Building a Common and Sustainable UNESCO Portal GUIDELINES November 2004.

Building a Common and Sustainable

UNESCO Portal

GUIDELINES

November 2004

Operational model for Portal Deployment

Portal Vision Audience Needs

Content UnitsEditorial Principles

Content ArchitectureTechnical Archit.

User Interface(Unesco Browser)

Visual Design

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Conception

PORTAL Guidelines

Table of contents : 1. UNESCO Portal vision and strategy2. User needs and project design3. Data structure and content architecture4. Editorial principles5. User Interface6. Technical Infrastructure7. Training8. Management

1. UNESCO Portal vision

Elaborated with the Logical Framework methodology

Stakeholders analysis users, audiences and communities

Overall goalsPurpose Indicators

1. Portal Vision – Purpose definition

The Portal should be … User and Service oriented providing quality content a Platform linking UNESCO Constituencies and

helping them to build Communities of Practice a solution for collecting, preserving, creating, sharing

Multilingual Knowledge a backbone for UNESCO Communication a tool for implementing the Programme

1. Portal Vision – Overall goal - UNESCO’s Functions

As a Clearinghouse Providing a library of information resources

As a Capacity-builder Developing ‘Communities of Practice’ (group sharing

common objectives and/or interest) As a Meeting / Sharing Platform (Knowledger Broker)

Organizing a comprehensive table of content and establishing the rules of the game

Portal development is about the making of the Organization. It mirrors the evolution of the Organization.

2. User Needs & Project Design

Audiences, Networks and Communities needs

Tracking tools

Project design

2. User Roles in a Sustainable Portal

Audiences(consultation)

NetworksCommunities

(Interaction)

Portal Enrichment

2.- Audience Needs (from User Tests February 2004 - Axance)

General Information by Fields of activity (actions, projects, …) by Country about Partners about the Organization: who, what,…

Specific Information and Services Official documents (legal texts, conventions) Contacts in UNESCO Calendar of upcoming events Statistics, research reports Publications, on-line journals

Common standards Relevant and updated content Web writing style (short, clear, scanable, without jargon and acronyms, …) Navigation Coherent look and feel

2. Communities Needs

Development of Communities of practice Membership / Networks (extranets) Updating directories / activities Sharing Best practices Participating in online gatherings Content creation through collaborative

work

2. Tracking User needs

Development of tools

User tests

Statistics tools (E-stat, http analyze)

Surveys

2. Web Project Definition(any Section of UNESCO Portal)

Objectives & Programme alignment (C/5) Community definition and needs assessment Adapted Data Structure Specific Content architecture (page aggregation) Editorial Workflow/validation process Specific User Interface (based on UNESCO Browser) Specific Technical Solutions Resources Management

Finance Human resources (roles and responsibility) Technology/Service management

3. Data Structure and Content Architecture

Data structure

Data workflow

Content Architecture (Entry points + Levels = portal tree)

3. Data Structure

Elementary unit of data Common knowledge objects with common

fields

Data qualification/indexation metadata with controlled lists

Portal indexation center (PIC) Management / editing of controlled lists

based on standards and user needs

3. Elementary Unit

Elementary Unit = Data

Adequately tagged = Data qualification

To be assembled and used in multipe ways = Databases and XML flow

3. Data Structure - Example

Cultural Diversity

Thematic tag

Africa

Decision makers

CLT/CPDExport as XML / RSS

Flow

Geographic tag

Community tag

Institutional tag

3. Data Workflow

Data capture and qualification UNESCO input interface

UNESCO data repository XML referential

Exportation/exchange and syndication XML/RSS flow

Publication UNESCO browser

3. Data Workflow

Database

Data Capture & Qualification

Publication

Input Interface>> Profiling Community UNESCO

Repository

User Interface>> XML

RSS

3. Data lifecycle

collect/gather elements write/edit content input/qualify validate translate content publish up-date validate translate republish archive

3. Content Architecture Portal Logical Entries

unesco.org

Themes(150)

Countries(190)

Communities

UNESCO Programme

Organization

ResourcesServices

(Unesco labeled)

