Budget and Timeline
Work Plan
Project Phase
Futurpruf Involvement
CUPE EWBT Involvement
Project Phase
Onboarding
Futurpruf Involvement
- Kick-off meeting - help organize and set agenda
- Build out project management microsite
- Develop initial introductory communications (emails) to two groups of project stakeholders
CUPE EWBT Involvement
- Identify core Project Champions from internal team and board
- Identify members for member advisory team
- Review introductory communications and provide contact information
Project Phase
Branding Phase
Futurpruf Involvement
- Work with the CUPE EWBT to book branding workshop
- Develop and send pre-workshop branding survey
- Host branding workshop
- Develop and present brand vision (English, with logos in both languages)
- Send brand content to translation
- Finalize brand and develop brand guidelines (English and French)
- Develop and send brand assets
- Design branded templates (in English): PPT, Word, letterhead, e-signature, email (OFT and or email platform), business card, etc.
- Arrange translation of branded templates and create French versions
CUPE EWBT Involvement
- Support the booking of branding workshop
- Review and approve pre-workshop branding survey
- All project stakeholders complete pre-workshop survey
- Project Champions attend in-person branding workshop (3-5 hours)
- Project Champions attend brand vision presentation and provide feedback (1-2 hours)
- Approve final brand guidelines
- Review and approve branded templates
Project Phase
Website Phase
Futurpruf Involvement
- Work with the CUPE EWBT to schedule website workshop
- Develop and send website pre-workshop survey
- Conduct virtual or in-person website workshop
- Develop and present website wireframe (including architecture/site map)
- Finalize website architecture
- Create content and specialty media (English) to fit approved website architecture
- Send content for translation
- Design and development of website (English)
- Design and development of website (French)
- QA
- Organize User Acceptance Testing (UAT) and incorporate feedback)
- Final updates to website
CUPE EWBT Involvement
- Support the booking of website workshop
- Review and approve pre-workshop website survey
- All project stakeholders complete pre-workshop survey
- Project Champions attend virtual or in-person website workshop (1-2 hours)
- Project Champions attend website architecture and wireframe presentation and provide feedback (1-2 hours)
- Approve final website architecture
- Review and approve site content
- Select project stakeholders (Project Champions and member representatives) complete UAT
Project Phase
Implementation and Rollout
Futurpruf Involvement
- Conduct website training (virtual or in-person) for the CUPE internal team (recorded)
- Provide website training documentation in English and French
- Develop and present launch campaign and plan
- Develop campaign assets (English)
- Send campaign assets for translation and then develop those
- Arrange and execute website migration
- Arrange and execute launch campaign plan
- Conduct post-launch debrief and post-launch
CUPE EWBT Involvement
- Internal CUPE EWBT team attends website training session (virtual or in-person) (1-2 hours)
- Review and approve project launch campaign and plan
- Review and approve campaign assets
- Provide necessary back-end system access to Futurpruf team for migration
- Testing migration propagation
- Prepare for potential increase in member questions/contact following launch
Project Phase
Ongoing Partnership
Futurpruf Involvement
- For 3 year duration:
- Website hosting and regular back-end maintenance/updates
- Regular website backups and security monitoring
- Send monthly website analytics report with insights
- Provide ongoing website support
CUPE EWBT Involvement
- Add new content to website via templated CMS collections
- Provide new internal team members with training documents and recorded training session
- Engage Futurpruf team for support with adding or editing non-collection based content
Budget and Timeline
Work Plan
Project Phase
Onboarding
Futurpruf Involvement
- Kick-off meeting - help organize and set agenda
- Build out project management microsite
- Develop initial introductory communications (emails) to two groups of project stakeholders
The CUPE EWBT Involvement
- Identify core project champions from internal team and board
- Identify members for member advisory team
- Review introductory communications and provide contact information
Project Phase
Branding Phase
Futurpruf Involvement
- Work with the CUPE EWBT to book branding workshop
- Develop and send pre-workshop branding survey
- Host branding workshop
- Develop and present brand vision (English, with logos in both languages)
- Send brand content to translation
- Finalize brand and develop brand guidelines (English and French)
- Develop and send brand assets
- Design branded templates (in English): PPT, Word, letterhead, e-signature, email (OFT and or email platform), business card, etc.
