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Universal Institute of Technology Pty Ltd

T/A Universal institute of Technology


Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

Your organisation Wilson Jones has been awarded the following tender from National Archives of
Australia:

ATM ID: NAA RFT 20xx/1058


Agency: National Archives of Australia
Category: 81110000 - Computer services
Close Date & Time: 15-Aug-20xx 2:00 pm (ACT Local Time)

Publish Date: 15-Jul-20xx


Location: ACT Canberra
ATM Type: Request for Tender
APP Reference: NAA20XX-1
Multi Agency Access: No
Panel Arrangement: No
Description:

Wilson Jones is being sought for the technical upgrade of the Archives’ website Destination:
Australia. In order to ensure the best value for money and optimal functionality (for the website and
related exhibition interactive) going forward, it is necessary for the website to be transferred from a
proprietary CMS to a commonly available CMS (including, but not limited to, an Open Source CMS).
(CMS- Content Management System)

The website will enable the National Archives of Australia to collect user contributed data about the
photographic collection featured on the site. The interface must be modern, engaging and user-
friendly, designed to meet the needs of people of all ages, and differing levels of computer and
English literacy. The website must interact successfully with an exhibition interactive via an existing
API. There is an option for hosting, maintenance and support services to be provided from contract
execution until 31 December 20YY.

Timeframe for Delivery: December 20XX with a possible extension of up to 3 years for hosting and
maintenance.

The Requirement
The National Archives of Australia (Archives) (the Customer) is responsible under the Archives Act
1983 for the preservation and storage of Commonwealth records, including the archival resources of
the Commonwealth.

This procurement request relates to the website redevelopment and hosting and maintenance
services for website Destination: Australia. The current website is located at
https://www.destinationaustralia.gov.au

The photographs showcased on this website are part of the Immigration Photographic Archive
(Series A12111). This collection comprises more than 22,000 black-and-white and colour
photographs taken by government photographers between 1946 and 1999 to record the arrival and

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

settlement of migrants in Australia after World War II. The photographs were used in newspapers,
magazines, posters, brochures and displays to promote Australia as a prosperous welcoming nation
to potential migrants and to reassure the Australian public that new migrants would readily settle
into the Australian way of life.

In 2014, Destination: Australia was upgraded to encourage users to upload their own photographs
and stories to share their migrant experience, further adding rich personal context to the Archives’
collection. These ‘Feature Stories’ are also available (via an API) in a ‘Globe’ interactive in the
Archives’ exhibition A Ticket to Paradise, which is touring nationally from April 2016 to September
2019.

Required
• Redevelopment of existing website Destination: Australia
• Software to be either open source or common-use proprietary Content Management System
(CMS)
• One website prototype round, with testing and feedback
• Website testing including content review
• Final revisions
• Final testing and bug fixes
• Website handover
• Final documentation including website style guides, master templates, admin user
guidelines, technical specifications. This must be written in English with clear instructions for
non-technical experts to operate the CMS.

Optional
• External hosting and ongoing support with a service level agreement (3 years).
• Updates and post implementation changes in response to user feedback

Required deliverables
API compatibility
• The website must continue to work with the pre-existing API linking the content with an
exhibition interactive
• The administrator account to the Destination: Australia CMS must have a check box function
that allows the administrator to select which feature stories will be published through the
API to the exhibition interactive.
• The API must be able to draw all user-added content in the selected feature stories,
including photographs, through to the linked exhibition interactive.
• The website will support sourcing and storing its data from the Archives’ API, according to
API calls provided by the Archives, to ensure valid, up to date data is displayed on the
website.
• The website must successfully GET, POST and PUT and DELETE data using the API within
agreed timeframes.
• Data from the API contains a mix of official records and user generated content

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

• API compatibility and function must be maintained at all times until December 2019
• The successful supplier will be provided with further documentation on the API.

Accessibility/compatibility
• All elements of the solution must comply with the relevant Australian Government
mandatory criteria including meeting Web Content Accessibility Guidelines (WCAG) 2.0 – to
Level AA. Refer to the Australian Government Digital Transformation Office website for more
information – https://www.dto.gov.au/standard/design-guides/
• Any online forms should include identifying mandatory fields, error validation and error
suggestion on input fields (e.g. include @ for email addresses), as per the WCAG 2.0 Level
AA.
• All elements of the solution must display consistently across popular Windows, Macintosh
and Linux browsers including Internet Explorer (V9 up), Firefox, Chrome, Safari and Opera.
• Code to ensure ease of use and accessibility from desktop, tablet and smart phone / mobile
platforms using responsive interface design.

