Web Content Management Requirements Definition Report - 17 ...

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M
ULTIMEDIA
V
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W
HOLE OF
V
ICTORIAN
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W
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C
ONTENT
M
ANAGEMENT
R
EQUIREMENTS
D
EFINITION
R
EPORT

17 June 2003 v1.0






















The⁖楣t潲楡n⁇潶ern浥nt
-

㈰〳

This publication is copyright. Other than for the purposes of
and
subject to the conditions prescribed under the Copyright Act, no
part of it may be in any form or by any means (electronic,
mechanical, microcopying, photocopying, recording or otherwise) be
reproduced, stored in a retrieval system or transmitted witho
ut
prior written permission.

Enquiries should be addressed to
-

Executive Director, Multimedia Victoria

Department of Infrastructure

Government of Victoria

Level 10, 55 Collins Street

Melbourne 3000



Whole of Victorian Gove
rnment Web Content Management Requirements Definition Report


TABLE OF CONTENTS


1.

USING THIS REPORT

1

2.

INTRODUCTION

2

2.1

C
ONSULTATION
P
ROCESS

2

2.2

S
COPE
B
OUNDARIES

2

2.3

R
ECOMMENDED
A
PPROACH

3

3.

WEB CONTENT MANAGEME
NT REQUIREMENTS DEFI
NITION TOOL

4

3.1

C
ORE
R
EQUIREMENTS

E
RROR
!

B
OOKMARK NOT DEFINED
.

3.2

O
PTIONAL
R
EQUIREMENTS

4

3.3

S
TRUCTURE OF THE
W
EB

C
ONTENT
M
ANAGEMENT
R
EQUIREMENTS
D
EFINITION
T
OOL

5

3.3.1

A
-

Creation & Publishing

5

3.3.2

B
-

Presentation & Discovery

5

3.3.3

C
-

Technical

5

3.3.4

D
-

Interdependencies

6

3.3.5

E
-

Support & Training

6

4.

APPENDIX 1
-

VICTORIAN GOVERNMENT

CONTEXT

6

4.1

S
TRATEGIC
D
IRECTION

6

4.2

C
OMPLIANCE WITH
L
EGISLATION
&

S
TANDARDS

7

4.3

IT

S
TRATEGIES AND
P
OLICIES

10

4.4

P
RODUCT
L
ICENCE
S
TANDARDS

10

5.

APPENDIX 2


PROJECT APPROACH

12

5.1

M
ETHODOLOGY

12

5.2

K
EY
C
ONTRIBUTORS

13

5.2.1

Project Steering Committee

13

5.2.2

Other Contributors

13

Whole of Victorian Government Web Content Management Requirements Definition Report

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1.

Using this Report

This Whole of Victori
an Government (WoVG) Web Content Management Requirements
Definition Report is presented as two components to be used in conjunction with each
other:

1.

WoVG Web Content Management Requirements Definition Context

This Word document provides the Project and Vic
torian Government context for the
Requirements Tool in terms of business requirements, strategic direction, legislation,
policies and standards.
See Appendix 1


Victorian Government Context
.

2.

WoVG Web Content Management Requirements Definition Tool

The Exc
el Tool (
see Section 3
) provides the set of core and optional requirements to
assist Victorian Government Agencies
(this includes Departments, Agencies and
Statutory Bodies),

in the procurement of a Web Content Management System (Web
CMS) for an Internet,
Intranet, Extranet or Knowledge Management environment.

In defining this comprehensive set of requirements it is important to note that not all
requirements may be able to be satisfied by a single technology product/content
management system. For example,

search requirements may be met by a base content
management product or through the application of a stand
-
alone search product.

Note: The context and tool components are NOT standalone.

They are available at:

http://www.egov.vic.gov.au/Victoria/StrategiesPoliciesandReports/Reports/

Search keywords: content management requirements or CM Requirements Definition.

To request a working copy of the Excel Tool

for use in establishing Agency requirements
for CMS procurement please email Multimedia Victoria at
cms@egov.vic.gov.au



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2.

Introduction

The Whole of Victorian Government (WoVG) Web Content Management Requirements

Definition Report has been developed to provide a set of core and optional requirements
to assist in the procurement of Web Content Management Systems by Victorian
Government Agencies (this includes Departments, Agencies and Statutory Bodies).

