Content Management System (CMS): Discovery Phase

60%

Status

In Process [In Process]

60% complete, updated on Fri 5/3/24 3:09 PM by Julie Gabriel Sharpe

Changed Percent Complete from 43% to 60%.

Summary as of 5/3: On track. RFI responses are due at 5pm on 5/3 so the project team will be reviewing submissions the week of 5/6 with presentations scheduled for the week of 5/13. Craig continues to collect information via meetings with MarComm, A5, IT and other stakeholders. Held another mid-Discovery meeting with project sponsors on 4/26, which led to good discussion.

Milestones or Key Activities:

Completed (since last report):

Sponsor Meeting: Held meeting with sponsors to update on Discovery Phase status/findings on 4/26.
RFI: Over 140 questions were submitted by potential respondents and answered by the project team. Majority of answers were provided by Ken/MarComm.
Discovery on Staffing Model: Worked with MarComm to plan an approach for collecting department-level input related to staffing as it relates to maintaining departmental sites. Survey using Google forms was developed and is under review.

Continuing or Upcoming:

Discovery on Staffing Model: Survey will be sent to 500+ people (based on Okta logs) the week of 5/6.
RFI: Responses are due by 5pm on May 3. Project team will review responses next week. Presentations are scheduled for the week of 5/13.
Future State Requirements: Documentation and stakeholder interviews related to requirements is in progress. Currently partnering with MarComm to produce their requirements.
Current State: Continue to compile/document the data and information collected relating to current-state costs, contracting, WP users/permissions, site processes and policies.
Sponsor Meeting: Next meeting with sponsors is on 5/16.
Stakeholder Registry and Comm Plan: Developing these artifacts to support communications and future change management.

Risks/Issues:

N/A at this time.

Details

Dates
Tue 2/13/24 - Fri 6/7/24

Acct/Dept

Strategic COMM & Marketing Op.

Type

IT-General / Systems (implementing a new system)

Health

Green - On track

Portfolio(s)

ITS Projects (Dominick Gonzalez Rodriguez)

Created

Fri 2/16/24 3:43 PM

Modified

Fri 5/3/24 3:09 PM

New Project Request

Point of Contact

This can either be the project manager or the person who knows the most about the project. Note that the project manager is assigned after the project is created.

Julie Gabriel Sharpe

How can we help you?

Please provide details regarding your request? Do you have a solution defined or do you need support identifying a solution?

On behalf of Victoria O'Malley and Andrew Moore, a discovery phase for the content management system is being requested. Creating this project for the Discovery Phase only.

Provide the background of this request.

What events or discussions preceded this request? Have there been previous efforts related to this request? Are you working with a vendor already? What are the benefits of this initiative?

Executive Team approved this to start the Discovery phase in February 2024.

What is the desired completion date?

Please note that projects will be completed based on resource availability and prioritization.

05/31/2024

What are the factors driving the desired completion date?

Are there campus activities, legal requirements, dependent efforts or goals that are driving a date?

CMS is a high priority for the Executive Team. Andrew would like any resulting RFP to be prepared by the end of May.

Provide the executive leader(s) who will champion this initiative?

These individuals support the success of this effort, such as removing obstacles, sending strategic communication and promoting necessary policy changes.

Peter Han, Kirsten Volpi, Victoria O'Malley, Andrew Moore

What team members have been identified to help drive this initiative?

Please note that involvement of department team members is critical to the success of this inititive.

MarComm Web Team
IT PMO
IT Business Operations
IT Service Delivery
IT Applications & Integrations

Any additional information about this request that you would like to include?

Who does this project help? What happens if this project is not completed?

Discovery Kick Off was on 2/23/2024

Description

Discovery Phase Goals:
> Identify and involve key stakeholders
> Explore the current state environment (functional, technical, policy), including issues, opportunities, costs, level of effort required
> Understand organizational vision, departmental goals and customer needs (i.e., high-level, future state requirements)
> Ensure sponsorship & decision-making model are well-defined & communicated
> Identify potential solution(s) and estimated Level of Effort (i.e., T-shirt sizing) and costs
> Provide information to support informed decision-making

Manager