VICTORIAN 32 COUNCIL EASYBIZ EXTENSION CONSORTIUM
EasyBiz Project Web Services Framework Specification,
Contract No. CT060718 Closing date: Wed 06 Sep 2006 - 1400 Melbourne time
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7.3 STAKEHOLDER NEEDS
7 ??? ?? 7.1 ??? ?? 7.2 Operational Needs 34 7.3 Stakeholder Needs - THIS WEB PAGE 36 7.4 EasyBiz Data Elements 50 7.5 Information/Data Exchange 50 7.6 Operational Policies and Standards 53 7.3 Stakeholder Needs This section describes the stakeholder needs that the EasyBiz system must satisfy. Table 10 - Stakeholder Needs provides a list of needs, and which EasyBiz system functions they relate to. TABLE 10 - STAKEHOLDER NEEDS A Identify forms Step 1 B Search/browse browse for a form Step 5 C Identify Council and Council form to be lodged Step 7 D Determine whether compliant can be lodged Step 9 E Download or complete form Step 10 F Submit Form Step 14 G Submit Payment Step 16 H Manage profile and history of applicant Step 24 I Manage partially completed form Step 29 J Manage Decision Tree Step 34 K Manage Forms Step 40 L Manage Security and Access Step 50 M Manage Reports Step 59 N Manage Distribution of Forms Step 61 O Manage Distribution of Payments Step 69 ST ID EASYBIZ PROCESS STAKEHOLDER NEED 1 Identify Forms (responses to Enable a small/home based business to learn about evaluation questions) related services offered by council which the small/home based business can enquire about e.g. training in food handling 2 Enable a small/home based business to read guiding information that relates to their activity to assist in them selecting a response to either an evaluation or determining question. This can include text based information, linking to other websites and downloading information. 3 Enable a small/home based business to respond to an "evaluation question" by selecting a pre-defined response and being presented with an outcome of either: A Answer another evaluation question; B View a list of permits for a council that need to be lodged C View a message that no permits are required D View a message that the small/home based business should contact council 4 Enable small/home based business to enter the name and address of the business premise that wish to apply for a permit/licence or registration and for EasyBiz to inform the user that the premise is a valid and known premise in a local council. If the premise is not known or valid within a local council, the user will be asked to either re-key the address or proceed on the basis that this property doesn't yet exist. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 5 Search/browse browse for Enable small/home based business to search for a form a Form by entering one or more keywords 6 Enable small/home based business to browse for a permit application by selecting a council and then selecting a form. Small/home based business should be able to select council, select type of permit/licence/registration and view a list of the relevant permits/licences/ registrations that can be applied form. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 7 Identify Council Form Enable a small/home based business to view a list of to be lodged forms that the small/home based business is required to lodge with a council based upon their responses to the evaluation and determining questions. The information to be presented about the form should include: A Name of form; B Council that form is to be lodged with; C Number of days that the form must be lodged prior to the activity being conducted; D Description of the form; E Version of the form e.g. date that the form was last amended by council F The area of council that is responsible for the form and their contact details 8 Enable a small/home based business to view what permits they need to already have approved by council prior to lodging a request for another permit. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 9 Determine whether compliant Enable a small/home based business to view a list of form can be lodged "rules" that the small/home based business must be (responses to determining willing to agree to in order for their permit and rule questions) application to be considered. The permit may be granted on the basis of the small/home based business agreeing to adhere to the conditions without the need to provide further supporting information. The small/home based business will be able to select from pre-defined responses for each set of "rules". The pre-defined questions include: A Accept/comply with B Don't accept/don't comply with The outcome of the response to the "rule" based question can be: a Proceed with lodging form b Don't proceed with lodging form c Answer another set of rule questions Enable a small/home based business to view what supporting information they are required to lodge with their permit application to council. The small/home based business should be able to view: 1 Name of supporting information required 2 Description of supporting information required e.g. what must be addressed by the supporting information 3 Specifications for the supporting information e.g. formats, scales 4 Quantities required ST ID EASYBIZ PROCESS STAKEHOLDER NEED 10 Download or complete Form Enable a small/home based business to be able to enter the required information into a form which has validated fields. A validated field can include: 1 A list of predefined responses 2 A validated number of characters that need to be entered 3 A mandatory or optional field depending upon responses to previous questions 11 Enable a small/home based business to pre-populate a permit, licence and registration form with the following information: a The users EasyBiz profile e.g. name, their address, name of business b Data that has entered into the same permit, licence and registration form for another council and is also required by the council the user is about to lodge the form with 12 Enable a small/home based business to download a form to their own computer. The form can either be printed or attached to an email for lodgment. The small/home based business must still be able to enter data into the form using their computer and have the form validate the data. The small/home based business must still be able to print the form and lodge the printed form. In addition the small/home based business must be able to complete the form by hand writing the responses. 