Web Development Brief Template
Document Sample
Web Development Brief Template
About this template
This template document is designed to be used by organisations that need to
document their requirements for a new website. It provides a structure for explaining to
web developers, or an in-house team, the aims of your new website, who it is to appeal
to and what you want it to look like, what features it is to employ and how you intend to
maintain it. This template also suggests the rules and method for going about the
tender process – rules for tendering, selection criteria etc.
Website Development Brief
1 About the organisation
Organisation’s mission statement
Services/products offered
History of the organisation – esp. if relevant to this project
History of the current website (and past websites)
Technical environment
computers – type, operating system (eg Windows XP), how are they connected
computer systems – financial, stock & inventory, databases (customer)
Intranet – whether you have one, if so what are the details
method of connection to the Internet - dial-up or broadband
2 E-business vision and objectives
The material in this section comes from the organisation’s e-business strategic plan – ie the
overall strategy for its engagement with the Internet.
What is the vision of using Internet based technologies?
What are the objectives of having a website, using email, doing business online?
What are the intended outcomes of the engagement with the Internet?
3 Aims of this website
what is the aim of the website
what do you want the website to achieve
how, when and by whom will the website be evaluated
budget allocation (inc gst) – how much have you allocated for the development
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Web Development Brief Template
4 Target audience(s)
Be as specific as possible about who the target audiences are. Provide as accurate a
breakdown of the demographics as possible, eg gender, age groups, location (state, national,
international, rural, city), interests. Provide some assessment as to their likely experience
using the Internet.
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Web Development Brief Template
5 Project management
Explain the management structure - who are the decision-makers, their respective roles,
internal decision-making procedures. Detail your expectations re project meetings:
how frequently the project team is to meet with the developers
the agenda for those meetings
what is expected of the developers by way of reports
how proceedings are to be recorded
how disputes are to be resolved
Project schedule: Specify the deliverables and milestones, your timeframe and any
stages you specifically require in the development process.
6 Contents
content scope – how many words, images, maps, minutes of video, audio etc
content type - eg text, photos, audio, and their current format - eg digitised, hard copy
provide an information design map showing all headings and sub-headings to be
used in the site and how they relate to each other.
Content maintenance: How is the content to be maintained after the launch eg via a
content management system, editing software eg Macromedia’s Dreamweaver,
Contribute or Microsoft’s Frontpage?
If you want a content management system outline
features and controls you want for managing the CMS
the required interface, features and controls for adding (esp in Microsoft Word
format), deleting, moving and editing words, pages and objects including
images, video files
document management features
required level of compliance with all relevant international standards including
accessibility
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Web Development Brief Template
7 Functionality
Identify the functional elements that are to be included in the site. Describe in as much detail as
possible how you envisage each function will work from the user’s perspective. Include the
results or information you want and what tracking you want to be able to do when users access
that functional element. For example, state how many online forms you want, how many fields
of information each will contain, who the completed form is sent to in your business and in what
format – as text in an email or a file that can be imported into a spreadsheet, or is it to go
automatically to a database or other program?
Here are some of the features you might want to specify for your site and examples of the types
of specification you might need to include.
Feature Requirements for users Requirements for the editor
examples only examples only
Search search the website for words, phrases Automatically indexes content – ie no
and/or provide them with key topics input o maintenance required.
from which to choose. Result page to Keywords
rank results and categorise according
to areas of the site.
Online forms Forms to be accompanied by Requires a form building tool so staff
instructions, forms to be saved and can build and edit forms without
accessed at any time by the users. recourse to the web developer.
Extranet is User enter user name and password Establish, edit and manage list of
required giving access to specific pages in the users and passwords
site
Contact Us Users are to complete a form that Edit the designated staff member and
qualifies their enquiry and sends it to FAQ list
a designated staff member. FAQs will
be part of this section of the site.
Subscription Users are to be able to subscribe and Compose e-newsletter and emails
email lists & unsubscribe to email lists and and send to multiple recipients. Lists
newsletter e-newsletter automatically managed
Downloadable PDFs, images, audio files etc will be
files on the site and should be
accompanied with description of file
type, size and estimated time to
download
Text only version Users are to be offered the choice of Automatically generated and parallels
of the site only viewing the text on the site, (no the normal version of the site
photos, diagrams etc)
Site map Link to site map to be available on Automatically updates when headings
every page. changed, added, moved.
