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Information for Agency Administrators
Information on using Agency Solutions
Information on using Agency Online Services
Information on using Whole of Government (WoG) Information Definitions
Category types: What can I find/publish under each icon?
|ICT Artefacts: Any re-usable ICT product that is either used by or created by your agency. E.g., UML models, XML schema, software. Please note any public datasets should be published on data.gov.au but can be referenced in GovShare.|
|Guidance: A formal specification of a standardised process, method, or interface that your agency supports or has published. E.g. Frameworks and guidelines, policies, standards (operational, meta-data, interface, messaging), architectural models|
|Whole of Government Information Definitions: Whole of Government (WoG) Information Definitions is a whole-of-government and industry listing of definitional standards for financial, demographic, welfare and health data. Please also see Information on using Whole of Government (WoG) Information Definitions for further information.|
|Agency Online Services: A database consists of all Australian Government online services available to the public and to the APS. Please also see Information on using Agency Online Services for further information.|
|Agency Solutions: A relational database of solutions in use across the Australian Government. (Objects and relationships to agency solutions as opposed to datasets). Please also see Information on using Agency Solutions for further information.|
|People: Find experts by skills or experience within Commonwealth Entities. This information is opt-in by users.|
User Registration: What do I do if the system will not let me register with my agency’s .gov.au email address?
Answer: Please submit your details via the Contact Us form and we will add your agency’s domain to our system so that you can register.
User Registration: I am not a Commonwealth entity employee, can I register?
Answer: Registration is open to all Commonwealth, States and Territories entities, High Court and the Future Fund Board of Guardians. Anyone with a valid email domain ending with gov.au can register. If the system does not recognise your domain, please submit your details via the Contact Us form and we will add your agency’s domain to our system so that you can register.
Login: I have registered but I can’t log in?
Answer: After you have completed the Signup form, the system will generate an email to you with an activation link. This link will need to be clicked on before you can log in with your new account details. If you have not received the activation link email, please check with your IT area to ensure the email has not been blocked by your entity’s SPAM filter. Please contact us if your IT area cannot locate the activation link email.
Login: I already have a GovShare account, how do I find out my username and password?
Answer: Click on the “Password Recovery” link located at the bottom of the login box, instructions to retrieve your username and password will be sent to your registered email address.
Relocation: I have moved agencies, what will happen to my existing user account? Do I need to register as a new user?
Answer: When you register on GovShare, you are representing your agency in any of your publications including resource material and comments. When you leave one agency and move to another agency, you will need to change your email address in your profile settings to your new agency’s email address. You will receive an email asking you to verify your new email address. Once this has been verified you will be able to login with your new email address from then on. Your user profile will be automatically migrated and will belong to your new agency. The ownership of items that you have published under the old agency will remain with the old agency.
Verification email: My verification email has been sent to an old email that I do not have access to. What should I do?
Answer: Please contact a GovShare administrator by filling out the form on the Contact Us page for assistance.
User account expiry: If I don’t use my user account, will my account be locked out?
Answer: Yes. The GovShare Administrator will send out periodic verification email links. You’ll need to click on this link via email if you wish to keep your account active. If your account has been disabled, you’ll need to click on the “Password Recovery” link to enable your account and create a new password.
Visibility: Who can see my profile?
Answer: Only logged in users can view your profile. Your profile details will assist other users with getting help on topics that you specialise in and promote collaboration within Commonwealth, States and Territories government. Please do not upload any sensitive personal information and any other details that you do not wish to share.
Message centre: Where can I find the compose function in the message centre?
Answer: To compose a new message, you’ll need to initiate it from the Item details page or the People details page. Click on the “Contact” icon on the left hand side of the page to create a new message.
Visibility: Who can see my published items?
