Technology Council Proposal

Wednesday, 08 September 2010 00:00

General

This proposal was created for the Shenandoah Valley Technology Council in Harrisonburg, VA. The Shenandoah Valley Technology Council (SVTC) is a non-profit technology organization, which serves creators and users of technology. This proposal involved a website redesign and implementation with a content management system. While we were not afforded the opportunity to design and build this site, we do feel that proposal and design would be useful for other technology organizations and can be easily adapted for the needs of your particular organization. Please contact us for pricing information.

 

Executive Summary

This document outlines the methodology WinWorld will utilize for this engagement, along with the scope of the project, a description of the project deliverables, responsibilities for all parties, and the estimated fees for the project.

 

Summary of Project Approach

Our project approach is practical and disciplined, incorporating the client's input throughout the entire life cycle on priorities, scope, findings, recommendations and, most of all, expected deliverables.

 

We will leverage best practices while adopting them to the client's needs and culture.

The goal is to ensure that the client receives value and its expectations are exceeded as they relate to investment of time and money.

 

We leverage our Client Engagement Process, which provides the foundation for all project communications. Those components include:

1. A review of tasks, responsibilities and expected deliverables before each phase.
2. Regularly-scheduled project update meetings with project stake holders.
3. Meeting recaps.
4. On-time / on-budget reviews.
5. Identification of project concerns, risks and issues.
6. Obtaining Tech Council feedback and taking appropriate actions.
7. Escalation process.

Distinctive Aspects of this Proposal

Staff Experience - The resources that WinWorld is proposing to engage in this project have considerable experience in web development. In addition, WinWorld’s resources have extensive experience with leading and managing projects of this nature. It is also important to point out that WinWorld is committed to maintaining the same set of core resources throughout this phase and all subsequent phases of said project.

 

Engagement Methodology - The WinWorld Methodology is a disciplined approach to project communications and project management and control. It incorporates timely check-points to ensure client expectations of deliverables are consistent with that of WinWorld’s expectations.

Engagement Scope

WinWorld will provide professional consulting and/or development services to complete this project.  This engagement will focus on the following high level activities:

1. Planning & Design:  Includes the project timelines, tasks and milestones during the redesign phase of the project.  Completion of all requested site design specifications as stated on the “Needs Analysis”.
2. Development: Includes completion of all the site development as stated in the provided RFP
3. Implementation:  Final approval of site and Launch.
4. Quality Assurance:  Scheduled project reviews with the client including the testing of all new functionality.

The scope of this Statement of Work is for the client’s website redesign. This initiative is estimated to be approximately forty (40) business days, including lag time scheduled in for the development window.

Deliverables

This engagement is focused specifically in providing SVTC with a redesign of the existing website based on the provided RFP. Given this, WinWorld will deliver all services necessary to complete the following deliverables:

1. Planning & Design:  Includes the project timelines, tasks and milestones during the redesign phase of the project.  Completion of all requested site design specifications as stated on the “Needs Analysis”.
2. Development: Includes completion of all the site development as stated in the RFP
3. Quality Assurance:  Scheduled project reviews with SVTC including the testing of all new functionality.
4. Implementation:  Final approval of site and launch.

Planning & Design

We generally do not do a design mockup as part of the proposal process. [We did so for the SVTC as evidence in our belief that we could provide great value to them.] Normally we would provide you with a website information worksheet. We use this questionnaire to gather information about your visual requirements. We then produce a concept for you based on your feedback regarding colors, audience, mission, and reference works. We work with you through an iterative process to establish the look and feel for your website that truly reflects your organization’s identity.

 

 

We developed this mockup with the following considerations in mind:

