[webproducers] Re: requirements changes & contracts
- From: Chris Hartley <chris.hartley@xxxxxxxxxxxxxxxxxx>
- To: <webproducers@xxxxxxxxxxxxx>
- Date: Thu, 10 Jan 2002 17:09:20 +0000
Brief Synopsis:
Protect yourself by:
1) Building in reviews
2) define your scope carefully. For an example of an excellent (and very
dry scope document) have a look at the link below - It has nothing to do
with the web, but, well, it might tickle your cookies, and it's good enough
for the US Government
http://www.ams.usda.gov/fqa/aa20254.pdf
I have added a more detailed discussion below -
cheers
chris
Detailed:
1) Build in "Review" periods into your project if at all possible. Almost
all of the work we do on this side of the Pond (UK) is fixed price, and
that's just the way the market is.
In order to protect ourselves from getting it completely wrong we include
the caveat that whilst we have quoted an absolute price for the first
"phase" of work we will complete for the client, the quotes that we give at
the outset of a project for later pieces of work are guide prices, not
absolute.
On a larger project, this might mean that we would quote our client a cost
for a needs assessment phase. whilst we would also quote prices for the
other phases of the project to completion, we reserve the right to change
our figures if the client changes the scope. This is dressed up nicely:
"Projects of this type often evolve to take a slightly different direction
than that envisaged at the start. With this in mind, we quote separately
for each phase. The figure for the first phase is firm =AD the quotes for
later phases are best estimates."
This approach could be applied to any situation, all work of any sort can
naturally be broken up into bite sized chunks, so quote firmly only on the
start of each piece, and reserve the right to change your mind later.!
2) Create a very dry project scope document defining exactly what is in, an=
d
out of scope. Be very, very specific - if there are a certain number of
pages to be added, then say so. MAKE YOUR CLIENT SIGN IT TO AGREE IT.
Be very careful of anything like "create new products section" which is no=
t
numerically exact. It is a pain in the backside to write, but it makes a
lot of sense in the long run.
NB - This document becomes extremely handy at the end of projects, when you
can turn around and say to your client:
"Look, I over delivered here, here and here. And here's my proof!"
As part of this document, include a change request process. This should
include details of the mechanism by which the client should request changes=
:
e.g. changes must be requested by email/ fax to xxxxxx. The email/ fax mus=
t
include these details (senders name, problem, change requested etc).
Specify what will happen if an out of scope change is requested:
e.g. We will respond to your requests within X amount of time (e.g. 1
business day). Changes not included within the original scope will only be
undertaken after CLIENT has signed them off with YOURSELF. These changes
will be charged at our normal daily rate of $$$$.
3) There are no substitutes for a good lawyer.
However, I get the impression that your client doesn't have a limitless
pocket of money, and no doubt it is as difficult/ costly for him to get the
lawyers involved as it is for you.
I would undertake the project if I were you if I could answer yes to these:
- "I can break the project down into small enough chunks that I can define
each of them, and cost them quite accurately."
(if you aren't sure what he wants, then don't commit because the scope will
change)
- "My client is not seeking to take advantage of me with a fixed price
contract, he is just a little disorganised and he just isn't quite sure wha=
t
he wants yet, and he wants to make sure he doesn't spend more than he can
afford."
(if this is the case, spend more time scoping before you start work)
- My gut feeling tells me this guy is not a Psycho, and as far as I am awar=
e
he has no history of pointless litigation!
Cheers
Chris
Chris Hartley
Interactive Producer
Design Bridge Digital Media
[tel] 020-7814-1918
[fax] 020-7814-9024
[web] http://www.designbridge.co.uk
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