Answer: You can select one of five levels of visibility for your published items depending on your user type. You may select from:
- Anonymous – anyone with access to the internet
- Any Commonwealth, States or Territories Government Agency – Registered users of GovShare
- Any Commonwealth Government Agency – Registered users of GovShare
- My Agency Only – Registered users of GovShare from your agency
- Myself Only – If you want to see how your published item will look before publishing to a wider audience
Visibility: Why can’t I see the item I’ve just published?
Answer: If your item has a “Not published” status in your “MyItems” menu, please check under your “Agency” menu the visibility type that requires approval from your Agency Administrator. Your item might be pending to be actioned by your Agency Administrator.
Search: What does the main search engine on the GovShare homepage searches for?
Answer: The main search engine on the homepage searches all categories. Select the category you wish to search from the drop down box on the homepage.
Classification: Up to what level of classification can I post to?
Answer: GovShare is an UNCLASSIFIED system with Dissemination Limiting Marker (DLM) of For-Official-Use-Only. Please do not upload material that has a higher classification.
Sensitive and inappropriate content: I’ve come across some inappropriate content, what do I do?
Answer: Please report inappropriate content to the “Contact Us” page along with the URL where the content is located. The GovShare Administrator will have access to remove this content and contact the owner. For inappropriate content located in forums, please use the “Report Inappropriate Content” button located on the menu of the post.
Cloud tag: What is cloud tag?
Answer: Cloud tag is used to increase exposure and visibility while making it easier for others to find online content. The benefit is a wider distribution of content and more opportunities for those seeking it to find it. Any GovShare registered user can apply tags to an item. All tags are visible by all GovShare viewers irrespective of who applied a tag.
Visibility: Who can see my posts?
Answer: The heading and the first sentence will be visible to anonymous users. To view the entire post and submit comments, users will need to log in.
Profile: Where can I see my posts and favourites?
Answer: Click on your name in any of the forum pages to see your forum profile.
Web accessibility: GovShare is accredited WCAG 2.0 Level AA compliant. Item owners should refer to the web policy guide when publishing an item. GovShare is a newly developed website, please note during enhancement periods aspects of this compliance may be affected. If you are experiencing any difficulties accessing the information or services provided by the GovShare site, please contact us at email@example.com
GovDex: What is GovDex?
Answer: GovDex offers closed, private communities, also known as a workspace, comprising a wiki, a task and issue tracker for project management, and a discussion forum. People are invited into specific communities for collaborating, usually during the development phase of work. GovDex can also be used if a secure space is required to share information with a discreet group of people.
GovDex: How are GovShare and GovDex complementary?
Answer: GovShare and GovDex are complementary products. GovDex is the private workspace to develop work, and GovShare is the open online repository, or library, where the finished product can be published for broad discovery and access.
Data.gov.au: I have a public dataset that I want to publish, should I publish it on GovShare or on data.gov.au?
Answer: datasets should be published on data.gov.au as this is the authoritative point of discovery for public data for the Commonwealth. For further details, please visit data.gov.au.
Agency: is the Government Agency that owns, uses or has created an item (Agency Solution, Agency Online Service, ICT artefact etc.).
Agency Administrator: Similar to a typical web manager’s role, an Agency Administrator’s role supervise publications by their Agency Users, set roles to their agency users and is the central contact between their agency’s GovShare users and GovShare Administrators (The Digital Transformation Agency staff who manage the GovShare System). Each agency can have more than one Agency Administrator.
Agency Data Coordinator: An Agency Data Coordinator maintains and collects agency data for the Agency Solutions and Agency Online Services Databases. They can add objects and relationships to the Agency Solutions Databases. Please note this role is independent of publication of datasets which should be published on data.gov.au.
Bespoke: identifies whether the item is a bespoke developed product. Bespoke solutions are those developed by a government agency, or a commercial entity at the agency’s direction with the intention of implementation in only one agency. Bespoke developments may evolve into GOTS solutions but this was not the original intention in creating the solution. Bespoke solutions include solution components, interfaces, and modules (i.e. hardware, software, technology, or computer products).