Multilingual a page with text in selected languages
requirements is to be available via country flag
button on the home page providing
phone number of staff to contact for
help
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Web Development Brief Template
Feature Requirements for users Requirements for the editor
examples only examples only
Email a friend e-mail a friend is to be available on
relevant pages of the site – eg
information pages
Printer-friendly available on every page of the site.
function
Bookmarking Users are to be able to bookmark
specific pages of the site.
Links to other Links to other sites must enable users Internal and external link checker is to
sites to return to this site be provided.
Interactive Use the form building tool for this
questionnaires /
surveys / polls.
Animations and Specify user interface and
videos instructions.
8 Graphic design and usability
Detail your design criteria eg it must comply with the corporate identity/brand
usability – specify what page layout, navigation features (eg breadcrumbs) and
helpful devices you want on the pages – provide a list of do’s and don’t’s
provide URLs of websites you regard as good examples of what you’re seeking
Specify accessibility requirements eg issued World Wide Web Consortium -
www.w3c.org
9 Databases (if applicable)
Are users of the site to “talk” to your organisation’s database(s)? If so, outline:
whether there is a need for instant links to keep the database up-to-date
instantaneously or if periodic (eg daily/weekly) updating is sufficient
what restrictions are required for access to your database(s) and what level of
security is required
how often you expect users to access the database(s) and how many at any one time
(estimate) – eg if the site is to accompany an exhibition, when do you anticipate
greatest access to the site?
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Web Development Brief Template
10 E-Commerce (if applicable)
Do you want users to be able to purchase products and/or services via this site? If so, be
specific about:
the products and services which are to be offered online
the payment processes which are appropriate - eg instantaneous via a secure online
payment solution or users to provide credit card details with their order, leaving the
organisation to process the order and payment manually
the fulfilment details – how you are going to ensure supply and how the product or
service is to be delivered
how and where the terms and conditions of purchase (returns, refunds policy,
disclaimers etc) are to be displayed to users.
11 General technical Issues
Speed – the optimum speed and any special factors that may impact on it.
Hosting and Web Server arrangements – are you doing it or an ISP?
Metadata – provide <50 keywords, website description <25 words
Usage monitoring and reporting requirements
Requirements for the solution to comply with industry standards
Miscellaneous - eg the target audience’s capacity to access the Internet
12 Testing and revision
What is to be tested and under what conditions?
Your respective roles and responsibilities
When will testing take place? – at the beginning, during and/or just before launch?
Who pays for changes that are required as a result of feedback from the testing?
13 Training and documentation
documentation requirements – covering what and in what format eg online
training in use of maintenance system – how many people need to be trained and if
there are any special circumstances eg multiple locations?
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Web Development Brief Template
14 Required information
Tenderers’ written responses are to provide, as a minimum, relevant information using the
headings below and preferably in the order given:
14.1 Company information
Name of tenderer, Australian Business Number
Place of business and Postal address
Contact person’s name and title including telephone, fax number and email address
Provide the name and contact details of the tenderer’s principal accountant who may
be asked to provide your organisation’s audited accounts for the past three years in
order to verify financial viability.
Sub-contractor agreements - provide details of any agreement with any proposed
sub-contractor.
14.2 Proposed team
Provide details of each person who will work on this project – name, role, qualifications and
relevant experience.
14.3 Explanation of proposed solutions
The following general solutions being sought:
1. the content management system
2. specific functionality
3. graphic design
4. hosting
5. etc as required
The CLIENT NAME would appreciate respondents addressing each of these aspects of the
solutions being sought. With regard the CMS and specific functionality, please detail the
features of the CMS under the following headings:
features and controls for managing the CMS
the interface, features and controls for adding (esp in Microsoft Word format), deleting,
moving and editing words, pages and objects including images, video files
document management features
level of compliance with all relevant international standards including accessibility
Please state and explain:
the terms, conditions and cost of post-launch support of the CMS and of any
associated licence agreement
the names of organisations in Australia using the proposed CMS and contact details
of people within those organisations we may contact to enquire about the quality and
appropriateness of the CMS.
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Web Development Brief Template
14.4 Compliance – technical, accessibility and design
Please state the degree to which your proposed solution complies with relevant international
standards and Australian Government standards – technical, accessibility and design.
Provide the URLs of websites you have developed that comply with these standards.
