CEFAS26-01 Contract for Cefas Intranet Refresh

Cefas have a requirement for significant back-end updates to the Cefas intranet.

Problem statement

The structure, properties and content of the intranet are now in need of considerable maintenance to reflect the new Science directorate organisation and Cefas’ strategic direction. This is not achievable using existing Cefas resource and expertise and these Services will provided by the Supplier.

Proposed solution

Providing science with a prominent presence will demonstrate a clear commitment to its value within the organisation, enabling colleagues to access information and resources more quickly and intuitively. .

Sections 3.1-3.5 below outline changes needed to improve intranet functionality.

Establishing a new hierarchy for Science

First, we want a new header section at Level 1 for Our Science (as we have for My Employment & HR / Resources and Support etc).

Some of the current tiles under Science in the Our Org section can then be moved, ready for content revision. Refer later in this document.

Once a new header tab has been established (Figure 3), we will want to create a number of tiles that then hold further information – refer ppt Sci Drivers v5.5

Automatic deletion of items

• Secondly, we wish to configure news items and events to automatically be deleted after 13 months and two weeks respectively, with a mechanism for news page owners to be alerted to the proposed deletion one month prior, with an option to keep it.
• To develop a back-office scenario that for all news items:

o Page owners alerted after 12 months that item will be deleted within four weeks from date of email alert and to action if item to be retained

o If no action taken to retain then items are automatically deleted after four weeks from notification.

• To develop a back-office scenario that all event listings are automatically deleted after two weeks of the event’s occurrence

3.3 Configure search bar outcomes

Third, we want to be able to automate a report that collates all hits, likes and comments relating to news items posted one week from publication, each month and each quarter.

• Create a method or running reports which can provide data on news items published between specific dates. This would be used to create monthly and quarterly reports. It would need to include the following data: news item title, news topic, number of views, number of likes and number of comments.
• This might be presented as an online dashboard or exported as an excel file.

3.4 Fix ‘Save for Later’

• To fix the ‘Save for Later' option on intranet news items. Currently clicking ‘Save for Later’ does not allow users to do so.

Update search function for Teams Area

Create a clickable A-Z bar along the top of the Teams page so people can quickly navigate to the team page they are looking for.

Assumptions

• It has been assumed that underlying network architecture is already in place and requires minor amendment to enable Science section to be established.
• It has been assumed that all materials (content) can be uploaded at different times after the architecture has been established to facilitate a rolling update to content, as opposed to a ‘big bang’ data upload
• It has been assumed that a proposed development platform will significantly increase the cost for this update, therefore StormID will assess the deployment of the solution with minimum impact of users in the live environment and provide details to Cefas before implementing it.
• It has been assumed that automatic deletion of items can be overwritten on an individual basis.
• It has been assumed that the development of an automated report as required will not take significant costs or required in excess of half a day’s development.