OCP-02-Outreach-Communication

Owned by Aneta Pałczyńska (Deactivated)
Last updated: Sep 07, 2023
8 min read

USE CASE STEP 

USE CASE: Online Construction Permit

STEP: Outreach Communication

TYPE: EXTERNAL 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 public 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.

  • Local staff authorities have been trained and are ready to inform potential participators.

  • 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)

  • Staff authorities

  • Target participators group(s) (citizens and professionals seeking the permit approval)

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

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.

 

Step 2: Identify potential participants of the online construction permit process

Description:

In order to disseminate information externally among potential participators in the program, a process should be set up to (1) list all participator whose data was saved previously and could be interested in 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 1.1 Prepare targeting workflow

Feature: Create new workflow Scenario: Create workflow that adds participator 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 Function/model to evaluate potential beneficiaries is ready When Governmental Worker creates new workflow Then New workflow is created And Potential participator who meet the targeting criteria can be identified

Relevant Digital Registries BB endpoints:

  • /data/{registryname}/{versionnumber}

    • Access the list of potential participators 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 potential participators in scheduler BB

  • /appointment/new

    • Bind designated potential participators to the event 

Step 2.2 Execute targeting workflow

Feature: Schedule notifications for target group Scenario: List potential participators 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 potential participators meet the criteria And the potential participators have signed a consent agreement to be notified Then the potential participators should be added as subscribers in the scheduler BB And they should be associated with the previously created event

Relevant Scheduler BB endpoints:

  • /subscriber/new

    • Save participant in scheduler BB

  • /appointment/new

    • Bind potential participant 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 potential participant 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

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

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.

 

Step 3: Setup outreach schedule for potential participators

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

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

Relevant Scheduler BB endpoints:

  • /subscriber/list_details

    • Verify criteria of target group match the required criteria

Step 3.3: Send scheduler message

Relevant Messaging BB endpoints:

  • /send/email/batch

    • Send email to all

Relevant Scheduler BB endpoints:

  • /event/modifications

    • Changes details of specific event

 

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

  1. Client Communication (covered)

  2. Client Education (not covered, no BBs specified at the moment)

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

ALTERNATIVE COURSE 

  • physical outreach channels and methods

    • brochures

    • pamphlets

    • flyers

  • national media channels

DATA OUTPUT 

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. The target audience is aware of the USCT program and its objectives, benefits, constraints, timeline, etc.

  2. Potential participators are encouraged to enroll in the USCT program and they know how to do this.

  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

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