Public website
A modern website with a warm, friendly and familiar aesthetic, and clear paths for LIBU’s stakeholders.
Explore the website
GeostarProposal
Let It Be Us
2. Project objective
Modernize Let It Be Us and improve key operations so the organization can serve more children and families and connect children with safe, permanent homes.
- Modernize and simplify the website
- Give staff and stakeholders better tools to improve operations and support more placements
2.1 Project in Three Parts
Operations App
Tools for families, caseworkers and LIBU staff to manage profiles, cases and referrals.
Explore operationsMatching Module
An extension of the Operations App that opens approved collaboration, suggested matches and referrals across agencies.
Explore the module3. New website
A modern website with a warm, friendly and familiar aesthetic, and clear paths for each of LIBU’s stakeholders: families, professionals and supporters. Rebuild in WordPress so staff can keep content and guidance current.
- 99% uptime target with minimal downtime. This is a target, not a guarantee; hosting and support terms are to be agreed.
3.1 Approach, structure and delivery
Preserve LIBU’s familiar brand while modernizing page layouts and visual hierarchy. Make it easier for families, professionals and supporters to understand their options and find their next step.
Clear audience paths
Three main doors: For Families · For Professionals · Support Our Work
Supporting navigation: About · Resources, with a prominent Donate link.
Built for the team
- Review content, hierarchy and stakeholder needs with LIBU.
- Use reusable WordPress blocks, editable navigation and staff handover.
- Design for performance and visibility in Google and AI search.
3.2 Three Homepage Approaches
Style examples. A new modern take on LIB’s familiar look. Open the comparison gallery ↗
4. Operations App
Open the wireframes ↗Operating model
4.1 Foster families
Maintain their own persistent family profile and stay connected to cases they’re interested in.
- Create and maintain their family profile, save progress and update information.
- Inquire about relevant cases and stay connected as conversations progress.
- Upload forms and follow case conversations with LIBU.
4.2 Caseworkers
Submit cases and work with LIBU in one place.
- Create emergency or adoptive placement cases and provide required documents.
- Track case status through LIBU review.
- Review families LIBU shares and discuss next steps within the case.
4.3 LIBU staff
Coordinate the work across families, caseworkers and agency partners.
- Approve accounts, review cases and manage publication.
- Search family profiles, review inquiries and share selected families with caseworkers.
- Keep documents, internal notes and separate case conversations organized.
5. Matching Module
The Operations App, extended across agencies.
Build on LIBU’s existing profiles, cases and referrals. Authorized partner caseworker teams can review suggested matches, understand why they may be a fit, and coordinate referrals across agencies, with LIBU keeping oversight.
Before · LIBU network
Operations App
Foster familiesMaintain their own profiles
Let It Be UsCoordination & oversight
Internal referrals
CaseworkersWork with LIBU
After · Across agencies
Operations App + Matching Module
Agency A
Agency B
Agency C
Let It Be UsCoordination & oversight
Agency D
Agency E
Agency F
Authorized agency connections · Approved sharing
More matching potential · Human-reviewed referrals
6. Timeline
A proposed fourteen-week plan: eight weeks for the website and Operations App, followed by six weeks for Matching Module.
| 1 Weeks 1 to 2 6.1 Discovery & scopeMilestone 1Scope approved | 2 Weeks 3 to 4 6.2 Design & approvalMilestone 2Designs approved | 3 Weeks 5 to 6 6.3 Build & reviewMilestone 3Review complete | 4 Weeks 7 to 8 6.4 LaunchMilestone 4Website launch & Operations App pilot | |
|---|---|---|---|---|
| Website | Review content and audience journeys with Kate. Agree the sitemap and content to carry over, update or add. | Refine the chosen direction and design the key page layouts for families, professionals and supporters. | Build the WordPress pages and editable components, migrate approved content and review with staff. | Check mobile layouts, accessibility, performance and redirects. Train staff and launch after approval. |
| Operations App | Walk through the three user journeys. Confirm workflows, visibility, HubSpot data and the first-release scope. | Refine screens for all three users and agree permissions, notifications and HubSpot field mapping. | Build the agreed account, profile, case and conversation workflows. Connect and test the agreed HubSpot sync. | Test permissions, data sync and complete workflows. Train LIBU staff and begin a controlled pilot with selected users. |
| Deliverables | Sitemap, content plan, reviewed app wireframes and agreed build scope. | Approved website and app designs, plus the integration plan. | Working website and Operations App in a private review environment. | Live website, Operations App pilot, training and handover. |
| Payment | 0%due at Milestone 1 | 25%due at Milestone 2 | 25%due at Milestone 3 | 50%due at Milestone 4 |
Weeks 9 to 14 · Matching Module
After the Operations App pilot, extend the foundation to approved partner agencies so their teams can review suggested matches and coordinate referrals across organizations.
Proposed six-week extension after the Operations App pilot. Detailed scope and delivery milestones remain subject to review and agreement.
7. Investment
Proposed investment. Amounts and ongoing terms remain subject to agreement.
Technology · $170,000
| Website redesign and implementation | $39,231 |
|---|---|
| Operations App design and implementation | $82,820 |
| Matching Module extension | $47,949 |
| Technology subtotal | $170,000 |
Proposed nontechnology · $80,000
Subject to LIBU and funder approval.
| Marketing and recruitment | $36,000 |
|---|---|
| Launch events and agency onboarding | $14,500 |
| Program coordination and data readiness | $14,500 |
| Legal and privacy | $7,500 |
| Contingency | $7,500 |
| Nontechnology subtotal | $80,000 |
Combined proposed Year 1 budget$250,000
Funding assumption: Susan’s email describes an offer of up to $250,000 for technology. Eligibility of the proposed $80,000 nontechnology allocation is unconfirmed and requires LIBU and funder approval; this combined budget does not represent an approved grant allocation.
Existing HubSpot licensing is assumed. Any additional third-party fees are to be confirmed.
| Year 1 | Year 2 | Year 3 | Year 4 | Beyond |
|---|---|---|---|---|
$250,000Proposed Year 1 budgetTechnology $170,000 First-year hosting, maintenance and support included for delivered functionality. | $10,000/yearOngoing supportHosting, maintenance, updates and support. | $10,000/yearOngoing supportHosting, maintenance, updates and support. | $10,000/yearOngoing supportHosting, maintenance, updates and support. | $10,000/yearOngoing supportAnnual support, continuing as needed. |
Annual support from Year 2 onward is outside the initial $250,000 project budget.
Support covers hosting, monitoring, backups, routine updates, bug fixes and support for the delivered website, Operations App and Matching Module. New features and functionality are scoped separately. Support response times and operational responsibilities will be confirmed before launch.