(f) project management document

Website Redesign - Project Management Document Task Name 1

Start

Finish

Duration

Status

01/15/13

08/31/13

On Track

02/01/13

03/28/13

Complete

03/04/13

03/28/13

Complete

General info, current site, reasons for redesign, audience/desired action, perception, content, technology, marketing/updating

04/03/13

03/28/13

Complete

Survey's distribution, collection, consolidation, analysis

Assigned to

Comments

ICTSD WEBSITE REDESIGN PROCESS

2 3

Project Plan Overview: DRAFT (updated 12/08/13)

4 5

A - DEFINITION AND PLANNING

6 7 8 9

Step 1: Research and Discovery - Requirements Analysis Project kick-off & discovery Internal Survey

10 11

04/03/13

03/28/13

Complete

12

Evaluation of our current site, list of issues/successful areas

03/03/13

03/28/13

Complete

13

Determine Overall Goals - list primary, secondary and tertiary goals

01/15/13

03/18/13

Complete

14

Target audience & audience profiles

01/15/13

03/18/13

Complete

01/15/13

03/18/13

Complete

Competitive Analysis

01/15/13

03/18/13

Complete

Outline technical requirements

01/15/13

03/18/13

Complete

15 16 17

Detailed individual profiles - Personas

CSS for layout and positioning, DHTML menus, rotating content, high/low bandwidht, internal intranet(?), search optimized, newsletter sign-up, blog (?), discussions/forum(?), user login for commenting, CMS, 10/20 templates, podcast, add as more as you can

08/01/13

08/31/13

In Progress

18 19

Create expanded tech-check

08/01/13

08/31/13

In Progress

20

SEO and Analytics Assessment

01/15/13

03/18/13

Complete

21

Step 2: Creative/Communications Brief

01/15/13

03/18/13

Complete

22

Overall visual and conceptual goals

01/15/13

03/18/13

Complete

23

Target audience

01/15/13

03/18/13

Complete

24

User Experience goals

01/15/13

03/18/13

Complete

25

Communications strategy

01/15/13

03/18/13

Complete

Proposed style and tone

01/15/13

03/18/13

In Progress

01/15/13

03/18/13

Complete

26 27

Step 3: Project Plan

28

Mobile Strategy

01/15/13

03/18/13

Complete

29

Technical documentation

01/15/13

03/28/13

Complete

01/15/13

03/28/13

Complete

30

Basic technical specifications (screen resolution, browser compatibility, donwload time, web standards, security and accessibility)

To be provided to ictsd team, designers, developers, etc. > Final step of planning (request for proposal)

31

Schedule

01/15/13

08/31/13

On Track

32

Budget

01/15/13

03/18/13

Complete

33

Social Media strategy and plan

01/15/13

03/18/13

Complete

to be included in the doc. Website redesign - process and goals

34

SEO strategy and plan

01/15/13

03/18/13

Complete

same as above

35

Usability testing plan

01/15/13

03/18/13

Complete

same as above

36 37

03/18/13 Step 4: Project Team

01/15/13

03/18/13

Complete

Project Manager: Andrew Crosby, Massimiliano Leone

01/15/13

03/18/13

Complete

Organize the web project from start to finish and is the primary contact for external clients as well as the central point of communication for the team. Project managers are responsible for determining and defining the site's actual needs, for keeping the project on track, troubleshooting, and for communicating with all team members and the clients in every phase of the core process.

Project Team Members: M. Leone, D. Pizzurro, A. Aziz, G. Pascolini, C. De Gardelle, A. Bahalim, D. Omumbwa, A. Collins

01/15/13

03/18/13

Complete

The web team ensures that all strategies and decisions taken are consistent with the overall organizational goals and provides consultancy and advises on specific sessions of the website (news, programmes, dialogues).

Information Architect: Massimiliano Leone

01/15/13

03/18/13

Complete

The information architect defines site navigation, functionality and user interaction. This person develops the site map and structures the way content navigation is laid out on a page.

Usability Specialist: Massimiliano Leone

01/15/13

03/18/13

Complete

The usability lead’s role is to shape the overall user experience. The usability lead gathers firsthand information about how visitors actually use a site and analyzes what works and what doesn't. He also works on navigation and user paths and then tests the redesigned site for usability issues at the HTML protosite phase, alongside QA, and at launch

38

39

40

41

Exported on August 14, 11:53 AM MEST

Page 1 of 4

Task Name

Start

Finish

Duration

Status

Usability Analyst: Massimiliano Leone, Daniela Pizzurro

01/15/13

03/18/13

Complete

The usability analyst observes and take notes during the usability tests. At the end of each session he writes down the three most important usability problems that he saw in that session. He suggests questions he would like ti have the facilitator ask the participant. He writes the usability reports.

Subject Matter Experts: A. Aziz, A. Bahalim

01/15/13

03/18/13

Complete

Have overall responsibility for the written content and editorial quality of the finished site.

