On any given UI Design project, a design phase attains closure when the client has confirmed the final deliverable files are completed while being inline with the set expectations.
There is a crucial pivotal point for this decision during the final review phase of the challenge. The following cases can occur during this phase.
In the ideal case, the client is 100% satisfied with the 1st place winner.
The 1st place winner needs adjustments and tweaks based on the original scope.
The 1st place winner needs to incorporate new items out of the original scope.
The client wants to use features from other designs either from the checkpoint or the final phase.
The client likes two or more submissions from the final pool but wants to incorporate updates on all of them in order to be able to select a single winner.
The client is not responsive or notifies her discomfort with the delivered output.
The intent of these guidelines is to provide standardized mechanisms to act on those specific situations, considering the workflow, payments and delivery methods to apply.
Gather final files in a google drive folder.
Deliver a completion message to the client, including the files.
Close the challenge in OR and Connect.
To apply small tweaks to the design. All items are short-scoped within the original expectations set in the project definition. If measured by time, the labor of items in-scope should not pass one hour of work.
For example:
Missed requirements. If the design missed elements listed in the requirements, these can be requested as part of the final fixes.
Replace fonts.
Change elements, typography or background colors/shapes.
Replace icons.
Remove elements from screens.
Add UI components in specific places such as buttons, layovers, messages.
$0
$0
Process requirements from the client.
Prepare final fixes google document.
Share the requirements with the client and winner.
If the winner does not respond within the allowed 72 hours:
Penalize the winner payment. Notify support.
Contact the runner up the winner to complete the final fixes work in exchange for payment (see private task section to calculate) OR launch a F2F challenge.
Manage files and technical closure (Direct/OR).
To apply a sensitive change of direction updates to the design, including items that sum up to the original scope of the challenge.
For example:
To merge features from other winning submissions.
To create new screens that were not in the scope of the challenge.
To create exploratory concepts that lead to iterations, known as open-ended requirements or non-directional feedback.
Incorporate complex features within existing screens such as onboarding, interaction screens, new layout.
The total payment will be the summary of the following components:
Number of new screens/features x $50
Number of screens to update/tweak x $20
For example, the final work requires:
Three brand new screens.
To incorporate an onboarding feature from submission Y.
To update two screens with new concepts for layouts.
Total member payment is: 3 x $50 + $20 + 2 x $20 = $210
$40
Process requirements from the client.
Estimate efforts and provide a budget report to the internal work team.
If approved, engage communications with the designer, client and manage the private task requirements through the google document.
If the winner does not respond within the allowed 72 hours, engage with another designer willing and available to do the task, preferably someone who participated in the competition (e.g. runner up) to complete the private task work.
Manage files and technical closure (Direct/OR).
To purchase additional submissions to the original set of placements for client use as they wish. The typical use cases are cherry-picking features from the final or checkpoint submissions to be incorporated in a winning design.
Each submission price is equivalent to the lowest prize set for the challenge. If the challenge has three placements, being $150 the last one, then the members should receive $150 as a payment for their final or checkpoint work whatever the case fits.
$0
Engage communications with the designer owning the desired submission.
Provide the payment information and justification of the purchase.
If it’s an extra winning submission, select it through Direct at the moment of closing winners (additional purchase).
If it’s a checkpoint submission purchase, contact support to arrange the additional payment and file delivery.
Typically, the client would like to see more requirements/feedback incorporated into two or more submissions prior to moving forward to a final decision.
If the budget doesn’t suffice:
Provide an estimate of the efforts to the internal work team (required budget).
Wait for resolution.
If the budget allows:
Run a private task party with the selected designers.
Distribute a private task document to each designer based on the collected feedback from the client.
Manage feedback and files to the client until completion.
In case the client will not show up to confirm or the project is stalled for any reason, the PM/administration will take over to negotiate the finalization terms.
Discuss the post-mortem analysis with the internal work team.
If a repost is agreed:
Cancel the challenge.
Repost the challenge with updated specs and measures to guarantee success.
During the design phase closure, the copilot must ensure to timely respond to the following duties:
To gather the requirements for the final tweaks.
To suggest the closure approach to the internal work team.
To come up with estimates of efforts for out of scope work.
To communicate the closure approach to the internal work team and client.
To process final fixes documents and deliverable files.
To close the challenge through the system (Direct/OR).
The payment for such responsibilities is duly covered by the specifications on this document, with the exception of the following special cases.
As a general rule, an agreement copilot - internal work team should happen to reward the efforts that are not considered part of the regular design phase as seen in the Copilot Responsibilities section.
The following cases are not considered part of the duties of a copilot during a design challenge, therefore they must be rewarded. In case that a specific scenario is not listed here, the payment equals the labor time efforts by a $40 hourly rate.
To use Marvelapp, Invision or any other prototyping tool to create or modify a workflow from the winning submission, namely, adding hotspots, screens, navigations.
$30
To create a development asset, handoff, using tools such as Zeplin, Sketch Measure, Marvelapp. Normally involving slicing and exporting components of the design file to measurable and code-patterned outputs.
The payment covers 100 screens as a maximum. Anything larger than that may be subject to the rate calculation demonstrated in 3. Out-Of-Scope Tweaks - Private Task.
$40
To design a deck of the project that showcases the highlights, stats and design presentations into a comprehensible report. Normally involving querying the database of participants, creating demos of design and/or working environment examples.
$40