• Space utilization: It better optimizes available screen space in that its 1000px wide. It’s designed for 1024px screen widths. When folks with that  resolution view it, they will see the site full screen. Folks with higher resolution will see the site centered on the attractive background. We found the old site to be tall and narrow, needing a lot of scrolling.
• Green theme: Visually speaking we wanted to make allusions to new current focuses on green technology. We know this is a big initiative and wanted the identity to include a consciousness of this. We also wanted to expand the color scheme to include warmer colors.
• Information Architecture: The modules on the front page are architected to provide fast easy access to the key features and information within the site. Here’s a rundown on each.
  • Links to twitter and facebook will be available on every page.
  • A signup link for the newsletter. We have outlined built-in subscription management with Constant Contact below.
  • A promotion to join membership. We have outlined our online membership management portal below.
  • Some featured members from the business directory. This module could be configured to pull from top-level members or all members and could be set to rotate through members or show randomly. What is portrayed is a random selection that would be different each time the page is loaded. We wanted to have a directory module on the front page to give members time at the fore-front and also pull visitors in to browse the directory.
  • Upcoming events module – This will highlight the closest 3-6 events.
  • Login module – All members would have the ability to login and manage their own profiles directly. This would be accomplished through the login module.
  • Search module – one of the features of our CMS is its integration of different types of searchable content. All regular pages, images, links, newsletter archives, events, and directory pages would be searchable.

Since the whole site would be CMS driven, sub pages of the site would have a similar design and layout to the front page. Of course the menu, header, search, and header modules would be present on every page. With our CMS you can actually choose what modules are available on sub-pages and add new/different modules around the content of sub pages. For example, if you want to have a blog roll of latest news, and on the right place a tag cloud, a twitter feed, and list of latest posters, you can do that.

 

Development*

* This section includes specific points included in the RFP from SVTC. We have included their points for clarification in gray boxes.

 

"Intuitive and easy navigation"

 

We have various navigation options we can offer. We most commonly recommend a horizontal menu with dropdowns. These can be managed from the CMS. You can reorganize, add, remove and edit menu items and sub-menu items. We can also provide vertical and accordion menus although those can be less user-friendly and also lead to information overload. From a cognitive psychology perspective, we will council you to keep your main menu navigation between five and seven item, breaking out sub menu items categorically where applicable. We can easily accommodate multiple menu positions within one design so for example, you can have a main menu, a “quick links” left menu, and possibly also a plain text footer menu for search engines and blind readers.

 

This picture illustrates the menu navigation management. You can reorder, edit, add, delete, publish and unpublish menu items. Menu items can also be set to only show for registered members. There are many other features that are all documented in our support material.

 

"Good readability of text"

 

When we design a website, we are also taking into account those standards designated under the Web Accessibility Initiative (WAI). Our designers are trained to evaluate that text have enough contrast ratio to be readable and be large, legible and be laid out with enough white-space to be easy on the eye.

 

Since we control all of the websites text through a central style sheet, adjusting the text site upwards or downwards is not a problem. We also have modules that allow for text size to be manually increased by the user that allows them to store their preference in a cookie for future visits. You can see this type of functionality at http://valleycaremanagement.com/

 

"Content migration"

 

The way we accommodate this is through our content transfer service. We will transfer all of our current content including graphics, files, pages of text, forms, calendar events, menu navigation, etc into the new site. You will have to do very little to bring the new site up to speed except to start using it.

 

We provide full training on all aspects of the site management. We will also recommend areas where we can help you optimize our content and site layout while we get everything moved over.

 

"Hosting of the membership database"

 

This is an area where we can give you exceptional value. Our membership database functionality is an extension of our CMS. Users can signup for their accounts directly on the website. They can load all of their own information in themselves, including logo graphic, headshot, contact information, etc. You get to configure an unlimited number of fields that record information for members.

 

The membership database also allows you to collect dues directly via the website. You can use PayPal, Authorize.net or a number of other payment processors to collect payment. You have the ability to offer different levels of membership that control how the business is displayed on and in the directory, for example, top level members can show first in search results, and on the front page.

 

Subscriptions are managed automatically. Payments can be processed automatically monthly or yearly. Users can have the option to renew, upgrade, or downgrade their membership level.

 

As far as search functionality goes, you have the ability to build groups and lists that allow for displaying different groups of users on the website. You can create custom search forms, choose the columns for listing pages, order by column, etc.

 

You also have the ability to change the layout on the user profile page. You can reorder fields and show information in a tabbed layout. You also have the ability to designate certain fields as private (e.g., only available to the Tech Council) as well as certain items only available to other members.

 

The membership directory also already accommodates a wide array of “plug and play” functionality. For example, individual member’s twitter feeds, youtube videos, facebook photos, flickr photos, etc can be displayed. These may not be items you want included in your directory, but the possibility is there.

