2. MAIN FEATURES AND TYPE OF ACTIVITIES SUPPORTED BY THE MEMBERS AREA

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1 TERMS OF REFERENCE Development and implementation of ENNHRI Members area 1. OBJECTIVE ENNHRI, European Network of National Human Rights Institutions, supports 40 National Human Rights Institutions (NHRIs) from across wider Europe to promote and protect human rights. NHRIs are promoting and monitoring the effective implementation of international human rights standards at the national level. ENNHRI aims to launch by the end of 2016 an online working platform for its members, called ENNHRI members area. The members area is a secure space accessible via login from the newly developed ENNHRI website 1, which is aimed at the staff of member institutions from 40 European countries, their working groups, the governing bodies of ENNHRI (Secretariat, ECC and FC) and some external partners. It will serve as a main tool for communicating with ENNHRI members. We estimate that the number of staff who will use the members area will be close to 150 in an initial phase but it could further develop, in function of the success of the platform. We want to create a functional, user-friendly and visually appealing area, which will serve as a space for: discussion, posting and sharing documents and news and enabling thematic knowledge sharing, by the possibility of creating restricted work spaces for the thematic working groups. The members will have access to internal documents, news, publications and will be able to interact via forum-type discussions. 2. MAIN FEATURES AND TYPE OF ACTIVITIES SUPPORTED BY THE MEMBERS AREA 2.1. Central bulletin board A common area (members area home page) which provides access to all Working Groups (WG) and thematic areas and where conversations can be started on topics non-related to the WG. Here we should be able to upload as well the latest ENHRI mailings (newsletters), potentially as pdf documents (we 1 ENNHRI s website uses SPIP as a CMS

2 don t need a specific module for this) and upload information and documents related to events and other general info Working areas Some of these WG will be closed (restricted access) and some could be open. We will make a decision on what is the best approach (which ones are closed / open) however, the types of users and the related rights will be the ones further outlined below. Please note that we would like to be able to set up new WG areas when needed. Working Groups (some may be open, some may be closed, according to the decision of the WG members) Thematic areas which have the same features as a Working group and for the purpose of this document, we will name as well Working Groups (some may be open, some may be closed, according to the decision of the WG members) Working areas for ENNHRI governing bodies (closed working groups) When a new member is added, they won't have access to the closed WG (not even a read-only access). The closed WG will only be accessible with a specific permission, given by the administrator - Legal WG - Asylum & migration - Economic and social Rights - CRPD WG - Business and human rights - NHRI Academy - Older Persons Project - NHRIs in conflict or post-conflict situations - Sustainable Development Goals - Human rights and counter-terrorism - NHRIs under threat - ECC - Finance committee 2.3. Document sharing (upload / download) Working Groups are often working on specific documents, statements etc. i.e. when a new statement is developed, a user can upload a new document in the working group s area and the working group members can download it, comment on the uploaded version Conversations around various topics via a forum and / or based on documents. A discussion can be started without a document as basis. It should be possible to attach a document to a discussion. I.e. if a user asks for information regarding a topic people could reply with links / or upload documents. According to the user's permissions, he will be able to start or comment a discussion/conversation in his 2

3 chosen WG (and following the WG policy, as defined by the Chair). The topics could be published without validation (the administrator can delete topics/comments) Documents database (with search function). Ideally we should have one integrated database in which the administrator could upload various publications/documents. Some of them will be public, others will only be available to the users of the internal members area. There should be a function (tick box or similar) that would allow for choosing if a document is public or not. If the document is public people can download it from the public site, if a document is restricted, only those who have access rights can download it. The database module is already installed on the website but it will have to be adapted to the new interface Notification system: Possibility of users to receive an alert when files have been uploaded or comments have been made on the documents they upload / comment on (similar to Facebook s comments notification). Users should be able to choose the frequency and the WG they are interested in receiving notifications from. Options: The WG administrator will receive a notification (mail), when a topic is written in his WG and /or A user who started a discussion will receive a notification when someone writes a comment linked to it. 3. TECHANICAL FEATURES 3.1. Graphic Layout and usability - Interactive, user friendly and appealing design, based on the existing website layout and ENNHRI brand guidelines. - A clear layout distinction should be made, to make sure the users can easily recognise that they are entering a restricted area Creating xhtml/css using stylesheets for presentation 3.3. Optimisation and testing for different browsers: - IE9, IE10, IE11 on Windows - Firefox (last versions) on Windows, Mac OS X - Chrome (last version) on Windows, Mac OS X - Safari (last version) Macintosh only 3.4. Optimisation and testing for accessibility: in accordance with W3C and World Accessibility Initiative 3.5. Optimisation and testing for mobile viewing - test on the latest versions of the following browsers (other browsers can be tested on demand): Firefox, Chrome, Opera Mobile, Safari (for ios). 3

