request for proposal: the web site redesign
DESCRIPTION
At the start of 2008, Calvin College began a re-launch of its Web site spanning three phases: 1) audience research, 2) content management, and 3) continuous improvement. How did we select our goals, draft the request for proposal (RFP), pick a consultant, and bring students, faculty, and staff on board? In Boston, there will be no secrets. Gain valuable insights and a blueprint for re-launching your .EDU Web site.TRANSCRIPT
Request For Proposal:The Web Redesign
The Tipping Point
October 2006
The Tipping PointLaying the Foundation
Team Work
Working Group• Keep it small• Cross-divisional• Web professionals• Has the trust of the
steering committee
Steering Committee• Cross-divisional
leadership (aim high)• Involve the faculty• Identify key stakeholders
Team Roles
Working group• Shapes the goals and
objectives• Identify strengths and
weakness• Recommend a course
of action
Steering committee• Acts as a sounding board
for the working group• Ensures alignment with
business goals• Provides a reality check
– Political sensitivity– Budget– Staff
Goal 2
Goal 3
Goal 1
1. Realign focus based upon audience goals, tasks and
expectations
2. Establish a content management strategy
3. Establish an environment for continuous improvement
Goal 2
Goal 3
Goal 1
So, what happened?
• $100,000 budget approved• Recommended actions approved• Web project team appointed:
– Phil de Haan, project champion– Matt Jeltema, project manager– Luke Robinson, Web manager
The Tipping PointLaying the FoundationRequest for Proposal
RFI vs. RFP
Request for Information• An invitation to share
information and show interest in the project.
Request for Proposal• An invitation to submit a
formal proposal for work on the project.
www.calvin.edu/go/webproject
RFP: Executive summary
• Clearly state your request• Provide contact information• Outline the project’s time table• Submission instructions
RFP: Terminology
• Be on the same page– Identify common terms or roles
• Web site, Web presence, domain(s)• Audience or end-user• Authors or producers
– Provide a modest set of definitions
RFP: About the organization
• Who are you?• Public or private?• Where are you located?• What are you known for?
RFP: Statement of work
Scope
Goals
Objectives
RFP: Deliverables
• In the end, what gets produced?– Documentation– Strategic plans– Recommendations
RFP: Company Information
• Required documentation• Requirements of selected finalists
The Tipping PointLaying the FoundationRequest for Proposal
Picking a Proposal Partner
Three Finalists
• Invited consultants to campus• Kept their names secret• Four objectives for each interview
Award the Project
• Begin contact process with finalist• Notify the runner-ups• Celebrate the milestone• Begin planning the kick-off
The Tipping PointLaying the FoundationRequest for Proposal
Picking a Proposal PartnerResearch Findings
Prospective students
Current students and '08 grads
Parents Alumni Faculty, staff and emeriti
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
How often do you use the Calvin Web site (www.calvin.edu)?
Daily Weekly Monthly Rarely Never NA
Calvin College Audience Research StudyJ. Todd Bennett, Dotmarketing.com
Search engine produces accurate results
Information is easy to find
Pages load quickly
Content is current and well-written
Has an attractive visual design
The site is fun and entertaining
None or other (specify)
0 500 1000 1500 2000 2500
Which of the following factors is most important on the Calvin Web site?
(all audiences)
# of responses (n=3054)
Calvin College Audience Research StudyJ. Todd Bennett, Dotmarketing.com
Find Majors
Request Info
Estimate costs
Apply online
0 50 100 150 200 250 300 350 400 450 500
What tasks are important to you to complete on a college Web site? Check all that apply.
(Prospective Students Only)
# of responses (n=508)
To
p R
esp
on
ses
Calvin College Audience Research StudyJ. Todd Bennett, Dotmarketing.com
About
Giving
Campaign
Parents
Faculty & Staff
Search
A-Z Index
Calendars
News & Stories
Sports
People
0 50000 100000 150000 200000
Home Page Clicks (excluding Students & Exits)
Off-campus On-campusCalvin College Audience Research StudyJ. Todd Bennett, Dotmarketing.com
The Tipping PointLaying the FoundationRequest for Proposal
Picking a Proposal PartnerResearch Findings
Next Steps
Short-term
• Focus on findability• Incremental redesign• Hire a full-time Web developer
Short-term
• Focus on findability• Incremental redesign• Hire a Web developer• Continue to manage expectations and
show results
Long-term: Phase Two
• Content management strategy– Remove– Reuse– Rewrite
Long-term: Phase Two
• Content management strategy• Governance and documentation
– Roles– Responsibilities– Relationships– Rules (a.k.a. guidelines)– Review
Long-term: Phase Two
• Content management strategy• Governance and documentation• Content management system (CMS)
– Focus on scalability, sustainability, and efficiency for authors and producers
– Support the continuous improvement of Calvin’s Web presence
Thank You!Luke Robinson
twitter.com/luker
luker.tumblr.com
Please, download & sharewww.slideshare.net/lukerobinson
www.calvin.edu/go/webproject