13 Enable small/home based business to save at any point a partially completed permit application form. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 14 Submit Form Enable a small/home based business to submit a validated and verified form to council. Enable a small/home based business to view an acknowledgement that the form has been lodged with council and council is processing the application. The small/home based business should be able to obtain a lodgment number which they can use to follow up with council regarding the status of their permit application. 15 Enable a small/home based business to see the number of steps required to complete the form, the number of steps they completed and the number of steps they are still required to complete in order for the form to be lodged (including payment to be made, supporting information to be attached) ST ID EASYBIZ PROCESS STAKEHOLDER NEED 16 Submit Payment 17 Enable a small/home based business to view the cost of the permit. The cost should include the line items of the cost and be presented as inclusive GST amount. 18 Enable a small/home based business to either: 1 If the small/home based business intends to lodge with a council or councils applications for the same (same forms but being lodged with a number of councils), different (lodging forms for different permits, licences and registrations with a council) to view the collective cost of all forms and pay for the all forms in a once off payment; 2 Pay for each form individually 19 Enable a small/home based business to select if they wish to pay for the permit through EasyBiz. Payment via EasyBiz is an option that may or may not be provided by a particular council. 20 Enable a small/home based business to pay the correct fee for the application/s (pre-populated on basis of cost of permit) via the payment gateway/s nominated by each council for which the payment is made. 21 Enable a small/home based business to review payment details provided and verify that they wish to continue with the payment. 22 Enable a small/home based business to view that their payment is being processed. 23 Enable a small/home based business to view the outcome of the payment request e.g. payment accepted, payment rejected. If payment is rejected, provide the reason why payment has been rejected. If payment has been accepted, enable the small/home based business to obtain a receipt number and download/print a receipt. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 24 Manage profile and history Enable a small/home based business to create an EasyBiz of proponent and applicant profile including the creation of a username and password. The profile should include basic contact information. 25 Enable a small/home based business to edit their EasyBiz profile. 26 Enable a small/home based business to utilize the credentials established with another portal for access to EasyBiz. 27 Enable a small/home based business to view what forms they have lodged with council and when. 28 Enable a small/home based business to be authenticated as business registered to operate in the State of Victoria. Small/home based businesses that are not registered to operate in the State of Victoria will be unable to use to EasyBiz. Enable small/home based businesses that are not registered in the State of Victoria to be directed to where they need to register their business. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 29 Manage partially completed Enable small/home based business to view a list of forms partially completed forms and filter the list of partially completed by type of form e.g. planning, building, local laws 30 Enable small/home based business to retrieve a partially completed form. 31 Enable small/home based business to complete the partially completed form and lodge the form. 32 Enable small/home based business to complete additional fields of the form or change already completed parts of the form and the save the form again. 33 Enable small/home based business to view a partially completed form and to easily and quickly see which fields of the form have yet to be completed or what supporting information needed to lodge with the form has yet to be lodged. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 34 Manage Decision Tree Enable council to add, edit and delete evaluation (evaluation, determining and questions. rules questions) The council will be able to record the question and determine a status for the question e.g. whether active or inactive. This involves assigning an outcome to the evaluation question. The outcomes that can be assigned include: 1 Permit required - display appropriate application form 2 No permit required - exit system or return to "home page" 3 Go to another evaluation question 4 Go to a determining question 5 Contact council for further information 6 If the outcome is "Go to another evaluation question" enable the council to assign another evaluation question. If the outcome is permit required, the council must be able to indicate which permit is required. More than one permit can be linked to an evaluation question. 35 Enable council to add, edit and delete a "determining question" that specifically relates to their council. This involves recording what the determining question is and a status for the determining question e.g. active or inactive. This involves assigning an outcome to the determining question. The outcomes that can be assigned to a determining question are: 1 Permit may be allowed - display appropriate application form 2 Permit unlikely to be allowed - user can exit system, return to "home page" or reconsider requirements and proceed 3 Go to another determining question 4 Contact council for further information This involves being able to display for the user information to assist them in answering the question. The types of information that can be presented include text, documents that can be downloaded and website links. 