We collaboratively develop and establish systems in consultation with representatives from a group/organisation. Each system is custom-designed and tailored to the needs of that group, but in general, our systems deliver (i) the technical infrastructure for managing a diverse array of data relating to all aspects of business and information management and (ii) procedures for collecting, managing and appropriately sharing information with internal and external parties.

Stage 1 - Scoping and System Implementation

1. Introductory meeting

   ESS representatives will visit the client offices to conduct a project inception meeting, which will be used to get the project started and begin to build the working relationship between ESS and client. This will provide an opportunity to further clarify aspects of the project plan

   During this meeting, ESS will be given direction regarding the range of existing materials that may exist across the organisation and within other organisations that needs to be collected and stored within the system, as required for the following activity.

2. Presentations

   During the initial visit, ESS representatives will conduct a series of presentations. These presentations will cover:

   • Cultural mapping concepts, including examples from around the Australian mainland, the Torres Strait and overseas.
   • Traditional knowledge information management concepts and experience
   • Examples of information management systems used to manage and share cultural map data and associated stories, language, songlines, etc.
   • Potential traditional knowledge and mapping tools available for use in this project
   • Presentation of findings from the desktop research activity
   • The benefits that cultural map information products can provide, particularly when they are derived from well organised and accessible data management systems

3. Meetings with key staff

   Following the presentations, ESS will consult with client staff to establish the expected outcomes of the project. The meetings will cover a range of questions including:

   • What are the reasons for creating the system?
   • What types of records will be stored in the system?
   • What details are needed when describing places, stories, language, interviews, sites, etc?
   • What audiences will be serviced by the system? Who is it for?
   • How will it be interpreted and utilised?
   • What are the future plans for the system. How will it evolve to become a dynamic source of information that can be used to underpin other client activities and initiatives.
   • What potential linkages exist between this project and other community groups such as schools?
   • How will multimedia recordings of stories, songlines, songs, language that are associated with system features be communicated?
   • What data sensitivities exist with the information contained in the system? Is certain information only for viewing within the community or parts of the community? How should access to this information be controlled?
   • How will we identify where the information gaps are? How can this information be gathered?
   • How will the information gathered throughout the project be used? How will it help/influence the land management works undertaken by rangers?
   • What are the skills, capacity levels and resource constraints for the ongoing use of the system and associated content?
   • What governance arrangements should be made for the information collected? Are formal protocols needed for collecting, managing and sharing system content?

4. Basic training - information management concepts

   As a part of the initial visit, ESS will conduct basic training with client staff. This training will focus on developing an understanding of some of the important terms, components, and functionality involved in information management systems. Specifically, this training will cover:

   • An overview of the terms and concepts that underpin system functionality  
   • How to add users to the system and authorise access to different groups
   • How to navigate and operate the different functions of the system
   • How to add data entries from within the system
   • How to use field-data collection tools to add information to the system

   This basic training will provide client staff with the technical capacity that is required to understand system functionality and provide ESS with the informed and meaningful feedback needed to make database customisations. 

5. Needs assessment and action plan

   Based on the outcomes of the meetings and initial training, ESS will produce a brief summary of what is needed to develop the database and develop the required capacity of staff. The summary of needs will address the current information management infrastructure and capacity, and outline how we see the system most effectively meeting the requirements of the client (including an overview of the technology involved). 

   This summary of needs will provide the basis for an action plan, which will provide a schedule of tasks to be undertaken in order to meet the obligations of the project and the requirements of the client.

   This documentation will be provided to client representatives so that it can be signed-off prior to the commencement of subsequent project activities.

6. Installation and customisation of the system

   The underlying database technology will be installed and configured to run on a secure web server hosted in Melbourne. The client will have the option of moving the hosting location to somewhere more appropriate in future as required. The client also will have the option of housing this system on a Local Area Network (LAN) rather than the internet to alleviate any potential data security concerns if desired. A local installation of the system may incur additional costs to purchase and supply the additional hardware needed.

