MINUTES
JOINT INFORMATION
TECHNOLOGY
CANADA ROOM ,
MARKHAM
2010-02-03
MEETING NO. 1
MembersMayor F.
Scarpitti ( Deputy Mayor J. Heath Councillor A. Chiu Councillor L. Kanapathi Regrets: Regional Councillor J. Jones Regional Councillor G. Landon Consultants: Ms. Janice James, Perficient, Inc. Mr. Ahmad Sheikh, Perficient, Inc. |
StaffA. Taylor, Commissioner, Corporate Services N. Kenea, Chief Information Officer D. Flaherty, Manager, Strategic Communications T. Tecsa, Manager, Applications and GIS S. Zersch, Client Advisor J. Kee, Committee Clerk |
The Joint Meeting of the Information Technology
Sub-Committee and the Communications Committee convened at the hour of
1. WELCOME AND INTRODUCTIONS
The Chair welcomed all to the meeting, and Mr. Nasir Kenea, Chief Information Officer, introduced the consultants, Ms. Janice James and Mr. Ahmad Sheikh, of Perficient, Inc. and members of staff in attendance.
2. JOINT PORTAL PROJECT PROGRESS OVERVIEW
The CIO advised that the purpose of the meeting was to
provide a progress update on the Portal project, including: program roadmap;
constituent portal scope (four (4) phases planned;
3. USER EXPERIENCE DESIGN PROCESS &
DEMONSTRATION
Ms. Janice James, Perficient, Inc, delivered a presentation detailing the implementation of the user experience design process, and provided a demonstration which included the user-centered approach to design and development; stakeholder workshops; card sorting for information architecture; mood boards; 3 x 3 iterative prototyping and testing.
Ms. James presented three (3) sample mood boards and advised that during the testing process, these would be assessed against the following core values:
· A Leader
· Authentic
· Community
· Diverse
· Inclusive
· Learning
· Legacy
· Professional
· Sophisticated
· Sustainable
· Trust
· Welcoming
· Wellness
In response to a question regarding the process, the CIO explained that the User Experience Committee had been composed of twelve (12) staff (including some Directors) of the Town of Markham and the list of core values had been put forward by this group. It was generally agreed that the values had been well covered; however, others could be added.
Some concern was
expressed that the sample concepts and graphical mock-ups presented were not
strong enough, and it was suggested that a strong branding, such as: “This Is
My Markham”, or “Click with
There was some further discussion, and it was suggested that the following additional core values should be included in the list:
- quality (better than elsewhere)
- involvement
- ease of service
- better than most
- value for money
- opportunity
- compassion
- social justice
- peace
- enthusiasm
Members raised and discussed the following matters:
-
The importance of Town of
-
- Committee must be comfortable with the core values; no ranking applied at this time
- The Markham Portal should be one of the strongest interfaces with the public
- The Portal must not be confusing; it must be easy to use for all ages and demographic groups; should get people in and out fast; provide a positive user experience
- A website provides a “catalogue”; a portal provides the ability to obtain “services” with complete interaction
- Canadian spelling is a must
Ms. James advised that further information will be brought to Committee Members once the design is more interactive and additional usability testing has been carried out.
Some concern was expressed regarding the use of micro sites on the Town’s current website and the fact that some of them had a different look; i.e. Markham Library, Markham Theatre, Varley Art Gallery, Museum, Markham Centre, and Economic Development, and Small Business Enterprise Centre. There was also some discussion that a lot of content is duplicated and this makes it more difficult to maintain, and in addition, users don’t know where to go to find the information they need. A better search capability was suggested. It was also suggested that the more the Town segments and has micro sites, the more confusing it is for the residents.
Members further
discussed the importance of branding and the potential integration of the micro
sites, however, it was noted that the branding of the micro-sites should not be
totally destroyed. The Town of
Moved by Mayor F. Scarpitti
Seconded by Deputy Mayor J. Heath
That all of the micro-sites, including Markham Public Libraries, be integrated into www.markham.ca
CARRIED
In response to a query regarding the Portal’s ability to pinpoint where a resident lives within the Town and whether it could determine which Councillor represents them, staff advised that it can be included in the “personalization capability” feature planned to be included in Phase 2 or 3 of the project.
A Member noted that it was sometimes difficult, on the Town’s current website, to return to where the original search had begun after clicking through a number of items. Ms. James explained that there is a navigation aid called “breadcrumbs” that gives users a way to keep track of their locations within the site, and that this feature is planned in the first phase.
Committee queried when the Portal will go live and staff
advised that the proposed launch date for Phase 1 of the Portal is
Committee queried what services
will be available on the launch date, and Members were advised that staff will
be instituting a new look and feel of the existing website and a new
navigational structure which will provide existing services, in addition to an
automated
Staff was requested to investigate the possibility of bringing forward the launch date to the third week in June, 2010.
4. COLLABORATION TOOL FUNCTIONALITIES
& DEMONSTRATION
Mr. Ahmad Sheikh, Perficient, Inc, delivered a presentation on the tools available to engage the public, and provided a brief demonstration of capabilities available through IBM Lotus Quickr. Information was also provided regarding social networks, which include: profiles, communities, blogs, wikis, calendars, forums, and team collaboration, which would provide a central online location for the sharing of ideas through postings and comments.
Committee expressed some concern regarding the use of blogs, its potential for cynicism and slander, and the need for censorship. It was suggested that corporate parameters would have to be established to address such concerns, but that such networking may be beneficial in the promotion of Town initiatives and the garnering of comments from the public. Committee requested that examples of such parameters be provided from other organizations.
5. PRODUCT BUILD REVIEW TIMELINES
Ms. Sherry Zersch, Client Advisor, reviewed the Portal Project’s proposed timelines, as follows:
March 9, 2010 - Outcome of User Experience by User Experience Committee
April, May, June - Demo/review of site by Council Members following addition of
content and functionality
Staff advised that, as discussed
earlier in the meeting, another meeting of the joint Committees will be
scheduled after March 9th and before
Committee asked that staff make arrangements to update the two Members of the Information Technology Sub-Committee, Regional Councillor Gord Landon and Regional Councillor Jim Jones, who had been unable to attend the meeting this date, on all of the information presented today. In addition, it was suggested that all Members of Council be updated on the status of the Portal Project and the core values, and following some discussion, staff was requested to provide Mayor Scarpitti with the complete list, which he would provide to the other Members of Council informally after the February 8th meeting of General Committee.
ADJOURNMENT
Moved by Councillor A. Chiu
Seconded by Deputy Mayor Heath
That the joint meeting of the Information Technology
Sub-Committee and the Communications Committee be adjourned. (
CARRIED