- Arrange translation of branded templates and create French versions
The CUPE EWBT Involvement
- Support the booking of branding workshop
- Review and approve pre-workshop branding survey
- All project stakeholders complete pre-workshop survey
- Project Champions attend in-person branding workshop (3-5 hours)
- Project Champions attend brand vision presentation and provide feedback (1-2 hours)
- Approve final brand guidelines
- Review and approve branded templates
Project Phase
Website Phase
Futurpruf Involvement
- Work with the CUPE EWBT to book website workshop
- Develop and send website pre-workshop survey
- Conduct virtual or in-person website workshop
- Develop and present website wireframe (including architecture/site map)
- Finalize website architecture
- Create content and specialty media (English) to fit approved website architecture
- Send content for translation
- Design and development of website (English)
- Design and development of website (French)
- QA
- Organize User Acceptance Testing (UAT) and incorporate feedback)
- Final updates to website
The CUPE EWBT Involvement
- Support the booking of website workshop
- Review and approve pre-workshop website survey
- All project stakeholders complete pre-workshop survey
- Project Champions attend virtual or in-person branding workshop (1-2 hours)
- Project Champions attend website architecture and wireframe presentation and provide feedback (1-2 hours)
- Approve final website architecture
- Review and approve site content
- Select project stakeholders (project champions and member representatives) complete UAT
Project Phase
Implementation and Rollout
Futurpruf Involvement
- Conduct website training (virtual or in-person) to the CUPE EWBT internal team (recorded)
- Provide website training documentation in English and French
- Develop and present launch campaign and plan
- Develop campaign assets (English)
- Send campaign assets for translation and then develop those
- Arrange and execute website migration
- Arrange and execute launch campaign plan
- Conduct post-launch debrief and post-launch
The CUPE EWBT Involvement
- Internal CUPE EWBT team attends website training session (virtual or in-person) (1-2 hours)
- Review and approve project launch campaign and plan
- Review and approve campaign assets
- Provide necessary back-end system access to Futurpruf team for migration
- Testing migration propagation
- Prepare for potential increase in member questions/contact following launch
Project Phase
Ongoing Partnership
Futurpruf Involvement
- For 3 year duration:
- Website hosting and regular back-end maintenance/updates
- Regular website backups and security monitoring
- Send monthly website analytics report with insights
- Provide ongoing website support
The CUPE EWBT Involvement
- Add new content to website via templated CMS collections
- Provide new internal team members with training documents and recorded training session
- Engage Futurpruf team for support with adding or editing non-collection based content
Timeline
The timeline below gives an overall estimation of the schedule for the project. In execution, this may look slightly different given that each sprint is organized so that all project team members are being utilized to full capacity. If one project phase is delayed, we will organize the next sprint to begin work on other items that aren’t dependent on the delay.
Budget
Below we give a cost estimate for each phase of the project. We have calculated these estimates using time and effort inputs that we have developed from our experience with other similar projects.
- Onboarding - $2,500
- Branding Phase - $20,000
- Website Phase - $32,500
- Implementation and Rollout - $5,000
- Ongoing Partnership (3 years) - $7,500
Total estimated project cost = $67,500
Notes and Assumptions
General Terms
The CUPE EWBT will own all intellectual property created.
We take confidentiality and data security very seriously. We agree to keep confidential all information provided to Futurpruf over the course of the project. All client communications and dashboards are password-protected, and the online tools and data storage we use are hosted in North America.
We invoice 25% of the project fee up front, 50% of the project fee at the end of the branding phase, and the remaining 25% at the website launch. All invoices are subject to applicable taxes.
We provide net 15 payment terms. We appreciate payment via direct deposit, cheque or e-transfer, but can accept online web payment with credit card, subject to an added processing fee of 3%.
Liability for our services provided is limited to the total of the fees charged for the services.
The cost estimates above include:
- All Futurpruf team member time and travel
- All major Futurpruf work on the brand and website is reviewed by a top benefits communications consultant, Valerie Travis of Bespoke Benefit Solutions, to ensure accuracy, mitigation of risk, and suitability for the members
- An innovative project management tool to ensure complete transparency and open communication between Futurpruf and the CUPE EWBT
- All material costs for design and build of brand and website (including commercial image licenses, website application technology, design tools, etc.)
- All content, design, and development for branding and website, as outlined in the Scope of Work
For our budget and timeline, we have assumed that:
- While all relevant stakeholders will have an opportunity to provide meaningful input on brand and website, only a core team of project champions will be involved in reviewing and approving detailed elements of the project deliverables. This helps to move the project along without major delays.
- There will be no major delays in receiving revisions and sign-off from the CUPE EWBT. This ensures that we are able to commit to the schedule outlined in our Timeline section.
- The new site will consist of a maximum of 15 custom pages (parent and child, e.g., Home page, Your Benefits Plan, etc.), and 3 custom post categories of templated content (e.g., newsletters), of which the number of posts is determined by current site PDFs and content. This means that all content and design for 15 custom pages is included in the project cost, as well as design/build of all PDFs as pages on the new site. If more pages requiring both copy and design are required, the cost is $2,000 per web page.
- The estimated cost for translation is $2,000. However, this cost will vary based on the amount of new content developed for the project. Any translation costs above this amount will be invoiced directly to the CUPE EWBT.