They create the editorial tone for the web site, determine style guidelines, and work to collect, organize, and deliver finished text to the production team.They are in charge of tracking all assets (i.e. photos, media, copy) and ensuring that they are delivered to production in accord with the content delivery plan. They work closely with the information designer and and will set communication style and tone

Content Review: A. Crosby

01/15/13

03/18/13

Complete

He will supervise the whole copywriting process and revise final content - for main areas before publishing

Visual Design:

01/15/13

03/18/13

Complete

outsourced - outsourced - The visual designers’ primary responsibility is the overall look and feel for the web site, establishing the site typography, visual interface design, color palette standards, page layout details, and the particulars of how the graphics, photography, illustration, and audiovisual media elements of the site come together to form an integrated whole. They work closely and regularly with the project managers.

Programmers/Backend Engineers

01/15/13

03/18/13

Complete

outsourced - outsourced - The backend engineers run a parallel workflow behind the frontend site development. See specific document.

Software Quality Assurance and Testing:

01/15/13

03/18/13

Complete

outsourced - The Software QA lead checks bugs starting right after production or engineering starts. Responsibilities include building a Test Plan and checking browser compliance, HTML, and code validation.

Step 5: Timeline

01/15/13

03/18/13

Complete

42

43

44

45

46 47 48 49

Project Plan overview draft with milestones

01/15/13

03/18/13

Complete

50

Timeline for tasks and deliverables

01/15/13

03/18/13

Complete

51

Website maintenance plan (updates & reviews)

Not Started

53

Training opportunities for Comms team (new site standards)

Not Started

54

Internal training sessions (staff & interns)

Not Started 01/15/13

03/18/13

Complete

56

Communication Strategy

01/15/13

03/18/13

Complete

57

Redesign communications plan

01/15/13

03/28/13

On Track

60

Step 8: Contracts and financial points

Step 7: Promotion and Overall Communication Strategy

Payment terms

Not Started

62

Project closure clauses

Not Started

63

Termination clauses

Not Started

64

Copyright ownership

Not Started

65

Timelines

Not Started

66

Project folder to house all signed documentation (+ electronic copies)

Not Started

68 69

Step 9: Delivery of all project documentation Internal Surveys (web team, web redesign team, executive officers) Internal Survey task and analysis

completion within the Website Redesign doc.

We will perform these tasks in an advanced stage

Not Started

61

67

Comments

Not Started

Step 6: Document Maintenance Considerations

52

55

Assigned to

04/01/13

08/31/13

In Progress

04/01/13

07/31/13

Complete

04/01/13

07/31/13

Complete

70

Usability reports

04/01/13

07/31/13

Complete

71

Audience Profiles

04/01/13

07/31/13

Complete

72

Project Presentation: Website Redesign

04/01/13

07/31/13

Complete

73

Communication Brief

04/01/13

07/31/13

Complete

74

Project Plan (heavy document)

04/01/13

07/31/13

Complete

75

Visual Plan (milestones, involvement, importance, timeline)

04/01/13

07/31/13

Complete

76

5 Phases of Development (light doc) + usability & complex functionality documentation

04/01/13

07/31/13

On Track

77

Technical Needs (tech-check)

04/01/13

08/31/13

Not Started

78

Estimation of time by task

04/01/13

08/31/13

On Track

79

Detailed Schedule with Deliverables (date-by-date format) -design and developm excluded-

04/01/13

08/31/13

On Track

80

Content Delivery plan (at a later stage)

04/01/13

08/31/13

On Track

81

Web Platform containing all documentation

04/01/13

07/31/13

Complete

82

Online/email calendar/reminder system for deliveries and deadlines

04/01/13

08/31/13

On Track

04/01/13

06/03/13

Complete

04/01/13

08/31/13

In Progress

83 84

B - SITE STRUCTURE AND CONTENT MANAGEMENT

85

Step 1: Content Audit/Inventory

86

Review of all existing material with content manager/s

Exported on August 14, 11:53 AM MEST

Page 2 of 4

Task Name

Start

Finish

Duration

Status

87

Current site sitemap

04/01/13

06/03/13

Complete

88

Texts, images, diagrams, media etc.

04/01/13

08/31/13

In Progress

89

Content to be tossed

04/01/13

08/31/13

In Progress

06/03/13

08/01/13

Complete

06/03/13

08/01/13

Complete

06/03/13

08/01/13

Complete

90 91 92 93

Step 2: Content Outline Determine content sections, including new material Step: 3 Content Delivery Plan

06/03/13

08/01/13

Complete

94

Step 4: Debugging - Code Validation (HTML/CSS), Broken links, missing tags, pages titles, post drafts, images/link captions

With due date, individual responsible, etc.

