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Proposal for a Content
Management System for Tufts
University Sackler School of
Graduate Biomedical Sciences
prepared by: Dotmarketing, Inc.
Due: March 24th 2008
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SECTION 1: About Dotmarketing and dotCMS
Background
Dotmarketing is an interactive agency specializing in web professional services, web
design and content management installations. Dotmarketing has been building and
implementing content management solutions for clients for 7 years. Our staff
understands the importance of cleanly separating content from presentation, creating
reusable content blocks and managing content throughout its lifecycle.
Our professional staff is balanced between talented and inspired consultants, content
experts and web developers who embrace the creative process with profound passion
and strategic thinkers who, with unwavering focus, drive unique solutions catered to
each client's individual needs.
dotCMS
In 2002, Dotmarketing decided to leverage our experience implementing and building
content management systems and web applications and decided to centralize our
development on a single platform, dotCMS. dotCMS is an enterprise J2EE content
management system that was built to specifically meet the needs of higher education.
Open sourced in 2005, dotCMS is built on top of category leading open source java
technologies such as Hibernate, Struts, Spring and Velocity. dotCMS easy to use,
deceptively powerful and is platform and database independent.
As the corporate backers of dotCMS, Dotmarketing offers professional support, training,
consulting and implementation services to compliment the dotCMS product. We are
convinced that vendor backed open source is the software model of the future,
providing an institution with open source flexibility and the peace of mind knowing that
support services are just a phone call away.
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SECTION 2: Answers from Dotmarketing
2.1. Company Information
2.1.1. Provide company name and locations
Dotmarketing Inc.,
3059 Grand Avenue, Suite 440
Miami, FL 33133
Tel: 305 858 1422 :: Fax 786 594 5288
2.1.2. Provide background information about the establishment and incorporation date
of your company, how long you’ve been in business, and your subsequent history
of providing content management solutions.
Background
Since we began in 1996, DM (DM) has become one of the preeminent interactive
agencies in the nation – developing, implementing, integrating and supporting
enterprise level websites. At DM, we build innovative and comprehensive web
solutions for non-profit associations, higher education institutions and businesses.
Based in Miami, Florida, we have completed more than 300 projects for clients
across the country.
Many traditional agencies try to be all things to all people. However, we have
found that successful, innovative web development requires a high degree of
focus, expertise and resources. It is for this reason we have specialized only in web
development since our beginnings in 1996. This focus allows us to stay up-to-date
on best practices in, usability, accessibility, content management and
technology, providing added benefit to our clients and their sites' users. And
unlike some agencies, all of our work is done in-house, from assessment through
implementation.
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Experience and Examples:
DM has worked extensively in higher education for the past 7 years and today we focus
almost exclusively on higher education and non-profit projects. Our team members bring
years of experience working in the trenches at colleges and universities prior to joining
DM. We have an in-depth understanding of and appreciation for the mission, processes
and politics of a university. From the admissions and recruitment process, to student
development and academics, to alumni development and fundraising, we understand
your business and can help achieve your goals through an effective web presence.
What’s more, we appreciate the unique culture of each institution and have worked with
numerous clients at the start of a project to determine the proper governance and
communications protocols to ensure proper campus buy-in and project success.
DM brings rich research-based knowledge to each of our higher education projects. We
have first-hand knowledge of students’ needs on a college website as a result of primary
research conducted on behalf of similar clients. Our clients range in type from top-
ranked liberal arts colleges to 2-year community colleges and public research
universities. We’ve conducted research with prospective students, parents, enrolled
students, faculty and alumni for virtually all of them in the past year. This current body of
knowledge has shown us important similarities and differences in website user
preferences and information needs among various institution types. We bring this
knowledge to bear in our technology solutions for your institution.
In our years of deploying web solutions, we have found it impossible to find an out-of-the-
box product to fit the specific and vast requirements of every organization.
Customization is inevitable; flexibility is a must and customization needs to be reasonable
in terms of both cost and time. As a result, we created a highly adaptable open-source
web development platform called dotCMS .
dotCMS is no small-vendor, homegrown solution. In fact, a lot of real money-- over $3
million-- has been spent on research and development.
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dotCMS was initiated in 1996 and is built using industry leading technology. We have
deployed, customized and integrated dotCMS for nearly two dozen clients-- and
counting. Major insitutions trust dotCMS as their enterprise website platform.
Gain Strategic Advantage with dotCMS
Full featured communications platform:
Most CMS systems, proprietary or open sourced, do very similar things. In fact, the CMS
feature set has become something of a commodity; all your competitors are using CMS
in the same ways. At DM, we think that no company or organization is gaining much of a
strategic advantage from automatic crumbtrails.
That's why we created dotCMS- it's an open-sourced communications platform that can
help you do a lot more than just mange your website. dotCMS combines the best
features of an enterprise CMS with eCommerce and CRM tools that help your
organization communicate with your customers, clients and prospects. Best of all,
dotCMS is completely free for you to download, test, deploy and extend. And if you
need help, support is just an email or phone call away.
Learns as users browse
Customization and personalization are built in:
dotCMS can help track your web users and learn how they use your site. It automatically
captures users click trails as they browse. If they return, it captures that visit as well and
adds it to what it knows. Once a visitor performs a conversion action on your site, they
are tagged. The system starts a user record and associates all online knowledge about
them, recording their visits and learning their preferences. As a site administrator, you
can see a user's visits, the pages and stories they users are reading, how long they
stayed, etc. The CMS system can use this information to personalize and customize a
user's online experience. Your user spent 1 minute on a story about a new product? On
their next page view, show them related products and send the link to purchase the
product online.
Tag Content and Target Communications
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eNewsletter, Communications and CRM
With the dotCMS your marketing department can tag, segment and group site visitors by
any number of criteria; by the pages they've visited, the time of their last visit, their
demographic information and any of their indicated interests. Using the online
communication manager, you can send targeted HTML email campaigns to these
segmented groups. Response rates to on and offline communications can be tracked
with reporting by unique virtual links that you can include in the communication.
Free your content for reuse
Structured content engine
Structured content is the single most important element in an Enterprise Content
Management System. If you are using a content management system that does not use
structured content, you are missing many of the benefits of CMS. Structured content
drives content reuse, helps enforce global styles and can be used to create valuable
content chunks - content related to each other that can be used in creative ways.
