Website Governance Framework
2012-13 Website Reporting Requirements
Website Governance Framework: 2012-13 Reporting Requirements
Contents
1.
Introduction ............................................................................................................. 3
2.
Who does it apply to? ............................................................................................. 3
3.
Reporting Requirements ........................................................................................ 3
4.
Help / Assistance .................................................................................................... 4
4.1
OWRS Access................................................................................................ 4
4.2
Calculating Website Cost ............................................................................... 5
4.3
Reporting Instructions .................................................................................... 5
5.
Frequently Asked Questions.................................................................................. 6
6.
OWRS reporting definition and help notes ......................................................... 12
7.
Appendix 1 – Glossary of Terms ......................................................................... 16
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Website Governance Framework: 2012-13 Reporting Requirements
1.
Introduction
The purpose of the Website Governance Framework (WGF) is to assist agencies focus on
delivering information and services that are aligned to the needs of citizens and business,
and to ensure there is a consistent approach to the development and management of
websites.
Under the Framework, agencies are required to:

Complete a Business Plan for new and redeveloped websites to ensure websites
are designed to meet the needs of citizens in an effective and efficient manner.

Comply with the Common Web Elements and other standards and guidelines for
new and redeveloped websites to provide a consistent user experience across the
WA Government.

Comply with the Domain Name Policy for a more consistent approach to website
naming conventions.

Report annually on their website cost and related information about websites as a
basis for deriving ongoing improvement across the Public Sector’s online offerings.
2.
Who does it apply to?
The WGF was re-released under Public Sector Commissioner’s Circular 2009-02 in May
2008 and requires all Chief Executive Officers to ensure that their agency complies with
the Framework.
The requirements of the WGF apply to all entities as defined under section 3 of the Public
Sector Management Act 1994. This includes all agencies except those listed in Schedule
1 of the PSM Act.
Agencies that have one or more websites for part or all of the 2012-13 financial year is
required to report on their websites.
3.
Reporting Requirements
To comply with the Government's website reporting requirements, agencies are required to
complete the following three (3) reporting components through the Online Website
Registration System (OWRS) by 25 September 2013:
1. Report on any cost savings achieved in the 2012/2013 financial year that are due
to the consolidation and/or rationalisation of the agency's websites
Agencies are required to report on any savings achieved in the 2012/2013 financial
year that are due to the consolidation and/or rationalisation of the agency's websites or
related services and technology.
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Website Governance Framework: 2012-13 Reporting Requirements
For instructions on submitting cost savings information please see section 5.3 Reporting Instructions below.
2. Report on cost of website service delivery based on the TOTAL agency spend on
websites
Agencies are required to complete an assessment of their total agency spend on
websites for the 2012/2013 financial year. Five (5) categories of expenditure are
provided to assist agencies determine their spend on websites, and to ensure
consistency in reporting across agencies. A list of website related elements have been
provided as suggestions for calculating website cost – see the Website Cost Reporting
Worksheet.
For instructions on submitting cost savings information please see section 5.3 Reporting Instructions below.
3. Validate and update information relating to your agency's websites and domain
names
Agencies are required to validate and update information relating to each website and
domain name belonging to their agency. This information will provide a valuable base
for analysing the WA Government online offerings.
The OWRS contains a list of websites/URLs currently managed by your agency.
Please check this list for its currency, and add any new websites or domain names to
the list. Agencies are also asked to complete additional information for each website /
domain name in the OWRS.
For instructions on submitting validated and updated information on your websites
please see section 5.3 - Reporting Instructions below.
Agencies are required to submit all the information through the OWRS by 25 September
2013. Entering the information through the OWRS provides a more streamlined and
efficient process for collecting and analysing information about websites.
4.
4.1
Help / Assistance
OWRS Access
A login for the OWRS has been set up for each agency’s nominated website point-ofcontact – based on their email address as their username. Forgotten passwords can be
retrieved from the ‘retrieval function’ on the OWRS website. To access the OWRS, go to
http://websites.servicenet.wa.gov.au/websites/.
Please contact Department of Finance by email
websitegovernanceframework@finance.wa.gov.au:



for help accessing the OWRS
to find out your website point-of-contact
for any queries or help relating to the website reporting requirements
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4.2
Calculating Website Cost
A ‘Website Cost Reporting’ excel spreadsheet for calculating website costs has also been
provided as a working sheet for agencies.
Agencies can use this as a template for approvals from appropriate authorities (e.g. DGs,
CEOs, CFO, Executive Director Corporate Services) on the website costs information
before submitting it in the OWRS, and for their own record keeping and future reference.
The Website Cost Reporting Worksheet is available from the Department of Finance
website.
4.3
Reporting Instructions
The following is the process for reporting on cost savings and website spend in the
OWRS:
1. Login to the OWRS (http://websites.servicenet.wa.gov.au/websites/) – see section
5.1 above
2. Click on the ‘Our Details & Financials’ item from the top menu
3. Enter the financial data in the fields provided (half way down the page)
4. Click on the ‘Save Changes’ button to save your information in the OWRS.
The following is the process for validating and updating your website information in the
OWRS:
1. Login to the OWRS (http://websites.servicenet.wa.gov.au/websites/) – see section
5.1 above
2. Click on the ‘Our Websites’ item from the top menu
3. Check and update all your website details by clicking on the ‘Edit’ link in the Admin
column
4. Complete all the fields on this page. You may need assistance from the IT branch
to complete the information
5. Click on the ‘Save Changes’ button to save your information in the OWRS.
Submitting your reporting information:
Ensure you have completed all the reporting requirements before submitting.
1. Login to the OWRS (http://websites.servicenet.wa.gov.au/websites/) – see section
5.1 above
2. Click on the ‘Reports’ item from the top menu
3. A summary of the report to be submitted will be displayed
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4. Check that the information is correct. If you need to make any changes, update and
save your changes and resubmit your report
5. Click on the ‘Submit’ button to submit the report into the OWRS.
Note: If you need to make any changes after submitting your report, repeat the processes
above. The system will generate a new report and log each time you click on the ‘Submit’
button. Finance will only retrieve the latest version of the report you have submitted
through the system after the closing date (25 September 2013).
5.
Frequently Asked Questions
‘Frequently Asked Questions’ and examples relating to the reporting requirements are
provided below. A glossary of terms is available in Appendix 1.
How do I calculate cost savings?
Example 1:
We consolidated two websites into one. It cost $20,000 to maintain both websites
previously. It cost $20,000 to consolidate and decommission the websites into one. No
cost savings were achieved.
Example 2:
We consolidated two websites into one. It cost $20,000 to maintain both websites
previously. It cost $15,000 to consolidate and decommission the websites into one. A
cost saving of $5,000 was achieved.
Example 3:
We consolidated two websites into one. It cost $20,000 to maintain both websites
previously. It cost $30,000 to consolidate and decommission the websites into one. No
cost savings were achieved.
Example 4:
We decommissioned a website that was no longer required. It cost $20,000 to maintain
the website previously. It cost $5,000 to decommission and archive the website. A cost
saving of $15,000 was achieved.
Example 5:
We removed a section from our website that cost $5,000 to maintain. It cost $2,000 to
remove and archive the content. A cost saving of $3,000 was achieved.
Other areas where savings may have been achieved:

hosting costs, particularly where this is done externally and there is a specific fee
involved
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Website Governance Framework: 2012-13 Reporting Requirements

reduction in related tools that might be duplicated and there are licensing or hosting
costs involved, such as Content Management System and Search
What is a website?
A website is a logical set of interconnected web pages for a particular purpose. The
website usually includes a homepage, is generally located on the same server, and is
prepared and maintained as a collection of information by an autonomous organisation or
group within an organisation.
The following examples are considered websites:


http://wa.gov.au/
http://www.publicsector.wa.gov.au/
The following examples are NOT considered websites:


