Alcohol Concern

Alcohol Concern New Web Site Specification Version 1.0

Prepared by Rob Stead www.robstead.co.uk email: [email protected] tel: 020 7183 0211

Alcohol Concern New Web Site Specification 2014

Contents 1.

Background ..................................................................................................................................... 4

2.

Aims and Objectives of Alcohol Concern ....................................................................................... 4

3.

Introduction .................................................................................................................................... 5

4.

Timescales ...................................................................................................................................... 7

5.

Supporting Documentation ........................................................................................................... 8

6.

Future Plans .................................................................................................................................... 8

7.

General Approach .......................................................................................................................... 9

8.

Design ........................................................................................................................................... 10

9.

Personas........................................................................................................................................ 11

10.

Existing Integration .................................................................................................................. 12

Alcohol Harm Map ............................................................................................................................ 12 Drink Calculator ................................................................................................................................ 12 Wordpress Blog ................................................................................................................................. 12 Welsh Site ......................................................................................................................................... 12 It’s the Drink Talking ......................................................................................................................... 13 Dry January ....................................................................................................................................... 13 Integrated Care Pathway .................................................................................................................. 13 11.

New Features ............................................................................................................................ 13

Registration ....................................................................................................................................... 13 Donation ........................................................................................................................................... 14 Shop .................................................................................................................................................. 15 Mailing List Subscription ................................................................................................................... 15 Find Support - Local Alcohol Services Directory ............................................................................... 16 Fundraising Page ............................................................................................................................... 16 Events Page ....................................................................................................................................... 16 Publications and Fact Sheets ............................................................................................................ 17 Search................................................................................................................................................ 17 Contact Form .................................................................................................................................... 17 Account Page .................................................................................................................................... 17 Registered User Administration Page ............................................................................................... 18

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Alcohol Concern New Web Site Specification 2014 In Memory......................................................................................................................................... 18 Please provide us with a cost for this functionality and any other suggestions to make it work cost effectively.......................................................................................................................................... 18 Welsh Home Page ............................................................................................................................. 18 Site Map ............................................................................................................................................ 18 Page Not Found and Permissions Denied ......................................................................................... 18 12.

Templates ................................................................................................................................. 19

Section Page ...................................................................................................................................... 19 Sections Pages ................................................................................................................................... 19 Plain Page .......................................................................................................................................... 19 13.

Software and Hosting Platform ............................................................................................... 19

14.

Supporting Resources............................................................................................................... 20

15.

User Permissions ...................................................................................................................... 21

16.

Colour Scheme .......................................................................................................................... 21

17.

Fonts ......................................................................................................................................... 21

18.

Training and Support ................................................................................................................ 21

19.

Legal Ownership and Hosting .................................................................................................. 22

20.

Cookies ...................................................................................................................................... 22

21.

Search Engine Optimisation ..................................................................................................... 22

22.

Your Proposal ........................................................................................................................... 23

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1. Background Founded in 1984 Alcohol Concern is the leading national charity working on alcohol issues. Their goal is to improve people’s lives through reducing the harm caused by alcohol. They have an ambitious long-term aim to change the drinking culture in this country; where people can manage the risks and make sense of alcohol.

Alcohol Concern is not anti-alcohol but rather concerned by the health, social and personal effects of alcohol misuse.

Alcohol Concern works in England and Wales and have an office in each country; London and Cardiff respectively. A full-time Chief Executive is currently being advertised for and the expectation is they will be in post by October 2014. Since 2011 this post has been covered part-time. Alcohol Concern Cymru has its own director.

Alcohol Concern is a small national charity (registration number 291705) with 12 members of staff and spends about 6% on generating funds.

2. Aims and Objectives of Alcohol Concern Alcohol Concern campaigns to reduce the effects of alcohol related harm as well as:

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Undertaking research and policy projects to inform and provide evidence for their campaigns

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Responding to the media and political environment and produce relevant publications

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Providing training and advice to organisations on how to deal with alcohol effectively

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Reflecting the needs of supporters and stakeholders in the alcohol sector and coordinate activity on behalf of the sector page 4


3. Introduction The existing web site, at www.alcoholconcern.org.uk, is based on Modx (version 1.0.7) and primarily focuses on Alcohol Concern’s campaigning and information role. In today’s climate however fundraising and supporter engagement is a greater priority and the current site is too inflexible to support this new ambition.