With its structured content engine, dotCMS allows you to build and manage the types of
custom content that drive your site on the fly. This is powerful stuff - in essence, you can
build custom, reusable databases of content. Like databases, different types of content
can be related other types through explicit relationships or by taxonomy/categories.
But what does this mean for you? It means that because all content in the dotCMS is
stored in the structured content engine, and not on any particular web page, you can
use and reuse your content throughout your site - even across different sites. dotCMS
can pull and display content based on taxonomy, intended use (pdf, rss, teaser
headlines) or identifiers. To jump start your site, content can be batch
imported/exported into structures to and from XML or Excel spreadsheets.
Entering structured content is easy - content contributors do not need to know HTML,
web design or even anything about where their content will appear on the website. All
they need to concern themselves with is entering their content properly and submitting it
for review or publication.
dotCMS .edu Starter Site
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dotCMS .edu Edition comes with pre-built templates, structures, a virtual tour engine and
pre-built events calendaring. It gives an institution a head start when developing there
site in the dotCMS and provides code samples, widgets and snippets that can be reused
when developing real sites and real content.
Environment Setup and Clustered Installation
dotCMS is designed for high availability and scalability. Our technical support staff will
evaluate your traffic and availability needs and provide you with a recommendation for
the appropriate technical environment on which to host your sites. Once the
environment is in place, they will assist you in the setup of the dotCMS system to run in a
clustered environment.
Onsite Training
We recommend that our professional support and training staff be on site to train your
users and administrators. We find face to face training to be effective and efficient and
can help in a project’s ultimate acceptance and success.
Remote Training
DM offers remote training and support to all levels of users, including Administrators,
developers, Webmasters and Content Contributors.
Background- Partners
We do not partner with other vendors. DM provides all of its services in house. We have
designers, Htmlers, Application Developers and Project Managers.
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2.1.3. Is company privately or publicly held?
The company is privately held.
2.1.4. Is company currently profitable? Provide approximate annual revenues if
possible.
The company is profitable, annual revenues can be disclosed once Dotmarketing
is selected as a finalist.
2.1.5. What is the size of your technical support staff dedicated to content
management? (Full time personnel by category – development,
installation/integration, support, etc.)
Technical support staff:
dotCMS – professional Services
5
dotCMS – product development
10
dotCMS – Implementation
15
dotCMS – Training
3
dotCMS- Client Services
5
2.1.6. Number of web content management customers and implementations
Approximately 200+
2.1.7. Number of web content management customers and implementations in higher
education
Approx 25+ Higher Education clients
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A sample of Recent and Current Clients
Education
Bucknell University
Colorado State University, Division of
Continuing Education
Edinboro University
Gettysburg College
Mannes The New School for Music
Milwaukee School of Engineering
Oberlin College
Palmer Trinity School
Princeton Alumni Weekly
Sunderman Conservatory of Music at
Gettysburg College
Taylor University
The Leonard Bernstein Center for Learning
University of Texas
Westminster Christian School
Buena Vista University
Keystone College
Marywood University
Mount Aloysius College
Northwest College
Oxford College of Emory
University
Pittsburg State University
The Civil War Institute at Gettysburg
College
University of Akron
University of Miami
Non-Profit & Associations
CoreNet Global
Executive Women's Golf Association
Healthcare Financial Management
Association
John S. and James L. Knight Foundation
Sepaq
The Eisenhower Institute
wired4Sport
CoreNet Global Chapters
Herbert W. Hoover Foundation
Majestic Theater
Owners' Counsel of America
Take Stock in Children
Florida Association of Collegiate
Registrars & Admissions Officers
Utah Interactive
Corporate
Brainade
Odyssey Toys
Second Span
Steckley Woodcrafts
Bloom Outdoors
Brigham Moore
Daily Business Review
Research to Practice
Studer Group
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2.1.8. Provide a list of 3 customers we may contact as references (preferably in higher
education)
References
1. Gettysburg
Dr. Rod Tosten
Vice President for Information Technology
300 North Washington Street
Gettysburg, PA 17325
717-337-8525
2. Colorado State University
Jordan Fritts
Director of Information Technology
Colorado State University,
Fort Collins, CO 80523 USA
970-491-5262
3. University of Akron
Eric kreider
Webmaster
The University of Akron
Computer Center 112
330-972-5303
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Various dotCMS Client Sites of interest for you to browse:
Colorado State University, http:// www.learn.colostate.edu Custom dotCMS continuing education piece.
Knight Foundation annual report, http://annual.knightfoundation.org/ Custom dotCMS piece.
Oberlin College academic departments,
http://cms.oberlin.edu/department/neuroscience/
Project Highlights:
� Custom Implementation in dotCMS
� Multimedia player (video, image, and audio)
� SCT Banner integration to pull faculty information
� Digital Acalog integration to pull course descriptions
� Blackboard portal integration for supplemental faculty and course
information
Gettysburg College, http://www.gettysburg.edu/
Project Highlights:
� Designed and implementation in dotCMS
� Multimedia player (video, image, and audio)
� Prospective Student CRM
� Portal integration to pull faculty & course information
� Virtual Tour with R25 integration,
http://www.gettysburg.edu/global/vt/virtualtour.dot
Leonard Bernstein Center for Learning, http://www.artfullearning.com/
Project Highlights:
� Design and implementation in dotCMS
University of Miami Continuing Education,
http://www.educationmiami.com/global/index.vsp
Custom dotcms Implementation for continuing ed piece, with e-commerce capability.
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See Matrix For Answers To Your Questions.
2.2. Content Sources and Migration – See matrix
2.3. Content Authoring – See matrix
2.4. Design – See matrix
2.5. Version Control and Workflow – See matrix
2.6. Content Management – See matrix
2.7. Digital Asset Management – See matrix
2.8. Special Features – See matrix
2.9. Content Delivery – See matrix
2.10. Search, Categorization and Reporting – See matrix
2.11. Multi-Language Support – See matrix
Answers and Written Explanations 2.12 -2.14 listed below:
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2.12. Product Architecture, Standards, Technology and Security
Architecture
2.12.1.1. Describe the proposed hardware architecture.
Included in this project is the cost for support in server sizing and equipment
evaluation. Generally, we propose a modern, redundant hardware architecture
that is built to scale as performance needs increase.