Privacy, security and intellectual property


• Data captured in online forms should reflect the Australian Privacy Principles (which unify
the National Privacy Principals and the Information Privacy Principles) and security
obligations of (ASD). Including any updates to how data should be stored according to the
Australian Privacy Principles or security obligations.
• Website security appropriate to support administration module, members’ pages, API
developer key hidden and enables encryption of stored data including indexes and
registered user’s personal details e.g. email address.

Hosting
• The website application must be built to be hosted externally to the Archives’ IT
infrastructure taking into account data sovereignty, data protection controls (see the
Australian Government Protective Security Policy Framework (PSPF) and Information
Security Manual) and compliance with the Privacy Act.
• Please see ‘Optional Deliverables’ for information on the optional hosting component of this
procurement process.

Aesthetic design
• The aesthetic design of the website must be maintained for the upgraded website.
• Style guides and other necessary components will be provided to the successful Supplier.

Content Management System


• The website must support formats to enable crowd sourced data and display of collection
data including images.
• The solution must provide an easy way for administrators to view and record user-generated
activity across the site from within the administration CMS.

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

• The website’s supporting CMS or web application must have both a design and source
interface enabling recognition of user contributed data and has the ability to manage full
user administration and content moderation in-house. This must include tasks such as
updating all content (including descriptions on collection photographs), monitoring and
moderating user-generated data and where necessary, blocking, removing, editing and/or
extracting user-generated data.
• Administration module must be secure
• Administration page displays name (as well as screen ID) of contributing users
• The solution must support Google Analytics for website visitor statistics and pre-scripted
database reports for listing and exporting all user generated content.
• The website must comply with records management requirements to enable the website to
be archived with user-generated data extracted (e.g. XML, CSV format and image formats)
with relevant references for future re-purposing.

Email notifications to administrator


• Email notification to be sent to destinationaustralia@naa.gov.au when a user adds a
comment, tag, person, location to a collection photograph, or adds a feature
story. Notifications should include a hyperlink to the new content in the CMS administrator
account.
• Email notification to be sent to destinationaustralia@naa.gov.au when a user reports
comments or other content. Notifications must include a direct hyperlink to the reported
content.

Public user login


• Website users have the option of browsing and searching the website without registration.
Anyone wishing to input data to the website must register and login with a unique email
address and passphrase.
• Existing usernames and passwords must carry over to the redeveloped site
• Profile must include an online form for users to contact Archives to remove or edit their
user-added content
• Optional: ability for the user to ‘link’ together multiple stories that they have contributed by
the user, or to allow sorting by tag with username. The published feature story page would
display a link to take viewers to the related stories.

Navigation
• Website navigation must align with pre-existing information architecture for Destination:
Australia.
• Breadcrumbs must be added to the top of each page to enhance user navigation

Search function
• Ability to query search and return search results, this will be supported through the API calls,
and the interface will need to be configured to return merged search requirements and
apply search parameters (e.g. filters) for the Discovering Anzacs interface.

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

• Required: free text feature stories and comments contributed by users must be posted back
to the API to become searchable on Destination: Australia.
• User-added tags on stories must be posted back through the API to become searchable.
• User-added locations on stories must be searchable and clickable to sort stories by place
• Adding terms to the search parameters should refine the search (it currently expands the
result field)
• The website must include all images within the A12111 series/collection, and search results
must display all relevant images. Check that search picks up all photographs in collection (or
that Destination: Australia captures all images in A12111) – e.g. searching for “Petrus
Mouwmans” does not give a result, although it is listed in RecordSearch: A12111,
1/1963/14/9.
• Results distinguish between feature stories, collection items and user added photographs.
• Results able to be sorted by category (feature story, collection item) or by date range
(earliest to latest or vice versa)
• Image title to appear at the top of the results display (currently “view this photograph”).
• Hit highlighting - the search interface will support search term (eg. keyword, name) hit
highlighting using bold or similar

