From Start to Finish

chillibreeze writer — Aparna Nambiar

It pays to outsource! Reduced costs, expertise, speed, concentration on growth, use of state of the art technology are all cited as reasons why organizations outsource a content related or for that matter any IT project. Once the organization has located a vendor and has approved its proposal, it has to make sure it has the necessary requirements such as infrastructure and skills to complete it to their satisfaction. Looking for value-adds from the part of the vendor is also a plus point.

Will the organization understand your needs as a client? Will they deliver on time? How will they go about it? Do they adhere to other international standards; are they SCORM compliant for instance? These are concerns that an organization that wants to outsource may have. Broadly speaking, here’s how a content heavy project is tackled by an efficient content development company.

Most projects start from a Request for Proposal from the client. The vendor/s prepares a proposal along with a prototype of the product and an estimate of the cost that would be incurred. The client selects a vendor whose proposal and cost estimates most suits their needs.

Once the project is set to begin, the organization allots the responsibility to a Project Manager. It is he who ultimately delivers the product on time. He is responsible for the documentation, piloting the approval process, coordinating the team, implementing client requirements and feedback and drafting reports. The team usually consists of Instructional Designers, Subject Matter Experts (SMEs), Writers, Graphic Artists and Programmers. In some cases the roles are defined and in other cases roles overlap.

Pre-production: Planning and Design

At the start of the project a team of experts conducts study or a functional analysis at the end of which the project plan is presented and formalities of signing a marketing contract with the client are completed. The Project manager prepares a document consisting of the functional specifications. The specifications defined in this document will form the basis for the design and development of the program.

The Functional Specifications Document

This includes the scope of the project stating what the project is about, its target audience, and what the project will achieve. It will also detail the methodology to be followed from the start to the completion of the project. This includes the project plan, detailing the time allotment from creating the content to the final working and implementation of the project. The dates of the deliverables are also mentioned here. The number of members of the team and their qualifications are also presented.

The design of the content is then given a brief mention. A detailed version of the design specifications may follow this document is the organization or the client so prefers. The software requirements are specified including the design templates, user interface and animations if necessary.

The technical specifications and delivery platform follow with particulars of the program like language or the creation of engines and the like. The end user requirements for the working of the program are also specified. Software development specifications, any video or audio inputs necessary are also mentioned here.

A cost estimate of the entire project is sometimes sent for approval from the client before the FSD. Once approved, a major milestone is achieved. The project then moves along the lines mentioned in the document.

The Design Specifications

This is followed by another document featuring the design specifications. The Instructional Designer along with the team of writers puts together this document after considering the target audience, learner requirements, and type of content. This packaging of the content is based on learning theories keeping in mind the training needs, performance goals and budgetary and technological limitations. This is then sent to the client for approval. This document is sent along with a working prototype of the program so that the client can approve the ‘look and feel’. Once the client signs this off, the work on the other deliverables begins.

Production: Development

The writers conceptualize, collate and script the content according to the design provided by the Instructional Designer and the SME. These go through a series of reviews. If the client is particular about the content, it is sent for approval. Once this step is through, the graphic artists set to work on the writer’s conceptualization and the already approved interface designs. The writers work along with the graphic artists and the programmers to create the final product. The work will include use of templates, arranging the content and using images or animations to fit the interface and the like. The artist has to keep in mind the understanding of the audience and their culture. The programmer then takes on using the script as a guide and assembling all the elements into a complete product. In cases where the project requires an audio or a video component, the artists are usually contracted. The components are then added with the help of the programmer.

Sometimes, member/s of the team are sent to the client site for a better understanding of the client requirements, and to foresee the correct deployment of the project. The entire process takes place within the organizational framework and after interacting with the client at regular intervals.

Post-production: Evaluation

Once the program is developed, the Quality reviewers check the program for content, graphic and working defects. A bug list is prepared and sent to the programmers for fixing. A user acceptance testing is done to check the working. The performance of the product using various hardware configurations and devices, software and operating systems is also tested. The product is checked for inconsistent behavior or technical snags. A feedback at this stage is quickly analyzed and implemented. This is done at both the alpha and the beta stages. The beta is then sent to the client as the final product for a sign off.

An organization that follows international standards has set processes that make the project run smoothly. Looking for these in an organization will give a fillip to your outsourcing plans. For instance, we at chillibreeze have set protocols that minimize defects and allow for optimum use of resources. We make sure our final delivered product conforms to international standards. We hope you are closer to finding a company to outsource your content development needs to.

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—About our writer:

Aparna says, "Be it age 4 or 80, I like to write for anyone who loves to read and on subjects just as varied. Having specialised in Communication Media for Children and worked for the likes of a leading elearning company in India, I am now looking to do my own thing! I believe its the love of sharing knowledge that drives me to writing, be it for fun, business or education."