HUD's Web Management Operating Procedures

Section 3: Management Controls

A: Quarterly Content Certifications

HUD's quarterly certification process helps us ensure that all content is current and accurate and in compliance with laws, regulations, and policies. While managers are responsible for the certifications, the Web Managers should assist managers to coordinate the process and to make any changes that are needed.

About the Certification Policy

• In 2001, the Deputy Secretary issued the policy requiring each organization head to certify, in writing, each quarter that the web content for which that organization is responsible is both current and accurate. Certifications for are due:
  • January 1,
  • April 1,
  • July 1, and
  • October 1.
• This certification requirement applies only to all web content, including content on www.hud.gov, hud@work, and the HUD content on kiosks. Managers should establish procedures to ensure that all web content is reviewed and updated routinely, to avoid delays just before certifications are due.
• Certifications should include:
  • Navigational pages
  • Documents
  • Data available without password protection
  • Discussions and real-time chats (only need to certify that they are being used and maintained by the owner)
  • Webcasts (only need to certify that they should continue to be on the website)
  • Mailing lists (only need to certify that they are still being used and maintained by the list owner)
  • Calendars (only need to certify that they are still being used and maintained by the owner)
  • Links (must be working, must go to the site intended)

Process

• Most organization heads hold their subordinate managers responsible for the web content they generate.
• At least one month prior to the end of the quarter, prepare an email from the organization head to subordinate managers reminding them that certifications are due. Establish a deadline - normally at least one week before the end of the quarter - for the subordinate managers to submit their own certifications to the organization head. Since you must do both internet and intranet, you may want to stagger the deadlines, doing the reviews of the intranet the first month and the reviews of the internet the second month. That way, you can complete all changes in plenty of time for the certification deadline.
• Collect the certifications from the subordinate managers, and prepare the certification memo for the organization head so that it can be submitted by the due date. If subordinate managers do not meet the deadline, follow up and/or raise the problem to the attention of the organization head. The standard language for the memo is:
  
  

  MEMORANDUM FOR: The Deputy Secretary
  
  THROUGH: (Name), Director, Office of Departmental Operations and Coordination, I
  
  FROM: (Assistant Secretary or Regional Director)
  
  SUBJECT: Certification of website content
  
  This is to certify that the website and kiosk content for which my organization is responsible is both current and accurate as of the above date. In addition to reviewing website content, my organization has reviewed all calendars, mailing lists, online discussions and chats, and webcasts to ensure that they are still viable and needed: action has been taken to eliminate those that are no longer needed.

• Certifications must be submitted to the Deputy Secretary, through the Director of ODOC. You may fax the certifications to the Director of ODOC at (202) 401-8848. Be sure to fax a copy of the signed certification memo to the Departmental Web Team at: (202) 708-1090.
• The Departmental Web Team will monitor certifications and report any outstanding certifications to the Director of ODOC.
• If, during the course of QC reviews, web pages are identified that are not current and accurate - after they have been certified - the Departmental Web Team may raise that issue with the organization Web Manager and/or the Director of ODOC.