BIT BYTE SOLUTIONS
_________________________________________________
INTRANET DESIGN AND BUILD PROPOSAL
_________________________________________________ MINISTRY OF DEFENCE
Prepared by Francis Mwenja | Lead Consultant
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CONTENTS
Summary . . . .................................................................................... . . .3
Introduction
Objectives
Outline plan
Proposed Solution & project plan. . . ............................................... . . 4
Intranet design and build
Software tools and languages. . . .................................................... . . . 8
Project Management . . . .9
Costs . . . . . 11
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SUMMARY
Introduction
Bit Byte Solutions has been asked to submit a proposal to design and build a new
intranet for MINISTRY OF DEFENCE.
Objectives
Design
Design a homepage that makes the intranet easy to navigate and give it more
dynamic features
Design the intranet to be visually appealing and engaging
Usability
Implement an easy and user-friendly navigation structure: top horizontal for
main menu bar, and side menu bars for secondary pages for subsections
Ensure layout is clear for the audience
Content Management System
The content management system (CMS) gives you control over your own content,
including:
Updating the intranet internally (images, text etc.)
Uploading new content on a regular basis
Editing meta data information in order to tag content
Flexible - the CMS can adapt and grow
Multiple authors
Outline plan
We see an intranet as a communication tool that should evolve with your business. We
believe that all online projects are about:
Understanding the target audiences (barristers and staff)
Developing solutions for the identified problems (design, technical, marketing
etc.)
And last but not least, setting up a proactive ongoing management programme in
order to get the most out of the new communication tools
We will be seeking to implement the same methodology throughout the whole project.
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PROPOSED SOLUTION & PROJECT PLAN
The proposed solution and project plan is based on our current understanding and can be
adapted to MINISTRY OF DEFENCE’ exact requirements. The expertise of a number of people
(see ‘Project Management’ section for more details) will be deployed throughout the whole
project including: strategic consultants, graphic designers, programmers,
copywriters and project managers.
Based on our current understanding of the requirements, we recommend the following
project plan.
Intranet design and build
Phase 1- Strategic planning and CMS analysis
It is crucial to understand exact requirements, put forward recommendations and set up
objectives for the coming three years, including:
Kick-off meeting
Set up big picture objectives - strategic planning for three years
Technical specification: recommendations on new CMS and functionalities
Agree project plan dates and deliverables
Set up working groups and decision making committees
Questionnaires
Phase 2 - Wireframe and architecture
Well - designed wireframes and site architecture help users find information quickly,
which is a crucial aspect of intranet best practice. Various landing pages serve as a way for
the user to get their bearings and get introduced to content in that section.
The process will include:
Card sorting exercise (identify user journey - easy access to information) Bit
Byte Solutions draws up the intranet structure (wireframe) and discusses
possibilities with MINISTRY OF DEFENCE
Review MINISTRY OF DEFENCE
Agree on final wireframe
Phase 3 - Design
Bit Byte Solutions recommends developing design concepts that engage and are visually
appealing to the Chambers. The new design will be based on the agreed architecture
(IA) and wireframes.
To achieve this, Bit Byte Solutions recommends the following process:
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Design brief - initial meeting to understand design requirements, discuss ideas
etc.
Create one intranet concept. Mindful of the brand values and the agreed
objectives of the intranet, we will consider the laying out of information, how the
user will navigate through the intranet, and the use of colour, typography and
imagery
Present intranet concepts in the form of static and on-screen visuals
Refine chosen concept
Present final concept
Agreement on final concept
Refine final concept
Dynamic content
Home page
The redesign of the home page should be more dynamic and engaging. It should
incorporate the following elements along with the standard top navigation menu.
For example:
Document library
Directories
Calendar / events / conferences / seminars
Search facility
Dynamic Content
BitByteSolutions recommends the new intranet will include the following dynamic
content: Recently published items / scrolling news feature / photos
RSS alerts
These pages should cross link to other related content such as:
Notice boards / discussion groups
Calendar / events / conferences / seminars
Interest groups
In order to avoid labour-intensive ongoing management work for the Ministry Of Defence team, we recommend generating dynamic content through powerful Meta data tagging driven by the CMS.
