portfolio | use case diagram | questionnaire (pdf)

2010
XYZ WEB SITE PROPOSAL

Bidding Company Profile

Web site creation, management and promotion since 1998
Project teams are assembled to suit the clients needs
Macromedia Contribute Administrator
Open source (content management systems) Joomla!, Plone, WP
Custom or templated design
Dynamic functionality using php, javascript, Flash, MySQL databases
Secure Ecommerce Paypal, merchant accounts, Amazon, carts, Paperstreet
Site Promotion Google AdWords, Yahoo ads, eBay, search engine listings
Summary of Goals
XYZ wants to develop a new web site to benefit of technological advances and improve the service provided
online. This requires a web site/web services that offer the most accessible content for the broadest based
audience possible. XYZ's needs require a content management system and database integration.
A formula utilizing open source software and a small, experienced team to achieve the greatest return on
investment is presented in the following proposal.
Contents of Proposal
1. Methodology
2. Feature List and Relationship to Goals
3. Production Schedule
4. Cost Estimates
5. Qualifications, References
6. Terms and Conditions
1. Methodology
Follow an agile methodology and work with a small, independent team of highly skilled professionals to
ensure:
1. Light process relies on human beings, not on rigid formality
2. Ability to work more rapidly and adapt solutions quickly during development
3. Based on short and frequent development cycle iterations
4. Saves costs by investing in expertise rather than overhead
Base the architecture of the solution on an open source Content Management System such as Joomla!, Mambo,
or Plone and economical 3rd party add-ons.
1. Saves time required to build a site from scratch by starting from an existing framework.
2. Saves cost as it is the customization and implementation rather than the software that is invested
in. To foster the open source community, a contribution is often given back in the form of
enhancements developed for the project.
3. Adds functionality that would otherwise be beyond the scope of the budget.
4. Makes maintenance easier if the CMS chosen has a solid architecture, and a large community of
developers and users (the time required to build such an architecture from the ground up would
have been prohibitive).
2. Proposed Feature List and Relationship to Goals
Accessible design (Tina compliant)
1. Cross-browser and platform compatibility
2. Text based navigation
3. Appropriate color contrast for readability
4. Resizable fonts and correct character encoding (ready for internationalization)
5. Print-friendly versions
6. Fast loading, light pages
7. Metatags, alt tags, title tags and tooltips where appropriate
Accessible design will allow a majority of users, including those with disabilities such as the visually impaired
and those with limited Internet connections using older browsers to generally access information. However,
given the nature of the Internet, XYZ should be aware that not every feature can possibly be made available to all
users, especially to users with very old or unsupported browsers.
Content Organization
1. Coherent structure
2. Time-saving conventions
3. Persistent navigation
4. Pathway (breadcrumbs)
Consistent underlying architecture will make XYZ on-line content easier for visitors and content managers to
find and use, improving transparency and information management. Usability translates into a positive visitor
experience and relationship with the provider.
Administrative control of site content
Traditionally this is a costly functionality and is often cheaply implemented. One of the benefits of using a CMS is
that they come with some basic built-in administrative back end functions.
1. Content creation, editing, updating, archiving and deletion throughout the site
2. Management of user groups and permissions: member, guest, editor, publisher
3. Creation and delivery of newsletter (html or text) to any or all groups of site users
4. Creation and archiving of data
5. Display and modification of Calendars or Schedules
6. Upload of podcasts, text-rss news, images and pages to correct sections
7. In-house control of membership options, promotions
8. Oversight of events submitted by the public and discussed in a members forum, linked to Calendar
Why not Contribute? The enhanced site administration of a CMS beyond the sole content updating that
Contribute offers provides increased usability for staff and timely dissemination of information. Contribue is a
good solution for sites less complex than the one in this proposal.
Suggested front-end features for a community-service site
1. RSS feeds of local news
2. RSS syndicated news from other sources
3. Podcasts of current and library (archive) materials listen or subscribe
4. Add rss or podcasts to MyYahoo
5. Online newsletter signup
6. Send this page to a friend
7. Print-friendly page
8. Join, purchase and/or donate securely on-line
9. Search site via keywords, including board minutes, playlists, news
10. Community event calendar with public submissions via the web, can synch with iCal
11. Moderated community forum associated to content such as events, news, programs
12. Site map
13. Program schedule viewable by day, week, topic, host or search keyword
14. Sponsor information tastefully displayed or linked to relevant items such as program descriptions or
podcasts, benefiting and encouraging participation of underwriters. Listings can be turned on and off by
date.
15. Graphic spots for reminders of how and why the organization needs support, tied in to relevant content,
will encourage user participation, contribution and awareness of the ways to do so
16. Expanded secure opportunities for online donations making it easier for users to act upon their
intention to give financial support or make purchases
The above features are possible within the estimated budget, provided that the precise requirements of XYZ do
not exceed the standard functions.
3. Tentative Production Schedule (to be finalized at initial meeting)
>Initial questionnaire completed and returned by client
> Meeting to go over questionnaire and develop project plan
> Upon contract signing discovery, user scenario and architecture development
> Pre-production: XYZ materials delivery, CMS installation, model development, presentation of design and
structure, adjustments if needed and approval
> Production: Customization of site components, production of site sections, iterations of adjustments
> Continues: On-line references, site and staff training, correction of problematic content, graphics, structure,
features
> Pre-launch: non-public site launch, final documentation, staff finalizes content, bug testing
> Launch: final payment and site launch upon XYZ green light.
>Post launch error checking and tweaks. Search engine submission.
4. Cost Estimate
This budget does not include web hosting. Organized, clear information and timely delivery of materials from
client is essential. If initial discussion indicates that critical items require more complexity than estimated, the
features would be prioritized to remain within the budget.