36 Enable a council to add, edit and delete sets of rule based information that relate to a specific transaction/ form for their council. Council will be able to select from a list of predefined rule groups that have been created for a specific type of transaction/form. The council will be able to populate specific documents/ hyperlinks/statements for that rule group which will assist the small/home based business to determine their response to the question. 37 Enable council to create a "decision tree" by linking together a set of evaluation questions and determining questions to a specific form(s) and assigning to that form or questions a set of rule based information. Enable council to uniquely identify the decision tree. 38 Enable council to search/browse for a decision tree which may have been created by another council, select the decision tree and copy it to use for their own specific council. 39 Enable council to record for a specific form/transaction any form/s that the small/home based business may need to apply for once council has approved the permit application ST ID EASYBIZ PROCESS STAKEHOLDER NEED 40 Manage Forms Enable an EasyBiz Central Management Authority to create and maintain a standard form (type of questions and responses to the questions) for all EasyBiz transactions. A council will select the standard form and customise the form to meet their specific requirements. Enable council administrators to be alerted should the Central Management Authority make an amendment to a standard form. Council will response to the alert by choosing whether to accept the amendments to the form or not. The amendments may conflict with customisation that the council has applied to the permit. Enable Central Management Authority to manage versions of the standard form for a transaction. The Central Management Authority should be able to retrieve past versions of the form. 41 Enable a council administrator to control the display of the form and the decision tree. The control of the display of the form and decision tree involves: 1 Being able to insert and position graphic items (e.g. a council logo) onto a webpage 2 Being able to use the councilís corporate colours or a graphic as the background for the webpage 3 Being able to insert and format text The council administrator will be unable to control: a The text font b Underline any text c Use italics d Change the font size of text 42 Enable a council to manage forms for each transaction - The ability to create, edit and delete a form from EasyBiz. The elements of a form that can be created, edited or deleted include: 1 Name of form 2 Question - text that instructs/prompts a response from the user 3 A field type for the userís answer (free text field, radio buttons, checkboxes or dropdown list) 4 Field values to validate the userís answers (free text includes limit on characters and type of characters, other types include ability to define values to be shown and min/max number of items a user can select) 5 Destination - define for every possible response what page (question or form) is to be shown to the end user once they have successfully responded to a question. 43 Enable council maintain cost data in regards to the cost of a permit/registration and licence within councilís own systems and the cost data passed to EasyBiz every time an amendment is made to cost structure. Enable EasyBiz to display to the end user based upon the responses to evaluation questions and the permit/licence and registration form selected by the user, the cost to submit that permit, licence and registration. The cost can be a standard once off fee or it can be a variable fee based upon a criteria of what zone is the business in, what type of business etc 44 Enable council to add, edit and delete a list of supporting information requirements that the small/home based business must lodge with their permit application. For each type of supporting information requirement, enable council to either add or edit: 1 Name of supporting information requirement 2 Description of supporting information requirement e.g. guidance as to what should be addressed by the supporting information requirement 3 Specifications - specific formats or scales that the supporting information must adhere to 4 Quantity - the number to be lodged 45 Enable Central Management Authority to manage a list of keywords (metadata) about a permit/licence/registration. This involves adding to the metadata standard, removing metadata elements. 46 Enable a council to manage the metadata associated with the permit/licence/registration application form. This involves creating a metadata profile, editing the metadata. All forms should be searchable on the metadata profile. 47 Enable a Central Management Authority to manage an EasyBiz disclaimer message. The EasyBiz disclaimer messages outlines the responsibility that EasyBiz and councils using EasyBiz has for the "content, information and decisions tree" made available to end users. 48 Enable a council administrator to manage the allowable file size of an attachment an EasyBiz user has made to the form they wish to lodge. Council administrator will be able to state the file size of an attachment that is acceptable to council. If an EasyBiz user tries to attach a file that exceeds the allowable file size, EasyBiz will reject the attachment. 49 Enable a council administrator to select from one pre-defined list of file types, the type of file formats that the council is willing to accept for each specific permit, licence and registration application. The predefined list will include PDF, JPEG, TIFF, GIF and other agreed CAD (Computer Aided Drawing) file format types. If an EasyBiz user tries to attach a file which is not one of the allowable file formats, the EasyBiz system will reject the attachment. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 50 Manage Security and Access Enable a Central Management Authority to assign one or more roles to one or more representatives of a council. The roles that can be assigned will enable the council representative to manage forms and decision trees for one or more specific councils. 51 Enable council to submit a request for one or more representatives to be granted administration rights for that council relating only to the council's decision tree and forms. 