the House's
treatment of your request for information, you may then take your
complaint to the Information Commissioner at Wycliffe House, Water Lane,
Cheshire K2 5AF.

Frances Grey

Freedom of Information Officer,

House of Lords

..............................................................................................................................................................................

Original request

I am writing to enquire about Parliament's plans for new online services
and content. These plans are mentioned on page 6 of a job description
posted by PICT, who are advertising for a Web Systems Architect

([2]http://www.advanse.co.uk/get_job_file.as...).

The relevant passage is:

"Duties and Responsibilities

...

Designs the system architecture to support Parliament's plans for

new online services and content ensuring an affordable,

sustainable, stable and streamlined solution based on leading

technology for the future"

I have spent some time searching on the Parliament website, but

cannot find any description of these plans. I would be grateful if

you would ask PICT to make available any meeting minutes,

specifications or other documentation relating to Parliament's

plans for new online services and content.

dangos adrannau a ddyfynnir

References

Visible links
1. mailto:[email address]
mailto:[email address]
2. http://www.advanse.co.uk/get_job_file.as...
http://www.advanse.co.uk/get_job_file.as...

Dear Frances,

Thanks for your helpful reply, including the minutes of the meeting of the Website and Intranet Board from 29 April 2008. I note from the minutes that a Programme Board was to established to meet 4 times a year, that a further meeting of the Website and Intranet Board was planned for July, and that "highlight reports" would be circulated monthly.

I would be grateful if you could provide the minutes of all meetings of the Programme Board and the Website and Intranet Board that have occurred since 29 April 2008, and also a copy of the monthly "highlight reports" that have been distributed since that date.

Many thanks for your help with this matter.

Yours sincerely,

Etienne Pollard

Gadawodd Etienne Pollard anodiad ()

The information was provided as a series of JPEG image files. I have run these through an online character recognition service (http://asv.aso.ecei.tohoku.ac.jp/cgi-bin...). The scanned text can be found in the other annotations to this FOI request.

Gadawodd Etienne Pollard anodiad ()

PWIB2008.P.07
Proposed Priorities for 2009/10

1 Introduction & Background

1.1 At its previous meeting the Board agreed the development priorities for
2008/09. The accompanying paper, Development Plans for 2008/09, sets out
the work that will be undertaken in this financial year for each of those
priority areas.

1.2 In early June each of the programme strands was asked to submit its initial
outline costed plans for the rest of the current financial year and for the
financial year 2009-10. This has aided planning and the allocation of
resources for the current year and will be of considerable assistance in
preparing a new business case for the Website and Intranet Programme for
2009/10 onwards. An outline summary of the bids received is presented in
the accompanying paper, Programme Bids: An Explanatory Note.

1.3 To assist the project team in the preparation of the new business case the Board is asked to consider the development priorities for 2009/10. At this
stage, priorities would only be indicative for planning purposes — the Board
would have the opportunity to finalise its priorities early in 2009.

1.4 Appendix 1 lists the existing strands of work, their current priority and the
priority proposed for 2009/10.

2 Actions

2.1 The Board is asked to endorse the proposed development priorities for
2009/10.

2.2 The project team will develop options for the allocation of resources to strands
for 2009/10 and present these to the Board in the autumn.
Steve Wise

15* July 2008
Item_4_Priorities_O91.0.doc Page 1 of 4

Gadawodd Etienne Pollard anodiad ()

Appendix 1: Programme Strand Priorities

Current Priority 2008/09. Proposed Priority 2009/10. Reason for Change.

1 Analytics. BAU. BAU. No change — analytics will remain important in measuring
success of programme.

2 Audio—Visual Content. Low. High. Priority raised — developments could significantly improve
re—use/re-purposing of a-v content across the website with
comparatively low investment; could increase reach beyond
our own website; important for reasons of reputation to
deliver user experience comparable to peer sites.

3 Bills/Calendar High. Medium. Priority decreased — this strand is highly resource-intensive;
it will have had two full years of development work and
initial objectives will have been achieved. Development
would continue but at slower pace.
NB — Intranet Board has identilied requirement for calendar
functionality for Intranet, which might argue for maintaining
Calendar aspect as high priority.

4 Committees. High. High. No change — popular and important area of both website and
Intranet where much work could be done to improve user
experience once priorities are agreed.

