Please provide a short summary of project activity over the last week

Wordworks update 22 January 2025

Update on WW project and its progress

Anything I have missed? Please add your notes as needed!  

Lots of hard work getting the final details in place for the main site and resource hub prototype. This along with unedited content, resource types and categories, digital assets (logo etc) is all set to be finalised this week. 

Once the prototype is finalised (today/tomorrow), it can be shared with MD (Ian and Robyn) and WW (Jane , Jacs & possibly Rowen) for a final sense check and sign-off by WW.  We'll schedule briefing with dev shortly after sign-off (briefing to happen early next week)

Updated work schedule based on what we know now: * does not include SEO work. TImeline - Gantt chart - Wordworks  for Wordworks

Next phase of work due to start later this week / next week

Note:

We're busy compiling a cost estimate for expanding Salesforce functionality to include notifications for the different pipelines. (Including cost estimates for Whatsapp/ SMS integration to Salesforce).
I met with Thabisile to go through the Wordpress to SF data sheet (sheet still being finalised). 

Lots of conversations and meetings to move the project along

Note that Ian is out from the 12th of November to the 20th of November so I am going to cancel the 10 am Tuesday - questions for Ian stand-ups for the next two weeks

Think that's all but feel free to add more details as needed

Anything else, feel free to add! 

Wordwork's application for Salesforce license donation (10 licenses) has been submitted by Thabisile . Once eligibility has been verified (expected early next week), we will receive the Salesforce instance and start customisations.

Weekly update - 18 September 2024

We're in the final stages of the site map feedback and hope to get sign- off on the 19th of September. We have shuffled timelines to accommodate the delay and the knock-on affect has us moving dev from the 25th of October to the 21st of November -  hopefully we can claw back some of the time/ stay on track as much is reasonably possible.  Unfold have kept this week clear to try and deliver feedback edits on the site map as quickly as possible.

Basecamp has been structured and a communication process has been put in place to help streamline all key stakeholders working together harmoniously 🤩

 WW / Rowen is actively working on the tools we need for dev and MD dev has set up the multi-site and theme. We'll start adding the plugins we already have access to next week. Rowen and team have briefed the WW team via a baseline questionnaire for Salesforce so I believe that this is on track and underway.

The new schedule will be added to Basecamp as soon as we know if the site map will be signed-off tomorrow.

We assigned a bunch of new tasks (to do's) to Jane so heads up about that. 

Screenshot 2024-09-18 at 12.47.54.png 172 KB • Download

Thank you! 

The categories:

All the costed items are listed under these umbrellas so hopefully it makes sense and delivers what you need. 

I'd like to get the bi-weekly check in's scheduled but believe that this makes sense once the briefs are in / dev is under way - if you feel we need to start this sooner, do let me know.  If you have a preference on which day to meet, also let me know so I can block out the time and get these into our calendars sooner rather than later - the checkin is supposed to be short and focused on areas we are stuck, using Basecamp for the regular updates.   I am therefore thinking of scheduling 20 minutes for these chats to start.

Thanks so much! 

I think that's all folks! 

Ian and Robyn met to work on the WW plan - Robyn needs to create the structure which is planned for Thursday morning (our full day Thursday has become an afternoon) 

We'll share when we need what and by Monday for the latest. We're thinking of doing a monthly report & milestone update, with Wednesday status updates to continue in Basecamp.

We'd suggest two checkin meetings per month which is an opportunity ask questions on anything we are stuck on / you are stuck on. 

Contracting is under way and Unfold are applying changes to the site map & meeting with a few key people to discuss the edits to the site map which will inform the wireframe. 

We've been working away on scoping out and putting timelines to our work in developing Wordworks' new home on the web. Our progress:

What to expect:

Jane Rowen – I'd like to propose that we take a similar approach to scoping and costing the CRM component. We have a lot of information to work with already, but I'd like to map out our understanding of requirements before we provide a cost estimate for the project. Let me know if that makes sense to you, and I'll give you a mini-proposal for our work on this initial phase of the CRM. 

Great meeting with Jane and Rowen today - the first round of workshops has been completed. Ian has prepared a MIRO board with the thinking around the various website elements and how they could possibly link together.  Jane will chat to the team to review the board and flag any obvious gaps / concerns. 

