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  1. 1. Project Management for All: How to plan for your next Web project
  2. 2. Introductions <ul><li>Michael Weiss – CEO Imagistic </li></ul><ul><ul><li>Internet Software and Services Company </li></ul></ul><ul><ul><li>10 Years experience developing Web sites for Non-Profits </li></ul></ul><ul><li>Robert Rose – VP Product Strategy CrownPeak </li></ul><ul><ul><li>10 Years working with organizations of all sizes – web infrastructure design and strategy </li></ul></ul><ul><ul><li>Specialization in Internet marketing and communications </li></ul></ul>
  3. 3. How to plan for your next Web project <ul><li>The Development Process </li></ul><ul><ul><li>What should the phases of a Web project look like? </li></ul></ul><ul><ul><li>What are the deliverables? </li></ul></ul><ul><ul><li>How long should they take? </li></ul></ul><ul><ul><li>Most Important: How involved do you need to be? </li></ul></ul><ul><li>Managing Your Site </li></ul><ul><ul><li>Proper care and feeding of your new site </li></ul></ul><ul><ul><li>Is everybody involved? </li></ul></ul><ul><li>Budget </li></ul><ul><ul><li>General budgets we're seeing for these processes </li></ul></ul><ul><li>Resources </li></ul>
  4. 4. The Development Process: RFP <ul><li>How do I get started… </li></ul><ul><ul><li>Start by “looking in”. What do you need? Not want, BUT REALLY need? </li></ul></ul><ul><ul><li>Assemble requirements from stakeholders. Broad business strokes – not a 500 page document </li></ul></ul><ul><ul><li>Out of this document comes an RFP </li></ul></ul><ul><ul><ul><li>This assumes you’re going to outsource </li></ul></ul></ul><ul><ul><ul><li>Not terribly different if you’re not – just different audience – you should still get people committed to a timeframe and “budget”. </li></ul></ul></ul><ul><li>RFP Selection Process </li></ul><ul><ul><li>Limit yourself to a short list of firms. Remember, a 50 page proposal from 5 firms is 250 pages of bed time reading. </li></ul></ul><ul><ul><li>Request “solutions” not a feature/function matrix… </li></ul></ul><ul><ul><li>You’ll have your own criteria – select a firm that’s fits your needs…. </li></ul></ul>
  5. 5. The Development Process: Discovery <ul><li>Then, get ready to do it all again…. Discovery </li></ul><ul><ul><li>You’ve missed something – guaranteed. </li></ul></ul><ul><ul><li>You and your firm (or internal team) need to be on the same page about what’s going to get built. </li></ul></ul><ul><ul><li>Again, not a 500 page document – but an agreed framework of solutions, and tactics. </li></ul></ul><ul><li>The deliverable: The Statement of Work </li></ul><ul><ul><li>Details the BREADTH of the scope. </li></ul></ul><ul><ul><li>Top Level needs and priorities </li></ul></ul><ul><ul><li>Parking Lot set up for phase 2 wishes, wants and needs </li></ul></ul><ul><ul><li>Only the beginning of paperwork. </li></ul></ul><ul><ul><li>No Pretty Pictures yet. </li></ul></ul>
  6. 6. Development Process: Functional Spec. <ul><li>The Functional Specifications comes out of Discovery </li></ul><ul><ul><li>Takes the breadth of the Scope and details the DEPTH </li></ul></ul><ul><ul><li>Defines the “what” is going to be built </li></ul></ul><ul><ul><li>Identifies the audience for your site </li></ul></ul><ul><ul><li>Identifies the browsers and platforms </li></ul></ul><ul><ul><li>Identifies each piece of functionality and how they will work </li></ul></ul><ul><ul><li>Includes Wire Frames, results of Content Inventory </li></ul></ul><ul><ul><li>Helps to define the requirements for any software applications that will be purchased or subscribed to </li></ul></ul>
