Web Site Documents

Current Industry Status Currently there is no specific set of documents or specific requirements of these documents. However, certain documents and commonalities by necessity exist.

Request for Proposal The request for proposal, or RFP, is usually issued by a well-established entity such as a government agency or corporation. It specifies the nature of the work to be done and asks the potential developers for specifications, proof of ability, and pricing.

Client Questionnaire Often, particularly smaller clients, will not issue an RFP. You may wish to develop a standard questionnaire which you personally go over with your potential client. Many features of web sites are similar and predictable. Include those. This way you also have a record that a particular site component was discussed and selected or declined.

Proposal The proposal serves as a marketing document. In it you are seeking to convince the potential client that you are the development firm they should hire. The proposal is written to echo the needs and wishes of the client back to them.

Bid The bid is probably attached to the proposal. In it you specify the charges for the specified services. Bids are usually on a per-project basis, but are on occasion hourly.

Contract The contract specifies exactly what each party expects of each other, but typically does not go into the specific project specifications. It may refer to the project specifications. A firm would probably hire the services of a lawyer to draft a standard contract.

Contract – Page 2 At a minimum the contract includes the following: Who has ownership What is to be accomplished Who is responsible for doing what A time frame or frames Price and terms of payment

Project Specifications The Project Specifications may or may not be the same as the proposal. This document is ‘The “Bible” for the Web project, used by both the client and the project team.’ I can not stress how important it is to specify exactly what services you are offering. This is necessary. It protects you from “feature creep”.

Work Order A work order is a specific summary of work to be done and charges. It may be separate from or part of the contract.

Change Request Any changes – additions or deletions – the client requests MUST BE Documented. Anything verbal that can be misunderstood will be misunderstood! Charge for most changes. A change request may be a similar to a work order.

Storyboard A summary of the site, more detailed and descriptive than the site map. It illustrates usability and flow.

Style Guide The style guide is developed to ensure consistency across the development team and to give subsequent developers the information they need to maintain consistent look, feel, and branding. EVERY style question is answered therein. A typical guide may be 5 pages.

Templates You will actually only design a few levels of pages. The others will be similar. Include the following: Header Footer Navigation Content Area Logo Link to Home “Back to top” link Copyright info Meta Tags Title Common Includes Common JavaScript

Maintenance Plan Hey, why stop making money now? The best client is an existing client.

Task and Time Records You will estimate the costs and time requirements beforehand. You will then record the hours spent on various tasks. Then you will evaluate the projection versus the reality so you can refine your next projection.

The Reality… In reality your firm may use a variation on the previously mentioned documents. I have noticed consistency amongst professional firms and sources. Each plays a vital role.

Sources Rainmaking. Ford Harding. Bob Adams Inc. Exploring Web Marketing & Project Management. Emerick, Round & Joyce. Prentice Hall. Carta Inc.