Project: Intranet Cleanup and Launch
Client: OnSyte Performance
1. Project Overview
Provide assistance in cleaning up and launching employee intranet. The intranet is a critical tool for internal communication, resource sharing, and employee engagement. This project aims to streamline content, enhance user experience, and ensure a smooth, successful launch to all employees.
2. Objectives
The consultant will:
· Organize and clean up existing intranet content.
· Optimize the design and layout to ensure ease of navigation for all employees.
· Identify gaps in the current content and suggest improvements.
· Assist with testing the functionality of the intranet prior to launch.
· Coordinate the final launch to employees and provide post-launch support to Xaiver so he can help any team members.
3. Scope of Services
The consultant will perform the following tasks:
Phase 1: Review and Audit
· Review the current state of the intranet’s structure and design.
· Work with Xaiver to gather insights on user needs and key objectives for the intranet.
Phase 2: Content Cleanup and Organization
· Organize content into logical categories and sections based on what has already been provided.
· Standardize formats for consistency in language, design, and document structure.
Phase 3: Design and User Experience Optimization
· Recommend layout changes to improve usability and enhance user experience.
· Ensure mobile responsiveness and accessibility for all users.
· Collaborate with Xaiver to align design with the company's branding.
Phase 4: Pre-Launch Testing
· Test navigation, links, and functionality to ensure everything is working properly.
· Gather feedback from a small test group of employees for further improvements.
Phase 5: Final Launch and Post-Launch Support
· Coordinate with OnSyte Performance for the full intranet launch, which may be in waves.
· Develop and deliver training materials for employees on how to use the new intranet.
· Provide support for troubleshooting issues or making minor adjustments post-launch.
4. Deliverables
· Cleaned-up, organized content structure.
· Recommendations for design and user experience improvements.
· Final, tested, and fully functional intranet ready for launch.
· Post-launch support for 1 week to handle any immediate issues or updates.
5. Timeline
The project is expected to take [X weeks] from the start date, with the following milestones:
· Week 1-2: Review and Audit
· Week 3-4: Content Cleanup and Organization
· Week 5: Design and User Experience Optimization
· Week 6: Pre-Launch Testing
· Week 7: Final Launch and Post-Launch Support
6. Responsibilities
Consultant:
· Provide regular updates on progress.
· Ensure that all tasks are completed in line with project objectives.
OnSyte Performance:
· Provide access to the current intranet, relevant documents, and resources.
· Make available key team members for input and approvals throughout the project.
USER REQUIREMENTS
OnSyte Performance is constructing a single point of access to commonly used policies, processes, contacts, and information needed by the managers and employees.
BACKGROUND
OnSyte Performance LLC is comprised of two separate corporate entities a) OnSyte Performance (OSP) and b) OnSyte Septic (OSS). These two entities have different product and service offerings the employees have different benefits, policies, and support but also several area in common. We desire to build an application for each company’s employees and managers to easily access information on benefits programs, policies, points of access or support for questions, functional points of contact, and administration.
OSP has approximately 20 employees with 12 managers and OSS has approximately 45 employees with 3 managers and supervisors. All employees and managers at OSP and over half the employees and all the managers and supervisors at OSS have access to a company-provided computer, laptop, and mobile device.
CORE FUNCTIONAL REQUIREMENTS
Onsyte is looking for a 3rd party to assist in the following areas:
1. Develop a structure for a company-wide Intranet where information can be placed by OnSyte and accessed by only its employees, supervisors, and managers.
2. Assist in identifying software platforms suitable for this application, working with management to select, and support implementation.
3. Implementing a structure for content developed by OnSyte to be placed.
4. Setting up access requirements.
5. Providing administrative support and process for the addition and deletions of users, content, graphics, and software upgrades
The OnSyte Intranet shall be capable of:
1. Maintaining separate areas restricted to OSS employees and OSP employees.
2. Allowing defined managers to access both OSS and OSP.
3. Within the areas for OSS and OPS, allowing areas for designated managers and supervisors but not general employees.
4. Supporting multiple formats for content to be posted including:
a. Adobe format documents
b. Powerpoint
c. Excel
d. Word
e. Graphic and photo images
f. Short format videos
g. Support hyperlinks to content
5. Easily adding new, substituting new material or deleting content and section
6. Readily add and delete users and access.
7. Supporting pages with defined functional areas with subareas for specific content ranging from 1 sub-topic to 10 sub-topics
Content outline for the Onsyte Intranet shall conceptual be as laid out below:
Company Overview and Organization ( Similar for OnSyte Perfroamcne & OnSyte Septic)
Accounting / Finance
-Payroll
-Policy authority to sign, invoice approval, and separation of duties