Updates/fixes to ‘add your story’ form (see Attachment B for images of changes)
• All free text fields must allow users to copy and paste text from other programs.
• The fields ‘Year’, ‘Country of origin’, ‘Theme’ and ‘Photos’ (at least one) must be compulsory

Adding images
• ‘Add photos’ must be moved to location above ‘Add Your Story’
• When adding an image from the website, the citation and image caption must also be
imported. The citation (e.g. NAA: A12111, 2/1969/4A/18) must be locked in, with the option
for the user to personalise the caption.
• When adding an image from the website, users must be able to search by collection control
symbols and non-consecutive key words.
• When adding an image from the website, user has the ability to refine the search using date
range.
• When adding an image from the website, clicking ‘enter’ after typing keyword must initiate
the search (currently takes user to blank error page).
• ‘Add image from website’ search must return all results available through Destination:
Australia.
• The website must perform checks to ensure the user is uploading an accepted size and
format (e.g. png, jpeg) and provide error messages where limits are exceeded.
• Optional: add a new function to allow users to select from their ‘Favourite’ images to add to
their story.
• Optional: users able to crop images before they upload.

Add your story


• ‘Add your story’ text field must allow simple formatting: paragraph breaks, italics.

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

• Must display Latin diacritics (accents e.g. acute é, grave è, circonflex ê, caron č; dots e.g.
diaeresis ë; cedilla ç, ogonek ą).

Feature story publishing process


• Selecting ‘Preview’ must save a copy that allows for the user to return and edit content. This
draft copy must not be publicly available at this stage.
• Selecting ‘Save your story’ (on contribution form page) or ‘Save and submit’ (on preview
page) submits the story to the CMS and publishes the feature story on the live website
• Stories are automatically published on submission.

Feature story display page (front end)


• On published feature stories, viewers must be able to click on categories (year, country, tags,
locations) to bring up a list of any other stories/images with the same user-added metadata
• Must display Latin diacritics (accents e.g. acute é, grave è, circonflex ê, caron č; dots e.g.
diaeresis ë; cedilla ç, ogonek ą)
• Must display simple formatting: line breaks, italics
• Images must be able to open for larger display in a lightbox, with accompanying caption
• Optional: where a user has added a photograph from the website, the image on the
published feature story page links back to the image display page for the particular record
(i.e. with metadata, comments, tags etc.).
• Optional: if users add data to ‘location’, map with tagged locations should be shown on
published feature story page.

Record display page (front end)


• Required: create ‘order record’ button that takes the user through to PhotoSearch result for
that image and the associated ‘ordering images’ text box.

Home page
• Optional: preview of ‘Feature stories’ displays feature stories at random

Testing
• The Supplier must outline the project plan and team roles and the testing strategy and plan.
It should also include any handover files and documentation to be provided for
implementation.
• Extensive testing will be required prior to the website launch. This includes iterative testing
during development, implementation of changes and subsequent re-testing.
• On implementation and handover, the Destination: Australia website should be fully
functional and populated with relevant content and data. As part of the website handover,
training sessions and support documentation for nominated administrators will also be
required.
• Testing must include success of API calls to/from the Destination: Australia website for
creation, deletion, updates and retrieval of data in conjunction A Ticket to Paradise? ‘globe’
interactive.

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

• The National Archives will determine when the website is ready to be launched and the
date. However, the supplier must be able to meet the nominal launch date of 25 October
2016.

Acknowledgements
The banner (visible on all pages) must include:

• Destination: Australia web tile


• Multi-agency logo for the National Archives of Australia and the Department of Immigration
and Border Protection (to be provided by the Customer)
• The following tagline:
o ‘The National Archives acknowledges the support of the Department of Immigration
and Border Protection for the Destination: Australia website’, with the text
‘Department of Immigration and Border Protection’ hyperlinked to the website
https://www.border.gov.au/

Progress meetings and reports

The successful Supplier will be required to:


• Attend the project kick-off meeting (face-to-face / teleconference)
• Attend regular updates at an agreed time and day, at least fortnightly.
• Attend scheduled project meetings to report at key milestones or deliverables throughout
the project.
• Communicate any issues which may impact agreed project tolerances as they occur
• Attend project wrap-up meeting with final deliverables and website handover including
report/documentation.
• Work collaboratively with National Archives staff and Suppliers to meet expectations and
resolve issues.