 

One feature you may want to consider is the global member map which maps all members in the entire directory or members of a defined group on a Google map.

 

We are sure you will be thrilled with the wide array of functionality provided by the directory.

 

In regards to physical hosting, we can provide hosting on our dedicated servers or investigate utilizing currently available hosting.

 

"Searchable membership database displays on the membership page"

 

You have the ability to create an unlimited number of “predefined or saved searches” to display lists of members on the site. You also have the ability to create an unlimited number of search forms. You can use a simple keyword search or provide a number of fields from the database to limit selection, such as State (location), age of membership, category, etc. Order the results by any field(s) you designate in ascending or descending order.

 

"Data management via the CMS tool"

 

Users have the ability to load their own data on the front end. Moderators can be set to have limited front end control over listings if desired. Administrators have full access to all users, listings, and data. They can change any information and view a full subscription history. All features described above are configurable though the management interface.

 

"Various data collection forms (membership, reservations pages)

 

You’re going to love the form functionality. Building forms is fast and easy. You get to choose from an extended set of field types including:

1. Text
2. Text Area
3. Date (with calendar popout)
4. Image upload
5. Email field
6. HTML text area
7. Checkboxes
8. Radio buttons
9. Pulldowns
10. Multiselect lists
11. Captcha (the squiggly letter test)
12. Etc.

You can designate custom field names so that CSV headings match other databases you are maintaining. Layout is completely configurable also. You can choose from half a dozen pre-configured layouts or have complete control over your form layout in HTML code by moving fields and labels where you want them to appear.

 

Results can be emailed with each submission, collected in a database and downloaded via CSV.

 

One of the excellent features of our form component is that it integrates with other systems. For example, if you are also using our events calendar, you can use forms to collect event registrations. Forms can also be used to post data to other databases and web systems, such as compatible registration systems.

 

"Site map"

 

This functionality is supported. Our sitemap component will automatically generate a sitemap for the whole website. It does not need to be maintained.

 

"Site search"

 

We’re especially proud of the website search since it integrates with so many types of content. Of course it allows full search ability of regular pages but it also extends to cover almost all types of dynamic content within the site including but not limited to:

1. Photos
2. Contact forms
3. Directory Listings
4. Calendar Events
5. Newsletter Archives
6. Blogs
7. Etc.

"Email this page to a friend and/or Add me to your newsletter"

 

This feature is built in to the CMS and can be enabled/disabled site wide or per page.

 

We also have the ability to add a full comment system to all pages so that the public or registered members can leave feedback on content items.

 

"Content management system - web based (preferred) for multiple users"

 

Our CMS is Web based and allows for multiple user logins with varying levels of permissions within the management system.

 

The article manager shows all pages of content that have been loaded into the system. You have the ability to define sections and categories of content.

 

Steller is based off of the leading web content management system, Joomla. Steller is our own branded offering thereof that encapsulates functionality upgrades, custom extensions, security enhancements, installation and setup, visual styling, training and support.

 

By stemming your CMS from the most widely adopted open source management project, you are backed by a wide community of developers and supporters. You will have a product that you can transport anywhere and a platform that is highly familiar, extensible, and customizable. All security updates and patches are applicable to our branded CMS version.

 

"User account management"

 

See the following screenshots previewing some of the account management functionality:

 

Users in list view. You can search and display certain users based on criteria. Also you have the ability to enable/disable with one click or edit any of the user’s information. Users who sign up on the front end will automatically be shown here. New users can confirm themselves via email or require admin approval. Payment subscriptions is also completely integrated and configurable.

 

 

When you click in to edit a user, their info is separated into tabs.

 

 

You also have the ability to manage paid subscription levels and manually upgrade/downgrade for each user. Each subscription level is completely defined by you in regards to cost, duration, recurrence, and what impact each level has on the user experience. All users have the ability to manage their own subscriptions from the front end but you also have the ability to do so from your admin management.

 

"Ability to delete and add pages as needed based on a template, including pictures and logos"

 

 

Steller uses the popular built-in HTML Editor, TinyMCE. This editor is widely used and supported in many open source programming projects. We have extended the editor to support native file uploads, images uploads and even placement of video content as shown below.

