Northwestern University Office for Research. Office for Research Planning, Finance and Communications. Web Design Project

Transcription

1 Northwestern University Office for Research Office for Research lanning, Finance and Communications Web Design roject hase 2 - OR Unit Redesign Strategic lan Creation Date: January 14, 2008 repared By: Office of Research Information Systems (ORIS) repared For: Office for Research lanning, Finance and Communications Executive, Advisory and Management Committees Web Design roject Committees - hase 2 OR Units Final.doc 1 of 14 rinted: 6/26/2008

2 Contents Web Design roject - OR Unit Redesign (hase 2) roject Organizational Structure... roject urpose... Roles and Responsibilities... Committees (Description) Executive Committee Advisory Committee Management Committee roject Team OR Unit Contacts Functional User Workgroups... Tentative Meeting Schedule (Tasks) Advisory Committee Conflict Resolution Communication lan Deployment lan roject Team Conflict Resolution Communication lan Deployment lan OR Unit Contacts (Director, Web Manager, Data Content Experts, et.al)... TBD Functional User Workgroups... TBD... Baseline Matrix for rioritizing Unit Readiness... Website Redesign rocess Diagram... Website Redesign rocess Steps... Committees (Members) Executive Committee Advisory Committee Management Committee roject Team OR Unit Contacts TBD Functional User Workgroups TBD... Web Design roject Committees - hase 2 OR Units Final.doc 2 of 14 rinted: 6/26/2008

3 Web Design roject hase 2 OR Units roject Organization Structure January 2008 Executive Committee Jay Walsh, V Lewis Smith Frank DiSanto Meg McDonald Advisory Committee V Staff Management Committee Meg McDonald, ORFC Executive Dir Dan Volocyk, ORIS Director Joan Naper, Dir Research Comm. Frank DiSanto, AV roject Team Brenda Bryant, roject Manger Joan Naper, Dir Research Comm John Serafin, Web Administrator Kathleen Mandell, Senior Editor Functional User Workgroups (OR Internal & External) OR Unit Contacts Barbara Beeuwsaert ORFC Dawn Bradley ORAV ORS Latonia Trimuel ORD Open osition ORI David Hull OSR ORS Kathy Lancaster CCM Michael Kelley ORS/IRB Kurt Gillon ORS/ACUC George Morton Wendy Ward \VisioDocument 2-May :46 AM -- age 1 For a detail list of committee members see the Web Design roject Committees (Members) section Web Design roject Committees - hase 2 OR Units Final.doc 3 of 14 rinted: 6/26/2008

4 Web Design Committees (hase 2 - OR Units) (urpose) Northwestern s Office for Research uses its website as a major communication vehicle. The website can be viewed from beyond the boundaries of Northwestern s two campuses and is available to all on a 24/7 basis. The web design project has been designed to pay greater attention to what the website communicates about the OR and how that information is shared in order to ensure that the website fully supports the mission of the OR. During the Fall 2006 Quarter the OR website received over 54,000 visits (450 per day) to its approximately 700 pages. The OR unit sites add another 90,750 visits (815 per day). From the approximately 155,000 visits during this time, the total number of page views (the measurement of interest) added up to more than 500,000. hase one of the design took place in 2007, with the redesigned OR home page rolling out in mid- December. hase two begins in January 2008, bringing the look of feel of the home page design to the OR unit sites. The unit sites are: ORD, ORI, OSR, ORS (IRB and ACUC), CCM, ORFC, ORS and ORAV. The objectives of phase one extend to phase two: to promote, facilitate and enhance research at Northwestern University as well as to present a united Office for Research identity. Implementing the redesign of all the OR Units websites includes the following. 1. Create a unified and standard look and feel of the OR website throughout the all units. Integrate unit websites into OR site design created in hase I Unify placement of common elements (e.g. search engine) across sites 2. Improve on the interface of website functionality, content presentation quicker and easier to find information etc. 3. Improve on the effectiveness of the website fewer clicks to get to frequently accessed pages & documents identify users (NU and external) and web pages with frequent (high) hits to assist with determining users needs (via use of Google Analytics software) etc. Web Design roject Committees - hase 2 OR Units Final.doc 4 of 14 rinted: 6/26/2008

