4-Scope of Work (Deliverables).pdf

Brand Infrastructure and Implementation Services for Dell Medical School (Ref # 721-26087)

4.5.1 Phase 1: Brand Infrastructure and Operationalization

Activities

4.5.1.1 Translate existing brand guidelines into scalable, implementation-ready systems and structures

4.5.1.2 Develop enterprise template architecture aligned with established brand standards

4.5.1.3 Define standardized design systems for consistent use across departments and platforms

4.5.1.4 Ensure all templates and materials are structured to meet WCAG 2.1 AA accessibility standards, including:

4.5.1.4.1 Color contrast compliance

4.5.1.4.2 Accessible document structure (e.g., tagged PDFs)

4.5.1.4.3 Email and digital communication accessibility

4.5.1.4.4 Provide recommendations for organizing and managing templates and materials for internal use.

Key Deliverables

4.5.1.5 Enterprise template architecture and system framework

4.5.1.6 Defined accessibility standards and implementation requirements (WCAG 2.1 AA) to be applied across all templates, materials, and platforms

4.5.1.7 Defined structure for organizing, naming, and managing templates and materials across shared systems (e.g., DAM, cloud storage, self-service tools)

4.5.2 Phase 2: Templates & Materials Development

Activities

4.5.2.1 Design System Extensions: Develop a suite of brand-aligned textures and graphic elements that extend the existing visual identity system and support flexible application across print and digital channels.

4.5.2.2 Templates and Materials Development: Develop reusable templates for common organizational needs across academic, clinical, and operational contexts.

4.5.2.3 Functional and Operational Requirements

4.5.2.3.1 Develop templates that function within key platforms and systems, including but not limited to:

4.5.2.3.1.1 Epic

4.5.2.3.1.2 Adobe Experience Manager

4.5.2.3.1.3 Microsoft 365

4.5.2.3.1.4 Canva or other self-service tools

4.5.2.3.2 Deliver production-ready, implementation-ready templates and materials (not conceptual designs)

4.5.2.3.3 Align asset delivery with established metadata, taxonomy, and naming conventions

4.5.2.3.4 Define and apply tiers of template usage, such as:

4.5.2.3.4.1 Self-service templates (broad departmental use)

4.5.2.3.4.2 Guided-use templates (limited flexibility)

4.5.2.3.5 Develop adaptable templates that enable departmental use without design support

4.5.2.3.6 Establish regular review cycles with Brand and Creative Services and key stakeholders

Key Deliverables

4.5.2.4 Enterprise template library aligned to prioritized needs, including:

4.5.2.4.1 Core Collateral

4.5.2.4.1.1 Business cards

4.5.2.4.1.2 Letterhead

4.5.2.4.1.3 Email signatures

4.5.2.4.1.4 Slide decks (two variants, one focused on donor relations)

4.5.2.4.2 Marketing and Communications

4.5.2.4.2.1 Flyers (three variants, one focused on donor stewardship)

4.5.2.4.2.2 Brochures

4.5.2.4.2.3 Rack cards

4.5.2.4.2.4 Campaign and social media templates

4.5.2.4.2.5 Digital advertising units

4.5.2.4.3 Digital and Email

4.5.2.4.3.1 HTML email templates to support:

4.5.2.4.3.1.1 Public-facing newsletters (two variants)

4.5.2.4.3.1.2 Appeals (two variants)

4.5.2.4.3.1.3 Institutional announcements

4.5.2.4.3.1.4 Campaigns (three variants)

4.5.2.4.3.2 WYSIWYG-aligned templates for:

4.5.2.4.3.2.1 Internal newsletters (two variants)

4.5.2.4.3.2.2 Events

4.5.2.4.3.2.3 Leadership communications

4.5.2.4.4 Patient Communications

4.5.2.4.4.1 Appointment reminder cards

4.5.2.4.4.2 Patient education sheets

4.5.2.4.5 Donor Communications

4.5.2.4.5.1 Donor impact report template

4.5.2.4.6 Web and Platform Components

4.5.2.4.6.1 Enhancement of existing web templates and components to incorporate updated visual elements, including brand-aligned textures. (Scope is limited to design, documentation, and specifications; no CMS configuration, front-end development, or platform implementation is required.)

4.5.2.4.7 Signage and Environmental

4.5.2.4.7.1 Environmental (three variants)

4.5.2.4.7.2 Wayfinding and on-site communication materials

4.5.2.4.7.3 Billboards/OOH (three variants)

4.5.2.5 High-quality, production-ready, brand-aligned templates and materials compatible with Epic, AEM, Microsoft 365, Canva, and other identified systems

4.5.2.6 Library of brand-aligned textures and supporting graphic elements, with usage guidance

4.5.2.7 Template usage tier framework and guidance

4.5.2.8 Template documentation and usage instructions

4.5.2.9 Standardized layouts for recurring materials

4.5.3 Phase 3: Brand Adoption, Training, and Enablement

Activities

4.5.3.1 Develop a centralized brand rollout toolkit, including practical “how to use the brand” guidance, documentation, and reference materials aligned to real-world workflows and use cases

4.5.3.2 Develop and execute a comprehensive knowledge transfer and training plan, including:

4.5.3.2.1 Role-based training (e.g., designers, administrators, general users)

4.5.3.2.2 Live training sessions and recorded modules

4.5.3.2.3 Step-by-step documentation and user guides

4.5.3.2.4 Support sessions during transition

4.5.3.3 Define success metrics and an adoption tracking approach

Key Deliverables

4.5.3.4 Brand rollout toolkit (implementation-ready, including templates, guides, and supporting materials)

4.5.3.5 Brand usage guidance and reference materials aligned to workflows and use cases

4.5.3.6 Training program and materials, including:

4.5.3.6.1 Role-based training decks

4.5.3.6.2 Recorded training sessions

4.5.3.6.3 User guides and quick reference materials

4.5.3.7 Brand adoption and performance framework, including:

4.5.3.7.1 Defined success metrics (e.g., template adoption rate, reduction in customer design requests, brand compliance scores)

4.5.3.7.2 Measurement approach and reporting cadence