request for proposal : renovating the ngo resource centre ... · request for proposal renewal of...

Request for Proposal renewal of NGORC website

Request for proposal : renovating the NGO resource centre website.

Summary

The VUFO-NGO Resource Centre was established in 1993 through a partnership between International Non-Government Organisations (INGOs) working in Vietnam, and the Vietnam Union of Friendship Organisations (VUFO).

The objectives of the Resource Centre are to :

Promote, facilitate and contribute to the sharing of information, resources and experiences within and between INGOs, their partners and local organisations, in order to improve the quality and impact of their work in Vietnam

Strengthen the relationship and enhance the dialogue between INGOs and other development ‘actors’ in Vietnam, including government agencies, donors and local organisations

The Resource Centre has more than 150 International NGO members

Important dates

Publication of the request for proposal : 2006-04-18Deadline to ask question to be answered at the public meeting : 2006-04-25Public meeting for interested companies or individual : 2006-04-26 14h00 PMDeadline for remittance of proposal : 2006-04-29Contract signature : 2006-05-02Work start on : 2006-05-03End of the work and launch of the renew : 2006-06-01

Information requestDavid Tremblay

mob : 0912 474 995

email : [email protected]

skype,gtalk : ict4ngo yahoo,msn : it4ngo jabber : [email protected]

mailto:[email protected]



Main Objectives for the NGORC:

PROJECT GOAL: Building on the achievements and lessons learned from Phase I, to further strengthen the institutional capacity of the NGO Resource Centre for the strategic use of ICT to support our work in information-sharing and relationship-building for NGOs and development in Vietnam.

OBJECTIVE 1: Build the capacity of Resource Centre staff to share organization and program information and development resources (e-library) via our website and computer systems

OBJECTIVE 2: Develop the capacity of NGORC to support email lists for Vietnamese and international organizations within the Resource Centre's working groups to share program and sectoral information, resources and experiences

OBJECTIVE 3: Provide a base for offering more services related to ICT to INGOS and VNGOS in Vietnam.

Project activities for the NGORC

Continue to develop the Resource Centre website functions and content, including upgraded databases for the INGO Directory (member organizations) and Library that are fully integrated with the website and searchable online.

Move the actual website to the dedicated server1 and continue to create useful content for the site.

Expand the database scope to include information about Vietnamese NGOs, international donors, provinces, etc.

Establish a permanent email server for sectoral and cross-sectoral email discussion and announcement lists, particularly for the members, newsletter, working groups and other 'issue' groups/taskforces (e.g. salary and benefits survey, consultation on Vietnam's 5-Year Plan, avian influenza).

Develop clear guidelines and protocols for the discussion lists, as well as a system for users to subscribe/unsubscribe.

Build the capacity of Resource Centre staff and volunteers on using the new website, email and network systems through training and on-the-job support. Include these new systems and related roles in position descriptions for Resource Centre staff/volunteers/consultants.

Website renovation : main features

1 See Annex 1 for the specification of the server


Every member can login and edit itself its directory entry, write documents in the working group section using the wiki, submit news to publish, post a vacancy, have his own calendar, delegate some edition rights to other member of his own organization. Everything can be reviewed, and some can stay private within working group for example

Home page featuring the weekly newsletter as a kind of blog with RSS Language shifting will happen in context of the page, if there's not

equivalent page in one language there will be a sorry message A complete news engine which can provide RSS feeds for all categories

or each categories A Job, volunteer and consultant Board for those who want to be on top

of job search2

A much improve Directory Database that will include more information3

(VNGO, Donors, INGO, local authorities) but also other fields than the actual ones, related documents, pictures and that is fully searchable (advanced and full text) Directory Database

Contextual menu4 for sectors/activities, each article/document/object within the website must be classified by at least one sector/activities. Which means that if you are within one document and this document is classified under one sector than a navigational widget will propose you a menu of other resources (links, other documents, Books, news organizations etc...)

“newly release” shoutbox5, Anything new on the website will be displayed there

Much improve Library Database6 system that can handle soft copies as hard copies.

