Sample, for a fictional organisation
Scope sheet: Quillmoor Safety Training / Learner and certificate portal
A sample scope sheet for a fictional training provider: what is built, who can do what, how to check it, dates, price and payments.
Sample, written for a fictional organisation. Names, figures and dates are illustrative.
Prepared by Tibyan Labs. Package: Portal Starter. Version 1.0. Attached to the statement of work as Schedule 1.
Background. Quillmoor Safety Training runs first aid, fire marshal and manual handling courses for employers, with four office staff and six freelance trainers. About 1,400 learners attend a year. Learners, bookings and certificates are kept in one shared spreadsheet of 860 learner rows, with certificates sent by email.
In scope
- Secure sign-in for staff and learners, with multi-factor sign-in for staff.
- A learner record holding the learner’s details, their course bookings (course, date, venue, attendance, result) and their certificates.
- A course list that staff maintain: course name, length and how long its certificate is valid.
- Search and filter learner records by name, employer, course, date and certificate expiry.
- Staff upload certificate PDFs to a booking. Learners upload a completed pre-course form.
- Email notifications: booking confirmation, a reminder 2 days before the course, “certificate ready”, and a renewal reminder 90 days before a certificate expires.
- An admin dashboard: courses in the next 30 days, bookings with missing pre-course forms, certificates expiring in the next 90 days, and an export of any list to a spreadsheet file.
- Data protection tools: export everything held about one learner, and delete a learner.
- Import of the existing spreadsheet (up to 1,000 records).
- Automated tests, and a staging site for trying changes before they go live.
Out of scope
- Payments and invoicing. Employers are invoiced from the accounting package as now.
- Connections to other systems, including the accounting package and awarding body sites.
- Employer accounts. Employers who want to see their staff’s records would need a third role.
- Generating certificates. Staff upload the certificate issued for the course.
- Online self-booking by learners.
- A mobile app. The portal works in the browser on phones, tablets and computers.
- Writing email wording or help text, which Quillmoor supplies.
User roles
| Role | Who | Can do |
|---|---|---|
| Staff | Office staff and trainers | Create and edit learners, bookings and courses; upload certificates; see the dashboard; export and delete |
| Learner | Each learner | See their own bookings and certificates; upload their pre-course form; update their phone number |
Trainers use the Staff role. A narrower trainer view is a third role and a change request.
Data and integrations
- Data held: learner name, email, phone, employer, bookings, results, certificates, pre-course forms. The pre-course form may mention health conditions, which is special category data. A data processing agreement is signed before any is handled.
- Hosting in accounts in Quillmoor’s name, regions set to London where the provider allows. Expected cost about £30 to £40 a month at current prices, paid by Quillmoor directly.
- Integrations: none.
Acceptance criteria
Each can be checked by a member of staff with no technical knowledge.
| # | Check |
|---|---|
| A1 | A learner who signs in sees only their own bookings and certificates. |
| A2 | Searching an employer name lists all its learners within a few seconds. |
| A3 | Creating a booking sends the learner a confirmation email. |
| A4 | A booking 2 days away triggers the reminder email. |
| A5 | Uploading a certificate sends “certificate ready”, and the learner can download it. |
| A6 | A certificate set to expire in 89 days appears on the dashboard and its reminder is sent. |
| A7 | The dashboard export opens in a spreadsheet program with the same rows as the screen. |
| A8 | Export for one learner produces a file with all their details; delete removes them from search. |
| A9 | After import, the learner count matches the spreadsheet, and 20 records chosen by Quillmoor match field by field. |
Milestones and payment
| Week | Milestone | Payment |
|---|---|---|
| 0 | Statement of work and data processing agreement signed | £2,850 (30%) |
| 1 | Kickoff; spreadsheet copy and email wording received | |
| 3 | Working preview on the staging site | £3,800 (40%) |
| 5 | Import rehearsal; staff test against A1 to A9 | |
| 6 | Go-live | £2,850 (30%), before go-live |
Fixed price: £9,500. Invoices are due in 14 days. Prices do not include VAT; Tibyan Labs is not registered for VAT. Two rounds of feedback per milestone are included.
The 30 days of fixes
For 30 days after go-live we fix, at no charge, anything that does not work as this sheet describes. This does not cover new features, changes of mind, or faults in other companies’ services.
Handover and ownership
On payment in full the code is Quillmoor’s. The code repository and hosting accounts are in Quillmoor’s name. Handover includes written documentation and a walk-through for staff. Our general building blocks stay ours, with a permanent licence for Quillmoor to use them in this system. After go-live we recommend Care Plus at £249 a month, or the Handover Pack at £750.
Changes
Anything not on this sheet needs a written change request, priced at £140 an hour or a fixed price, approved by Quillmoor before work starts. Tweaks under 30 minutes during the build are not charged.