Open Government Portal User Guide

Open Government Portal User Guide
OPEN
GOVERNMENT
PORTAL
GoA Staff User Guide
September 2015
September 04, 2015
Open Government Program, Service Alberta
http://open.alberta.ca/
[email protected]
This publication is issued under the Open Government Licence - Alberta (open.alberta.ca/licence)
contents
04
introduction
05
value proposition
06
open data
08
publications
11
resources
12
appendix A: accessing the open government portal
13
appendix B: adding open data step-by-step guide
19
appendix C: adding publications step-by-step guide
Open Government Portal— GoA Staff User Guide
3
introduction
The purpose of this document is to provide Government of Alberta (GoA) staff who manage
information with:

an overview of the new Open Government Portal (the Portal), and

detailed information on how to publish datasets and publications to the Portal.
The Open Government Program was established in 2012 to lead the open government transition
for the GoA. The program recently launched the Open Government Portal, which replaces the
Alberta Open Data Portal.
The following information resources are currently available on the Open Government Portal:
Open Data
Open data is government-owned data that is not subject to privacy, security or legislative
restrictions and made available to the public in a structured, machine-readable format with
minimal restrictions on its use or re-use. Open data is released proactively whenever
possible.
Publications
Publications are government-owned information resources that are not subject to privacy,
security or legislative restrictions and made available to the public in a variety of formats
with minimal restrictions on their use or re-use. Publications include, but are not limited to,
reports, studies, maps, legislation, etc. Publications are released proactively whenever
possible.
Unless otherwise specified, the Open Government Licence – Alberta applies to all resources in the
Portal. This licence grants users freedom to copy, modify, publish, translate, adapt, distribute or
otherwise use the information within the Open Government Portal in any medium, mode or format
for any lawful purpose with only a few conditions. It was developed in collaboration with the
governments of Canada, British Columbia, Ontario and Quebec and is based on the UK Open
Government Licence.
By sharing these information resources the GoA is increasing the transparency of government,
promoting economic opportunity, and increasing citizen involvement with government.
The Portal also contains visualizations developed using key GoA datasets, a listing of mobile apps
that use GoA data, a blog, and a link to the Alberta Queen’s Printer.
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4
value proposition
Supported by a new Publishing Guide for the Government of Alberta (Publishing Guide),
the Alberta Open Government Portal will be the website of choice for anyone seeking
current and historical information published or released by the GoA.
In accordance with the GoA Open Information and Open Data Policy (Policy), the Portal will
collect, describe and maintain all publicly available, government-created information and make it
accessible on a user-friendly website. As per sub-section 7.2 of the Policy, adherence to the
Publishing Guide where applicable will ensure the consistency, accessibility, and reliability of
information released to the public.
Maintaining published GoA information in the Portal will:
 Provide a single location for current and historical information published or released by the
GoA.
 Ensure consistency of published information across the GoA.
 Remove the need for departments to ensure access to information once it has been
published.
 Improve the ease with which citizens and staff locate departments’ information and discover
related GoA resources.
Adherence to the Publishing Guide (where applicable) across the GoA will:
 Clarify the publishing process for GoA staff.
 Establish a GoA publication standard to assure users that the publications are coming from a
reliable source.
 Provide users and GoA staff with information (e.g. publication date) that will enable them to
evaluate the relevance of the publication.
 Enable the creation of stable links to published information through other information systems
(e.g. library catalogues), by utilizing a unique identifier such as an ISBN, ISSN or URI.
Open Government Portal— GoA Staff User Guide
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open data
overview
Open data is government-owned data that is not subject to privacy, security or legislative
restrictions and made available to the public in a structured, machine-readable format with minimal
restrictions on its use or re-use. Open data is released proactively whenever possible.
The following documents are required for adding open data to the Portal:
1) Open Data Standards - establishes criteria for publishing data for public use, adaptation, and
distribution under the Open Government Licence - Alberta and sets the criteria by which the
success of the program will be measured.
2) Dataset Publishing 1: Open Data Value Framework – assists ministries in determining
which data is most valuable to publish first. The Framework contains an evaluation criteria
table that guides ministries in determining which of their proposed datasets would be
candidates for initial release on the Portal. Once completed, the Framework may be retained
within your branch/division for future reference.
