You have submitted a Web project request, and someone from our office has been in contact with you about your job. To minimize misunderstandings, this document will outline the process so that everyone understands the responsibilities and expectations as we work to complete your project by the deadline you have set.
We ask that you read this carefully and ask questions so that you are confident that you understand the process. Later, we will present a contract to you detailing the scope of work. Following acceptance of the contract, no further changes will be made to the scope of work. Any additional work will require that you enter a new job request. For this reason, it is in everyone’s best interest that you understand the process outlined here as clearly and completely as possible.
We will be developing a new website for you, a project that entails many steps and responsibilities for both you and ourselves. The development of a new website goes through a standard series of steps, usually in the same order. The following process is typical:
Each of the following six steps will involve different people in our office. Because these people are also working on other projects in addition to yours, schedules and deadlines must be determined and agreed upon up front, and you must meet those deadlines so that our other projects are not put in jeopardy. We cannot stress this point too strongly.
Even if you do not need for your project to be completed by a specific time, other projects may be linked to specific events and inflexible deadlines. Therefore, a successful project will depend on everyone meeting their scheduled due dates or, if this is impossible, renegotiating those dates.
1. Design. After discussing your goals, audience and schedule with you, our designer will create mock-ups (sometimes called “comps”) to show you. We ask at this point that you designate one individual in your department to be the point person, the one who will work with us as the primary contact and who will coordinate approvals.
2. Design Revisions. We anticipate that some revisions of the mock-ups will be necessary; however, when formulating your suggestions, please keep in mind that our office is charged with maintaining the School’s brand and with making sure that your website reflects well on the institution, as well as echoes the feel of the other parts of the School’s website. We will perform two rounds of changes to reach a solution that achieves both your and the School’s design objectives.
Our Web designers have worked to standardize certain design elements throughout the School’s site and, while we will strive to give your site a unique look and feel, we must maintain the integrity of the School’s site as a whole. This includes always placing the School’s logo prominently in the top portion of the site. Secondary logos are strongly discouraged, as outlined in our policy at www.jhsph.edu/communications/policies/logo.html.
3. Creation of Templates. Once the Web design is finalized, we will create templates by using Site Executive, our content management system. The person(s) in your division who will be managing your new site will need to be trained in Site Executive so they can keep the site current. Someone in our office will give your site administrator(s) this training at no cost.
4. Databases. If your website requires a database, you will need to meet with our application developer to determine your needs in that regard. Again, as with all other parts of this process, it is extremely important that you lay out your database needs and expectations very specifically beforehand because, particularly with this component, changes after the fact will be costly and time-consuming. Once your database design has been finalized, the dynamic pages on your site—those that will be driven by the database—will be built. You will then have the opportunity to request minor changes, such as modifications to the visual appearance of information or to the functional characteristics of any forms developed for your site. You will have an opportunity to review these changes before we test the application pages and make them live.
5. Corrections, Changes and Alterations. So that the project can be kept on schedule, we ask that you review what has been presented to you within three to five business days and give us your feedback within the time noted on the schedule. Again, your timely response will ensure that your project, as well as the other jobs scheduled in tandem with yours, makes its deadlines.
6. Your Responsibilities Regarding Content. Our content editors will review your text once it has been entered into Site Executive and flowed onto the webpages we have created for you. Our editors will check for spelling and grammatical errors. Data for the databases we build for your site can be entered right up to the launch date but keep in mind that our editors need time to do their job too, so that you may not get to review content in time for launch if it has been entered at the last moment. To avoid embarrassing mistakes in your site’s content, plan to leave enough time for the review process before your site goes live. Ten business days before the launch of the site, all revisions will be made by and through our office.