CHAPTER 6

Contract An agreement between parties that defines the benefits and responsibilities for those concerned (client & developer) Why need a contract? Combination of stages from different media production process. Different experience or expectation Uncertainty and apprehension situation/process– important to agree how to work together to help smooth the production path

Refining the proposal into a contract document After proposal if client want to redefined needs, you must re-cost and refine the budget After specifications and timescale Break down the cost to sure can achieve the project according to time and budget How long and what rate to pay staff (table 5.1)

For contract agreement Refined final proposal to determine better costs and scheduling Objective so that client understanding exactly what they will receive for the time and money Sign-off (agreement that demonstrate that certain parts of the work have been completed satisfactorily)

Agreeing how to work together Important for both sides understand what is involved and what each one is expected to contribute Larger companies Part one - outlines a set of principles that will be applied to each contract Part two - drafted according to the principles specifically for each project- to define time, cost and quality. Using proposal document Need to define the client’s responsibilities

Agreeing how to work together Give brief explanation to client once there is agreement to proceed with the project: Online- non-technical description of the platform client using (internet, intranet, extranet), related with plug-ins, bandwidth. Offline - non-technical description of the multimedia, its media components, the stages involved in producing and refining each component, and relevant platforms.

Phases of a project to work to, how changes are dealt with and the payment structure according to phases General description of developer and client’s responsibilities Sample copies of sign-off forms

Change management Most common is an alteration/changes to the work specification. Should address how any changes to the agreement should be handled A change request form Project name Date Change initiated by Change description Requirements affected

Other program effects Other system effects Planned start and completion Resources affected Approvals

Stages of a project A project generally follows these stages of development Agreement to overall structure and major content/development area – (Sign-off stage 1 and 2) Agreement of system’s technical capabilities for online projects or platform for offline projects, and product specification for both types of project. ( Sign- off stage 1 or 2) Agreement to detail of each component : text, navigation, methods/menu, audio, graphics, video. Individual sign-off stages if the scripts are produced separately.

Agreement that the a package operates as stipulated for phase 1. Agreement that the product has fulfilled all specifications and is concludes. Final sign-off.

Project manager’s responsibilities To work with client to produce proposal that outlines content, timing, and budget Produce a detailed work schedule Monitor and record time spent on the project To inform client about General progress (weekly/monthly summary) Any slippage occurred and action to remedy Suggested changes Any factors that affect the project

Continue… Ensure the structure and approach are agreed and sign-off Ensure content/script is agreed and sign-off Agree the number of turnaround days Provide deadline for client about latest time changes for script, graphics, audio, text Get final sign-off for the completion of the project

Client’s responsibilities Prepare a clear brief for the developers Work together on the detail of the specification Inform project manager if any factors will affected the project Appoint one sign-off person that responsible for the whole project and agreement To agree any subject matter with experts from company

To keep within the turnaround time agreed or accepted revised time, cost and quality penalties To agree that any changes made after deadline dates or sign-off will incur time, cost and quality penalties To agree that any slippage caused by delay of any type made after deadline dates or sign-off will incur time, cost and quality penalties To help the develop gain access to the people or materials

Important to educate clients Educating the client eases the difficulties: Client may delay signing off because they always not satisfied. This will effect the end date Must compromise that the components may not the absolute best but they are best in the time available. Client always change

Continue… Thorny problem of their agreeing on paper but end result visually different Better to use prototyping

Summary Client often suggests changes to the proposal document (in term of specifications, schedule and cost) Final agreed document form part of the contractual agreement between developer and the clients Important to firm up the details so can refine the costs Now important to know which more cost effective- in- house team or subcontractors

Lack of understanding about mm development leads to difficulties between the company and the client Education the client eases the difficulties Building in control mechanism based on change mgnt and sign-off helps to achieve steady progress Define the responsibilities between developer and client can achieve a smoother way of working