UCL Union Website Proposal

UCL Union Website Proposal Date: 12th March 2006 Author: Amine Dahimene

Empower Inc 2nd floor Downstream Building 1 London Bridge London SE1 9BG

Telephone: 0845 458 1846 Fax: 0845 458 1847 Email: [email protected] Website www.empowerinc.org.uk

UCL Union website proposal 13/03/06 Page 1 Table of Contents 2. Ideas for Implementation...... 4 3. Cost estimate and detailed Breakdown...... 6 3.1 Generic Content management Requirements:...... 6 3.1.1 Content Management...... 6 Back Office Functions...... 6 Content Management Functions...... 6 Automatic System Actions...... 6 3.2 Content & Functionality...... 7 3.2.1 Generic Requirements...... 7 Front-end functionality...... 7 Back Office functionality...... 8 Content Management functionality...... 8 Automatic System Functions...... 8 3.3 Jobs ...... 9 3.3.2 Posting Jobs – (page 26)...... 9 Front-end functionality...... 9 Back Office...... 9 Content Management...... 10 Automatic System Functions...... 10 3.4 VSU...... 10 3.4.3 Student Projects – page 35...... 10 Front-end functionality...... 10 Back Office...... 11 Automatic System Function...... 11 3.5 Rights and Advice...... 12 Front-end functionality...... 12 Back Office...... 12 Automatic System Functions...... 12 3.6 Clubs and Societies...... 13 Front-end Functionality...... 13 Back Office Functionality...... 13 Content Management Functionality...... 13 Automatic System Functionality...... 14 3.7 Sports & Recreation ...... 14 Front-end Functionality...... 14 3.8 Sport Matches/Fixtures...... 14

UCL Union website proposal 13/03/06 Page 2 Front-end Functionality...... 14 Back Office Functionality...... 15 Automatic System Functions...... 15 3.9 Election Campaigns and Voting...... 15 Front-end Functionality...... 15 Back Office Functionality...... 15 Content Management Functionality...... 16 Automatic System Functions...... 16 3.10 Events ...... 16 Front-end Functionality...... 16 Back Office Functionality...... 16 Content Management Functionality...... 16 Automatic System Functions...... 17 3.11 Function & Catering...... 17 Front-end Functionality...... 17 Content Management Functionality...... 17 Back office Functionality...... 17 Automatic System Functions...... 17

4. Browser compatibility...... 18 5. UCL Union Website design look and feel...... 18 6. Accessible design for disabled users...... 18 7. Search Engine optimisation...... 18 8. Portico Integration and Oracle Diary Integration...... 18 4. Summary of your process for developing projects like this...... 19 4.1 Project development timeline...... 19 Milestones:...... 19 5. Case Studies of relevant projects that we have been involved with...... 20 British Youth Council – BYC...... 20 School Works...... 20 Mezzanine2 inthemezz...... 21 Other client references:...... 21 CO3...... 21 Glocal...... 21

UCL Union website proposal 13/03/06 Page 3 1. Brief description of who we are

Empower Inc was set up to provide not for profit organisations and charities with a high quality web design service specifically tailored to their sector. Our experience in the not-for-profit sector enables us to understand the factors that determine success and put them at the centre of everything we do.

Empower Inc is a not for profit organisation, so you can be sure that your money isn’t going into shareholders and that you will benefit from the added quality of service that Empower inc can provide.

Empower Inc brings the benefits of the internet to non profit organisation in the way they communicate with and involve their members, focusing their social potential, raising awareness, improving outreach, developing membership and streamlining internal communications.

We focus on the client’s requirements and objectives to achieve the right solution for their success and provide good value for money and a friendly and flexible service however complex your requirements.

UCL Union website proposal 13/03/06 Page 4 2. Ideas for Implementation

2.1 Ideas within requirements

Content management: There is a Link checker program available for free called xenu at: http://home.snafu.de/tilman/xenulink.html.

Jobs: Jobs section listing should be displayed on the main UCL Union website or on personalised home pages. This could be relevant to each student’s job search saved.