   The base technology will have the following characteristics:

   • Secure user-access control provided via username/password 
   • Simple interface to create and manage a variety of content types (e.g. recordings of stories, songline details, language, songs, documents, photos, dance, people, family connections etc.) and relate them all to parts of the landscape
   • An interactive mapping interface for adding, editing and working with landscape features, with context provided by satellite imagery (e.g. Google Maps) and historic maps (e.g. topographic exploration maps)
   • The ability to represent landscape features using both traditional GIS approaches and also artistic/contextual representations of country
   • A way to share content appropriately using cultural protocols specified by stakeholders
   • A single place to manage and access/play multimedia recordings
   • An archive that can enable creation of value-added information products like hardcopy maps, charts and student activity workbooks
   • Online storage of content that is securely and regularly backed up
   • Tools for importing bulk datasets from other sources (e.g. DIA) 
   • Simple project management functions for scheduling/assigning work to staff and for tracking progress against annual targets
   • Documented help and support materials

   Field based data collection and recording tools will also be made available during this stage. Data collection and recording tools will provide the client with the following:

   • Offline recording of GPS data, images and video
   • Offline interactive maps for showing current location in relation to previous recordings
   • A means to retrieve information recorded on previous field trips
   • Direct transfer of data collected in the field to the system once the data collection device is connected to wifi

   The data management and collection software infrastructure will then be customised according to the requirements of the client, as identified in the needs assessment.  

7. Data processing and transfer

   We will use the findings of the preliminary desktop research to repatriate, digitise, reformat and transfer priority datasets to the system. We will also document the methods used so that client staff may be able to undertake similar types of repatriation efforts in future.

8. Testing and refinement

   Testing of the system will occur concurrently with implementation. This means that the system can be used by client staff immediately as a part of their activities - particularly in relation to the development of a heritage survey business, which we understand to be a priority in terms of timing. Having staff use the database immediately and testing it through day-to-day operations will provide the most meaningful feedback in terms of how the database should be refined and where further technical capacity is needed by staff - both of which will result in better outcomes later in the project, and ultimately a better product. 

   Refinement of the system will be ongoing during the testing phase. Therefore, refinements will address specific requirements that arise through the use of the system. This will ensure that refinements are both timely and targeted.

9. Remote support services

   Remote support services will be available to client staff throughout Stage 1. These services will be available on request and delivered primarily via telephone, email and remote assistance. This support will be required to ensure the refinements to the system and associated processes are understood and embraced by client staff.

Stage 2 - Expanding the system utility through capacity building (office and field-based training)

1. Office based training

   ESS will train Traditional Owners, interested community members and any other relevant client representatives in the use of the system across several on-site visits. Training participants will be shown how to carry out a broad range of system functions that include:

   • System access and user registration
   • Navigation via icons to find information of interest or searching for materials
   • Adding and sharing other content including stories, interviews, songlines, seasons etc..
   • Adding photos and videos to demonstrate the visual appearance of people and places
   • Attaching documents and other written materials to sites, agreements
   • Mapping
   • Using map tools to locate features using google imagery and other base maps
   • Using map drawing tools to create new map features.

   Importantly, ESS will train participants in how to train others. We will provide documentation and other support materials that can be used by client staff to run future training events without our involvement. After the training ESS will continue to provide support remotely to staff via telephone, email, Skype and remote computer access.

2. Field based training

   Field based training will focus on providing Traditional Owners and community members with the skills to record cultural sites, Traditional Owner interviews, places, areas and stories.  ESS staff will work closely with these groups (including client staff) to record cultural sites and interviews with Traditional Owners that will be used to document the connections between stories, places, people, etc. 

   Field-based training will also involve ESS collaboratively developing site management and monitoring methodologies with client staff. These methodologies will provide the foundation for future ranger groups to become engaged in the observation, monitoring and management of cultural and environmental assets.

   The technical skills developed and data captured through this stage will provide the foundation for which progress toward Traditional Owner aspirations can be quantified. 

   Specifically, we will work collaboratively with the client to establish longer term plans (eg. Healthy Country Plan) for managing and measuring the health of  their key cultural values.

3. Ongoing remote support services

   Support services will be available to client staff when required. These services will be available on request and delivered primarily via telephone, email and remote assistance.