http://wa.gov.au/strongfamilies/
http://wa.gov.au/wittenoom/
Who is ultimately responsible for reporting on a particular website - the business
unit that owns the content or the IT department that hosts and manages the
website?
Directors General and Chief Executive Officers are responsible for the content, quantity
and quality of their websites.
The Web Manager and Business Owners for each agency website will be jointly
responsible for the completion of the Framework website reporting documentation.
It is anticipated that the agency’s nominated website point of contact (provided in the
Online Website Registration System) will have overall responsibility for the coordination
and submission of the completed documents to the Public Sector Commission.
I am the manager of a small business unit and my website is hosted and maintained
by the agency’s IT department. Who is responsible for reporting on the cost
information for my website?
The IT department and Business Owners for each agency website will be jointly
responsible for the completion of the cost information for each website, as the cost should
include the time taken within the business unit (e.g. content authoring) as well as the
hosting and maintenance provided by the IT department.
It is important that you liaise with your IT department to ensure that responsibility for
completing this aspect of your website report is clear.
How do we report on websites where the costs are shared with other agencies?
Report on your agency’s costs and include notes as to which agency shares the website
costs and details of the arrangement.
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We have a secure extranet site that is only accessed by staff. Should cost relating to
this site be included in our website cost reporting?
No. Any website that is accessed securely only by staff does not need to be included.
Do we need to report on web application costs?
Where possible, only provide the web interface cost for applications that are publicly
accessible. Where this is not possible, do not include the web application cost in your cost
reporting.
What websites do I need to report on?
For the purpose of reporting under the Framework, only provide the cost of public facing1
websites. All intranet and extranets websites are excluded from these reporting
requirements.
What is Employee Costs?
Employee* Costs relate to the total hours spent by employees on website related activities.
Examples of website related activities include but are not limited to, website planning,
meeting, developing strategies, writing, editing, reviewing and approving content,
developing and maintaining websites, training and providing support.
* Employees consist of both in-house employees and contractors.
Should salary on-cost be included when calculating Employee Costs?
Yes, employee salary on-cost should be included when calculating Employee Costs for inhouse employees. For the purpose of this Framework, please apply a 20% on-cost to staff
direct salaries. This will provide a level of consistency across agencies.
NOTE: We recognise that some agencies may apply a higher/lower on-cost figure in their standard
budget calculations.
Where do I report on Employee Costs?
Employee costs are associated with more than one cost component. Please include
Employee Costs where applicable under the appropriate components.
All my web services are provided by an external Internet Service Provider. How do I
provide costings for the various cost components?
1
A website that is accessible by the public through the Internet
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Where possible, provide a breakdown of the costs for the various cost components. Your
Internet Service Provider will be able to assist you with this.
Where is it not possible to provide a breakdown in cost, please provide the total contract
cost under the ‘Web Hosting & Support Costs’ component.
What should I report on under each cost category?
The Website Cost Reporting Worksheet provides a list of website related elements for
consideration when calculating website costs. These are suggestions only and do not
represent the complete list of elements contained within each cost component.
Agencies can use this template as a working sheet for calculating cost or for approvals
from appropriate authorities (e.g. CFO, Executive Director Corporate Services, DGs,
CEOs) on the website costs information before submitting it in the OWRS, and for their
own record keeping and future reference.
How do I calculate hardware costs?
Hardware costs are associated with the physical components only. Provide total hardware
costs, including any purchases, rentals or leases.
Some hardware may be provided as a total package by a third party, which includes setup
and installation fees as part of the hardware cost. Where possible please separate these
out from the Hardware Costs component, and include it in the Web Hosting & Support
Costs category. Where this is not possible, include the whole amount in the Hardware
Costs category.
Some elements for consideration when calculating website hardware costs include, but are
not limited to, web servers, application servers, database servers, network hardware, line
rentals, hardware warranty, additional hard drives, video cards, etc.
Website business owners should consult with their agency's IT branch for assistance in
completing the Hardware Costs information for their websites.
How do I calculate software costs?
Provide total software costs for websites, including any purchases or license renewal fees.
Software provided as a total package by a third party may include setup and installation
fees as part of the software cost. Where possible please separate these out from the
Software Costs component, and include it in the Web Hosting & Support Costs category.
Where this is not possible, please include the whole amount in the Software Costs
category.
Some elements for consideration when calculating website software costs include, but are
not limited to, operating systems, web and database applications, website management
applications and associated license fees - software license fees include both new and
renewal fees.
Examples of Web and Database applications:

web development applications
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
web design applications

database applications
Examples of Website Management applications:

content management systems

reporting systems (e.g. web analytics, link checker)