VSU: If the student projects are just the same as external organisation project, then I would recommend not separating the VSU section of the site. Students can be more involved in making sure that the student projects are as successful as the organisation projects.

Rights and Advice: I think they should have contact us link in every page within R&A, not just if they reach a dead end. A search feature or an index search to facilitate the user to retrieve information in the fastest and easiest way possible. Voting feature if it’s a useful answer.

Clubs and Societies: Student should be able to personalize their own personal home page and have an option to display their favourite club for news and events.

Sport Matches/Fixtures: Student should be able to personalize their own home page and have an option to display their fixtures and match results.

Our solutions are designed to be easy to learn and mange however training can be provided for any staff on how to use the system provided (CMS) in hourly rate £40.

We have included some of our technical ideas on the details breakdown.

2.2 Ideas for new sections

Directory of website: Listings of website that student may be interested in i.e. online games, shopping.

News: Various news categories provided through Google RSS Feeds.

Online games: Games for students to play for free.

Jokes: Students can send in jokes to the joke section, staff may want to approve jokes before they go live.

Student Discount: Shops and businesses can advertise discounted prices for students.

Horoscope: Student can view today’s horoscope, this can be fetched using RSS feeds.

Student classified: Students can sell older books and other items that they no longer need, with a link to eBay or we can implement a PayPal facility for purchases.

Multi layer map: An interactive three dimensional map of facilities

London Guide: places around London to eat live and go out with student reviews.

Book Reviews: Academic and useful books with students reviews, ratings and Amazon affiliate links.

Online Chat: Chat rooms available for students to chat and to get to know each other.

Dating Feature: Students can send message to other registered students within UCL Union.

UCL Union website proposal 13/03/06 Page 5 3. Cost estimate and detailed Breakdown

3.1 Generic Content management Requirements:

3.1.1 Content Management

Back Office Functions User Req. Cost Ref. Description Group

Add, edit, Delete content administrator (including BO0001 SU M £180 putting the user in the appropriate groups) Add, edit, Delete content manager (including putting BO0002 SU M £580 the user in the appropriate groups) BO0003 Download content change history log CM, SU D £280 Content Management Functions User Req. Cost Ref. Description Group

Add content page (including entering page metadata CM0001 CA, CM, SU M £580 and selecting page layout template) CM0002 Edit Page Text CA, CM, SU M £390 CM0003 Insert image from image library CA, CM, SU M £240 CM0004 Insert Link to document in document library CA, CM, SU M £280 CM0005 Add, Edit, Delete Hyperlink CA, CM, SU M £160 CM0006 Spell check page content CA, CM, SU M £160 Add content module to content page (including CM0007 CA, CM, SU M £330 opinion poll or news article) CM0008 Approve/Reject page content changes CM, SU M £380 CM0009 Add new category to the image library CA, CM, SU D £380 CM0010 Upload new Image to image library CA, CM, SU M £180 CM0011 Delete an image from the image library CA, CM, SU M £190 CM0012 Modify an existing Image (in image library) CA, CM, SU D £470 CM0013 Search for an image in the image library CA, CM, SU D £180 CM0014 Browse images in the image library CA, CM, SU M £180 CM0015 Add new category to the document library CA, CM, SU D £390 CM0016 Upload new document to document library CA, CM, SU M £160 CM0017 Delete a document from the document library CA, CM, SU M £220 CM0018 Modify an existing document in the document library CA, CM, SU D £480 CM0019 Search for an document in the document library CA, CM, SU D £130 CM0020 Browse documents in the document library CA, CM, SU M £200 Automatic System Actions Ref. Description Req. Cost

ASF0001 Send message to relevant Content Managers when M £270 a page requiring approval is updated, requesting

UCL Union website proposal 13/03/06 Page 6 content approval. Send message to the Content Administrator when ASF0002 page changes are rejected with comments from M £270 Content Managers. Send message to Content Administrator when page ASF0003 M £280 changes are approved. Record Page additions, modifications and deletions ASF0004 M £570 in content change history log