The require
ments can be applied to Internet, Intranet, Extranet and Knowledge
Management environments. Emphasis in the requirements has been placed on the need
for the Web CMS to be interoperable, scalable and re
-
usable, with a preference for non
-
proprietary, open st
andards.

These requirements apply to a complete Web CMS capable of managing content items
from their creation through distribution and their delivery to end users.

The requirements definition report will further the business case for a WoVG content
managem
ent solution which is a key recommendation of the Standard Corporate ICT
Infrastructure Project (for details see www.egov.vic.gov.au/).

2.1

Consultation Process

The report has been developed through consultation with Victorian Government
stakeholders and has e
ndeavoured to build on the substantial work that has already
been done to date around content management procurement.

See Appendix 2


Project
Approach
.

This project was sponsored by Multimedia Victoria (MMV) and managed by a WoVG
project steering committ
ee. Leading project consultants were Chris Sampson (Parisfirst),
Jonathan Roper (SKM Communications) and Vadim Simonov (Parisfirst). The Project
Manager was Glenys Reid (MMV).

2.2

Scope Boundaries

This report defines the requirements of Victorian Government Ag
encies for Web CMS and
is limited by
:

1.

The scope of the consultation process primarily focused on the ten Victorian
Government Departments. Input was also provided by additional Agencies and
organisations.

2.

This report does not define the requirements for
a single WoVG Web CMS.
However, it may contribute to the development of the business case for a WoVG
solution in the context of the establishment of a government
-
wide Chief Information
Officer (CIO) Office within the Department of Premier and Cabinet and
its associated
projects.

3.

It was outside the scope of this project to comprehensively address requirements
relating to the interfaces between Web CMS, Electronic Document Management
Systems (EDMS) and other enterprise portals.

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2.3

Recommended Approach

It is re
commended that a Victorian Government Agency use the WoVG Web Content
Management Requirements Definition Report to support the selection of a Web CMS to
ensure compliance with the core requirements and best fit for the Agency. It is assumed
that the Agenc
y will:

1.

Establish a business case for the procurement of a Web CMS.

2.

Establish a business model for a Web CMS within the Agency.

3.

Establish core requirements based on the WoVG Web Content Management
Requirements Definition Report.

4.

Confirm selection of requ
irements against the Agency business case.

5.

Assess the capability of a Web CMS “out
-
of
-
the
-
box” product versus the
customisation required to match Agency needs, given the inherent additional cost
associated with customisation.

6.

Establish if the Web CMS will
provide search, web metrics, authentication and
security capabilities or if third party products will provide these capabilities.

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3.

Web Content Management Requirements Definition
Tool

The Web Content Management Requirements Definition Tool (click on embedded

Excel
spreadsheet below) provides the set of core and optional requirements to assist Victorian
Government Agencies in the procurement of a Web CMS for an Internet, Intranet,
Extranet or Knowledge Management environment.


Click o
n the Excel icon to access the embedded spreadsheet

3.1

Core Requirements

The core requirements must be met by any content management solution procured by a
Victorian Government Agency.

A requirement is designated as "core" if it meets
at least one

of criteria

A, B, C

and
criteria D:


3.2

Optional Requirements

Some requirements included in the document are not core, but are included as they may
provide relevant functionality to an Agency based on their business or technical
requirements.

A.
A necessary capability of a software solution to enable a web
content management system to satisfy a legislative or mandatory
policy obligation of all Victorian Government Agencies.

OR

B.
A capability which provides basic interoperability between
confor
ming systems, i.e. which supports the export and import of
content in accordance with an agreed standard.

OR

C.
A fundamental capability of a software solution that would be
expected in any effective web content management system across
the possible range
of business needs (functionality and scale) in
Victorian Government Agencies.

AND

D.
A core requirement
must
also provide a capability reasonably
expected to be found in the range of Web CMS products acquired by
Victorian Government Agencies, in accordance
with their needs and
budget.


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Such requirements are rank
ed as “optional
-
high” or “optional
-
low”. This ranking is
provided only as an indicative guide to Agencies.

Optional
-
high

-

requirements that are widely adopted (or should be in the near future)
by Victorian Government Agencies in order to manage and deliv
er content to
government customers in an effective and efficient manner, and hence are highly
desirable.