system diagnostic software

monitoring systems
Website business owners should consult with their agency's IT branch for assistance in
completing the Software Costs information for their websites.
How do I calculate web hosting & support costs?
In general, include in this category the costs of support and services needed to provide
and operate the agency's online environment (i.e. not individual websites)
Some elements for consideration when calculating Hosting & Support Costs include, but
are not limited to:

website hosting fees

ISP connection fees

data usage and excess fees

high availability fees (for system to be continuously operational during a measured
period of time)

additional environments (e.g. for testing and disaster recovery purposes)

web and network performance tuning and testing (calibrating the system to a desired
response time)

security audits (evaluation of a system's security against a set of criteria / standards)
and risk management

data backup and recovery

hardware and software upgrades and testing (e.g. software upgrade installation)

application faults diagnosis

help desk / technical support (e.g. help desk service provided by IT branch or external
third-party)

user and application training (e.g. writing for the web, using the web, web application CMS)
Website business owners should consult with their agency's IT branch for assistance in
completing the Web Hosting & Support Costs information for their websites.
Please see FAQs for information and examples on calculating Employee Costs.
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How do I calculate maintenance costs?
Website maintenance cost refers to the cost of operating a website. In general, include in
this category the costs of maintaining the business and technical aspects of individual
websites.
Some elements for consideration when calculating website maintenance cost include, but
are not limited to:

content authoring (creating, adding and updating content), reviews, approvals and
publishing

website reporting and evaluation

website modifications (HTML, applications & design)

application maintenance (modification or additions to functionalities)

content archiving and record keeping

decommissioning websites

domain name registration (and re-registration)
How do I calculate web planning & development costs?
As a general principal, include in this category all costs associated with improving the
organisation's online capability, efficiency and effectiveness in meeting the needs of
citizens, business and other users. Typically, this will encompass the costs of specific
initiatives and projects relating to new developments, significant re-developments and a
range or potential activities aimed at improving online delivery of information and services.
Some elements for consideration when calculating Planning & Development Costs include,
but are not limited to:
 planning and development of website strategies, business plans, policies, guidelines,
standards
 optimising the organisation’s website architecture
 measuring and evaluating user satisfaction
 website promotion & marketing (N.B. Only include where the cost is specific to a
website or the organisation’s online capability – Do not include costs relating to a
specific campaign of which a website is only a component)
 project management activities related to websites
 website design, development and re-development
 application development, testing and implementation
 content authoring and acquisition
 website optimisation (to make the system / design as effective or functional as
possible)
 Search engine optimisation (improving the visibility and findability of the website and its
content through internet search engines)
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How do I test a website for WCAG v2.0 compliance (i.e. accessibility)?
For the reporting year 2011-12, the recommended minimal level is Website Content
Accessibility Guidelines (WCAG) v 2.0 Level A, AA preferred.
W3C has a complete list of accessibility tools to assess website accessibility. Note:
Online tools are not exhaustive and using it does not constitute a full Website
Accessibility assessment.
The Department of Finance has developed a Web Accessibility Guide and Checklist (Excel
format) to assist agencies check their website content against WCAG 2.0. It identifies and
provides instructions on what can be checked automatically by a tool, and what has to be
manually checked. The Guide is a means of meeting the preliminary checks
recommended in the W3C documents. It is not intended to supersede or amend or add to
WCAG 2.0 in any way.
6.
OWRS reporting definition and help notes
The following help notes are provided to assist agencies complete the reporting in the
OWRS. This information is also available in the OWRS by clicking on the
icon.
URL category:

WA Government website: the URL selected serves a WA Government website

URL redirect: the URL selected is a redirection to another URL
URL redirects to:
If the domain is a URL redirect, provide where it redirects to.
URL status:

Active: currently operational and provides information or service

Under construction: not providing nay information or service and is scheduled to
become active at a later date

Not active: is not currently accessible to users and is planned to be
decommissioned.