UCL Union website proposal 13/03/06 Page 7 3.2 Content & Functionality

3.2.1 Generic Requirements Front-end functionality User Ref. Description Group Req. Cost

SI1001 Ability for students provide information on their skills RU M £240 SI1002 Ability for students to be able to login into the site* RU M £190 SI1003 Ability for students to be able to update their profiles** RU M £440 SI1004 View messages RU D £230 SI1005 View Staff Contact Details All D £130 SI1006 Send message to staff member RU D £200 SI1007 View meeting schedule All D £160 SI1008 View news article tickler All D £140 SI1009 View full news article All D £140 SI1010 View Attendee list for a meeting All D £200 SI1011 Download Agenda for meeting (PDF or Word doc) Attendees M £380 Request an agenda item to be added to a committee Attendees SI1012 meeting D £280 Send an apology for not being able to attend a Attendees SI1013 meeting D £400 SI1014 Carry out a site wide keyword search All M £280 SI1015 View on-line Forum All D £730 SI1016 Post Message on Forum RU D £460 SI1017 View site map All M £220 SI1018 View Opinion Poll All D £330 SI1019 Select Opinion Poll answer RU D £240 Send feedback (this should use the site wide All SI1020 messaging system) M £340

UCL Union website proposal 13/03/06 Page 8 Back Office functionality

User Ref. Description Group Req. Cost

Ability to add values to the registration BO1001 experience/skills registration areas (i.e. add GCA M £290 Russian the list of languages) BO1002 Ability to run ad-hoc queries on the student details GCA D £300 BO1003 Add, Edit, Delete staff contact details GCA D £600 Ability for Union staff to add, edit, delete student BO1004 details* GCA D £600 BO1005 View messages** All Staff D £300 BO1006 Send message to student*** All Staff D £200 BO1007 Add, Edit, Delete opinion poll (including GCA D £600 Set whether results will be instantly displayed or not BO1008 GCA D £500 and if so after how many responses BO1009 Add, Edit, Delete news article GCA M £500 BO1010 Ability to add a meeting to the schedule GCA D £400 BO1011 Select the users who should attend a meeting GCA D £490 BO1012 Search site for specific words (i.e. swear words) GCA D £500 BO1013 Remove post from a Forum GCA M £300 BO1014 Search site for broken links GCA D £80 BO1015 Download broken link CSV report GCA D £660 BO1016 Download CSV Opinion Poll Results GCA D £480 Content Management functionality User Ref. Description Group Req. Cost

CM1001 Add, remove a news article on a page GCA M £480 CM1002 Add, remove Opinion Poll on a page GCA M £200

Automatic System Functions Ref. Description Req. Cost

Post messages to attendees the day before a ASF1001 meeting they must attend D £400 Send e-mail notification of receiving a new ASF1002 message on the website D £700

UCL Union website proposal 13/03/06 Page 9 3.3 Jobs

3.3.2 Posting Jobs – (page 26)

I am not entirely satisfied with the way employees post jobs in a specific details and student need to update their profile in order to find a suitable job. It sounds a bit complicated and inflexible for both employers and students.

Computer skills are too specific to be listed for every new software i.e. MS Word MS Excel, Powerpoint…

Ideas: Jobs section listing should be displayed on the main UCL Union website or on personalised home pages. This could be relevant to each students job search saved.

Front-end functionality User Ref. Description Req. Cost Group

WS2001 Ability for Employers to register on the site EMP M £400 WS2002 Ability for Employers to post jobs/positions available EMP M £200 WS2003 Ability for Employers to extend application deadline EMP D £520 Ability for Employers to flag that a position has been WS2004 EMP M £250 filled and provide further details Ability for Students to be able to apply for a specific WS2005 RU D £300 position Ability for Students to search jobs by position WS2006 RU M £170 criteria, i.e. job type, rate of pay etc WS2007 Ability for Students to save their job search criteria RU D £620 WS2008 Ability for Students to edit, delete saved search RU D £700 Request to be alerted when a new job is posted to WS2009 RU M £480 the site that meets saved search criteria Back Office User Ref. Description Req. Cost Group

