STATEMENT OF WORK
Higher Education Benchmarking Consortium:
Study Area Communities
This Statement of Work is being presented to ScienceWise to support their work with KMPG in
creating a virtual forum on Higher Education Benchmarking.
Project Summary
The Higher Education Benchmarking (HEB) forum will support up to 3000 participants for one
year, beginning with a one (1) week “kick-off” event in August/September, 2001.
The HEB forum is expected to have up to eight (8) “rooms” (Study Areas), each focused on
specific higher education administrative functions (e.g. Finance, Human Resources, Student
Services, Research), including one for the ScienceWise Minority Online Information System
(MOLIS) community (http://content.sciencewise.com/molis/ ).
With the HEB forum ScienceWise is providing a platform for KPMG Consulting to communicate
the results from their various Higher Education Benchmarking surveys
(http://www.higheredbenchmarking.com); enabling a collaborative exchange of ideas by the HEB
survey participants; providing a searchable reference center of documents, links and books on
the higher education administrative functions;
creating and maintaining a framework for
teambuilding and development of communities of
practice; and promoting discussion and dialogue
among cross-departmental, internal/external, and
dispersed teams.
Participants will be able to share best practices,
flag lessons learned; and will encourage
understanding and acceptance of the principles of
a learning organization through their participation.
Goals of the HEB Forum are to:
Create a collaborative learning community
dedicated to knowledge transfer;
Increase participation in the surveys;
Generate repeat traffic to the HEB Forum and HEB survey sites;
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Create marketing opportunities for ScienceWise and KPMG;
Realize increases in productivity in relationship to decreased travel time and time away
from the office;
Provide forum for accessing required reports and sharing new strategies;
Give team participants an easy way to share documents, link threads seamlessly, call
attention to "hot topics" and lessons learned, and to stay engaged with each other in
ongoing Study Area related discussions;
Increase ROI on new programs through faster rollouts;
Extend and deepen e-delivery capability;
Create a library of relevant resources; and
Provide a seamless environment that is smooth, easy, and exciting to use.
The kick-off event is designed to build energy and visibility around the concept of the HEB forum,
and to give members a chance for a structured orientation to operating in the online collaboration
environment.
Group Jazz Project Deliverables
Task 1: Establish Design Requirements
Plan and facilitate face-to-face “kickoff design meeting” with members of the Group Jazz
project team, ScienceWise and KPMG to develop a functional specification detailing the
event environment template and online modules to be used
Develop a project timeline and project plan for initial set-up of space
Monitor project administration for initial set-up of space
Create and facilitate online private joint design team (Group Jazz/Client) room
(“Production Studio”) – built within the HEB forum space
Task 2: Custom Site Design
Prototype the initial graphical look-and-feel of the environment, including graphics, layout,
“rooms”, etc. for kickoff event and ongoing discussions. This site will include creating and
maintaining a single gateway web page at http://www.higheredbenchmarking.com - a
URL currently registered to KPMG.
Provide the prototype of the site design to client for approval. Upon client acceptance of
the design, development will begin.
Develop the virtual Consortium ongoing space and kickoff event per specifications above.
o This includes up to 16 hours of custom development required to pass user
authentication data between Caucus user registration and the CAE survey site to
accomplish the following:
Capture userid and password during registration for the collaboratory
and send it to a designated web location specified by CAE
Capture changes to userid and password for the collaboratory and send
it to a designated web location specified by CAE
KPMG and CAE are responsible for ensuring that the new/updated login
information works properly on the CAE site
Verify proper operation of all components through a formal test process developed by
Group Jazz quality assurance team.
Task 3: Content Management
Design process for populating ongoing Consortium rooms with client content
Design process for changing gateway page with new client content
Create and place FAQ and Caucus navigation descriptions and tips
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Place initial content, resource materials, attachments and links (provided by client) in
appropriate locations on client's behalf. Additional content over the course of the year
will be managed and placed by client.
Test initial content links for accuracy and performance
Task 4: Facilitation Training Materials
Provide training materials online for facilitators to study and reference:
Best Practices for Online Facilitation
How to Get the Most Out of an Online Event
Caucus FAQ’s
Facilitation training is available from Group Jazz as part of the Additional Services
Options.
Task 5: Participant support
Provide online participant orientation for use of Caucus and the HEB forum environment
Create initial set of user ID’s (user names and passwords) for design team and core
organizers.
Determine registration process to client's specifications and implement (client vs. Caucus
emailing login info to participants, self-registration vs. Caucus/client registration, etc.)
Ensure ease of navigation and use for participants through online support and
communication marketing materials
Task 6: Facilitation Support
ScienceWise and KPMG will be responsible for primary facilitation.
Facilitator coaching will be provided by Group Jazz, Inc during the kick-off event and
Phase I (first three months) of the project.
Facilitation training and ongoing facilitation coaching is available from Group Jazz, Inc. as
part of the Additional Services Options.
Task 7: Group Jazz Site Management
ScienceWise and KPMG will be responsible for site management.
Site management support is available from Group Jazz, Inc as part of the Additional
Services Options.
Task 8: Licensing and Hosting
Provide the host environment for the Group Jazz Center with 24 hour 7 days per week
server support on Group Jazz leased servers (under Group Jazz Hosted model).
Provide client with use of the Caucus software
Assure that HEB forum utilizes the most recent software
Monitor the environment to ensure its continued operational stability and functionality
(under Group Jazz Hosted model).
Task 9: Technical Help Desk
Provide first- and second-level* technical and end-user email
support via telephone and email Monday through Friday 9:00 a.m. to 5:30 p.m. daily.
