Flint Group Digital Project Management Process

Flint Group Digital Project

Management Process ____________________________________________________________________________________________________________

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[Text]

Team & Accountability

RFP

TEAM:

ACCOUNT MANAGER Required

PROJECT MANAGER Required

USER EXPERIENCE Required

CREATIVE LEAD Required

SR. DEVELOPER Required

COPY Optional

DESIGNER Optional

OUTPUTS:

Estimate

Client needs


ACCOUNT MANAGER:

• Provide RFP to PM

• Create client background

• Present project RFP to the client

• Set up WebVantage job & component

PROJECT MANAGER:

• Work with AM, Creative Lead and SR

Developer to create range estimate

• Document process and technical

specifications

• Identify project team

• Open project in Basecamp

UX or CREATIVE LEAD and SR

DEVELOPER:

• Work with PM to identify historical project

similar in scope

• Provide range estimates with assumptions

and constraints.

• Identify technical requirements

RFP


Initiate

TEAM:




CREATIVE LEAD Required

SR. DEVELOPER Required

COPY Required

DESIGNER Optional

OUTPUTS:

Team huddle

Basecamp job

WebVantage Job# (Flint/AF)

Creative brief (current)

Audit (opt)

Project proposal

- # of templates & web pgs

- Initial range estimate

- Initial schedule

Attendee list

Site analytics

Discovery doc

- Existing answers


ACCOUNT MANAGER:

• Review client need with PM through

project initiation doc.

• Present client overview to team in huddle

• Provide feedback on project proposal

• Present project proposal to the client

• Open WebVantage job & components

PROJECT MANAGER:

• Ensure info complete in initiation doc

• Build project team

• Schedule and facilitate team huddle

• Send team huddle recap to project team

• Build initial estimate and schedule.

• Create project proposal (start of a SOW)

• Open a Basecamp job

• Enter estimate into Webvantage

PROJECT TEAM:

• Attend team huddle

• Identify questions for discovery

• Provide high-level estimate for proposal

• Identify assumptions and constraints

• Consider user research’s role in the project

(user interviews, card sorting, etc…)

Initiate


Discovery

TEAM:




COPY Optional

DESIGNER Optional

DEVELOPER Optional

OUTPUTS:

Discovery recap

Accessibility rqmts

Keywords from client

Analytics - Event tracking

Creative brief (new clients)

Keyword research

CRM rqmts defined

Tech specs drafted

Business rqmts (opt)

Brand style guide

Refined SOW

- Final estimate

- Project schedule

User flow

Information arch

Wireframes

Prioritized use cases

Media plan

Hosting partner


ACCOUNT MANAGER:

• Set up client meeting

• Provide list of attendees

• Request site analytics (from client – Add

us or send report)

• Request initial SEO keywords (from client)

• Connect with UX to prepare for discovery

• Distribute and get approval on “What we

heard” discovery recap document to client

(received from PM)

• Work with UX to conduct user research

(ie: schedule user interviews, find users,)

• Deliver SOW to client and gain approval

• Get client approval of IA, WF & use cases

•Identify Google Analytics requirements

(high-level or detailed event tracking)

• Communicate client’s hosting partner

USER EXPERIENCE:

• Prepare questions for discovery meeting

• Partner with AM to facilitate discovery

• Review “What we heard” notes

• Conduct user research, optional. (ie: User

interviews, cart sorting, tree testing, etc….)

• Create IA and wireframes

• Deliver the prioritized use cases

• Walkthrough IA and wireframes with

internal project team and client

• Implement feedback, deliver final IA & WF

Discovery


Content

• Participate in discovery session.

• Review and provide feedback on IA,

wireframes and use cases.

• Review “What we heard” notes before AM

sends to client

Discovery

DEVELOPER:

• Participate in discovery session

• Build technical specification through

information gathered in the discovery

session and in the UX, wireframe and use

case review

PROJECT MANAGER:

• Recap discovery meeting “What we

heard” meeting and distribute to team

• Huddle with project team members to

finalize statement of work details following

the discovery session

• Adjust budget and schedule worksheets

following the discovery session

• Update SOW and deliver to the AM for

client review and approval (if changed)

• Facilitate internal review of UX and IA

and ensure delivery aligns with time and

budget estimates

• Work with developer on tech rqmts


Create

TEAM:

ACCOUNT MANAGER

PROJECT MANAGER

USER EXPERIENCE

COPY

CREATIVE LEAD

DESIGNER

DEVELOPER

OUTPUTS:

Copy Document

- Micro-interaction copy

- SEO specs

Design

- Review in Basecamp

- Present on URL

PSDs

Style guides (opt)

Final tech specs


ACCOUNT MANAGER:

• Deliver keyword list, content designs for

client feedback and approval

• Participate in internal reviews

(content/design)

• Negotiate change orders as needed

Create

CONTENT:

• Build keyword list

• Write content – provide initial draft to

designer for comps

• Provide complete content in word

document for client review

• Revise content based on AM and client

feedback and deliver to PM for distribution

DESIGNER:

• Create designs aligned to brand,

wireframes and prioritized use case within

time and budget constraints

•Post designs to a URL for client review

•Edit designs based on feedback

•Deliver final design files as PSD to the PM

for distribution

USER EXPERIENCE:

• Review designs for usability in internal

design review

CREATIVE LEAD:

• Review design and content to ensure it

aligns with brand elements and voice


PROJECT MANAGER:

•Initiate weekly status reports

•Schedule project standup

•Schedule internal design review include:

UX, AM, Creative Lead, Designer, Dev

•Deliver content to AM for review.