Ability to approve Employers who have registered on the BO2001 WS M £380 site BO2002 Ability to search for students that meet a specific profile WS M £240 Ability to approve positions posted on the site for BO2003 WS M £580 approval Ability to run a report that lists all the positions on the BO2004 WS D £400 site whose deadlines have past Ability to produce ad-hoc reports (exact functionality to BO2005 WS M hold be defined)

UCL Union website proposal 13/03/06 Page 10 Content Management User Ref. Description Req. Cost Group

CM2001 Ability to edit Jobs home page WS M £240

Send WorkStation staff a message when a new ASF2001 employer registers on the site (new employers to be M £260 approved by Workstation staff) Send WorkStation staff a message when an ASF2002 employer posts a new position on the site (for M £260 approval by Workstation Staff) Send WorkStation staff a message when an ASF2003 M £280 employer modifies a position* Send Employer and WorkStation staff a message ASF2004 M £300 when a position deadline has passed Run saved job searches and send results to ASF2005 students (of those who have asked for this) by e- D £480 mail Send an e-mail to the employer containing the ASF2006 details posted by students when they apply for a D £300 position posted by the employer

UCL Union website proposal 13/03/06 Page 11 3.4 VSU

3.4.3 Student Projects – page 35

Ideas: If the student projects are just the same as external organisation project, then I would recommend not separating the VSU section of the site. Students can be more involved in making sure that the student projects are as successful as the organisation projects.

Front-end functionality User Req Ref. Description Cost Group . Ability for Voluntary Organisations to be able to D £320 VSU3001 update their details VO Ability for Voluntary Organisations/Students to be VSU3002 VO, RU D £400 able to add, edit, delete their projects VSU3003 View Volunteer Projects All M £250 Ability to carry out a search on Voluntary project VSU3004 M £160 criteria All Express Interest in taking part in a Volunteer VSU3005 D £180 project RU View Appointment diary (part if the integration of VSU3006 D £390 the Oracle diary system) All Ability for students to book a provisional VSU3007 appointment with a VSU adviser (part of the D £460 integration with the Oracle diary system) RU Back Office User Req Ref. Description Cost Group .

Ability for VSU staff to add, edit and delete Volunteer BO3001 VSU M £460 organisations Ability for VSU staff to add, edit and delete Volunteer BO3002 VSU M £460 Projects Ability for VSU Staff to approve a voluntary project BO3003 VSU D £300 submitted to the site Ability for a VSU adviser to confirm or reject a BO3004 provisional appointment (party of the Integration with VSU D £630 the Oracle diary system) Query student database for those who have BO3005 VSU D £490 expressed an interest in volunteering Record which students are actually taking part in BO3006 VSU D £540 which projects Report on which students are on taking part in which BO3007 VSU D £490 project and vice-versa Automatic System Function Ref. Description Req. Cost

AS3001 Send message to Volunteer Organisation/Student M £400 containing details of the student who has expressed

UCL Union website proposal 13/03/06 Page 12 an interest in volunteering with them Record the expression of interest, time stamped, AS3002 M £520 along with the user ID Send message to VSU staff informing them that a AS3003 Organisation/Student has a requested for a new D £630 volunteer project to be added to the site Send message to VSU when an Organisation (or AS3004 Student) updates details about the Organisation (or M £540 Student) or one of their projects Post message to VSU staff informing them that a AS3005 Organisation/Student has a requested for a new D £260 volunteer project to be added to the site AS3006 Send staff member provisional appointment (part of D £540 the integration with the Oracle diary system)

UCL Union website proposal 13/03/06 Page 13 3.5 Rights and Advice

Ideas: I think they should have contact us link in every page within R&A, not just if they reach a dead end.

A search feature or an index search to facilitate the user to retrieve information in the fastest and easiest way possible.

