Boundary Commission for England Website technical development - Statement of Work. Point of Contact for Questions. Project Director.

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1 Point of Contact for Questions Project Director Project Manager Website technical development Statement of Work Reading Room Ltd Frith Street Soho London W1D 3JR T: +44 (20) F: +44 (20) Date 17 August 2011 Status: Issued Commercial and in Confidence

2 1 INTRODUCTION AND PURPOSE PROJECT DELIVERABLES Initial design concepts Navigation Specification (information architecture) Browser and HTML Standards documentation Functional Specification Functional Build Testing and training SITES AND FUNCTIONALITY Site Front end functionality Site search Content Management System Setup of the Content Management System Standards Services Client training Tracking Internal Testing, Development and UAT environments Deployment KEY PERFOMANCE INDICATORS AND MEASUREMENT TIMELINES KEY MILESTONE AND ACCEPTANCE CRITERIA CLIENT RESPONSIBILITIES SPECIFIC SCOPE EXCLUSIONS READING ROOM WARRANTY SOFTWARE COSTS Phase Phase Digital intelligence - 2 -

3 11.3 Annual costs DOCUMENT ACCEPTANCE AND SIGNOFF Digital intelligence - 3 -

4 1 INTRODUCTION AND PURPOSE The purpose of this document is to clarify the nature of the services and deliverables that Reading Room will deliver to Boundary Commission for England (the Client). This document supersedes all verbal or written agreements on the services to be provided and should be used as the primary point of reference. Services and deliverables not included within this document are not included within the prices shown in Section 11 The Deliverables and order in which they are to be supplied to the client by Reading Room are described in Section 2. The costs the Client will pay to Reading Room for the delivery of the Deliverables and Services are described in Section 11. The functional scope of the Project Deliverables and Services are described in Section 2 and Section 3 The order in which the Project Deliverables and services will be provided to the client by Reading Room are described in Section 2. Digital intelligence - 4 -

5 2 PROJECT DELIVERABLES Stage Initial design concepts Reading Room will produce a design of the site that will be iterated (up to twice) with feedback from BCE. The designs will suggest the overall design treatment for the site and general layout of key features and navigation as well as the pages and templates required. The starting point for iteration to the design will be the design issued to BCE within the proposal. The design will not include real content or real features. The design (including iterations will include the following pages): Homepage About the review What s proposed 2.2 Navigation Specification (information architecture) The navigation specification will document the site structure including all pages that will be available in the final website. Once accepted the creation of new pages, sections or hierarchy will be considered a chargeable change request. 2.3 Browser and HTML Standards documentation The technical design guidelines v0.2 document will detail the front-end technical standards that the website will be built to. The document will include browsers and operating systems that the deliverables will be designed to work with and any specific standards required. Stage 2 Example HTML Example html will be produced for 6 pages of the website. They will show how the design concepts created in section 2.1 translate into HTML & CSS and how they relate to the standards described in the technical design guidelines. Once this stage is complete the structure and standards of the example HTML will be used throughout the final build where Digital intelligence - 5 -

6 ever possible or reasonable. 2.4 Functional Specification Written in plain English and intended for use by business readers as well as technical users, the document will consist of website functional items. The sections and pages detailed in the navigation specification will be described and will detail how the website will work, covering : Functions available to front end users and how they access content A process flow showing a high level user journey will be provided with the delivery of the HTML templates The functions of the CMS and what can be content managed. Any requirements not detailed in the final Functional Specification will be considered out of scope. Stage Functional Build Reading Room will deliver a system that: Visually functions as displayed in the templates Functions as agreed in the Functional Specification Has the pages and structure agreed in the Navigation Specification If there are amendments to the deliverables, the most recently accepted deliverable will prevail. Any changes or functionality required but not described in the Functional Specification will be assessed and agreed through a change management process, which may result in additional work and cost. 2.6 Testing and training Once Reading Room have completed the Functional Build they will maintain involvement during UAT and will also provide training to BCE staff as detailed below. Reading Room will Digital intelligence - 6 -

7 facilitate the following: Two cycles of user acceptance testing on Reading Room s UAT environment. BCE will be able to add a third round of UAT via a change control if this is required. Any additional rounds of UAT will incur additional costs to BCE. Bug and issue fixing as part of the user acceptance testing process. A separate UAT Plan will be agreed prior to the UAT Phase commencing. Client training - a half day training on WordPress custom elements BCE testing (UAT) will follow Reading Room build and functional testing sign off and will not be available prior to the scheduling of UAT. Digital intelligence - 7 -

