What functionality will be required?

Focus Group Input

Desired functionality

• Ability to track versions

• Ability to trace security breaches

• Flags to Project Team members when there is something on site they may wish to access, or when input by them is required

• Possibly a single departmental contact point to filter information and direct to officials

• Facility for agencies to register 'key words' indicating interest in particular areas, or subjects.

• Notification system for agencies, or identified individuals (positions) within agencies when new information is available

• Electronic signature by department consulted on pieces of work, to verify that appropriate consultation had taken place

• Electronic version of authorised sign-off procedures

• Identification mechanism for core project groups, and various stakeholder groups

• Ability for a wider stakeholder group to have access to information generated

• Each project team would need identifiers to protect access to its specified, independent working space

• Each project would need to have a nominated individual responsible for the control and management of the dedicated working space

• Different levels of access and/or control depending on the contribution people make to the process

• Capability for deliberative processes (including involving citizens) at the early stage of the policy development

• Decision-support processes can be replicated - voting to unblock entrenched positions

• E-mail set up for a position rather than an individual to avoid delays

• It should not be possible for automatic defaults to public space

• Project management facilities including shared calendars; meeting notification; deadline reminders etc.

Focus Group input

How desired functionality should work

• Good security, especially for sensitive material and budget information

• Ease of access is critical

• Flexibility at all levels and recognition that the levels of access will be different

• Needs to be easy to add new people to the project team

• Flexibility to add documents and update them

• Compatible interface with departmental technologies

• Prompts/ flag systems to draw people in to the new technologies and ways of working

• A professional help-line that is reliable and accessible is essential

• Should be the default place to work from

• Whole-of-government access to published documents only

Functionality - technical implications

The user needs outlined above, imply that the following technical applications would be required:

Content/document management

• Version control of documents

• Graduated access controls

• Notification systems for input and new information.

Knowledge management

• Static repositories of core Public Service information databases

• Links to relevant websites

• Links to relevant contacts.

Search/retrieval functions

• Integrated access route to repositories of Public Service information

• Ability to search more efficiently (than surfing internet) for articles & publications

• Word & topic search facilities

• Subscription channels that enable tailored accessing of information & can flag new literature/information on given topics.

Project management

• Shared calendar

• Meetings notification

• Meetings-on-line

• Project control functions

• Standard templates for project documentation

• Project reporting mechanisms.