Voting feature if it’s a useful answer. Front-end functionality User Req. Cost Ref. Description Group

R&A4001 View top level questions All M £60 R&A4002 View the next question and possible answers All M £70 R&A4003 View an answer to a question All M £80 R&A4004 Save Questions displayed and Answers given RU D £180 R&A4005 View R&A Staff contact details RU D £90 R&A4006 View R&A Appointments diary* All D £120 R&A4007 Make provisional appointment with R&A staff* RU D £140 * This is part of the integration with the Oracle diary system outlined in section 3.1

Back Office User Req. Cost Ref. Description Group

BO4001 Ability to add, edit or delete a new top level question R&A M £290 Ability to add, edit or delete a mid level question and M £380 BO4002 associated answers R&A Ability to associate a question with the answer of a M £270 BO4003 previous question R&A BO4004 Ability to put "live" a new top level question R&A M £200 BO4005 Confirm or reject provisional appointment R&A D £180 View how many times each question and answer has D £390 BO4006 been selected R&A

System auto-generates a unique reference for each M £90 AS4001 question and each answer Record the questions and answers that a student D £490 AS4002 goes through Record how many times each question/answer is D £260 AS4003 selected Send e-mail to R&A Staff containing web form M £240 AS4004 information AS4005 Send e-mail to R&A Staff when a top-level question D £400 hasn't been updated for 6 months

UCL Union website proposal 13/03/06 Page 14 AS4006 Auto-expire question that past it expiry date D £380

UCL Union website proposal 13/03/06 Page 15 3.6 Clubs and Societies

Ideas: Student should personalize their own personal home page and have an option to display their favourite club for news and events.

Front-end Functionality User Req. Cost Ref. Description Group

C&S6001 View all the clubs and societies All M £60 C&S6002 View club or society micro-site All M £80 C&S6003 Select clubs and/or societies to join* All D £160 C&S6004 Pay clubs and/or societies joining fees on-line RU D £280 View the availability of Meeting Rooms, Bars, D £380 C&S6005 Music practice room, Photo society dark room and All the Film studio Book a Meeting Room, Bar, Music practice room, D £390 C&S6006 C&SPT Photo society dark room and the Film studio *The payment part of this process should be achieved by integration with a payment gateway provider.

Back Office Functionality User Req Ref. Description Cost Group .

BO6001 Add, Edit, Delete club or society CSC M £440 BO6002 Set joining fee for a club CSC D £240 Specify the student who has treasurer/president user BO6003 CSC M £580 rights for each club/society Clear all treasurer/president user rights (used at the BO6004 CSC M £240 end of an academic year) BO6005 Freeze a club or society CSC D £200 BO6006 Download CSV of club or society members CSC D £380 Clear all club and society membership (used at the BO6007 CSC M £260 end of an academic year) Update the availability of Meeting Rooms, Bars, BO6008 Music practice room, Photo society dark room and CSC D £760 the Film studio

Content Management Functionality User Req Cost Ref. Description Group .

Ability for C&S presidents/treasurers to manage the M £620 CM6001 C&SPT content on their club/society micro-site

Automatic System Functionality Ref. Description Req. Cost

UCL Union website proposal 13/03/06 Page 16

Send e-mail to presidents/treasurer when a new AS6001 D £180 member joins the club AS6002 Record the members of each club M £420 Hide a club or society due to the club/society being AS6003 D £290 "frozen" Send e-mail to presidents/treasurers informing that AS6004 M £280 their club/society has been frozen Update the availability of Meeting Rooms, Bars, AS6005 Music practice room, Photo society dark room and D £460 the Film studio based on an on-line booking.

UCL Union website proposal 13/03/06 Page 17 3.7 Sports & Recreation Front-end Functionality Ref. Description User Group Req. Cost

Request an appointment with a staff M £220 member (part of the integration with the S&R700 Oracle Diary system – which will 1 generate an email to nominated inbox) RU S&R700 View availability of Bloomsbury facilities D £190 2 (i.e. squash courts)* All Query availability of specific facility at D £190 S&R700 Bloomsbury Fitness (i.e. a squash court) All 3 at a specific time* *This should be an integration or link to the Gladstone MRM system, which is used internally by the centre.

