Logo / Specifications
Client / Cie name / Project / Project name
Created / yyyy/mm/dd / Updated / yyyy/mm/dd
From / Nom Auteur / Version / 1
To / Project manager
File / specifications.rtf
Version / Updated / By / Changes
1 / jj/mm/aaaa / Nom auteur / RAS

1.Contact

1.1.Contracting Authority

1.2.Lead Project Manager

2.Project Overview

2.1.Context

2.1.1.History

2.1.2.Project Objectives

2.2.Project Organization

2.2.1.Overview......

2.2.2.Contracting authority......

2.2.3.Engineering......

2.2.4.Agency......

2.2.5.Hosting......

2.3.Project environment

2.3.1.Servers configuration......

2.3.2.Software general configuration......

2.3.3.Specific configuration......

3.Needs

3.1.Overview

3.2.Functional needs per site

3.2.1.Overview......

3.2.2.Web Site A......

3.2.3.Web Site B......

3.3.Basic needs

3.3.1.Technical analysis and recommendations......

3.3.2.PRODUCT'S NAME setup......

3.3.3.Templates development......

3.3.4.Components design and development......

3.3.5.Functional and technical acceptance tests......

3.3.6./Database and content migration......

3.3.7.Project documentation......

3.3.8.Administrator training......

4.Requirements

4.1.Technical requirements

4.1.1.Technical Architecture......

4.1.2.Software Architecture......

4.1.3.Hardware Architecture......

4.1.4.Security Requirements......

4.1.5.Hosting Requirements......

4.1.6.Naming Requirements......

4.2.Organizational requirements

4.2.1.Dedicated team......

4.2.2.Workflow requirements......

4.2.3.Project's language......

4.2.4.Acceptance support......

4.3.Usability and graphical requirements

4.3.1.W3C Requirements......

4.3.2.CSS level and cross browsing......

4.3.3.And so on......

5.Response Framework

5.1.Documents to be provided by the agency

5.1.1.Method and planning......

5.1.2.Organizational note......

5.1.3.Dedicated team resume......

5.1.4.References note......

5.1.5.Budget evaluation......

5.2.Presentation meeting

5.2.1.Meetings......

5.2.2.Schedule......

5.3.Selection criteria

5.3.1.Overview......

5.3.2.Technical criterion......

5.3.3.Organizational criterion......

6.Annex

6.1.Technical & functional assets

  1. Contact

Insert general contact

1.1.Contracting Authority

/* First & last names

Email :

Tel. : +33

Tel. : +33

*/

1.2.Lead Project Manager

/* First & last names

Email :

Tel. : +33

Tel. : +33

*/

  1. Project Overview

2.1.Context

2.1.1.History

Insert there a short summary (no more than 1 sentence)

2.1.2.Project Objectives

Summarize needs (no more than 5 sentences)

Describe project's boundary (no more than 5 sentences)

2.2.Project Organization

2.2.1.Overview

Insert graph

Describe each actor / relation

2.2.2.Contracting authority

Here is an example which needs to be customize with your own needs

Owner /
  • The Contracting authority is represented by CONTRACTING AUTHORITY NAME

Functions /
  • Specifies project's goal and requirements
  • Defines general method
  • Validates engineering solutions
  • Represents users

Validations /
  • Validations are prepared and conducted by the contracting authority.
  • The Contracting authority formalizes validations in "validation minutes" which have deliverables status. They are due by the contracting authority to engineering and the agency.
  • In case of non-conformity, the contracting authority produces "corrective files" which are processed by engineering.
  • The Contracting authority ends the workflow by signing the validation minutes.

2.2.3.Engineering

Here is an example which needs to be customize with your own needs

Owner /
  • Engineering is represented by X (eventually on behalf of X).

Functions /
  • Manages the project on behalf of the contracting authority
  • Provides to the contracting authority planning timeline, workload report and every technical information needed for an overview
  • Is the agency's unique contact and as such speaks in name of the contracting authority.

Validations /
  • Engineering checks the technical acceptance tests provided by the agency.
  • It supports the contracting authority during the functional acceptance tests.

2.2.4.Agency

Here is an example which needs to be customize with your own needs

Owner /
  • The agency is represented by a unique project manager.

Functions /
  • Recommends functional and technical solutions in accordance with 's standards
  • After validation by engineering, produces functional, technical and graphical solutions in accordance with /* COMPANY’s NAME */'s new standards
  • Checks the applications before acceptance tests
  • Checks the applications before staging at /* HOST NAME */

Validations /
  • Provides support

2.2.5.Hosting

Here is an example which needs to be customize with your own needs

Owner
Functions
Validations

2.3.Project environment

2.3.1.Servers configuration

2.3.2.Software general configuration

Insert graph

Here is the standard configuration at /* HOST NAME */ the agency will have to work with:

Insert description

2.3.3.Specific configuration

Insert graph

Here is the standard configuration at /* HOST NAME */ the agency will have to work with:

Insert description

  1. Needs

3.1.Overview

/* COMPANY’s NAME */ main needs :

Web site 1 / Web site 2 / Web site n
Priority level*
Go live @ /* HOST NAME */ / date / date / date
Need 1 / Y/N / Y/N / Y/N
Need 2 / Y/N / Y/N / Y/N
Need n / Y/N / Y/N / Y/N

* 1 = urgent, 2 = ASAP (eventually precise deadline)

Following pages describe :

  • Each web site's needs
  • /* COMPANY’s NAME */ general needs

3.2.Functional needs per site

3.2.1.Overview

If you have any doubt, vocabulary trouble or for further information, contact /* LEAD PROJECT MANAGER's NAME (EMAIL) */.

