Intranet proposal bit byte solutions

BIT BYTE SOLUTIONS
_________________________________________________
INTRANET DESIGN AND BUILD PROPOSAL
_________________________________________________ MINISTRY OF DEFENCE
Prepared by Francis Mwenja | Lead Consultant

INTRANET DESIGN AND BUILD | MINISTRY OF DEFENCE Page 2
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
Dell E6400TypewriterBit Byte Solutions | Tel: (+254) 0720 401323 | www.bitbytesolutions.com

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
Dell E6400Typewriterand an external wiki

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

Intranet proposal bit byte solutions

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Transcript of Intranet proposal bit byte solutions

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