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USE CASE STEP 

USE CASE: Online Construction Permit

STEP: Outreach Communication

TYPE: INTERNAL DIGITAL COMMUNICATION OUTREACH
https://app.gitbook.com/o/pxmRWOPoaU8fUAbbcrus/s/YLLEfCKTnmzAMDSDzJJH/readme/inf-1-construction-permit

PRECONDITIONS 

(list of conditions that MUST be met in order to be able to successfully execute this process)

  • The procedures for processing online construction permits has been set up, and its objectives and eligibility criteria have been defined.

  • The Ministry of Urban planning or another leading agency/organization is responsible for organizing the internal information campaign.

  • Digital campaign communication channels (e.g., Ministry's and all the municipalities' websites and social media platforms) have been established and are available under Messaging BB.

  • The Ministry of Urban planning or another leading agency/organization has prepared educational materials for local staff authorities.

  • All necessary building blocks and workflows have been set up.

DATA INPUTS 

Note: Details on Data Inputs will most likely depend on Building Blocks that are not yet available. For now high level inputs are listed.

Scheduler Event

  • Name

  • Description

  • Category

  • Host Entity ID

  • From

  • To

  • Deadline

  • Subscriber Limit

  • Terms

  • Status

  • Venue

Scheduler Resource

  • Name

  • Category

  • Phone

  • Email

  • Alert URL

  • Alert Preference

Scheduler Entity

  • category

  • name

  • phone

  • email

  • website

Scheduler Message

  • Entity Identifier

  • Category

  • Message content

Workflow Process

  • Name

  • Type

  • Version

  • Description

  • Process Body

    • code

    • value

Official

  • First Name 

  • Second Name 

  • DOB 

  • National ID Number 

  • Place of residence

  • Contact info:

    • Email 

    • Phone Number 

    • Address

Sender Information

  • Organization Name

  • Organization ID

  • Email

  • Sender Name

Receiver Information

  • Email

  • Receiver Name

Email Content

  • Title

  • Content

ACTORS 

Human

  • Leading Organization (Ministry of Urban Development, housing and planning)

  • Local staff authorities

System 

  • Consent BB

  • Digital Registries BB

  • Identity BB

  • Information Mediator BB

  • Messaging BB

  • Scheduler BB

  • Workflow BB

NORMAL COURSE 

Step 1: Setup content management through established channels to disseminate information

Info

The Content Management BB has not yet been finished as for 21/07/2023. When it will be ready the Normal Course will be updated to include its functionalities.

Description:

The Leading Organization should be able to publish information on public sites to disseminate information about the upcoming program that will streamline the lengthy procedures. The Leading Organization should be able to update published information whenever the necessity occurs.

Image Added

Step 2: Identify local staff authorities involved in processing construction permits

Description:

In order to disseminate information internally among the local officials, a process should be set up to (1) list all officials who should receive information and training on the Online Construction Permit process, (2) the assembled list should be associated with the outreach campaign event that is scheduled to take place, and (3) trigger the campaign event and send bulk messages to the officials from the assembled list.

Step 2.1 Prepare targeting workflow

Code Block
Feature: Create new workflow  
Scenario: Create workflow that adds local staff authorities officials to Scheduler BB resources using Digital Registry BB data
  Given Governmental Worker can create workflows 
    And Workflow is connected to the Digital Registry BB
    And Workflow is connected to the Scheduler BB
    And the set of employees who are supposed to receive the notification is known
  When Governmental Worker creates new workflow 
  Then New workflow is created 
    And local staff authorities officials who meet the targeting criteria can be identified

Relevant Digital Registries BB endpoints:

  • /data/{registryname}/{versionnumber}

    • Access the list of potential officials involved in the program

    • Query digital registry for target group

Relevant Workflow BB endpoints:

  • /processes (post)

    • Create new workflow

Relevant Scheduler BB endpoints:

  • /subscriber/new

    • Save designated officials in scheduler BB

  • /appointment/new

    • Bind designated officials to the event 

Step 2.2 Execute targeting workflow

Code Block
Feature: Schedule notifications for target group
Scenario: List local staff authorities officials for outreach
  Given that a scheduler event has been created
    And that a targeting workflow process exists
  When the Governmental Worker triggers the workflow process
    And the designated officials meet the criteria
    And the designated officials have signed a consent agreement to be notified
  Then the designated officials should be added as subscribers in the schedulerScheduler BB
    And they should be associated with the previously created event

Relevant Scheduler BB endpoints:

  • /subscriber/new

    • Save designated officials in scheduler BB

  • /appointment/new

    • Bind designated officials to the event 

Relevant Digital Registries BB endpoints:

  • /data/{registryname}/{versionnumber}

    • Query digital registry for target group

Relevant Consent BB endpoints:

  • /service/agreement/{agreementId}/

    • Confirm that designated official has signed the agreement and can be notified about the program

Relevant Workflow BB endpoints:

  • /processes/{processId}/start

    • Trigger appointment process

Step 2.3 Notify target group

Code Block
Feature: Send bulk notifications  
Scenario: Scheduled event is triggered and messages are sent to target group
  Given Target Group was registered in the schedulerScheduler BB
    And Scheduler can trigger bulk message in messagingMessaging BB
    And Scheduler Alert had been scheduled
  When Alert is triggered
  Then Target group receives notifications through messagingMessaging BB
    And the Scheduler sets action as successful

Relevant Scheduler BB endpoints:

  • /alert_schedule/new

    • Used to setup trigger for notifying target group

Relevant Messaging BB endpoints:

  • /send/email/batch

    • Notify target group. At the moment that’s only available batch endpoint, should be extended when other notification methods are added.

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Step 3: Setup outreach schedule for staff authorities

Note: For now we assume that content of the scheduled massage is hard-coded. At the moment definition of Content Management BB is not determined, and therefore we’re sending message directly to the scheduler BB. This will be changed in next iterations (example use of using Content Management BB was presented added in previous version of this document under Prepare outreach campaign content step).

Description:

The Leading Organization creates an informational campaign for local officials. This involves that (1) the message about the Online Construction Permit is prepared, including the time frame, content, and channels of communication, (2) all of the officials involved in processing construction permits are determined and added as recipients to the prepared message, and (3) the message was sent to all designated recipients.

Step 3.1: Create scheduler

Code Block
Feature: Create scheduler event 
Scenario: Setup outreach event in the scheduler 
  Given timeline of outreach program was determined
    And Outreach channels were determined
    And Governmental worker can schedule events  
    And Governmental worker has prepared content of the outreach
  When Governamental worker create new scheduler bb event 
    And Governmental worker attaches event message
  Then new scheduler event is created
    And new scheduler message is created

Relevant Scheduler BB endpoints:

  • /event/new

    • Add new event

  • /message/new

    • Create content message event 

Note: This assumes that only one event and message will be created.

Step 3.2: Locate scheduler message recipients

Code Block
Feature: Create a list of recipients 
Scenario: Check the target group targeting 
  Given program specifications have been established
    And timeline of introducing program was determined
    And a target group was added as subscribers to Scheduler BB
  When designated official is in the appointed area of the program
    And designated official has a role appointed in the program
    And designated official has consented to be send messages
    And designated official is in the target group list
  Then add the target group as recipients of the scheduled message

Relevant Scheduler BB endpoints:

  • /subscriber/list_details

    • Verify criteria of target group match the required criteria

Step 3.3: Send scheduler message

Code Block
Feature: Inform all recipients of the program
Scenario: Send email to all recipients
  Given program specifications have been established
    And timeline of introducing program was determined
    And the content of the introductory email was prepared
    And list of recipients is ready
  When start of the program is at hand
    And Governmental worker creates new email in Messagingdesignated email bbprovider
    And Governmental worker attaches email content in designated email provider
    And Governmental worker includes all recipients in designated email provider
    And designated email provider relays this message through Scheduler BB to Messaging BB
  Then introductory email is send

Relevant Messaging BB endpoints:

  • /send/email/batch

    • Send email to all

Relevant Scheduler BB endpoints:

  • /event/modifications

    • Changes details of specific event

Image Added

Step 4: Setup a communication channel for educating staff authorities

Note: As we don’t have an established flow for training the local staff authorities, an educational email campaign could be established. The example of such case is depicted below.