A budget is (usually) presented here based on specifics of a project.

5. Qualifications and Relevant References for bidding Company

(those relevant to project are listed here with contacts)
Access to a demonstration CMS site with similar features to those requested by XYZ can be provided upon
request, please contact me if you are interested in a test drive of a content management system. email a request
 via the main page contact information:
5a Potential Team Profiles
(team depends on project)
6. Standard Terms and Conditions
Fulfillment: Company (co) will provide the services described in the signed contract, and use best efforts to
complete the work within the estimated cost and schedule (granted client does not change the terms set forth in
the contract and meets their responsibilities as outlined in the contract).
Subsequent Changes to Initial Proposal: If it becomes apparent to WebDev that either cost or scheduling
are going to be exceeded due to changes or additions initiated by client or by unforeseen issues, WebDev will
advise client in advance.
Client Responsibilities: client agrees to provide WebDev with all information and materials needed for site
creation before production will commence.
1. Images must be cropped, corrected, sized and of acceptable quality and delivered in the appropriate web-
ready format such as jpg or gif.
2. Complete text needs to be provided in a final proofed electronic format ( for example, in an email or
word document attachment to an email) for each page of the site.
3. Audio for initial podcasts must be provided in MP3 format.
4. Clips for dual bandwidth stream to be provided by XYZ.
5. Streaming server technology to be arranged between XYZ and Host
6. Any member lists must provided in a format compatible (to be determined) with the MySQL database.
7. WebDev offers both image and copywriting services but they are not included in this estimate. Decisions
about migration of current site data are clients responsibility.
8. Client is responsible for no delay in review and sign-off on mock-ups or last-minute changes.
Deposit: client will pay 20% of the estimate with delivery of signed contract before commencement of services
beyond the initial estimate, questionnaire & planning meeting.
Payments: client will make payments as outlined in the contract. Services will continue upon payment for each
completed phase.
Warranty: client warrants that the content and information provided will not infringe upon any copyrights and
will be legally obtained and hold WebDev harmless for any breech of this warranty.
Ownership: Copyright in the design of the Web Site will belong to client according the to the Creative
Commons license, any third-party components (open source or otherwise) shall be subject to their own
particular licenses, if any.
Confidentiality: Neither WebDev nor client will divulge any confidential information without prior approval
and for no other purpose than to complete the assigned tasks.
Termination: client may terminate this agreement by notice in writing or via email to WebDev. WebDev will
invoice client for services performed up until the receipt of termination notice and provide client with all tangible
work to date. WebDev may terminate this agreement with 14 days written notice or for non-payment.
Mediation: Any unresolved claims will first be submitted to mediation and then arbitration.

Governing Law: This Agreement will be governed and interpreted by the standard terms and
conditions of such contracts and by the laws of the state of California.
This proposal, in whole or in part, may not be reproduced, stored, transmitted, or used for design purposes
without the prior written permission of Company.
The information contained in this document is not a binding agreement and is viable for the period of thirty days
from December 15,2005.

