HR NEO Vendor Kickoff Meeting Notes 05-01-08

• Attendees:

Agenda

• Project Goals
• Roles
• IS&T Integration
• Review Timeline
• Communications
• Weekly Meetings
• Next Action Items Project Goals
  

Project Goals

Julienne Dean expanded on the business goals listed in the RFP, and how this project fits into a larger revamping of the New Employee Orientation program. With respect to the web look and feel, she expressed this major theme: the web's content and design should speak to the individual. E.G., we need to consider the practical needs of a new employee starting out at MIT, while making benefits information accessible to all. 

NEO Functional Roles

IS&T Integration - MIT Certificate Acquisition

All MIT employees needing computer access have to obtain a MIT Certificate, which is a small data file residing on the employee's personal computer. The certificate authenticates MIT employees when they access secure web sites such as Benefits Enrollment. IS&T has begun a project to reduce the time and steps necessary to obtain this certificate. The timing of this project will affect some of the content on the NEO web site.

Review Timeline

We reviewed the major milestones listed below, and no initial concerns were raised. Kathleen Thurston-Lighty and Wing Ngan will identify additional milestones and their timing.

-   5/1:      kickoff meeting

-   7/1:      web-site design and multi-media technology/design accepted

-   7/12:   all editorial material presented for final review

-   7/15:   begin usability study of top level pages

-   7/15:   Proto-type multi-media segment produced for review

-   7/21:   all final edits back to writer

-   7/31:   final written content to developer

-   8/12:   review and approve top and second-level pages; approval to proceed

-   8/15:   all pages coded and populated with final content; multi-media segment complete; testing begins

-   8/26:   final testing and debugging complete

-   9/3:      launch

Vacations:            Janet 7/21- August 4

                           Tom last week of June

                           Ken 8/1 - 8/8

                           Wing - one week in May
 

Communications

1. Preferred way of exchanging digital material:

Kathleen Thurston-Lighty - Word Documents via email

Wing Ngan - will develop a web site front end to different design mock ups.

2. To post documents/comments, the following Wiki is available:            https://wikis.mit.edu/confluence/x/9gq6

Note: access is restricted to MIT employees; the system requires a MIT certificate.

3. Names and contacts

4. Email distribution list. We will create a MIT email distribution list to address all project team members.

Weekly Meetings

We will hold weekly meetings on Tuesdays from 2:00 to 3:00 pm. People can attend as needed. A teleconference phone number will be published prior to each meeting.

The first meeting is Tuesday, May 13.

Next Action Items

Email Distribution List - Ken

Image/Photographer Research - Tom, Julienne, Janet

Lincoln Lab packet requirements - Julienne

5/1 - 7/21 intermediate milestones - Wing & Kath

Setup teleconference phone number - Ken

Links of Interest:

HR Connections (non-publicized version of a NEO site):

          http://web.mit.edu/hr/connections/index.html

Multimedia Sites:

            U. Chicago; built using Captivate

            http://hr.uchicago.edu/train/benefits_central/NEO_Benefits_Main_Menu.htm

            Stanford; built using Macromedia Breeze

          http://benefits.stanford.edu/presentations/benefits_overview/index.htm