5 Role Roles and Responsibilities (General overview) Responsibilities 1. Executive Committee (Sponsor) Ensure commitment Sign-off on decisions handed up from lower level committees rovide any input that will assist the team in supporting the vision and goals of the OR 2.Advisory Committee rovide resources needed for a successful implementation rovide direction and content oversight (as needed) Assist in requirements definition (as needed) Share input regarding policy, internal politics and changes in staffing and leadership (upper management level) that will impact the project 3. Management Committee rovide direction and content oversight (as needed) Conflict resolution Address any foreseeable risk management issues Assist in requirements definition (as needed) Generate support from Advisory Committee members (V Staff) Share input regarding policy, internal politics and changes in staffing and leadership (upper management level) that will impact the project 4. roject Team Define and drive initial requirements Ensure acceptance testing is carried out Review and approve deliverables rovide regular status reports to higher level committees Arrange ongoing support and maintenance 5. OR Unit Contacts Represent units rovide and/or define initial requirements and maintain (Director, Web Manager, Data Content content Experts, et. al.) Identify key internal and external users who will provide input regarding business needs Clearly describe business needs and pass along critical issues and concerns Acceptance testing erform regular web editor duties by providing ongoing support and maintenance of content 6. Functional User Workgroup Clearly describe business needs and pass along critical issues and concerns that will improve upon the functionality, content and effectiveness of the website Acceptance testing of final Note: Members may serve on multiple committees. 1. Executive Committee The committee is comprised of the V Staff (V, Associate Vs and Directors). The purpose of this committee is to ensure commitment at the highest level, provide resources as requested, and facilitate and resolve any conflicts that are raised to the highest level. 2. Advisory Committee This committee is made up of members of the V staff: directors of the OR units. Their responsibility is to advise both the executive committee and the management committee in matters pertaining to the units as well as matters pertaining to the overall Office for Research. They assist in defining direction, content, and requirements as well as unit resources necessary to the tasks of updating and maintaining the unit web redesign. Most of these directors also represent their units as OR Unit Contacts. Web Design roject Committees - hase 2 OR Units Final.doc 5 of 14 rinted: 6/26/2008

6 3. Management Committee The committee is comprised of senior level representatives from ORFC and ORIS. They work directly with the Executive Committee members and in the research community and are on the pulse of current technology and trends related to the research. The committee reviews the work product of the project team, helps to resolve issues, provides general guidance (business and/or technical) and reports directly to the Executive Committee. In addition, the committee is charged with the responsibilities listed in the Roles and Responsibilities (General overview) chart. 4. roject Team 4.1 roject Team Roles The roject Manager reports on status and major unforeseeable deviation from the plan, and raises issues, as appropriate, to the advisory committee. Representing the business and/or technical areas, the project manager is responsible for planning tasks, reporting project status, requesting or assigning resources, monitoring the progress against the project plan and managing multiple teams. This role will identify and resolve issues independently and with the committees. He or she also assumes primary responsibility for delivering products on time, within budget and in a way that meets user expectations. The Web Developer/Technical Expert is responsible for translating the needs and requirements of the OR committees, units, and any additional target audience. This person leads unit and user research, designs the architecture of the site, evaluates internal needs and plans for the best way to accomplish goals. This person also is responsible for integrating the agreed-upon solutions into a look and feel that is consistent with the design template set in hase I of the Web Design roject. The Lead Web Designer & Lead Content/Communications Manager serve as the web gatekeepers and work alongside the roject Manager and Web Developer to ensure that the redesign maintains the unified and standard look and feel set by the OR web gatekeepers (ORFC) in phase one. They are responsible for the main/general OR content and help to ensure that all content represents and promotes the OR well. They will also share and interpret the business needs of the Executive and Advisory Committees. 5. OR Unit Contacts The OR Unit Contact consists of the unit Director, Web Manager and Data Content Experts and is responsible for coordinating with his or her director (or designate) to identify and clearly relay the business needs, issues and problems submitted by internal and external users. OR Unit Director and/or Content experts (internal OR users) submit detailed content to the OR Web Manager and business needs to the project team. 6. Functional User Workgroups In addition to the project team, Functional User Workgroups should be formed to include key individuals who are end users of the website. Each unit has its own Functional User Workgroup, but should and can include extended members from other areas in of the research community, such as Is, Research Assistants and Coordinator, Student Researchers and Research Center Administrators. Functional User Workgroups consists of internal and external OR users. Content experts (internal OR users) submit detailed content to the OR Web Manager and external OR users provide input regarding needs. They help drive the requirements by setting the direction, defining the business needs, and sharing existing issues and concerns. They may be asked to communicate with the OR Web Editor and/or the Web Developer. Note: Research Centers are not included in the project scope. Web Design roject Committees - hase 2 OR Units Final.doc 6 of 14 rinted: 6/26/2008