Decommissioned: site has been removed from operation and is no longer
accessible via the Internet. This includes redirects that have been decommissioned.
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
Entered in error: URL entered in error. To be deleted from system.
Year launched:
Provide the website's launch date
Year redeveloped:
When was the website last redeveloped (if applicable)
Year decommissioned:
When was the website decommissioned (if applicable)
Type:

Organisation – primary: organisation's main website
Organisation – other: website is for a particular sub-component or unit of an
organisation

Topic – specific: website is primarily focused on a specific topic, initiative, project
or audience


Campaign: website is used as part of a campaign
Business plan in place:
Do you have a website business plan or similar that defines the website's objectives,
functions and KPIs?
Monitoring and analysis:
Is the website monitored and analysed against defined objectives? (e.g. through web
analytics, customer or user survey, focus group, etc...).
Compliance with CWE:
Does this website fully comply with the Common Website Elements (CWE)?
Web accessibility level:
Does this website meet or exceed the recommended minimum accessibility level for WA
Government websites? As of 1 July 2010, the minimum level of accessibility compliance
for WA Government websites is Website Content Accessibility Guidelines (WCAG) v2.0.
level A (level AA preferred). W3C has a complete list of accessibility tools which you can
use to assess website accessibility.
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Functionality:
Which of the following best fits the functional characteristics and level of sophistication of
this website?

Web presence: a basic website composed of mostly static pages providing
information about the organisation, policy statements, website's function, services provided
and contact information, downloadable forms and documents

Interaction: a more sophisticated website that enables a number of key business
transactions to be conducted online, such as payments, applications, registrations,
enrolments, account enquiries, service delivery enquiries, requests for information and
services. Interaction, consultation and information sharing with citizen are provided
through a number of facilities such as online surveys, online forums, responsive email
service and online help and support.

Integrated service delivery: the type of facilities described under 'Interaction' have
been extended to cover all the main lines of business and the online services provided are
fully integrated with other delivery channels available (e.g. shopfront, telephone). A citizen
can move seamlessly between available delivery channels (e.g. start a transaction online,
enquire on its progress by telephone and complete the transaction face-to-face) without
having to restart the business they want to do.

Other: this includes specialist sites such as portals, web applications, etc. Please
provide more information in the box provided. Service area: Select the service area which
best fit your website. If other please specify in the space provided. Hosting: Is the website
hosted internally or externally?
Expected lifespan:
How long will the website be in operation?

Ongoing: the website has no defined lifespan and is expected to be an ongoing
requirement for the organisation.