Technical Specifications: Redundant Load Balancers
Fault Tolerant Load Balancers with Automatic Failover 3 x Production Web Servers
Single Modern Dual/Quad Core CPU,
8GB RAM, 64bit OS,
Fast SATA Raid 10 drives for storage
1 x Database server
Dual Modern Dual/Quad Core CPU
8GB RAM, 64bit OS
Fast Raid 10 drives for storage 1 x Shared storage
NAS device or shared drive array that can be mounted by both webservers to
serve digital assets, images, documents, etc.
1 x dev server
The dev server is identical to prod1 and 2. It is required when developing and
testing new functionality within the dotCMS system.
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2.12.2. Describe the communications and network protocols.
dotCMS uses standard Internet protocols to communicate with various other systems.
This includes HTTP, HTTPS, JDBC, SMTP, LDAP, JMS and Multicast. To ensure security, we
use SSL to encrypt content that is transported over non-trusted networks. The site can be
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configured to be accessed remotely through a secure SSL connection.
We also lock the db down so that only the required permissions are being used. We also
can lock the filesystem and underneath OS down to further prevent attacks therefore
making secure remote access available for users outside the College’s internal network.
2.12.3. Describe the procedures used to detect and identify communications failures.
dotCMS uses independent, external network monitoring systems such as Nagios to
maintain and report on the uptime of all dependent systems. Internally, the dotCMS
maintains a standard log file which reports on communication failures and issues.
2.12.4. CMS is able to operate in a heterogeneous environment, leveraging existing:
• databases. YES
• application servers. YES
• dynamic delivery systems. YES
2.12.5. CMS integrates with existing email systems. YES
2.12.6. Describe the database architecture.
dotCMS uses a combination of tree/node and normalization to facilitate data storage.
Additionally, Hibernate is used to insure database independence and abstract all data
dependent logic out of the database and into the application.
2.12.7. Describe the underlying databases that can be used for the CMS repository.
Because dotCMS uses Hibernate to abstract all data access, the resulting code is
extremely portable across databases. Databases that are known to work with
dotCMS include: MSSQL, Oracle, MySQL, and PostgreSQL. The platform can also
be made to work with just about any relational database, including:
Most commonly supported
• MSSQL 2000 or higher
• Oracle 9i or higher
• MySQL 5.x
• PostgreSQL 8.0 or higher
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Others that could be easily supported:
• DB2
• SAP DB
• Sybase
• Sybase Anywhere
• Progress
• Mckoi SQL
• Interbase
• Pointbase
• HypersonicSQL
• Ingres
• Informix
• FrontBase
2.12.8. CMS repository stores both content and metadata. – See matrix
2.12.9. Where (in relation to the web server) will the CMS be installed? – See matrix
2.12.10. CMS leverages all standard database systems used within the organization (e.g.
SQL). Please describe.
Because dotCMS uses Hibernate to abstract all data access, the resulting code is
extremely portable across databases. Databases that are known to work with
dotCMS include: MSSQL, Oracle, MySQL, and PostgreSQL. The platform can also
be made to work with just about any relational database, including:
Most commonly supported
• MSSQL 2000 or higher
• Oracle 9i or higher
• MySQL 5.x
• PostgreSQL 8.0 or higher
Others that could be easily supported:
• DB2
• SAP DB
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• Sybase
• Sybase Anywhere
• Progress
• Mckoi SQL
• Interbase
• Pointbase
• HypersonicSQL
• Ingres
• Informix
• FrontBase
2.12.11. CMS provides the capability to pull content from external databases via
standard JDBC/ODBC drivers. – See matrix
2.12.12. Describe the database connectivity method. JDBC
2.12.13. CMS does not dictate the use of proprietary adaptations of standard
technologies for delivery or templating structures. Apache Velocity
2.12.14. CMS is built on an application server platform. – See matrix
2.12.15. The .NET platform is supported. – See matrix
2.12.16. UNICODE is supported. – See matrix
2.12.17. Describe how it is possible to integrate custom-built applications with the
CMS.
Because dotCMS has been built using the category-leading technologies that
guide J2EE development today, it is easy to extend and develop on the platform.
All technologies used in the dotCMS are all widely adopted, actively developed
open-source projects, standards and patterns. Here are a number of the projects
and frameworks being used:
• 100% J2EE Java - Vendor neutral means you can run it equally well on
Windows or UNIX servers
• Apache Tomcat - Industry Standard JSP/Servlet Container
• Liferay Enterprise Portal - Open-source portal, which has since introduced
its own CMS system.
• Apache Struts - Web Application Framework
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• DWR - Java AJAX framework
• Spring - the Spring Application Framework
• Hibernate ORM - Object Relation Mapping Engine
• Velocity Templating Language - Lightweight templating engine
• Velocity Tools Project - Expose tools and widgets to velocity templates
• Lucene Search Engine - Mature and robust java search engine.
The Velocity + Struts front end makes dotCMS easy to extend and build upon.
As an example, Colorado State uses the dotCMS platform as their web platform,
shopping cart and back end SIS for their Continuing Education department. See:
http://www.learn.colostate.edu
2.12.18. Do you provide code support with access to the source code for the CMS.
The dotCMS is completely open sourced and all code is publically
available and accessable.
2.12.19. APIs / Web services are provided for specific applications.
dotCMS is a Java based application and it can easily be customized to
integrate with any Web service or to deliver content as a webservice.
2.12.20. Other applications can be launched from within the CMS. Please list.
Any JSR-168 compliant Portlet
2.12.21. CMS has import/export capability from external sources/applications for
both content and metadata. – See matrix
2.12.22. CMS can integrate with third-party tools (e.g., shopping cart).
Yes, although this would require some customization work.
2.12.23. List the portal products with which the CMS can integrate (e.g., SAP).
The CMS has been integrated with SCT Banner, Jenzabar, IMIS, TIMMS,
2.12.24. CMS supports the IIS Web server. – See matrix
2.12.25. Content caching is supported. – See matrix Please describe.
Content is stored in the database and also stored in the Lucene repository for
faster access.
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2.12.26. CMS integrates with LDAP (JNDI) connections.
dotCMS supports authentication via LDAP.