Part of the initial spec will be to agree on the exact Meta data schemes.
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The CMS (see Software tools & languages) will allow MINISTRY OF DEFENCE to
continuously review the content and update it to ensure that it reflects any
developments.
Phase 4 - Intranet build, content load and features development
The key output of this phase is the new intranet that corresponds to the stated
objectives. Bit Byte Solutions suggests implementing the CMS, Expression Engine, in order
to meet the specified requirements.
The intranet building process will include:
Technical brief meeting: technical specification to detail exact requirements,
specific features etc.
Build the agreed structure of the intranet
Upload new content
Implement design elements
Content load (optional - please see budget table)
Add simple editor functions in the CMS
Recommended functionality (MINISTRY OF DEFENCE to confirm):
Calendar - events / conferences / seminars
Cross browser compatibility / IE / Firefox / Chrome
Mobile device compatible iPhone / Blackberry / Android
Interest groups (meta data tagging / RSS)
Work flow process (multiple authors - layered approval process)
Search facility:
Intranet internal search
Embed external Google search
Multiple authors
Document library (Worksheets / excel / PDF etc.)
RSS feeds
Directories - contacts / members / staff / floor plan (interactive)
Notice boards / discussion groups / personal profiles - ability to comment / like In
/ out - barrister / support staff register including:
Out of chambers I am available (contact details)
Out of chambers I am not available
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Print page / Email page
Downloadable pdf / documents
Rolling news feeds
Design and implement a form for barristers fill out / log their case time
Ability to administer online resources - for example it can be
integrated into the CMS (useful links, urls, personal logins and passwords)
Phase 5 - Testing and training
Bit Byte Solutions will test the intranet internally and provide a link for MINISTRY OF
DEFENCE to also test the intranet before launching. In tandem with the testing process,
training will be provided for the MINISTRY OF DEFENCE staff in order for them to be able
to update the intranet in the future. Bit Byte Solutions recommends two training sessions
of 2 hours as well as telephone support (client logins and instructions will be provided).
Training will be provided by the dedicated technical team both on site, as well as on the
phone and will include:
Formatting and uploading content
Changing existing page content and layouts
Adding new links and meta-tags to pages
Documentation will include:
CMS logins and instructions (tailored to suit the specific needs of the chambers)
Phase 6 - Soft external launch
Once the intranet has been properly tested, Bit Byte Solution swill:
Set the intranet live
Hosting In regards to hosting Bit Byte Solutions prefers that the client host the intranet for
themselves. From the previous project , the ministry has the capabilities to do this.
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SOFTWARE TOOLS AND LANGUAGES
We understand all the applications that are currently used on the
MINISTRY OF DEFENCE intranet. Bit Byte Solutions recommends
that the intranet should be built using the Expression Engine CMS.
Expression Engine is a powerful, commercially supported, open source enterprise-level
content management system (CMS) used in both the public and private sectors. (The same
software and content management system is used by organisations such as
Apple, BBC, Cisco, Disney, NHS, EMAP, Boots, Amnesty International, etc.)
Benefits
Full control of the intranet content to the marketing / IT team / intranet
committee
Quickly and easily add new pages, load / update text and documents
Own a very flexible Enterprise level content management system (CMS) that can
easily meet future needs
Apply design changes, as the part of the medium term objective, to the site
without having to change the structure, content or technology
Have a multilevel authorisation system per section as well as per language
Have an editorial workflow that will allow multiple contributors to the intranet
Savings
The cost of updating the intranet with unfriendly user interface application
The cost of following up changes made by inappropriate users including in a
specific foreign language
The cost of additional technical support due to technical difficulties
Our in-house support, technical and design teams are all highly experienced in using
Expression Engine, which means we are experts in how to utilise its many different
features to satisfy our clients’ online needs. The in-house team also provides excellent
technical support and training, so while clients are empowered by the CMS, they are only a
phone-call away from expert help.
