Download Attachment B Current Environment and Project Scope DOAS

Attachment B
Current Environment and Project Scope
DOAS’ primary website (www.doas.ga.gov ) has been online for over 3 years. The
site provides static content, dynamic content, links to many other governmental
websites and applications, and an interface with DOAS’ learning management
system. The website is a SharePoint 2007 Enterprise Publishing Infrastructure
site.
NOTE: Web applications such as the Bid Notices - GA Procurement Registry (
GPR ) and www.careers.ga.gov are out of scope for this RFP.
DOAS’ Current Web Environment
The DOAS’ web environment is hosted internally on 3 web front-ends, 2 application
servers and 2 database servers on cluster. The SharePoint 2007 server farm runs on
Windows 2003, IIS 6.0 and SQL Server 2005. DOAS is currently upgrading to
SharePoint 2012. The transition/migration is out of scope for the RFP.
Our production environment includes a “staging” area where content contributors from
around the agency have access to update dynamic content. Sharepoint content
deployment features are used to migrate the changes to production periodically.
Our infrastructure is supported under the Georgia Enterprise Technology Services
(GETS) contract. IBM maintains production infrastructure. All static content and other
structural changes to the site are deployed by passing deployment packages to IBM.
Please see existing infrastructure diagram (DOAS – SharePoint 2007 Server Farm).
Current DOAS Stakeholders and Customer Groups
The Georgia Department of Administrative Services is organized into divisions that
specialize in efficient services for government offices and the general public.
Risk Management
Risk Management Services (RMS) serves Georgia state agencies and employees by
providing insurance coverage, managing and administering claims to ensure
appropriate resolution, cost-effectiveness, identifying loss exposures, and promoting
loss control.
State Purchasing Division
DOAS State Purchasing Division (SPD) promotes equal access and competition among
suppliers to ensure that best value, high-quality goods and services are available to
state and local governments. SPD provides a broad range of procurement services to
our customers while ensuring their interactions are fast, friendly and easy.
Surplus Property
The Surplus Property Division is responsible for the redistribution and disposal of state
personal property and services as the State Agency for Surplus Property (SASP) for the
federal personal property disposal programs
Fleet Management
The Office of Fleet Management centralizes responsibility for oversight and guidance for
fleet management functions and through policies and procedures manages the state’s
fleet from initial acquisition through disposal.
Human Resources Administration
Human Resources Administration provides support to statewide agencies and HR
professionals for Compensation, Benefits and Workforce Management policies,
procedures and tools.
Commissioner’s Office
The Commissioners office provides information for the Department Of Administrative
services to State and local governments and suppliers and includes information on
contacting the department and its executive management.
Customer Groups
Each stakeholder group is generally responsible for 1 – 3 major Customer Groups.
Customers can be internal or external to DOAS. Examples of Customer Groups include
DOAS employees, other State of Georgia agencies/employees, potential employees,
suppliers, purchasers of surplus equipment, staff of local political subdivisions, etc.
For the purposes of gathering feedback on the customer’s/end user’s current
experience, DOAS and the Supplier will collaboratively identify the Customer Groups to
be studied based on DOAS needs and usage scenarios. [Note: The terms,
“Customer,” and “user,” should be considered interchangeable.]
Project Scope
DOAS is seeking a web consulting and design firm to conduct a comprehensive review
of the DOAS internet and recommend changes (including mockups and wireframes).
The Supplier’s recommendations should be consistent with DOAS communications
strategy and provide an intuitive information architecture with a focus on usability,
accessibility, cross-browser support and search.
Project activities and deliverables are:
 Utilizing a project management framework to ensure successful and timely
achievement of project deliverables
 Understanding DOAS’ current web strategy
 Evaluating existing website (graphical user interface, navigation, communication
of content) and providing a description of the weaknesses and strengths of the
current site
 Reviewing the utilization and interpretation of existing site metrics (Omniture and
Google Analytics data)
 Producing a current state analysis
 Gathering requirements and feedback from DOAS Stakeholders
 Gathering requirements and feedback from DOAS Customer Groups
 Documenting user requirements
 Identifying opportunities to improve communications
 Performing a gap analysis
 Producing a future state document that includes:
- Recommending three (3) redesign (look & feel) options or alternatives to
DOAS leadership (Wireframes and Mockups)
- Recommending and documenting an information architecture including 2
approaches to content organization
- Recommending one or more means to improve or enhance the site’s
search engine optimization (SEO)
 Presenting improvement proposals to DOAS leadership
 Producing a new Style guide
 Providing a final efficient and cost effective design
 Producing a effective navigation scheme
 Providing project management and communicating project progress to key
stakeholders