8 3 SITES AND FUNCTIONALITY This section sets the out the scope of the sites to be included in the work and the functional requirements that the work is limited to. Any other functional requirements not defined are specifically out of scope. 3.1 Site The scope of work is limited to work on or towards the following website(s): Boundary Commission for England consultation site (url to be confirmed) Work on, or towards, any other websites, microsites, are out of scope. 3.2 Front end functionality Item Web Project Phase 1 Standard content page Clickable area map Online form - comment submissions with the option for users to upload documentation Online form registering interest to speak at a public hearing News and public hearing listings and detail pages Proposal detail page Web Project Phase 2 Comment publishing Comments advanced search Digital intelligence - 8 -

9 3.3 Site search The website will use WordPress out of box search functionality. 3.4 Content Management System The content management system used will be: WordPress BCE confirm that they have carried out due diligence around the use of the third party software and are happy that it meets their requirements. 3.5 Setup of the Content Management System The scope of changes to the system is listed below. All other customisations to the core product will be deemed out of scope. Definition of page types: The following templates will be developed: Homepage Standard content page Region proposals page Sub region page News listing/ public hearing listing News listing/ public hearing detail pages Search results listing The signed of functional spec (Wordpress Functional Specification_BCE_v0 8.doc) will contain full detail of functionality and layout of these templates. Custom functionality Comment table in WordPress with the ability to sort by comment, filter and download to CSV. 3.6 Standards Accessibility Digital intelligence - 9 -

10 Reading Room will build the BCE website to accessibility standards as agreed within BCE Tech Design Guidelines. This will be undertaken throughout and signed off as part of Reading Room s internal validation process. W3C Web Accessibility Initiative Web Content Accessibility Guidelines 2.0: Reading Room will ensure that the code for all web pages conforms to WCAG 2.0 Level AA, with the exception of pages that contain embedded audiovisual content without a transcript provided by the client if applicable. Accessibility testing should be undertaken by BCE as part of the template review. Please note that Reading Room will not be responsible for accessibility issues caused by: The use of third party code or software, where the use of that code or software has been agreed with the client; Content entered into web pages by any third party, or; Content entered by BCE (including any videos, icons, images and flash content). Content includes, but is not limited to, icons, images, text, videos and any other uploaded file content types eg; PDF files, MS Word docs, MS Excel docs, etc. Reading Room s testing methods will include the following: Cross browser testing (human testing). Automated testing of HTML and CSS validation: W3C Markup Validation Service W3C CSS Validation Service The following tool will be used for automated accessibility testing: Total Validator Tool (Basic version) Digital intelligence

11 Load standards Reading Room will build to agreed load requirements. Security standards Reading Room will build the website and configure the CMS to be as secure as it can be in order to avoid security breaches resulting in the following: Changes in functionality in the website or in Denial of service which mean that users may not be able to access the documentation they need. Unauthorised access to the database which may result in documentation being changed, defaced or the posting of false or inappropriate documents to the database. In order to meet this standard Reading Room will code the website so that known security flaws cannot be exploited. Data Security Reading Room comply with Protect Personal level of data security and have completed the required COI data journey template detailing security and data start and end points. Should it become apparent that Reading Room have failed to comply with any aspect the Protect Personal security level (bar those items already identified in COI_supplier_questionaire_ReadingRoom- Assessed Final.doc), Reading Room will undertake remedial action to bring the Reading Room side of the project up to Protect level. SEO standards Reading Room codes templates with clean semantic html in order for search engines to make it easier for search engines to crawl the site. Sites are built to allow for the ability to place title tags on links and alt tags on images and ensure where possible that titles are links. Any further SEO services are out of the scope of this project but may be handled via change control if required. 3.7 Services Project Management Digital intelligence