Document History

Version Issued By Issue Date Comments

1.00 Company Submit Proposal and Estimates

 Questionnaire
Web Development Worksheet
Completing this initial Comprehensive Worksheet is the first step in the development of your website. It is used
to gather the information needed to estimate the scope and cost of the proposed project. Dont hesitate to ask if
you have questions.
Please write N/A if a question is not applicable, and fill out your responses before the initial consultation.

Completion of this Worksheet is not a binding contract.

Client Information
Name:
Company:
Address:
City:
State:
Zip:
Phone:
Email:

Project:
Existing Domain Name(s)
Existing Web Site URL:
Existingn Social Media Profiles:
Budget & Schedule:
What is the desired launch date for your site?
Is there an event-related desired launch date?
Month/Date/Year ____________________________

Are all the materials needed from you already available or do you have them budgeted and scheduled? (proof
read copy, digital images, web cam, merchant account, hotel reservation system, etc.)
Development Needs
What type of web site development services are you considering?
__ Design of a new site / blog / newsletter / CMS (database-driven dynamic site)
__ Existing site re-design
__ E-Commerce Shopping Cart
__Social Media Profile assisstance
Will you be needing ongoing maintenance once your website has been built?
__ I will be needing ongoing maintenance
__I would like to maintain my website in-house
__I would like to be trained on how to maintain my website
__I would like help developing a marketing / social meda / SEO strategy
Site Goals
What goals will the site need to meet? (Number in order of importance.)

Inform people about your business

Increase name brand recognition
Allow people to purchase your product/service online
Generate sales
Generate sales leads
Gather contacts for email or other marketing campaigns
Allow people to interact with your company or with each other?
Provide access to an exclusive area or membership with rewards?
Other?

Purpose/Brand
What is your business and how will your web site advance it?

If you have a brand statement, please provide it, if not, the primary goal, or mission, the web site needs to
achieve is:

If you have defined your brand, please provide your brand identity (if not, what qualities makes your business
unique or stand out?)

Does your company have a tag line, slogan? (Example: All the News thats Fit to Print NY Times)

Describe your customer demographics: i.e. age, income, education level, gender, etc.

Why will they want to visit your site, what are the advantages to similar services (loyalty, club, exclusive...)?

__ Do you have a graphic designer (if not that is fine)

__ Do you have a publicist (if not that is fine)
__ Do you have/need a professional photographer, video, audio?
Environment
Who are your top three competitors and what are their web addresses:
htttp://
htttp://
htttp://

Design
What type of statement do you want your website to make? Are you looking for a specific genre, culture, or
particular style?

Please give us three model sites that have the level of style, the tone and mood and state what it is that you like
about each of them (copy, colors, layout, function).

URL 1: http://

URL 2: http://

URL 3: http://

In addition to listing the above Web sites it is helpful to provide examples of magazines, publications, or artistic
works that you like and why. If applicable.

If you like, create a collection of images/graphics in an istockphoto.com Lightbox and send a link to it. (istock
accounts are free)

Please describe the tone of your web site project (example)

Elegant modern design with features that please someone who is browsing leisurely

Please describe the audience. (example)

Savvy, wine-loving Internet users who expect web sites to provide the latest in look and feel

Please list three sites and describe what you dont like about them:
What I dont like about this site is

URL 1: http://

URL 2: http://
URL 3: http://

Look and Feel of Brand/Site

Please order the most important emphasis in tone for you:
__Friendly
__Sophisticated
__Classic
__Familiar
__Elegant
__Casual
__Subdued
__Flashy

Do you have a color scheme in mind?

What kind of color do you think best reflects your vision for the web site?

__Earthy
__Elegant
__Classic
__Calm
__Regal
__Subdued
__Warm and sunny
__Welcoming
Do you need to adapt existing print materials such as a brochure or catalog to your website?
__Yes __No (if yes please provide sample)
Do you have an existing logo that you would like to use or can one be developed for the Internet if needed?
__Yes __No
Do you have any registered trademarks or service marks that need to be included?
__Yes __No
Do you want the theme of the web site to reflect the theme already established in your print material?
__Yes __No
Please note: to minimize costs, all photos, graphics and content should be provided in electronic format
whenever possible. All media will need to have appropriate copyright or licensing for use.
What types of graphic elements would you like to include in your site?
__Photographs
__Stock Photography
__Advertisements
__Illustrations
__360 video
__ Other media (list)
What format (s) are they in? check all that apply.
__jpg__gif __ png__ eps__tiff __PSD __PDF __doc file __hardcopy
__ mov __mp3 __ mp4 __ wav __ rtm
__Other:

Content
__History/Biographies/Video Clips/Portraits
__ Web 2.0 functionality, mashups
__ Flash galleries, interactivity
__Contact info
__Contact form
__Online printable PDF files (brochures, catalogs)
__Directions (maps, embedded, Googlemaps)
__Events calendar (interactive, updatable?)
__Guest Customer Testimonials
__Product List Gift Shop Items (for ecommerce sites see next section)
__Gift certificates: on-line credit card processing or not?
__Online Reservations or Availability (any existing reservation system)
__Newsletters
__Newsletters sign up form that goes into Mailing list
__Press releases, media for press downloads (publicity shots, fliers)
__ Sound logo or sound files
__ Rich media (video, podcast)
__ Mobile device compatibility is this an important consideration?
Ecommerce questions
__E-commerce Shopping Cart - on-line credit card processing or not?
__Fax-in order sheet (instead of on-line cc processing)?
__Pay Pal payments (requires user account and takes a fee like ccs)
__ Wholesale accounts or other private/restricted areas for certain groups?
How many categories of products and how many items per category will you need to be able to put on the site to
start?
(example: 10 categories with up to 100 items per category)
__ Need ability to add products and categories to be unlimited?
__Need/have a merchant account so you can take credit cards on-line?
__Accept global payments in various currencies?
__Will you provide and charge for shipping?
__ Need integrated shipping calculator such as DLH, FedEx...
__ Need to calculate tax?
__Ability to email special offers or announcements to customers or visitors?
__Offer quantity or other types of discounts?
__Will someone in-house add/edit/remove the pictures and descriptions of the products to the web site and
update pricing or store information?
__ Will they use a Mac or a PC?
__Will someone write and edit professional copy for the store? (We can provide copy writing services)
Customers are wary of buying if there are any spelling errors or if information on products and store policies is
not clear.
Is there one single location where you will receive and process orders, or will orders to go to both an accounting
office and to a fulfillment house in different locations (via fax or email for example)?
__One location. __Several Locations.
__ Will the store sales data need to integrate with existing accounting software? If so, which software?
__Will someone write and edit professional copy for the store?
(We can provide copy writing services) Customers are wary of buying if there are any spelling errors or if
information on products and store policies is not clear.
Visibility promotion and return on design.
What criteria will you use to measure the success of the site? (sales, traffic, sign-ups, analytics, site statistics,
customer relationship tools such as feedback, surveys)
__ Do you need optimization of the copy for keywords/tags and search engines?
__ Do you want metatags, a Google SiteMap for Google search engine indexing?
__ Do you already track demographics on your clientle?
__ Do you already analyze the site traffic?
__ Are you localized, are you listed in local directories, associations?
__ National/International listings, sites relevant to your industry?
__ Do you know where your site is listed?
__ Do you have your web site address on all printed ads and materials?
__ Do you have staff/marketing departments that will monitor site demographics and statistics to track return
on any site promotional efforts?
 __ Do you need analysis and recommendations on promotion monthly/quarterly?
__ Do you have any paid marketing programs in place?
__ Will you want to have Adwords/Yahoo/MSN or other pay-per-click ads? __ Do you have an account or want
assistance setting them up?
__ Do you want to use affiliate marketing?
__ Do you want to integrate newsletter / electronic press releases / rss
__Are you interested in having Return on Investment tracking such as provided by Google Analytics via
integration of tracking code in the html?
Ongoing Investment in website promotion (things for you to consider)
Do you plan to re-invest an annual amount in ongoing maintenance of your site?
Do you have a marketing manager or publicist or will you do it yourself?
Do you have a marketing and design budget and do you (plan to) dedicate a certain percentage of it to web site
work and maintenance?
Do you have a social media plan?
(We don't often recommend investment in a web site if there is not a plan to invest in promotion since one is
usually not effective without the other)

Does your industry have data on a sufficient level of investment in Internet marketing? (up to 5% of
gross is an example of an aggressive annual investment in marketing expenses, with the majority of
that for Internet, including a publicist, to generate growth in the travel industry.)