14.5 Proposed methodology and project management
Provide details about your proposed methodology for undertaking this project and the project
management system you will employ. Please provide details of your risk management policy
and procedures.
14.6 Additional information and ideas
Respondents are invited to propose additional or alternative elements and functionality to that
which is stipulated as a minimum in this document.
14.7 Compliance with the Agreement
Please specify the degree of compliance with the terms and conditions stated in the draft
agreement. Provide details of any areas of non-compliance.
14.8 Client referees
Provide the contact details of three client referees for whom the tenderer has developed similar
websites and whom the evaluation committee is able to contact if required. Please provide a
brief description of the web project relevant to each referee.
14.9 Litigation and legal
Detail any prosecutions or legal actions taken by or against the tenderer. Detail any pending
prosecutions or legal actions taken by or against the tenderer. Provide details of any
investigation into the respondent, any subsidiary or affiliated body, whether in Australia or
overseas, by the Australian Securities Commission or any other Government authority.
14.10 Fee and costs
The following template is to be completed and included in submissions. It is designed to assist
tenderers calculate their fee and to assist CLIENT NAME compare this aspect of all
submissions. A fee range may be quoted for individual items and for the total, with an
explanation given as to the rationale behind determining the minimum and maximum fee
range.
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Web Development Brief Template
14.11 Schedule of fees and costs
Fee/Cost Elements Fee / Cost GST Total
Project Management
Stage 1: Technical specification and Project Plan
Stage 2: The development
Provide, configure and commission content management system or
off-the-shelf editing software eg DreamWeaver, FrontPage
Graphic design and navigation design
E-commerce and shopping cart solution
Other features: eg database setup
Stage 3 – Delivery and Deployment
Testing
Documentation
Training (total of 4 hours <5 staff)
Sub Totals
First 12 months post launch
Content Management System licence/warranty/support
Hosting
Other – Please specify
TOTALS
Total hrly
Post-launch support Hourly fee GST
fee
Hourly fee for providing additional programming support (ie outside
the scope of the project plan) as and when requested by CLIENT
NAME post launch.
Hourly fee for undertaking additional graphic design work (ie outside
the scope of the project plan) as and when requested by CLIENT
NAME post launch.
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Web Development Brief Template
15 Conditions of tendering
15.1 Agreement
The successful tenderer (the supplier) will be required to enter into a formal contract with the
CLIENT NAME.
15.2 Ownership of tender documents
All tender documents will become the property of CLIENT NAME on submission.
CLIENT NAME may make copies of the tender documents for any purpose related to this
project.
15.3 Tender validity period
Offers shall remain open for acceptance for six months from the submission of the proposal.
15.4 Compliance, partial compliance or non-compliance
The tenderer will be taken to agree or comply with all conditions of all parts of this document
unless the tenderer specifies otherwise, giving reasons.
15.5 Tenderers to inform themselves
Tenderers are responsible for taking all necessary steps to inform themselves of the client’s
requirements, terms and conditions in regard to tendering for this project.
15.6 Tenderers to meet costs
Tenderers are to meet all costs of responding to this document, including preparation,
submission, lodgement and negotiation costs.
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Web Development Brief Template
15.7 Criteria for selection
CLIENT NAME will be guided in their selection of the supplier by, but not limited to, the
following criteria (listed below in no particular order):
quality and appropriateness of the proposed solution
quality and appropriateness of the proposed team
is able to deliver a project of this size and nature within the time-frame proposed
value for money
demonstrates an understanding of the project requirements
quality and appropriateness of the proposed methodology
quality and appropriateness of any alternative solutions proposed
level of compliance with terms and conditions of the agreement
value of additional relevant skills and experience to contribute to the project
nature of the endorsement from referees (referees may not necessarily be contacted)
financial soundness and viability
15.8 Acceptance of tenders
CLIENT NAME may accept the whole or part of a tender
CLIENT NAME does not necessarily accept the lowest priced tender or any tender
CLIENT NAME reserves the right to negotiate with any tenderer or to seek
clarification of the contents of a tender from any tenderer
CLIENT NAME reserves the right to obtain any of the nominated products and
services from any party, whether that party is a tenderer or not
nothing in this document, or in any tender, or both, shall be construed to create any
binding contract (express or implied) between CLIENT NAME and any tenderer
CLIENT NAME reserves the right to stop or vary the tender process, or re-tender, at
any time
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