12 Reading Room will provide project management for our development team including resource management and allocation, document review and management, project reporting and budget management. The Reading Room project manager will also provide day-to-day support for the client Project Manager who will be expected to manage client stakeholders, information management with the client stakeholder teams and access to the necessary stakeholders. Project approach In order to deliver the site within a tight timescale Reading room will manage and develop the site in an Agile style of project management. This will require close contact with BCE throughout the build. The functional specification will detail user journeys the site must satisfy as opposed to describing functionality. The major deliverables are listed within a timeline document provided with this Statement of Work. Please refer to Appendix A. Client training Reading Room will undertake a half day of user training on custom coded aspects of Word Press for up to 6 BCE CMS users. Further training may be purchased if required. Tracking Google Analytics will be implemented within the site, the setup of Google Analytics is limited to standard code on each page to track document downloads and form completion. Specific tracking analytics will be scoped jointly between Reading Room and BCE. This may form part of any intended SEO workstreams. Internal Testing, Development and UAT environments Internal functionality testing and validation with take place at Reading Room concurrent to the build activity. Internal sign off on all deliverables will take place before they are issued to BCE for UAT. Development and UAT environments are the server environments that will be used for the development and testing of the websites prior to delivery onto the live environment. User Acceptance Testing consists of formal testing of the fully functional website against the requirements set out and agreed in the Functional Specification. BCE are responsible for Digital intelligence

13 accepting that the site successfully meets the functional specifications on Reading Room s UAT environment. Deployment Once the user acceptance testing process is completed, Reading Room will deploy to BCE s live environment. Reading Room will spend up to 1 day deploying the site onto BCE s live environment. Digital intelligence

14 4 KEY PERFOMANCE INDICATORS AND MEASUREMENT Analytics and KPIs will be identified in conjunction with BCE during the design and IA stage of the Project. Reading Room will work with BCE to contribute towards a site optimisation and evaluation plan based on the project s objectives. Google analytics will be used to measure analytics, the following have already been identified: Measure the amount of documents (proposals and maps) downloaded over the life time of the consultation via Google analytics Gather statistics on completion of the comment form and at which points users leave the form if not completed. Digital intelligence

15 5 TIMELINES A timeline for the work is available accompanying this Statement of Work document. Reading Room will work with all reasonable endeavours to achieve the timeline once agreed. Reading Room cannot guarantee the client will accept deliverables on a set date, as client acceptance cannot be guaranteed, therefore the timelines will be reviewed and updated where required following each key milestone achievement. Digital intelligence

16 6 KEY MILESTONE AND ACCEPTANCE CRITERIA The following payment milestones will be based on Phase 1 cost totals of. The Stage One and Stage two milestones will therefore consist of each. Stage three and four milestones will be each. Project Stage Milestone Acceptance criteria Significance Payment Triggered upon sign off Stage One Design and Information architecture Sign Off Client is satisfied with the overall generic look and feel of the site. The layout of specific content does not affect this sign off. Following acceptance no changes will be made to the overall design concept without a change control. 15% Stage Two Functional Specification Sign Off Shall be accepted by BCE once satisfied that all functional requirements for the CMS and site have been captured and detailed. Following acceptance no changes to any functional requirements will be made without a change control. 15% Stage Three Template signoff Shall be accepted by BCE once satisfied that the templates visually represent all functionality requested. Following acceptance and confirmation of visual templates no changes to the templates will be made without a change control. 35% Stage Four Sign off on UAT BCE is satisfied that the final deliverables function as per the Functional or that the site varies from the specification but is acceptable. Client accepts Reading Room s development work is complete. Following this point the site is fully accepted and ready to be handed over to BCE for deployment. Any changes to the site required by BCE will be charged for. Content entry can happen following this point. 35% Digital intelligence

17 Phase 2 milestones will be based on costs, therefore each milestone will be Project Stage Milestone Acceptance criteria Significance Payment Triggered upon sign off Stage One Design Design changes to Region pages to incorporate comments and comments filters/search functionality. Following acceptance no changes will be made to the overall design concept without a change control 25% Stage Two Functional Specification update Sign Off Shall be accepted by BCE once satisfied that all functional requirements for the CMS and site (Phase 2) have been captured and detailed. Following acceptance no changes to any functional requirements will be made without a change control. 25% Stage Three Template Client is satisfied with the overall generic look and feel of phase 2 items. Following acceptance and confirmation of visual templates no changes to the templates will be made without a change control. 25% Stage Four UAT signoff BCE is satisfied that the final deliverables function as per the Functional Specification or that the site varies from the specification but is acceptable. Client accepts Reading Room s development work is complete. Following this point the site is fully accepted and ready to be handed over to BCE for deployment. 25% All functional User Acceptance Testing (UAT) will take place on Reading Room s servers. All user acceptance testing will be completed by the client as detailed and agreed in the UAT Test Plan (test script to be devised by BCE). BCE should base the test script on the signed off Functional Specification and the inclusive user journey. Digital intelligence

