COMMUNITY ALLIANCE OF MISSION HILL. Technology Acquisition Web Portal Proposal. Betsy Hughes

Transcription

1 COMMUNITY ALLIANCE OF MISSION HILL Technology Acquisition Web Portal Proposal Betsy Hughes

2 Business Need October 20, 2008 The Community Alliance of Mission Hill CAMH Context The Community Alliance Mission Hill is a non-profit organization run by local volunteers from their home (a team of about eight people). The organization s mission is to help control the neighborhood within several areas such as, trash, graffiti, noise disruptions and more. Their technology access is whatever hardware and software the individuals use from their home, which is mainly ing and other basic internet use. The web site of the organization is one-page and is a broad emphasis on what their organization strives to accomplish It includes contact numbers and a link to join the mailing list (already over 200 on the mailing list). Business Need 1. The organization needs more participation from the community and better ways to bring attention to community issues. The CAMH has issues they need to address with the community but doesn t have an affective way to address them, especially to those who need to hear them. Example: those who need to keep the nose level down don t even know that there is an organization monitoring them, thus if they knew than they would be more cautious and concerned. 2. The CAMH needs better form of communication with the community. The CAMH lacks the ability to easily and effectively communicate to the community of which they represent. Example, if those described above had better form of communication with the CAMH or vice versa, then community noise issues would decrease. Supporting Facts The CAMH is responsible for the cleanliness of the community. The CAHM receives calls about a) defacing public property b) any public issues that need strategic planning to better the community The president of the organization attends town meeting and represents the Mission Hill Community and their needs. The president does hold Mission Hill Community meeting, though not many people attend them.. Assumptions We expect at least three times the amount of community projects (such as various events that have only been thought of and not acted upon) will move forward into completion due to increase in communication throughout the community. We also expect a cleaner more organized environment within the Mission Hill Community. Approvals

3 Project Charter October 9, 2008 The Community Alliance of Mission Hill CAMH Executive Summary The (CAMH) organization helps the people of Mission Hill feel better about there surroundings by providing topics and solutions. This organization helps to clean up the areas in Mission Hill, and make the area more personable for people to live in. They want people to be comfortable in their environment. The organization s mission is to help control the neighborhood within several areas such as, trash, graffiti, noise disruptions and more. Business Need The organization needs more participation from the community and better ways to bring attention to community issues. The CAMH has issues they need to address with the community but doesn t have an affective way to address them, especially to those who need to hear them. Example, those who need to keep the noise level down don t even know that there is an organization monitoring them, thus if they knew than they would be more cautious and concerned. The organization needs better from of communication. The CAMH lacks the ability to easily and effectively communicate to the community of which they represent. Example, if those described above had better form of communication with the CAMH or vice versa, then community noise issues would decrease. Project objectives The objectives are to research the best design of a web portal for the CAMH. This stream of communication will inform the Mission Hill community of effective ways to improve their surrounding areas.. Impact assessment The impact of this new form of useful communication will improve the areas within Mission Hill in various ways. Thus, people can have a cleaner and better place to live, play and overall be apart of. Measures of success The project will be successful if a certain number of people take part in and are able to visit the web portal and deliver suggestions or thoughts on how to improve the Mission Hill Community. Scope This project addresses the whole Mission Hill community, along with the schools, apartments, and all the surrounding areas to get their voices heard. Risks The web portal may not be accessible to those who need to partake in the communication. The community might not cooperate with the ideas of the web portal.

4 Time Constraints The research and compilation must be completed by the end of December Project Stakeholder and sponsor approvals

5 Project Plan October 22, 2008 The Community Alliance of Mission Hill CAMH 1. Project Management Plan The following represents the project life cycle that will be used to manage this project. Initiation Planning Research Evaluation Negotiation Implementation Operation 2. Risk Management Plan Risks will be managed and reviewed in the Mission Hill meetings every week. Our Technology Acquisition team has been and will remain up front with the CAMH to note any risks that may arise. 3. Issue Management Plan Issues will be managed using by breaking down the necessary steps towards solutions. Meaning that our tem will regularly and clearly determine who can implement the best plan when issues occur. Some issues may be technical or communicable, by our team constant communication with vendors and the CAMH these issues are addressed immediately. 4. Change Management Plan Changes will be managed by the Community alliance president, and by the trainers of the appropriate portal vendor. As the project moves forward in the hands of the CAMH and the vendor there will be many technological changes. Most of these changes will be dealt with through monthly training sessions. 5. Quality Management Plan The quality control team will test the vendors and their product by having the Community Alliance of Mission Hill employees engage in a practice course to judge the user friendliness and the customer service of the vendor. 6. Product Management Plan

