Description

OSU Libraries has contracted with Madison Avenue Collective (MAC) to conduct research on the OSUL website (including Cascades and Guin) and provide recommendations for site architecture in preparation for our move from the end-of-life Drupal 7 to Drupal 9/10. They will complete this work in two phases as described in the Scope of Work. After that work is completed, LIT will begin implementation.

Please direct questions to Margaret Mellinger. If Margaret is not available, Beth Shields can field questions.

Scope of Work

Phase 1 Discover (Research and Strategy)

MAC will complete an in-depth, comprehensive evaluation and assessment of the current website and our organizational goals and objectives. MAC will use the findings of this assessment to make informed, strategic, and tailored recommendations regarding the architecture, design, and development of the new website as we move into later phases of the project. MAC will complete the following work to gain a comprehensive understanding of the project, your objectives, and your target audiences.

Internal Document Review
Comprehensive Website Audit (UX Information Architecture and Content)
Online Survey
Interviews and Focus Groups (up to 10 hours)
Website Analytics Audit

PHASE 1 DELIVERABLES:

Key findings from internal document review
Comprehensive website audit
Survey results and key findings summary
Interviews/focus group recordings
Website analytics audit
Summary written report of key findings & recommendations
Presentation of findings and recommendations to key stakeholders

Phase 2 UX/UI Planning and Design

UX/UI Planning & Design, MAC will take the approved recommendations from the previous phase and use them to define a web strategy for your project that meets the goals and objectives while also beginning to implement this through the creation of a new information architecture (IA) and visual design mockups. This phase is informed by the

findings from our Discovery and further collaborative discussions with your project team. The purpose of this phase is to think strategically about the user tasks, content, user pathways, and design choices to plan the new web information architecture, wireframes, and ultimately the interface visual design. This approach allows us to plan, develop, test, and implement a new design and web architecture along with user acceptance testing. To do this we’ll complete the following tasks.

Website Information Architecture (IA)
Functional and Technical Specifications Documentation
Homepage Visual (UI) Design Mock-ups
Visual Design (UX/UI) for Mobile and Desktop
User Testing

PHASE 2 DELIVERABLES:

Information Architecture (IA) for the three OSU Libraries websites:
library.oregonstate.edu, guin.library.oregonstate.edu, cascades.library.oregonstate.edu)
Functional & Technical Specifications Documentation
Two Homepage Visual (UI) Design Mock-ups
Visual Design files for all templates (up to 10 total) and all components used in site design and development, which will be applied to all three sites.
Visual Website Style Guide identifying color and other differentiating design elements
Clickable website prototype in Figma
User test development (tasks and screens) with written summary of findings
Facilitation of 5 user testing sessions with recorded audio/videos

See attachment for full proposal.

Timeline: October 2023 - January 2025

Task	Who is involved	Start date	End date	Comments
Kick off Meeting with MAC	MAC staff, Beth Shields Margaret Mellinger, Kenna Warsinske, Corey Gillen	10/10/2023	n/a	Notes

PHASE 1 Discovery (MAC and OSUL people) October 2023 - January 2024
Internal Document Review	MAC staff	10/11/2023
Online Survey	MAC staff	10/11/2023	22 Nov 2023	Final Survey link (for distribution): https://forms.gle/wmfP6nKcBv519dDh7
Website Audit	MAC staff	10/11/2023		Includes Monsido (accessibility evaluation tool)
Website analytics audit	MAC staff	10/112023		Google Analytics for sites, Primo and Canvas
Focus Groups/Interviews	OSU Students, OSU Faculty, ECampus, Branches, LEAD, Library Admin, LIT, RAS, R&L LIST OF PARTICIPANTS, Dates and Times	11/29 11/30 12/1	Completed 12/1	Focus groups of 4-6 people at 1 hour each. Questions will be sent to participants in advance.
Summary Report	MAC staff; all library staff		12/2023	Report summary presented to library in Admin briefing. Full report attached.
Presentation of findings MAC staff and small group in early January. Summary to all library staff at Admin briefing 1/18/24
Submitted Requisition for payment of first phase - MAC and Mellinger
PHASE 2 UX/UI Planning and Design (MAC) January 2024 - March 2024
Information Architecture	MAC staff		Ending March 25	Generally 1 site with 3 locations (Corvallis/Valley, Newport/Guin, Bend/OSU Cascades) Information Architecture https://docs.google.com/document/d/1YzCuVLM1w7GugnXc8Q_Wz-OVspmFuQMjl3Cm7_rBmss/edit Final IA document
Visual Design for all three sites	MAC Staff	Beginning April 1	MAC presentation to LIT 5/3/2024
Homepage Visual (UI) Design Mock-ups	MAC Staff, presented to all library staff		5/08 in person 5/13 on Zoom	Home page (Rnd 2): https://bit.ly/3QvK7RU Wireframes (Rnd 2): https://bit.ly/44yFXP5
Presentation of designs An opportunity to provide feedback on designs will be given to all library staff. Decisions about the final design will be made after input from all with Anne-Marie and Kerri as the final decision-makers
Technical Documentation	MAC staff	Completed
Style Guide	MAC staff	Completed		Style Guide
User test development	MAC staff	Completed		MAC tested 5 users in early July
User testing	MAC staff	Completed		User testing summary document

PHASE 3 Implementation (LIT) July 2024 - January 2025
Build new websites using MAC designs	Beth Shields, Kenna Warsinske, Corey Gillen, Christa Wright, Christian Flores			UIT consultation as needed.
Test new websites	Using MAC tests, LIT staff and others			Meet usability and accessibility standards
Launch new sites	OSUL, Guin, Cascades			Launch: December 20, 2024

PHASE 4 Maintenance (LIT and others) January 2025
Create Web Team	LIT is proposing that all departments will have a point person on the Web Team (subject to LAMP conversation and approval)			The point person will be trained to work with web pages, to help others in their departments. They will bring issues and ideas to quarterly meetings.
Train Web Team	LIT and Web Team			Using the documentation (technical and visual standards )
Schedule quarterly meetings	Web Team			To discuss any issues with creating and maintaining pages. To help plan for any larger change or enhancement.
Devise processes for maintenance and enhancements	LIT and Web Team			Clearly define who is responsible for maintenance and the document the processes for deciding on major changes to the site (s).

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