Web Project Management Basics | Creative Services Procedures Manual

Get the Assignment

Most projects are assigned by your supervisor. Clients may also contact you directly to ask you to work on assignments, especially for projects that you work on most often. In these cases, let you supervisor know about the request to ensure you’re available to work on the project.

You’ll want to obtain project information from management, such as:

Open a new job or add a component to established project?
Client expectations
Timeframes
Notes from previous discussions/decisions with the client
Parameters
Budget considerations
Benchmarking background

You will likely need to submit an estimate to the client for approval. Be sure to get an estimate approved and an IPO, journal entry, or PO from from the client before starting work. See the Financial Basics section for more details.

Project Team

A Web Project Team includes a project manager, creative director, and the web lab. A supervisor may be involved in early project meetings.

If the team isn't already set, do the following:

Talk to John Van Cleaf, assistant director of creative services - design, so he can assign a designer.
Speak with Eve Burris, assistant director of creative services - web, who will tell you who in the web lab should be your main point person.

Consult art regarding questions related to the design of the pages and the lab for any technical questions.The multimedia lab helps with all-things technical, such as with creating sites, building pages, and troubleshooting.

For more information, visit the Web Development Process section.

The Financials

You should not move forward with a project until you have submitted an estimate to your client and received an MOA and funding. If you need an exception due to time constraints, get approval from your supervisor first.

We have determined what tasks should be included for most Drupal projects, as well as pricing ranges. You should include these parameters in your estimates.

Project Kickoff meeting

Prepare for the kickoff meeting. Confirm with management what information should be distributed or reviewed at the meeting. For example, if you are having a meeting to discuss a project’s website, perhaps you’d like to review the Drupal Basics website with the client.

Prepare a basic agenda all meetings, including this kickoff meeting. The agenda might include a discussion of the following:

Project goals
Scope of work
Time frame and any anticipated impacts to deadlines (such as unit demands or vacations)
Primary client contact person and a back-up contact
Client expectations for format (print, web)
Budget (approaches vary, so this should be covered with your supervisor before discussing with client)
Peer/Benchmark Background
Approval process (who will be involved in approving deliverables)

Learn the web development process step-by-step.

Status Updates

Throughout the project, be sure to record and communicate important decisions and project milestones via email status updates with your client. Updates can summarize the items completed, changes and to the project schedule, updates on accounting, and next steps.

Client Training

Web project managers or web lab members train new Drupal users in the course of the project. Updated web manuals can be found at drupalbasics.rutgers.edu. Group or one-on-one drupal training is usually offered to clients and can be done in room 172A here at Davidson Hall on the Busch Campus. The scheduling of this room is handled by the Office of Instructional Technology, so you will need to send an email to Jt Chirco, jt@oit.rutgers.edu and/or Keri Budnovitch, kbudnov@oit.rutgers.edu.