 

 

We’ve added the built in ability to dynamically place video content from hundreds of different video services such as Youtube and Yahoo Video. You can also upload over a dozen different video formats to play directly from the web server.

 

The built in image loader has the ability to resize images on the fly.

 

"Ability to easily paste from Word"

 

The editor comes with a “Paste from Word” button that “cleans out” much of the background formatting that can cause problems when pasting from Word to HTML but still retains some of the formatting thereof.

 

"Event calendar (possibly with Google map integration)

 

 

We have a very robust events calendar that supports the placement of many different types of one-time and recurring events. Multiple calendars with multiple categories can be created. Users can subscribe to RSS feeds of events.

 

If you are taking RSVPs via the events calendar, the venues are mapped via Google. RSVPs can also be integrated with user’s profile pages in the directory (e.g. see who is going to the event).

 

The calendar also comes with a module that allows for upcoming events to automatically be shown on the front page.

 

"News article posting"

 

Our CMS has the ability to define sections and categories of content. You can then point menu items at those sections or categories and configure how you’d like them to be displayed. For example, you can display a “news cateogory” as a blog roll or as a list of articles. You can have search filters and also configurable/reorderable columns for your list of articles. Whether it’s “news” or an actual “blog,” the CMS gives you the ability to accomplish the display you are looking for.

 

There are many modules that can display the latest X number of articles, the most popular articles, most commented, most highly rated, etc. on side bars or on the front page.

 

You also have the ability to promote certain news items to show on the front page and stick there if they are important enough.

 

You can pulldown RSS feeds from any compliant service as well as serving up your own content in syndicated form.

 

"Ability to upload files greater than 1 MB (and/or FTP abilities for this purpose)

 

Our CMS supports uploads of up to 500 MB. This is not a feature of the CMS but is rather a configuration on our hosting server. HTTP upload limits are set within PHP configuration parameters. On most shared hosting environments, the default value is 2MB. Since we completely configure our own servers we have adjusted this to allow for large files to be loaded through the CMS.

 

Our goal is to not ask you to go outside the CMS functions to actually manage your site. You should not have to use FTP or edit “code.”

 

"Newsletter integration"

 

We are authorized Constant Contact™ resellers. We encourage all of our clients to use this newsletter platform and support full integration with it. We are the only company that not only has fully integrated subscription management from the site, but also hosts a built in newsletter archive so that past newsletters are searchable and search engine indexed on the client’s website. This is a huge integration benefit.

 

We can explore integration with other newsletter vendors.

 

If essential, we can offer full native e-newsletter list serving but recommend a third party like Constant Contact to mitigate the constantly rising issues with Spam.

 

"Post in Facebook" or "Post to Twitter" ability (e.g. by using the ADDTHIS code [www.addthis.com]"

 

We have frequently included the AddThis on clients websites and have a pre-built module that allows you to enter your AddThis account information as well as control where the module shows on the page layout as well as which  sections of the website host it and which do not.

 

"We'd like to post podcasts / recordings of evens (e.g. recorded by a FLIP); is significant server space required, if so, is there additional cost?"

 

We’ve focused intently on our Podcast functionality. Our Podcast component allows you to host multiple Podcasts, upload Mp3s, and offer feeds.

 

Since hosting a large volume of local media can be a space constraint, we’ve enabled our Podcast component to allow for “off-site storage.” What this means is that you can sign up for cheap hosting space with a company like “Dreamhost” or Amazon S3 and still host the front-end interface directly via your website. Companies like the aforementioned can offer “unlimited” storage for as little as $5/mo. We don’t recommend these companies for site hosting but they can offer good overflow space for media storage and serving.

 

The Podcast plugin also contains a search feature and the ability to load text or Word document transcripts. Mp3s can be played directly on the website via the built in Flash Mp3 player.

 

"Integration of event registration (e.g. creation of events in the system, followed by online registration with customizable sign-up button that can be used in newsletters, etc.; customizable registration fields; capturing of attendees in a database for download; capability for registrant to 'save the event to Outlook'"

 

The event registration feature allows you to create events in the admin, a signup form for that event is available on the front end. The URL to the form is an easy to remember, search engine friendly URL. You can set registration limits and also add custom fields to the event registration. Event locations are map linked. The ability to download respondents and provide V-card integration can easily be accommodated.