Nice/shorter url system Subdomains for big section of the site to be easily remembered

(directory.ngocentre.org.vn or news.ngocentre.org.vn) Subdomain/subsection different templating Private/public (against being logged in) calendar with email reminders Working group private documentation wiki Fine grained permission for user (a particular working group or a

consultant or a NGORC staff member)

General tasks of the project

•General consultancy on orientation of the project about website and all its related architecture•According to the templates, develop a new visual look and feel that rely on the past identity but build on 7

•Creation of consistent XHTML and CSS templates for all pages of website

2 See Annex 2 for the functional specification of the job board3 See Annex 3 for the functional specifications of the new directory database4 See Annex 4 for the functional requirement of the Contextual menu5 See Annex 5 for the functional requirement of the Newly release shoutbox6 See Annex 6 for the functional specifications of the new library system7 See Annex 7 for the guidance on Design


•Configuration of the CMS8 modules website structure and templating system•convert•Testing and installation of new website on NGORC dedicated server•Ensure HTML is W3C and WAI compatible•Ensure each pages has significant META tag

Duties and Responsibilities

Support process of re-design, construction and transition of new NGO resource centre website, In consultation with the staff of the NGO resource centre as well as its ICT advisor.

task contractor NGORC

Review current website and make recommendations for redesign, usability and technical requirements

yes yes

Review content requirements and make recommendations for a Content Management System (CMS)

yes yes

Create all templates necessary for new site using new CMS and new design

yes yes

Install a modern, easy-to-use and secure content management system with high compatibility accross platform/browser

yes yes

Ensure a consistent visual image on the new site by introducing fixed styles in templates ensuring consistency in fonts, formatting, icons, images, layout techniques, and modularization, including maintenance of template and image archives

yes yes

Maintain adherence to xhtml strict and WAI yes yes

Whenever possible use table less and fluid design with minimum width of 793

yes yes

input of all content using the new CMS yes yes

Develop graphics, logos and related multimedia content where necessary

yes no

Design “print-friendly” alternate style sheet yes yes

Train selected staff in all software and technical requirements related to website renovation

yes yes

Provide a diagram, site map of the website no yes

Provide Schematics of design no yes

testing of links and all the functionalities yes yes

8 See annex 8 for the functional specification of the new CMS


task contractor NGORC

Provide guidance on CMS no yes

Provide guidance on directory Database no yes

Provide guidance on Library system no yes

Provide guidance on design no yes

Provide on line maintenance for one year yes no

Provide NGORC staff support for one year yes no

Create Home page template featuring the weekly newsletter and configure it as a kind of blog with RSS

yes yes

A complete news engine which can provide RSS feeds for all categories or each categories

yes no

Installation, configuration and template of a Job, volunteer, consultant and opportunity Board application

yes yes

Installation and configuration of a Directory Database application/module with that is fully searchable (advanced and full text) import of the data from the old database to the new one

yes no

import new data in new directory database no yes

Installation and configuration Contextual menu for sectors/activities

yes no

Sector and subsector tagging of every page and information

no yes

Installation and configuration of a “newly release” shoutbox application

yes no

Installation and configuration of a Library Database and import of the data from the old database to the new one

yes yes

Subdomains for the big sections and fonctions of the webite

yes no

Installation and configuration of a Working group private documentation mini wiki

yes no

Fine grained permission for user, staff admin, visitor, working group members

yes yes

Qualifications and Experience

Site Development:•Extensive experience in web development, graphic design and implementation of medium sized websites


•Extensive experience with Free and Open Source CMS systems•Advanced proficiency with HTML, including style sheets, templates, complex tables and image maps. Must possess working knowledge of composition, page layout, art and office/web software packages •Advanced proficiency in Database Design and exploitation of Database

Other Technical requirements:•Experience with Linux/Unix system and server administration•Experience in web development programming languages (PHP, PERL, Python, JSP etc.) •Knowledge of W3C standards such as XHTML, accessibility standards, content sharing standards such as RSS/RDF and Open Archives Initiative•Experience with photographic manipulation, digital painting. Digital audio and video experience highly desirable•Experience with web servers (Apache, Tomcat, Zope etc.)•Good command of written and spoken English and Vietnamese highly desirable•Commitment to use legal software

Warranty:The successful applicant will warranty all aspects of their work for 12 months following the completion of this contract.


ANNEX 1 - Dedicated server and hosting specifications

Intel Pentium 4 3.0G with HTIntel Brand Socket 478 Motherboard2GB Kinkston DDR Ram160GB Western Digital Hard Disk2 IP Address10M Ethernet Port (Shared International Bandwidth)Network Card: Intel EEPro 100+

Reverse DNS change in due time

Partition Scheme

4,5 GB Swap/boot 200MB/ 40 gb/var 110 gb

applications and config

Fedora Core 4Plesk Control panelLDAP user identificationApache 2.0, perl, python, php, mysql (need exact version here)email in maildir format Dovecot or postfix for MTACourier Mailman clamavis + Spamassasin + clamcour (scan all incoming email)


ANNEX 2 – Functional specification of the Job Board and opportunities

Moderated Job and other kind of opportunities Board. A forum kind of application would probably work perfectly such as the jobs module of Drupal.

