2. This paper outlines the draft communication plan for the rollout of the updated website.

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1 SPCB(20010)Paper 79 6 October WEBSITE UPDATE AND ROLLOUT Executive summary 1. The design and much of the development of the new website has been completed over the period since SPCB last discussed the website project. Migration of content from the current sites (website, intranet and holyrood.tv) is ongoing, with the aim of rolling out the new version of the site in November. 2. This paper outlines the draft communication plan for the rollout of the updated website. Contact: Alan Balharrie on extension Issues and Options 3. The updated website design was presented and discussed at SPCB in April Since that time work has been progressing to finalise the new design and develop the website. The work will see the current website, intranet (SPEIR) and holyrood.tv website come together under a single umbrella site, offering a common, cleaner and more modern look and feel. 4. Some key features of the new site will be key content such as a What s On in Parliament calendar and MSP search pushed to the fore (i.e. the homepage), improved search and accessibility, and video content integrated and embedded across the site instead of just on 5. Internally the key change is an integrated website and intranet so that users can find all information from a single access point. The homepage can be customised to suit the user i.e. he/she can pick which content pods will appear and add favourite links. The site will include a revamped Members section which is designed to provide all the information MSPs and their staff need about SPS services. 6. As well as the design and development work, the supporting technical infrastructure has been implemented. This includes a content management system to support the website and search appliances to enhance the searchability of the new site. 7. There is a significant amount of information to be migrated from the current site to the new site (in excess of 20,000 web pages and 16,000 documents covering the last 11 years of Parliamentary business). We have taken a pragmatic and cost effective approach to this. Migration is being handled in-house by staff across the Parliament. We have prioritised 1

2 the information that needs to be on the site when we go live such as all official reports and committee reports from 1999 to current day, and established a plan to continue to migrate less urgent content after the go live date. This approach is in line with normal practice for organisations transitioning to a new website design, and means that although the site design will change in November, additional functionality, development work and migration will continue after the transition. i.e. the change in design is not an end point in itself. 8. The overall strategy being adopted for the transition to the new website is to roll it out to internal and external users with specific back up, feedback and support in the first few weeks of going live. 9. In order to address this issue, the project team have developed a draft communication plan. The communication plan will be used to help ensure that the project team identify all stakeholders and consider their information needs prior to the transition to the new website design. It will also be used to help manage the impact of any reactive communication requirements that arise. The draft plan is provided as an annex to this paper. 10. Specifically for MSPs, we intend to send a summary of upcoming changes by in advance of launch. This will focus on intranet functionality and integration with web content, as well as any significant changes in how key content can be accessed. In the week following launch there will be an opportunity for MSPs and staff to attend informal drop in sessions for live demonstrations. Staff will be on hand both at these sessions and by floorwalking to answer any queries. 11. SPCB is invited to comment on the draft communication plan and endorse the approach to rolling out the new website to users. Resource Implications 12. The web project is utilising resource from across the Parliament to complete the migration activities required. There are no changes forecast to the budget since SPCB last discussed the project. Governance issues 13. The website project is captured in the strategic plan for the current financial year. It is one of the Parliaments most significant communication channels and supports the Parliament s commitment to openness, accessibility and participation. Equalities and accessibility issues have been considered as part of the plan. 2

3 Publication Scheme 14. The paper should be published post project completion. Next steps 15. Once approved, the web project team will take forward the work involved in delivering the communications plan in time for the transition to the new website design. 16. The web project will continue to move forward with the migration of the information from the current websites and then transition to the new design. Decision 17. The SPCB is asked to consider this Paper and to: 17.1 Note the roll out date 17.2 Endorse the proposed communication plan Business Information Technology October

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5 Annex The table below contains a summary of the current draft communication plan for the transition to the new website design. Stakeholders Information needs All users Clear and concise information on website and intranet, both before and after site launch, advising of key changes and where/how to find the information they need Clear information on whom to contact with any queries or All internal (Holyrood) users issues Demonstrations of the new site during launch week via drop-in sessions in Queensberry House foyer Advance info on SPEIR about upcoming changes SPS staff Clear guidance on where to direct any queries received from Members and the public MSPs summary of upcoming changes in advance of launch focus on intranet functionality/ integration with web content Key message for pre-launch s is that the Members section is designed to provide all the information MSPs and their staff need about SPS services; if it doesn t, tell us and we ll build it in Local offices Additional info in MSP highlighting content specific to local offices Information on how to log in remotely (initially with SecurID token but with intention to introduce simpler login function in due course) Public Trail upcoming changes on web front page during October A brief Finding Your Way Around section with Q&A & feedback form to be developed and placed on front page from launch date SPCB Paper to SPCB 06/10/10 summary of project status, overview of site, summary of launch strategy Media Continuously maintained Q&A document to allow MRO to handle media enquiries effectively. This will include lessons learned from previous media coverage of the website project.