6 There will constantly be CAMH volunteers running changes and management of the portal, most likely, the technical software savvy members of the team will overall be coordinating the changes and activity of the portal. This includes such sub divisions within the portal as updates and blogs. 7. Release Management Plan When the final acquisition plan is finalized our team will then hand it over to the CAMH and discuss with them the vendors which we have been connecting with. We will also be sure to inform the vendors that the project is being released to the CAMH, therefore the vendors will then contact the alliance. 8. Human Resource Management Plan Each team member has a set of roles: Project Sponsorship Team: Must apply their leadership, Communicate issues, and support the project manager. Project Management Lead: Must own and manage the project plans and schedules, and communicate project status to project sponsorship and program management. Call Center lead: Must manage and coordinate all call center project activities, and provide regular updates to the manager on all activities. Call Center Operations Lead: Must do the same as the Call Center lead, except define call center operation priorities. IT Development Lead: IT Architecture Lead: Vendor Project Lead: Must manage, design, develop, and test all internal development, and manage vendor development integration. Must provide regular updates to the project manager on all activities. Must escalate issues to project manager, and provide information to other team leads. 9. Cost Management Plan Costs will be logged in the Mission Hill s accounting system, and the Community Alliance of Mission Hill will review the reports created by our project. The cost will most likely be more depth upon actual vendor visit and negotiation.

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8 Community Alliance of Mission Hill Project Schedule ID Task Name Duration Start Finish Owner 1 Project Start Date 1 day 4-Sep 4-Sep Betsy + Steve + Prof. Stevens 2 Organization Decision 1 day 4-Sep 4-Sep Betsy + Steve + Sean 3 Organization Meeting 1 day 17-Sep 17-Sep Betsy + Steve + Sean + Org Pres. 4 Initiation 5 Business Need 19 days 25-Sep 8-Oct Betsy 6 Review Business Need 1 day 9-Oct 9-Oct Betsy + Prof. Stevens 7 Revise Business Need 1 day 17-Oct 17-Oct Betsy 8 Review Business Need 1 day 20-Oct 20-Oct Betsy + Sean 9 Revise Business Need 1 day 21-Oct 21-Oct Betsy 10 Review Business Need 1 day 23-Oct 23-Oct Betsy + Prof. Stevens 11 Project Charter 19 days 25-Sep 8-Oct Steve 12 Review Project Charter 1 day 9-Oct 9-Oct Steve + Prof. Stevens 13 Revise Project Charter 1 day 17-Oct 17-Oct Steve 14 Review Project Charter 1 day 20-Oct 20-Oct Steve + Sean 15 Revise Project Charter 1 day 21-Oct 21-Oct Steve 16 Review Project Charter 1 day 23-Oct 23-Oct Steve + Prof. Stevens 17 Project Schedule 9 days 21-Oct 24-Oct Betsy 18 Review Project Schedule 1 day 23-Oct 23-Oct Betsy + Prof. Stevens 19 Revise Project Shedule 1 day 24-Oct 24-Oct Betsy 20 Rreview Project Schedule 1 day 30-Oct 30-Oct Betsy + Prof. Stevens 21 Decision Scoring Matrix 9 days 21-Oct 24-Oct Betsy 22 Review DSM 1 day 23-Oct 23-Oct Betsy + Prof. Stevens 23 Revise DSM 1 day 24-Oct 24-Oct Betsy 24 Review DSM 1 day 30-Oct 30-Oct Betsy + Prof. Stevens 25 Project Plan 9 days 21-Oct 24-Oct Steve 26 Review Project Plan 1 day 23-Oct 23-Oct Steve + Prof. Stevens 27 Revise Project Plan 1 day 24-Oct 24-Oct Steve 28 Review Project Plan 1 day 30-Oct 30-Oct Steve + Prof. Stevens 29 RPF 17 days 3-Nov 20-Nov Betsy + Steve 30 Review RFP 1 day 6-Nov 6-Nov Betsy + Prof. Stevens 31 Revise RFP 15 days 6-Nov 21-Nov Betsy + Steve 32 Review RFP 1 day 21-Nov 21-Nov Betsy 33 All 14 days 21-Nov 4-Dec Betsy 34 PPT 2 day 3-Dec 4-Dec Steve + Betsy 35 Communication With Vendors Throughout Project Btesy