Every attempt will be made to respond to all support requests beyond hours of operation
within 24 business hours.
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Monitor the on-line Help Desk on a daily basis and respond to all questions posted online
as soon as possible (usually within a few hours).
Provide Frequently Asked Question files and Navigation Tips to aid the participants.
*First level support: Initial contact person (typically the Project Manager, who has Caucus technical
expertise)
*Second level support: The second level support person has a very strong technical background and
provides support to the first-level support person. If the first-level support person cannot provide adequate
help, s/he will contact the second-level support person, relay all previously gathered information about the
problem, and put the second-level support person in touch with the end-user.
Client Deliverables
Assign a primary contact and point of authorization or Project Manager. This single point
of contact will be responsible for facilitating all communications between Group Jazz and
client.
Assure that all members of the project team and all participants have basic PC skills
including the ability to send and receive email with attachments, and use basic browser
functionality.
Assure that all members of the project team will take the initiative and time necessary to
learn functions and concepts necessary for the success of an ongoing online consortium
– particularly if training sessions are not included as part of this contract.
Provide all reference material, links, and content descriptions in finalized format. Client
will be responsible for revisions once content has been placed by Group Jazz.
Manage all required marketing and incur all marketing costs (for example, notifying
participants of the availability of the HEB forum and training on its proper organizational
use, supplying promotional items, advertising/public relations).
Provide all company-specific graphics (such as company logos) to be used in the site.
Serve as moderators/facilitators to assure active and appropriate participation in the HEB
forum. This will include frequent daily monitoring of all discussion and provision of
guidance to participants.
Ensure that participants can fully access (read and post responses, read and post doc
and multi-media files to and from the server, upload graphics, etc.) the HEB forum
through company firewall (under Group Jazz hosted model).
Cost of Services
ASP Group Jazz Hosting
Design and Implementation of HEB forum (Tasks 1 through 8), $ 30,000
including Licensing & Hosting services for kick-off event and first three months
of operation
License & Hosting (for month 2 and on)
Up to 500 users $ 1,000/month
501 to 1000 users $ 1,500/month
1001 to 2000 users $ 2,000/month
2001 to 3000 users $ 2,500/month
This pricing is based on (1) one year commitment and (2) assumptions about frequency of logins
and intensity of data exchanged as discussed in preparation of this proposal. Pricing for
additional users beyond the quoted 3000, significant increases in bandwidth requirements
associated with high volumes of data exchange (for example, access to large multi-media
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materials) will be negotiated on an as needed basis and implemented as a contract modification
to this Statement of Work.
ADDITIONAL SERVICE OPTIONS*
* Group Jazz believes that the inclusion of all the “options” below are necessary for a successful
HEB forum. In the absence of these options, Group Jazz will expect assurances from the client
project team that they will take the initiative and time necessary to learn functions and concepts
necessary for the success of an ongoing online consortium.
Project Team Training $750
Create online orientation site for joint (Group Jazz/Client) project team
Provide online training (Q&A and additional materials as necessary) and ongoing support
to the Consortium project team on use of Group Jazz and best practices for online
communication and collaboration.
Training estimated time is 4 hours virtual (telephone and online).
Facilitator Training $1,500 initial
$500/month continuing
Create private online training room (Facilitator Central) within Group Jazz environment
Facilitate and manage ongoing Q&A regarding content of online training materials
Be available for on-the-spot coaching on how to handle specific current situations in the
Consortium
Proactively provide recommendations for sustaining and increasing the effectiveness of
the interactions among Consortium members
Group Jazz Site Manager Training $750
4 hours virtual (telephone and online) training, as follows:
Train client staff to change site Center Pages and Home Pages (add, remove, or change
links and images on those pages), and to develop additional site components.
Train client staff to provide orientation for participants.
Train client staff to use Caucus Manager features (set access permissions, create new
“rooms,” run registration reports, etc.)
Group Jazz Site Management $150/hour
Change site Center Pages and Home Pages (add, remove, or change links and images
on those pages), and develop additional site components.
Provide ongoing orientation for new participants.
Set access permissions.
Create new “rooms” to meet growing/changing needs of Consortium
Provide registration reports to client.
Consulting on site architecture and design.
It is understood that timeliness of deliverables and review and sign-off on Group Jazz
deliverables will directly affect Group Jazz’s ability to meet agreed upon deadlines. Prices will
increase with additional participants. These prices are valid until July 31,2001.
Additional services will be billed separately at a rate of $100-$200 per hour depending on the
nature of the work. ScienceWise will provide written approval in advance prior to the start of any
additional services.
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Group Jazz Systems will invoice client 50% of the fee prior to commencing the pre-production
phase, and the remaining 50% on the opening date of the virtual Consortium. Ongoing hosting
fees will be billed at the beginning of each month.
Other direct costs that may become necessary in support of this project, such as travel, lodging,
meals, are not included in the submitted proposal. Prior approval of both parties will be required
for all costs other than those for local transportation that will be reimbursed at the rate of $.345
per mile.
Upon receipt of a signed statement of work, Group Jazz will be prepared to begin production
within 10 (ten) business days. Group Jazz usually requires 6 (six) weeks from the date of
signing this agreement until the site is ready to go live. We can accelerate this schedule
for launch in 4 (four) weeks in this case if needed to stay on track with original plans.
Statement of Work Acceptance
ScienceWise, Inc. Group Jazz
Signature Signature
Name (Please print) Name (Please print)
Title Title
Date Date
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