Creation Date: / 10/04/13
Last Updated: / 24/05/13
Version: / 2.0
Contents
Contents
Project Contacts
Purpose of this Document
Acronyms, Abbreviations and Definitions
Questions and Comments
1Project Overview
1.1Vision and background
1.2Key facts about Sutton
1.3Key Principles
1.4User Audience
1.4.1System administrators
1.4.2Group administrators
1.4.3Users
1.5Example process map and key features
1.6In Scope
1.7Out of Scope
1.8Knowledge, skills and experience
2Network Architecture
3Site structure and navigation
4Features
4.1User profile creation
4.2Group creation by user
4.3Activity creation by user
4.4Event creation by user
4.5Content creation and social media
4.6Crowd support function
4.6.1Crowd funding
4.6.2Time pledging
4.7Mobile app version
4.8Multi-Language
4.9Onward integration/API
4.10Media
4.11Subscription
4.11.1Unsubscribing from a Page
4.12Enhanced mapping functionality
4.13Advertising box
5Design
6Outputs
7Funding
8Performance management
9Value for money and social value
10Review of specification
11Outline Schedule
Project Contacts
Org / Name / Job title / Project Role / Contact informationSutton / Glen Ocskó / Community Involvement and Innovation Manager / Project lead / Phone / 020 8770 5433
e-mail /
Purpose of this Document
This document was created by London Borough of Sutton (LBS) to describe their required approach to developing a new community online notice-board web platform.
The aim is to provide an agreed specification for a supplier to quote for the work required by LBS. It has been produced to guide system design and development, including setting out functionality of the platform and other related requirements from LBS.
This document is not a project plan, nor is it a definitive and final list of all system requirements. Additional functionality may be requested by LBS or proposed by providers and developed upon agreement between both parties. It will form the basis of an agreed functional specification, but will remain a living document open for both parties involved to propose alterations to.
Acronyms, Abbreviations and Definitions
LBS / London Borough of SuttonCMS / Content Management System
Users / Any registered user of the website
Editors / Users with additional editing rights, usually (but not exclusively) LBS staff
Group organisers / Users who have the authority to create and advertise on behalf of a group
Questions and Comments
If you have any questions or comments regarding this document please contact Glen Ocskó through the ProContract portal.
1 Project Overview
1.1Vision and background
Sutton has a strong history of community involvement, and a thriving voluntary and community sector. The range of groups and activities undertaken in the borough is vast, with residents able to take part in everything from art workshops to zumba classes.
This project is being initiated in line with the Council’s Community Engagement Strategy/Framework and supported by the Leader of the Council in order to provide a digital platform for local individuals and organisations to better share their activities and contact information, resulting in stronger local networks and wider range of opportunities made available to local residents.
An issue that is often raised is regarding the lack of a single, easy way for people to find out what is going on so they can get more involved. Additionally, one of the concerns raised through the 2011 Residents Survey was the levels at which people felt as if they knew what was happening in their local area.
Half (49%) of residents feel informed about the services and benefits provided by SuttonCouncil – up from 45% in 2009, but lower than figures recorded in previous years. Thisremains below the national average and other local authorities. This survey also highlighted that “willingness to communicate online is increasing – around one in three would be happy to make contact or submit their views via the web.”
In response to this we will be developing a Sutton-focussed online notice-board solution. This will focus on providing a separate but complementary range of features to Our Sutton (a directory-based web platform helping local adults access appropriate support services), with the added requirements that it must have a strong, easy to use mapping function as well as the ability to be further refined and developed. In particular, two requirements are that it will be able to integrate event management functionality and crowd-funding type functionality.
1.2Key facts about Sutton
With a population of 190,100, Sutton is a London borough in the South-West of the city. We have been able to draw evidence together from local and national surveys that show the increasing national and local use of all forms of digital engagement, including specifically social media. Importantly, there has been a dramatic growth in the use of smart phones:
- 89% residents have internet access at home
- 85.6% residents in outer London use the internet
- 84% of Sutton’s online panel respondents use some form of social media on a daily basis
- Mobile usage is expected to account for around 32% of all UK web access by 2016
1.3Key Principles
The Sutton online noticeboard will be an online platform allowing groups to advertise their activities and events, to request support if required (either financial or time-based) and to network with other groups and organisations. It will also allow users to quickly and easily find out what activities are taking place locally, to book on to courses or activities if required, pledge their support and share their experiences of taking part. In summary, it will:
- Become the central point for organisations in Sutton to list their events and activities
- Be the easiest way for local people to understand what is taking place in their area
- Offer a unique blend of functions to ensure it is useful and used by local groups
- Be visually engaging and easy to use for all users
- Be web-based and accessible through browsers on static and mobile devices
We are looking for an innovative, creative, user-focussed organisation to work with us to develop this functionality in a collaborative and agile manner. We are aiming for this new platform to be held up as a national exemplar of good digital engagement practice.