9 October 30, 2008 Request for Proposal Dear Prospective Vendors, As an innovative and caretaking organization for our neighborhoods, the Community Alliance of Mission Hill is processing various options to improve the communication within the population of Mission Hill. Since technology is the future and the future is tomorrow, we feel the latest and most effective form of new communication begins with a technological advance within our organization, which will be extended to the community. This form of technology will supply a constant connection of communication to and from (a) the CAMH and the City of Boston, (b) the CAMH and those who live in the community, and between (c) those who live in Mission Hill and between (d) the CAMH volunteers themselves. A key factor in today s society for creating fast and efficient communication is technology and more specifically, the Internet. The CAMH has an existing basic web site and is looking to the applications and uses of the Internet which younger people are taking part in, such as web portals. Though the youth has an interest in these, we would like the project to be focused on all age groups within the Mission Hill Community. Also, the project is not to support complete publication of any of the community members opinions. Specifically, there may be polls set up online for the members to cast their vote on an issue within the community, though, there will not be a free-for-all blog or posting area which may offend others or bring about other social issues. Our goal is to improve communication in an organized and appropriate fashion which will be set up and alter weekly by the CAMH volunteers. Vendor proposals can be judged on: Quality customer service and training are required for working with this organization due to the various skill levels among the volunteers of the CAMH. The origination is not for profit which will cause the decision to ultimately be made based on financial restrictions. Versatile forms of access to the portal program are better due to the variety of computers the volunteers work from. Also, security and dependability is a much needed feature which we will determine the end

10 decision on. This investment will be worth the effort and time mainly if the creation of the portal is secure and will last effectively. The CAMH has a clear prospective which involves a major increase in communication throughout the community. Many people in the Mission Hill Community have positive and creative ideas, including events and new architectural reforms, which need to be heard and discussed. The CAMH is interested in dealing with any problems of the community and will be able to do so more effectively through quicker and more accessible forms of information exchange, such through sing a web portal specifically for the Mission Hill community and those who volunteer for it. We appreciate your interest in our opportunity and hope you can accommodate our needs. Keep in touch with your proposal and we will respond when we have completed our review. Sincerely, Elizabeth Hughes Project Manager Wentworth IT Technology Acquisition Community Alliance of Mission Hill

11 Table of contents 1. General Information 1.2 Contact Info 1.3 Timeline 2. Vendor Guidelines 2.1 Letter of Intent 2.2 Confidentiality 3. Product Information 4. Functionality requirements 5. Technology requirements 6. Strategic Partnership Potential 7. Cost

12 1. General Information: 1.1 RFP Reference Reasoning: Refer to the RFP when concerning: General Information Vendor Guidelines Product Information Functionality requirements Technology requirements Strategic Partnership Potential Cost 1.2 Please direct all communication to either: Elizabeth Hughes Steven Souza 1.3 Time Line: September 15, 2008 December 11, 2008 For specifics, please refer to the Project Schedule 2. Vendor Guidelines 2.1 Letter of Intent: Ways to create best form of communication Assurance of training availability Financially fit investment that is reliable and efficient for our need 2.2 Confidentiality: The RFP is confined to the volunteers of the CAMH and the prospective vendors only. 3. Product Information Please include and overview of your trainers and technology application team. Please state their responsibilities and requirements to be met