Modx, whilst very clever, has proved to be too complicated for everyday use and much of it can’t be changed easily. The search page doesn’t also produce useful results.

In June 2013 we undertook a review of the web site statistics, which included a number of recommendations. This report – which covered the period 20th Dec 2012 to 21st May 2013 - is available at http://rob.st/1cBzGAs and includes the following

insights:

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fundraising and donation pages are not popular

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just under half of the people who visit the home page (24%) only visit this page; they didn’t explore any further.

•

There were 9,050 pdf downloads with the ‘Impact of Alcohol on Health’ the most popular: http://www.alcoholconcern.org.uk/publications/factsheets/factsheet-theimpact-of-alcohol-on-health

Over a more recent year period – 28 Feb 2013 to 1 March 2014 - 149,065 unique visitors visited the site; an average of 524 visit per day. They stay for a couple of minutes and the bounce rate is relatively high at nearly 60%. 16% currently use a mobile device and 11% a tablet. We expect these figures to increase. Approximately 17GB of bandwidth is used every month with things getting busier leading up to Christmas and January after. page 5


Current statistics can be viewed at Google Analytics: www.google.co.uk/analytics Username: [email protected] Password: alcohol12

And Awstats log stats can be viewed at: www.alcoholconcern.org.uk/stats. Adwords are not used.

Please note, the purpose of this document is to help with development of the new web site, rather than hinder or detract from your input; to show we’ve done some thinking by outlining the key requirements and kind of approach we would like. It might also be that our budget doesn’t cover everything in which case we would welcome some discussion about what can be.

The budget for development is £25,000. There is a separate budget for copywriting, photography, ‘find support’ data and e-commerce transaction processing.

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4. Timescales We would like to go live on Monday 6 October 2014. The proposed schedule is therefore: • • • • • • •

Friday 9 May (6pm) 2014 – Deadline for tenders Thursday 15 May 2014 am – Interviews Monday 17 May 2014 – Select preferred supplier Monday 1 September 2014 – Site ready for beta testing Monday 29 September 2014 – Completion of beta testing Monday 22 to Monday 29 September - Training Monday 6 October 2014 – Go live

We have already scheduled the following meetings to discuss progress with the developer (from 2 to 4pm): • • •

Thursday 7 August Thursday 4 Sept Wednesday 17 Sept

And the following for a Skype conference call (from 2 to 3pm): • • • • • •

Thursday 14 August Thursday 21 August Thursday 28 August Thursday 11 Sept Thursday 25 Sept Thursday 2 Oct

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5. Supporting Documentation The following documents are included with this tender: •

Alcohol Concern - Web Site Wire Frames v1.0.pdf – Wire frames for new site (Microsoft Publisher version is available here: http://rob.st/acwireframes)

•

Alcohol Concern – Personas v1.0.pdf– Some early work on personas

•

Alcohol Concern – Liked Web Site v1.0.pdf – Example web sites that are liked and for what reason

6. Future Plans Before leaping into the new web site it might be helpful to put the new web site in context in terms existing systems.

Alcohol Concern uses Salesforce Enterprise which has been customised by Third Sector IT. This customisation includes the ability to handle direct debits and gift aid but as this involves the user setting up a direct payment and then sending in a form its take-up is very low.

Their preferred method for organising events is via Eventbrite and organising sponsored events, and personal event pages, via Virgin Money Giving because of their better terms. JustGiving is also used because of its high profile and more attractive pages. In the future the hope is the information stored in Eventbrite, Virgin Money Giving and JustGiving will either be synchronised (using Snow Goose) or extracted into Salesforce.

Donations, either one off or monthly, are also handled by Justgiving or Virgin Money Giving. Justgiving is also used to handle a small number of ‘In memory’ donations.

They are currently using both Mailchimp and Vertical Response with data stored in Salesforce and are looking for a new system linked to Saleforce.

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Alcohol Concern are also looking at using some project based software, such as Open Atrium, to support their professional networks. This is currently being tried at http://projects.demo.me.uk. This will allow project based users to have shared spaces for documents, events and so on.

