University of California Compu3ng Services Conference Campus Web Content Management

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Melissa Elisabeth Clark
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1 University of California Compu3ng Services Conference 2009 Campus Web Content Management

2 Why are you here? What do you want to get out of this session? What areas of emphasis do you want us to focus on? Process to select a campus wide CMS Governance Technical ImplementaAons Budget Other?

3 Autonomy Main Drivers: UC Irvine A distributed campus model Separate units share common needs Reuse of content Increase autonomy of business users Reduce reliance on technical staff for content Each unit retains its own processes Libraries University CommunicaAons Student Affairs AdministraAve CompuAng Services

4 Main Drivers: UC Irvine CollaboraAon Campus branding and templates Economies of scale Discovery of similariaes in distributed environment New funding model for campus and greater purchasing power Shared training for technical and business users Workflow, version control and accessibility Security best pracaces Autonomous ImplementaAon

5 Main Drivers: UC San Diego 1. Save the campus money by eliminaang redundancy 2. Leverage Web templates Provide conanuity & brand management, Incorporate usability best pracaces Speed Ame to market Help ensure SecAon 508 and ADA (Americans with DisabiliAes Act) compliance. 3. Provide cohesive analyacs to make be[er decisions 4. Facilitate content sharing and data management 5. Protect campus web data through server redundancy and disaster recovery

6 Main Drivers: UC Davis SituaAon: Web sites at UC Davis range in quality and effecaveness from very bad to very good. Previous provost said, surely we can do be[er. Goal: Raise the floor for campus sites so that even a unit with li[le or no Web experase can produce and maintain a good UC Davis site. Corollary goal of enabling units to make more effecave use of exisang skills and resources CMS benefits

7 Main Drivers: UC Davis Official goals of CMS ini3a3ve: Facilitate the creaaon and management of standardscompliant Web sites Support organizaaonal consistency in messaging, branding and idenaty Meet legal requirements for Web content accessibility Implement technical and graphic design conanuity throughout the university's Web sites Decrease the need for specialized technical skills, staff, and resources for Web publishing needs Provide a centralized, dynamic, flexible and high quality campus Web content management infrastructure

8 Cost and Ame saving benefits Economies of scale One centrally maintained CMS more costeffecave than a plethora of locally maintained CMSs across campus Reuse of common templates for content types campus wide Reuse of common graphics campus wide Reuse content on mulaple sites campus wide

9 Cost and Ame saving benefits Fewer hurdles to keeping sites up to date Let those who know the content edit the content Reduced need to train staff in HTML, CSS, page ediang apps such as Dreamweaver Time saved by not having to manage navigaaon as sites are built and maintained

10 Cost and Ame saving benefits Bullet proofing entry of standard page types; for example: News items / press releases Directory entries Faculty CVs / biographies FAQs Events Other secaoned content

11 Cost and Ame saving benefits Impact on technical staff Ability to enter and present data in ways that would otherwise require a database and backend programming Easier to update the designs of sites Save Ame of technically trained staff so they can perform those funcaons they are best trained to do

12 Analysis Process Developed use case that encompassed most of the funcaonal and technical requirements Developed proof of concept (POC) using: Vigne[e (with new template and cache) OpenCMS Hannon Hill Cascade Server Stakeholders reviewed POC demo and scored each product Of the 20 reviewers, 19 selected Hannon Hill Cascade Server as their first choice. 12

13 UCSD CMS EvaluaAon Summary Comments Cascade Server was easiest to use from an end user point of view Common tasks like ediang text, adding an image, or adding a link were very straighiorward in OpenCMS and Cascade Server Templates were easy to create in Cascade Server Cascade Server was much easier to install and configure compared to Vigne[e I liked how Cascade Server had out of the box workflows that could be modified to our specificaaons Cascade Server allows for decentralized template creaaon and role maintenance 13

14 Who Supports the CMS: UC Irvine Management Group with representaaves from all members of the consoraum Who are the consoraum members? AdministraAve CompuAng Services Department of EducaAon Health Affairs Law School Student Affairs University Advancement University CommunicaAons University Libraries