08/01/13

08/31/13

In Progress

95

Step 5: Information Architecture

06/03/13

08/01/13

Complete

96

Compare existing site organization

06/03/13

08/01/13

Complete

97

Site Diagram and Navigation draft

06/03/13

08/01/13

Complete

98

Set name conventions

06/03/13

08/01/13

Complete

99

Navigation final

06/03/13

08/01/13

Complete

100

Step 6: Wireframe

06/03/13

08/01/13

Complete

101

Wireframes drafts - various templates - for the home page and each template page

06/03/13

08/01/13

Complete

102

Address navigation

06/03/13

08/01/13

Complete

103

Naming and labeling

06/03/13

08/01/13

Complete

104

Containers for navigation, images, content, functional elements (like search) and footer

06/03/13

08/01/13

Complete

105

Define key user path

06/03/13

08/01/13

Complete

106

Wireframe finals

06/03/13

08/01/13

Complete

107

Wireframes detailed plan

141

Handoff to Design

142 143

Step 7: Review and Approval Cycle Web team usability tests to review wireframes

Assigned to

Comments

In Progress Not Started 08/19/13

08/31/13

Not Started

08/19/13

08/31/13

Not Started

144 145

C - VISUAL DESIGN

146

Step 1: Design Preparation

147 148

List of design criteria and review site goals and technical specs List of other sites from which to borrow ideas

Complete

149

Step 2: Draft, Review, Finalize

See design plan

157

Step 3: Create Graphic Templates

See design plan

168

Step 4: Mobile Web Design

See design plan

174

Step 5: Design of additional material related to web communication

See design plan

178

Step 6: Website Visual Guidelines / Design Style guide

See design plan

182

Design detailed plan

See design plan

209

Handoff to Design

See design plan

210

Step 7: Usability Testing

Not Started

211

Usability testing (8-10 people) with graphic templates of the site.

Not Started

212

Usability report and recommendations

Not Started

214

D - SITE DEVELOPMENT

see development plan

215

Step 1: Technical/Functional Plan

see development plan

220

Step 2: Project Plan and Timeline Refinement (drafted during the first stage)

see development plan

223

Step 3: Software Quality Assurance Plan

see development plan

230

Step 4: Content Management System Upgrade/Migration

At Risk

231

Step 5: Build Development Framework and Integrate the Site

see development plan

237

Step 6: Software Quality Assurance Control

see development plan

248

Step 7: Usability Testing (round 2)

see development plan

213

250 253

Step 8: Pages Creation (up to ICTSD editors - to be planned in advance - method for content creation and delivery) Step 9: Backend Development

Exported on August 14, 11:53 AM MEST

At Risk see development plan

Page 3 of 4

Task Name

Start

Finish

Duration

Status

255

Step 10: Mobile website app

see development plan

261

Step 11: Documentation and source files

see development plan

264

Detailed Development Plan

see development plan

285

Beta version

see development plan

296

Launch

see development plan

300

Post launch: Iteration 3

see development plan

307

Log files/Development report

see development plan

308

Step 12: Promotion

309

Assigned to

Comments

Roll-out of tasks in the Promotion and Communications Plan

310 311

E - TESTING

312

Step 1: Quality Assurance Final Check

313

Content – accuracy, spelling, grammar (CMEs) Links Functionality Validity of HTML5 & CSS Accessibility Browser/OS/resolution Connection speed SEO Load testing Security

314

Testing process, priorities and fixings

315

Final review of the site before launch.

316 317 318

F - LAUNCH AND POST LAUNCH ANALYSIS Step 1: Launch the new and glorious ICTSD website

319

Choice of the best date to go live (considering current web site traffic patterns and attempting to launch in a way that minimizes downtime.

320

Everyone on the team is on call for any challenges that might occur during launch.

321

Prepare an announcement plan

322

Optimize for search engines

323

Soft launch

324

Final stage of Quality Assurance testing on the live site

325

326

327

Step 2: Project close, final documentation The style/development guide contains the following elements: - Visual design standards - logos, colors, typography (to keep the site on brand); - Naming conventions - for files, directories, CSS, images, titles, SEO; Site structure categories, navigational menus, document the site diagram and indicate how the structure is built to handle growth; - Templates - provide the HTML templates and CSS indicating layout, typography, size, color, navigation, menus; - Developers logs / Database table charts; Step 3: Maintenance Plan

328

Assess maintenance team capability

329

Develop and implement a maintenance plan

330

Confirm site security

331

Step 4: CELEBRATE

332

Step 5: Post-launch SEO and Social Media Tasks

333

Sitemaps submission to Google

334

Social bookmarking tools

335

Niche sites

336

Social media strategy plan to follow

337

Facebook, YouTube tasks

338

Weekly site stats for 3 months to monitor progress of Key Performance Indicators

339 340

Step 6: Tweak and Improve Possible future improvements and secondary features

Exported on August 14, 11:53 AM MEST

Page 4 of 4