5 Communications. BAU. High. Priority raised - this strand is essential if we are to increase
Marketing reach and usage levels of website and Intranet. Initial
assessment indicates that it will need additional resource &
external expertise to kick-start activities in this area.

6. Content Management. Critical. Critical. No change — focus will switch from procurement/supplier
Framework engagement to initial phase of development and
implementation. Remains fundamental to success of
programme.

7 Digitisation. Medium. Medium. No change — self—contained projects identified, alongside
ongoing historical Hansard work.

Item_4_Pri0rities_0910.doc Page 2 of 4

Gadawodd Etienne Pollard anodiad ()

Current Priority 2008/09. Proposed Priority 2009/10. Reason for Change.

8 Education. Critical. Critical. No change — remains a high profile area with Members.
2008/09 work will see existing content updated and
migrated to new area of main website. 09/10 will build on
that with addition of new, interactive content and integration
of existing a-v material.

9 Editorial & News. BAU. BAU. No change — strand largely concerned with focus for editorial
resource within Web Centre and low-cost enhancements to
basic functionality of the website/Intranet.

10 Find Your MP/Member High Critical Priority raised — current Find Your MP service has to be
information replaced by June 09 (possibly as part of e-petitions development). Work on Member pages for both Houses overdue and should be done ahead of a general election.

11 Hansard & Publications. High. High. No change — work on presentation of Hansard should
continue as high benefit to cost ratio and important to link to
work on new Hansard production systems in 09/10.

12 Information Architecture. High. High. No change — still a very high priority. Need to ensure that
new structure, navigation and look & feel are applied
throughout website. Need similar exercise for Intranet
(initial analysis will have started on this in 08/O9).

13 Innovations. BAU. BAU. No change — strand exists to assess ideas for enhancements and potential developments.

14 Intranet. Critical. Critical. No change — still large backlog of work to complete, while
moving content creation back out to business remains one of
the largest benefits to be achieved by programme.

15 Living Heritage. Medium. Medium. No change — need to establish shell of Living Heritage (History) section, some form of content tool to support content
creation, and migration/development of content to populate section initially.

Item__4_Pri0rities_0910.doc Page 3 of 4

Gadawodd Etienne Pollard anodiad ()

Current Priority 2008/09. Proposed Priority 2009/10. Reason for Change

16 Participation & Outreach. High. Critical. Priority raised — is a high profile area for Members.
Parliamentary outreach pilot gets underway in Autumn 08
and website will be important tool supporting its work.

17 Search. Critical. Critical. No change — focus will switch from procurement to
implementation. Remains fundamental to user perception of website and Intranet.

18 Self-Service & User. Low. Low. No change - this is a ‘would be nice' development that is not time—critical and can be held back until after more important/urgent work is complete.

19 Topics. High. High. No change — next iterations will be important as these will bring more parliamentary content into topics pages but dependent on other projects to deliver that content.

20 User Research. BAU. BAU. No change — user research will remain important in assessing user needs for website and Intranet, as well as means of assessing before/after impact of developments.

21 VIPOR. Medium. Medium. No change — recent procurement commits VIPOR to completing virtual Visitor Route in 2009/10.

22 Works of Art/Image Gallery. Medium. Low. Priority decreased — initial iterations of both Image Gallery
and Works of Art website will be in place. Focus will then be on increasing content, ongoing support/enhancements, and any additional functionality identified by user feedback.

Item_4_Priorities_0910,doc Page 4 of 4

Gadawodd Etienne Pollard anodiad ()

Parliamentary Website and Intranet Board

Terms of Reference

The Parliamentary Website and Intranet Board replaces the former Intranet Strategy Board, Internet Strategy Board and Website Project Board and has the
following terms of reference:

a. to develop strategy and policy for the website and intranet in line with
the strategic priorities of both houses

b. to improve and promote public knowledge and understanding of the work
of Parliament and its heritage, through the provision of information and access

c. to act as the programme board for website and intranet development, to
which individual project boards, constituted as necessary, can report

d. to manage stakeholder interests and internal and Member communications on matters related to the website and intranet

e. to oversee plans and performance of the parliamentary Web Centre including prioritising expenditure on website and intranet projects in
discussion with the JBSB

f. to report annually to the House of Lords Management Board and the House of Commons Office of the Chief Executive Membership of the Board will be:

Liz Hallam-Smith (chairman & SRO)
Simon Burton (Senior User HoL)
John Collins (Senior User HoC)
Joan Miller (Senior Supplier)
David Natzler (Senior User HoC)
Mary Ollard (Senior User HoL)
John Pullinger (Senior User HoC)
Rebecca Elton (in attendance ex officio as PICT BRM for website/Intranet)
Head of Online Services (in attendance ex officio as Managing Editor of the website and head of the Web Centre)
Steve Wise (in attendance ex officio as website/intranet programme manager until end 2008)
Sally-Ann Middleton (secretary)
Aileen Walker (as House of Commons Director of Public Information) will be a copy recipient of all papers.

The governance arrangements for the website and intranet will be reviewed in two years by the Programme Board while progress reviews of the website and
Intranet programme will be carried out every six months.

Gadawodd Etienne Pollard anodiad ()

Reporting timeframes will complement that of the Management Boards and annual reporting schedules, with the Programme’s plans feeding in iteratively.

15th April 2008
(Revised 2"° July 2008)

Gadawodd Etienne Pollard anodiad ()

Web & Intranet Programme Board Minutes - Meeting 1

Date: Tuesday 29"‘ April 2008, 10:00 — 11:00

Location: Room M, Portcullis House

Attendees:
Liz Hallam-Smith (Chair)
John Pullinger
Mary Ollard
John Collins
David Natzler
Simon Burton
Joan Miller
Dominic Tinley
Steve Wise
Rebecca Elton
Sally-Ann Middleton (Secretary)

Key Items Reported / Decisions made:

1 Introduction & Welcome
Board members were thanked for their participation in
and support for the Programme and officially
welcomed to the Board.

Terms of Reference:

The Web Centre now sits within the House of Commons DIS, reporting to John Pullinger.

The Web Development team is dependent on budget approval although recent indications are not unfavourable in this respect.

The role of the Programme Board will be to apply a strategic overview of the programme rather than
micro—managing individual work streams

The Board would welcome e meeting with the Web
Centre as a first step in forming a partnership between
Board members and the Web team.
A paragraph should be added to item E in reference to the J BSB and its remit with regards to the Programme.

The roles of Programme Board members need to be
added to the Terms of Reference before recirculation.

The strategic priorities of both Houses should also be referenced.

Reporting timeframes should complement that of the Management Boards and annual reporting schedules,
with the Programme’s plans feeding in iteratively.

A decision on who will review the Programme in 2 years will need to be taken.

The updated Terms of Reference will be circulated ahead of the next Board meeting.

Actions:

WlPBO01 Liz Hallam-Smith to discuss the wording of item 3 in TOR with Rhodri Walters in relation to JBSB

WIPB002 Steve Wise to add the following to TOR: 1) Board members roles; 2) both Houses' strategic priorities; 3) that reporting will be in line with management Boards & annual reporting; 4) who will review the programme in 2 years time

WIBP003: Steve Wise to récirculate the TOR before the next Board meeting.

Prioritisation Planning

Critical priorities were agreed as CMF, Intranet, Search and Education, with lA as a very close 5th
place. All of these have overlaps with other work
streams.

Empowering internal users with content creation for
the intranet will benefit the internet and make some of [continues in next annotation]

WIPBOO4: John Collins and Steve Wise to discuss Search / PIMS replacement offline.

Item_4_2008_O4_29_minutesdoc

Gadawodd Etienne Pollard anodiad ()

[continues from previous annotation] the smaller projects disappear.

Committees has no existing specification so is not ‘urgent’ but is agreed as a high priority.

The Web Centre need to manage their own workload
with regard to day—to—day resource management and requests for work. The Programme Board can only advise on what the priorities are, particularly as BAU
is not always clear cut.

It is vital to get the balance right between Programme Stream Plans and BAU work: the Web Centre need to be but able to say no, with the Board’s support. The Web Centre should be able to approach Programme Board
representatives within strands for this level of support.

The Board sanctioned the list of priorities. The 4
critical work streams should be started now, working
through the others in the order that they appear
- (where capacity, resources and budget allow).

lt was agreed that delivery needs to be focused with
an agile approach to producing content.