13 4. Functionality Requirements: The Vendor is responsible for the following: 4.1 Provides Applicable Form of Communication: The function of this product must be able to provide the necessary form of communication that applies to the community. Particularly if the users (both CAMH volunteers and the community residents) must be able to effectively communicate their ideas and opinions in an organized fashion on the web portal. 4.1 User Friendly: The ability to use this product must be fairly simple to function with, meaning, both parties (residents and volunteers) should be able to work with the software in a simple, obvious and clean manner. 4.3 Efficiency: The individual functions of this product must be targeted toward the goal of efficient communications. The design of the portal must be based around the idea that the users will be communicating with the necessary applicants (see second section of Letter of Intent) The Product is responsible for: Establishing a clear form of effective communication for the members of the Mission Hill Community To acquire and keep up with up-to-date technology 5. Technology 5.1 User friendly- For Our (CAMH) web portal, we want users to feel as comfortable as possible while surfing. We don t want anyone to have trouble searching the product. 5.2 Up To Date- Our Web portal will be up-to-date according to today s technology standards. 5.3 Compatibility- Our website is compatible with any type of Mac, Pc, Internet explorer, or Mozilla fire fox, etc. 6. Strategic Partnership Potential 6.1 Location (On-site/Off-site)- Where the CAMH team must go to get assistance from the vendor, off-site or will they be able to stay on-site and possibly get assistance from an online source on the CAMH teams time which would be the best possible answer. 6.2 Lesson Availability- The availability of creating appointments for training of the CAMH team of how to use the new product. Also, how the lessons are performed, at a basic level first or at an experienced level. 6.3 Customer Service- The qualities of satisfaction of working with the vendor throughout the delivery, training and follow-up process.

14 7. Cost 7.1 Initial- We are willing to invest a bit, though, again we are a non-profit organization so our finances are limited, thus a low cost would be best to start the project with. 7.2 Ongoing- Our ongoing process of fixing our technology and making improvements to our website will be subsequent over the year. 7.3 Future- The future outlooks for our finances are to carry on with the monthly cost with some educational training on any technological updates.

15 Negotiation Strategy November 12, 2008 The Community Alliance of Mission Hill CAMH 1. Summary Betsy Hughes, and Steven Souza have chosen two to three ways to develop a web portals for the vendor of choice. We feel pretty confident that the (CAMH) will be benefited by our findings. We also believe that by running the web portals, the CAMH will find there objectives to be a lot easier. We want the negotiation team to have full authority in negotiating which ever vendor they would like. 2. Initial Terms 3. Agendas Our Agenda: Have a negotiation for the best financial package. Vendor Agenda: Maximize portal results Help keep the portal vibrant 4. Leverage Our Leverage: Recognition Support from the community Vendor Leverage: Time, Money 5. Objectives Negotiate the best financial package with the three other web portal designers. 6. Strategy The web portal design team that proves to have the best quality and the most appropriate price will determine which vendors to be chosen. 7. Potential Tactics Check to make sure to check and see what vendor has the right capabilities to run the website. Work with the vendor to find ways to improve a better web portal for the business.

16 8. Negotiation Team and Roles Project Sponsorship Team: Must apply their leadership, Communicate issues, and support the project manager. Project Management Lead: Must own and manage the project plans and schedules, and communicate project status to project sponsorship and program management. Call Center lead: Must manage and coordinate all call center project activities, and provide regular updates to the manager on all activities. Call Center Operations Lead: Must do the same as the Call Center lead, except define call center operation priorities. IT Development Lead: IT Architecture Lead: Vendor Project Lead: Must manage, design, develop, and test all internal development, and manage vendor development integration. Must provide regular updates to the project manager on all activities. Must escalate issues to project manager, and provide information to other team leads.

17 Deal Sheet Actuate # Term Initial Minimum Goal 1 Software Hardware Consulting Annual Support Cost Implementation Date 11-Dec 26-Nov 3-Dec Solar Velocity # Term Initial Minimum Goal 1 Software Hardware Consulting Annual Support Cost Implementation Date 11-Dec 26-Nov 3-Dec iflexion # Term Initial Minimum Goal 1 Software Hardware Consulting Annual Support Cost Implementation Date 11-Dec 26-Nov 3-Dec IBM # Term Initial Minimum Goal 1 Software Hardware Consulting Annual Support Cost Implementation Date 11-Dec 26-Nov 3-Dec