Building a Common and Sustainable UNESCO Portal GUIDELINES

Building a Common and Sustainable UNESCO Portal GUIDELINES November 2004

Operational model for Portal Deployment Completion User Interface (Unesco Browser) Content Architecture Technical Archit. Time Guidelines – Training Management Visual Design Content Units Editorial Principles Portal Vision Audience Needs Conception

PORTAL Guidelines Table of contents : 1. 2. 3. 4. 5. 6. 7. 8. UNESCO Portal vision and strategy User needs and project design Data structure and content architecture Editorial principles User Interface Technical Infrastructure Training Management

1. UNESCO Portal vision Elaborated with the Logical Framework methodology m. Stakeholders analysis Ø users, audiences and communities m. Overall goals m. Purpose m. Indicators

1. Portal Vision – Purpose definition m The Portal should be … q User and Service oriented providing quality content q a Platform linking UNESCO Constituencies and helping them to build Communities of Practice q a solution for collecting, preserving, creating, sharing Multilingual Knowledge q a backbone for UNESCO Communication q a tool for implementing the Programme

1. Portal Vision – Overall goal - UNESCO’s Functions m As a Clearinghouse Ø Providing a library of information resources m As a Capacity-builder Ø Developing ‘Communities of Practice’ (group sharing common objectives and/or interest) m As a Meeting / Sharing Platform (Knowledger Broker) Ø Organizing a comprehensive table of content and establishing the rules of the game è Portal development is about the making of the Organization. It mirrors the evolution of the Organization.

2. User Needs & Project Design m. Audiences, Networks and Communities needs m. Tracking tools m. Project design

2. User Roles in a Sustainable Portal Audiences (consultation) Networks Communities (Interaction) Portal Enrichment

2. - Audience Needs (from User Tests February 2004 - Axance) m General Information Ø by Fields of activity (actions, projects, …) Ø by Country Ø about Partners Ø about the Organization: who, what, … m Specific Information and Services Ø Official documents (legal texts, conventions) Ø Contacts in UNESCO Ø Calendar of upcoming events Ø Statistics, research reports Ø Publications, on-line journals m Common standards Ø Relevant and updated content Ø Web writing style (short, clear, scanable, without jargon and acronyms, …) Ø Navigation Ø Coherent look and feel

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

2. Tracking User needs m Development of tools Ø User tests Ø Statistics tools (E-stat, http analyze) Ø Surveys

2. Web Project Definition (any Section of UNESCO Portal) m m m m 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 Ø Finance Ø Human resources (roles and responsibility) Ø Technology/Service management

3. Data Structure and Content Architecture m Data structure m Data workflow m Content Architecture (Entry points + Levels = portal tree)

3. Data Structure m Elementary unit of data Ø Common knowledge objects with common fields m Data qualification/indexation Ø metadata with controlled lists m Portal indexation center (PIC) Ø Management / editing of controlled lists based on standards and user needs

3. Elementary Unit m Elementary Unit = Data m Adequately tagged = Data qualification m To be assembled and used in multipe ways = Databases and XML flow

3. Data Structure - Example Cultural Diversity Thematic tag Africa Geographic tag Decision makers Community tag CLT/CPD Export as XML / RSS Flow Institutional tag

3. Data Workflow m Data capture and qualification Ø UNESCO input interface m UNESCO data repository Ø XML referential m Exportation/exchange and syndication Ø XML/RSS flow m Publication Ø UNESCO browser

3. Data Workflow Publication Data Capture & Qualification Database Input Interface >> Profiling Community UNESCO Repository User Interface >> XML RSS

3. Data lifecycle m m m collect/gather elements write/edit content input/qualify validate translate content publish up-date validate translate republish archive

3. Content Architecture Portal Logical Entries Themes (150) Countries (190) unesco. org UNESCO Programme Organization Resources Services (Unesco labeled) Communities • UN System • Member States • NGOs • Universities • Medias • … Info Provided by • Staff Members HQ/FO • Network Members • Member States • NGOs

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

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 SPECIAL THEMES INFORMATION § Culture of Peace § Archives § Dialogue among § Libraries Civilizations § Community Media § Gender § Community Multimedia Centres § Youth § Creative Content: Radio, TV, New § HIV/AIDS Media § Least Developed § e-Governance Countries § Ethical Issues of Information § Small Islands Society § Sustainable § Freedom of Expression Development § 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

3. Aligned with Programme Priorities

4. Editorial principles m. Editorial ownership/responsibility m. Writing data/content m. Structuring content in Portal Sections

4. Editorial ownership and responsibility

4. Editorial Workflow Content aggregation Conception Project design Editorial Lay-out Plan Editorial Board Editor + Web Admin Template creation Publication Intranet Extranet Internet Data Flows integration Editorial added value Editor Web Admin Collection from Repository

4. Writing data/content m Quality of contents m Writing style by knowledge object m Data qualification m Hypertext/ links m Linguistic versions m Multimedia dimension m Copyright and disclaimers

4. Structuring Content in a Portal Section m. Page style aggregation by level/by entry point m. Hypertext/ links m. Visual image/multimedia m. Disclaimer and warning m. Marketing and promotion

8. Management m Process Management Ø Resources Management • Finance • Human Resources • Technology/Service Ø Project Management • Promotion/Marketing Management m Information and Knowledge Management

