USER EXPERIENCE TASK FORCE
Meeting Minutes
Date: November 5, 2013
Time: 9:00 AM
Place: Larson Building, Room 116
Next Meeting: December 6, 2013
Place: Larson Building, Room 116
Task force members attending:
Appointed by Governor Rick Scott
Jason Allison, Information Technology Policy Advisor, Executive Office of the
Governor (Chair)
Appointed by Chief Financial Officer Jeff Atwater
Charles Ghini, Chief Information Officer, Department of Financial Services (Vice
Chair)
Appointed by Senate President Don Gaetz
Barbara A. Petersen, President, First Amendment Foundation
Appointed by Speaker of the House Will Weatherford
Jordan Raynor, Co-founder and Partnerships Director, Citizinvestor
Meeting began at 9:00 A.M.
1. Call to Order Chair Allison began the meeting by welcoming all User Experience Task Force
members and all members of the public in attendance.
2. Roll Call The Administrative Assistant called the roll. All Task Force members were in
attendance.
Chair Allison introduced the following new member of the Task Force Staff who
were also in attendance:
Renee Fargason, Planning and Administration Coordinator, Governor’s Office of
Policy and Budget
Agenda item 2 was closed.
3. Chairman’s Opening Remarks -
Chair Allison recognized and thanked the staff of the User Experience Task Force
for the hard work they have put into this effort so far.
Agenda item 3 was closed.
4. Discussion of Scope Chair Allison referenced the Draft Website Evaluation Considerations (available
at the meeting) and asked Susan Wilson to walk the Task Force through the guidance
used to evaluate websites as in scope or not.
Ms. Wilson explained three main considerations when looking at the in-scope
spreadsheet. First, when the bill (HB 5401) originated in the Senate committee, there
were two main considerations. First, the bill addressed only the main state managed
websites that provided statewide fiscal and operational information.
Second, when the list of agency websites was compiled, agencies reported
websites that use the data from the statewide websites to give agency constituents a
particular view of the information. This was deemed duplicative information and
indicated as such on the spreadsheet.
Third, some websites exist that are not state-managed, but the information
contained on the website may be something the Task Force would like to communicate as
part of the design by linking to those pertinent to the audience (ie. University
information).
Lastly, the guidance provides definitions of the column headings. Ms. Wilson
explained each of these definitions.
Jordan Raynor asked if staff compiled a list of non-state managed websites. Ms.
Wilson stated that staff did not. Barbara Petersen asked what kinds of websites would be
considered not state- managed. Ms. Wilson listed local websites, universities, etc. Chair
Allison mentioned that the Joint Legislative Auditing Commission (JLAC) may have a
list of websites that are not state-managed. Action item: Susan will research this with the
JLAC. Charles Ghini mentioned “Logger,” a website where local governments upload
financial information to the Department of Financial Services. Action item: Dawn
Creamer will research public accessibility of “Logger” website.
Barbara Petersen led a discussion on the importance of University information.
Charles Ghini suggested linking to the information might be the best way to include it.
Chair Allison agreed.
Staff members were asked to go through their process of evaluation. Eliza
Hawkins was asked to go first. She explained each item as she researched it, and the
reasons behind her determination if in-scope websites.
Chair Allison asked whether the Task Force wanted to include agency-specific
websites in the scope. Charles cautioned against this as the scope could grow beyond
what is useful.
Barbara Peterson expressed her frustration at the current state of the websites she
visited.
All Task Force members agreed that they felt that the mission was to address
websites that provided a statewide view only.
Note: Dan Krassner from Integrity Florida asked via telephone if the information
discussed during the meeting was posted to the website. The information to be discussed
was available in physical format at the meeting as all Task Force members were in
attendance.
Chair Allison initiated a discussion about the definition of “State Financial and
Operational Data.” Discussion included the difference between operating and nonoperating budget. Eliza recommended a focus on the Operating Budget instead of the
General Appropriations Act (GAA). Action item: Eliza Hawkins will research and refine
the definition.
Charles Ghini suggested inviting subject matter experts (SMEs) to the meetings
for them to explain the purpose and function of their websites. He also stated that the
Task Force is going to have to define transparency in terms of frequency and other
attributes and that the website will need a disclaimer or note to the public regarding the
attributes/frequency of update of information available.
