1.1 Website user requirements identification

Understanding the needs of website users is the first step in successful web application development. In Kenya's ICT environment, users range from guests booking a hotel room online to customers of a hardware shop checking product prices. Identifying who the users are and what they require ensures that websites are tailored for practicality and accessibility.

1.1.1 Introduction to Web Programming

Web programming is the process of creating dynamic websites and applications that interact with users and databases. It involves writing code that defines website functionality, appearance, and responsiveness, enabling interactive features such as forms, user authentication, and content management. For ICT Technicians, proficiency in web programming languages and frameworks is essential to build scalable and maintainable websites that meet the requirements gathered from users.

1.1.1.1 Definition of key web terms

Before analysing what users need, a technician must use the vocabulary of the web correctly. These terms appear in every requirements discussion with clients, for example when a hotel manager asks for a "booking portal" hosted on a "secure domain".

• Internet: A worldwide network of interconnected computer networks that exchange data using common rules called protocols.
• World Wide Web (WWW): A collection of linked documents and resources accessed over the Internet using HTTP. The Web is a service that runs on the Internet, not the Internet itself.
• Website: A group of related web pages and resources published under one domain name, such as a salon website with pages for services, prices and contacts.
• Web page: A single document, usually written in HTML, that a browser displays.
• Web server: A computer and software that stores website files and delivers them to browsers on request.
• Web browser: Software such as Chrome, Firefox or Edge that requests, interprets and displays web pages for the user.
• URL (Uniform Resource Locator): The full address of a resource on the web, for example https://www.example.co.ke/services.
• Domain name: The readable name that identifies a website, which the Domain Name System (DNS) translates into a numeric IP address.
• IP address: The numeric address that identifies a device or server on a network.
• HTTP and HTTPS: The Hypertext Transfer Protocol is the set of rules for exchanging web content. HTTPS adds encryption so that data such as passwords and payment details cannot easily be read in transit.
• Hyperlink: A clickable element that takes the user to another page or resource.
• Web hosting: A service that provides server space and connectivity so that a website is available online all the time.
• Web application: A program that runs on a web server and is used through a browser, for example an online room booking system.

1.1.1.2 History of the Internet, the Web, CSS & HTML

The technologies used today developed in stages, and knowing the order helps a technician understand why standards such as HTML and CSS exist. Each stage solved a problem left by the one before it: networks first, then easy document sharing, then structure, then presentation.

• 1969: ARPANET, an early research network funded by the United States government, linked its first computers using packet switching.
• 1983: ARPANET adopted the TCP/IP protocols, which let different networks connect and are the foundation of the modern Internet.
• 1989 to 1991: Tim Berners-Lee, working at the CERN research laboratory, proposed and built the World Wide Web, including HTTP, URLs, HTML, the first browser and the first web server. The Web became available to the public in 1991.
• 1993: The Mosaic browser made it easy to view text and images together, which helped the Web spread to ordinary users.
• 1994: The World Wide Web Consortium (W3C) was founded to develop open web standards.
• 1995: HTML 2.0 was published as a standard. JavaScript and PHP also appeared in this period, adding interactivity and server-side processing.
• 1996: CSS level 1 became a W3C recommendation, allowing the appearance of a page to be separated from its content.
• 1998 and 1999: CSS level 2 and HTML 4.01 were published, strengthening styling and page structure.
• 2014: HTML5 became a W3C recommendation, adding native audio, video, form controls and semantic elements. CSS has since developed as separate modules, collectively called CSS3.

1.1.1.3 Web programming/scripting languages

Several languages serve distinct roles in web development. HTML structures content, CSS styles the visual layout, and JavaScript adds interactivity. Server-side languages such as PHP, Python and ASP.NET handle data processing and database interactions. Each language contributes to the user experience; for instance, a hotel website may use PHP to process room availability queries securely.

Client-side and server-side programming:

Client-side programming executes in the user's browser, allowing immediate interaction without contacting the server. JavaScript commonly validates form inputs before submission. Server-side programming runs on the web server and manages tasks such as user authentication and database queries. For example, an online hardware shop uses server-side scripts to retrieve a customer's order records securely from a database.

Frameworks and libraries:

Frameworks and libraries simplify programming by providing pre-written code modules. Frameworks such as React.js for the client side and Django for the server side speed up development while encouraging good practice. A hardware shop can use a framework to deploy an online ordering system quickly, with login, order history and delivery tracking pages that are robust and user-friendly.

1.1.1.4 Current trends

Web technology changes quickly, so requirements analysts must know what users now expect. Awareness of trends helps a technician propose realistic features instead of copying old designs.