UCL Union website proposal 13/03/06 Page 18 3.8 Sport Matches/Fixtures

Ideas: Student should be able to personalize their own home page and have an option to display their fixtures and match results.

M&F9001 View list of the coming week's matches & fixtures* All M £170 M&F9002 View last week's results* All M £200 View detailed fixture information (including start M £260 M&F9003 time, venue info, link to sports club page, link to All fixture pack and fixture status) M&F9004 Confirm match SC D £240 M&F9005 View/Download Fixture Pack documents SC M £180 M&F9006 View past results for the current academic year* All D £170 M&F9007 View all fixtures for the current academic year* All D £180 M&F9008 Book coach spaces to the UCL Sports Ground RU D £270 M&F9009 Apply for sport specific funds RU D £140

*It is envisaged this will be achieved by taking a “feed” from FixturesLive.

Back Office Functionality User Req. Cost Ref. Description Group

BO9001 Add, edit, delete a fixture SA D £480 BO9002 Flag Fixture has hidden or visible SA D £180 BO9003 Flag result as hidden or visible SA D £170 BO9004 View coach/instructor information SA D £150 BO9005 Add, edit, delete coach/instructor information SA D £480 Specify whether coach/instructor documentation is D £290 BO9006 SA current

Automatic System Functions Ref. Description Req.

AS9001 Send e-mail to confirm coach booking D £160 Change status of match to confirmed if Captain AS9002 D £340 has confirmed a fixture Send e-mail to Sports Administrator when a match AS9003 D £190 has been confirmed

UCL Union website proposal 13/03/06 Page 19 3.9 Election Campaigns and Voting

V5001 Ability to view election pages All M £160 V5002 Ability to view candidate pages All M £160 Ability for students to cast a vote (select D £260 V5002 candidates by preference) RU Back Office Functionality User Req. Cost Ref. Description Group

BO5001 Ability to create a new election event ELEC D £460 BO5002 Add, edit, delete candidates for an election ELEC M £490 Ability to download CSV file containing the voting D £460 BO5003 information from an on-line election ELEC BO5004 Ability to open & close on-line voting for an election ELEC D £360 BO5005 Print out physical vote for each on-line vote cast ELEC D £390 Content Management Functionality User Req. Cost Ref. Description Group

Ability to mark election home page M £280 CM5001 viewable/hidden ELEC Ability for candidates to manage the content on M £570 CM5002 CAND their page Ability to provide general information about the M £680 CM5003 election (standard content managed page) ELEC Ability to announce election results (standard M £470 CM5004 content managed page) ELEC Automatic System Functions Ref. Description Req. Cost

AS5001 Send message to Union Electoral staff for content M £220 approval of candidate content page changes AS5002 Record each student's vote D £370 Calculate the election results according to the D £580 AS5003 Alternate Vote System (optional) AS5004 Calculate the election results according to the D £590 Single Transferable Vote System (optional) AS5005 When on-line voting is open it should not be D £460 possible to add, edit, delete candidates

UCL Union website proposal 13/03/06 Page 20 3.10 Events Front-end Functionality User Req. Cost Ref. Description Group

E8001 View Event Pages All M £160 E8002 Purchase ticket RU D £380

Back Office Functionality User Req. Cost Ref. Description Group

BO8001 Create, edit, delete event GCA D £380 BO8003 Set ticket price GCA D £140 BO8004 Set number of tickets available GCA D £140 Download CSV file of those who have paid for D £380 BO8005 an event on-line GCA

Content Management Functionality User Req. Cost Ref. Description Group

CM8001 Modify event page content GCA M £260

AS8001 Process card payment D £460 AS8002 Update number of tickets available D £360 Change "buy now" to "Sold out" when available AS8003 D £190 ticket is zero Send e-mail confirmation to ticket purchasers AS8004 D £200 and Union staff *Achieved by an integration with a payment gateway provide