Optional
-
low

-

requirements that are not widely adopted by Victorian Government
Agencies as they are niche requirements that are not perceived as commo
n
requirements or are of limited benefit in terms of addressing effective content
management or delivery.

3.3

Structure of the Web Content Management
Requirements Definition Tool

The requirements are broken up into the following sections and subsections:

3.3.1

A
-

C
reation & Publishing

This section deals with the process of web content delivery including content creation,
approval, publishing and quality control.

A1


Content Creation

A2


Workflow Processes

A2.1


Workflow Approval

A2.2


Workflow Management

A2.3
-

Notification

A3


Content Publishing & Quality Control

3.3.2

B
-

Presentation & Discovery

This section describes the presentation of content and its discoverability in terms of
navigation and searching.

B1


Content Presentation

B1.1


Templates

B1.2


Accessibi
lity

B1.3


Customisation and Personalisation

B1.4


Multilingual Support

B2


Content Discovery

B2.1


Metadata Generation

B2.2


Search

B2.3


Navigation Structure

3.3.3

C
-

Technical

This section summarises the technical aspects of the Web CMS product includ
ing
compliance, security, reporting and monitoring.

C1


Compliance

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C2


Product

C2.1


Testing, Staging and Deployment

C2.2


Reliability and Performance

C2.3


Audit Trail

C2.4


Version Control
-

Temporal

C2.5


Electronic Records Management

C2.6


Cont
ent Aggregation and Syndication

C2.7


Content Migration

C3


Security

C4


Content Repository

C5


Reporting and Monitoring

3.3.4

D
-

Interdependencies

This section deals with interdependencies with internal and external systems, to ensure
seamless planning, i
mplementation and management.

D1


Interfacing with External Systems

D2


Interfacing with Internal Systems

3.3.5

E
-

Support & Training

This section deals with ongoing product technical support as well as staff training and
support.

E1


Product Technical Suppo
rt and Documentation

E2


Training

4.

Appendix 1
-

Victorian Government Context

This section describes the context for procurement of a Web CMS in terms of Victorian
Government strategic direction, legislation, policies and standards.

4.1

Strategic Direction

Th
e Web CMS must be developed in line with wider business strategies and policies
including Victorian Government Strategies and Policies and relevant Agency strategies
and policies as outlined below:

4.1.1

Growing Victoria Together

-

s
ets out the Victorian Governm
ent's vision for
the future and provides a signpost for Victoria for the next decade. It focuses
on three key goals:

1. Providing decent and responsible government.

2. Getting the basics right
-

good schools, quality health care, more jobs, safe
streets.

3. Leading the way to a better Victoria with education and lifelong learning as
the key.

See:
www.growingvictoria.vic.gov.au
.

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4.1.2

Connecting Victoria

-

is the Victorian Government's blueprint for growing
the State's Information and Communications Technology (ICT) sector. It has
six key planks with the overarching aim of bringing the benefits of technology
to all Victorians:

1.
Building a learning society

2.
Growing industries of the future

3.
Boosting e
-
commerce

4.
Connecting communities

5.
Improving infrastructure and access

6.
Promoting new politics.

See:
www.mmv.vic.gov.au/connectingvictoria
.

4.1.3

Putting People at the Centre



is Victoria's
eGovernment vision. It is a
vision of broad reform and improvement of Victorian Government operations
for the benefit of Victorian citizens. Putting People at the Centre is about
using technology to link different government programs and resources in a
se
amless way. The Putting People at the Centre eGovernment statement has
four pillars:



Substantially improving support and services to citizens.



Providing better community engagement and more effective democracy.



Using innovation in finding new opportunitie
s.



Creating a framework for ongoing reform within government.

See
www.mmv.vic.gov.au/egov

4.1.4

Victorian Electronic Records Strategy (VERS)

-

the Web CMS will comply
with relevant requirements of the Public Record
s Office
-

including VERS and
the Public Records Act.

See:
www.prov.vic.gov.au/vers

4.1.5

Agency Business Strategies, Policies and Web Standards

-

the Web CMS
will comply with any relevant Agency business strategi
es, policies and relevant
Agency web standards contingent upon them not conflicting with WoVG core
requirements for the Web CMS.

