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					Building a Common and Sustainable
UNESCO Portal

GUIDELINES
November 2004
                        Operational model for
                        Portal Deployment             Completion


                                 Visual Design
Guidelines – Training




                                 User Interface
                                (Unesco Browser)
    Management




                                                      Time
                              Content Architecture
                               Technical Archit.
                                 Content Units
                               Editorial Principles
                                 Portal Vision         Conception
                                Audience Needs
            PORTAL Guidelines
Table of contents :

1.   UNESCO Portal vision and strategy
2.   User needs and project design
3.   Data structure and content architecture
4.   Editorial principles
5.   User Interface
6.   Technical Infrastructure
7.   Training
8.   Management
           1. UNESCO
           Portal vision
Elaborated with the Logical Framework methodology


Stakeholders analysis
  users, audiences and communities


Overall goals
Purpose
Indicators
            1. Portal Vision –
            Purpose definition
 The Portal should be …
    User and Service oriented providing quality content
    a Platform linking UNESCO Constituencies and
     helping them to build Communities of Practice
    a solution for collecting, preserving, creating, sharing
     Multilingual Knowledge
    a backbone for UNESCO Communication
    a tool for implementing the Programme
             1. Portal Vision –
             Overall goal - UNESCO’s Functions
 As a Clearinghouse
    Providing a library of information resources
 As a Capacity-builder
    Developing ‘Communities of Practice’ (group sharing common
     objectives and/or interest)
 As a Meeting / Sharing Platform (Knowledger Broker)
    Organizing a comprehensive table of content and establishing the
     rules of the game

 Portal development is about the making of the Organization.
  It mirrors the evolution of the Organization.
       2. User Needs & Project Design

Audiences, Networks and
 Communities needs

Tracking tools

Project design
           2. User Roles
           in a Sustainable Portal



Audiences                        Communities
                    Networks
(consultation)                    (Interaction)




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

Development of Communities of practice
  Membership / Networks (extranets)
  Updating directories / activities
  Sharing Best practices
  Participating in online gatherings
  Content creation through collaborative work
             2. Tracking User needs

 Development of tools

     User tests

     Statistics tools (E-stat, http analyze)

     Surveys
             2. Web Project Definition
             (any Section of UNESCO Portal)
   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
      Finance
      Human resources (roles and responsibility)
      Technology/Service management
        3. Data Structure and
        Content Architecture

 Data structure

 Data workflow

 Content Architecture
  (Entry points + Levels = portal tree)
          3. Data Structure

 Elementary unit of data
    Common knowledge objects with common
     fields

 Data qualification/indexation
   metadata with controlled lists


 Portal indexation center (PIC)
    Management / editing of controlled lists
     based on standards and user needs
          3. Elementary Unit

 Elementary Unit = Data

 Adequately tagged = Data qualification

 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               Institutional tag
      Flow
          3. Data Workflow

 Data capture and qualification
    UNESCO input interface


 UNESCO data repository
    XML referential


 Exportation/exchange and syndication
    XML/RSS flow


 Publication
    UNESCO browser
                  3. Data Workflow



                                       Publication
Data Capture
& Qualification



                         Database
Input Interface                         User Interface
 >> Profiling                             >> XML
 Community                 UNESCO           RSS
                          Repository
             3. Data lifecycle

   collect/gather elements
   write/edit content
   input/qualify
   validate
   translate content
   publish
   up-date
   validate
   translate
   republish
   archive
              3. Content Architecture
              Portal Logical Entries     UNESCO
  Themes                                Programme
   (150)                                Organization

                       unesco            Resources
                        .org              Services
 Countries
   (190)                                (Unesco labeled)


Communities


      •UN System                    Info Provided by
      •Member States               •Staff Members HQ/FO
      •NGOs                        •Network Members
      •Universities                •Member States
      •Medias                      •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
  Entry point   Level 0 bis    Level 1      Level 2                 Level 3            Level 4
Thematic        Themes         Major Themes Themes                  Sub-themes
                homepage
                (commented
                links)
Geographic:     Worldwide      Regions         Sub-regions (cluster) Countries
                homepage

Communities:    Communities    Communities     Partners/networks    Partner/networks
                homepage                                            sections

