European Commission DG Development Websites restructuration, redesign and publication access improvement WebDev Project July 2006

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European CommissionDG Development Websites
restructuration, redesign and publication access
improvementWebDev ProjectJuly 2006 December
2007

• Florence NOEL
• Senior Functional Analyst

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Where do we come from? Where are we going?

• Global context General Directorate for
  Development and Relations with African Caribbean
  and Pacific States
• Project three main chronological stages
• Stage I global analysis (August 2006 January
  2007)
• Stage II (intermediate) execution of a
   temporary  Web site within a specific contract
  (February April 2007)
• Stage III detailed analysis and implementation
  of the final Web site including I-Center, in the
  continuity of the contract covering Stage I
  (April 2007- December 2007)

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Stakeholders

• OPOCE (Contracting Customer for Stages I and III)
• DG DEV IT Service (Information, Communication and
  IT Unit) (real stakeholder for all stages and
  Contracting Customer for Stage II)
• I.R.I.S. for Project Management, Analysis,
  I-Center and Consultations development, Web
  editor (Stages I, II and III) and Tagora for all
  graphical aspects (Stages II and III)

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DG DEV Web sites

• Two web sites a dgs web site and a Thematic
  web site
• More than 25,000 files listed in the existing Web
  sites
• Marked archaeological sedimentation (old layers
  always present)
• Erratic navigation, patchwork style structure
  reflecting
• A defective external communication on DG DEV
  identity,
• A centralization of the updates by the IT
  Service,
• A lack of motivation of Web correspondents

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Confusing navigation - Overloaded - Not up to
date - Not user friendly
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Main constraints and stumbling blocks

• Upper management not committed to the process of
  web site redefinition and communication
• Organization Changes change of DG DEV project
  leader, change of Head of Unit, DG DEV internal
  reorganization, real customer is not the
  contracting one
• Change of perspective in the course of project
  addition of a temporary site
• WCMS (Web Starter Kit) policy within Europa
  versus its effective use in the context of
  reactive web sites and shared work

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Methodology
The informational Web site implementation cant be limited to the simple application of the already existing visual identity. Internet specificities imply an approach consisting of 6 stages

1. Global inventory of existing web sites
2. Methodology
3. Contents typology
4. Web components typology
5. Issues / themes matrix
6. Questionnaire
7. Workshops
8. General analysis report

Maintenance
Ergonomics
Look and feel
Content
Structure
Communication
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Stage I results

• Analysis of the existing situation Inventory
  encircled by statistics, targeted surveys and
  censuses
• A Web components typology and a contents typology
  
• A themes / issues Matrix (existing headings and
  themes to envisage according to the development
  policies promoted by European Union)
• A general structure specified to the third level
• A set of ergonomic recommendations concerning the
  interactions between the users and the Web site

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Stage II the temporary Web site (end of March
2007)

• Context
• Triggering factor 50th Anniversary of the Treaty
  of Rome
• Challenge six weeks to publish a informational
  web site
• Goal to provoke internal services and Management
  for a start of pride
• Difficulties WCMS integration unrealistic
• Radical editorial and technical choices facility
  and availability

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Stage II the temporary Web site (end of March
2007)

• Results
• Web site available on the envisaged date
• General structure installation
• Global  Look and Feel  clearly defined and
  implemented
• Content recoverable pages partly redistributed
  and available (more pages than initially
  envisaged)

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Stage III detailed analysis and implementation
(April 2007 to Dec. 2007)

• Enrich the graphical aspects
• Improvement of the graphical aspects of the
  existing site
• New CSS integration with new under-level menu
• Enrich the ergonomics
• Definition of the structures secondary
  navigation
• Improve of the functional aspects of the
  service pages
• IPG rules compliance
• Definition of the priorities for the pages
  recovering
• Definition of the metadatas for the static
  pages, complying with the IPG rules
• Add a Public consultation module

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Stage III detailed analysis and implementation
(April 2007 to Dec. 2007)

• Enrich the Content
• Enrich the links density
• Add French version for navigation levels 1 and 2
• Analyse, implementation, development of i-Center
  application
• Existing documents migration with metadata
  assignation
• Sub-sites harmonization and integration
• Europe cares
• IQSG
• Energy initiatives
• Press-Forum
• Media Library

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I-Center an on-line documentation center

• A document profile with 15 metadata and authority
  lists
• Multilingual versions management
• Full text search on textual metadata
• Metadata assigned to more than 4000 documents
  (importation)
• Web based indexation and administrative
  management
• Orientation space to find references and services

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Conclusions

• Successful collaboration between the stakeholders
• Lessons learned from the intermediate project
  (Stage II)
• The general analysis allowed a consistent
  temporary realization
• The rate of work acceleration will have as a
  consequence
• A better allocation of the priorities and
  definition of the detailed analysis
• The realization of a final site while increasing
  the internal and external motivation
• Difficulties for Stage III
• Shared updates of the contents
• Multilingualism translations hunting
• DG DEV still has to integrate some specific
  contents or graphical templates
• Lesson learned from Stage III
• A good structure allows multiple extensions
• Efficient analysis of the I-Center allowed a
  relevant application

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Thank you for your attention