7. General Approach We’re looking for the following features of the new web site:

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An easy to use content management system

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The option for users to create an account and login but if they’re unwilling still capture their details (for example, subscription to a mailing list) and allow them to donate.

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Allow user to create an account with a social login – for example, Facebook – or using their email address

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The site to ‘remember’ if someone is logged in so that in the future content can be customised for them

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Ability to promote some ‘elements’ of the site depending on where they’re coming from. For example, a high proportion of users are using the NHS network (with domains ending with nhs.uk) and it would be good to promote professional content to them.

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Separation of web site administrator functions from every day content ‘updating’ and web site user administration

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Use of clean customisable urls

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Easily changeable main menu and section submenus. We’d prefer to not use drop down menus if possible.

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Use of text over images rather than have to rely on a graphic designer

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A bilingual English and Welsh language section for Wales, with equal functionality but with different elements such as footers. Alcohol Concern can provide translation services for this element.

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•

Social links to certain pages, such as a news item. We’re keen the Open Graph protocol is used and shares are presented like this:

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Payment processing that can eventually link to Salesforce

8. Design We have no strong preference for the design. The wire frames however give an indication as to our thinking based on web sites we like. These are listed in the supporting document, Alcohol Concern – Liked Web Site v1.0.pdf.

Following a possible rebranding exercise Alcohol Concern may wish to re-theme the web site so a separation between content and theme is important. We appreciate this will be an additional cost at a later date. The rebranding however may just involve replacing the logo and the change of a few colours.

Alcohol Concern has a few ‘microsites’ with their own strong branding and we would like this branding to be used within this site when referencing them. An example is Dry January, www.dryjanuary.org.uk. Likewise Alcohol Concern has some ‘resources’ built into the existing site whose branding we would also still like to use. An example is the Alcohol Harm Map, http://www.alcoholconcern.org.uk/campaign/alcoholharm-map.

The new web site also needs to be able work with tablets and smartphones of various sizes so a responsive design is essential with perhaps the option to priorities or hide sections on various devices. For example, on a smartphone we might wish to hide the registration option so people can donate quickly and easily.

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9. Personas We have done some work on personas - the kind of people we attract and would like to - and this is available in accompanying document, Alcohol Concern – Personas v1.0.pdf.

Here are five examples:

Mary Mary works as a PA to a family run funeral directors in Bristol. They have recently arranged a funeral and take in cash donations totalling £54.00 from the collection. Family wants its donated to an alcohol charity. They did not say which one and were clear they did not want a thank you letter. Mary visits the website to find out the easiest way to make the donation.

Frances Frances’s twin brother has died at the age of 48 from alcohol related disease. Frances is grieving and is also desperate to do something to celebrate her brother’s life. She wants to set up an in memory fund so she can organise a few fundraising events and run a 10K later in the year. She has looked at the Mind in memory website but she did Dry January with a few friends and thought she would like to support Alcohol Concern. So she is searching to see what is on offer to her.

Olivia Olivia, 25, London, freelance writer. She’s looking for alcohol statistics to help a story she’s writing for a women’s magazine. Wants to speak to someone from the charity to find out more about alcohol problems. Using her smartphone to access the pages.

Dr Stephen Dr Stephen, married three young children, 59, lives in Surrey, liver doctor. Worried about number of young women coming into his ward and wants to join the minimum unit pricing or other political campaigns and get involved. Also a professional Member of British Liver Trust and British Society of Gastroenterology.

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Priti Priti, 55, London, Director of HR for a large financial institution in the City. One of the senior board members has recently been involved in an embarrassing situation due to alcohol misuse (his own). Rather than single him out, she wants to revise their alcohol policy and implement a new workplace culture. She heard of us through an HR magazine. Discretion is very important to her.

10. Existing Integration Alcohol Concern already have some strongly branded, or specialised resources, they would like to have either incorporated into, or linked to, their new web site.

For incorporation:

Alcohol Harm Map http://www.alcoholconcern.org.uk/campaign/alcohol-harm-map

This is an ajax driven page using data from xml files which is being independently developed. The code should work within any html file.

Drink Calculator http://www.drinkwisewales.org.uk/interactive/drinks-calculator.php

This has been developed for Alcohol Concern Wales and we would also like it incorporated into the new site. The Welsh version is here: http://www.yfeddoethcymru.org.uk/interactive/drinks-calculator.php

Wordpress Blog http://alcoholconcernblog.wordpress.com/ (short url: http://wp.me/P2DKkl-2) Alcohol Concern current blog using Wordpress and this will continue even with the new site.

