In December 2010 and January 2011 CLIR decided to move the DLF site to WordPress and I completed a project to recreate the 2008/2009 Drupal design as a WordPress theme and transfer the content from the Drupal site to the WordPress site. In January 2011 DLF Program Officer, Rachel Frick, decided to have a small group test out the new site during February. She asked me to implement some changes to the WordPress site that she, CLIR staff, and testers may request.

This proposal describes the deliverables, costs, and timeline for updating the DLF website to accomodate these changes and documenting the site for current and future staff.

Updating the site

CLIR staff have requested a number of changes to the DLF site before it goes live. These changes would include:

• add links and logos for listerv, twitter, facebook to home page sidebar
• create five sample job stories from past DLF-A postings
• revise the main menu and the community submenu to include interest groups, jobs, collaborations, and notes
• install or create a plugin to provide a WordPress "shortcode" that would display recent stories from given categories on regular WP pages
• move diglib.org mail to DreamHost and get info@diglib.org to forward to dlf@clir.org
• implement VaultPress on the DLF site
• add a version of the CLIR logo provided by CLIR staff to the homepage sidebar for consideration

This task would be done during February 2011. Some of the tasks would require consultation with CLIR staff.

Deliverable 1: updated DLF website, visually similar to the 2008/2009 site.

Cost: $1,200

CLIR staff have recruited a few testers who will provide feedback about the site. Monitoring these requests would include:

• gather feedback from testers and report it to CLIR staff
• implement any simple theme changes staff decides should be carried out
• describe level of effort required to carry out non-trivial changes to the site that have been requested

Deliverable 2: update DLF website to reflect feedback from testers, document requests not carried out.

Cost: $600

Documentation and training

While this WordPress site is considerably simpler to operate and maintain than the Drupal site would have been, it is still a fairly intricate construction. Documentation will help current and future staff come up to speed on the structure of the site and the maintenance tasks required to keep it running smoothly. Documentation would include:

• description of site structure, parts of typical pages and posts, navigation, and the sidebar
• description of how content flows through the site keeping it current
• identification of maintenance tasks and how to edit stories and pages
• basic instructions for managing regular WordPress updates
• description of how the diglib domain is set up including hosting and DNS 21
• notes on how the old DLF site interacts with the new site
• list of credentials required to manage the site
• notes on the diglib theme

This task could be accomplished during the same weeks assigned to the first deliverable.

Deliverable 3: a written introduction to the DLF website

Cost: $900

Rachel (and perhaps others) need a personal tutorial of how to edit in WordPress and manage this site in particular. This task would include:

• walkthrough of the site and its structure
• basic instructions on editing the site with the web back end and with MarsEdit

This task would be done at a mutually agreed upon time in February.

Deliverable 4: a telephone tutorial

Cost: $400

Availability for support

WordPress is relatively easy to manage and has been getting simpler to work with as it matures. However, the DLF theme is a bit of a kluge since it will be adapted from Drupal with many odd choices still intact. For the first few months or year DLF may want to have assistance available to tweek the theme and help with advice and instruction. I believe it will be possible to run the new site without any support, so this is an optional item that may just increase the comfort level with the new system. Tasks include:

• limited theme changes to accomodate evolving practice
• availability to answer website related questions by phone and email
• occasional troubleshooting of content issues (fixing HTML in posts or pages)

I would propose a retainer equivalent to roughly one hour of my time per month, for six months (March-August).

Deliverable 5: A support resource for Rachel and other CLIR staff managing the DLF site.

Cost: $900 ($150 per month)

Putting the picture together

As a consultant, I do not charge by the hour. The costs above will be charged as a flat rate. These costs total $4,000, but I am also prepared to extend CLIR a 20% discount on the deliverables 1-4 bringing the total cost to $3,380. I will submit an invoice for $2,480 at the end of February and an invoice for $300 every other month (April, June, and August) for the ongoing support.