Difference between revisions of "NSEC E-consultation Design"

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This page outlines how the e-consultation was designed, with particular reference to the technologies and issues encountered.
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=====E-Consultation Strategies=====
 
=====E-Consultation Strategies=====
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During the [[N-S Educational Exchange Process and Planning#Key Issues|series of meetings]] that constituted the [[N-S Educational Exchange Process and Planning#Planning Process|planning phase]] of the [http://www.nsec.info NSEC] trial, several possible e-consultation strategies were proposed that could be used to suit [http://www.nsec.info NSEC] consultation needs, such as on-line surveys and the incorporation of forums into a [http://consultation.nsec.info/wiki/index.php/Welcome website].  
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During the [[NSEC E-Consultation Process and Planning#Key Issues|series of meetings]] that constituted the [[NSEC E-Consultation Process and Planning#Planning Process|planning phase]] of the [http://www.nsec.info NSEC] trial, several possible e-consultation strategies were proposed that could be used to suit [http://www.nsec.info NSEC's] consultation needs, such as [http://consultation.nsec.info/survey/index.php?sid=4&newtest=Y on-line surveys] and the incorporation of forums into a [http://nsec.e-consultation.org/wiki/index.php/Main_Page website].
  
 
=====Traditional + Technological Elements Used=====
 
=====Traditional + Technological Elements Used=====
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The considered opinion of the both [http://www.nsec.info NSEC] and the e-consultation [http://www.e-consultation.org research team] was that conventional consultation techniques and e-consultation elements should be applied to the process.  
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The considered opinion of the both [http://www.nsec.info NSEC] and the e-consultation [http://www.e-consultation.org research team] was that ''both'' conventional consultation techniques and e-consultation elements should be applied to the process.
  
 
=====Benefit from comparison=====
 
=====Benefit from comparison=====
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From [http://www.nsec.info NSEC's] point of view it allowed all channels of communication to be exploited and from the research team’s perspective it afforded an opportunity to compare various methods, and to see how well technology fitted in with, and helped on, a public consultation. [[N-S Educational Exchange Process and Planning#Planning Process|Click here to see an overview of the econsultation design process]].
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From [http://www.nsec.info NSEC's] point of view it allowed all channels of communication to be exploited.
  
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From the [http://www.e-consultation.org research team’s] perspective it afforded an opportunity to:
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*compare various methods
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*to see how well technology fitted in with, and helped on, a public consultation.
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[[NSEC E-Consultation Process and Planning#Planning Process|Click here to see an overview of the econsultation planning and design process]].
  
 
==E-consultation for the NSEC Launch Event==
 
==E-consultation for the NSEC Launch Event==
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NSEC planned a meeting to launch their consultation in November 2005. At the launch they would present the research reports they had commissioned on N-S educational exchange to an audience of educationalists from a range of stakeholders across Ireland (often at senior policy levels). Their web site, with all the [http://www.nsec.info/downloads.htm research reports], would be revealed at the same time.
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[http://www.nsec.info NSEC] planned a meeting to launch their consultation in November 2005. At the launch they would present the research reports they had commissioned on North/South Educational Exchange to an audience of educationalists from a range of stakeholders across Ireland (often at senior policy levels). Their [http://www.nsec.info/ web site], with all the [http://www.nsec.info/downloads.htm research reports], would be revealed at the same time.
  
 
=====Launch Stages=====
 
=====Launch Stages=====
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So the first stages of the e-consultation were to be launched at the same time.  The first stages of the e-consultation were:
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The first stages of the e-consultation were to be launched at the same time.  The first stages of the e-consultation were:
 
# ''A short e-voting session during the presentations'', to get instant responses from the audience.
 
# ''A short e-voting session during the presentations'', to get instant responses from the audience.
 
# The ''possibility to sign up to an e-newsletter'', so that [http://www.nsec.info NSEC] could e-mail people with news about educational exchange and also opportunities to participate in the consultation.
 
# The ''possibility to sign up to an e-newsletter'', so that [http://www.nsec.info NSEC] could e-mail people with news about educational exchange and also opportunities to participate in the consultation.
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# ''A short on-line questionnaire''.  The [http://www.e-consultation.org research team] designed a consultation web site for [http://www.nsec.info NSEC], including mailing list subscription software ([http://www.php.net PHP] list), and questionnaire run on [www.phpsurveyor.org/index.php PHP Surveyor], and [http://consultation.nsec.info/wiki/index.php/Welcome pages introducing the consultation] and all the conventional and electronic ways in which people might participate (See thumbnail, right). [[Image:NSEC_Consult_Screen_Shot.png|thumb|right|NSEC e-consultation screen shot]]
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# ''A short [http://consultation.nsec.info/survey/index.php?sid=4&newtest=Y on-line questionnaire]''.  The [http://www.e-consultation.org research team] designed a [http://nsec.e-consultation.org/wiki/index.php/Welcome consultation web site] for [http://www.nsec.info NSEC], including mailing list subscription software ([http://www.php.net PHP] list), and questionnaire run on [http://www.phpsurveyor.org/index.php PHP Surveyor], and [http://nsec.e-consultation.org/wiki/index.php/Main_Page pages introducing the consultation] and all the conventional and electronic ways in which people might participate (See thumbnail, right). [[Image:NSEC_Consult_Screen_Shot.png|thumb|right|NSEC e-consultation screen shot]]
  
 
The [http://www.e-consultation.org research team] also designed a set of questions for the launch meeting.
 
