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 council’s 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 user’s answer (free text
field, radio buttons, checkboxes or dropdown
list)
4 Field values to validate the user’s 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 council’s
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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