On login dotCMS will first attempt to login the user against the LDAP
authentication system configured, if not found, it will search for a local
user. Local users can be created by CMS Administrators. Once
authenticated, Users have single sign-on access to all of the system’s
components and all the website hosts that they have permission to edit.
2.12.27. CMS integrates with standard Windows authentication mechanisms. – See
matrix
2.12.28. CMS provides mechanisms to integrate with any backend database user
authentication mechanism. – See matrix
2.12.29. CMS supports connection over HTTPS. – See matrix
2.12.30. CMS allows the reading of LDAP attributes such as email address. – See
matrix
2.12.31. Describe patch management and release schedule.
dotCMS releases major versions every 6-9 months. Minor versions are
released monthly. Versions and patches are supplied our svn stable
branch.
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2.13. Deployment of the CMS
See Product Support and Installation
2.13.1. Indicate the location of your service offices.
Our offices are located in Miami Florida, 3059 Grand Avenue, Suite 440, coconut
Grove, FL 33133
2.13.2. Describe hardware and software support options.
We offer Annual customer support SLA, Application Support SLA and a Pay-as-
Needed support option.
2.13.3. Describe your problem escalation policies.
Clients with Application Support SLA can contact 1st level support any time day or
night when reporting an application outage. If 1st level support is unable to solve
the issue, they will immediately escalate the issue to a second level support
personnel for resolution.
2.13.4. Can develop its own separate systems that could access, but not modify, data
contained in your system (i.e., extracts for interface engine).
Yes, dotCMS is open source and can me accessed or modified as the client sees
fit.
2.13.5. Describe how application documentation will be updated (i.e., memo, revised
manuals).
Application documentation is provided via the dotcms.org website. Users and
Clients can find the latest material there, in the form of memos, manuals and
tutorials
2.13.6. Describe the last three software releases/upgrades. Include date of release and a
summary of its major features.
dotCMS 1.2 – Oct. 3rd, 2006
This release includes new features like multi-site virtual hosting, a structured
content engine that can be used/reused throughout sites/eCommunications, an
AJAX file tree/folder browser/lucene based content search, XML content
import/export, clustering capabilities, easy to use front end widgets, dynamic
content lists based on Lucene queries, photo galleries, a streaming MP3 jukebox,
event listings, dynamic navigation, menus, file repository, image
resizing/thumbnails, and title image builders. It runs MySQL, PostgreSQL, Oracle, or
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MS SQL.
dotCMS 1.5 Sept. 5th, 2997
Content "Triggers" with JBoss Rules. Integrated Jasper Reports and iReports for
customized reporting on site usage, transactions, and content activity.
Improvements to User Search, Segmentation, Permissions, and Management. A
revamped Campaign/Communication Manager. An updated backend UI.
Customized/personalized content: users and content are "tagged", and content
can be pulled to match users with content. Content can have comments,
ratings, and tags. A Quartz job scheduler. Numerous improvements to core CMS
functions. AJAX support.
dotCMS 1.5.1 Nov. 12th, 2007
This release has 150+ fixes and improvements, including user home directories and
content ownership. Content, templates, and pages use ownership permissions.
This release automatically builds a folder from a skeleton on user logins. It creates
a "home" directory for the user that they control. There are new macros, a
GoogleAPI that integrate with Google search appliances via XML feeds, a Photo
Carrousel, and a Novell eDirectory LDAP authenticator. Editor sessions no longer
time out.
2.13.7. What is your pricing structure?
dotCMS is an open source product and can be downloaded and freely used.
Dotmarketing, Inc. provides consulting, services and support for the dotCMS
system
2.13.8. Are there consulting fees?
Yes
2.13.9. Are upgrades automatic with product support/maintenance?
Yes
2.13.10. Are major releases covered or just maintenance upgrades?
Both
2.13.11. In which timeframe should we expect to recoup our investment into your
system?
Because dotCMS can be deployed for free, the answer to this depends on the
institutions investment and commitment in the platform.
2.13.12. What is your current installation load?
We currently have ~10 installs currently.
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2.13.13. Are your resources able to handle an implementation in the next 3 months?
Yes
2.13.14. Have any customers canceled a contract before, during, or after an
installation? If yes, why?
No.
2.13.15. Provide a preliminary implementation work plan and proposed phasing.
Include your approach to data migration.
See Implementation Worksheet
dotCMS can import both structured and unstructured content. For structured
content, from a database or spreadsheet, for example, dotCMS provides the
ability to import content using a XML or CSV file. In addition, structured content
may be imported on a scheduled basis, e.g. import course listings nightly.
dotCMS provides a Scheduler Engine that allows you to schedule any
administrative job such as content imports.
Unstructured content, such as documents, images, existing html files, pdfs, etc,
can be imported via webDAV using Windows standard drag and drop
functionality.
While unstructured HTML pages and content can be imported into the CMS
using webDAV, we recommend against doing a "bulk" web import. In doing so,
you lose many of the valuable features of that web content management
system offers such as content reuse, templating, separation of content from
layout, fine grained permissions and automatic navigation /crumbtrail
generation.
It is our experience that the "conversion" of a static website to any CMS
platform should never be an automatic process. To take advantage of all the
features that a web CMS offers and institution takes both time and effort, and
only by undertaking such a conversion can you guarantee a strategic and
useful end state for your CMS deployment. That said, the conversion process
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can be done in phases that allow for both achievable victories and the proper
vetting and conversion of content.
2.13.16. Specify the client and vendor resources needed during system implementation.
Dotmarketing will provide a client team to assist with the implementation. This
team is made up of a Project Manager, a Lead Developer/Business Analyst, an
Application Developer and one to two HTML engineers. From the clients side,
we look for an implementation Project Manager, a Technical Lead, a Systems
Administrator, HTML support and Content Managers.
2.13.17. Describe the proposed approach to acceptance testing.
Our Proposal includes hours for acceptance testing, including regression testing,
application benchmarking, and the creation of a final acceptance document.
Also included are hours of site testing and QA, where we can tweak and
modify the implantation as needed for acceptance.