Any new opportunities should directly be posted using the [email protected] mailman mailing list

Divided in two, opportunities offer and looking for opportunities

Opportunities offer

1 – Job opportunity2 – grants opportunities3 – volunteering opportunities4 – consultation

Looking for opportunities

(same as opportunities offer)

Members of the NGO centre can create job vacancies (simple text files) without needing to be moderatedSome user who are not members of the NGORC can create job vacancies and other opportunitiesEvery posting in the forums have a maximum duration of

Anyone can actually post in the opportunities forums but everything will be reviewed before going public



ANNEX 3 – Functional specification of the directory Database

We need a directory to relate the following types of information:

Database thing

1. Organisations (NGOs, government, donors, VNGOS, international Organization, etc)2. Individuals (staff etc)3. Specific Projects (e.g. training primary teachers, HIV/AIDS awarenesscampaign)4. Project Sectors (general categories: health, education, children, etc) and Subsector5. Project Locations (province/s where projects are taking place)

We need to create Relationships between top-level facets (Organizations, Individuals, Projects and Location).

We need to list all organizations working in a specific province (1 by 5) or all projects in a specific sector in a specific province (3 by 4 by 5).

We need to lookup individuals per organization or per project. We need to be able to create type of organization, We should be able to create “tags” or groups that can be reused for

create reports We should be able to export the data so we can create a paper version

of the directory listing We should be able to export the data so we can create maps from our

directory We need to search for individual as well as any other constituency

Functional things

User of the website should be able to search organization (but not individuals), by type, sector, provinces

User of the website should be able to browse the information by sector, type or provinces

Member users should have access to the full list of individual and make searches

Member users should be able to edit their information once they are logged in

Members can search for individual but not the other users of the website

Website user should be able to display all the information about one organization at the same time

Information from this database must be treated as any other information pages, as an example we may want to create link from within any page to a project or an organization


One application that almost does what we want is civiCRM from the openngo group (www.openngo.org) civiCRM can run within CiviCspace, Drupal and Mambo/Joomla! The only problem is the top level categories that are limited to 3 kind of “contact” if we can overcome this, it is the best application so far

There's also no application to really exploit the data of civiCRM from the database to the user.

See annex 10 for the Schema of the actual database

http://www.openngo.org/


ANNEX 4 - Functional specification for the Sectoral Context menuEvery piece information within the website should be tagged with at least two tags (sector and subsector)

Health

• Primary Health Care • Reproductive Health • Disability • HIV/AIDS • Nutrition • Water & Sanitation • Health Education/Training

Education

• Basic Education (ECD; primary; secondary; tertiary; etc.) • Inclusive Education • Teacher Training • Vocational Training • Foreign Language Training in Viet Nam • Education/Training abroad (including scholarships)

Natural Resources

• Agriculture • Agroforestry/Forestry (including Community Forestry) • Water & Irrigation • Environmental Protection • Wildlife Protection • Natural Resource Education

Income Generation

• Microfinance • Handicrafts • Small & Medium Enterprise Development • Social and Human Resources Development • Integrated Development (includes both rural and urban) • Community Development (includes both rural and urban) • Capacity and Institution Building

Other sectors

• Advocacy • Culture • Information & Communication • Construction & (physical) Infrastructure • Disaster Preparedness, Relief and Rehabilitation • War Legacies: Landmines and UXO; Agent Orange • Gender • Children


• Aged

We should be able to create other “sectors and subsectors” and review pages to make better fit.

The contextual menu can make the website user, browse the website according to its interest. If I start using the contextual menu about Agent orange, the website will display ALL the information that has been tagged Agent Orange : web pages, organizations and projects, new books, news or vacancies


ANNEX 5 - Newly release shoutbox functional specification

Display a link of the recent change to the website, any new news, new job or new books. Objects should stay new for 24 hours only .

This block of information should be refresh as often as there is change committed to the database

Hypothesis : should we have a “new” tag that can be apposed and die after a certain amount of time ?


