DIGITAL ENGAGEMENT & ANALYTICS TOOL (HOSTED WEB SERVICE)

1. Overview
The London Borough of Waltham Forest is looking to procure a digital engagement and analytics tool to support community and stakeholder engagement on the Mini Holland programme. The tool should be a hosted web service. It will be used as part of engagement activities across a number of neighbourhood areas, and particular routes through the borough.

2. Platform requirements

Community engagement about needs
To support community engagement, the tool must:
• Be open and transparent to all users, giving everyone in the community an equal opportunity to participate
• Enable a number of different areas or routes to be setup as separate engagement areas, each with a defined geographical zone marked on a map
• Offer a configurable landing page for each area or route, allowing the Council to specify different content for this page
• Allow anyone to register to add comments. When registering, it should collect demographic information about the user. Exactly what information is collected should be customisable by the Council for each area / route
• Allow any registered user to add comments about particular locations, indicating how they feel about that location and what they think could be improved
• Display these comments on a shared map of the area or route, which is open to anyone, whether registered on the system or not
• Work on all common digital devices – including computers, tablets and smart phones
• Support both paper-based responses (e.g. postcards) and digital responses
• Have the ability to reach a diverse cross-section of the community
• Include a survey mode that can be used on tablets for door-door activities
• Once someone is registered for one area or route, they can use the same account to access any other area or route with the same account.

Community comments on proposed designs
The tool should also offer the ability for the Council to publish detailed designs for different areas or routes. These might include road features, street furniture or new ‘pocket park’ areas. The tool must:
• Enable these designs to be easily published by the Council
• Show these design proposals on a similar map to that used for the community needs engagement
• Enable users to comment on these designs – including detailed elements of each design
• Allow people already registered for one of the other areas to be able to use the same account to access this tool

Data consolidation & analysis
To support our consolidation and analysis needs, the tool must:
• Offer a dashboard or similar facility for admin users to view real-time analysis of data
• Provide unlimited administration users, managed by us
• Be able to show such a dashboard for each neighbourhood area / route
• Be able to show a consolidated dashboard for the whole programme
• Allow all anonymised data to be downloaded for further analysis in e.g. Microsoft Excel
• The dashboard should show a breakdown of user demographics, the number of comments

Data
The supplier must be able to demonstrate:
• That they adhere to relevant data privacy legislation in all areas of the management and operation of the tool
• That their hosted service is resilient, robust and can meet the predicted demand of thousands of local residents

3. Application to specific projects
There are two immediate projects for which we want to use the platform as our online engagement hub:

a. Walthamstow Gyratory Consultation
The main Gyratory road junction in Walthamstow Town Centre is being redesigned as part of the regeneration and cycling improvements in the area. The engagement platform will be used to consult on the proposed changes to road layouts; public space; and bus stops.

Aim: to engage and consult widely on the proposed changes to the Gyratory
Audience: local businesses, users of the area and borough-wide residents
Timeline: We understand that the consultation is due to commence early February 2017. We need to commence work with the team by the end of December in order to achieve this.

b. Neighbourhood Naming for Wayfinding
To aid consistent wayfinding in the borough, the Highways Team wants to consult on a set of a proposed area names that will be used on future wayfinding signage.

Aim: To consult on proposed names for neighbourhoods in the borough
Audience: borough-wide residents and businesses
Timeline: We understand that the consultation is due to commence early 2017