2.13.18. Describe the extent of services provided during the implementation process.
See Implementation Worksheet
2.13.19. What personnel are typically required to implement the product?
If you are looking to implement the product yourselves, the baseline
requirements for the product to be implemented include a systems
administrator and an HTMLer that is familiar with scripting languages such as
PHP or ASP.
2.13.20. What technical skills are required?
See above.
2.13.21. How many people are typically required to support the CMS once in place?
In terms of end user support or system support? End user support requirements
vary by client. To support the dotCMS as a system, I would say 1 to 2 individuals
part time.
2.13.22. Who provides these resources - vendor, customer, consultant, SI?
We can provide these resources, if needed.
2.13.23. What is the average time for implementation?
8-12 weeks
2.13.24. Describe the on-site, dedicated personnel that you would provide during the
initial implementation of your system.
Dotmarketing will provide a single dedicated support personnel during the initial
implementation of the system.
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2.13.25. What are the associated costs of implementation?
See Implementation Worksheet
2.13.26. Can the product be deployed using a modular approach?
Yes. In fact, we often recommend a phased approach to implementation to
insure that the sites implemented take full advantage of the features and tools
in the CMS.
2.13.27. What levels of training are required?
See Implementation Worksheet
2.13.28. How is this provided (e.g., CBT, classroom, on-site, Web-based)?
On site and web based, depending on the sessions.
2.13.29. How is ongoing support provided?
Through an SLA with Dotmarketing’s Services and Support Division.
2.13.30. Is the product dependent on other products from the company's portfolio or on
any third-party products?
No
2.13.31. Please list any required products and relevant vendors. On which (operating
system) platforms does the product run?
The Product will run on Windows, Linux or Solaris Servers.
2.13.32. Will business procedures need to change to support this product, if so why, and
to what benefit?
Perhaps, though this obviously depends on the client. In order to take full
advantage of the CMS for things like content approval, publishing of
institutional data, etc, business processes do and often times should change.
System Performance
2.13.33. Describe the anticipated downtime for monthly, weekly and daily processing.
We do not anticipate any downtime for data processing.
2.13.34. Discuss data storage and data access issues and state the recommended disk
space for data storage.
This varies by client, but we would recommend at least 1TB if the system will be
used for digital asset management and to store media of any quantity.
2.13.35. Describe any performance monitoring inherent in the system.
We monitor dotCMS performance and responsiveness through a remote host
which alerts us to any issues.
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2.13.36. Describe in detail how the recovery procedure works.
To recover a failed dotCMS instance, you would need to restore your
database, your specific configuration files, your search index directory and your
asset files. Once those are restored, dotCMS can be restarted and run
normally.
2.13.37. Describe data file backup procedures and provisions, including features of the
system that minimizes the impact of scheduled and unscheduled downtime.
We recommend backing up the entire dotCMS directory nightly, as well as
doing a nightly backup of the dotCMS database. If you are running on a cluster
and your assets and are stored outside of your root directory you need to
include those folders as well. We recommend storing nightly incremental
backups for a week with complete snapshots occurring weekly and storing
those complete snapshots for up to a year.
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2.14. Training & Support
There are 4 standard courses offered on the dotCMS.
2.14.1. Discuss training requirements to utilize the product for:
• Non-technical (content editors & approvers)
o dotCMS Content Manager Level I
This course includes all the required information for end-users to become content
contributors/publishers and basic webpage creators/publishers. This is an
introductory dotCMS course intended for ALL USERS of the dotCMS. This training
teaches all the basic dotCMS operations such as creating and managing
content, permissions, versions, creating menu links and virtual links, the user
workflow, content contribution, and using containers and templates for webpage
creation. View the course agenda link below for a complete list of topics
covered.
o dotCMS Content Manager Level II
This course is intended for dotCMS users who have complete knowledge of all
dotCMS basic functions provided by the Operator Level training. This course
teaches the creation of containers, structures, relationships, templates, velocity
code macros, dynamic pages, groups and roles, as well as the use of other
advanced features such as the event calendar and form handler. View the
course agenda link below for a complete list of topics covered.
• Semi-technical to technical (developers & administrators)
o dotCMS Programmer/Developer Level III
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This course is intended for dotCMS users who have complete knowledge of all
dotCMS basic and advanced functions provided by the first two dotCMS
courses. This course provides a complete description of the dotCMS
developmental architecture for current and future development, SVN merge and
revision handling, setting up an Eclipse environment, dotCMS infrastructure,
portlet development, as well as Velocity and AJAX programming.
o dotCMS Server Administration
This course is intended for those who will be assigned to the server administration
of the dotCMS installation. Server administrators will learn how to configure and
implement LDAP user authentication as well as auto-synchronization of LDAP
groups with the dotCMS user groups and roles. The course will teach
administrators how to implement the dotCMS in a clustered environment, dotCMS
maintenance tasks, and how to fine tune dotCMS performance on a server. View
the course agenda link below for a complete list of topics covered.
2.14.2 Discuss training requirements to utilize the product for:
• Non-technical (content editors & approvers)
• Semi-technical to technical (developers & administrators)
See above
2.14.2. Describe how training courses are conducted (e.g., a series of presentations by
vendor to end users or a “train the trainers” approach, etc.).
We usually begin training with your content team during implementation to
prepare you to enter new and existing content in the CMS. Training is a vital
aspect of our services. We conduct training sessions onsite at your institution or on
location at our Miami office to various groups be it the end-user responsible for
maintaining content, htmlers, or developers/administrators. We can even train
over the phone and via webex. We often recommend taking the train the
trainers approach, which we can supplement with customized follow up training
sessions if necessary.
2.14.3. Provide detailed syllabus for training courses
For detailed syllabus for each level course please go to
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http://ww.dotcms.org/support_services/training/
2.14.4. Is there any continuing education or training provided to support new releases
and/or upgrades?
Through the purchase of blocks of support hours, Dotmarketing is avail to provide
training and support for all new releases and upgrades. We also offer an annual
users conference that is recommended for all primary dotCMS users and
administrators. We are also happy to offer custom training of this nature.
2.14.5. Discuss if the following items are included in the annual support maintenance fee.
• All hot fixes and service packs
Yes
• All version upgrades
Yes
• Administrative technical support hotline
Yes
• E-mail/online support
Yes
• Installation support
Yes
• Online access to documentation
Yes
• Online access to software
Open Source
2.14.6. Provide average support response time (please detail by category – email,
phone)
Dotmarketing provides support through its Client Services department. The level
of support is based on the Service Level Agreement selected. Our Application
Suppport Agreement includes a 100% uptime guarantee.