52 Enable the Central Management Authority to acknowledge the receipt of the request and either approve or reject the request. If the request is to be rejected, record the reason for rejecting the request. If accepted, record date/time/userid of person accepting the request and attach to the audit record of the original request. 53 Enable Central Management Authority to assign to approved requests a username and password to enable the council to access the administration modules of EasyBiz. 54 Enable Central Management Authority to view a list of council administrators, select a council administrator and either edit the username or password or change the status of the council administrator from active to inaction or if already inactive back to active. 55 Enable council to create an EasyBiz user profile. Council can complete the lodgment of forms for applicants and council should be able to use EasyBiz to lodge those forms e.g. councils with geographical dispersed customer service locations could lodge forms via EasyBiz if they don't have a web based facility on their intranet to lodge forms. 56 Enable a council administrator to view a list of forms which have been lodged (name of form, when lodged, who lodged form) 57 Enable a council administrator to view a list of forms which have been partially completed but yet to be lodged by the small/home based business (name of form, who is preparing form) 58 Enable council administrator or representative to create a report of forms lodged by selecting name of business, type of form/transaction, a date period (to and from date), a time period e.g. between 8am - 8pm ST ID EASYBIZ PROCESS STAKEHOLDER NEED 59 Manage Reports Enable a council administrator to create demographic profile reports using the transaction data held in EasyBiz. A demographic profile report includes reporting the quantity and frequency of 1 A permit, licence and registration application being received by council in a specific date and time period 2 A type of permit, licence and registration application being received by council in a specific data and time period 60 Enable an EasyBiz Central Management Authority to create demographic profile reports using the transaction data held in EasyBiz. The transaction data held in EasyBiz will not be attributed to any individual or individual business. A demographic profile reports includes reporting based upon one or more of the following parameters: a The frequency and quantity of an individual permit, licence and registration application for all or selected councils; b The frequency and quantity of type of permits, licences and registration applications for all or selected councils; c The frequency of new users signing up to use EasyBiz; d The quantity of registered EasyBiz users; e The quantity of registered EasyBiz users who have used EasyBiz but not submitted a permit, licence or registration application; f The quantity of registered EasyBiz users who have used EasyBiz and have submitted a permit, licence and registration application in the last 24 hours, last 5 days, last 10 days and last month ST ID EASYBIZ PROCESS STAKEHOLDER NEED Manage Distribution of Forms 61 Enable council to manage the format by which they will accept the permit application. The formats that can be selected (one or more can be selected) include: 1 Download form - fax or mail form 2 Download and email the form 3 Via web services (automated the receipt of the forms data from EasyBiz into council back-end system) 4 Specific a council email address that the transaction data (form data, supporting information, payment information) is sent to 62 Enable a council to receive from EasyBiz a dataset for a completed form in a format that is compatible with the council's own back-end system. 63 Enable a council to send an acknowledgement to the small/home based business user that has lodged the form that the form has been lodged and a lodgment number which can be used by the small/home based business to track the progress of assessing the permit application. 64 Enable a council administrator to create a report detailing the number of forms: 1 Downloaded from EasyBiz 2 Lodged via EasyBiz directly to the council's own system. 65 Enable a council to receive with the dataset, any documents lodged as supporting information for the permit. The documents lodged should contain the name of the document, which should be derived from the name of the supporting information that the document satisfies. 66 Enable council administrator to generate a report on demand which lists which forms (name of form, who lodged form and when) have been lodged by EasyBiz and successfully received by council. 67 Enable council administrator to identify council representatives and their email addresses to receive notification that a form has been submitted, how it was submitted (fax, email, file upload) and any items requiring attention in relation to that transaction (e.g. payment outstanding, supporting documents yet to be filed, etc) 68 Enable council administrator to generate a report from EasyBiz on demand which lists forms that have been completed and lodged from EasyBiz and which have not been received yet by the council's backend system. This report should describe the name of the form, when the form was lodged from EasyBiz, who was lodging the form, if the payment for the permit was approved or not. ST ID EASYBIZ PROCESS STAKEHOLDER NEED 69 Manage distribution of Enable council to optionally receive from their own payments designated payment gateway provider the approved payment for the permit (name and registered user id of small/home based business, amount paid, date payment received, the receipt number generated by the payment gateway provider). 70 Enable council to generate a periodical report listing the approved transactions managed by the payment gateway. 71 Enable council to generate periodically a report listing the transactions rejected by the payment gateway provider. RUBAC Electronic Information Management Methodology Copyright of Hamme Family Trust
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Revised: S: 22:56 Sat 2006/08/26 Syd 2089
F: 01:13 Sun 2006/08/27 Syd 2089
Who: aer
Authorised: prh
Created: 09:45 Tue 13/06/2000 Syd 2065
By: kmb
Revision: 3a4h1.002
Original Page: 3a4h
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