3) Dataset Publishing 2: Dataset Evaluation Form – is used to gather information on
prospective datasets for inclusion on the Portal. Data Custodians and Data Owners can use
the completed form to recommend whether the identified dataset, or portions of the dataset
would be suitable for public release. Once completed, the Evaluation Form may be retained
within your branch/division for future reference.
4) Dataset Publishing 3: Open Data Assessment Checklist – is the final step before the
dataset is posted to the Portal. Data Owners must fill out the Checklist to ensure that the data
meets the requirements for publication on the Portal. This ensures that areas such as privacy,
copyright and security are addressed prior to release. The approval of a Data Executive
(Assistant Deputy Minister or delegate) is required for inclusion of the dataset(s) on the Portal.
Once completed, a copy of the Checklist will remain with the Data Custodian and the original
will be sent to the Open Government Program ([email protected])
The Open Government Program welcomes suggestions regarding data resources. Please send all
suggestions, questions, or requests to [email protected]
user roles
The following groups are involved in publishing data resources to the portal:
1) Data Owners - Individuals in each department responsible for the final review and approval of
data resources according to the established processes of each GoA department.
2) Data Custodians - Representatives of each GoA department responsible for the creation and
maintenance of data resources intended for publication.
3) The Open Data Team - administrators of the Portal responsible for facilitating the use of the
Open Data Assessment Checklist and ensuring that appropriate metadata records are
created for each data resource.
On-site and group training for data owners and data custodians is available upon request.
Open Government Portal— GoA Staff User Guide
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process for adding open data to the portal
Data Owner
Data Custodian
Open Government Portal— GoA Staff User Guide
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publications
overview
Publications are government-owned information resources that are not subject to privacy, security
or legislative restrictions and made available to the public in a variety of formats with minimal
restrictions on their use or re-use. Publications include, but are not limited to, reports, studies,
maps, legislation, etc. Publications are released proactively whenever possible.
Currently the majority of publications on the Portal are in .pdf format. However, publications in other
formats (e.g. .xlsx, .jpeg, .mp3, etc.) will eventually be available on the Portal.
The Portal functions as both a library for current publications and as an archive for older
publications which have historic value. Older publications are valuable because they provide a
snapshot of an issue at a given point in time. For example, multiple versions of a standard or
guideline are made available in order to allow a user to track changes over time.
The Open Government Program is developing processes (which include implementing the
Publishing Guide) to ensure that copies of all new GoA publications are added to the Portal. Until
these processes are established, the FAQ section of the Portal directs users looking for the most
current version of a publication to search the website of the relevant ministry or Alberta.ca.
The Open Government Program welcomes suggestions regarding publications. Please send all
suggestions, questions, or requests to [email protected]
user roles
The following groups are involved in publishing information resources to the Portal:
1) Publication Creator - responsible for creation of publications.
2) Departmental Publication Approvers - responsible for final review and approval of
publications according to the established processes of each GoA department.
3) Library and Open Information (LOI) Unit - responsible for issuing ISBNs, ISSNs and
persistent URIs for publications.
4) Publication Custodian* - responsible for (1) assisting Publication Creators through the
publication process; (2) creating and maintaining the complete Portal catalogue record for a
publication; (3) uploading the publication(s) for each Portal catalogue record; and (4) setting
publications in the Portal to public viewership (i.e. publishing).
*The LOI unit will serve as the Publication Custodian for the majority of publications.
However, in future program areas that release a consistently high volume of publications may
wish to appoint a Publication Custodian (i.e. granted access to the Portal) from within their
area to streamline the publication process.
Open Government Portal— GoA Staff User Guide
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process for adding publications to the portal
for single publications and the first issue of a serial
Publication Creator
Library and Open Information Unit
Publication Custodian
Open Government Portal— GoA Staff User Guide
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process for adding publications to the portal
for subsequent issues of serials*
Publication Creator
Publication Custodian
*A publication in any medium issued under the same title in a succession of discrete parts, usually
numbered (or dated) and appearing at regular or irregular intervals with no predetermined conclusion.
Open Government Portal— GoA Staff User Guide
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resources
Government of Alberta Open Information and Open Data Policy
Frequently Asked Questions
Open Government Licence - Alberta
Open Government Licence - Adoption Guidelines
Open Data Standards
Dataset Publishing 1: Open Data Value Framework
Dataset Publishing 2: Dataset Evaluation Form
Dataset Publishing 3: Open Data Assessment Checklist
Publishing Guide for the Government of Alberta (Draft)
Request for ISBN/ISSN Form
Open Government Metadata Application Profile (Draft)
Note: The above resources are housed under “Documentation” in the Resources section of the
Portal.