See SLAs on our website at:
http://www.dotcms.org/support_services/service_level_agreement.dot
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We typically encourage our clients to submit issues via JIRA our issue tracking
system. All Jira requests get viewed by our development team and get
responded to with 1 business day.
Email requests also get responded to and resolved within 1 business day.
Minor bug fixes get done within 48 hours, anything more involved gets put into a
work order and is treated as a specific job request.
Phone support can be set up as a premium service. Customized packages can
be created upon request.
2.14.7. What standard options are there for support (e.g., is there a call center or email,
etc.)
Dotmarketing provides support through its Client Services department. The level
of support is based on the Service Level Agreement selected. This is set up as a
block of hours that can be used for implementation, trouble shooting, or any
other kind of support needed.
See SLAs on our website at:
http://www.dotcms.org/support_services/service_level_agreement.dot
Dotmarketing uses the following tools for support extensively through out the
project:
• Project Website – https://confluence.dotmarketing.net/clientname
(Confluence)
• Project Mailing List – [email protected]
• Issue Tracking System – https://jira.dotmarkting.net/clientname (JIRA)
• Version Control
2.14.8. Discuss any online training and documentation materials
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Administrative and User Manuals are included for free. Custom Documentation
will be billed at $150/hour
2.14.9. Provide details on any online user groups, forums, or conventions
There is a very active dotCMS user community. aAny questions you have can be
posted to the following listserv. Information can be found at:
http://www.dotcms.org/documentation/mailing_list.dot
Also, there's a newly formed College and University Web Developers community
on Ning, and within that is a dotCMS group where one can post questions (most
of those users are also on the dotCMS listserv):
http://cuwebd.ning.com/group/dotcms
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SECTION 3: Special Cases
CASE 1: Master Calendar
Challenge: To gather calendar data from a large number of users and sources, and to
display that data in a customizable, attractive format that supports web standards.
dotCMS 1.6 provides a campus web calendar solution that includes a number of social
networking tools. The calendar ties into a campus LDAP directory for provisioning and
supports multiple, permission based access to calendars. Users have the ability to bulk
import and export events, including meta-data into the calendar through a web based
interface. In dotCMS, all rules for content apply for calendar events – a single event can
be displayed across a site in various locations. Events can be filtered by keyword, tag,
metadata, date, properties, sorted and forced through a workflow approval process if
needed. In this proposal for Tufts Medical Schools, Dotmarketing has included a block of
hours for Tufts to use customizing the web calendar to fit your specific needs.
CASE 2: News Center
Challenge: Create automated news feeds from three main sources and allow editors to
filter, select and display select news effectively throughout the Sackler and TUSM
websites. Also, build and publish RSS feeds (and other standard web syndication
formats) containing TUSM and Sackler news.
dotCMS provides the ability to aggregate and publish news from a variety of formats.
Our philosophy with dotCMS is for it to act as the institutional repository for all news, which
is then tagged and categorized properly for automated display throughout your site.
dotCMS allows you to permission the tagging and categorization of news so it is easy to
control (and to delegate control of) where news from various news sources gets
displayed. The “type A” requirement is a special case and would require additional
hours of customization (see: requirement 2.2.3).
CASE 3: Faculty Research Pages
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Challenge: Support updated faculty and research pages that rely heavily on internal
and external search functionality.
Using an internal org chart to present users with navigational choices is almost always a
bad idea. dotCMS allows you to create pages that filter by category, taxonomy or
relationships and allow you to create landing pages that cross-cut departments to
present a wider array of information (which might include links to the relevant
department sites).
Additionally, dotCMS provides you with the ability to create custom content libraries or
databases for faculty, staff, students and post doctorate fellows that can be queried
and displayed together with relevant news, articles or publications.
The dotCMS can act as the central repository for all scholarly articles, publications and
biographies, though automating pulls from PubMed and Crisp would take additional
discovery before we could scope out these functions.
CASE 4: Advanced Search & Taxonomy
Challenge: Build an integrated search engine or search functionality that supports
internal taxonomy to maximize results and makes it easier for internal and external
website users to find what they’re looking for.
dotCMS provides these capabilities out of the box. All content contributed to dotCMS
can be tagged, categorized, queried and displayed based on user imput or needs.
Additionally, the dotCMS offers a robust Personalization Engine that allows the CMS to
learn about users and present them with relevant information based upon that users visit
(think amazaon.com). Obviously, the engine needs to be tailored to each customers
processes to meet their online objectives.
CASE 5: Social Networking
Challenge: Offer original tools or easily integrate external tools for social collaboration,
including blogs, wikis, forums and online chat.
The dotCMS provides a platform for to deliver any type of content rich application such
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as blogs, wikis, news centers, rss feeds and event calendars. Additionally, any type of
content in the CMS, be it a news article, a blog entry or just a web page, can have web
2.0 tools enabled on a content by content basis. These tools include commenting,
ratings, tags, xml feeds, embedded video players, Flash slideshows, etc,.
These tools are available by default in dotCMS. The price of implementation support
includes work hours for enabling and using these social tools throughout the Tufts Medical
School site.
CASE 6: Passworded or Semi-Private Areas
Challenge: Build a semi-private area within the public website for specific audiences,
such as members of the media, accepted students, alumni and others.
Building a password protected site in dotCMS is easy. All content, files, folders and pages
can be permissioned by user, group and/or role. Users login through form based
authentication that can be integrated with an LDAP or Active Directory. Additionally, we
can create custom authentication mechanisms to auth against third party tools or
databases.
Once logged in, site visitors have access to content, information and pages based upon
their user roles.