Finite: the website has a finite lifespan with an expected end date.
Search engine:
What search engine does the website use?
Web analytics:
What web analytics software does this website use to collect and analyse information?
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CMS:
Identify the Content Management System the website uses (if applicable)
Operating system:
What operating system does the website run on?
Web server:
If hosting website internally, what web server do you use?
Portal server:
What Portal software (if any) is used on this website?
Security user information:
Does the website collect any personal information (e.g. name, email, date of birth,
address, etc...)
Secure transactions:
Does this website perform secure transactions via the https protocol?
Security digital certificates:
Does this website use any digital certificates?
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7.
Appendix 1 – Glossary of Terms
Terms
Definitions
Active (website)
Operational and is providing information or a service.
Application and
System
Monitoring
Software
Monitoring software is a program that observes and regulates and controls or
verifies the operations of a system.
Consolidate
(website)
Content
Authoring
Adapted from WordNet 3.0, Farlex clipart collection. © 2003-2008 Princeton
University
To unite, merge or combine
For the purpose of reporting under this Framework, creating, updating and/or
modifying web related content for the purpose of publishing it to the website.
Content authoring does not include the cost of producing content that is not
specific for the web or online service delivery. For example the cost of
developing a strategy document or brochure for distribution that is also published
on the website should not be included in the content authoring cost.
Content
Management
System
Software that allows users to add, manipulate and publish content on a website.
It is frequently used for storing, controlling, versioning and publishing content on
a website.
Content Review
and Approval
Reviewing and/or approving web related content for the purpose of publishing it
to the website
Decommissioned
Site has been removed from operation and is no longer accessible through the
internet.
A program that recognizes and explains faults in the equipment or applications
Diagnostic
Software
Employee Costs
Employee Costs relate to the total hours spent by employees on website related
activities. Employees consist of both in-house employees and contractors.
Salary on-cost should be included when calculating Employee Costs. For the
purpose of this Framework, please apply a 20% on-cost* to staff direct salaries.
This will provide a level of consistency across agencies.
* We recognise that some agencies may apply a higher/lower on-cost figure in
other budget calculations.
Firewall Software
Firewall software is a program designed to protect a network by preventing
unauthorized users from gaining access or by monitoring transfers of information
to and from the network.
Definition adapted from The American Heritage® Science Dictionary
Hardware
A computer, its components, and its related equipment. Hardware includes disk
drives, integrated circuits, display screens, cables, modems, speakers, and
printers.
Definition of hardware by The American Heritage® Science Dictionary
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High Availability
Fees
In information technology, high availability refers to a system or component that
is continuously operational for a desirably long length of time. Availability can be
measured relative to "100% operational" or "never failing."
Definition from SearchDataCenter.com
Monitoring
software
A program that observes and regulates and controls or verifies the operations of
a system
Not Active
No longer exists or is not operational or accessible to users
Rationalise
(website)
Re-developed
Websites
To reduce or eliminate the unnecessary.
Search Engine
Optimisation
Improving the visibility and findability of the website and its content through
internet search engines)
Software
The programs, programming languages, and data that direct the operations of a
computer system. Word processing programs and Internet browsers are
examples of software.
For the purpose of reporting under the Framework, existing public facing
websites that have gone through development work this financial year:
- major restructuring of the website's navigation and/or site structure
- major enhancements to website look and feel, and functionality
- significant consolidation, deletion or addition of new content sections
Definition of software by The American Heritage® Science Dictionary
System
Diagnostic
Software
Training
Diagnostic software is a program that recognizes and explains faults in the
equipment or application
Adapted from WordNet 3.0, Farlex clipart collection. © 2003-2008 Princeton
University
Training includes both the provision and the receiving of training. Training can
range from how to use a browser, to how to write for your target audience, to
using web applications.
Web and
Network
Performance
Tuning & Testing
Adjusting for maximum usability or performance.
Web hosting
A web hosting service is a type of Internet hosting service that allows individuals
and organizations to provide their own website accessible via the World Wide
Web. Web hosts are companies that provide space on a server they own for use
by their clients as well as providing Internet connectivity, typically in a data
center.
Definition adapted from Wikipedia, the free encyclopedia
Web support
Web Support refers to the technical assistance provided internally and/or by a
third party contractor, for website related issues.
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Website and
Application
Development
Website and application development includes research, defining the scope,
analysis, user consultation, designing, building, testing, implementation
Website
A logical set of interconnected web pages for a particular purpose. The website
usually includes a homepage, is generally located on the same server, and is
prepared and maintained as a collection of information by an autonomous
organisation or group within an organisation.
The following examples are considered websites:
 http://wa.gov.au/
 http://www.publicsector.wa.gov.au/
 http://www.cci.health.wa.gov.au/
The following examples are not considered websites:
 http://wa.gov.au/wittenoom/
 http://wa.gov.au/guidetogovernment/
For the purpose of reporting under the Framework, websites refer to public
facing websites that were created and/or re-developed during or before a
particular financial year and were active* for part or all of that financial year.
* Operational and is providing information or a service.
Website
Business
Owners
Groups or individuals that are responsible for delivering on the objectives of the
website.
Website
Business Plan
A document that clearly identifies the purpose, requirements and issues relevant
to the development and management of a website. A website business plan is a
living document and should be reviewed and updated during each assessment
period.
Website Lifespan
The length of time the website is expected to remain active. For example an
agency's main website would be considered indefinite, while a 'campaign /
promotional' website may be considered finite.
Website
Optimisation
Optimisation is the procedure or procedures used to make a system or design as
effective or functional as possible.
Adapted from Answers.com
Website
Reporting and
Evaluation
Website reporting and evaluation is viewed as part of the ongoing process of
managing websites. It allows agencies to:
- generate valuable information on visitors to the site, their behaviour and
activities
- inform future development to meet business objectives and user needs
- enable reporting against performance as part of agency corporate governance
responsibilities.
Website Status
Active: Currently operational and provides information or service.
Under Construction: Not providing any information or service and is scheduled
to become active at a later date.
Not active: Is not currently accessible to users and is planned to be
decommissioned. This includes redirects that are not active and planned to be
decommissioned.
Decommissioned: Site has been removed from operation and is no longer
accessible via the Internet. This includes redirects that have been
decommissioned.
Redirect: Primary purpose is to redirect users to another website.
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