Welsh Site http://www.alcoholconcern.org.uk/cymru

Alcohol Concern Wales is currently listed as a project within the existing web site but site navigation is a little confusing. With the new site we would still like to keep the page 12


same url for the home page but, as shown in the wire frames, improve site navigation. Essentially, rather than use a subdomain, we would like to reproduce the same functionality as for the rest of the site below /cymru but with a different footer.

For linking:

It’s the Drink Talking http://www.itsthedrinktalking.co.uk/

This is aimed at young people.

Dry January http://www.dryjanuary.org.uk/

The dry January campaign also acts as a fundraiser and introduction to Alcohol Concern. Sign-ups are automatically added to Salesforce.

Integrated Care Pathway http://icp.alcoholconcern.org.uk

This is aimed at health professionals.

11. New Features The following are the new features we would like in the new site:

Registration Although not proven we would like the ability for a user to voluntarily register on the web site; either directly or through giving a donation, shopping, subscribing to a mailing list or creating an in memory page. This information, as well as being emailed to the ‘user administrator’, needs to be captured so they can ensure this information is manually added to Salesforce. The fields that need to be captured in Salesforce are: Title First Name Last Name Address 1 Address 2 Address 3 Town page 13


County Postcode Telephone Email Happy to be contacted by Alcohol Concern by: Phone Email (eg general mailing) Post Happy for details to passed on to vetted third party All these fields, or a combination to form an address, are compulsory.

The hope in the future is the web site can be customised, particularly the fundraising sections, to reflect a registered users ‘supporter journey’. For example, if they’ve given a donation encourage them to donate monthly.

Initially the hope was information also entered into Salesforce – for example, via sign-ups at Dry January – would also appear against a user’s web site record but we suspect this is too expensive and complicated to implement.

Donation Donations is an important aspect of the new site and giving a donation, either oneoff or monthly with a gift aid declaration, needs to be as easy and as quick as possible. As part of a donation, we would like to encourage people to register but this should not be compulsory and shouldn’t detract from donating.

In addition to the registration fields listed above we would also like to capture: Donation Amount One-off or Monthly Donation Date Gift Aided or not Why Given (free text) Again these are compulsory, except Why Given, and there might be some additional fields required; for example, period of monthly giving.

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It’s important to Alcohol Concern they own the gift aid declaration and whilst they currently don’t have a preferred method of payment processing they’re keen to use one that can link to Salesforce. Brickwork, Asperato and Payonomy have been recommended; with Asperato having the best integration and Payonomy allowing you to own the gift aid declaration. We therefore seek your advice on this. A budget of £5,000 has been set aside to set this up in the first year.

Shop Having experimented with a Dry January ebay shop Alcohol Concern would now like this functionality built into their main web site. Sales will be fulfilled by Alcohol Concern and as well as the normal things like mugs, cards and T-Shirts they would also like to include publication and downloads (including those that are free).

In order to buy from the shop the user will have to register so in addition to the registration fields we would also like to capture: Sales item or items Quantity Unit price Sale Date Payment successful Status (ordered, fulfilled) There might however be other required fields for the smooth processing of orders (eg linking of order to payment and fulfilment).

Mailing List Subscription Alcohol Concern currently use Mailchimp as a stand along email list manager and Salesforce with Vertical Response but would like to move everything into Salesforce. Ideally a user would register with the web site before selecting their preferred mailing lists, and this would automatically synchronise with Salesforce, but we suspect in reality this won’t be possible. Users, for example, will be able to subscribe without having to register and also via a microsite (Dry January for example).

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So, here we would like a user to be able to subscribe to a mailing list preferably by registering first but if not the required fields are:

First Name Last Name Email Mailing or Mailings By default we would like the General Newsletter selected but as we would also like to use the same functionality for the Welsh newsletter we would like to control this via the url; for example, www.alcoholconcern.org.uk/newsletter?subscribe=welsh. The current list of mailings are: General, Fundraising, Dry January, Welsh.

Find Support - Local Alcohol Services Directory A list of support agencies will soon be compiled and we would like this searchable via postcode, with the nearest listed in order.

