Step 2: Prepare Project Scope Document
Using the document you created during your needs analysis, create a detailed plan for what types of content and functionality will be included in the new intranet and how it will be organized. Each type of content and specific functionality should be described in as much detail as possible. If some fine points aren't available or decided upon, they should be noted so they can be reviewed, discussed and settled during the scope document approval process.
As well as your written descriptions, it is recommended that you include an illustrated site map in your scope document. It should depicts the hierarchy of information in the new intranet and allow people studying it to visualize what the user experience will be from a pure information-flow perspective. If you're not an artist and have access to a digital production artist, give them a roughly drawn sketch with specific details and have them create something slick and compelling (note that including basic symbols and a legend always goes over well with visually-oriented people). If you're going to produce it yourself and you're not an artist, then keep it simple and straightforward.
[ Simple Diagram of Site Map ]
Once you know what you intend to do and how it will be done, it is important to determine: what resources are likely to be available for this project (technical personnel, non-technical personnel and funds); what the development approach will be; where the site will be hosted; and what degree of personalization and security will be required. This information is necessary for determining scheduling and costs.
Ask each resource how much time will be required to complete their various aspects of the development process, and then double their estimate before including it in your schedule. This might seem excessive to someone who hasn't worked on projects like this before, but it is an unfortunate reality that almost all initial estimates by qualified, experienced professionals working on web-based projects fall short by approximately 50%. In cases where a "buffer zone" of 100% is not added to original time estimates and a deadline is inflexible, considerable overtime will be worked in order to meet the deadline. So, to keep the resources and their project manager less-stressed and more-loved, use the Factor of 2 Rule as a matter of course.
When all the time estimates have been gathered, prepare a Gantt Chart (using Microsoft Project, Visio or some other project management software) that shows all the tasks required for your intranet's development and deployment. Each task should have a brief descriptive name (1-4 words), and should indicate what resources are required to complete it. It is also important to create relationships between the tasks and to state what preceding tasks must be completed before another one can begin. By creating a project schedule with an interdependent task list, managing changes and delays (and their bottom-line impact to the entire project's schedule) will be much easier.
[ Simple Diagram of Gant Chart ]
Once the scope and schedule have been determined, a cost must be calculated. If all resources are on salary in your organization, then attributing a cost to the project will depend on your company's algorithms. It's best to discuss this with your accounting department, if it is relevant to your project. There are certainly many cases where the only costs that are important to an organization are outside costs. If this is the case, obtain quotes from your various suppliers (if necessary) and reserve the right to ask for new quotes if the scope of work changes during the revision and approval of your Scope Document.
Once your deliverables, schedule and cost have been established, finesse them all into your Project Scope Document. Take extra care to be realistic and explicit. Don't promise more than you can deliver. Being realistic means setting expectations that you can meet; and being explicit means including as many details as possible instead of generalizations. This applies to everything in your Scope Document. Remember that you don't want to be making the complaint that you need to meet impossible deadlines and fulfill unrealistic expectations with inadequate resources. This is one of your key opportunities to make sure this doesn't happen.