Step 4.1: Send email containing update to the program

Code Block
Feature: Create email campaign 
Scenario: Send emails to all recipients 
  Given the content of emails is prepared
    And list of recipients is prepared
    And time of the start of campaign is scheduled
  When Governamental worker creates new email in designated email provider
    And Governmental worker attaches email content
    And Governmental worker includes all recipients
    And designated email provider relays this message through Scheduler BB to Messaging bb BB
  Then new email is send

Relevant Messaging BB endpoints:

  • /send/email/batch

    • Send email to all

Relevant Scheduler BB endpoints:

  • /event/modifications

    • Changes details of specific event

Step 4.2: Send periodic emails about the program

Code Block
Feature: Create newsletter 
Scenario: Send periodic emails to all recipients 
  Given the content of emails is prepared
    And list of recipients is prepared
    And time cycles of the newsletter are planned
    And periodic events are set up in Scheduler BB
  When Governamental worker creates new emails in designated email provider
    And Governmental worker attaches emailemails content
    And Governmental worker includes all recipients
    And designated email provider relays this message through Scheduler BB to Messaging BB
  Then new email is send on a set date

Relevant Scheduler BB endpoints:

  • /event/new

    • Add new event

  • /event/modifications

    • Changes details of specific event

Relevant Messaging BB endpoints:

  • /send/email/batch

    • Send email to all

Image Added

Info

In Miro board the Outreach Communication step is composed of three workflows:

  1. Client Communication (covered)

  2. Client Education (no BBs specified at the moment, Messaging BB was used)

  3. Content management (partially included in the existing step, no BB)

ALTERNATIVE COURSE –

  1. The Leading Organization and local staff authorities already have in use a platform designated for communication and a list of all local officials involved in processing construction permits and that have consented to receive information from their employer. If such platform is already in use then the internal outreach communication campaign should be handled by such platform.

DATA OUTPUT 

Info

Current steps don't cover handling Outreach Campaign monitoring or assessing the effectiveness of the outreach campaign. Should we include these as indispensable parts of the use case step, or include outreach monitoring and assessment in a separate step (8. Ongoing M&E)?

POST-CONDITIONS (SUCCESS CRITERIA)

  1. Local authorities were informed and trained in the handling of USCT program and how to popularize it and help its potential participators.

  2. The system structure was established so the USCT program can be introduced in all municipalities.

  3. Relevant content has been created and managed for use in the information campaign.

EXCEPTIONS 

  1. Target audience doesn’t accept messages used to spread awareness

  2. Issues with chosen communication channels have arisen.

  3. Consent policy to use data to inform about social program has not been created

RELATED BBs

  • Consent BB

  • Digital Registries BB

  • Identity BB

  • Information Mediator BB

  • Messaging BB

  • Scheduler BB

  • Workflow BB

SEQUENCE DIAGRAM

mermaid		-cloud

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filename

titleOCP - Internal Outreach Communication

revision
Step

sequenceDiagram

participant A as Government Worker

participant B as Digital Registry BB

participant C as Workflow BB

participant D as Scheduler BB

participant E as Consent BB

participant F as Messaging BB

Note over A: Step 1: Setup content management (Not yet completed)

A->>E: Create new campaign

Note over A: Step 2: Identify potential participators

A->>C: Step 2.1: Request to create a workflow for targeting potential participators

Note over C: Workflow BB creates and stores the new workflow

C->>B: Workflow BB requests a list of potential participators from Digital Registry BB

Note over B: Digital Registry BB provides the list of potential participators

A->>C: Step 2.2: Request to execute the targeting workflow

Note over C: Workflow BB triggers the targeting workflow

C->>B: Workflow BB requests the updated list of target group from Digital Registry BB

C->>D: Workflow BB saves the identified participators as subscribers in Scheduler BB

C->>D: Workflow BB binds the identified participators to the event

C->>E: Workflow BB checks if the participators have signed the agreement

Note over A: Step 2.3: Notify target group

A->>D: Request to trigger the scheduled alert

D->>F: Scheduler BB triggers the sending of messages to target group

Note over F: Messages are sent out to the target group

Note over A: Step 3: Setup outreach schedule for potential participators

A->>D: Step 3.1: Create a new scheduler event for the outreach program

Note over D: Scheduler BB sets up the new outreach event

D->>B: Step 3.2: Verify if the target group meets the required criteria

Note over D: Scheduler BB adds those who meet the criteria as recipients

A->>D: Step 3.3: Request to send introductory email for a scheduled event

D->>F: Request is relayed to Messaging BB

Note over F: Emails are sent to all recipients

Note over A: Step 4: Setup a communication channel for educating staff authorities

Note over A: Step 4.1: Message recipients about an update

A->>F: Request to send update email for a scheduled event

D->>F: Request is relayed to Messaging BB

Note over F: Emails are sent to all recipients

Note over A: Step 4.2: Set a newsletter

A->>D: Schedule periodic emails to all recipients

A->>F: Request to send emails for a scheduled event

D->>F: Request is relayed to Messaging BB

Note over F: Emails are sent to all recipients

Image Added