Although what information will be used hasn’t been finalised we’re using Talk to Frank’s ‘need support’ as a model (http://www.talktofrank.com/need-support). Your input as to the best way to achieve something similar is welcome.

Fundraising Page This page needs to list the upcoming fundraising events, in order of the most recent event first, with a short description and a link to either the Virgin Money Giving or JustGiving page. Events that have passed should automatically disappear.

This page should also include a sub-menu so we can direct users to related pages as well as image links to other main sections.

Events Page Like with fundraising this page needs to list the upcoming events, in order of the most recent event first, with a short description and a link to the EventBrite page. Events that have passed should automatically disappear.

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This page should also include a sub-menu so we can direct users to related pages as well as image links to other main sections.

Publications and Fact Sheets Alcohol Concern have a range of fact sheets and publications. Many are currently free but some will now incur a charge and we will ask all user to register first before downloading.

We need an interesting, perhaps searchable, publications home page and then a page for each publication with a link to purchase via the shop (even if it’s a free download). It’s only after they’ve registered that the download url for a publication is made available.

Search The current web site search hasn’t proved to be that useful so our thinking is the search is divided into sections (publications, news, fundraising and other events) as well as for the whole site in order to improve things. It might be that we don’t divide into sections and have a simple ‘weighting’ system to ensure important information appears to the top (campaigns and news above fundraising for example). We welcome your thoughts on this.

Contact Form Rather than displaying email addresses we would like to use a generic contact form. By default emails would go to central admin support email address but we would like to be able to redirect emails to different email addresses via the url. For example, www.alcoholconcern.org.uk/emailus?to=fundraising directs emails to a configured fundraising email account. The page however needs to confirm who the email is going to using the generic word (eg Fundraising).

Account Page For those people who register we would like an accounts page. This would allow them to change their details (name, address, etc) and perhaps subscribe or unsubscribe from mailings but this is dependent on the synchronisation issue mentioned earlier with Salesforce. When someone changes anything an email needs

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to be sent to the user administrator and a notification made in the register user management page.

This page can also be used to encourage people to donate, fundraise, etc. and it would be helpful if the user administrator could also see this page for each user.

Registered User Administration Page When a new user registers, changes their details or orders something an email needs to be sent to an administrator but in case this is lost we would also like this information in one page which is only accessible to the user administration permissions group. This list should also be used as a checklist to make sure changes have also been made in Salesforce.

In Memory Ideally we would like users to be able to create an ‘in memory’ page so people can donate in the name of a loved one similarly to Mind’s memory space: http://memoryspace.mind.org.uk/. This would include a customisable url, ability to add photographs, donate, create a related event and share. Please provide us with a cost for this functionality and any other suggestions to make it work cost effectively.

Welsh Home Page Alcohol Concern Cymru needs to have its own home page at www.alcoholconcern.org.uk/cymru. This might simply reflect the main home page but in Welsh but this has yet to be decided. Beneath these pages we would like the ability to add ‘template’ sections such as news and campaigns.

Site Map We would like a very simple hierarchical automatically updated site map.

Page Not Found and Permissions Denied For pages not found or permission denied we would like to have a suitable message and a link to the site map and home. A light-hearted image would also be welcome.

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12. Templates As well as individual pages for shop items and publications the following template pages have also been identified, although the exact layout hasn’t been decided:

Section Page These ‘windows 8’ style pages need to include big images for perhaps three to six items we wish to promote as well as a submenu. An example can be viewed in the wire frames slide 15. We would also like to be able to configure these for the Welsh as well as English pages (eg change the footer). Sections so far identified are: Campaigns Projects News Press Releases For Professionals Workplace Training

Sections Pages For each section we would like to be able to create pages, some with video. These pages need to be easily sharable via social media. These also need to include the sections submenu.

Plain Page Plan html pages for accessibility, privacy, terms and conditions, how we spend your money, etc.

13. Software and Hosting Platform Whilst we have no strong preference we are interested in the proposed technical aspects of the web site. We’re keen it can be hosted in a standard Linux\Unix environment and can be developed further in the future. Our inclination is to an Open Source Content Management System.