1.4User Audience
The user base for this platform can be split into three groups.
1.4.1System administrators
System administrators are LBS staff or those agreed by LBS who will administer the system. They will have the ability to edit any group or page, as well as having ownership of other moderation functionality as required.
1.4.2Group administrators
Group administrators will have the ability to create and manage a presence for their group or organisation via the site. They will be able to add events and activities and respond to any comments or queries on their groups behalf. They will also have the ability to create requests for funding or time support and manage the results as appropriate.
1.4.3Users
This group will be made up of regular members of the public, using the site to find out more about the activities and events taking place in their local area. They will have the ability to sign up for alerts from groups or activities, and will be able to book their place on activities listed on the platform. The platform must be as easy as possible to navigate to facilitate ease of use by those with little or no internet experience as well as more advanced users.
1.5Example process map and key features
A typical process map for users may include the elements set out below, although alternative routes and solutions to meet our requirements would also be considered:
The Sutton notice board will allow group and activity organisers to firstly sign up for free and create a profile for themselves. This profile will then enable them to post up contact information and organisational details in order for other groups and local people to locate them, find out more about their service and potentially sign up to take part in specific activities. A social networking element will be built in, allowing organisers to communicate and coordinate activities with each other as well as using other social networks to better advertise themselves.
A map will be available to geographically display where and when activities will be taking place. This must be prominent and easy to use, and able to be searchable in a number of ways. When being used on mobile devices this should allow users to search around their current location to identify activities and events, as well as other engagement opportunities listed.
Additionally, group organisers will be able to describe a limited number of projects or programmes which they would like to deliver and are searching for financial support or volunteer time to do so. These projects will be displayed for a limited period of time, and will allow other users to pledge donations in order to make these projects happen. Run using similar principles to other popular crowdfunding applications, these will be on a ‘success or bust’ basis, whereby pledges are only honoured and called down if the entire amount requested is pledged.
1.6In Scope
The following non-exhaustive list details the main areas of work this contract will entail.
- Provision of existing basic software package
- Development and/or integration of bespoke software requirements
- Design of acceptable layout and graphical elements
- Installation of system on agreed hosting provider
- Development of bridges to additional agreed systems/platforms
- Development and integration of social media functionality
- Development and integration of crowd sourcing functionality
- Development and integration of event management functionality
- Development and integration of enhanced mapping/catchment area functionality
- User testing and required amendments
- Potential hosting of website (in agreement with LBS ICT)
1.7Out of Scope
- Advertising and promotion of service
- Content creation
1.8Knowledge, skills and experience
The successful supplier will be able to demonstrate:
- Strong experience of leading digital engagement practice
- Ability to deliver systems to a specified standard, within specified timescales and budgets
- Ability to integrate user feedback into further development
- Excellent project management and communication skills
- Knowledge of all appropriate digital design principles
- A willingness to put the user at the heart of all developed processes
- Experience of gathering user comments and feedback
- Sufficient programming knowledge to develop core systems and integrate those from other software elements as required
- A willingness to build upon the key features listed below and add to these as appropriate and in agreement with LBS
2Network Architecture
It is proposed that the CMS will be installed on external servers and accessed remotely by users as required. However, this will be confirmed through discussions between LBS ICT and the supplier, with the most appropriate hosting solution being agreed and used.
Providers will be expected to detail the server environment, programming language and technical details of their proposed solution within their bid. All appropriate security precautions should be taken into account and addressed without impeding system performance.
3Site structure and navigation
With the aim of putting users at the heart of all design decisions, providers should propose a suitable outline navigation structure for the platform which ensures ease of access to all listed features. All information should be readily accessible within a small number of clicks, with an effective search function being at the heart of navigation.
4Features
The following is a minimum, non-exhaustive list of features expected to be provided by this platform. Additional features may be considered and should be adequately detailed in any bid along with perceived benefits. Bids must make clear whether these features have already been developed on any existing platform being proposed or whether additional development time would be required.
4.1User profile creation
Users must be able to register their own profile on the platform without Editor approval. This profile should contain information such as (but not restricted to):
- User name
- E-mail address
- Social networking profiles
- Personal information
System administrators should have full access to edit and/or moderate user profiles as required.
4.2Group creation by user
Bearing in mind the need for some form of validation, users must have the ability to create a group profile for a group they are responsible for. This group will be the basis for maintaining contact information, adding events and activities and (pending appropriate development) creating crowd supporting opportunities.
