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Writing a Website Project Specification Requirements Document

The following information is generally required in order to create a viable quote on an Internet or intranet website project. Please understand that some of this information may not be applicable to your specific project. We ask that you provide enough information about your project to allow us to make educated estimates as to the amount of time and the level of work involved. This helps you by allowing us to generate a solid bid based on your known requirements, and allows us to anticipate our workload.

We understand that certain specifications may not be fully known prior to the start of a project, and that certain capabilities and specifications may change during the early course of a project. In such cases, your "best guess estimate" is appropriate.

Our bidding process allows for some level of flexibility to absorb normal changes during the early stages of most projects. However, it should be understood that major changes--including changes in project scope, drastic changes in the content and amount thereof, and shortening of development and delivery timelines--once a project has begun may result in additional costs.

Below are the basic categories and subcategories of information we use when developing a project outline and bid. Wherever possible, a detailed description, rather than a simple check-mark approach, will assist us in better understanding your project needs. We will follow up with you if we have any additional questions about your web project. A quote can generally be created in one to two days once we have all the required information. If you have any questions, you can always call us at: 408-299-0880. This form is also available as a Word document, Call or email us if you wish to use that vesion rather that this form.

If this is to be a website maintenance project, please fill out the document from the point of view that the answers are related to the kinds of changes/additions that will be required on your site over the next several weeks and months.

*Indicates required fields

SPECIFICATIONS

Remember... the more and more detailed information you can provide, the better able we will be to provide you a cost and time estimate or bid.

*Your Company Name:
*Mailing Address:
*Contact Individual's Name:
*Phone # for the Contact:
*Email Address for Contact:
 
*Is this project for a new web site or for changes to an existing site?

a new web

changes to an existing site

If changes, what is the address (URL) of the current site?

 

*Is this to be a business site or a personal site?
business site personal site
 
*Where is/will this site be hosted (maintained)?
Your location an outside service provider
 
If for an existing site, who is your webmaster?

Name:  

Email:

Phone#:

 

 

  
On what type of server does or will your host provider serve your site? (if applicable)
UNIX Macintosh NT (version)
   
If for a new site, do you wish to have Merlin Media locate an appropriate web hosting service?
Yes No
 
   
Who is your target audience for this site?
   

In order to provide the most consistent functionality, taking advantage of appropriate new web features, while maintaining compatibility with your projected audience, we need to develop your site to fully function to a minimum system and a minimum browser configuration.

To what specifications should we design this site? It should work on ...
Platform
Macintosh Windows PC Unix
Other ( )

Connection Speed
56K modem ISDN ADSL

Screen Size
800x600 screen   Other ( )

Color Depth
256 colors Thousands of colors Millions of colors
   
What is the minimum browser capability to which this site must be compatible?
Netscape 4.0.x Netscape 7.x or newer
Internet Explorer 4.0.x * Internet Explorer 6.x or newer
Other (Please detail: )

* NOTE: If 4.x browser compatibility is an absolute necessity, your site will be limited in its ability to utilize some special functionality and enhancements. (and if your site requires that it be Section 508 compliant, 4.x browsers will have display issues. Please call us for more details.)
   
As you understand your audience, are they likely to have--or be willing to download and install--any of the recent plug-ins for such functionality as QuickTime movies, Adobe Acrobat documents, Java applets, Shockwave, etc? Use of the above can greatly assist in getting your message across, but requires availability on the user's systems. (Please call us if you have questions regarding this 408-299-0880)
Yes No
 
 
*Describe your basic vision of the site (functionality, user experience, interface look and feel, etc.)
 
*What do you want the user to be able to do once they arrive at your site? (Just look around, download information, see videos, hear audio presentations, upload files to you, send emails to you, etc.) Please detail as much as you can think of.
   
This site must accomplish what in order to be successful?
 
What are the main "messages" you believe must be presented?
   

Does this site need to feature a secured area (password protected to limit access)? Yes No
What types of information will be available in the secured area?

 

Does this site need to have a Search Engine? Yes No

What type of searchability do you anticipate?
Search and query from a database

What level of query will be necessary? (PLEASE DETAIL)

Will database be provided or will Merlin Media need to build it?
Database will be provided Merlin Media will need to build it

Simple word/phrase website search capability
Other (describe please)

 

Does this site need to offer discussion group capabilities? Yes No

To what anticipated level?