3.11 Function & Catering Front-end Functionality User Req. Cost Ref. Description Group

F&C0001 View Food/Drink items All D £140 F&C0002 Select no. of servings All D £280 Select type of service required, i.e. D £640 F&C0003 All refreshments, sandwiches, buffet F&C0004 View cost of provisional order All D £300 F&C0005 Modify individual item on provisional order All D £580 F&C0006 Place provisional order All D £530

UCL Union website proposal 13/03/06 Page 21 Content Management Functionality User Req. Cost Ref. Description Group

CM0001 Modify F & C content pages F&C Staff M £790 Back office Functionality User Req. Cost Ref. Description Group

Add, Edit, Remove Food/Drink item (including D £680 BO0001 F&C Staff description and cost) BO0002 View provisional order F&C Staff D £450 Automatic System Functions Ref. Description Req. Cost

ASF0001 Calculate cost of provisional order D £480 ASF0002 Save provisional order D £690 Send message to F & C staff to inform them that D £250 ASF0003 a provisional order has been placed

UCL Union website proposal 13/03/06 Page 22 4. Browser compatibility IE6 Windows, Firefox 1.0, 1.5 Windows, Netscape 7 Windows

These browsers should have full access and styling

IE5 Windows, IE 5.5 mac, Opera, We will set these up with a very basic page layout as non of these browsers provide stable support for CSS and XHTML pages.

5. UCL Union Website design look and feel Our experienced designers will create a design that is both professional and exciting to the target audience. We will liaise with UCL Union on design requirements such as corporate colours, style and imagery.

6. Accessible design for disabled users Accessibility will be achieved to WAI 1.0 Level 1 within the front end. W3C Validated XHTML and CSS Compliant with DDA legislation Access Key Navigation Semantic document structure Printer Friendly Minimum use of JavaScript No use of frames Text links, Descriptive alt tags on all images All images optimised for fast download Custom build design templates

7. Search Engine optimisation All our in house solution are search engine friendly with short query strings, limited use of javascript and dynamic titles.

7.1 Key phrase optimisation: 10 key phrases, we optimise all the pages for the appropriate phrases, we will build 10 extra optimised pages, carry out key phrase research to find out what people are looking for, provide full reports of the results of the key phrase research, make recommendations on which key phrases to use and we will monitor the website on completion to see it’s progress. Cost £2,500.

8. Portico Integration and Oracle Diary Integration We will have to create a back up of both databases to prevent any data loss. We will need access to the server in order to retrieve the necessary information. We may need to setup a beta test database so that we can work without putting any risk at the live database.

9. SMS Services In the future we will be able to integrate SMS messaging facilities with a 3rd party provider.

UCL Union website proposal 13/03/06 Page 23 4. Summary of your process for developing projects like this

4.1 Project development timeline

I have enclosed a Gantt chart covering the timeline of the project development from the start of project to its conclusion. Milestones: 1. At the beginning of the project we will need names and contact information of all necessary contacts and date access to the server. 2. Empower Inc and UCL Union will discuss design requirements such as corporate colours, expectations of target market and competitors. 3. Empower Inc will produce 1 visual based on client comments and supply in PNG or JPG format 4. If UCLU like the visual we then go to step 5. 5. Empower Inc will create further visuals until UCLU are happy. 6. Make amendments to visual based on UCLU feedback Unlimited amendments are available at this stage. 7. Create internal page visual based on same design as home page. 8. UCLU to sign off design. 9. Empower Inc will produce HTML templates to match the signed off design. 10. UCLU will sign off the HTML template 11. Empower Inc will implement the core solution of content management system on a beta test site. 12. UCLU will try out and sign off the core CMS platform. 13. Generic Content Functionality Requirements 14. Generic Jobs Functionality Requirements 15. Generic VSU Functionality Requirements 16. Generic Right and Advice Functionality Requirements 17. Generic Clubs and Societies Functionality Requirements 18. Generic Sport & Recreation Functionality Requirements 19. Generic Sport Matches/Fixtures Functionality Requirements 20. Generic Election Campaigns and Voting Functionality Requirements 21. Generic Events Functionality Requirements 22. Generic Function & Catering Functionality Requirements 23. Testing a beta CMS Website 24. UCL Union Feedback and future functionality amendment 25. Making the last functionality amendment 26. UCLU will be responsible for the final testing and sign off of the project 27. Empower Inc will support UCLU through any issues for three months from the launch date.

