Website Redevelopment Project – PHL Construction

Project Scope

This project has been initiated by Pashendale Holdings which is an Australian Construction company for the redevelopment of its website. The contract has been awarded to an independent contractor. The new website would include development of new content including testimonials, company news affiliate network, and industry updates. It also includes development of the website with a new user-friendly interface allowing customers to provide an easy feedback to the company staff. The project would be completed in four phases including planning, designing, implementation, and conversion (Cliff COnsulting, 2007).

The company currently runs a website on Weebly platform with a free Domain Provided which is not owned by the company. However, the company is planning to improve its branding in the digital space for which it is planning to have its own DNS and a website implemented on it with additional features as already discussed. For this, the company plans to revive its old design and build a completely new website with some content used from the old website while new features are also developed. The company does not have a staff of its own who is equipped to handle such projects and thus, the contract of the redevelopment project needs to be outsourced to an external contractor.

For this, the company intends to select an external supplier of the project management services and put the responsibility of the whole development process on the independent contractor. This statement of work defines the scope of the project that would be awarded to the contractor as well as identified the processes that would be used for contractor selection and those executed by the contractor upon taking the project. The project is awarded a budget of $2,65,000 and the project needs to be completed in 5 months’ time (Leroy, 2012).

Project Scope

The project involves four phases of development including planning, designing, implementation and conversion. In the planning phase, the independent contractor would interview the CEO, Virna Pashendale to gather requirements of the project and based on these requirements, metrics would be developed for measurement of the project performance. Based on the requirements, a scope would be developed and the Statement of Work Would be released upon reviewing the selection process for contractor.

In designing phase, website design would be developed by the contractor team and submitted as a proposal to the CEO for approval. Once design is approved, the new website would be coded and tested. Upon completion of testing, a review would be submitted and then implementation phase would behind with implementation of the website on PHL servers. After this implementation, website support would be provided and a review would be conducted. Training would then be provided to the PHL staff by the contractor and project closure would follow (Dinsmore & Brewin, 2010).

Activities that would be within the scope of the project include:

• Gathering requirements of the project from the CEO and staff of the company on the features and content that is to be developed on the redesigned website
• Development of performance metrics for project review and the review of the website
• Development and release of statement of work containing details of the project scope and acceptance criteria’s for completion of each project phase.
• Review of contract selection process, design of website, implementation process, and project completion review
• Development and approval of new design with user friendly interface and content elements like testimonials, company news affiliate network, and industry updates(C.R & Thomas, 2011)
• Coding of website as per approved design
• Testing of the developed code for the determination of bugs and their elimination before marking project completion
• Implementation of website code on PHL servers and assurance of the code running in the systems effectively.
• Training of PHL employees on the new website including CEO, CMO, and the staff of the company

Activities that would be out of the scope of the project include:

• Development of the internal intranet site of the company
• Review of the Training outcome

Work Requirements

The project would be completed in four phases with each phase involving following tasks to be completed:

Work Requirements

Planning: in this phase, independent contractor who is outsourced the work of the project of website development, would talk to the staff and CEO of the company to gather requirements of the development project. This would include the interface needs, content types and features development. Once requirements are fixed, metrics are developed by the contractor for performance measurement. Based on the requirements, a statement of work would be developed and released for the contractor. The CEO would be reviewing the contractor selection process before the project is finally awarded to the selected contractor (Ayyalaraju, 2017).

Designing: In this phase, new design would be created, reviewed and approved for the website redevelopment requirement based on which the codes would be developed and tested.

Implementation: The new design codes would be implemented on PHL servers and review of the implementation process would be conducted by Sennveasna Naveen, the CMO of the company with the help of his three advisors. For this review, the independent contractor would be presenting a status update to CMO on implementation. 

Conversion: During this phase, the project would be concluded and the contractor would present the closure report along with task checklist to CMO of the company who would review the project completion and would give a final sign off (Mushtaq, 2016).

The tasks that would be performed on the project as defined would be sequenced as per the Work Break Down Structure given below:

• Project Planning
  • Requirement gathering
  • Metrics
  • SOW release
  • Contractor Selection review
• Designing
  • Web design
  • Proposal
    • Development proposal
    • Design Review
    • Approval
  • Coding
  • Testing
• Implementation
  • Implementation on PHL servers
  • Website support
  • Implementation Review
  • Training
• Project Closure
  • Project Completion review
  • Approval
  • Status updates
  • Project Closure(Devi & Reddy, 2012)

Schedule/Milestones

The table below shows the major milestones of the project with their completion dates.