3.2.2.Web Site A

Here is an example which needs to be customize with your own needs

What we need :

Web site 1
Priority level*
Go live @ /* HOST NAME */ / date
Need 1 / Y/N
Need 2 / Y/N
Need n / Y/N

Summarize the needs and be sure that the needs boundaries are clear (i.e.: we only need PSD integration, so we DON'T need Art Direction)

Main sections / Sub-sections
Section’s title
Main pages / Functional description
Page’s title
Content types / Description
Template’s title
Structural part / Functional description
Component’s title
Main function / Functional description
Function’s title / …
Main workflows / Description
Level’s title
Story-board / Data, results and recommendations
Step’s title / Data entry :
Results :

Exemple

Main sections / Sub-sections
At a glance / Vision
Key figures
Press releases
… / …
Main pages / Functional description
Home / Display identity header
Display all section
Display all sub-section
Display transversal links
Display search field
Submit search
Display language’s icons (link to other version)
Choose language version
Display legal notice
--
Dynamic
Content / Display header
Display progress status (with links)
Display content
Display footer
… / …
Content types / Description
Article / Title in image (including alt)
Title
Abstract
Text
Images (including alt)
Captions
Internet links
Media links (including icon + alt)
--
Graphical modifications allowed to users via rich text editor only in the “main text section” / No graphical modifications allowed to users : data entry restrictions required / no rich text editor
… / …
Structural part / Functional description
Header / Display identity header
Display transversal links
Display search field
Submit search
Display progress status
Footer / Display language’s icons (link to other version)
Display legal notice
Menu / Display all section
Display all sub-section
Display all pages
--
2 templates
Content / Display content
… / …
Main function / Description
Newsletter / …
Search / …
Site map / …
Main workflows / Description
2 levels / 1 administrator/ validator and some contributors
… / …

In some cases use story board approach :

This story board provide an illustration of the 10 main steps the user follows to X

Story-board / Data, results and recommendations
Step 1 / Data entry :
Results :
Step 2 / Data entry :
Results :
… / …

3.2.3.Web Site B

Same as mentioned before

3.3.Basic needs

Here is an extract of a real project (Content Management mainly) which needs to be customize with your own needs / method

3.3.1.Technical analysis and recommendations

The agency will have to analyze each web site functional needs and :

  • determine specific and generic templates,
  • determine specific and generic components,
  • evaluate development/setup workload for each web site,
  • precise development/setup planning for each web site,
  • choose for WEB SITE 2 the best technical solution (specific development VS /* PRODUCT'S NAME */).

No editorial nor functional modifications are planned during this project. However, if designing generic components leads to minor modifications and best efficiency, /* COMPANY’s NAME */ will decide case per case.

Analyze and recommendations must been formalized in a report. This document will be the contractual basis between the agency and /* COMPANY’s NAME */. As a consequence, it must precise development/setup workload and planning (bill workload and profile cost per day will not be upper than those indicated on the invitation response).

3.3.2.PRODUCT'S NAME setup

/* if the project is base on a product

The agency will have to create, with PRODUCT'S NAME, new front and back offices according to the present specifications, the new requirements and /* COMPANY’s NAME */'s new technical standards. If specific development have to be done, the agency must evaluate the workload and inform /* COMPANY’s NAME */ before doing them.

3.3.3.Templates development

The agency won't have to recreate the graphical lines "from scratch" except for Web Site 2. As a consequence, we don't need art direction but basic web design. The agency task will be to closely rebuild existing front office according to the new requirements and /* PRODUCT'S NAME's */ constraints. /* COMPANY’s NAME */ will provide the original PSD and other graphical files needed as well (CSS, typographies…). If specific design work has to be done, the agency must evaluate the workload and inform /* COMPANY’s NAME */ before doing it. Template will be developed with Microsoft Visual Studio .Net in C#.

3.3.4.Components design and development

The agency designs and develops components according to /* COMPANY’s NAME */'s new technical standards.

3.3.5.Functional and technical acceptance tests

The agency will organize functional and technical acceptance tests based on /* COMPANY’s NAME */'s acceptance sets and scripts. The agency must provide a software solution for the functional test.

3.3.6./Database and content migration

The agency will have to reload existing content, user's data… in each new back office with script or manual data entry.