Empower Inc aims is to work closely with UCL Union to derive a list of all the main tasks which need to be completed, and working out the sequence of each task.

Our experience in the third sector enables us to understand the factors that determine success and put them at the centre of everything we do.

We estimate the time we will actually have to spend on project work on a week to week basis and the time we can devote to each task. This brings together the action plan for this exciting project.

UCL Union website proposal 13/03/06 Page 24 5. Case Studies of relevant projects that we have been involved with British Youth Council – BYC We are currently working closely with BYC to redevelop their existing website. BYC represents and involves a unique coalition of young people under age 26 in the UK through their involvement as individuals or through their youth organisations. BYC bring young people together to agree on issues of common concern and encourage them to bring about change through taking collective action. BYC aims to Provide a voice for young people; Promote equality for young people; Help young people be more involved in decisions that affect their lives; Advance young people’s participation in society and civic life.

Some functionality that we are developing are:  Content management system to allow The Client to edit and update the site  Blogs page  Banner news reels across selected pages – able for feeding info regularly  Online forum page and emailing database  Email a friend functionality for various pages  Merchant account – page where we can process orders for our publications, services and donations  Inputted member/partner details to go live instantly  Secure handling of confidential information submitted  Search facility  mailing lists/e-groups  Online consultation facility – we currently use to post on-line questions  Secure multi-tiered access to website content and documentation  Generic template page for use by partner organisations  e-cards  Interactive poll/question of the week  And so on

Reference: Brooke Sillings Marketing Officer Tel: 0845 458 1489 [email protected]

School Works School Works is a groundbreaking schools design initiative. That uses use existing resources differently to create beautiful places designed to raise educational achievement and support lifelong learning in local communities.

School Works approached Empower Inc to develop an online Case studies management solution. We helped them to achieve their expectation at a reasonable price.

School Works now is renaming their organisation to British Council of School Environments – BCSE

Empower Inc is actually developing a Content Management system and an extranet environment for BCSE members to share data in a secure environment solution.

Testimonial “Empower have proved innovative and efficient in providing us with tailor made web solutions. They have been excellent in response to any queries and very helpful in adapting to our requests. I doubt there is a better value provider out there. ” Ronan Leyden, Communications Coordinator, School Works

UCL Union website proposal 13/03/06 Page 25 Reference:

Sarah Hill Research and Publications Manager Tel: 0845 456 1803 [email protected]

Ty Goddard Managing Director Tel: 0845 456 1803 [email protected]

Mezzanine2 inthemezz mezzanine2 is a social enterprise offering quality open plan office space to social sector organisations. We wanted to get essential information out to staff and encourage communication – but with over 60 organisations on three floors who don’t share a server, this was a problem! Testimonial: “Empower is a Mezzanine member, and approached us with a web-based intranet solution. ‘IntheMezz’ has made a big difference to how we operate. It not only looks great and works well, but we now have an improved meeting room bookings system, tailored logins which mean we get the right info to the right people and keep our contact lists up-to-date, notice boards, a discussion forum, and a front page which can be viewed by non-members and gives info about the Mezzanine and job vacancies in our organisations. Most of this content was written before Empower approached us! They represent good value for money, and a friendly and flexible service. However complex our suggestions, there was a feeling that nothing was a problem. I would wholeheartedly recommend them." Karen Montgomery, Operations Manager, mezzanine2

Reference: Kirstin Ross Operations Manager 020 7785 6237 [email protected]

Other client references: CO3

Lucie Sinclair Senior Communications Advisor Tel: 0845 345 4337 [email protected] www.co3.coop

Glocal Renzo Rocha, PG Cert Soc Sc (London, UK) Project Manager [email protected]

UCL Union website proposal 13/03/06 Page 26