Optional
• Should the option of host services be agreed to by the Customer, the Supplier must attend
ongoing support meetings or maintain regular communication as required, up until the end
of the contract.

Project Management Requirements


• The Archives will delegate and nominate a Project Manager who will be responsible for
liaison with the successful supplier in relation to management of the contract and overall
service delivery.
• Potential Suppliers must specify all staff and subcontractors proposed to complete the work.
• The successful Supplier will be required to nominate a Project Manager as the primary point
of contact for the Archives. This person will be responsible for the management of the
contract as a whole and for liaison with the Archives’ Project Manager.

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

After delivery
The Supplier must commit to providing defect resolution in the post-launch period, up to 30 April
20xx, in response to Archives user testing and feedback. In this period the Supplier must complete
full internal testing and bug fixes before any solution release for publishing.

Optional deliverables

Hosting and maintenance


The Potential Supplier should provide a response for an optional service level agreement, to host the
website externally to the Archives’ infrastructure, provide ongoing maintenance and support until 31
December 20XX.
• The website application must be hosted externally to the Archives’ IT infrastructure taking
into account data sovereignty, data protection controls (see the Australian Government
Protective Security Policy Framework (PSPF) and Information Security Manual) and
compliance with the Privacy Act.
• Quality of service requirement in order to maintain its effectiveness; available 99% of up
time annually and has appropriate back-up (with equal features to meet above-mentioned
data security and privacy requirements) scalability options and recovery processes.
• Response time for issues to be negotiated and confirmed with the successful Supplier.

Capability to function with future API’s


Potential to link with National Archives’ and external sources’ collections and data, via API’s that
may be developed in the future.

The Communications Director of the National Archives of Australia is the and the client side project
manager.

Student will play the role of the Project Manager for the National Archives Australia project at Wilson
Jones

The CEO of Wilson Jones is the Project Sponsor, and along with the CFO, also forms the steering
committee.

The project team comprises the following members:


• Requirements analyst (you) and Project Manager
o Key tasks include:
 Elicit client requirements
 Analyse client requirements and establish goals
 Document client requirements and establish product specifications
 Communicating requirements and specifications to other team members
 Communicating project governance and implementation plans to project team
 Managing implementation of the project

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

• Development team leader


o Key tasks include:
 Managing UX and UI design, front end development and back end development
 Managing and monitoring work schedules and team responsibilities
 Managing product quality
 Liaising with Requirements Analyst and Quality Assurance Specialist
 Providing project updates and reports to Project Manager

• UX and UI designer (part of development team)


o Key tasks include:
 Creating information architecture (i.e. decide how information is organized and
presented to the user)
 Developing wireframes (product blueprints that show the web application’s
structure)
 Developing product visuals and style
 Creating prototypes for user testing

• Front end web developer (part of development team)


o Key tasks include:
 Developing HTML+ CSS code
 Developing JavaScript code
 Developing interface of the website
 Ensuring cross platform compatibility of the website

• Back end web developer (part of development team)


o Key tasks include:
 Writing server-side scripts
 Creating and manage databases
 Integrating the application with cloud computing services
 Developing or integrating a Content Management System
 Implementing security standards
 Testing products
 Maintaining server infrastructure
 Updating website

• Quality Assurance Specialist


o Key tasks include:
 Preparing website testing strategies (such as AB testing, and focus groups)
 Testing software quality
 Testing the user interface and app compatibility with various browsers

• Development operations (DevOps) engineer and system administrator


o Key tasks include:
 Testing products

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC
Universal Institute of Technology Pty Ltd
T/A Universal institute of Technology
Address: Level 1 131 Queen Street, Melbourne, VIC-3000
Ph No: 03 9600 0087, Web: www.uit.edu.au
Email: info@uit.edu.au, ABN No: 33126585920

 Updating website
 Maintaining server infrastructure – ongoing even after project completion

For this project, it is project managers responsibility to liaise with client on all aspects of the
development process as this is the biggest project your organisation has undertaken, and you do not
want information to be communicated from multiple points of contact as it becomes difficult to
manage. On smaller projects, designers and developers often communicate with clients directly to save
time. However, for this project all the Project Manager must initiate or be included in all communication
with the client.

Version 1, 2020, Next Review: 22 April 2021


Create by: VAM, Approved by: TAC

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