Wherever possible, links should be created between this platform and other systems (to be specified by LBS), ensuring that any details updated centrally would populate and update these other groups. Systems to link to could include (but are not limited to):
- Our Sutton (http://our.sutton.gov.uk/kb5/sutton/asch/home.page)
- VC Connect (in partnership with SCVS - (See current access to the online directory)
4.3Activity creation by user
Users need the ability to create activity pages to advertise activities being undertaken by the user or a group they are responsible for.
As early in the development path as possible will be the integration of event management functionality, either as a bespoke feature or by integrating Event Brite ( or a similar system.
4.4Event creation by user
The ability to create event pages to advertise activities being undertaken by the user or a group they are responsible for.
As early in the development path as possible will be the integration of event management functionality, either as a bespoke feature or by integrating Event Brite ( or a similar system.
4.5Content creation and social media
There should be functionality to allow users to post comments and reviews. Social media must be fully integrated into the website’s design so that users can easily share content through their social networks. Functions could include share buttons, follow buttons and welcome bars.
4.6Crowd support function
4.6.1Crowd funding
Group organisers need the ability to set fundraising targets which will run for a pre-set and standard period of time. Run in a similar fashion to KickStarter, other users will then be able to donate funds towards that specific project rather than on an ongoing donation basis.
Pledged funding would only be transferred if the entire amount was achieved within a fixed time period, otherwise no funding would be transferred.
Initially it is anticipated that, unless good reason is given, links should be made with the new crowd funding platform developed by Just Giving ( potentially with the intention of integrating this functionality as appropriate. If this or another major existing crowd-funding platform is not available then an open-source crowd-funding platform such as could be used.
4.6.2Time pledging
Linking with local plans for Timebanking, group organisers could request users pledge time rather than funding towards a project. This would be delivered through close integration with the new timebanking functionality being developed on behalf of Volunteer Centre Sutton. Through appropriate bridges/links/connections, users would be able to request time with the details already entered populating the Timebank website automatically, meaning they would not be required to resubmit this information.The developer would be expected to work closely with the developers of this alternative platform to ensure seamless links between the two systems.
Ideally requests for money and time could be set simultaneously and appear alongside one another on the same page.
4.7Mobile app version
The site should render appropriately on mobile and tablet hardware through the use of a dynamic template.
Advantage should be taken of mobile technology and GPS systems, with the option of matching opportunities, events and activities with current locations.
4.8Multi-Language
At the time of launch, the website will be in English only. Additional languages may be installed in the future.
4.9Onward integration/API
Users should be able to integrate events and activities created on the website on their own website through a plug-in or widget, in effect creating a functionality ‘powered by Sutton Notice board’. This should at least be achieved through RSS, but other methods may also be proposed.
4.10Media
Users should be able to embed a variety of media within their posts and announcements, potentially using embedded “Youtube” style embedded video content.
It is not envisaged that media files should be uploaded directly to the server by users.
4.11Subscription
A website visitor user should be able to subscribe to, or unsubscribe from a page, group, activity or geographical area, batch-unsubscribepages and view all subscriptions. The subscription should be used for various purposes such as receiving notifications when the page is significantly changed or new activities become available.
Contact details should be those entered through the user’s profile.
Notifications should include a Friday ‘round up’ that informs users of the top five activities that are taking place that weekend.
4.11.1Unsubscribing from a Page
A site visitor should also be able to navigate to the appropriate page andselect the Unsubscribe Request option. Alternatively, to unsubscribe from multiple pages, they must be able to select the View Subscriptions option.
4.12Enhanced mapping functionality
Every group, event or activity must have the option of setting a geographical location to it which will then be used to populate a Google map (or similar mapping system).
The map function should be more prominent and serve as an additional search tool. There should be the ability to display multiple pins on a single map. As well as geographic location it should be possible to set a geographic ‘catchment area’ to indicate the place or community that the group, event or activity concerns. The map function should be able to present the catchment area in the same way that Google maps (for example) shows the borders of a Local Authority.
4.13Advertising box
The website must have the functionality to allowan advertising box/boxes for LBS messages or site sponsor(s) messages.
5Design
The platform must be visually appealing and easy to navigate, and consistent with branding guidelines produced by LBS. A dynamic template must be used to ensure the platform renders appropriately regardless of the device. The platform must:
- be HTML5 compliant
- ensure all pages load in minimal times even over slow internet connections
- render appropriately in mobile, tablet, desktop and widescreen displays
- use an appropriate web safe colour palette
- compatible with all modern browsers, such as Chrome, Opera, Firefox and I.E.
- conform to good web accessibility standards
Pictures should be used and be able to be used throughout the platform.