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Hosting space is available on their current server used to host their web site and Integrated Care Plan (http://icp.alcoholconcern.org.uk/). The phpInfo page is here: http://rsubuntu12.bestroad.net/phpinfo/.

We will provide a list of 303 redirects from the old site to the new and handle this ourselves if the new site is hosted on their current server.

14. Supporting Resources To help with the development of the new site the following resources are available:

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Copywriter – we have someone in mind who has worked with Alcohol Concern in the past. There is a separate budget to commission this work.

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Photographer – we’ve recruited a young photographer who’s work we like. Again there is a separate budget for this work.

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Amazon Cloud – Alcohol Concern have a content delivery network with Amazon’s S3 service at http://cdn.alcoholconcern.org.uk. The hope is this space can be used to distribute files and lighten the load on the web server.

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Logo – Alcohol Concern’s logo is available here: http://cdn.alcoholconcern.org.uk/images/ac_logo.png

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JustGiving - http://www.justgiving.com/alcoholconcern/

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Virgin Money Giving - http://uk.virginmoneygiving.com/charityweb/charity/finalCharityHomepage.action?charityId=1005179

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Twitter - https://twitter.com/AlcoholConcern

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Facebook - https://www.facebook.com/pages/AlcoholConcern/193154804093368

Dry January: http://www.dryjanuary.org.uk/ has its own Twitter, Facebook, Pinterest, Instagram, YouTube and Ebay pages.

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15. User Permissions We’ve identified three groups that require separate permissions. They are:

Web site administrator – full permissions for everything User administration – able to add, edit and delete content as well as view and administer web site registered users (new, changed, mailings, shop, etc) Content editor - able to add, edit and delete content

16. Colour Scheme We want to use the existing Alcohol Concern colours which are Pantone blue no. 072 and Pantone orange no. 1505. However we would like the orange to be less prominent.

17. Fonts There is no font preference but for the Welsh section it has to able to handle the following accented letters: à, á, â, ä, è, é, ê, ë, ì, í, î, ï, ò, ó, ô, ö, û, ü, ŵ, ŷ in upper and lower case. Of the Google fonts our preferences are: Maven Pro Alegreya Sans Inder Nunito Rosario Noto Sans Oxygen

18. Training and Support The expectation is the site will be fairly easy to update but if required the administrator will need some training and some written guides.

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During the beta phase, and for at least two months after the site goes live, we expect there to be support available to help update the site and fix any issues.

19. Legal Ownership and Hosting Alcohol Concern would like ownership of the web site (files and code) so they can, if they choose, host it wherever they wish and to carry out further development if required. The expectation is the site will initially be hosted with whomever the developer recommends for at least the first year.

20. Cookies We seek advice on this in order to comply with the UK’s Privacy and Electronic Communications Regulations and the relevant EU directive. Our understanding is as we won’t have advertising that relies on the use of cookies implied consent can be achieved with a cookie notice clearly displayed on our privacy page. The web site will however have links to other sites that might use cookies in other ways.

21. Search Engine Optimisation We seek advice on the best way to optimise the web site for search engines but have the following in mind to improve unpaid, or organic, results:

• • • • • • • • •

Inclusion of an updateable XML site map for search engines Inclusion of a robots.txt file Clean urls Updatable page titles Ability to add a page ‘description’ meta tag Standard format for listing events Inclusion of Google Analytics We plan to use the Google Webmaster Tools and to promote the site using AdWords Settings targets is also currently being discussed

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22. Your Proposal In your proposal could you cover:

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Your cost for this work

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Outline of your experience with at least two references

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If our budget can’t achieve all our objectives what would be your proposed approach with each section budgeted for separately (particularly, in memory).

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Any design ideas, or how you think you would go about this. Can we see any appropriate examples of your work.

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How do you propose to handle smartphones and tablets

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Reading the personas have we missed anything

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The technical aspects of the proposal; will it be based on an existing solution or custom built for example.

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If you have any experience synchronising data with Salesforce and if there is anything we need to do to make this happen now or in the future

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What your preferred hosting arrangement is and if this is an additional cost

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Your preferred approach and if you think the timetable is achievable.

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Is there anything we need to do to make this a successful project

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Are you happy with legal ownership remaining with Alcohol Concern

If you have any questions please don’t hesitate to contact: Rob Stead, tel: 020 7183 0211, email: [email protected]

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