•Provide content including initial draft for

design comp and final copy to design.

•Facilitate the design review meeting

Ensure designs & feedback align with

budget and schedule.

•Post recap of design review to Basecamp

•Update tech specs after design review.

•Deliver approved designs to analytics for

recommendation on event tracking (if part

of budget)

•Set up time for Dev and Analytics to

review analytics requirements

•Estimate budget and schedule

adjustments for change order as needed

DEVELOPER:

•Review designs to ensure development

effort is within project budget

•Work with designer and UX to offer

recommendations on ways to adjust

designs if needed

•Finalize the technical specification

following the design review

Create

Analytics

•Review designs and offer

recommendation on analytic event

tracking requirements

•Work with developer to finalize analytics

requirements


Develop

TEAM:

ACCOUNT MANAGER

PROJECT MANAGER

DEVELOPER

ANALYTICS

QA

OUTPUTS:

Analytic tracking

Test link

Test plan

- copy/design review

- functionality testing

- compatibility testing

- code (search engine optimized)


ACCOUNT MANAGER:

• Review project status reports

• Work with PM to address questions or risks

• Negotiate change orders as needed

PROJECT MANAGER:

• Ensure developer has all assets and

details needed

• Estimate budget & schedule adjustments

for change order requests as needed

• Draft test plan including who is

responsible for testing, where testing will

occur, timeline and issue tracking.

• Schedule testing resource(s), prepare

tester(s) by providing overview &

documentation

• Initiate the project issue log

DEVELOPER:

• Develop site within the parameters set in

SOW, based on wireframes, use cases,

tech specs, event tracking rqmts & designs

• Unit test code to ensure test link is

functioning before delivering to PM

Develop

QA:

• Work with PM to draft test plan

• Review project documentation to prepare

for testing.

•Execute testing and report issues

•Retest until all priority issues/changes are

complete


Deploy

TEAM:

ACCOUNT MANAGER

PROJECT MANAGER

USER EXPERIENCE

DEVELOPER

QA

COPY

DESIGNER

ANALYTICS

OUTPUTS:

Completed issue log in BC

Completed launch list in BC

Project recap

CMS training


ACCOUNT MANAGER:

• Review test link prior to sending to client

for User Acceptance Testing (UAT)

• Negotiate change orders as needed Deploy

PROJECT MANAGER:

• Maintain the project issue log

• Provide update and link to project team.

• Assist with testing

• Deliver final test link ready for UAT to AM.

• Identify client IP addresses to be excluded

from analytics & client email address for

Google analytics account

• Work with AM and client to work through

issues or changes discovered in UAT

• Estimate budget and schedule

adjustments for changes requested in UAT.

• Ensure launch list is completed once

client approval is given

• Perform final test in production.

• Communicate launch with project team.

• Facilitate a lessons learned

• Document project recap and lessons

learned in Basecamp

• Archive project documentation

DEVELOPER

• Work through issues/changes within the

issue log according to priority.

• Execute the launch list


ANALYTICS:

• Test analytics on test site

• Test analytics following launch

QA:

• Execute test plan.

• Record all issues in issue log.

• Work with PM and AM to prioritize issues

• Retest when developer deploys fixes

• Communicate status with PM

Deploy

PROJECT TEAM:

• Provide feedback to project manager for

lessons learned.

Flint Group Maintenance ____________________________________________________________________________________________________________

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Project Manager:

• Schedule maintenance

• Verify maintenance performed

Development:

• Major updates applied by WordPress

automotically, Flint applies other

WordPress and plugin updates

• Visually inspect sites following updates

• Passwords changed

**Maintenance is applied quarterly.

Maintain

Account Manager:

• Provide account direction for site renewal

• Review and deliver dashboards to client

• Identify any future enhancement

recommendations as needed

Flint Group Security Protocol ____________________________________________________________________________________________________________

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Development

Developers follow https://www.owasp.org best practices for escaping and

sanitizing user inputs to prevent XSS and SQL injection attacks

Change control: Varies based on client needs. All sites are

backed up to our network server before major changes are

deployed. For some simple sites that's as far as it goes. More

complex sites are kept in version controls systems like Beanstalk,

BitBucket and Git depending on client requirements.

Password Strength: All CMS, FTP and Database passwords are

a minimum 12 characters requiring 1 uppercase letter, 1

lowercase letter, 1 number and one special character

Password Change Cadence: Whenever possible, ftp accounts

are deleted after the site is launched and re-added as needed for

maintenance. When not able to be deleted, passwords are

changed quarterly. Database passwords are changed every 6

months.

Security

https://www.owasp.org/

Documents

Flint Group Digital Project Management Process