MINUTES

JOINT INFORMATION TECHNOLOGY

SUB-COMMITTEE AND COMMUNICATIONS COMMITTEE

YORK ROOM, MARKHAM CIVIC CENTRE

2010-03-11

MEETING NO. 2

 

 

Members

Mayor F. Scarpitti

Deputy Mayor J. Heath (1:30pm)

Regional Councillor J. Jones (1:30 pm)

Councillor L. Kanapathi

 

Regrets:

Regional Councillor G. Landon

Councillor A. Chiu

 

Consultants:

Mr. James Hertzfeld, Perficient, Inc.

 

Staff

J. Livey, Chief Administrative Officer

A. Taylor, Commissioner, Corporate Services

N. Kenea, Chief Information Officer

K. Kitteringham, Town Clerk

C. Biss, Chief Executive Officer, Markham

            Public Library

J. Wright, Director, Building Standards

D. Flaherty, Manager, Strategic Communications

B. Dyer, Client Advisor

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 1:25 p.m. with Councillor L. Kanapathi in the Chair. 

 

 

1.         WELCOME

 

The Chair welcomed all to the meeting, and Mr. Nasir Kenea, Chief Information Officer, introduced the consultant, Mr. James Hertzfeld of Perficient, Inc.

 

 

 

2.         MINUTES OF THE MEETING OF THE JOINT INFORMATION

            TECHNOLOGY SUB-COMMITTEE AND COMMUNICATIONS

            COMMITTEE HELD ON FEBRUARY 3, 2010

 

Moved by Mayor F. Scarpitti

Seconded by Deputy Mayor J. Heath

 

That the minutes of the meeting of the Joint Information Technology Sub-Committee and Communications Committee held on February 3, 2010 be adopted.

CARRIED

 

 

 

 

3.         REVIEW CURRENT PORTAL SITE VISUAL DESIGN

 

The Chief Information Officer reported that the meeting today was to review the progress to date of the Portal site visual design and to obtain feedback from the Members of the Joint Committees.  He advised that this has been an on-going process and Members would be presented with the current “look and feel” of the site.

 

Mr. James Hertzfeld, of Perficient, Inc., delivered a presentation providing an update on the Portal “User Centered Design Process”, including information regarding: values; mood board; conceptual wireframe; and visual design.  Page mock-ups were presented and Members were advised that the functional and visual elements are being validated at this time and the design will continue to be refined.  Navigational structure is a key part of the site and is continuing to be explored.  It is the goal to have customers have a positive experience and to use as few clicks as possible.

 

Mr. Hertzfeld advised that Perficient is building a “shell”, and the Town will provide the content, however he advised that the look and feel can be modified easily.

 

The proposed launch is scheduled for July 20, 2010.

 

Committee raised the following matters:

  • ranking of the core values? – no ranking has been done as they are all evenly valuated
  • “white” background? – good contrast, however, others will be considered
  • criteria of “users”? – users recruited throughout community; various profile types; business; residents; and visitors
  • the use of more colour
  • feasibility of a “hot button” that would be the same as a customer calling into the Contact Centre regarding an issue or complaint
  • differences between and employee portal vs a constituent portal
  • the importance of key links to the Region of York and other municipalities, and other levels of government
  • customer personalization may be available in the future; i.e.: “My Markham”; to pay parking tickets, or order theatre tickets
  • how the Town would promote “Markham” and “Markham” events when people search on the web?
  • the use of “portlets”
  • the difference between “website” and “portals”? – a portal is a type of website
  • review of portals/websites of other municipalities, such as: Miami-Dade County; New York City; USA government; State of Utah; use of WebSphere software
  • use of large “search” boxes; use of “drop-down” navigating; “popular searches this week”; “How Do I Help You” or “How Can We Help You” capability; many options available will be explored

 

It was noted that “Search” features are becoming more sophisticated and are being used my many people on the Internet and Google, and it is important that the Town review and carefully manage its content on the webpage to make it as usable as possible. 

 

 

4.         NEXT STEPS

 

The Chief Information Officer advised that this design has come from the continued input and involvement of the User Experience Committee, and has been structured to meet the needs and expectations of customers.  Members generally approved of the process to date and directed staff to proceed.

 

Staff will provide a report/presentation on the Portal initiative to General Committee on March 22nd to obtain more feedback, and will continue to work with the User Experience Committee.

 

Members discussed possible additional links that could be placed on the Portal, including:

  • York Regional Police
  • Emergency (EMS)
  • Region of York
  • GO Transit; YRT (button or link should say “bus tickets”
  • Ontario Health Card information
  • Community Services/Social Services
  • Seniors’ Drivers Licence information
  • Other municipalities

 

It was suggested that the Contact Centre be request to provide a list of the top five services that are requested by residents, and consider placing the corresponding links on the Portal.  Staff advised that additional services or links can always be added in the future.

 

Moved by Deputy Mayor J. Heath

Seconded by Mayor F. Scarpitti

 

That the presentation on the Portal Site Visual Design by Mr. James Hertzfeld, Perficient, Inc. be received.

CARRIED

 

 

 

ADJOURNMENT

 

Moved by Deputy Mayor J. Heath

Seconded by Mayor F. Scarpitti

 

 

That the joint meeting of the Information Technology Sub-Committee and the Communications Committee be adjourned.  (2:30 p.m.)

CARRIED