3.3.7.Project documentation

The agency must provide a technical documentation (for each component) and a user documentation as well. Besides, each project's step will be accepted by /* COMPANY’s NAME */ only if its documentation is up to date.

3.3.8.Administrator training

The agency must provide users training supports and conduct key users training sessions.

  1. Requirements

The chosen agency will have full access to /* COMPANY's NAME's */ Internet guidelines. Following is an incomplete summary.

4.1.Technical requirements

4.1.1.Technical Architecture

4.1.2.Software Architecture

4.1.3.Hardware Architecture

4.1.4.Security Requirements

4.1.5.Hosting Requirements

4.1.6.Naming Requirements

4.2.Organizational requirements

4.2.1.Dedicated team

The agency should provide a dedicated team with a single project manager. However, a technical contact could be identified to discuss technical points.

4.2.2.Workflow requirements

Insert workflow requirements such as number of levels, role, and so on.

4.2.3.Project's language

All documents produced by the agency must be in English. The project manager will specify for each one if another version should be written. Meetings and meeting's minutes will be in English.

4.2.4.Acceptance support

The agency must provide acceptance test software in order to simplify the acceptance process.

4.3.Usability and graphical requirements

4.3.1.W3C Requirements

All HTML files must be compliant with HTML 4.01 (available recommendations:

4.3.2.CSS level and cross browsing

All browsers are targeted by this project. The CSS used is to be cross browser or dedicated CSS have to be provided. For IE 5x Mac, use only basic HTML tags.

4.3.3.And so on

  1. Response Framework

Here is an extract of a real project which needs to be customize with your own needs / method.

5.1.Documents to be provided by the agency

5.1.1.Method and planning

The agency must provide a method including :

  • an explanation of the technical approach chosen
  • a description of the main steps
  • a description of the main deliverables
  • a workload estimation
  • a detailed planning

5.1.2.Organizational note

The agency must provide a short but precise description of the dedicated team organization. Each role must be described and linked to a team member.

5.1.3.Dedicated team resume

The agency must provide a precise resume of each dedicated team member. There will be for each mission:

  • a list of technologies mastered
  • a description of the engineer's role
  • a client contact list (first & last name, function, phone and e-mail)

5.1.4.References note

The agency must provide a list of similar projects already carried out. There will be for each one:

  • a summary of the objectives and solutions (only a few lines)
  • a short listing of technologies used
  • a client contact list (first & last name, phone and e-mail)

The agency can use the model enclosed.

5.1.5.Budget evaluation

The agency must fill in the budget grid. It can provide precisions in a separate note if necessary.

5.2.Presentation meeting

5.2.1.Meetings

Agencies are free to set an appointment on X to promote their solution. Contact /* LEAD PROJECT MANAGER's NAME */ to set the appointment.

5.2.2.Schedule

The agency will present:

  • Dedicated team member (we recommend the presence of the main members)
  • An organizational overview
  • General method, main steps and milestones
  • Technical approach used for each site
  • Similar references

5.3.Selection criteria

5.3.1.Overview

/* COMPANY's NAME */ will choose the agency according to (by decreasing importance):

  • Technical criterion (coefficient 4)
  • Organizational criterion (coefficient 2)
  • Motivation (coefficient 2)
  • Budget criterion (coefficient 2)

5.3.2.Technical criterion

For your information technical criterion will be:

  • /* PRODUCT'S NAME */ knowledge and experience
  • .Net knowledge and experience
  • Web services knowledge

5.3.3.Organizational criterion

For information organizational criterion will be:

  • Experience of each dedicated team member
  • Knowledge of each dedicated team member
  • Simplicity and efficiency
  • Capacity to manage several projects at the same time
  1. Annex

6.1.Technical & functional assets

6.1.1.Overview

All the COMPANY's NAME web sites are based on the same technological platform.

6.1.2.Software architecture

Existing configuration at HOST NAME for all the web sites and extranets:

  • OS
  • Web Server
  • Applications Server
  • Database

6.1.3.Hardware architecture

Existing configuration at HOST NAME for all the web sites and extranets:

  • Hosting
  • Staging server
  • Live server
  • Database server

6.1.4.Sites details

General information

  • Web site URL
  • Versions (languages)
  • Specificity
  • Functional Business Unit
  • Functional owner
  • Technical contact

Traffic

  • Average unique users per month
  • Maximum unique users per month

Size

  • Number of pages (static sites)
  • Number of sections
  • Number of articles
  • Number of templates

Software architecture

  • OS
  • Web Server
  • Applications Server
  • Database

Specific components

  • CMS (version)
  • Statistics (version)
  • Search

Front Office Architecture

  • HTML (3.02 / 4)
  • Javascript (Y/N + detail)
  • Templates (Y/N + detail)
  • CSS (% + detail)
  • SSI (Y/N + detail)
  • Frames (Y/N + detail)

Stéphane Bordage

GSM : 00 33 (0)6 15 77 87 73

Email :

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