 
Does this site need to offer e-commerce capabilities? Yes No

To what anticipated level?

 
Do you require any special reply or order forms in this site? Yes No

If YES, how many and what would be the basic intent and content of each?

 
Do you require the web site to be connected to a database backend? Yes No

If YES, what type of relationship (web pages dynamically served from the database, content delivery, content submission, form management, etc.)

 
Describe the database and its web interface. Is it ODBC compliant? Note: Database services for the web require a meeting with you before a bid can be given.
 
Do you foresee the need for custom code to support the functionality of this site (Java Script, custom CGIs, PERL, etc.)? Yes No

Can you describe?

 
What is the scope of the involvement intended for Merlin Media (check those which apply):
Develop the entire project (design, graphics, programming, etc.)
Design/create the interface only for use with your supplied graphics and text
Redesign your existing site but use current materials (graphics redesign)
Redesign your existing site and add new functionality/materials
Create new materials for use in an existing site architecture
Process and use your materials for use in an existing site
Perform a site design study prior to start of development

If so, to what level?

Other work, please describe.

 
What is the basic content anticipated. Indicate how much of each, please:
Text (# of physical pages ...what formats?)

Still photographs (# and formats)

Computer graphics (Existing ... do you want us to design/create them?)

Video clips (how many ...how much total time ...what tape format?)

Audio clips (how many minutes ...who writes script ...male or female voice ... professional talent or company employee/executive?)

Animations

Other (describe)

 
What other types of written content to be included in this site? Please estimate how much of each type.
Letters/documents
Marketing reports
Product spec sheets
Press releases
Contact information
Software for downloading
Other (specify please)
 
If audio or video is involved, will Merlin Media be involved in the creation and editing as well as the processing?
Yes No

How much video will be created/processed by Merlin Media? (# of minutes, # of clips)
 
What materials will be provided by you, and what will need to be created by Merlin Media from scratch?
 
When will all the "provided" content be available?
 
Will all the content be used in the project as-is, or will some sort of editing be required or an interactive interface need to be created? Describe please.
 
What is the development timeline; when would you be ready to start (including the date when will your materials be available) and when is the completed project due?
START ON:
COMPLETE BY:
 
Is there a date or special event that will drive the "opening" date for this site? Yes No

If so, what is that date or event?

 

What is the approval chain for a submitted project?
You
Other(s)

(how many levels and anticipated time necessary for sign-off at each stage)

 
Does this project need to be developed in multiple languages for foreign markets? Yes No

If so, which ones?

 
*Do you have a company "look" or corporate style guide (available art, logo, special colors. etc.) that you want to use, or do you wish to have a new "look" designed for this site?
have a company "look" have a new "look" designed
 
Please describe the basic look (or attach examples when returning this template).
 
If Merlin Media, Inc. is to design a new look, please describe what you would like to see, and what you DON'T want to see. List any website URLs that you have visited that contain design elements or functionality that you want to include in your website.
 

Will all your materials need to be viewed directly from the web, or will some/all of your materials be processed so they may be downloaded across the web for later viewing/use? (ie. Word documents turned into PDF files)

all the materials will be viewed directly from the web some/all of the materials will be processed
 
Who will be the point of contact for technical questions (if different from contact above)?
Name: Fax#:
Phone#: Email:
 

WWW Installation and Maintenance
Consider how you will eventually want the site to be installed on the world wide web. Does everything need to be on the web site as of day one? Do you have certain types and amounts of information that you want to have up sooner (will this be a multi-phased installation approach)?
 
How often do you foresee the need to update/change the site?
Daily, weekly, biweekly, monthly, quarterly, other?
 
To what level will the anticipated updates/additions be accomplished?
Simple text changes
Entire page changes/deletions/additions
Entire new sections or deletion of old sections
Archiving old pages for downloading and adding replacement/new pages
Other (please describe)
 
Do you wish to perform updates yourself, or do you wish to have Merlin Media bid to provide update services?
perform updates yourself have Merlin Media bid to provide update services
 
Is there anything else you can describe about your visualization of this project?