7 Tentative Meeting Schedule (Tasks) i Note: Staffing and resource commitments are subject to change. 7. Management Committee Tasks i Meetings: 7.1 Conflict Resolution The Management Committee should initially meet every two weeks with project Team and, as the project progresses, will meet on an ad hoc basis to discuss the critical issues. Committee will provide periodic updates in V Staff meeting to members and will report to the Executive Committee on an as-needed basis. The detecting, recording and sifting of issues are initiated by the roject Team. The Advisory Committee will be notified when issues cannot be resolved by the roject Team or require political or upper level (management) intervention. The members may be asked to resolve technical and political issues such as policy disparity between NU, ORFC, OR Units and ORIS, enforcing participation and user acceptance testing, etc. 7.2 Communication lan The Advisory Committee should assist in the development of the communication plan and sign-off on the plan. urpose: Format: External Dependencies: The purpose of the communication plan is to identify and document what mechanisms will be used to ensure that all interested parties are kept informed as to the project s status and direction. MS Word document via and stored on a locally shared drive S:\INFO\Web Design roject hase2\... \ Web Design lan-statusrpt-misc \Web Design Issues \Web Design Meeting None Quality Criteria: Does the plan cover all interested parties? Is the plan readable and understandable to all members of the project? 7.3 Draft Strategic lan The Advisory Committee should assist the roject Team in sign-off of the development of the strategic plan and sign-off on the plan. urpose: Format: External Dependencies: The Strategic lan includes suggestions on how the project should: hase I Enterprise IA Approach Needs Analysis Strategy and Scope Vital information that will assist Units in making the best decision Tentative Tasks and meeting schedule Responsibilities and effort required of the OR Web Editor Recommendations regarding priority rollout of OR Units General project plan (timeline) MS Word document via and stored on a locally shared drive S:\INFO\Web Design roject hase2\... \ Web Design lan-statusrpt-misc \Web Design Issues \Web Design Meeting Configured website Quality Criteria: Consistent with other plans resents a sound approach Understandable Internally consistent Web Design roject Committees - hase 2 OR Units Final.doc 7 of 14 rinted: 6/26/2008

8 8. roject Team Tasks i Meetings: The roject Team initially meets on a weekly basis and as the project progresses will meet as needed to discuss the following tasks and issues that arise. Task Name Start Date End Date Meeting Date & Location roject Team Internal Decisions 1. Define communication process & location of project documentation 1/24/08 1/24/ Maple Exec Conf Rm 2. Determine how meetings will be run (agenda, minutes, lead in running meetings) 3. Determine frequency, length and location of meetings 4. Determine frequency of status update meetings with Advisory Committee Review and clearly define the following 5. Review and clearly define purpose and needs of hase 2 6. Define scope of project 7. roject Organization Structure 8. Committee roles and identify key committee 1/29/08 Rubloff 701 members 9. Roles & Responsibilities 1/29/08 Develop Draft Strategic lan 10. Define specific tasks and effort level required by OR Web Editors and functional users 1/29/08 2/6/ Maple Exec Conf Rm 11. Determine key elements/measurement for 1/29/08 2/6/08 suggesting units priority 12. Complete recommended priority matrix for units 1/29/08 2/6/08 Final review of plan (document) 2/13/08 2/13/ Maple Exec Conf Rm 9. OR Unit Contacts (Director, Web Manager, Data Content Experts, et. al.) i Meetings: The OR Unit Contacts meet according to the scheduled tasks that coincide with the appropriate OR units in the project plan. Task Name Workgroup(s) Start Date Location roject Team Member 1. Complete baseline matrix for prioritizing OR Unit readiness 2. TBD by roject Team Web Design roject Committees - hase 2 OR Units Final.doc 8 of 14 rinted: 6/26/2008

9 10. Functional User Workgroups Tasks (OR External Users) i Meetings: The Workgroups meet according to the scheduled tasks that coincide with the appropriate OR units in the project plan. Task Name Workgroup(s) Start Date Location roject Team Member TBD by roject Team Web Design roject Committees - hase 2 OR Units Final.doc 9 of 14 rinted: 6/26/2008

10 Web Redesign hase 2 Baseline Matrix for rioritizing OR Unit Readiness February 2008 General Description ORFC ORS ORS ORD ORI ORIS ORS OSR CCM ORAV IRB ACUC 1. Is this project a priority for the OR unit? 2. Have you identified the key people who will work on the project? 3. Will key people be available to work on the project? 4. Are key people serving on other major projects? 5. Is the OR unit involved in a major project? 6. Is the unit s website vital to doing the unit s normal business? 7. OR unit number of web pages OR unit average visits per day Below is the information your unit needs to prepare prior to starting the project. 1. List names of staff and the role in which they will be serving. (OR unit web manager, lead business contact or data expert & describe the type of data person is expert in.) 2. Determine if the key contact s workload allows them sufficient time to work on the project? 3. repare to discuss the role of the unit s website in conducting the unit s business. 4. If you have not already done so, collect any ideas for the future of your website. Note: Item #7 and 8 statistics were completed by web developer as of 2/8/08 and covers the June February 2008 period