Barbara Petersen asked whether the Department of Agriculture and Consumer
Services’ (DACS) contract website included information that was also on the Chief
Financial Officer’s (CFO’s) statewide contract website (FACTS). Eliza Hawkins stated
that it included information not on FACTS and it is not in the same format.
The Task Force determined that the Auditor General website would be in scope
due to the statewide fiscal and operational purview.
Chair Allison asked if the Department of Legal Affairs has their own contract
website similar to DACS’ contract website. Action Item: Renee Fargason will reach out
to DLA to see if the DLA contract website includes information that is not on FACTS.
Florida Board of Governor’s website was discussed. Chair Allison stated that
while the website falls out of the scope of the Task Force-recommended website, it does
warrant further discussion as it contains information that may be beneficial and therefore
the website may be part of the recommendation as a consideration or linked website.
Chair Allison’s opinion is that the recommendation will be for a standardized website
that will incorporate the state government-managed websites and could incorporate any
other website’s information in the future. Action Item: Susan will review the JLAC
directive, work product, and recommendation and will provide to the Task Force.
It was determined that Legislative websites are state-managed and therefore in
scope.
Chair Allison gave members of the public an opportunity to speak to the Task
Force. It was stressed that the website should clearly define the scope.
Chair Allison asked Eliza Hawkins to explain the reason she included the EDR
(Revenue estimating) website. She explained that all state budgets are built with
information from this website. Chair Allison stated that he thought, based on the
explanation, that this website is in scope. Charles Ghini agreed.
Agenda item 4 was closed and the Task Force agreed to take a 10 minute break.
5. Work Plan Schedule Chair Allison asked if the Work Plan Schedule could be put into a formal project plan
(GAANT chart). Action item: Angela Burroughs will utilize project management tool
(MS Project) to input tasks, dependencies, etc. to produce GAANT charts and other
schedule management options.
Chair Allison also mentioned that while the dates looked as if the timelines were
appropriate to each task, he asked for a move of the Thanksgiving due dates. Action
item: Staff will revise schedule to ensure consideration of holidays.
Discussion centered around inviting SMEs to provide the Task Force information
on their websites. Action item: Charles Ghini will contact the managers of the websites
identified in scope to provide specific website information and invite to the next UETF
meeting for presentation and information gathering. Request presentation to be presented
before the meeting to the UETF members. Action Item: Jordan will generate questions to
be asked to the in scope website managers related to such issues as data sources,
frequency of updates, interoperability (etc.) and will send to staff.
Chair Allison also mentioned using the “Follow the Money” reports created by
The Federation of State Public Interest Research Groups (US PIRG). Action item: Jason
Allison will provide the current US PIRG transparency criteria and state rankings to the
UETF members.
Chair Allison also asked about the frequency of meetings. The decision was made
to go to monthly standing meetings, and also try to get two meetings in before Christmas.
Charles Ghini asked that the Task Force begin drafting the recommendation.
Action item: All members will review and begin drafting chapter language related to
UETF Report sections within each member’s area of expertise. Work with staff.
Staff will continue to assign tasks in the Work Plan Schedule, but all members are
able to work on the tasks that fall under their purview at any time.
Jordan Raynor made comments regarding his view of what the ultimate goal of
the website is. Chair Allison stated that he’d prefer to remain vendor neutral, but would
like to review the possibilities.
Barbara Petersen stressed the importance of the public feedback. She talked
about the options of soliciting public comment – written, at a meeting, etc. Jordan also
mentioned using technology to discover search terms, etc. Action Item: Chair Allison
will determine public meeting options available to the UETF regarding Ms. Petersen’s
recommendation for public meeting location in the middle of the state (Orlando or
Tampa). Action item: Ms. Petersen will draft a press release and send to staff director
for review. Action item: Dawn Creamer will create an email account for the public to
submit comment to the UETF and publish to the UETF website.
Agenda item 5 was closed.
6. Discussion of State Agency Website Inventory Combined with Item 4. Agenda item closed.
7. Public Comment A recommendation from a member of the public: create a user test group when
the website is being developed. It will save time and money in the long run. Chair Allison
noted the comment, and stated that the recommendation was a wonderful idea to consider
as a recommendation for the implementation stage of the website build. Chair Allison
asked the speaker to e-mail his comment to the Task Force.
Agenda item 7 was closed.
8. Adjourn Chair Allison adjourned the meeting at 11:57.