4 4. ADMINISTRATION AND ACCESS Technical adaptation and implementation of the following: 4.1. Secured and authenticated access: the members area should be secured through, i.e., an SSL Certificate. Access should be authenticated, according to the specifications below. Within the existing website administration, it is already possible to create some user accounts. But we must add additional accounts as below: 4.2. Types of access that should be set-up: Administrator accounts General Administrator ( admin/webmaster ) Working group (WG) Administrator User accounts Regular user - Responsible for overall area administration, can assign / remove any type of users access. - Has access rights for all areas (including WGs, thematic groups) - Can create a new WG & assign a WG administrator & users to it. - Can create any user account (WG admin or user) - Able to delete any comments & files. - Can add sections, articles (with documents or not), in the general & WG sections. - Has full administration rights within their own WG but not within the entire members area. - Can provide access rights to their WG members or to other regular users who want to become WG members (Add, edit, and delete members of their respective WG only). - When a WG administrator creates a new account, they give to the new member an access to the general area and his own WG. He can provide access to his WG to regular users who want to become members of his WG. - Able to delete comments & files within his WG. - Can upload / download documents, comment on documents, and start a new discussion within the WG and within the general area. By default, has access to the general area and to the open WGs. The administrator can specify what areas and what features the user can access. 4

5 WG user External user These users are not members of a WG but they can upload / download documents, comment on documents, and start a new discussion within the general area. They cannot delete comments, files. Has access to the general area, the open WGs and to the WGs he/she is a member of. They can upload / download documents, comment on documents, and start a new discussion within their respective groups and within the general area. They cannot delete comments, files. A user can be member of several WGs. The administrator can specify what areas and what features the external user can or cannot access. In principle they can have reading only rights within the Members area. 5. Members registration system In order to access the member's area, the visitors/users will submit a request, via a form, available in the public section of the website (ennhri.org). The registration form should include: Name, Surname, institution, function, address and a list of all the open WG which can be selected (tick box format). If a new WG is created, it should be automatically added to the list. These elements should be compulsory. Once the form is submitted, a new user account will be created & pre-filled with the data. The administrator will be notified by . He will then validate the new member access. At that point, the member should automatically receive his user name & password to the member's area, with the general access only. The user name should be provided automatically in the form of name.surname. Then all the selected WG administrators will be notified of the request to join their WG area and will be able to accept it & give the access to his WG area to the new user. SUGGESTED TIMELINE (to be agreed with the company) Task TOR launched Proposals received Proposal selected Contract signed Kick off meeting Graphic work Development /organisation of the members area Deadline 12 Oct 20 Oct 24 Oct Nov 5

6 Access management for each section WG Administration Members subscriptions & validation Discussion flow management Database improvements Testing / improvements Official Launch 1-15 Dec 15 Dec 15 Jan 16 Jan CRITERIA FOR SELECTION - Proven experience of web design and support, including design and implementation of extranets, intranets and other similar platforms. - Strong experience with SPIP and with other well-known and widely used open source platforms, such as Drupal, Joomla, WordPress, Typo3 etc. - Strong track record in: web site, extranet, intranet development and design, security and administration, Google analytics, Search Engine Optimization. - An understanding of the human rights and the international development sector is desired but compulsory. The proposal should be written in English and should: - Show an understanding of the services required - Provide efficient solutions and recommendations - Clearly describe how the contractor will engage with the client: what processes they follow and requirements they have regarding timelines, rates, requests, signoff and payments - Provide a detailed timetable based on the suggested timeline - Provide an adequate financial proposal. The budget should be broken down by activities. Optional activities / alternatives suggested by the contractor should be clearly marked and explained The proposals will be evaluated according to the following criteria: profile and experience of the company (40%), capability to deliver the project within the proposed deadline (30%), pricing (30%). All proposals and/or questions about the TOR should be submitted to Lelia Rotaru, ENNHRI communications officer at: lelia.rotaru@ennhri.org. The deadline for submissions is 20 October