The [http://www.e-consultation.org research team] also designed a set of questions for the launch meeting.
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The [http://www.nsec.info NSEC] launch went ahead in November 2005.  Some pictures are available (right side border) of the event being set up and the presentations of the research findings.   
 
The [http://www.nsec.info NSEC] launch went ahead in November 2005.  Some pictures are available (right side border) of the event being set up and the presentations of the research findings.   
  
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The launch held in the Newry Arts Centre.
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The launch was held in the [http://www.newryandmourne.gov.uk/community_arts/arts_facilities.asp Newry Arts Centre].
  
 
[[Image:Newry_exhibit.jpg|right|thumb|Setting up the e-consultation software exhibit]]
 
[[Image:Newry_exhibit.jpg|right|thumb|Setting up the e-consultation software exhibit]]
 
[[Image:Newry_present_research.jpg|right|thumb|Presenting the research findings]][[Image:Newry_audience.jpg|right|thumb|The audience]]
 
[[Image:Newry_present_research.jpg|right|thumb|Presenting the research findings]][[Image:Newry_audience.jpg|right|thumb|The audience]]
  
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==Post-launch e-consultation design==
 
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=====Engaging the Stakeholders=====
 
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The activities at the launch only engaged the 60 to 70 people who attended. These were important stakeholders, often senior people in organizations involved in funding or managing educational exchanges. But they were not the only group that [http://www.nsec.info NSEC] wanted to involve in their consultations. So in several meetings following the launch, we discussed and demonstrated technologies that might be used to facilitate consultations with different groups of participants.
 
  
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=====Need for Publicity and Promotion=====
 
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One crucial element of the process, which was emphasised constantly throughout the early stages given the problems experienced with the [[Waterways Ireland]] trial, was the need for publicity and promotion. It is essential in any consultation, regardless whether conventional or electronic, that there is a clear strategy to ensure that potential consultees are aware of the proposed consultation. [http://www.nsec.info NSEC] needed to engage more than the senior staff who had attended the launch.
 
  
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=====Consulting those who are affected most: 1=====
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==[[Post-launch e-consultation Design|Post-launch e-consultation design]]==
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One important group to consult were the organizations that currently managed and/or funded existing educational exchanges. Any new policy would impact on them. If [http://www.nsec.info NSEC] were to eventually administer funding for cross-border exchanges, it is these key stakeholders they would have to work with. So, [http://www.nsec.info NSEC] was planning to run long meetings with them to discuss the issues in some depth.
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=====[[Post-launch e-consultation Design#Engaging the Stakeholders|Engaging the Stakeholders]]=====
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People attending the launch were engaged in consultation. However, this group were not the only group that [http://www.nsec.info NSEC] wanted to involve in their consultations, and so, [http://www.nsec.info NSEC] considered different technologies that might help to engage other groups.
 +
 
 +
=====[[Post-launch e-consultation Design#Need for Publicity and Promotion|Need for Publicity and Promotion]]=====
 +
The need for publicity and promotion was emphasised as a crucial element of the process, of which [http://www.nsec.info NSEC] needed to do more.
 +
 
 +
=====[[Post-launch e-consultation Design#Consulting those who are affected most: Organisations in Educational Exchanges|Consulting those who are affected most: Organisations in Educational Exchanges]]=====
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One important group to consult were the organizations that currently managed and/or funded existing educational exchanges.  
  
 
======The Technology======
 
======The Technology======
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The research team suggested using group support systems, such as WebIQ or Zing in half of these meetings. In principle such idea mapping tools should speed up brainstorming and ranking activities, as participants could type at the same time. The consultations should achieve the same benefits from GSS tools as do management teams in private companies. We arranged for the Centre for Competitiveness to demonstrate Zing to [http://www.nsec.info NSEC] staff in a meeting in Belfast. However, although they agreed in principle to do this, [http://www.nsec.info NSEC] were not able to organise any GSS meetings before our research project ended, as their staff were fully stretched organising and running non-electronic meetings. So no Zing agenda was designed.
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The [http://www.e-consultation.org research team] suggested using group support systems. Although [http://www.nsec.info NSEC] agreed in principle to do this, staff shortages meant they were not able to organise any group support system meetings before the [http://www.e-consultation.org research team's] project ended.
  