Constraints and Exclusions

Constraints

1. WinWorld has estimated the duration for this project to be forty (40) business days. This time frame has been reflected in all estimates included in this statement of work.
2. This engagement will be a highly focused effort that will be limited to the scope identified above and defined as part of the deliverables.
3. Upon award of the project, further documentation and/or working demonstrations will be provided of the functionality. Functionality beyond that which is shown will be assessed at an additional level of effort.
4. No additional constraints have been defined at this time.

Exclusions

The following areas are not included in the scope of this engagement

1. Any ongoing training.
2. Any related, software, hardware, or network connectivity not included in the proposal.
3. Antiquated, end of life (EOL) end of support (EOS) technologies
   Content development/revisions
4. Anything outside of basic web site functionality (including, but not limited to, Flash, advanced development, blogs, e-cards, etc.)

References

We’ve selected a few key projects that a similar to this one that highlight our capabilities in this area.

 

JMU Outreach & Engagement

Carol Fleming, Director

This e-mail address is being protected from spambots. You need JavaScript enabled to view it

540.568.8987

 

We were recently excited to work with the JMU Outreach & Engagement program in designing the look for their new Website.

Planning   We met with Carol and her team in order to identify the goals, audience and central themes of her communication. We discussed their content and started to formulate site structure, navigation, and various layouts that would be incorporated into the design process. We used the grid shown here to match the layout used on most JMU websites. We were also responsible for writing content for the new Websites, so our content writer met with the team to discuss the objectives and points we needed to cover.

 

Production

 

With an understanding of the requirements, we first began by assembling design concepts for the site. We created about six different concepts until we had one solid design direction then made a number of revisions until we had perfected what they wanted. We also drafted the textual content and worked through a cyclical revision process on that.

 

Once we had established a visual look and feel for the site, we built out the template in fully compliant and validated XHTML 1.0 transitional and installed it.

 

A key aspect of the site was the Flash driven image fader/video player at the top of the page. Outreach & Engagement wanted to use content that had been produced as part of a TV3 documentary. The Flash module we developed faded through the stories of the different people covered in the program and leads into a video player of that segment.

 

We worked with Outreach & Engagement on how to manage and update this Flash driven feature themselves. We also worked with them to help build out the initial site structure and performed content insertion.

 

Publishing & Support

When the site went live, we maintained communication with Carol and her team to make sure things went smoothly. Following the site launch, we assisted by providing maintenance services such as designing graphics and encoding videos.

 

Institute of Certified Professional Managers (ICPM)

Drew Koch

Manager of Assessment and Technology

(540) 568-3245

 

The Institute of Certified Professional Managers (ICPM) is an organization that operates under the umbrella of JMU. Our development for ICPM was extensive, including a full content management system. We worked with ICPM in a similar procedure to Outreach & Engagement to first identify the message, audience, issues, draft design concepts, and build out the site.

Following the build out, we have integrated a number of functions for them, such as HTML forms, fading images, and site structural and content layout consulting services.

 

The key feature that makes this project similar to SVTC’s is the integration of their membership directory. Before we upgraded their website, they were keeping their membership directory in an Access database. Updates and renewals had to be conducted via fax, mail and email. All changes and payments were processed manually. We installed our member directory for them so that their constituents could manage their own listings.

 

Due to other in-office systems they had in place however, they did not want to completely depart from their Access database. We wrote a synchronization feature that would allow an export in the exact format required to blend with and keep the Access database up to date. We also wrote a periodic import feature so that manually maintained records would also be reflected on the website.

 

We worked extensively with ICPM to customize their directory listings and search forms. We also programmed extensive membership signup and renewal forms.

 

The Association of American Educators

Heather Reams, Associate Director

This e-mail address is being protected from spambots. You need JavaScript enabled to view it

703 739 2100

 

This is a very similar project to what the Tech Council is seeking. It also includes the membership directory with full user driven signup and updates. This time we integrated the user directory with their CRM system, Sugar CRM. They wanted a web-based membership directory that their constituents could sign up into, make updates, and view other members but they also wanted updated info to propagate to the CRM system they use to manage their communication.

 

Blogging and integration with social networking was very important to them so we heavily inteagrated the Add This module, Twitter, Facebook, and Youtube. Every page of their site also has a dynamic RSS feed.