ANNEX 6 - New library system functional requirement

Any open source library software such as KOHA that can manage our library because only a searchable front end will be necessary


ANNEX 7 - Guidance on DesignThe same tones as now but much lighter and a bit “brighter” however you can review some proto design here :

About Us :


Working groups


ANNEX 8 - Functional specification of the new CMS

Altough the NGO resource centre will agree on any good proposition to review the website using another CMS that fit the analysis, We think that Drupal can pretty much do what we want . Here is some information

Drupal

Drupal is software that allows an individual or a community of users to easily publish, manage and organize a great variety of content on a website. Tens of thousands of people and organizations have used Drupal to set up scores of different kinds of web sites, including

* community web portals and discussion sites * corporate web sites/intranet portals * personal web sites * aficionado sites * e-commerce applications * resource directories

Drupal includes features to enable

* content management systems * blogs * collaborative authoring environments * forums * newsletters * picture galleries * file uploads and download

The most interesting feature in Drupal is the Taxonomy engine please the fonctional here http://drupal.org/handbook/modules/taxonomy

Drupal Modules

Here are some Drupal module that we may use to review the NGO centre. website.

Drupal Module E-Publish

This module helps organize a group of nodes into a publication, such as a newspaper, magazine or newsletter. Each publication can have multiple


editions. Within each edition, the epublish module also makes it possible to organize content by topic, similar to the way news websites such as the New York Times categorize their content using topics such as "international," "national," "sports," etc.

Drupal Module Filemanager

This module adds a full featured file management API for your modules to use. This API is module development and does not directly add functionality to your site. This module is required for the attachment module which is an alternative to Drupal's included upload module.

Key Features

Simultaneous support of both public and private files. Your module can now decide to when to protect a file.

Support for large numbers of files. This module prevents one directory from having to many files which can cause problems managing the filesystem.

Duplicate file name support. Your module can manage the namespace instead of being forced to rename files and confusing users.

Disk space limits can be set by file area allowing different modules to have different limits.

Drupal Module Forms

Forms module provides an api for adding user-customizable form elements within modules.

Drupal Module Glossary

The glossary module scans posts for glossary terms (including synonyms). The glossary indicator is inserted after every found term, or the term itself is turned into an indicator* depending on the site settings. By hovering over the indicator, users may learn the definition of that term. Clicking the indicator leads the user to that term presented within the whole glossary or directly to the detailed description of the term, if available.

The glossary uses Drupal's built in taxonomy feature, so you can organize your terms in a Drupal vocabulary. This allows you to create hierarchical structures, synonyms and relations. Glossary terms are represented with the taxonomy terms in the glossary vocabulary. Descriptions are used to provide a short explanation of the terms. You can attach nodes* to the terms to provide detailed explanation on the keywords.


This module also works with nicelinks.module, which will give you pretty hover-over glossary term descriptions on reasonably modern browsers (while degrading properly on older ones).

Drupal Module Google Sitemap

The Google Sitemap module creates a XML sitemap in accordance with the Google specification.

The module maintains a short change history for nodes in order to better approximate the change frequency. It calculates the relative priority of each node based on node type, number of comments, and promotion. It can optionally submit your sitemap to Google whenever it is changed and can log when your sitemap is downloaded by Google.

Drupal Module GMap Filter Module

GMap filter module is a module which allows you to insert a Google Map into a node using a filter with a macro. It also includes a tool to create the macro. The macro lets you set the width, height, map type, up to 3 points and up to 3 lines.

Drupal Module Keyword links

This module enables you to join nodes using keyword. Nodes are linked using link list in body that is generated according correspondent keywords of other nodes in order of relevance. The main advantage of keywords that they enable bookmarking of nodes that do not yet exist. Associated pictures visible in node list are also supported.Drupal Module Print Friendly Pages

Generate printer friendly pages for all node types. Features include the ability to explicitly list all URL references made on the page, custom stylesheet and HTML template and complete control of the node elements that are visible when the page is rendered.

Drupal Module Remindme

A module that reminds users of upcoming events. They can choose to subscribe to individual events or events that have a taxonomy term assigned to them.


Drupal Module RSVP

RSVP lets users invite people to attend an event. Users create an 'rsvp' from an event on the drupal event.module calendar, send an invitation email to a list of people, and can the track who has looked at the invitation and thier responses. Invitees can view and reply without having user accounts.

Rsvp creators can be setup the rsvp to hide other attendees, allow attendees to send email messages to the group, or invite more attendees.

Side Content

When creating or editing a page, this module allows content to be added to a side bar block that automatically appears when someone is viewing the page.The content will only be seen when viewing the page (node) that it's been added to.This works on any kind of page - book, blog, forum... The text is searchable, and can be in a variety of formats (depending on filter permissions).The block created can have a title, or no title - whichever you prefer.

Simplenews

Description Simplenews is a simple newsletter module which allows both anonymous as well as registered users to subscribe to different newsletters.

