About Documentation

Every project needs a certain amount of documentation, regardless of the size or scale of the endeavor. Documentation can be defined simply as the recording of the problem(s), the proposed solution(s), the steps taken to reach the solution(s), and the result. Some of the more common types of documentation for Web site projects include the following:

Request for Proposal (RFP): States problem/need, as explained by client.

Proposal / Statement of Work (SWOW): Evaluates problem/need; states proposed solution (at a high level) or way to meet the need(s), as well as estimated costs and timeline, as explained by developer(s); also may be called a Requirements Definition, Functional Specification, a Thin Spec, and/or Needs Assessment, and is usually considered a contract because the client signs off on it.

Design and Architecture Specification: Details exact course of action to be taken during project's development phase, including exact project schedule, scope, and cost; requires client sign-off prior to developing the document; also may be called a Thick Spec and/or Technical Specification, and may be referred to as another contract; an addendum may be added, to record changes made to this document during the development process.

Mockups/Comps: Gives visual descriptions or pictures of how the project will be implemented. These may be part of the Design and Architecture Specification, or they may be completed and delivered separately. Mockups must be extremely detailed because the clients will probably sign off on them to give you authority to produce the final pages. You should develop the mockups or comps for each major section/aspect of the site.

Usability Report: Specifies steps taken to test the usability and functionality of the site, as well as the results found and any changes made; also may be referred to as the Testing Report and/or Quality Assurance Analysis

Maintenance Plan: Outlines process through which the site can be maintained; should include sections for each section or aspect of the site (for example, a Style Guide for updating the front end and a Technical Maintenance Guide for the back end)

Acceptance Letter: Delivers final product to client; requires sign off to signal completion of the terms of the contract.

(From HTML: A Beginner's Guide by Wendy Willard)