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SECTION 4: Cost Analysis
Pricing Breakdown
Summary:
1. Software License: $0
2. Initial Installation: $8400
3. Customization
� Matrix: $162,360
� Special Cases: approx $84,000 (this does not include social
networking which needs discovery and definition)
4. Training: $16,000
5. maintenance/Support Costs (annual): $28,800
6. All other Associated costs:
� Edu Edition: $4,500
� Assessment and Discovery: $15,300
� Template Build out and Implementation support: $74,400
� Soft Launch and QA: $18,000
� Project Management: $12,130
Please refer to detailed pricing sheets below:
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dotCMS Implementation
150 per hour hours Participants Cost
dotCMS - Open Source Content Management System $ -
dotCMS 1.5.1 Open Source Codebase
Enterprise J2EE Content Management System
Database and Platform Independent
Easy to use Templating and Authoring System
dotCMS .edu Edition $ 4,500
Flash Based Virtual Tour
508 Compliant Virtual Tour
Campus Calendar
Course Catalog
Prebuilt Templates, CSS and Presentation Code
Assessment and Discovery $ 15,300
Kickoff Meeting 2 3 $ 900
Assessment 8 1 $ 1,200
Development of Custom Content Types 40 1 $ 6,000
Development of Custom Taxonomy 40 1 $ 6,000
Recommendations document 8 1 $ 1,200
Training (remote or on-site) $ 16,000
Content Manager Level 1 16 2 $ 4,800
Content Manager Level 2 8 2 $ 2,800
Server Administrator 8 2 $ 2,800
Programmer / Developer Level II 16 2 $ 5,600
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Installation and Environment Setup $ 8,400
Staging Site Setup and Support 8 1 $ 1,200
Staging / Development Site Hosting $400/month for 3m $ 1,200
Production Cluster Setup and Support 40 1 $ 6,000
LDAP Integration
Clustered Configuration
Template Build out and Implementation Support $ 74,400
Primary Template Creation 128 1 $ 19,200
Homepage, 3 column, 2 column and 2 column
template
Also Includes Sackler Template Creation
WSSS Template Creation
Cancer Systems Template Creation
Implementation of client design on the dotCMS product 168 1 $ 25,200
Recommended Additional Support and Implementation 200 1 $ 30,000
*Does not include content population
Soft Launch, Quality Assurance Testing $ 18,000
Load Testing and Environment Performance Tuning 40 1 $ 6,000
Q/A and Acceptance Testing 80 1 $ 12,000
Note: content creation and population is the
responsibility of client.
Subtotal: $ 121,300
Project Management Time - 15% of project $ 12,130
Total: $ 133,430
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Annual Support and Maintenance Agreement $ 28,800
24/7 Emergency Support $ 18,000
2 dotCMS version upgrades per annum (included above)
6 Hours Month Support and Assistance 6 12 $ 10,800
Explanation of deliverables for Template Build out section in pricing sheet above:
Primary Template Creation: Total time required 32 hours
Base Templates
Home Page Template
3 Column Body Template
2 Column Body Template
1 Column Template
It takes 32 hours to build out these Primary templates per site.
Your RFP lists 4 distinct sites that would require these templates, totaling 128 hours.
Implementation of client design on the dotCMS product: Total time required 42 hours
News Listing (w/ Categories)
News Detail
Events calendar
Department listing
Department detail page
Faculty Listing
Faculty Detail
Photo Gallery
Site Search
A-Z Listing/Site Map
Inquiry Form (Form Handler)
Virtual Tour / Interactive Campus Map
It takes 42 hours to build out the remaining templates on each unique site, totaling 168
hours for 4 sites.
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dotCMS Customizations per Requirements Matrix
requirement customization: $ 162,360
2.6.17. Report to view content currently checked out to a
user.
$ 880
2.3.20. Save Content without exiting editor $ 1,320
2.4.19. Color code CSS tags in edit mode $ 2,640
2.6.41. Broken Link report $ 1,320
2.6.59. Case-insenstivity $ 1,320 2.6.75 Publish pages at a specified future date. $ 1,320 2.6.75 Move content to an off-site archive. $ 3,960
2.9.8. CMS provides ability to specify a "copyright date" for
pages.
$ 1,320
2.11.3. Workflow triggers are available to synchronize
content translation efforts.
$ 2,640
2.6.60. CMS automatically redirects moved URLs to the new
location.
$ 2,640
2.6.86. CMS provides the ability to clone entire content
items, including all metadata elements, not just
textual content.
$ 2,640
2.2.6 CMS provides the ability to import content from Six
Apart Moveable Type Blogs.
$ 3,300
2.5.10. CMS supports the notion of a cloned version of
content that can be changed and then promoted
to take the place of the previous version at a certain
point in the workflow).
$ 6,600
2.5.37. User groups and roles can be automatically
assigned based on a web service.
$ 3,960
2.6.79. Subject-identifying metadata elements can be
applied automatically for specified content
$ 3,960
2.10.14. Search engine accounts for misspellings in queries. $ 3,960
2.6.43. CMS provides ability to find and replace within a
specified section of the site.
$ 4,620
2.3.10. Links created to other CMS content are stored as
dependencies in the CMS.
$ 4,400
2.10.20. Content can be categorized automatically. $ 4,400
2.5.23. Content viewing can be restricted on a field-by-field
basis by workflow state.
$ 4,620
2.5.24. Content usage/reuse can be restricted by workflow
state.
$ 4,620
2.6.31. CMS enforces no redundant copies of content. $ 4,840
2.7.19. Crop Images online $ 5,280
2.5.18. Workflow can require >1 approvers. $ 5,720
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2.2.3 Automate importcontent from RSS, ATOM and SOAP
feeds.