Actions:

WIPBOO5: Liz Hallam-Smith to circulate a note of next steps.

WIPBOO6: Steve Wise and Sam Middleton to to coordinate the work stream plans into a Gannt chart with dependencies.

Budget Update (discussed as item number 3)

Information redacted

WIBP007: Steve Wise to profile programme expenditure month by month.

The internet was one of three projects given priority.

The Programme needs to profile its expenditure
month by month to inform other projects within the
JBSB portfolio. This will be reviewed in September
2008.

There may be a need to take harsh decisions about permanent recruitment vs. contract staff and we
should plan accordingly. The urgency to deliver via
contractors may override the benefits of employing
permanent staff. However, we need to plan for long-
term sustainability, utilising a resource-specific in-year management of expenditure.

Financial planning for next year starts in June 2008
and there is a requirement to inform these budgets
with concrete plans. lt was reported that this work is close to completion.

It was noted that there has been a lot of activity over the last 6-8 weeks and that work has been progressing despite the uncertain budget situation.

The Board advised to continue with any work already
started.

AOB

The Programme Board will meet formally 4 times a year

‘Virtual‘ meetings and email will serve as interim
contact and communication vehicles.

There will also be a number of ‘extraordinary',
meetings, the first being ‘An Audience with the Web
Centre’ in June I July.

Highlight reports will be circulated monthly.

The next fonnal meeting on 9th July will focus upon policy e.g. private areas on the intranet, all-party
groups, etc.

Item_4_2008__04_29__minutes.doc

HALLAM SMITH, Elizabeth, Tŷ'r Arglwyddi

Dear Etienne,

I'm the chairman of Parliament's web and intranet board. Further to your
request for information about Parliament's plans for new online services
and content, would you and colleagues like to come over for a coffee and a
chat? I'd be pleased to meet you and to hear your ideas and comments
about our website.

Best wishes,
Elizabeth

Dr Elizabeth Hallam Smith
Director of Information Services and Librarian
House of Lords
London SW1A 0PW

dangos adrannau a ddyfynnir

Dear Elizabeth,

Thanks for the invitation. Perhaps you could email me directly ([email address]) and we can arrange a time?

Yours sincerely,

Etienne Pollard

FOI LORDS, Tŷ'r Arglwyddi

Dear Etienne,

Thank you for your e-mail of 6 November. I apologise for the delay in
replying.

I expect to be able to reply very shortly,

Yours sincerely,

Frances Grey

dangos adrannau a ddyfynnir

FOI LORDS, Tŷ'r Arglwyddi

3 Atodiad

Dear Etienne,

Further to my e-mail of 4th December, I am attaching copies of the
quarterly reports. I will forward the remaining documents to you as soon
as possible.

Yours sincerely,

Frances Grey
Freedom of Information Officer,
House of Lords

dangos adrannau a ddyfynnir

FOI LORDS, Tŷ'r Arglwyddi

2 Atodiad

Dear Etienne,

Further to my e-mail of 12^th December, I am attaching the remaining
documents relating to your request for information.

A small amount of financial information has been redacted from the
document `Web and Intranet Programme Board Minutes - Meeting 2'. After
careful consideration we have decided that this information is exempt from
disclosure under section 43(2) of the Freedom of Information Act 2000
(commercial interests). We have concluded that the public interest in
applying the exemption outweighs the public interest in releasing the
information. The disclosure of information relating to the Houses'
financial position would be, or would be likely to be, detrimental to
their commercial interests. It could also prejudice the ability of the
Houses' administrations to achieve value for money in future procurement
exercises.

You may, if dissatisfied with the treatment of your request for
information, ask the House of Lords to conduct an internal review.
Requests for an internal review should be addressed to
[email address] or to the Freedom of Information Officer, House of
Lords, London SW1A 0PW. Arrangements would be made for someone who has not
been involved in dealing with your request to conduct an internal review
within 20 working days.

If, following any such review, you remain dissatisfied with the House's
treatment of your request for information, you may then take your
complaint to the Information Commissioner at Wycliffe House, Water Lane,
Cheshire K2 5AF.

Yours sincerely,

Frances Grey

Freedom of Information Officer,

House of Lords

dangos adrannau a ddyfynnir