WWOOF (World Wide Opportunities on Organic Farms)
Request for Proposals
This document details a request for proposals for a new online database and website for WWOOF UK.
Please also read the accompanying ‘Background Information’ document.
Published: 27 August 2008
Deadline for proposals: 24 September 2008
Headline goals
· First stage of website and online database for WWOOF UK, laying suitable foundations for further development.
· Dramatic reduction in amount of time staff need to spend on administrative tasks
· Replacement of current host database.
Current systems
There are two main databases at WWOOF UK. One contains details of hosts and the other contains details of WWOOFers. Current systems require a lot of manual intervention: transferring details between different databases; synchronising online and offline information sources, etc. They are as follows:
· List of hosts is updated periodically throughout the year. Preview of hosts available online to both members and non-members. Contact details of hosts visible only to full online members.
· Book listing all current hosts, organised by geographical region is printed 2-4 times per year based on most up-to-date host list. Latest edition is posted to all ‘paper-based’ (i.e. not online) WWOOFers when they join.
· Host application process is online to a certain extent, but relies on some paper-based processes.
o Hosts fill in and send a form – either online or by post
o Once form has been received by office and host hasbeen approved by administrator and regional contact, payment is requested.
o Once payment is received, details are added to the database ready to be published in the next book and to be made available online when the online database is next updated.
· Renewals of host memberships is carried out once a year. Hosts are sent information asking if they would like to renew.
· Online shop built with Actinic allows people can buy membership as a UK WWOOFer. Processing membership entails manually sending booklet and welcome pack including membership card. Online access is granted by manually synchronising database on WWOOFers with host database.
· WWOOF UK website with information about WWOOFing.
System requirements
The new system will be a ‘one stop shop’ for the main office to administer and publish host details. It will enable the following processes:
- Hosts apply to join WWOOF through the website.
a. Host applications (give details of their smallholding/farm) received by main office.
b. Application approved by administrators and regional contact before payment is processed.
c. Once host is approved and payment is processed, details are published on website.
- Application forms can also be sent by post with fees included as cheque or cash (which is returned if membership is not approved).
- Host membership lasts for one year.
- Host renewals can be carried out at any point during the year.
a. Administrators can search for hosts whose membership will expire/has expired within a given timeframe (e.g. the coming month) and send reminders via email or post, depending on the host’s preference.
- WWOOFers can join WWOOF UK and pay membership fees through the website.
a. Single person and joint membership available (with different costs for each membership).
b. Online membership or ‘paper-based’ membership available (with different costs for each membership).
c. No approval needed for someone to become a WWOOFer, however blacklisted WWOOFers cannot rejoin the organisation.
d. Membership card and welcome pack sent to new WWOOFers by email or post, depending on type of membership.
- Application forms can also be sent by post with fees included as cheque or cash (which is returned if membership is not approved).
- WWOOFer membership lasts for one year.
- WWOOFer renewals can be carried out at any point during the year, and are automated to the maximum extent possible.
- Administrators can search for WWOOFers whose membership is about to expire, and WWOOFers whose membership expired within a given timeframe.
- WWOOFers whose memberships are about to expire can be sent reminders via email or post, depending on their preference.
- Visitors to site can browse the host list online and search for the hosts based on certain criteria (e.g. geographical region, type of agricultural activity by keywords).
- Only WWOOF UK members can view contact details, allowing them to contact the host (via their own email account, or by phone or letter to arrange a stay.
- Administrators produce printed booklet of hosts for WWOOF UK members that request it, giving all information available on the member website, organised by region.
- Hosts and WWOOFers can update, hide and delete their profiles on the website.
- Administrators are notified about / can search for recently updated profiles
- Administrators can easily edit and search host and WWOOFer information, including:
- find WWOOFers/hosts that joined or renewed within a certain time frame
- see details (including amounts and dates) of past WWOOFer/hosts payments
- Suspend/activate host accounts and listings
- Suspend WWOOFer accounts
- Blacklist hosts and WWOOFers (which prevents them from joining again/renewing.
- Administrators can segment hosts and WWOOFers by region, type of membership, and other sensible criteria, and can contact all hosts and/or WWOOFers via email and post (i.e. the system can print mailing labels).
11. Financial reports can be produced for month and financial year detailing numbers of hosts and WWOOFers, and income. Figures can be broken down into type of membership, new member/renewal, location and type of payment.
12. Administrators can change key information like cost of membership, etc.
13. Database linked with mapping system to show location of hosts (desirable).
14. Static content pages can be created on website with information about WWOOFing.
Additional requirements
Migration of current data
As outlined above, we have a similar system running at the moment. The transition from this system to the new system needs to happen seamlessly, with no disruption for our members.
Data can be supplied by our current developer/project manager in a format you request (to minimise costs associated with data import).
Future collaboration with other WWOOF organisations, volunteers and developers
WWOOF UK is keen to develop ties with other national WWOOF organisations, and develop systems that enable collaboration and sharing of information between organisations. In the future we will want to carry out further work with other national WWOOF organisations, volunteers and other developers to increase the functionality of the site.
Further developments include adding more ‘web 2.0’-type functionality, user-submitted content and collaborative publishing, etc. The website needs to be suitable for further development of this nature.
Training and support
Staff need to be trained so they are competent in operating the new system.
Arrangements should be in place to allow staff to call on technical support if necessary.
Intellectual property
WWOOF UK’s business model is dependent on being able to charge for its list of hosts. Whist we recognise that data is always liable to be copied and we cannot prevent a determined individual from copying our data, we want to take steps to minimize the ease with which this can happen.
Proposed timeframe
Task / Date /Deadline for proposals / 24 September
Short listed candidates contacted (please be available for phone conversation / interview during this week) / 1 October
Developer chosen / 8 October
Beta release (i.e. ready for public use) / 3 December
End of beta period (website fully functional) / 17 December
Budget
The anticipated budget for this initial development is £6,000 to cover the first year of operation.
Higher cost proposals will also be considered where you can justify why the extra cost is needed. Solutions of lower cost are preferred.
We recognise there will be ongoing support costs associated after the first year of operation. Please outline and provide a budget for these costs.
Please see ‘How to Tender’ in background info for more information on the budget and guidelines on submitting your proposal.