$ 6,600
2.3.6. Permission WYSIWYG features by users $ 6,600
2.3.22. Auto-save Content while editing $ 6,600
2.6.40. CMS enforces no broken links. $ 9,240
2.5.14. Create multiple workflow processes with unlimited
states
$ 7,480
2.3.32. CMS has a wizard for creating email forms. $ 9,240
2.8.7. Create surveys and quizzes, with reporting $ 7,920
2.2.5 Import content from Atlassian Confluence Wiki. $ 6,600
2.9.14. CMS allows snapshots (monthly edition) for
publishing/Archival
$ 19,800
Pricing for Special Cases:
Case 1 Master Calendar
Hours for Customizing dotCMS Web 2.0 Calendar 80 1 $ 12,000
Case 2 News Center
Majority Included in dotCMS implementation -
Automated Import from Google 80 1 $ 12,000
Case 3 Faculty Research Pages / Cross Departmental Subject
Pages 200 1 $ 30,000
Automating CRISP and Pubmed pulls require
additional discovery and is not included
Case 4 Advanced/ Taxonomy Driven Search 120 1 $ 18,000
Taxonomy Driven Search
Search by metadata
Integrated with Googles Search Result/Google API
Allow for customized results based on user actions
Case 5 Social Networking TBD
Social Tools included in the dotCMS
Hours for Implementation of Social Networking Tools
Case 6 Password / Semi-private Area
A password protected site for accepted students
Hours for Accepted Students Site w/Authorization 80 1 $ 12,000
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SECTION 5: Deliverables and Pricing Explanation
Phases of the development lifecycle for this project
While the activities in each phase can vary from client to client (we can do more or less
in each area as you choose), the actual process is based on our extensive experience in
assessing, planning and implementing complete websites. In fact, our entire operation is
organized around this process, which we have outlined in the following phases:
Phase 1. Discovery and Requirements Gathering
Phase 2. Solution and database design
Phase 3. Development
Phase 4. Internal QA and Testing
Phase 5. Soft Launch, Acceptance Testing & Training
Phase 6. Formal Launch
Tasks and Milestones within each phase of this project
The Discovery and Requirements Gathering phase allows us to understand your strategic
objectives, your internal resources and the systems and sites currently in place. For the
purposes of your project, we would assign a dedicated DM development team to your
project. These individuals would be responsible for meeting with stakeholders and staff in
person. The goals of these meetings are to define functional requirements, to undertake
fact finding, to define a realistic project timeline, and to best understand your
overarching project objectives. Because of our experience and past assessment
activities with other clients we bring knowledge of best practices and the latest trends in
web development to bear in your project. The results of our Discovery and Requirements
Gathering phase are captured in two documents: a Project Plan and a Functional
Requirements documents. The Project Plan includes:
- Project as a Narrative – short “executive summary” type description of the
project.
- Project Process Outline – Step by step process that will be undertaken in this
project.
- Project Team – defines project team and roles assigned.
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- Change Management Process – defines how changes to project, project scope,
and timeline will be handled.
- Systems and Tools – defines systems and tools in place to aid in the success of the
project.
- Milestones and Timeline– defines what will be delivered when.
The Functional Requirements document acts as a project “bible” for the later phases and
will be updated and appended to as new functional requirements are discovered or the
project scope is modified.
In solution and database design, we work with your staff to produce all of the planning
documentation that results in a highly usable web site and application platform based
on the requirements gathered in phase I. In addition, we begin to sort and prioritize the
requirements into logical units that can be tackled in development. This phase’s
deliverables can include use case documentation, uml diagrams, database schema
designs and application storyboards. From this documentation we then create
wireframes, which are line art drawings depicting the applications and functions of
various applications and pages throughout your site.
During Development phase we begin developing the specific functions and modules
defined in requirements and based on the solution design documents. The deliverables
from this phase are code, java classes, java docs and databases.
QA and Testing begins as soon as the functional modules are completed and continues
throughout and beyond the development cycle. Deliverables from this phase include
testing scripts and automated unit tests for any custom functionality.
At this point, the web application is soft launched and acceptance testing & training
begins. Generally, this is where content population/migration starts to happen. The soft
launch phase is also when we work together to test all of the site's functionality to ensure
it is working properly and make any necessary revisions prior to the formal public launch.
End user training generally begins here and DM staff is available to train your users at all
levels of experience, from content contributors and web developers to System
administrators and system developers.
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Upon formal launch, your sites are live and viewable to the public. At this point, we
introduce you to our Client Services team, which will work with you on any future support
needs should they arise and assist you in the development of new strategies and
functionality.
A very important part of any project, our project management and administration are
available to you when needed and dedicated to your project's success. To account for
this time, which would include status meetings and reports, we calculate a project
management cost based on 15% of the total project cost. If you increase or decrease
the project scope prior to contract, we can adjust this figure accordingly.
Project management procedures, methodology and processes
The Dotmarketing’s Project Manager (PM) is responsible for managing the entire project
lifecycle, from discovery to formal launch, as well as identifying scope and requirement
changes. The PM will track scope/time/cost and assuring 100% accuracy of
corresponding invoices. During the project, each Friday, the PM will deliver an updated
project plan that details the week’s activity, milestones achieved and next steps and
deliverables for the project. The project manager will be responsible for updating this
project plan as needed, keeping the client up to date with and managing the project
scope to ensure the project is completed on time and on budget.
Change Management
If a new requirement or change in scope to the project is required the project manager
will submit a change order to the client for their approval before adjusting the project
plan. A Change Order articulates the change(s) requested on a particular date. The
Change Order must be signed by the client and faxed back to Dotmarketing as soon as
possible, before the work is assigned to a Dotmarketing employee. It is the Project
Manager’s responsibility to assure that the invoices are correct and that the new
requirement is completed to satisfaction. The PM will keep a copy of the change orders
and update the requirements document to reflect the change.
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Description of key resources (both vendor and the University) that will be
involved in each phase
Phase 1. Discovery and Requirements Gathering
DM: Project Manager, CTO, Lead Developer, Developer.
University: IT and Web Dev Staff, Internal Project Manager, Director or C-level
stakeholders
Phase 2. Solution and database design
DM: Project Manager, CTO, Lead Developer, Developer
University: IT and Web Dev Staff, Internal Project Manager
Phase 3. Development
DM: Project Manager, Lead Developer, Developer, HTML Developer
University: IT and Web Dev Staff, Internal Project Manager
Phase 4. Internal QA and Testing
DM: Project Manager, Lead Developer, Developer, QA Manager
Phase 5. Soft Launch, Acceptance Testing & Training
DM: Project Manager, Lead Developer, Client Services Project Manager, Training
Staff, Content Migration Staff
University: IT and Web Dev Staff, Internal Project Manager, Content Contributors,
Content Owners
Phase 6. Formal Launch
DM: Project Manager, Lead Developer, Client Services Project Manager
University: IT and Web Dev Staff, Internal Project Manager, Content Contributors,
Content Owners
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Proposal Contact Information
Tiffen Baker
Director of Business Development
Dotmarketing Inc,
3059 Grand Avenue, Suite 440
Miami, FL 33133
Tel: 305.858.1422 x 276
Fax: 786.594.5288