  7. 7. The Development Process: IA <ul><li>Probably the most important step in Web site design </li></ul><ul><ul><li>Can make or break your site 6 months down the road </li></ul></ul><ul><ul><li>Don’t skip this step! </li></ul></ul><ul><li>Firm should deliver Wire frames that detail out the function. </li></ul><ul><ul><li>Wireframes are not a site map – and they’re not hand-drawn. </li></ul></ul><ul><ul><li>Walk through the wire frames with your partner </li></ul></ul><ul><ul><li>Sign off on the wire frames – your designer will love you </li></ul></ul>
  8. 8. The Development Process: Design <ul><li>Now come the pretty pictures </li></ul><ul><ul><li>Based on wire frames, design should go very quickly </li></ul></ul><ul><ul><li>With little or no surprises (at least bad ones) </li></ul></ul><ul><li>Resist the urge to pick elements from each design… There’s usually a good reason… </li></ul><ul><li>By far the most emotional and difficult phase </li></ul><ul><li>The people who said “I don’t care about this” suddenly do </li></ul><ul><li>Keep the cooks in the kitchen to a small group </li></ul>
  9. 9. The Development Process: Development <ul><li>The longest phase of the project – and least interesting (for you) </li></ul><ul><ul><li>What do you during this phase? Nothing….just kidding. But really, you sit back and watch the magic. </li></ul></ul><ul><ul><li>Your role is to be available for reviews, questions and a little QA </li></ul></ul><ul><ul><li>Software selection can also be part of this phase… </li></ul></ul>
  10. 10. The Development Process: Typical Timeline <ul><li>Func Spec sign off – Development begins </li></ul><ul><ul><li>Integration </li></ul></ul><ul><ul><ul><li>2-4 weeks </li></ul></ul></ul><ul><ul><ul><li>HTML Pages </li></ul></ul></ul><ul><ul><li>Content Migration </li></ul></ul><ul><ul><ul><li>4-6 weeks </li></ul></ul></ul><ul><ul><ul><li>Move current site to new system (more on this later) </li></ul></ul></ul><ul><ul><li>Custom Development </li></ul></ul><ul><ul><ul><li>4-6 weeks </li></ul></ul></ul><ul><ul><ul><li>Build any tools, hooks, custom apps that new software cannot handle </li></ul></ul></ul><ul><ul><li>QA </li></ul></ul><ul><ul><ul><li>4-6 weeks – CANNOT STRESS HOW IMPORTANT THIS IS </li></ul></ul></ul><ul><ul><li>Stabilization </li></ul></ul><ul><ul><ul><li>2 months </li></ul></ul></ul><ul><ul><ul><li>There WILL be bugs – this is software </li></ul></ul></ul>
  11. 11. Managing Your Web Site: Now we have it – now what? <ul><li>Is it a new site or a newly designed site… </li></ul><ul><ul><li>Most are the latter – so content migration will be a challenge? </li></ul></ul><ul><ul><li>Have you budgeted the time for testing and migration of the old site into the new site design </li></ul></ul><ul><li>What is your partner delivering as an end deliverable </li></ul><ul><ul><li>You could wind up with a nicely designed set of templates and nothing to do with them.. </li></ul></ul><ul><ul><li>Choosing solutions to manage your site ongoing is just as important as the design aspect </li></ul></ul><ul><ul><ul><li>CMS Solutions </li></ul></ul></ul><ul><ul><ul><li>CRM Solutions </li></ul></ul></ul><ul><ul><ul><li>Custom Application Development </li></ul></ul></ul><ul><ul><ul><li>Web Site Analytics </li></ul></ul></ul><ul><ul><ul><li>Web Hosting </li></ul></ul></ul><ul><ul><ul><li>And so much more…. </li></ul></ul></ul>