Info Provided by•Staff Members HQ/FO•Network Members•Member States•NGOs

•UN System•Member States•NGOs•Universities•Medias•…

3. Content Architecture – Levels

0 – Homepage

1 – Major Themes Homepages / Regions

2 – Themes / Clusters/ Communities

3 – Sub-themes/ Countries/ Other Combinations

4 – Resources / Services

3. Content Architecture – Matrix

Entry point Level 0 bis Level 1 Level 2 Level 3 Level 4 Thematic Themes

homepage (commented links)

Major Themes Themes Sub-themes

Geographic: Worldwide homepage

Regions Sub-regions (cluster) Countries

Communities: Communities homepage

Communities Partners/networks Partner/networks sections

UNESCO Programme

Srtategy & Programme homepage

Major programmes

Programme/sub-programme

MLA/action activity

UNESCO Organization:

UNESCO Organization homepage

Governing bodies Director general Secretariat bodies

Division/Office

Who’s Who Contact

UNESCO Services:

UNESCO Services homepage

Online services

3. 150 Themes EDUCATION Right to Education Education Plans & Policies Early Childhood & Family Primary Education Secondary Education Higher Education Reform and Innovation on Higher

Education Higher Education Mobility Teacher Education Technical & Vocational Education Science & Technology Education Non-Formal Education Inclusive Education Cultural & Linguistic Diversity Education and ICTs Education in Situations of

Emergency, Crisis & Reconstruction

Physical Education and Sport Peace & human rights Education Non-Violence Education Education for Sustainable

Development Life skills Education for Social

Transformations School Health Lifestyles and Consumption Environmental Education Literacy

NATURAL SCIENCES Fresh Water People & Nature Oceans Earth Sciences Space Education Coasts & Small Islands Basic and Engineering

Sciences Chemistry Energy Engineering Life Sciences Mathematics Physics HIV Research Science Education Science, Analysis, Policy

SOCIAL AND HUMAN SCIENCES

Ethics Bioethics Ethics of Science and

Technology Human Rights Promotion of Human

Rights Youth and HIV/AIDS Gender Equality and

Development Fight against Racism,

Discrimination and Xenophobia

Human Security and Peace

Philosophy Prospective Studies Social Transformations International Migration Urban Issues Democracy and

Governance Multicultural policies Poverty

CULTURE• World Heritage • Tangible Heritage• Heritage and Post-Conflict Situations• Intangible Heritage• Traditional Music of the World• Endangered Languages• Cultural Diversity• Normative Action• Intercultural Dialogue• Roads of Dialogue• Histories• Post-Conflict Mediation• Interreligious Dialogue• Cultural Pluralism• Culture and Development• Cultural Policies• Cultural Industries• Books• Audiovisual• Translation• Crafts and Design• Arts and Creativity• Status of the Artist• Literature and Poetry• Living Arts• Digital Arts• Artistic Education• Copyright• Museums• Cultural Tourism• Indigenous Knowledge

COMMUNICATION AND INFORMATION Archives Libraries Community Media Community Multimedia Centres Creative Content: Radio, TV, New

Media e-Governance Ethical Issues of Information Society Freedom of Expression Independent Press Indigenous People and Information

Society Information for Community

Development Information Processing Tools Legislation in Information Society Media Education Media Development Multilingualism in Cyberspace Preservation of Documentary Heritage People with disabilities and ICTs Public Domain Information Public Service Broadcasting Recycling IT Equipment Communication and Information

Training Youth and Information Society Education and ICT Gender and ICT

SPECIAL THEMES Culture of Peace Dialogue among

Civilizations Gender Youth HIV/AIDS Least Developed

Countries Small Islands Sustainable

Development

3. Aligned with Programme Priorities

Education Natural sciences

Social and human

sciences

Culture Communication and information

Cross-cutting themes

Basic education for all Building learning societies

Environment and sustainable development Science and technology development

Ethics of science and technology Promotion of human rights Foresight, philosophy and human security Management of social transformations

Mainstreaming cultural diversity Cultural and natural heritage preservation Creativity and development

Fostering equitable access to information and knowledge Promoting freedom of expression

Eradication of poverty Information and communication technologies for the construction of a knowledge society

4. Editorial principles

Editorial ownership/responsibility

Writing data/content

Structuring content in Portal Sections 

4. Editorial ownership and responsibility

Entry point Level 1 Editorial responsib.