UNESCO          Srtategy &     Major           Programme/sub-       MLA/action         activity
Programme       Programme      programmes      programme
                homepage
UNESCO          UNESCO         Governing       Division/Office      Who’s Who          Contact
Organization:   Organization   bodies
                homepage       Director
                               general
                               Secretariat
                               bodies
UNESCO          UNESCO         Online services
Services:       Services
                homepage
                                                 3. 150 Themes
EDUCATION                           NATURAL SCIENCES              SOCIAL AND HUMAN            CULTURE                            COMMUNICATION AND                    SPECIAL THEMES
 Right to Education                 Fresh Water                   SCIENCES                  • World Heritage                     INFORMATION                         Culture of Peace
 Education Plans & Policies                                       Ethics                                                         Archives
                                     People & Nature                                         • Tangible Heritage                                                     Dialogue among
 Early Childhood & Family                                         Bioethics                                                      Libraries                            Civilizations
                                     Oceans                                                  • Heritage and Post-Conflict       

 Primary Education
                                     Earth Sciences               Ethics of Science and       Situations                        Community Media                     Gender
 Secondary Education                                               Technology
                                     Space Education                                         • Intangible Heritage               Community Multimedia Centres        Youth
 Higher Education
                                                                   Human Rights                Traditional Music of the World     Creative Content: Radio, TV, New  HIV/AIDS
                                     Coasts & Small Islands                                  •                                  
 Reform and Innovation on
                                                                   Promotion of Human          Endangered Languages               Media                                Least Developed
  Higher Education                   Basic and Engineering                                   •                                                                       

                                      Sciences                      Rights                      Cultural Diversity                e-Governance                         Countries
 Higher Education Mobility                                                                   •
                                                                   Youth and HIV/AIDS                                             Ethical Issues of Information        Small Islands
 Teacher Education                  Chemistry                                               • Normative Action                                                     

                                                                   Gender Equality and                                            Society                              Sustainable
 Technical & Vocational             Energy                                                  • Intercultural Dialogue                                                

  Education                                                         Development                                                   Freedom of Expression                Development
                                     Engineering                                             • Roads of Dialogue
 Science & Technology                                             Fight against Racism,                                         Independent Press
                                     Life Sciences                                           • Histories
  Education                                                         Discrimination and                                            Indigenous People and Information
                                     Mathematics                   Xenophobia                • Post-Conflict Mediation
 Non-Formal Education                                                                                                             Society
                                     Physics                      Human Security and        • Interreligious Dialogue
 Inclusive Education
                                                                                                                                  Information for Community
 Cultural & Linguistic Diversity    HIV Research                  Peace                     • Cultural Pluralism                 Development
 Education and ICTs                 Science Education            Philosophy                • Culture and Development           Information Processing Tools
 Education in Situations of         Science, Analysis, Policy    Prospective Studies       • Cultural Policies                 Legislation in Information Society
  Emergency, Crisis &                                              Social Transformations    • Cultural Industries
  Reconstruction                                                                                                                  Media Education
                                                                   International Migration   • Books
 Physical Education and Sport                                                                                                    Media Development
                                                                   Urban Issues              • Audiovisual
 Peace & human rights                                                                                                            Multilingualism in Cyberspace
  Education                                                        Democracy and             • Translation                       Preservation of Documentary
 Non-Violence Education                                            Governance                • Crafts and Design                  Heritage
 Education for Sustainable                                        Multicultural policies      Arts and Creativity
                                                                                              •                                   People with disabilities and ICTs
  Development                                                      Poverty                     Status of the Artist
                                                                                              •                                   Public Domain Information
 Life skills
                                                                                              • Literature and Poetry             Public Service Broadcasting
 Education for Social

  Transformations                                                                             • Living Arts                       Recycling IT Equipment
 School Health                                                                               • Digital Arts                      Communication and Information
 Lifestyles and Consumption                                                                  • Artistic Education                 Training
 Environmental Education                                                                     • Copyright                         Youth and Information Society
 Literacy                                                                                    • Museums                           Education and ICT
                                                                                              • Cultural Tourism                  Gender and ICT
                                                                                              • Indigenous Knowledge
                         3. Aligned with Programme
                         Priorities
 Education        Natural       Social and            Culture          Communication         Cross-cutting
                 sciences         human                                and information          themes
                                 sciences
Basic           Environment   Ethics of science   Mainstreaming        Fostering equitable   Eradication of
education for   and           and technology      cultural diversity   access to             poverty
all             sustainable                                            information and
                development   Promotion of        Cultural and         knowledge             Information and
Building                      human rights        natural heritage                           communication
learning        Science and                       preservation         Promoting freedom     technologies for
societies       technology    Foresight,                               of expression         the construction
                development   philosophy and      Creativity and                             of a knowledge
                              human security      development                                society

                              Management of
                              social
                              transformations
       4. Editorial principles