Bespoke – Cloud: identifies whether the item is a bespoke developed item and is hosted by Cloud.
Business Reference Model (BRM): provides a framework facilitating a whole-of-government functional view of the Australian Government’s Line’s of Business (LoBs), independent of the agencies performing them. BRM definitions
COTS: identifies whether the item is a Commercial-of-the-Shelf (COTS) product. COTS solutions are those where the original development has usually been undertaken by a commercial organisation, and which may be acquired for installation ‘as is’. COTS solutions include commercial packaged solutions, solution components, interfaces and modules (i.e. hardware, software, technology, or computer products).
COTS – Cloud: identifies whether the item is a cloud based, Commercial-of-the-Shelf product.
Customised: customised items are products that have been modified to meet specific business or technical needs. This may include using the supplied Application Programming Interfaces (APIs) to extend the functionality of the solution, or commissioning specific versions of the product with capabilities beyond the basic capability. However, using a product’s built-in features (e.g. macros) to adapt it for agency use is not a customisation. For example:
creating specific charts, or choosing what fields to display through setup parameters, is not a customisation. Customisation refers to modification to the core architecture of a solution, and excludes any work defined as configuration, extension, or maintenance. This includes changes to an application software product’s underlying programming code, files, records or data elements.
Customised – Cloud: customised items are products that have been modified to meet specific business or technical needs and are hosted on a cloud.
GOTS: identifies whether the item is a Government-off-the-Shelf product. GOTS solutions are those developed by a national or international government agency, or a commercial entity at the agency’s direction, with the intention or eventual outcome of implementation in more than one agency. The government agency that initiated that development shares the product with other agencies within a defined arrangement, for example through Memorandum of understanding (MOU). GOTS solutions include solution components, interfaces, and modules (i.e. hardware, software, technology, or computer products).
GOTS – Cloud: identifies whether the item is a cloud based, Government-off-the-Shelf product.
Hybrid cloud: an integrated cloud services arrangement that includes a cloud model and something else (another cloud model, agency back end systems, etc.),
e.g. data stored in private cloud or agency database is manipulated by a program running in the public cloud.
Infrastructure as a Service (IaaS): vendors offer computing power and storage space on demand. Examples include, Rackspace and Amazon S3.
Item Category: indicates how the item is released (COTS, GOTS, OSS etc.).
Item Type: identifies whether the item is all or partly cloud based.
- OSS – GPL:General Public License
- OSS – LGPL:Lesser General Public License
- OSS – CDDL:Common Development and Distribution License
- OSS – Apache
- OSS – MIT
- OSS – FreeBSD
- OSS – BSD3
- OSS – Eclipse
- OSS – Other
- Creative Commons
OSS: Open Source Software
OSS–Cloud: Open Source Software – Cloud
OSS-GPL: Open Source Software – General Public License
OSS-LGPL: Open Source Software – Lesser General Public License
Owner Organisation (Agency Solutions): the creator or licence holder of the software. This includes the vendor.
Owner Organisation (Agency Online Services): an Australian Government agency/entity that manages an online service.
Platform as a Service (PaaS): provides a platform in the cloud, upon which applications can be developed and executed. Examples include Salesforce.com, through Force.com, and Microsoft (Azure).
Private Cloud: cloud services are provided solely for an organisation and are managed by the organisation or a third party. These services may exist off site.
Public cloud: cloud services are available to the public and owned by an organisation selling cloud services, for example, Amazon.
Software as a Service (SaaS): offers renting application functionality from a service provider rather than buying, installing and running software yourself. Examples include Salesforce.com and Gmail.
Service Reference Model (SRM): is a business-driven, functional framework classifying Service Components with respect to how they support business and performance objectives. It serves to identify and classify Service Components that support agencies and their investments and assets. The model aids in recommending service capabilities to support the re-use of business components and services across the Australian Government.
Solution Category: Service Reference Model Category (Service Type) that best describes a solution. Multiple service types may be selected if needed.