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12 Web Redesign rocess Draft: February 11, 2008 = rimary Responsibility S = Secondary Responsibility Web Team Unit Research Navigation User User interviews S User survey, online User goals definition Internal / Business Content owner interviews eer website review S Business requirements definition Content Site Statistics analysis Content Inventory Content Review S Website Requirements Definition S Card Sort (content categorization exercise, internal and user) reliminary navigation design reliminary navigation testing and revisions S Final navigation approval Content Existing content edits New Content Creation Site Map Design roduction Wireframe (blueprint) design and testing Screen layout prototype(s) Style Sheet Updates Template coding Final Layouts Usability Testing S Content Migration S Final Testing of Beta Site and revisions S Site Launch

13 Web Design Committees (hase 2 - OR Units) (Members) 11. Executive Committee Jay Walsh jwalsh@northwestern.edu position 1: Vice resident Research Lewis J Smith ljsmith@northwestern.edu position 1: rofessor MED-ulmonary position 2: AV for Research Frank DiSanto f-disanto@northwestern.edu position 1: Assoc V Research Operations Web roj. Role: Executive & Management Committee Meg McDonald meg-mcdonald@northwestern.edu position 1: Executive Director ORFC Web roj. Role: Executive & Management Committee 12. Advisory Committee Joan Naper j-naper@northwestern.edu position 1: Director Research Communications Web roj. Role: Executive & Advisory Committee and roject Team Tim Fournier tfournier@northwestern.edu position 1: AV Research Integrity Ann K. Adams a-adams@northwestern.edu position 1: AV Research Integrity Holly Falk-Krzesinski h-falk@northwestern.edu position 1: Director Research Development Daniel E. Volocyk dvolocyk@northwestern.edu position 1:Dir Research Inf Systems Web roj. Role: Executive & Advisory Committee L. Todd Leasia ltl419@northwestern.edu position 1: Executive Director ORFC hilippe Baneux p-baneux@northwestern.edu position 1: Executive Director CCM Bruce Elliott b-elliott@northwestern.edu position 1: Director OSR - Chicago Susan Ross sross@northwestern.edu position 1: Director OSR - Evanston Don Workman sross@northwestern.edu position 1: Executive Director ORS Mary Tobin m-tobin@northwestern.edu position 1: Director Admin & Resource lng 12. Management Committee Daniel E. Volocyk dvolocyk@northwestern.edu position 1:Dir Research Inf Systems Web roj. Role: Advisory & Management Committee Meg McDonald meg-mcdonald@northwestern.edu position 1: Executive Director ORFC Web roj. Role: Executive & Management Committee Joan Naper j-naper@northwestern.edu position 1: Director Research Communications Web roj. Role Advisory & Management Committee, and roject Team Frank DiSanto f-disanto@northwestern.edu position 1: Assoc V Research Operations Web roj. Role: Executive & Management Committee 13. roject Team Brenda Bryant Web roj. Role: roject Manager b-bryant@northwestern.edu position 1: roject Manager Office of Research Info System John Serafin Web roj. Role: Web Developer j-serafin@northwestern.edu position 1: Web Administrator Office of Research Info System Joan Naper Web roj. Role: Lead Content/Communications j-naper@northwestern.edu position 1: Director Research Communications Kathleen Mandell Web roj. Role: Lead Web Designer kathym@northwestern.edu position 1: Senior Editor

14 14. OR Unit Contacts (OR Unit Contacts consist of Directors, Web Manager and Data Content Experts) 11.1 OR Unit Contacts Dawn Bradley position 1: Assist to AV, ORAV Barbara Beeuwsaert position 1: Business Manager, ORFC Andrew Ellis position 1: IRB Coordinator, ORS Kurt Gillon position 1: ACUC Coordinator, ORS Latonia Trimuel position 1: Administrative Coordinator, ORD Julia Janowick position 1: Senior Compliance Analyst, ORI David Hull position 1: Mgr Research Info & Com, OSR George Morton position 1: Assist Dir Research Safety, ORS Wendy Ward position 1: IT Consultant, ORS Kathy Lancaster position 1: CCM 15. Functional Users Workgroups (Functional users consist of OR external& internal users) Members TBD