• Responsive and mobile-first design: Websites must adapt to different screen sizes and devices. Many users reach booking and shopping sites on smartphones, so developers use media queries and flexible layouts and design for the small screen first.
• Progressive web apps (PWAs): These are websites that behave like installed apps, can work with weak or interrupted connections, and send notifications. They suit users with limited data bundles.
• Cloud hosting: Sites are hosted on flexible cloud servers that can scale up during peak periods, such as a seasonal sale in an online shop.
• Application programming interfaces (APIs): Websites connect to other services, such as mobile money payments, maps and SMS, instead of building every feature from scratch.
• Artificial intelligence and chatbots: Chat assistants answer common questions on a hotel or restaurant website at any hour and reduce the load on staff.
• Low-code and content management systems: Tools such as WordPress let non-programmers update content, which lowers maintenance costs for small businesses.
• Security and privacy awareness: HTTPS is now expected on every site, and users expect their personal data to be protected and handled responsibly.
• Accessibility and performance focus: Designers aim for sites usable by people with disabilities and fast on slow connections, with compressed images and efficient code.

1.1.2 Importance of websites

A website gives an organisation a public presence that is open every hour of the day and reachable from anywhere with an Internet connection. For an ICT Technician, understanding why clients want websites helps in identifying what the site must achieve. A hotel that publishes its rooms and rates online, for instance, answers booking enquiries without staff having to respond to each one.

• Information sharing: A website publishes up-to-date information such as price lists, opening hours or product catalogues, reducing the need for physical visits and phone calls.
• Marketing and visibility: Search engines and social media links let new customers find a business. A salon, a welding workshop or a restaurant can show its services and prices to a wide audience at low cost.
• Service delivery: Users can book appointments, pay bills or track orders online. This saves travel time and queueing.
• Commerce: E-commerce sites allow goods and services to be sold online at any hour, extending a small business beyond its physical location.
• Communication and feedback: Contact forms, chat and comment features create a direct channel between organisations and their users.
• Credibility: A professional, secure website builds trust, because customers often check a business online before dealing with it.
• Efficiency and record keeping: Web applications store data in databases, which reduces paperwork and errors and makes reports easier to produce.
• Collaboration: Shared portals let staff, clients and partners work together without being in the same place.

1.1.3 Types of websites

Websites vary widely in purpose and complexity, and this influences how they are designed and developed. Organisations deploy websites ranging from simple informational pages to complex e-commerce platforms. Recognising the website type helps ICT Technicians choose appropriate tools and features, and it shapes the questions asked when identifying user requirements.

Static websites

Static websites consist of fixed content coded in HTML and CSS, with no server-side processing. They are suitable for small businesses or personal portfolios where content changes infrequently. For instance, a local hotel might use a static website to display room rates and contact information, which keeps maintenance costs low.

Dynamic websites

Dynamic websites generate content based on user interaction or database queries. They often employ server-side programming to deliver personalised experiences. A salon booking site is an example, where clients log in to view their appointments and past treatments.

E-commerce websites

E-commerce sites enable buying and selling of goods or services online, integrating payment gateways and inventory management. Retail businesses use them to reach wider markets, which requires secure transaction processing and user-friendly interfaces.

Portal websites

Portals aggregate multiple services and information sources into a single interface, often with user-specific access controls. A hotel group's portal, for example, can give guests, staff and suppliers separate logins to bookings, duty rosters and purchase orders.

1.1.4 Website design requirements

Designing a website involves more than appearance. It must satisfy technical, functional and user experience criteria. A diverse user base means that websites must accommodate different languages, connectivity speeds and accessibility needs. Clear design requirements ensure that a website is usable, efficient and aligned with organisational goals, and they form the basis for everything the developer later builds and tests.

1.1.4.1 Types of user requirements

User requirements describe what the people who will use or manage the website need from it. They fall into two broad types: what the system must do (functional) and how well it must do it (non-functional). A requirement such as "guests can book a room" is functional, while "the booking form must load within a few seconds on a mobile connection" is non-functional.

1.1.4.1.1 Functional requirements

Functional requirements specify what the website must do, including features such as user registration, search capabilities and content management. For example, a hotel website requires secure login and booking forms so that guests can be served effectively. Each functional requirement describes an action, an input and an expected result.

Examples of functional requirements:

• User registration and login: A new user creates an account with a valid email address or phone number, and registered users sign in with a password.
• Search: A visitor to a salon website types a service name and receives matching results with prices.
• Online forms: A guest completes a booking form and the system saves the details to the database.
• Payments: A customer pays for goods through an integrated payment gateway and receives a confirmation message.
• Content management: An administrator adds, edits or removes news items without editing code.
• Notifications: The system sends an email or SMS confirming a booking or an order.
• Reports: A manager views a list of orders or bookings for a selected date range.

1.1.4.1.2 Non-functional requirements

Non-functional requirements describe the quality of the website and the conditions under which it must work. They do not add features but decide whether users find the features pleasant, fast and safe. They should be stated in measurable terms wherever possible, for example "the booking confirmation must appear within 5 seconds of payment".