Level 2 Editorial responsib.

Level 3 Editorial responsib.

Level 4 Editorial responsib.

Thematic Education Natural sciences Social & human sciences …. Special themes: HIV/AIDS Poverty ICTs

Editorial board Editorial board Editorial board Editorial board Editorial board Editorial board

Themes

Theme Editor

Geographic: Africa Latin America and Carib. Asia & Pacific …

Editorial board Editorial board Editorial board

Sub-region (cluster)

Cluster office Editor

Country Cluster office Editor

Communities: I ntergovernmental organizations Member states Institutions Non-governmental organizations Private sector Media

BPI /ERC BPI /ERC BPI BPI /ERC BPI /ERC BPI /CI

Communities/ Networks

Programme Specialist/ Responsible in SISTER

UNESCO Strategy and Programme

Medium Term strategy Major Programmes Trans-cutting Themes

BSP Sect. Senior edit Sect. Senior edit

Programmes Sub-programmes

Theme Editor Main line of action/ Action

PS/ Sister responsible

Activity PS/ Sister responsible

UNESCO Organization:

General Conference Executive Board Director general Sectors Field Network

ADGs/Directors

Field Offices Divisions Institutes

Directors Who’s Who Directors contact Field Offices I nstitutes websites

Directors

UNESCO Services:

Documentary resources Official documents Legal instruments Publishing Statistics Employment Fellowship Media service Calendar of Events Prizes and celebrations

DIT DIT LA BPI UIS HRM ERC BPI BPI ERC

4. Editorial Workflow

ConceptionContent

aggregationPublication

IntranetExtranet

Internet

Project design

Editorial Lay-out Plan

Template creation

Data Flows integration

Editorial added value

Editorial Board

Editor +Web Admin

Web Admin EditorCollection

from Repository

4. Writing data/content

Quality of contentsWriting style by knowledge objectData qualificationHypertext/ linksLinguistic versionsMultimedia dimensionCopyright and disclaimers

4. Structuring Content in a Portal Section

Page style aggregation by level/by entry point

Hypertext/ linksVisual image/multimediaDisclaimer and warningMarketing and promotion

8. Management

Process Management Resources Management

• Finance• Human Resources• Technology/Service

Project Management• Promotion/Marketing Management

Information and Knowledge Management

8. Process Management

Linking Public Information activities Implement Global Communication Plan

Building a House-wide Network Core Group of HQ community of 50 webworkers (Web Force) Involvement of 150 Editors and 400 Content providers

(Sectors / Central Services / Field Offices) Common Guidelines and Practices

Organizing Workflow for Content and Service Provision Multilingualism (6 languages) Relevance and quality

Responsibility and Awareness Managing Human resources

Post definition and job description Organizational set-up

Training and Knowledge Management

8. C/5 Programme Priorities translated in a Global Communication Plan

ADG/ODG

DIR/BPISpokesperson

College ADG

Proposals

BPI/PRS

Info pool SecteurInfo pool SecteurInfo pool SecteurInfo pool SecteurSectors’ Public Info Pole

Unité hors SiègeUnité hors SiègeUnité hors SiègeField Office Public Info Pole

BPI/ENM BPI/AUD BPI/INT BPI/PUB BPI/PCE

Global CommunicationPlanProgramme

Priorities

UNESCO HQ 

Public information pole

SECTOR

  UNESCO FIELD NETWORK FIELD OFFICE

Public information pole

FIELD OFFICEPublic information pole

FIELD OFFICEPublic information pole

FIELD OFFICEPublic information pole

FIELD OFFICEPublic information pole

Public information pole

SECTORPublic information pole

SECTORPublic information pole

SECTORPublic information pole

SECTOR

PRS

BUREAU OF PUBLIC INFORMATION

ENM AUD PUB PCE INT

UNESCO PortalDossiersUNESCO Courier

Video, B-Roll, DVD, PSACD-Rom

PR actionsEvents

BooksPublicationsE-Commerce

PUBLIC INFORMATION OUTPUTSPress releasesMedia AdvisoriesPress Conferences

 UNESCO Stakeholders - Communities – General Public

8. Public Information Workflow

8. Portal Development: A House-wide Operation

A unique intersectoral (HQ and FO) dynamic to capture diversity and build a common platform 100 Webworkers = Webforce (HQ + FO) Several working groups Web Administrators working as a team