 

Each article can be commented on and rated. They have the ability to tag content which enhances their search optimization.

 

Potomac Conference of Seventh Day Adventist

Frank Cox, IT Director

540 886 0771

This e-mail address is being protected from spambots. You need JavaScript enabled to view it

 

 

The Potomac Conference of Seventh Day Adventists (PCSDA) manages all of the SDA churches within its region that covers Virginia and Maryland. All the churches and schools in the conference are responsible for submitting regular forms and paperwork to head quarters. Until now this had created a great deal of paper-work, mailing and filing.

 

We provided PCSDA with a membership directory so all churches and schools could keep their information up to date with PCSDA. We also wrote a custom integration with our forms component that would assign the forms to each user that they needed to complete. Each user can then revisit their forms, view past entries, and print off copies.

We built in a mapping tool that would show the churches and schools geographically. We also enabled collaborative features so that remote church leaders could stay more connected with the rest of the organization.

 

The Podcast functionality was a large aspect of the project, providing site visitors with audio resources they could subscribe to.

 

About Us

Founded in 1999, WinWorld has been helping clients create strong websites and web-driven applications. From small ministries to publicly-traded companies, WinWorld has the flexibility and experience to come up with creative, effective solutions. Our clientele ranges from churches and non-profits to dentists, doctors and manufacturers.

 

In April, 2009 Harrisonburg-based Extreme Exposure Media merged with WinWorld to expand their collective geographic boundaries and also offer a new level of consolidated service to the expanded client-base.

 

Regardless of the size project, we give the same great service and attention to all of our clients. Our reputation as a company with integrity is of the utmost importance and we will do our best to meet your expectations on-time and within budget.

 

We love to solve problems! So bring us your difficult situations and questions and let us get to work on a solution for your company or organization today.

 

Our Team

	Byron Winters, Business Development Director A co-founder of WinWorld, Byron currently serves as Business Development Director. Since WinWorld’s inception in 1999, Byron has worked tirelessly to refine the business offerings and internal processes. Having worked in numerous areas of the business, he finds true fulfillment in cultivating relationships. Passionate about solving problems, Byron works to understand organizations and their points-of-pain. It is through this that he is able to provide advice on how to embrace technology and experience operational efficiencies.   Byron holds a B.S. in Business Administration from Lee University. He currently resides in Cleveland, Tennessee and spends much of his free time with his wife, Kysha, and their son, Michael.
	Jase Clamp, Director of Operations Currently serving as Director of Operations, Jase manages the day-to-day operations and advises in strategic solutions to our clients’ needs. While a large part of his daily activities include managing projects and personnel, Jase is driven to improve product and service offerings.   Jase has worked on two patents for innovative software technology and has been instrumental in the development / deployment of our content management system, Steller™ CMS. Under his direction, numerous web applications have been developed to extend the functionality of Steller™, meeting the needs of niche
clients and industries. Jase has served as an expert consultant and speaker in Web 2.0 and social networking in various parts of the nation. One of his digital marketing SaaS web products was positively reviewed by Forrester Research and Symantec. His story of passion, vision and commitment to excellence raises the bar in all areas of our business.   The son of missionaries, Jase was born in England, educated in Australia and resides in Harrisonburg, Virginia.  He holds a Bachelor of Creative Industries in Communication Design and Marketing from Queensland University of Technology. Jase and his wife Emma, enjoy life with their two children Ezra and Evangeline.

Logistics

Completion Criteria

The project will be considered complete when the deliverables described in this Statement of Work have been fulfilled and have been delivered to SVTC’s PC. A final Acceptance Form will be presented to the SVTC’s PC for agreement and execution indicating completion of the project.

 

Project Change

It may become necessary to amend the Statement of Work for reasons including, but not limited to, the following:

1. Discretionary changes to the project schedule.

2. Discretionary changes in the scope of the project.

3. Requested changes to the work hours of WinWorld personnel.

4. Non-availability of products or services that are beyond WinWorld's control.

5. Environmental or architectural impediments not previously identified.

6. Lack of access to client personnel, data or facilities necessary to complete project.

In the event that it is necessary to change this Statement of Work, WinWorld will initiate the Change Control process with the Tech Council's PC.