Editorial ownership/responsibility

Writing data/content

Structuring content in Portal Sections
                      4. Editorial ownership and
                      responsibility
  Entry point   Level 1              Editorial           Level 2          Editorial        Level 3        Editorial        Level 4         Editorial
                                     responsib.                           responsib.                      responsib.                       responsib.
Thematic        Education            Editorial board     Themes           Theme Editor
                Natural sciences     Editorial board
                Social & human       Editorial board
                sciences
                ….
                Special themes:
                HIV/AIDS             Editorial   board
                Poverty              Editorial   board
                ICTs                 Editorial   board
Geographic:     Africa               Editorial   board   Sub-region       Cluster office   Country        Cluster office
                Latin America and    Editorial   board   (cluster)        Editor                          Editor
                Carib.
                Asia & Pacific       Editorial board
                …

Communities:    Intergovernmental    BPI/ERC             Communities/     Programme
                organizations                            Networks         Specialist/
                Member states        BPI/ERC                              Responsible
                Institutions         BPI                                  in SISTER
                Non-governmental     BPI/ERC
                organizations
                Private sector       BPI/ERC
                Media                BPI/CI
UNESCO          Medium Term          BSP                 Programmes       Theme Editor     Main line of   PS/ Sister       Activity        PS/ Sister
Strategy and    strategy             Sect. Senior        Sub-programmes                    action/        responsible                      responsible
Programme       Major Programmes     edit                                                  Action
                Trans-cutting        Sect. Senior
                Themes               edit
UNESCO          General Conference   ADGs/Directors      Field Offices    Directors        Who’s Who      Directors        contact         Directors
Organization:   Executive Board                          Divisions
                Director general                         Institutes                                                        Field Offices
                Sectors                                                                                                    Institutes
                Field Network                                                                                              websites
UNESCO          Documentary          DIT
Services:       resources
                Official documents   DIT
                Legal instruments    LA
                Publishing           BPI
                Statistics           UIS
                Employment           HRM
                Fellowship           ERC
                Media service        BPI
                Calendar of Events   BPI
                Prizes and           ERC
                celebrations
                   4. Editorial Workflow


                             Content
  Conception                                           Publication
                           aggregation
                                                               Intranet
                                                                 Extranet
                                                                   Internet

Project       Editorial    Template      Data Flows     Editorial
design      Lay-out Plan    creation     integration   added value




Editorial       Editor +   Web Admin                       Editor
 Board         Web Admin                  Collection
                                            from
                                          Repository
         4. Writing data/content

 Quality of contents
 Writing style by knowledge object
 Data qualification
 Hypertext/ links
 Linguistic versions
 Multimedia dimension
 Copyright and disclaimers
        4. Structuring Content
        in a Portal Section
Page style aggregation by level/by entry
 point
Hypertext/ links
Visual image/multimedia
Disclaimer and warning
Marketing and promotion
           8. Management

 Process Management
     Resources Management
       • Finance
       • Human Resources
       • Technology/Service
     Project Management
       • Promotion/Marketing Management


 Information and Knowledge Management
          8. Process Management
 Linking Public Information activities
        Implement Global Communication Plan
 Building a House-wide Network
    Core Group of HQ community of 50 webworkers (Web Force)
    Involvement of 150 Editors and 400 Content providers
     (Sectors / Central Services / Field Offices)
        Common Guidelines and Practices
 Organizing Workflow for Content and Service Provision
    Multilingualism (6 languages)
    Relevance and quality
        Responsibility and Awareness
 Managing Human resources
    Post definition and job description
    Organizational set-up
        Training and Knowledge Management
                    8. C/5 Programme Priorities translated
                    in a Global Communication Plan

                                           College ADG

                                            ADG/ODG

                       Spokesperson                          DIR/BPI            Proposals



                               Global Communication
  Programme                             Plan
   Priorities


     BPI/PRS         BPI/ENM        BPI/AUD        BPI/INT          BPI/PUB          BPI/PCE

Info pool Secteur
      Info pool Secteur                                                     Unité hors Siège
                                                                        Unité hors Siège
            Info pool Secteur
                  Info pool Secteur Info Pole                        Unité hors Siège
                    Sectors’ Public                   Field Office Public Info Pole
                        8. Public Information Workflow
                UNESCO Stakeholders - Communities – General Public


                                         UNESCO FIELD NETWORK
     FIELD OFFICE                 FIELD OFFICE              FIELD OFFICE                    FIELD OFFICE                  FIELD OFFICE
  Public information pole     Public information pole    Public information pole         Public information pole       Public information pole



                                                        UNESCO HQ
        SECTOR                        SECTOR                       SECTOR                            SECTOR                          SECTOR
 Public information pole      Public information pole      Public information pole           Public information pole         Public information pole