4.2

Compliance with Legislation & Standards

The Web CMS must comply with Victorian Government legislation and standards as
outlined

below:

4.2.1

Branding

-

the Web CMS will comply with State Government Branding policy,
and follow the conventions of the Victorian Government Communications
Manual.

See:
htt
p://www.dpc.vic.gov.au/servlet/rwp
-
ps?/dpc/dpc.nsf/SearchDocs/manual

4.2.2

Metadata

-

the Web CMS will comply with Online Resources Discovery
Metadata Policy (IT&T 41).

See:
www.mmv.vic.gov.au/metadata
.

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4.2.3

Meta
data for Permanent Records
. This is a mandatory requirement where
the Web CMS contains permanent records, as defined in any relevant Records
Authorities. See:
www.prov.vic.gov.au/recmgmt/disp
schl.htm

(previously
referred to as Disposal Schedules).

The Web CMS will comply with the minimum Victorian Electronic Records
Strategy (VERS) metadata requirements in “Public Record Office Standard
(PROS) 99/007 Version 2, Specification 2: VERS Metadata
Scheme”:

Section 3
-

Representation of Metadata

Section 4
-

VERS Metadata Detail

Section 14
-

Standard Date/Time Representation.

See:
www.prov.vic.gov.au/
vers/standards/Version%202%20release/StandardV
ersion2.htm
.

4.2.4

Privacy

-

the Web CMS will comply with the Information Privacy Act (Victoria)
2000. This includes displaying an appropriate privacy statement on websites
and ensuring internal processes to support

this policy.

See the Privacy Statement developed specifically for
Victorian Government
Websites published on the internet.

See:
www.dpc.vic.gov.au/legals/privacy

4.2.5

Disclaimer

-

the Web CMS will disp
lay a link to an appropriate disclaimer
policy on all web pages. See the Disclaimer Statement developed specifically
for
Victorian Government Websites published on the internet.

See:
www.dpc.vic.
gov.au/legals/disclaimer

4.2.6

Copyright

-

the Web CMS will comply with the Victorian State Copyright
Guidelines. This includes ensuring the permission of the copyright owner is
obtained and documented for all content displayed on websites, and displaying
a lin
k to an appropriate copyright policy on all web pages.

See the copyright statement developed specifically for
Victorian Government
websites published on the internet.

See:
www.dpc.vic.gov.au/lega
ls/copyright

4.2.7

Security

(of transactions, data etc)
-

the Web CMS will comply with:

AS4444 Security policy.

See:
standards.acs.org.au

Australian Communications
-

Electronic Security Instructions 33

See:
www.dsd.gov.au/infosec/acsi33

Draft Public Key Certificate Policy IT&T 40

See:
www.mmv.vic.gov.au/policies

Governme
nt Information Security Policy IT&T 14

See:
www.mmv.vic.gov.au/policies

4.2.8

Accessibility

-

the Web CMS will comply with WWW Accessibility Policy (IT&T
39) at
www.mmv.vic.gov.au/accessibility

and the Disability Discrimination Act
1992. Level "A" minimum; level "AA" desirable.

Also refer to the Accessibility Toolkit.

See:
www.egov.vic.gov.au/Victoria/StrategiesPoliciesandReports/Reports/Acces
sibility
-
Toolkit/Accessibility
-
Toolkit.htm
.

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4.2.9

Electronic Records Management for Permanent

Records
. This is a
mandatory requirement where the Web CMS contains permanent records, as
defined in any relevant Records Authorities.

See
www.prov.vic.gov.au/recmgmt/dispschl.htm
.

The Web
CMS will comply with relevant requirements of the Public Records
Office Victoria standards, including PROS 99/007 Version 2 Management of
Electronic Records:

Specification 1


System Requirement for Preserving Electronic Records

Specification 2


VERS Meta
data Scheme

Specification 3


VERS Standard Electronic Record Format

Specification 4


VERS Long Term Preservation Formats

Specification 5


Transfer Media.

See:
www.prov.vic.gov.au/vers/standards/Version%202%20release/StandardV
ersion2.htm
.

4.2.10

Electronic Records Management for Non
-
Permanent Records



This is
an optional
-
low requirement where the Web CMS does not contain permanent
records, as defined in any rele
vant Records Authorities.