Enhanced professionalism

ED

SC SHS

CLT

CIBPI

Field

Offices

Inst

itu

tes

8. Building a Web Force Network based on Public Information poles

BSPBFCHRM…

8. Roles and responsibilities

1. Defining Role Content Providers Editors Senior Editors Web administrators Translators Validators

2. Organizing efficient and rapid Validation Process Responsibility Quality Integration in

Communication Plan

3. Organizational backstopping Top-management

endorsement Web Force and Public

Information pole in the Sectors and Field offices

Cross Sectoral interaction (editorial boards, …)

8. Roles and responsibilities: building on complementarity

Programme Specialists (Sectors & Field Offices) Content provision & Service Development

Sectors Web Teams (Editors & Web Administrators) Engagement and Integration: coherence with Communication

Plan and Programme Priorities

DIT Technical Conception, Implementation & Support

BPI/ENM Chief Editor Policy definition and Coordination

8. Organic Development

Portal Vision Audience Needs

Content UnitsEditorial Principles

Content ArchitectureTechnical Archit.

User Interface(Unesco Browser)

Visual Design

8. Time Frame

UKP Pilot projects

Functional & technical archi

Content development on multiple platforms

StudiesAssesment

Guidelineselaboration

TrainingConception

Involvement of FO at HQ

Training Delivery at HQ

Training Delivery in cluster Offices

2002 2004 2005 2006

Strengthening of functional / technical architecture

High availability 24 / 7

Portal integration on a common platform for level 0 / 1 /2

60th Anniversary33rd General ConfPortal Launch

33 C/5

8. Budget for Portal Deployement 2004-2005

UKP Pilot projects

Functional & technical archi

Content development on multiple platforms

StudiesAssesment

TrainingConception

Training Delivery at HQ

2002 2004 2005 2006

Guidelines Elaboration

Involvement of FO at HQ

Training Delivery in cluster Offices

Strengthening of functional / technical architecture

High availability 24 / 7

Coordination services / Assistance to Sectors / Projects Follow-up

Portal integration on a common platform for level 0 / 1 /2

BPI/ENM – $180,000

HRM/TCD – $90,000

CI/INF(UKP)– $400,000

DIT/NET – $70,000

Web projects (32C/5) – $1,870,000(minimum estimates costs)

Total 32C/5 - $2,600,000

UNESCO Website V. 3

8. Process Management From ideas to reality

2001 2002 2003 2004 2005

UNESCO Website V. 1 UNESCO Website V. 2

UNESCO Portal

8. One UNESCO Portal for Programme Implementation

Web dimension of any project / activity Sharing infrastructure Sharing skills Sharing content (Knowledge

Management)

Common principles and guidelines

Budget mutualization (33 C/5)

8. Lines of Action for External Deployment (33 C/5 Challenge)

Sensitizing key Constituencies Member States counterparts National Commissions NGOs

Defining Data Exchange Principles and Mechanisms XML Metadata Disclaimers

Developing Communities of Practice Extranets Programme delivery Portal Sustainability

8. Good PracticesCost sharing = cost saving

One single common technical platform One common user Interface – UNESCO Browser Mutualization of resources (know-how, human, financial)

from Web Projects

Rely on Sector and FO Web Teams (coordination) Integration in Global Communication plan (all supports) Assistance from inception to completion of every web

project Interface with BPI, DIT and other Web Teams (HQ and

Field Offices)

8. Good Practices

Focus on Quality Content Substance and updated content more important than lay-

out Content mirrors Programme implementation (Portal =

Working tool) Rapid and Smooth Workflow = Responsibility + Validation Accessibility for all (UNESCO Browser)

Professionalize Web Force Skill appraisal New profiles and competencies Training Working as a team