We're going to deliver site map plans for the Resource Hub and Website with a light touch on LMS as the order of priority is 

We may bring certain aspects forward as the plan reveals itself and some of the work may need to happen simultaneously where it makes sense.  E-commerce will fit into the various sections.

We'll be delivering the site map thinking, initial timelines and resources required at a high level, as well as the cost of the scope. 

We'll chat to Jane as we go and plan on delivering the site map and have all the other pieces of work with the WW team by the 22nd of August. We'll record our thinking around the site map to share with the team. 

This gives everyone an opportunity to absorb the information and check the recording + gather feedback and thoughts. Jane is going to give some thought to the next wave of sessions needed (who and when ) but we're thinking sometime around the last week of August. 

We are expecting more workflows this week and some additional thinking around the MIRO board site structure particularly around the version control and handover from google drive to the  resource hub where we need to understand what process will be left  off-line and what we need to cater for in the resource hub (version control / google drive and the information that Jacqui specifically wants) We will however, get going with the timelines, costing and site map work keeping in mind that we may need to adjust thinking when the feedback comes *if needed. 

Additional CRM workflow conversations to happen post approval of scope and when we move onto the next phase. 🤩

I believe that's all for now but feel free to add your thoughts 💡

We wrapped up the first CRM kick-off workshop and are ready to chat about E-commerce on Friday. 
We've shared an invite for a WW connect & alignment next week Wednesday, 31 July. 
Matogen and Unfold are pulling information together (on Monday) in preparation for our chat on Wednesday. 

Wordworks team met today to reflect on the two workshops held this week.  Feedback was that they have found the preparation and presentations useful for clarifying our own needs and expectations and felt that Matogen/ Unfold were listening carefully as evidenced from the Miro boards, questions, tentative ways forward and trust that this information is all being constructively shaken into the mix together with previous puzzle pieces provided! :)

We identified tasks arising from the two workshops for the WW team.  We would appreciate Matogen feedback on relevance and timeframes for the tasks we list below for the overall project.

CHECK AND RESPOND TO MIRO BOARDS - each unit to engage.

ADDITIONAL WORKFLOWS to be developed by relevant teams to clarify some as yet unpacked elements of the resource hub cluster of work 

* Jane/Paulene WordNetworks partner management wrt access to resources 

* Paulene/ Bonga Programme communications through email, whatsapp, socials etc.* 

* Colleen/ Jacqui/ Paulene / Tahirih Stock projections & planning, (incl orders, funded materials.)
* Colleen, Thabisile, Bonga and Jacqui to discuss workflows for report writing, production, publication and dissemination. 

ALL WORKFLOWS will be consolidated and affected units to make suggestions for improvements and opportunities for automatisation 

LMS PLANNING
Jane and Paulene to meet to
*Determine a preferred schedule and timeline for LMS publication on the new platform (mapping to programme strategic and launch priorities)
*This will be reality checked with Jacqui ito Materials Unit budget and capacity constraints (both of which are contingent on platform choices, and Matogen's involvement in course development). 
*Associated communications, materials, programme administration, course participant mentorship, and data management requirements will be projected for the 2024/5 programme cycle and annually until 2030.

* Jacs to QA literacy, resources spreadsheets by end July

* Jane/ Paulene to apply tags/ categories by end August   (NB once our proposed tags/ categories adjusted/ approved by Matogen)

* Jacs to QA governance, MEL reports spreadsheets by end August

* Thabisile/ Jacs/ Colleen to develop tags/ categories for MEL and Governance reports, approved by Matogen by mid Sept
 * Thabisile/ Colleen to apply tags/ categories by end September

I'm not sure if you're needing my feedback here :) I get the alerts, but so far my feedback very much overlaps with Matogen and Jane. Please let me know if you're wanting insights from me, and a different perspective on what you would be relaying?

Next steps: 

We are off to a productive start, and I am super excited about the core team of Jane, Rowen, Robyn and me tackling this project. I think we have an excellent balance of realism and idealism, experience across tech, non-profit operations, education, project management and real-life grit and determination. 

We had our first official kick-off call last week Friday, where we explored some of our initial questions and got a better understanding of what Wordworks actually does. From there we described a couple of next steps, including: 

With Rowen and Ian out of office over the next week or so, we agreed that the questionnaire is most time sensitive, and we intend to have that ready by the end of the week.