See
www.prov.vic.gov.au/recmgmt/dispschl.htm
.

The Web CMS will comply with the Public Records Act 1973 and its associated
standard "PROS 99/007 Version 2, Management

of Electronic Records".

See:
www.prov.vic.gov.au/vers/standards/Version%202%20release/StandardV
ersion2.htm
.

4.2.11

Workflow



the Web CMS will provide workflow p
rocesses that are
compatible with emerging standards and frameworks such as that proposed by

the Workflow Management Coalition (WfMC).

See
www.wfmc.org/standards/standards.htm
.

4.2.12

Sector web standar
ds
-

the Web CMS will comply with any relevant sector
standards. These may impact Agencies that are part of a national or sector
wide framework e.g. State Emergency Service.

4.2.13

Legal and Regulatory Framework

-

the Web CMS will comply with relevant
legislation
and risk management procedures. See: Managing legal risks
online: A guide for Victorian Government websites.

See:
www.egov.vic.gov.au/Victoria/Legal
Issues/ManagingLegalRisksOnline/inte
rnetlegals.htm

4.2.14

Freedom of Information
-

the Web CMS will comply with the Freedom of
Information Act 1982.

See:
www.comb.gov.au/publication
s_information/freedom_information.htm

4.2.15

Search Engine Optimisation
-

the Web CMS will comply with Websites
Search Engine Optimisation Policy (IT&T 43).

See:
http://www.mmv.vic.gov.au/seo

(Policy)

See:
www.egov.vic.gov.au/Victoria/StrategiesPoliciesandReports/Reports/Searc
h
-
Engine
-
Optimisation/seo
-
toolkit.htm

(Toolkit)


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4.2.16

Online Conten
t Management

-

the Web CMS will comply with Online
Content Management Policy (IT&T 44).

See:
http://www.mmv.vic.gov.au/content

4.2.17

Site Search

-

-

the Web CMS will comply with Websites Site Search Facility
Pol
icy (IT&T 45).

See:
http://www.mmv.vic.gov.au/sitesearch

4.2.18

Measurement

-

-

the Web CMS will comply with Websites Measurement
Policy (IT&T 46).

See:
http://www.mmv.vic.gov.au/webmeasurement

Note:

Most of the above Victorian Government web standards and legislation are
described further in the WoVG Website Guidelines.

See:
www.dpc.vic.
gov.au/wovgwebsiteguidelines
.

4.3

IT Strategies and Policies

The Web CMS must be developed in line with wider IT strategies and policies as listed
below:

4.3.1

Victorian Government IT Strategies & Policies

Standard Corporate
ICT Infrastructure Strategy, Final Repor
t, 31 January
2003.

See:
www.egov.vic.gov.au/Victoria/StrategiesPoliciesandReports/Reports/ICT
-
Strategy/ICT
-
Strategy.htm
.

4.3.2

IT&T policies

See
www.mmv.vic.gov.au/policies

for a link to a complete list of all IT&T
policies. These may be amended from time
-
to
-
time.

4.3.3

Agency IT Strategies & Policies

-

the Web CMS will comply with any
relevant Ag
ency IT strategies and policies contingent upon them not conflicting

with WoVG core requirements for the Web CMS.

4.4

Product Licence Standards

4.4.1

The licence will meet all the requirements of the Government Information
Technology and Communications (GITC) framew
ork, version 3 or version 4.1.
The version of GITC to be used will be determined by each Agency.

See
www.vgpb.vic.gov.au
.

4.4.2

The licence should include provisions that any code developed for an Agency
by a contract
or or other third party will have the intellectual property rights
transferred to the State.

4.4.3

Formal Certification of the Web CMS product through the VERS Centre of
Excellence against all 5 specifications is preferred:

Specification 1


System Requirement
for Preserving Electronic Records

Specification 2


VERS Metadata Scheme

Specification 3


VERS Standard Electronic Record Format

Specification 4


VERS Long Term Preservation Formats

Specification 5


Transfer Media.

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See:
www.prov.vic.gov.au/vers/standards/Version%202%20release/StandardV
ersion2.htm
.

