Web Development Brief Template Page 1 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 Web Development Brief Template Page 2 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. Web Development Brief Template Page 3 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 Web Development Brief Template Page 4 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 examples only Requirements for the editor examples only Search search the website for words, phrases and/or provide them with key topics from which to choose. Result page to rank results and categorise according to areas of the site. Automatically indexes content – ie no input o maintenance required. Keywords Online forms Forms to be accompanied by instructions, forms to be saved and accessed at any time by the users. Requires a form building tool so staff can build and edit forms without recourse to the web developer. Extranet is required User enter user name and password giving access to specific pages in the site Establish, edit and manage list of users and passwords Contact Us Users are to complete a form that qualifies their enquiry and sends it to a designated staff member. FAQs will be part of this section of the site. Edit the designated staff member and FAQ list Subscription email lists & newsletter Users are to be able to subscribe and unsubscribe to email lists and e-newsletter Compose e-newsletter and emails and send to multiple recipients. Lists automatically managed Downloadable files PDFs, images, audio files etc will be on the site and should be accompanied with description of file type, size and estimated time to download Text only version of the site Users are to be offered the choice of only viewing the text on the site, (no photos, diagrams etc) Automatically generated and parallels the normal version of the site Site map Link to site map to be available on every page. Automatically updates when headings changed, added, moved. Multilingual requirements a page with text in selected languages is to be available via country flag button on the home page providing phone number of staff to contact for help Web Development Brief Template Page 5 Feature Requirements for users examples only Requirements for the editor examples only Email a friend e-mail a friend is to be available on relevant pages of the site – eg information pages Printer-friendly function available on every page of the site. Bookmarking Users are to be able to bookmark specific pages of the site. Links to other sites Links to other sites must enable users to return to this site Internal and external link checker is to be provided. Interactive questionnaires /surveys /polls. Use the form building tool for this Animations and videos Specify user interface and 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? Web Development Brief Template Page 6 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? Web Development Brief Template Page 7 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. Web Development Brief Template Page 8 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. Web Development Brief Template Page 9 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 Post-launch support Hourly fee GST Total hrly 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. Web Development Brief Template Page 10 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. Web Development Brief Template Page 11 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