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PROJECT MANAGEMENT
The project manager will be assigned at the start of the project.
Throughout the whole project, the project manager will be
responsible for:
Regular reviews of progress against plan
Assurance that the project progresses according to the agreed timeframe and
budget
Management control of any deviations from the plan
Establishing and maintaining good communication channels between
MINISTRY OF DEFENCE and Bit Byte Solutions (e.g. regular meetings and
telephone conversations)
In order to ensure that the project progresses in accordance with the predetermined
timeframe, Bit Byte Solutions uses specialised project management software to follow
up progress, remaining tasks, meetings etc.
Profiles of the key personnel who will be delegated to this project:
The project team will be made up of the most senior people in the firm to ensure that it is
delivered on target and to specification.
Francis Mwenja – Lead Consultant
Francia has over ten years’ experience in business development, web development and
account management, including seven years specialising in digital projects ranging from
complex intranet design and development, integrated marketing strategies, positioning
and branding exercises. Francis’ clients include professional service companies,
law firms, government institutions .
Paul Mwati – Graphics Designer
A leading member of Bit Byte Solutions ’s creative team, Paul has worked in a variety of
creative media roles for over five years, from journalist to copywriter and researcher. He is
adept at working both on his own and with designers and artworkers to produce
powerful multimedia advertising campaigns, as well as other forms of digital and print
copy. Developing a thorough understanding of the client’s brand, product/service and
market is an essential part of his creative process.
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Support team
Bit Byte Solutions has an excellent reputation for client support work as a part of the
ongoing management process. Once the intranet is launched, Bit Byte Solutions will
dedicate a support team for any further technical and design requirements, as well as an
Account Manager, whose responsibilities will include reporting, advice on further
development opportunities etc.
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COSTS
Intranet design and build
Strategic planning, wireframe and architecture
Kick off meeting / setting up big picture objectives included
CMS functionalities recommendations included
Card sorting (identify user journey) included
Propose the ideal intranet structure (wireframe) included
Review with client included
Agree on final wireframe included
Design
Design brief - understanding requirements, discuss ideas included
Create new intranet design - one concept included
Identify suitable photos / images included
Present one concept (homepage) included
Amend and present final design (homepage) included
Design further page templates included
Intranet build and features development
Technical brief meeting included
Implement chosen design included
Build structure using CMS included
Implement specific functionalities:
Calendar - events / conferences / seminars included
Cross browser compatibility / IE / Firefox / Chrome included
Mobile device compatible iPhone / Blackberry / Android included
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Interest groups (meta data tagging / RSS)
Work flow process (multiple authors - layered approval
process)
Search facility:
Intranet internal search
Embed external Google search
Multiple authors
Document library (Worksheets / excel / PDF etc.)
RSS feeds
Directories - contacts / members / staff / floor plan
Notice boards / discussion groups / personal profiles -
ability to comment / like
In / out - barrister / support staff registers including:
Out of chambers I am available (contact details)
Out of chambers I am not available
Print page
Email page
Downloadable pdf / documents
Rolling news feed
Design and implement a form for barristers fill out / log
their case time
Ability to administer online resources
included
included
included
included
included
included
included
included
included
included
included
included
included
included
included
included
included
included
included
Intranet presentation included
Testing and training
Testing included
Manuals included
Face to face training included
Total intranet design and build £10,000
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Content migration up to 100 pages (optional)
Migrate and load content included
Total migration £200
Ongoing website management costs
License fee None
General technical support (based on 10 hours at £90 / hour on an
annual contract) - hours can be adjusted (tbc)
£900
Or ad hoc general technical support £100 / hour
*Please note, that images from specific image libraries might represent additional
costs that are not included in the proposed design budget.
Terms and Conditions
This estimate is subject to Bit Byte Solutions’ standard Terms of Business. All prices are
valid for 3 months from the date of issue of this document.
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