Site map

This module provides a site map that displays a list of all the categories, optionally displays the full 'Navigation' menu, and optionally displays node counts by categories. RSS links can optionally be displayed next to each category. The site administrator may define a message to appear above the site map. The site map is themable.

SiteMenu

This module provides provides a "site map" style page overview of all the categories within a site with node titles and a side bar menu to navigate the site by category

A 'site map' page giving a hierarchy overview of the site's taxonomy.Visitors to http://www.example.com/sitemenu will see the various categories of your web site and (optionally) the nodes titles under each category.


A side bar menu to navigate your web site by category, when configured as a block.

Survey

Allows users to create surveys to be completed by site visitors. Survey submissions are stored in the database and can be downloaded to excel. This module requires forms.module.

Syndication Modules

Syndication.module offers a web page which centralizes all of the RSS feeds generated by Drupal. This helps users find interesting feeds from your web site.

Taxonomy Browser

Think of this as a 'build your own category view' page.

A single page with checkboxes for each term (organized nicely by vocabulary). User checks off the terms which he wants to see, and then this module contructs the right URL (e.g. taxonomy/view/and/3,4,5) and then displays matching nodes ot the user.

Taxonomy context Modules

For organizational websites one often wants to display information like a title and summary of the current section. The taxonomy_context module enables you to do this through taxonomy terms, displaying the title and description of the current term, a "breadcrumb" trail of the current taxonomy term and any parent terms, and titles and descriptions of any sub-terms of the current term (similar in format to the listing of nodes in a term). The module also includes a context-sensitive menu block for each vocabulary.

Whatsrelated Modules

This module allows you to define a "what's related" list of links to a node.

Simple module based on node_example which allows the creation of nodes which define

An external link with a name, URL and description, and also A node ID for an existing node you want to associate this link with


Summary

The summary module provides several options for content display on a home page in addition to the standard list of recent posts. Summary implements functionality of, and therefore works best with, two other modules: node_image (for displaying images associated with particular nodes and taxonomy terms) and taxonomy_context (for displaying info on taxonomies as site sections).

Job Search Modules

This module provides your sites visitors to browse and search jobs, or post their resumes for employers to see.

Two new node types, 'job' and 'resume' are defined by this module. Using roles, you can restrict certain users to be able to post resumes

and others to post jobs. Users can search jobs or resumes on any substring in the title or body. Using certain user profile fields, and the contact form, employers can

contact people who post resumes if they are interested. In effect, your site can be a mini monster.com or hotjobs.com.

Drupal Module Civic CRM

Nonprofits and community groups maintain relationships many types of constituents. CiviCRM enables organizations to maintain comprehensive constituent relationship management information in a single database, creating efficiencies and new opportunities for nonprofits to better communicate and benefit from relationships with their constituents.

CiviCRM stores information on the universe of people associated with a nonprofit organization and on their interactions (emails, donations, petitions, events, etc.). The technology is designed to be lightweight, extensible, core functionality that can both stand-alone as a simple contact management application and be easily integrated with a broad variety of technologies and applications (Donation Processing, Fundraising, Advocacy/GOTV, Event Management, etc.).


ANNEX 9 – Subdomain names

We will use this to shortened the access to the website big sections :

shortcut where does it go

ngocentre.org.vn should go the actual website

webmail.ngocentre.org.vn should direct to a menu where people can choose their webmail

mailman.ngocentre.org.vn Should direct to the back end of the mailing list

lists.ngocentre.org.vn Should direct to the list of all lists

news.ngocentre.org.vn to the news section of the mailing list

jobs.ngocentre.org.vn to the job section of the website

wg.ngocentre.org.vn to the list working groups section of the website

directory.ngocentre.org.vn to the directory

library.ngocentre.org.vn to the library

inside.ngocentre.org.vn to the back end (CMS of the website)

watsan.ngocentre.org.vn to the watsan WG page

emwg.ngocentre.org.vn to the emwg page on the website

etc


ANNEX – 10 old directory database schema


ANNEX 11 – Rights management

Will mainly depend on the capacity of the CMS, but here is a brief overview

role rights who

admin root sysadmin

webmaster limited to web and emailcan create user of any other kind,can create templates or modify them

editor can publish, edit, create delete any content of the website

director of NGO centre

authors can publish, edit, create delete any content of the website

ngocentre staff or special person

members update their directory section, have access to private documentation, have special access to some information in the directory

members of the NGO resource centre

working groups update modify their section of the directory

guest members Temporary access to selected resource / section of the website

????

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