                                                    BUREAU OF PUBLIC INFORMATION
                            PRS              ENM           AUD                     PUB               PCE               INT




Press releases
                              PUBLIC INFORMATION OUTPUTS
                                                                                                               Books
Media Advisories                                                       Video, B-
                                  UNESCO                                                                       Publications
Press                                                                  Roll,
                                  Portal                                                                       E-Commerce
Conferences                                                            DVD, PSA
                                  Dossiers                                                                                                       PR actions
                                  UNESCO                               CD-Rom
                                                                                                                                                 Events
                                  Courier
         8. Portal Development:
         A House-wide Operation
A unique intersectoral (HQ and FO) dynamic to
 capture diversity and build a common platform
   100 Webworkers = Webforce (HQ + FO)
   Several working groups
   Web Administrators working as a team


  Enhanced    professionalism
8. Building a Web Force Network
based on Public Information poles
         SC       SHS


                          CLT
       ED

            BPI
                          CI

                    BSP
                    BFC
                    HRM
                    …
              8. Roles and responsibilities

1. Defining Role
     Content Providers
     Editors
                                     3. Organizational backstopping
     Senior Editors
                                          Top-management
     Web administrators
                                           endorsement
     Translators
                                          Web Force and Public
     Validators                           Information pole in the
                                           Sectors and Field offices
2. Organizing efficient and rapid         Cross Sectoral interaction
   Validation Process                      (editorial boards, …)
     Responsibility
     Quality
     Integration in Communication
       Plan
             8. Roles and responsibilities:
             building on complementarity
 Programme Specialists (Sectors & Field Offices)
   Content provision & Service Development


 Sectors Web Teams (Editors & Web Administrators)
   Engagement and Integration: coherence with Communication
    Plan and Programme Priorities

 DIT
   Technical Conception, Implementation & Support


 BPI/ENM
   Chief Editor
   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
                                                                                                       60th Anniversary
                                                                                                      33rd General Conf

                                8. Time Frame                                                           Portal Launch

2002               2004                                      2005                                         2006

       UKP Pilot
        projects
                           Studies       Guidelines
                          Assesment      elaboration
                                            Training                       Training Delivery
                                           Conception                            at HQ
                                                            Involvement            Training Delivery
                                                             of FO at HQ           in cluster Offices

   Functional &
  technical archi

                                      Strengthening of functional / technical architecture
                                                                                                              33 C/5
                                                                           High availability 24 / 7



        Content development on multiple platforms

                                                              Portal integration on a common platform
                                                                           for level 0 / 1 /2
                            8. Budget for Portal Deployement 2004-2005
2002               2004                                      2005                                        2006

       UKP Pilot
        projects
                           Studies       Guidelines
                          Assesment      Elaboration
                                            Training                       Training Delivery
                                           Conception                            at HQ
                                                            Involvement             Training Delivery
                                                             of FO at HQ            in cluster Offices
   Functional &
                                         Strengthening of functional / technical architecture
  technical archi

                                                                           High availability 24 / 7


                      Coordination services / Assistance to Sectors / Projects Follow-up

                                                              Portal integration on a common platform
        Content development on multiple platforms
                                                                           for level 0 / 1 /2



   BPI/ENM – $180,000                 CI/INF(UKP)– $400,000            Web projects (32C/5) – $1,870,000
                                                                       (minimum estimates costs)


    HRM/TCD – $90,000                 DIT/NET – $70,000                             Total 32C/5 - $2,600,000
                       8. Process Management
                       From ideas to reality
2001          2002        2003              2004   2005

 UNESCO Website V. 1       UNESCO Website V. 2      UNESCO Website V. 3



                                                          UNESCO
                                                           Portal
        8. One UNESCO Portal for
        Programme Implementation
Web dimension of any project / activity
  Sharing infrastructure
  Sharing skills
  Sharing content (Knowledge Management)


Common principles and guidelines

Budget mutualization (33 C/5)
          8. Lines of Action
          for External Deployment
          (33 C/5 Challenge)
 Sensitizing key Constituencies
    Member States counterparts
    National Commissions
    NGOs
 Defining Data Exchange Principles and Mechanisms
    XML
    Metadata
    Disclaimers
 Developing Communities of Practice
    Extranets
    Programme delivery
    Portal Sustainability
             8. Good Practices
 Cost sharing = cost saving
     One single common technical platform
     One common user Interface – UNESCO Browser
     Mutualization of resources (know-how, human, financial) from
      Web Projects

 Rely on Sector and FO Web Teams (coordination)
     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

 Focus on Quality Content
     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)

 Professionalize Web Force
     Skill appraisal
     New profiles and competencies
     Training
     Working as a team

				
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