www.peelschools.org Redesign Project Purpose of meeting: Establish Team Establish Purpose, Goals, Responsibilities, Scope, Strategy, High Level Timeline September 15, 2010

Overview: 1 Content Highlights: Website consists of 8 primary sections; 6 dedicated to general Peel Board information, 1 dedicated to Parents and 1 dedicated to students. Each website behaves as its own mini site embedded within the larger Peel District site, with its own set of “local” navigation buttons. In addition, there are approximately 20+ stand alone websites (making my way, take one step, STOPR, Alternative Programs) which require to be considered for scoping. Some are stand alone websites and some are embedded within the overall Peel District Site. Visitor Highlights: Visits to the website: 2,400 average visits per day, 880,000 visits per year. Technical Highlights: Entire website is currently 11 GB in size. The website consists of approximately 16,000 html files The website consists of approximately 300 asp and js files The documents breakdown is as follows: 15,000 PDF and DOC documents Approximately 17,500 images Approximately 530 videos Use next page for visual. 1

Overview: 2 IN SCOPE OUT OF SCOPE *For more detailed visual of www.peelschools.org content, please review the recent site map. Alternative Programs and Languages were added to scope later on 2

What functionality do we provide? Subscribe Send Me More Job Board (VIP) Registration Forms (Parent Literacy Conference) 3

Purpose: 4 Purpose of www.peelschools.org Inform Educate Promote Motivate Advise …. Defining purpose of the website will allow us later to review and ensure that we have requirements that address all defined purpose and nothing has been missed. 4

Goals: 5 What issues of concern does the project address? Public relations (image, political correctness) Competitive stance Usability Search engine optimization Technology (migration to SharePoint) Regulatory compliance (Accessibility W3C) Communications LTSS Each goal will be fulfilled by various requirements but listing the goals this way allows to divide the work more clearly & set project accountabilities. 5

Target Audience & Stakeholders: Public Parents Prospective Parents Newcomers to Canada Students Staff Potential Staff External Stakeholders Public consumers Interest groups Media Government Competitors Partners Supporters/Fans/Donors Internal Stakeholders Director of Education Communications HR Curriculum LTSS Finance Corporate Support Services Superintendents Purchasing Adult Education Alternative Programs Internal Programs (ex. EcoSchools) Councils in Peel Trustees Going through the exercise of mapping out all stakeholders creates a checklist for later when all content is defined. This list will allows us to check that all stakeholders needs are addressed in the defined content. 6

Strategy: 7 What will change? ….EVERYTHING! Technology Design Content User Experience Implementation Approach? Recommendation is to proceed with the “from scratch” redesign of www.peelschools.org and follow with standalone websites identified as in scope. Assumptions and items discussed and agreed upon with Project Team: Blogs were discussed as an out of scope item. All standalone websites (Slide 3 – highlighted in yellow and labeled as out of scope) are out of scope for this project. Website is redesigned with the “from scratch” approach, rather than a technical migration with a “facelift” and a clean up. All deliverables in the defined Content Definition, Functional Definition and User Interface require to be 100% completed prior to commencement of the next project phase. Assumption exists that Communications Department will have a dedicated resource assigned to the redesign of www.peelschools.org . In addition, another resource is made available who can conduct content analysis (this resource requires to have history with the Board) Assumption exist that no other project will obtain priority during the www.peelschools.org redesign and two developers are available on LTSS side. 7

Website Redesign Project Plan INCEPTION & SCOPING REQUIREMENTS CONTENT DEFINITION FUNCTIONAL DEFINITION USER INTERFACE DEVELOPMENT QUALITY ASSURANCE 9 Phases TRAINING IMPLEMENTATION 8

Project Plan Details (Phase Deliverables) INCEPTION & SCOPING COMPLETED Project Kick off meeting Establish Team Establish Purpose, Goals, Responsibilities, Scope, Strategy, High Level Timeline REQUIREMENTS COMPLETED Define what will be done to satisfy Purpose (Communications) & Goals (Communications & LTSS) defined in Kick off Meeting. This information will feed into following phases of the project. Define Accessibility Requirements (LTSS) – checklist of all accessibility rules that will need to apply to new website. This information will feed into the Content Creation, User Interface and Development Phases. Define Search Optimization Requirements (LTSS) – checklist of all Search Optimization Rules that should be implemented and what benefit each method will provide. This information will feed into Content Creation, User Interface, Functional Definition and Development Phases. Usability (LTSS, Communications) – checklist of Best Practices and general usability rules in web design. This information will feed into the Content Creation, User Interface and Development Phases. 9

Project Plan Details (Phase Deliverables) CONTENT DEFINITION FUNCTIONAL DEFINITION USER INTERFACE Competitor Analysis (Communications) Site Map (Communications) Page List (Communications) Navigation Elements (Communications) Wire Frames (Communications) UI Design Concepts (For visitors and internal website administrators) (Communications) Forms (including Fields & Validation) (Communications) Style Guide (Communications) Topography (Communications) Image Bank (Communications) Other Media Bank (sound/video) (Communications) 10

Project Plan Details (Phase Deliverables) DEVELOPMENT Page Templates Creation Database set up Development Page Content Creation (shared b/w LTSS and Communications) QUALITY ASSURANCE Quality Assurance Testing (LTSS) User Acceptance Testing (Communications) TRAINING Internal User Training (LTSS) IMPLEMENTATION Deploy solution in production environment Production Testing LIVE Date Support 11

Proposed timeline 12 Sept 15 2010 INCEPTION & SCOPING 1. By Oct 30, 2010 3. By Oct 30, 2010 REQUIREMENTS By Nov 05, 2010 2. By Oct 30, 2010 4. By Oct 30, 2010 CONTENT DEFINITION FUNCTIONAL DEFINITION USER INTERFACE Completed by November 30, 2011 DEVELOPMENT/ ADMIN IMPLEMENTATION Completed by May 15, 2012 TRAINING Phase deadline Completed by May 30, 2012 CONTENT MIGRATION Completed by July 30, 2012 QUALITY ASSURANCE IMPLEMENTATION Completed by August 30, 2012 12