Pricing

The project has been outsourced to an independent contractor with a fixed fee set for each project phase as presented in the table below:

The total budget of management of the website redesigning project is $2,65,000. Each phase of the project would be utilizing a part of this budget and thus, the budget would only be released for the next phase as per requirement once the previous phase has been completed and approved to ensure that the project team does not deviate from the initially defined budget for the project.

Acceptance Criteria

The statement of work would be prepared by the independent contractor to the CEO of the company who would be accepting the deliverables at every stage. Each stage of the project would be updated to the CEO or CMO by the independent contractor upon its completion. The meetings would be conducted between the contractor and the CEO for the review of contractor selection process and website design. In this review, the CEO would be checking if all the deliverables have been completed till the time and if there are any variations from the budget and the schedule. The acceptance of the phase would be based on the website design elements such that the project stage is approved only when the design contains all content elements and has a user friendly interface planned for better customer service.

The CEO would review and approve the website development proposal first after which the coding would begin. Upon development of the code, testing would be done and the final codes would be implemented in the servers of the company. The status would be updated weekly by the contractor to the CMO in their meetings. The final update of the implementation would be submitted to the CMO who would be reviewing the implementation. For this review, CMO would take help from his three advisors.

Schedule/Milestones

This review would be conducted on the basis of criteria like completion of all previous activities, implementation of all interfaces and content elements on the website, and training of the company staff on new developments. This stage  would get acceptance only if all the bugs found during testing are eliminated and all the identified requirements of the stakeholders are fulfilled by the website developed. The acceptance criterial for the implementation phase would also include satisfactory completion of training, implementation of codes in all the company server with them up and running.

Upon review and approval of implementation, the project would near its completion and a final review would be conducted by the CEO on the project completion by furnishing closure documentation from the contractor. This review would check the project scope completion, schedule variations, and budget utilization. The acceptance criteria for this final phase of the project would be submission of all the project closure documents, satisfactory metrices for the project as recorded in the closure reports, completion of the closure checklist by the contractor, and approval of the closure documents by the CEO of the company.

The table below summarizes the acceptance criteria for each review on the project.

Once all the acceptance criteria defined in individual stages are fulfilled, the review is approved by the CEO or CMO respectively and only after this approval would the next stage of the project follow.

Acceptance

The contractor and the representatives of the company with names as provided below would be involved in the acceptance of the terms defined in this Statement of Work are acceptable. The representatives of the two contracting parties including Pashendale Holding and the Independent contractor would be acting as authority for their companies respectively.

References

Ayyalaraju, R., 2017. Requirement Analysis and Gathering – and Gathering – a Primer a Primer, s.l.: SOAIS.

C.R, K. & Thomas, S. M., 2011. Requirement Gathering for small Projects using Agile Methods. IJCA, pp. 122-128.

Cliff COnsulting, 2007. A Systems Implementation Project Planning Guide, s.l.: Cliff Consulting.

Devi, T. & Reddy, V., 2012. Work Breakdown Structure of the Project. International Journal of Engineering Research and Applications , pp. 683-686.

Dinsmore, P. C. & Brewin, J. C., 2010. The AMA Handbook of Project management, s.l.: AMACOM.

EFFO, 2009. Serving the Community Through Successful Project Delivery: A User Guide to Post Implementation Reviews , s.l.: EFFO.

Karlick, M., 2010. Framework for Conducting Post Implementation Reviews (PIR), s.l.: Booz Allen Hamilton, Inc..

Leroy, A., 2012. Requirements Gathering Rules Basic guidelines for any project, s.l.: BDPA National Technology Conference.

Mushtaq, J., 2016. Different Requirements Gathering Techniques and Issues. INTERNATIONAL JOURNAL OF SCIENTIFIC & ENGINEERING RESEARCH, pp. 835-840.

NYU, 2015. Guidelines for Writing a Scope of Work, s.l.: NYU.

Puri, D. & S., 2014. Evaluating The Criteria for Contractors’ Selection and Bid Evaluation. International Journal of Engineering Science Invention, pp. 44-48.

RCF, 2003. Work Breakdown Structure, s.l.: U.S. Department of Energy.

Sabyasachi, 2018. The Importance of Having Clearly Defined Acceptance Criteria in Your Projects, s.l.: Simplilearn.

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