In the case that the Web CMS will be integrated with another VERS compliant
system in the organization (eg: E
lectronic Records Management System), then
formal VERS certification would be sufficient for compliance with:

“PROS 99/007 Version 2, Specification 1: System Requirements for Preserving
Electronic Records”

“PROS 99/007 Version 2, Specification 2: VERS Meta
data Scheme”

See:
www.prov.vic.gov.au/vers
.

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5.

Appendix 2


Project Approach

5.1

Methodology

The methodology for this project was based on the recognition that Victorian
Government Agencies have their own unique bu
siness and technical environments.

This project investigated and analysed their complex and diverse requirements in order
to recommend a core set of Web CMS requirements that will ensure interoperability,
scalability, take into account best practice and c
reate the potential to achieve efficiencies
and economies of scale.

The core stages of the collaborative approach were:

1.

Establishment of an online environment to facilitate a collaborative approach (Lotus
Notes QuickPlace).

2.

Review available documentation c
ontributed by the ten Victorian Government
Agencies, as well as interstate and international research.

3.

Develop a detailed table of contents for the requirements.

4.

Workshop with Victorian Government key stakeholders to develop consensus for a
common set of r
equirements.

5.

Write a full draft of the requirements.

6.

Distribute draft requirements for review by Victorian Government key stakeholders,
including representatives from all Departments and lead organisations including
utilities. This process involved ranking

each requirement (high, medium or low).

7.

Compile all comments and rankings by reviewers, and revise the requirements.

8.

Refine requirements in conjunction with the members of the project steering
committee, and rank requirements (core, optional high, optiona
l low).

9.

Further review and finalisation of the requirements by the Project Steering
Committee.

10.

Release of final Report on eGovernment Resource Centre at
http://www.egov.vic.gov.au/Victoria/StrategiesPoliciesandReports/Reports/reportsvic.htm


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5.2

Key Contributors


5.2.1

Project Steering Committee

Representing Agency

Participant

Position

Dept of Education and Training

Tony Ralston

Assistant General Manager, ITD

Dept of Human Services

John Lyons

Manager Web/Notes/Library Development

Dept of Innovation, Industry and Regional
Development

Carolyn Macvean

Manager, Easy Government, Business Information
Services

Dept of Infrastructure

Jillian Hiscock

Library Services

Manager

Dept of Justice

Marilyn Lambert

General Manager, Knowledge Planning &
Architecture

Dept of Premier and Cabinet

Richard Wright

Chief Information Officer, Organisational
Development

Dept of Primary Industries

Craig Casey

eBusiness Policy Manager

Dept of Sustainability and Environment

Ian Stewart

Web Technology Coordinator

Dept of Treasury and Finance

Brian Mann

IT&T Manager

Public Records Office Victoria

Nicholas Leask

Strategy and Implementation Project Manager

Victoria Online

Geoff Beggs

P
ortal Business Manager

Multimedia Victoria

David King

ICT Coordinator (Project Co
-
Chair)

Multimedia Victoria

Glenys Reid

eServices Coordinator (Project Co
-
Chair)


5.2.2

Other Contributors

Agency

Participants

Dept of Education &Training

Bruce Rigby, Simon Fi
nch, Lorella Matassini

Dept of Human Services

Bruce Riley, James Taylor, Gina Perry, Tanya Angelini, Warwick Bullen,
Bill Sinclair, Robyn Thompson, John Hedditch

Dept of Innovation, Industry & Regional
Development

Dean Jenkins, Helen Robinson, Jeff Evans
, Grace Zelinski, Michele Spinks

Dept of Infrastructure

Virginia Swanton, Peter Bon, Vanessa Batten, Tony Milne, Laszlo
Schuster, Greg Wapling

Dept of Justice

Mick Delaney, Andrew Dundon

Dept of Premier & Cabinet

Sally McIntyre, Lucy Watts

Dept of Prim
ary Industries

Matt Benson, Daphne Cohen, Brett Miller

Dept of Sustainability and Environment

Shaun Ashdowne, Michael Elg, Susan Brown, Jason Rooth

Dept for Victorian Communities

Meigan Geileskey, Richard Woodman

Public Records Office of Victoria

Howard

Quenault

Victoria Online

Richard Botto

Australian Centre for Moving Image (ACMI)

Carolyn Foster, Andrew Robinson, Carolyn Guerin

Whitehorse Strategic Group

Peter Lowe

Melbourne Port Corporation

Tony
Ljaskevic