8. Process Management m Linking Public Information activities è Implement Global Communication Plan m Building a House-wide Network Ø Core Group of HQ community of 50 webworkers (Web Force) Ø Involvement of 150 Editors and 400 Content providers (Sectors / Central Services / Field Offices) è Common Guidelines and Practices m Organizing Workflow for Content and Service Provision Ø Multilingualism (6 languages) Ø Relevance and quality è Responsibility and Awareness m Managing Human resources Ø Post definition and job description Ø Organizational set-up è Training and Knowledge Management

8. C/5 Programme Priorities translated in a Global Communication Plan College ADG/ODG Spokesperson Proposals Global Communication Plan Programme Priorities BPI/PRS DIR/BPI BPI/ENM BPI/AUD Info pool Secteur Info Pole Sectors’ Public BPI/INT BPI/PUB BPI/PCE Unité hors Siège Field Office Public Info Pole

8. Public Information Workflow UNESCO Stakeholders - Communities – General Public UNESCO FIELD NETWORK FIELD Public information OFFICE pole FIELD Public information OFFICE pole UNESCO HQ SECTOR Public information pole SECTOR Public information pole BUREAU OF PUBLIC INFORMATION PRS Press releases Media Advisories Press Conferences ENM AUD PUB PCE INT PUBLIC INFORMATION OUTPUTS UNESCO Portal Dossiers UNESCO Courier Video, BRoll, DVD, PSA CD-Rom Books Publications E-Commerce PR actions Events

8. Portal Development: A House-wide Operation m. A unique intersectoral (HQ and FO) dynamic to capture diversity and build a common platform Ø 100 Webworkers = Webforce (HQ + FO) Ø Several working groups Ø Web Administrators working as a team èEnhanced professionalism

8. Building a Web Force Network based on Public Information poles SHS SC CLT ED s stitute In eld i BPI F ff O es ic CI BSP BFC HRM …

8. Roles and responsibilities 1. Defining Role Ø Content Providers Ø Editors Ø Senior Editors Ø Web administrators Ø Translators Ø Validators 2. Organizing efficient and rapid Validation Process Ø Responsibility Ø Quality Ø Integration in Communication Plan 3. Organizational backstopping Ø Top-management endorsement Ø Web Force and Public Information pole in the Sectors and Field offices Ø Cross Sectoral interaction (editorial boards, …)

8. Roles and responsibilities: building on complementarity m Programme Specialists (Sectors & Field Offices) Ø Content provision & Service Development m Sectors Web Teams (Editors & Web Administrators) Ø Engagement and Integration: coherence with Communication Plan and Programme Priorities m DIT Ø Technical Conception, Implementation & Support m BPI/ENM Ø Chief Editor Ø Policy definition and Coordination

8. Organic Development Visual Design User Interface (Unesco Browser) Content Architecture Technical Archit. Content Units Editorial Principles Portal Vision Audience Needs

60 th Anniversary 33 rd General Conf 8. Time Frame 2002 2004 Portal Launch 2005 2006 UKP Pilot projects Studies Assesment Guidelines elaboration Training Delivery at HQ Training Conception Involvement of FO at HQ Training Delivery in cluster Offices Functional & technical archi Strengthening of functional / technical architecture High availability 24 / 7 Content development on multiple platforms Portal integration on a common platform for level 0 / 1 /2 33 C/5

8. Budget for Portal Deployement 2004 -2005 2002 2004 2005 2006 UKP Pilot projects Studies Assesment Guidelines Elaboration Training Delivery at HQ Training Conception Involvement of FO at HQ Functional & technical archi Training Delivery in cluster Offices Strengthening of functional / technical architecture High availability 24 / 7 Coordination services / Assistance to Sectors / Projects Follow-up Content development on multiple platforms Portal integration on a common platform for level 0 / 1 /2 BPI/ENM – $180, 000 CI/INF(UKP)– $400, 000 HRM/TCD – $90, 000 DIT/NET – $70, 000 Web projects (32 C/5) – $1, 870, 000 (minimum estimates costs) Total 32 C/5 - $2, 600, 000

8. Process Management From ideas to reality 2001 2002 UNESCO Website V. 1 2003 2004 UNESCO Website V. 2 2005 UNESCO Website V. 3 UNESCO Portal

8. One UNESCO Portal for Programme Implementation m. Web dimension of any project / activity Ø Sharing infrastructure Ø Sharing skills Ø Sharing content (Knowledge Management) m. Common principles and guidelines m. Budget mutualization (33 C/5)

8. Lines of Action for External Deployment (33 C/5 Challenge) m Sensitizing key Constituencies Ø Member States counterparts Ø National Commissions Ø NGOs m Defining Data Exchange Principles and Mechanisms Ø XML Ø Metadata Ø Disclaimers m Developing Communities of Practice Ø Extranets Ø Programme delivery Ø Portal Sustainability

8. Good Practices m Cost sharing = cost saving Ø Ø Ø One single common technical platform One common user Interface – UNESCO Browser Mutualization of resources (know-how, human, financial) from Web Projects m Rely on Sector and FO Web Teams (coordination) Ø Ø Ø 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 m Focus on Quality Content Ø Ø 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) m Professionalize Web Force Ø Ø Skill appraisal New profiles and competencies Training Working as a team