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=====Consulting those who are affected most: 2=====
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=====[[Post-launch e-consultation Design#Consulting those who are affected most: Young People|Consulting those who are affected most: Young People]]=====
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A second key group to consult are young people, including (but not limited to) those who had participated in cross-border exchanges. Michele Smyth showed [http://www.nsec.info NSEC] staff the work she had been doing for her Ph.D. research with groups of young people at the NI Youth Forum (NIYF).  SEC staff explored with the NIYF the possibility of subcontracting part of the consultation with young people to them. The ideas discussed centred on an initial face-to-face workshop in which a small group of young people could discuss the issues and determine the questions they would want to ask about cross-border exchanges, followed by an on-line discussion forum in which many more young people could participate. After some discussion [http://www.nsec.info NSEC] decided not to fund this work (at least in the short term), apparently because of resource limitations in [http://www.nsec.info NSEC] .
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A second key group to consult are young people, which meant working with [http://www.niyf.org Northern Ireland Youth Forum (NIYF)].  An on-line discussion forum was used to allow many more young people to participate.  
  
 
======The Technology======
 
======The Technology======
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What they did manage to start, just before our research project finished, was design on-line questionnaires targeted at particular groups of participants, including young people and teachers. We helped them design the questionnaires, and loaded into the system some of the lists of e-mail addresses they had finally obtained.
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[http://www.nsec.info NSEC] used on-line questionnaires targeted at particular groups of participants. Also, [http://www.nsec.info NSEC] used [http://www.sugarcrm.com/ SugarCRM Customer Relationship Management software] for keeping track of their (potentially) huge number of contacts.
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Finally, the research team's technical assistants also customised the SugarCRM Customer Relationship Management software for [http://www.nsec.info NSEC], so that they could keep track of their potential huge number of contacts with pupils, staff, youth workers and others in 9000 organisations. Because Yan Chen used free (open source) software, he could customise it so that it was no longer a tool for selling into companies, but one to record contacts with many individuals in each organisation: something that many commercial CRM packages lack.
 

Latest revision as of 16:56, 21 September 2007

This page outlines how the e-consultation was designed, with particular reference to the technologies and issues encountered.

E-Consultation Strategies

During the series of meetings that constituted the planning phase of the NSEC trial, several possible e-consultation strategies were proposed that could be used to suit NSEC's consultation needs, such as on-line surveys and the incorporation of forums into a website.

Traditional + Technological Elements Used

The considered opinion of the both NSEC and the e-consultation research team was that both conventional consultation techniques and e-consultation elements should be applied to the process.

Benefit from comparison

From NSEC's point of view it allowed all channels of communication to be exploited.

From the research team’s perspective it afforded an opportunity to:

  • compare various methods
  • to see how well technology fitted in with, and helped on, a public consultation.

Click here to see an overview of the econsultation planning and design process.

E-consultation for the NSEC Launch Event

NSEC planned a meeting to launch their consultation in November 2005. At the launch they would present the research reports they had commissioned on North/South Educational Exchange to an audience of educationalists from a range of stakeholders across Ireland (often at senior policy levels). Their web site, with all the research reports, would be revealed at the same time.

Launch Stages

The first stages of the e-consultation were to be launched at the same time. The first stages of the e-consultation were:

  1. A short e-voting session during the presentations, to get instant responses from the audience.
  2. The possibility to sign up to an e-newsletter, so that NSEC could e-mail people with news about educational exchange and also opportunities to participate in the consultation.
  3. A short on-line questionnaire. The research team designed a consultation web site for NSEC, including mailing list subscription software (PHP list), and questionnaire run on PHP Surveyor, and pages introducing the consultation and all the conventional and electronic ways in which people might participate (See thumbnail, right).
    NSEC e-consultation screen shot

The research team also designed a set of questions for the launch meeting.

NSEC Launch Event

The NSEC launch went ahead in November 2005. Some pictures are available (right side border) of the event being set up and the presentations of the research findings.

The launch was held in the Newry Arts Centre.

Setting up the e-consultation software exhibit
Presenting the research findings
The audience


Post-launch e-consultation design

Engaging the Stakeholders

People attending the launch were engaged in consultation. However, this group were not the only group that NSEC wanted to involve in their consultations, and so, NSEC considered different technologies that might help to engage other groups.

Need for Publicity and Promotion

The need for publicity and promotion was emphasised as a crucial element of the process, of which NSEC needed to do more.

Consulting those who are affected most: Organisations in Educational Exchanges

One important group to consult were the organizations that currently managed and/or funded existing educational exchanges.

The Technology

The research team suggested using group support systems. Although NSEC agreed in principle to do this, staff shortages meant they were not able to organise any group support system meetings before the research team's project ended.

Consulting those who are affected most: Young People

A second key group to consult are young people, which meant working with Northern Ireland Youth Forum (NIYF). An on-line discussion forum was used to allow many more young people to participate.

The Technology

NSEC used on-line questionnaires targeted at particular groups of participants. Also, NSEC used SugarCRM Customer Relationship Management software for keeping track of their (potentially) huge number of contacts.

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