PHL is Australian construction company with a strategic plan to enhance marketing and customer service. This involves a multi-tiered approach to winning new clients and capturing additional market share. To help achieve this strategic objective, Virna Pashendale, the Chief Executive Officer of PHL, has approved the Website Redevelopment Project. The project is an update of the current PHL website: www.pashendale.weebly.com
The purpose of the Website Redevelopment Project is to build a new website rich in content including new building developments, client testimonials, recent company news, an affiliate network platform, and other industry information, but with a simplified and user-friendly interface for clients. The website must help PHL work more closely with clients to develop tailored construction solutions. The website must also facilitate the delivery of more timely feedback to prospective clients and generally improve customer interaction with the company.
As PHL has no internal IT department, the design, testing, implementation, and training for the new website must be outsourced. The scope of work for the project therefore includes all planning, execution, implementation, and training for the new website but does not include any work on PHL’s internal intranet site. For this reason, the website design contractor ultimately chosen by PHL to perform the work must ensure it has adequate resources for designing, building, testing, and implementing the new website and is properly staffed for the training of PHL personnel as well.
For each phase of the project there are a range of specific tasks that the website design contractor must perform. For the planning phase the contractor must create and present to PHL a detailed project plan including schedule, work breakdown structure, testing plan, implementation plan, training plan, and transition plan. The contractor is required to present this project plan to PHL for review and approval.
For the definition and design phase of the project the contractor must initially work with PHL to gather requirements and establish metrics, create a website design based on collected requirements, and develop a website design proposal for PHL review and approval.
The contractor must then complete all coding for the approved website design, provide PHL with a detailed testing plan, include all content provided by PHL on the redesigned web site, conduct testing in both the contractor’s iLab as well as in a limited beta release, resolve any coding and site issues identified in testing, and compile a testing report to present to PHL for review and approval. During the definition and design phase the contractor is required to provide PHL with a written status update in weekly meetings to be held between the contractor and PHL.
For the implementation phase the contractor must first implement the newly redesigned web site on PHL servers then begin providing 24×7 website support from this point forward until the end of the project. The contractor must then provide training in accordance with the approved training plan. As with the definition and design phase the contractor is required to provide PHL with a written status update in weekly meetings to be held between the contractor and PHL during the implementation phase.
For the conversion phase of the project the contractor will provide PHL with all documentation in accordance with the approved project plan and present a project closure report to PHL for review and approval. The contractor must then complete the project requirements checklist showing that all project tasks have been completed. At this point the contractor will conclude 24×7 web support at 11:59pm on the final day of the project. The contractor is required to provide PHL with a written status update in weekly meetings to be held between the contractor and PHL during the conversion phase.
The first milestone for the project is the release of the Statement of Work on 5 September 2018 followed by a website design contractor selection review process that should last no more than three weeks with a contractor being selected for the project by 26 September 2018. The project is to begin a week later. The website design review is to be finalised three weeks after project commencement and the website implementation review is to be finalised six weeks after project commencement. Implementation must then be completed by 5 December 2018 with training of PHL personnel to be completed a week later. The project completion review must be performed a week before Christmas Day and the project formally closed on Christmas Eve.
The cost structure for the project is on a fixed fee basis. Initial estimates for the cost of each phase of the project are planning – $30,000, definition and design – $145,000, implementation – $60,000, and conversion – $30,000.
PHL’s Chief Marketing Officer (CMO), Sennveasna Naveen, will be responsible for the acceptance of all deliverables from the website design contractor. The CMO and her team of three advisors must ensure each project task has been properly completed. At the conclusion of each project phase the contractor must provide the CMO with a report for her review and approval. The CMO will either sign off on the project phase completion and grant approval for the next project phase to commence or advise the contractor in writing of the project tasks that remain outstanding.
At the completion of the project the website design contractor must provide the CMO with a project closure report and project tasks checklist. The CMO will either sign off on the project closure report or advise the contractor in writing of the project tasks that remain outstanding. If the CMO does sign off on the project closure report this will represent acknowledgement by PHL that all project deliverables have been accepted and the contractor has met all assigned tasks.
Should a disagreement arise between the website design contractor and PHL over the completion of project tasks or a project phase the matter will be referred to the contracting officers of both organisations for review and discussion.