18 Progression to the next stage of the project shall deem the deliverables from the previous stage completed. The use of any of the deliverables in a live environment by the client will deem them to be automatically accepted and hence signed off. Digital intelligence

19 7 CLIENT RESPONSIBILITIES In order for Reading Room to deliver the Services and Deliverables the Client shall be responsible for: Provision of Project Management within the Client s company for the duration of the project Provision of sufficient resources for the testing of deliverables Management of any 3 rd party services/services required but not contracted through Reading Room User acceptance testing on the UAT environment Creation and provision of content to upload to the Content management system (Reading Room will be responsible for uploading the content to WordPress). Covering any out of pocket expenses incurred by Reading Room Reading Room will build the BCE website to accessibility standards as agreed within BCE Tech Design Guidelines. This will be undertaken throughout and signed off as part of Reading Room s internal validation process. BCE will also be asked to signoff on accessibility as part of user acceptance prior to deploy to live. Commissioning of Load and Penetration testing on BCE servers and associated costs. Digital intelligence

20 8 SPECIFIC SCOPE EXCLUSIONS Preparation or application of user acceptance test scripts Content production or image sourcing. Execution of any performance or load testing. Performance of any security or penetration testing. Digital intelligence

21 9 READING ROOM WARRANTY Any specially created functional code provided under this statement of work shall be warranted by Reading Room to function as it did when it was accepted on Reading Room s servers for a period of 30 days from the date of acceptance or first use in a live environment, the earlier date shall apply. The warranty is immediately void if any changes are made to the underlying code of the system or changes are made to the hosting environment by any party other than Reading Room unless specifically approved by Reading Room. Digital intelligence

22 10 SOFTWARE Reading Room will install and configure WordPress content management system as per the functional specification. Digital intelligence

23 11 COSTS For the provision of the Services and Deliverables detailed in this document, the Client agrees to pay Reading Room the costs detailed in this section Phase 1 Item Cost Web Project Phase 1 Project initiation Determine KPI s in conjunction with BCE Contribute to an evaluation/optimisation plan in conjunction with BCE Project kickoff Half day meeting Statement of work Contract Design and layout Detailed Information architecture Detailed specification functional spec Templates Wordpress configuration News and public hearing Wordpress content types Proposal detail page Clickable area map Region maps Online form comment submissions with the option for users to upload Digital intelligence

24 documentation Online form registering interest to speak at a public hearing Custom module in Word press to view user comment and supporting documentation, CMS export of data to CSV Google analytics set up - track document downloads and form completion Content entry Workflow SSL certificate installation Internal Testing, UAT, Deployment and go live cost Hosting Infrastructure - hardware/servers/software Based on: 2 front end webservers 1 Database server S3 storage RDS backup 1 load balancer Scale up option (1 additional server 1 month at a time) Amazon infrastructure set up Reading Room system administration (A Monthly Hosting Fee (monthly fee payable quarterly in advance) will be applicable see Hosting Agreement. Phase 1 Total Digital intelligence

25 11.2 Phase 2 Web Project Phase 2* Comment publishing Comments advanced search UAT, Deployment and go live cost Phase 2 Total * Subject to scoping 11.3 Annual costs Ongoing annual costs Hosting 12 /month* Cost of hosting solution + upscale to extra server ( /month total cost) Support and maintenance Indicative costs for 20 hours support a month at 100/hour /month for a period of 6 months* (note this may be customised to meet your needs) Total year 1 annual costs 18,660 * Hosting and support and maintenance costs are paid quarterly in advance. All costs exclude VAT and out of pocket expenses. Reading Room build costs will be paid by the client in accordance with the payment milestones set out in section 6 above. Digital intelligence

26 12 DOCUMENT ACCEPTANCE AND SIGNOFF BCE: NAME POSITION SIGNATURE DATE Reading Room NAME POSITION SIGNATURE DATE READING ROOM PROJECT MANAGER Digital intelligence