• Usability: Usability concerns how easily users can navigate and interact with the site. Clear menus, consistent layouts and intuitive controls improve satisfaction. A restaurant website should give diners straightforward access to the menu and table booking.
• Accessibility: Accessibility ensures that users with disabilities can use the site. It includes screen reader compatibility, keyboard navigation, text alternatives for images and adequate colour contrast, so that all customers can use the services equally.
• Performance: Websites must load quickly and handle the expected number of users without failure. Techniques include image compression and efficient code. An online ticketing site, for instance, must stay responsive when many users book at the same time.
• Security: Security protects user data and prevents unauthorised access. Requirements include encrypted connections (HTTPS), secure authentication and protection against attacks such as SQL injection. Online shops and booking sites that take payments apply strict controls to safeguard transactions.
• Reliability and availability: The site should be available when users need it and recover quickly from faults, supported by regular backups.
• Compatibility: The site must display and work correctly on different browsers, screen sizes and operating systems, including low-cost smartphones.
• Maintainability and scalability: The code and structure should allow easy updates and be able to handle growth in users and content over time.

1.1.4.2 User requirements identification

User requirements identification is the process of discovering who will use the website and what they need from it. It matters because a site built on assumptions often fails to serve its users and must be redone at extra cost in Ksh and time. For a hotel booking website, the technician would speak to guests, reception staff and managers, since each group needs different things.

Techniques used to gather requirements:

• Interviews: One-to-one conversations with managers, staff and typical users give detailed and honest views.
• Questionnaires and surveys: Written questions reach many users cheaply, for example regular customers of a hardware shop who rarely visit in person.
• Observation: Watching users perform their current tasks, such as a receptionist taking bookings by phone, reveals needs they do not mention.
• Document and system review: Existing forms, reports, brochures and old websites show current processes and data that the new site must handle.
• Focus group discussions: A small group discusses needs together, which brings out differing opinions.
• Prototypes and mock-ups: Simple sketches or wireframes shown to users prompt specific feedback.

Procedure for identifying user requirements:

1. Define the purpose and scope of the website. Agree with the client what the site should achieve, for example allowing customers to book rooms online, so that discussions stay focused.
2. Identify the stakeholders. List everyone affected, such as site visitors, administrators, content editors, managers and the technical team, because each may have different needs.
3. Group users into categories. Describe each group by its tasks, skills, devices and connection quality, for example guests using smartphones on mobile data.
4. Select suitable gathering techniques. Choose interviews, surveys, observation or document review according to the number of users, their location and the time available.
5. Carry out the data gathering. Ask open questions such as "What problems do you face with the current process?" and note the answers accurately.
6. Review existing systems and documents. Study forms, records and competitor websites to find features and data that must be included.
7. Write the needs down as a clear list of statements. Record each need in simple words, for example "A customer can view the status of their order", and confirm with the users that you understood them correctly.

1.1.4.3 User requirements analysis

User requirements analysis takes the raw list gathered from users and turns it into a clear, consistent and achievable set of requirements. Users often state needs that overlap, conflict or cannot be afforded, so the technician must examine each one before design begins. For example, a restaurant may ask for online table booking, a live video of its kitchen and a large photo gallery, but the budget and the slow connections of many customers may only support online booking in a first version.

Steps in analysing requirements:

1. Classify each requirement as functional or non-functional, and tie it to a user group.
2. Remove duplicates and clarify vague statements. Replace "the site should be fast" with a measurable target such as "pages load in under 3 seconds on a mobile connection".
3. Identify and resolve conflicts. When a manager wants many images and users have limited data, discuss and agree a compromise such as compressed images.
4. Check feasibility. Compare each requirement with the budget in Ksh, the time available, the skills of the team and the available technology and hosting.
5. Prioritise the requirements so that the most important ones are built first.
6. Model the requirements using user stories or use cases, for example "As a guest, I want to see room availability so that I can plan my stay".
7. Check that every requirement is testable, so that the team can later show whether it has been met.

A common way to prioritise is the MoSCoW method:

Chapter Summary

This chapter provides a comprehensive examination of website application user need analysis, beginning with an introduction to web programming that covers key terminology, the evolution of the Internet and web technologies such as CSS and HTML, and an overview of programming and scripting languages relevant to modern web development. It then explores the different types of websites and the essential design requirements that influence user experience. The chapter emphasizes the importance of identifying and analyzing various user requirements to ensure a website meets its intended purpose effectively. Documentation of these requirements is addressed through user requirements specification tools and the preparation of detailed specification documents. The review process is highlighted as critical for validating and verifying the accuracy and completeness of user requirements, supported by various review techniques. Finally, the chapter discusses the ongoing process of updating user requirements documentation to reflect changes and improvements, alongside foundational knowledge of CSS styling, database management with SQL, PHP development, and user interface enhancements using JQuery, all of which contribute to a robust understanding of website application development from analysis to implementation.