  12. 12. Managing Your WebSite: Migration <ul><li>Don’t underestimate the effort here… No matter what a vendor tells you. </li></ul><ul><ul><li>No, it’s not as easy as pointing a “system” at the old site. </li></ul></ul><ul><ul><li>Content migration is hard – no matter what system you have or are getting… </li></ul></ul><ul><li>CMS Selection </li></ul><ul><ul><li>There are a number of solutions out there – from Open Source, to Installed solutions and Hosted… </li></ul></ul><ul><ul><ul><li>Utilize the work you’ve done to know which one is for you. </li></ul></ul></ul><ul><ul><ul><li>Similar process to your development partner… </li></ul></ul></ul><ul><li>Other Solutions for other elements will be unique to your needs </li></ul><ul><ul><li>In general, use “best-of-breed” solutions, rather than a software “suite”. </li></ul></ul><ul><ul><li>Web 2.0 makes Internet integration easier, not harder </li></ul></ul>
  13. 13. Managing Your WebSite: Rollout <ul><li>Arguably the MOST important step in your whole project </li></ul><ul><ul><li>Rolling out to users who will take ownership of aspects of the site is very very important </li></ul></ul><ul><ul><li>Don’t give your project a bad rap – just when it’s about to succeed: </li></ul></ul><ul><ul><li>5 Things to keep in mind: </li></ul></ul><ul><ul><ul><li>Usability for all the applications for managing. Make sure that whatever solutions you pick, the interfaces are easy to use. Sometimes less features is better. </li></ul></ul></ul><ul><ul><ul><li>Sufficient training and support. Have a plan for training and support on ALL of the applications – and how they work together. </li></ul></ul></ul><ul><ul><ul><li>Organizational communication. Who’s responsible for what. Make sure that ongoing – everybody from IT to Marketing to Communications knows wh’s responsible for the apps </li></ul></ul></ul><ul><ul><ul><li>Review and Iterate – The Web Site is a process – not a product make sure that ALL through your development process and your Rollout that phase two items are noted and then iterated. Start small, and grow. </li></ul></ul></ul>
  14. 14. Managing Your Web Site: Back To Dev <ul><li>When you’re ready to iterate the web site, start again… </li></ul><ul><ul><li>Your partner should now know the system and will be your trusted advisor. </li></ul></ul><ul><ul><li>Your solutions can be plugged in and out based on the value they are creating. </li></ul></ul>
  15. 15. Budgets <ul><li>Sample Development Budgets </li></ul><ul><ul><li>Small Project Dev: $10,000 to $50,000 </li></ul></ul><ul><ul><li>Big Project Dev: $50,000 to $100,000 </li></ul></ul><ul><ul><li>The bottom line…time is money. These projects take time. </li></ul></ul><ul><ul><li>You can quibble on rates but hours are hours. Make sure the bids include hours estimates. This is the real apples to apples. </li></ul></ul><ul><ul><li>With outsourcing and smaller shops rates can range from $20 an hour to $200 an hour. </li></ul></ul><ul><li>Web Site Management Application Budgets </li></ul><ul><ul><li>Open Source isn’t free. </li></ul></ul><ul><ul><li>Site Management Application: </li></ul></ul><ul><ul><ul><li>CMS and/or CRM - $20K-$100K annually </li></ul></ul></ul><ul><ul><ul><li>Web Analytics – Free to $500 and more annually </li></ul></ul></ul><ul><ul><ul><li>Web Site Hosting - $50/mo to $1,500/mo and more – depends on your needs </li></ul></ul></ul>
  16. 16. Mike & Rob’s Top 10 Never Do This…. <ul><li>10. Never think this going to take 4 weeks </li></ul><ul><li>9. Never think you can do this alone </li></ul><ul><li>8. Never skip the IA Phase </li></ul><ul><li>7. Never do this without an RFP </li></ul><ul><li>6. Never send the RFP to more than 5 firms </li></ul><ul><li>5. Never choose your vendor based on price alone </li></ul><ul><li>4. Never ask your IT Manager to manage this process this alone </li></ul><ul><li>3. Never start this process without a budget in mind </li></ul><ul><li>2. Never start this process without key stakeholders involved </li></ul><ul><li>1. Never hire your boss’ nephew </li></ul>
  17. 17. Q/A <ul><li>Rob Rose </li></ul><ul><li>[email_address] </li></ul><ul><li>Mike Weiss </li></ul><ul><li>[email_address] </li></ul>