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

INTRANET DESIGN AND BUILD | MINISTRY OF DEFENCE Page 3

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

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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.