Open Government Portal— GoA Staff User Guide
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appendix a: accessing the open government portal
The Open Government Portal can be found at http://open.alberta.ca
As Service Alberta continues to modernize applications and infrastructure across government, the
GoA’s current standard internet browser (Internet Explorer 8) is incompatible with the Portal at
open.alberta.ca. GoA staff currently using the Windows operating system, will require Google
Chrome or Mozilla Firefox to access the Portal. Staff using Apple’s iOS operating system do not
need to change their browsers, because the Portal is compatible with Safari.
Access to the Portal’s administrative screens is managed by the Open Government Program. To
request access please contact [email protected]
To access the entry screens for Open Data and Publications you must login with GoA My Agent
credentials following these steps:
1) Enter the following web address in the browser:
https://open.alberta.ca/user/login
2) You will be presented with a login screen. Enter your MyAgent credentials as follows:
Username: first.last
Password: Your MyAgent password
3) Click “Login”
Note: Your login credentials are the same as your MyAgent credentials.
Once you have logged in you will see the following screen:
Open Government Portal— GoA Staff User Guide
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appendix b: adding open data step-by-step guide
Follow these steps to add Open Data:
1) Click on the “My Datasets” tab as shown below:
2) Once you have clicked “My Datasets”, you will be presented with the following screen.
Click on “Add OpenData” as shown below:
3) Fill in metadata in the entry form fields as shown in the following screenshots. Then click
on “Next: Add Data”. Further guidance for understanding and entering metadata values
is available in the Open Government Metadata Application Profile.
Note: Mandatory fields are indicated by an asterisk (*).
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Open Government Portal— GoA Staff User Guide
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Open Government Portal— GoA Staff User Guide
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Note: Prior to beginning the next section you will be notified if any mandatory fields have been left
blank. The notification will appear as follows:
3) Once this section has been completed, click on the “Next: Add Data” button as shown
below:
After completing the metadata entry form follow these steps to add “resources” (i.e. datasets) to the
record:
1) Attach a resource by clicking “Choose File”, “Upload” or by using an external link.
2) Complete the form fields shown in the image below.
3) To add more than one resource, click on the “Save & Add Another” button.
4) Click on “Publish” to attach the resource to the record.
Note: The dataset can be viewed by the public only once the visibility field in the metadata record
has been set to “public” (see page 14).
Open Government Portal— GoA Staff User Guide
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To change the visibility to “Public”:
1) Click on the “Manage” button to return to the metadata record.
2) Click on the “Visibility” drop down box and select “Public”:
Open Government Portal— GoA Staff User Guide
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appendix c: adding publications step-by-step guide
Follow these steps to add publications:
1) Click on the “My Datasets” tab as shown below:
2) Once you have clicked “My Datasets”, you will be presented with the following screen.
Click on “Add Publication” as shown below:
3) Fill in metadata in the entry form fields as shown in the following screenshots. Then click
on “Next: Add Data”. Further guidance for understanding and entering metadata values
is available in the Open Government Metadata Application Profile.
Note: Mandatory fields are indicated by an asterisk (*).
Open Government Portal— GoA Staff User Guide
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Open Government Portal— GoA Staff User Guide
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Open Government Portal— GoA Staff User Guide
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Open Government Portal— GoA Staff User Guide
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...
Open Government Portal— GoA Staff User Guide
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Note: Prior to beginning the next section you will be notified if any mandatory fields have been left
blank. The notification will appear as follows:
3) Once this section has been completed, click on the “Next: Add Data” button as shown
below:
After completing the metadata entry form follow these steps to add “resources” (i.e. publications) to
the record:
1) Attach a resource by clicking “Choose File”, “Upload” or by using an external link.
2) Complete the form fields shown in the image below.
3) To add more than one resource, click on the “Save & Add Another” button.
4) Click on “Publish” to attach the resource to the record.
Note: The publication can be viewed by the public only once the visibility field in the metadata
record has been set to “public” (see page 18).
Open Government Portal— GoA Staff User Guide
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