Student Affairs Web Development
BEN Scope Document
Thursday, February 23, 2006
Overview
SAIT is developing the online portion of the Buckeye Events Network. It basically
consists of users, initially student organizations, filling out a web form for large
outdoor events. There is a coordinator that then will forward the information to
various relevant campus departments to get a consensus approval. The forwarding
and approval portion will be the web-based “back-end” of the system.
Stakeholders
Rich Hollingsworth – Interim VP of Student Affairs
Eve Scrogham – Project Coordinator and liaison to the other departments
Steve Fischer – SAIT Application Group Leader
Mike Baron – Ohio Union Web Developer Lead
Jon Plante – SAIT WebDev Graphic Designer
Lucas Damicone – CSA Web Developer
Risks
 Since it is a new system, it needs be marketed well to the end-users and by
the various campus departments.
 The “go-live” date is set for the start of Autumn 2006.
Scope
Buckeye Events Network is an internet based application that will aid large scale
event planning and management. It will provide an interface for student
organization leaders to log in and complete a request form, a full editable listing of
events for an event management specialist to view, a contact database associated
with different departments on campus for the specialist to reference, and an
interface for approval by the specialist and department contacts for each event.
BEN will not be integrated with any other calendar application. The initial intended
use is for large outdoor events held by student organizations that will affect multiple
departments. Weekly meetings, off campus events, indoor events, and events held
by any group that is not a registered student organization are outside the scope of
this project.
The goal of BEN is to provide the event management specialist an organizational
tool to help multiple departments coordinate events, but not eliminate the need for
clients to speak with someone when planning an event..
End-User Process
Users will be required to log in using their student organization login. The web form
will consist of various pre-determined questions that will aid the BEN coordinator
and campus departments in making a decision for approving an event or not.
Student Affairs Web Development
End-User Features
Before submission of the form, users will be able to save the in-progress form and
return later to complete it. Upon completion of the form, users will have the ability
to track the progress of the form.
Coordinator Features
The coordinator will have the ability to view and edit all submitted forms. The
coordinator will be able to send email notifications to appropriate campus
departments for them to approve or reject the proposed event. The coordinator
will be able to maintain a contact database for the various campus departments.
They will also have access to basic student organization information.
Department Features
The designated department contact will have the ability to view forwarded forms.
They will approve or reject the proposed event and have the ability to provide
feedback on their decision.
Graphic Design
This portion has not been thoroughly discussed. It is assumed it will be completed
with Eve Scrogham providing feedback to WebDev Graphic Designer Jon Plante. His
work would fall under billable hours.
Milestones
Bi-weekly status meetings will be scheduled between SAIT and the project
coordinator.
2nd and 3rd Week of March – SAIT meet individually with campus departments to
make sure the departments on the same page and expectations are met.
End of March – Basic user mockups complete, approved, and signed off on by
project coordinator. No further questions will be added after this point.
End of April – User forms completed including editing previously not submitted
forms.
Mid-May – Coordinator view and edit of forms completed.
End of May – Coordinator email notifications to departments and department contact
database completed.
End of June – Department approve/reject portion completed.
Mid July - User status view complete
End of July and August – Schedule buffer, Testing phase, Tweaks.
September – Launch
Graphic Design??
Student Affairs Web Development
Work Estimate
The WebDev group assesses an hourly development fee of $30 for all work. These
costs are based on development and consultation hours.
 Billing will occur at the end of the month in which the work was done
 For future updates to the site after it has been launched, $30/hr will be
charged for all development.
 There is no explicit hosting charge; it has been built in to the IT
Infrastructure Group’s funding model.
 Hours used for meetings and consultations are billable.
Clients may request work changes (additions, deletions, or modifications). However,
any requests for significant changes may alter the completion date and/or may
require an amendment to this contract which may include additional project costs.
Timely feedback and communication is required for all completion dates to be met.
In this particular project there is little if any room for scope changes.
Note: Lucas Damicone and Mike Baron falls under the Ohio Union’s agreement with
the WebDev group. Therefore, their work for this project is not billable. It is
estimated that they will perform 90-100% of the work, however, other billable work
may be required.
Student Affairs Web Development
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Steve Fischer, Student Affairs Web Group
__________
Date
__________________________________
Eve Scrogham, Project Coordinator
__________
Date
__________________________________
Rich Hollingsworth, Interim VP of Student Affairs
__________
Date
__________
Org #
__________
Fund #