HHS Communications Site
Status: Active
Last Modified: 2023-09-22
Related Issue: #498
Deciders: Lucas, Elizabeth, Julius, Billy
Tags: topic: comms
Context and Problem Statement
HHS needs a way to distribute information about the Simpler Grants workstreams that is tailored to internal stakeholders. This internal site should prioritize hosting and broadcasting read-only content about these workstreams in a user-friendly format, but also provide a mechanism for stakeholders to pose questions or provide feedback.
Decision Drivers
Deployment Timeline: We can deploy a site with this tool in less than a month
User Experience (UX): The site is easy to navigate with a modern-looking user interface
Hosting Cost: It is not prohibitively expensive to extend access to all of HHS
Access Control: We can control who can read and edit the site with minimal overhead
Content Management: It is easy for HHS staff and contractors to update the site content
Feedback Mechanism: We can solicit feedback and questions from site visitors
Options Considered
GitBook publishing options
Guest Access
Visitor Authentication
“Private” Links
SharePoint hosting options
HHS-owned site
Contractor-owned site
Options for custom-built sites
Page on HHS intranet site
Contractor-built static site
Decision Outcome
Use GitBook to create and manage content publishing to the site via “private” link. The link to this site will be added to the HHS intranet and/or OG Resource Center so that HHS staff can find it.
In parallel we'll actively work on developing a visitor authentication option to restrict access to the site in the long-term. Once this visitor authentication option is built and undergoes security review and approval, we'll change the publishing strategy for GitBook from "private" link to visitor authentication.
Positive Consequences
Allows us to deploy and publish the site in time for the kickoff of the initiative
Enables HHS staff and contractors to manage the content directly in a easy to use editor
Provides a modern user interface for visitors to the site.
Negative Consequences
During the period in which we are using the "private" link publishing strategy we'll need to be avoid of including any sensitive information on the site. The strategy to address this is to keep sensitive information in an access controlled environment and to simply link to where that information is stored from GitBook.
We'll need to allocate some technical resources in the upcoming period of performance to work on implementing the visitor authentication option for GitBook.
We may need to have a period of downtime when we switch from the "private" link publishing strategy to the visitor authentication strategy.
Comparison Matrix
Table Legend
✅ - Meets decision criteria
❌ - Does not meet decision criteria
🟡 - Partially meets criteria or requires more info
Table
Pros and Cons of the Options
GitBook: Guest Access
Create and maintain the site contents in GitBook and extend view access to through GitBook-managed licenses.
Bottom Line: GitBook is likely the best platform, but this is not a viable publishing option because it would be too costly and difficult to administer
Pros
Timeline: Site can be deployed in 1-2 weeks
Usability: Clean and customizable user interface
Access: Can control both edit and view access
Content: HHS staff and contractors can edit content
Feedback: Supports embedding Microsoft forms
Cons
Cost: More than $25k per month for all HHS users
Access: View access needs to be managed per user
GitBook: Visitor Authentication
Create and maintain the site contents in GitBook and extend view access to through an HHS-managed authentication solution.
Bottom Line: GitBook is likely the best platform, and this publishing option meets most of the key criteria except our desired timeline for deployment
Pros
Usability: Clean and customizable user interface
Cost: Only pay for editors, no per-viewer costs
Access: Can control both edit and view access
Content: HHS staff and contractors can edit content
Feedback: Supports embedding Microsoft forms
Cons
Timeline: May take several months to set up authentication (due to security review)
GitBook: Visitor Authentication
Create and maintain the site contents in GitBook and extend view access through a shareable link with a secret token.
Bottom Line: GitBook is likely the best platform, and this publishing option meets most of the key criteria except our desired desired access controls
Pros
Timeline: Site can be deployed in 1-2 weeks
Usability: Clean and customizable user interface
Cost: Only pay for editors, no per-viewer costs
Content: HHS staff and contractors can edit content
Feedback: Supports embedding Microsoft forms
Cons
Access: Anyone with the link can view the site
SharePoint: HHS-owned
Create and maintain the site contents in an HHS-owned SharePoint instance. Use a communications site template (if available) for a modern look and feel.
Bottom Line: SharePoint could be a viable option, but there are still open questions and challenges getting access for contractors
Pros
Usability: Modern UI (with correct SharePoint version)
Cost: No cost for HHS staff with O365 licenses
Access: Supports fine-tuned access controls
Feedback: Supports integration with Microsoft forms
Cons
Usability: Current version may not support modern UI
Timeline: Timeline for creating a new site is unclear
Content: Contractors may not have edit access
SharePoint: Contractor-owned
Create and maintain the site contents in a contractor-owned SharePoint instance. Use communications site template (if available) for a modern look and feel.
Bottom Line: SharePoint could be a viable option, but using a contractor-owned site would likely be too costly and difficult to administer
Pros
Usability: Modern UI (with correct SharePoint version)
Timeline: Likely faster to create than HHS-owned site
Content: Likely easier to give contractors edit access
Feedback: Supports integration with Microsoft forms
Cons
Usability: We may not have access to required version
Cost: May have to pay per user for HHS access
Access: May have to provision access per user
Custom: HHS Intranet Site
Work with HHS intranet site admins to create a custom page. Manage updates and content through their existing request process.
Bottom Line: A page on the HHS intranet is a safe fallback option, but may have limits on timeline and the ability to manage and update content
Pros
Usability: Intranet site uses modern USWDS branding
Cost: No additional per-user cost to host site
Access: HHS staff already have access to the site
Cons
Timeline: Timeline for creating a new page is unclear
Access: Contractors don’t have view or edit access
Content: Changes may need to go through approval
Feedback: Options for collecting feedback are unclear
Custom: Contractor-built Site
Add a custom-built site to the scope for the next period of performance with MicroHealth/Nava. Use the Storyblock CMS or another solution to manage content updates.
Bottom Line: A contractor-built site is a strong back-up option, but it would delay the timeline and it may divert resources from other priorities
Pros
Usability: Gives us more control over the look and feel
Cost: No additional per-user cost to host site
Access: We can control both read and write access
Content: Content edits could be made by contractors
Feedback: We can build our own custom forms
Cons
Timeline: May take several months to set up authentication (due to security review)
Content: Fewer staff may be able to manage content
Access: Some technical details to work out
Links
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