Ministry of Defence

Ministry of Defence

Context

The Ministry of Defence (the Ministry) works to:

• provide timely, high-quality advice to help the Government make well-informed decisions about the defence of New Zealand and its interests
• conduct audits and assessments of the New Zealand Defence Force (NZDF) and the acquisition activities of the Ministry of Defence
• arrange for the acquisition of significant items of military equipment needed to meet New Zealand Defence Force capability requirements.

Ministry of Defence E-government Initiatives

• Website redevelopment
• Electronic index of unclassified archive documents
• Secure wide area network with NZDF
• IT documentation

Summary

Ready Access: The Ministry provides ready access to information via its website, and to some information through the government portal.

Alignment: The Internet is used effectively for people to access information. Improvements to staff access to the Internet and other internal developments as outlined in the Information Management and Knowledge Management Strategy will ensure alignment with the E-government Strategy.

Internet and Communications Technology

The Ministry completed an Information Management and Knowledge Management Strategy in April 2003. It includes all of the Ministry's information management, technology and business systems, and is designed to encourage information sharing across government, where appropriate.

The Strategy includes plans to implement a content management system for the intranet. The Strategy outlines plans to review the intranet and website within the next two years.

The existing website provides information about the Ministry. There is extensive information about acquisition projects, tailored for people who tender for defence projects. Providing acquisition information online is highly effective as many tenders are submitted from companies overseas.

Internally, information management developments are being made with respect to the 'Improving Joint Effectiveness In Defence' Cabinet paper that came out in response to the Hunn Review. The Cabinet paper makes clear the Government's expectation of a greater degree of 'jointness' between the defence agencies. Consequently, the Ministry is working on improved information sharing and collaboration between the Ministry and NZDF. Possibilities include the development of a shared workspace for policy development to enhance information sharing.

National security network requirements place some limits on Internet use, which has hindered the introduction of some information sharing initiatives. Initiatives to share information more openly are challenging to implement for agencies such as the Ministry, because they operate within a national security framework and handle classified information. For example, because of security concerns Ministry staff cannot access the Internet from their desktops.

Ready Access to Information and Services

Metadata

The Ministry has four metadata records, including two services, one document, and an agency record. These records are well written with their audience in mind.

The Ministry does not need a large number of records, as it does not provide many services directly to the public. However, there are opportunities for more metadata records, on topics such as defence policy and the role of the Ministry, as well as Ministry reports and publications.

Website Assessment

Websites assessed during May 2004 included:

www.defence.govt.nz

Overall, the Ministry's website is of an average standard.

The site has a high degree of accessibility. In future, information delivery and usability on the site could be improved.

Key quality issues noted during the assessment included:

• Reasonable range, depth and presentation of information content.
• Usability and site navigation could be improved for easier use.
• The homepage does not present a clear face, missing opportunities to offer relevant content.
• There is no search function, preventing people from finding information easily.
• Missing website policies mean people are unsure about feedback, privacy, copyright and complaints.
• Many required email addresses are not available or were not answered during the assessment.
• More links to other related content would be useful.
• The addition of consultation documents would make it easier to offer feedback on proposed changes to policy or procedures.
• Missing accessibility features, such as navigating skipping, access keys and style sheet problems may impede some physically impaired people's access.
• Contact details could be more specific, to enable responsive handling of enquiries.

Alignment With E-government Goals

Convenience and Satisfaction

Access to information about the Ministry has been improved with the use of the Internet. Generally, the Ministry's website provides introductory information with additional contact details for people who need more specific or detailed information.

Links to the NZDF and other related government agencies are provided.

Compliance with the Government Web Guidelines will be included in the website review.

Integration and Efficiency

The Ministry intends to better integrate the collection, use and disposal of information, as outlined in its information strategy. Consequently, alternatives to the existing heavy reliance on email will need to be developed, such as Shared Workspace for policy development.

Other options include closer information sharing with other defence sector agencies. This includes an initiative to develop a secure wide area network. In addition to managing security concerns, information sharing standards and policies will need to be established.

Participation

The Ministry's main contribution to participation is to ensure that people understand its purpose and future intentions. Information on the website is adequate for this purpose.