15 Who Supports the CMS: UC Irvine General CMS Issues Beth Harnick Shapiro, Director of Web CommunicaAons, University CommunicaAons, System Issues Jim Kreuziger, Programmer Analyst, University CommunicaAons, Template or Design Issues Chris Cheung, Programmer Analyst, University CommunicaAons, Todd McGill, Programmer Analyst, University CommunicaAons,

16 Who Supports the CMS? Bre[ Pollak, Campus Web Manager Greg Goldman, Campus Portal Coordinator Academic CompuAng & TelecommunicaAons (ACT)

17 Who Supports the CMS? CMS iniaaave begun as a partnership between University CommunicaAons and InformaAon and EducaAonal Technology Server administraaon by Data Center staff CMS administraaon by University CommunicaAons staff Steering and implementaaon commi[ees, composed of volunteers from across campus, guide and execute the iniaaave

18 Sites Published: UC Irvine AdministraAve CompuAng Health Affairs Student Affairs University CommunicaAons University Libraries Department of EducaAon

19 Sites Using the CMS Over 3,000 web pages managed in Cascade Server, 102 user accounts ucsd.edu, including audience based websites o ProspecAve Students o Current Students (TritonLink) o Parents & Families o Alumni o Friends & Visitors Sixth College Libraries Sustainability 2.0 DisabiliAes Campus Web Office UCSD iphone ApplicaAon Website Blink (UCSD s extranet), 4 Colleges and 5 Departments are in process

20 Sites using the CMS: UC Davis We re in sop launch phase, with a limited number of sites migrated to the CMS. ImplementaAon partners include: Office of the Chancellor and Provost InformaAon and InstrucAonal Technology University CommunicaAons School of Veterinary Medicine School of EducaAon

21 MarkeAng & On boarding Process Marke3ng AdverAse via cwo.ucsd.edu Word of mouth PrioriAes and governance set by CWSC On boarding Assist clients in developing site structure Set up permissions and provision users Build site shell Set up home page and landing pages Train the trainer Ongoing support for quesaons/issues

22 On boarding: UC Irvine Process for on boarding new clients Train the trainer Hannon Hill Training Workshops Developer Training Transports Targets Data definiaons DesAnaAons ConfiguraAon Sets Business User Training Data definiaon use WriAng for the Web

23 On boarding: UC Davis Process for boarding new clients Details sall to be determined Terms of use document is being developed right now Will be more flexible than was originally planned Training will definitely be part of the process; curriculum for end users is in development

24 Funding Model: UC Irvine Who pays for it? ConsorAum iniaal buy in annual renewal costs method for new members to join ongoing backup and storage costs Shared FTE (community work groups)

25 Funding Model: UC San Diego Funding Partnership between ACT & Libraries Free for Academic Units using the out of the box templates

26 Funding Model: UC Davis Who pays for it? Fully funded through the middle of 2010 StarAng at end of 2009, success of the CMS iniaaave will be evaluated to determine conanued funding Uncertainty of campus budget situaaon makes it difficult to predict eventual funding model

27 Technology: UC Irvine Plaiorm AgnosAc Roles within CMS Administrator Manager Publisher Editor General User Basic structure Database XML/XSL orientaaon Data DefiniAons Demo

28 Environment: UC Irvine Hardware setup: Sun Solaris 5220/Zones Sopware CMS version Cascade s own Tomcat currently with upgrade to next week and plans to upgrade to 6.x end of summer Database: MySQL

30 Environment Web Servers 2 Sun SPARC Enterprise T5120 servers, load balanced 1.2GHz 8 Core CPU 16 GB memory Apache ApplicaAon Servers Linux Database My SQL Integrated with: Single Sign On (SSO) AccessLink (Campus wide roles system)

31 Technology overview: UC Davis SituaAon: Very diverse, heterogeneous campus compuang environment Cascade Server chosen, in part, because it seems a good fit (push publishing model; agnosac when it comes to serverside technologies) for this climate Hardware: ProducAon and development servers (Dell PowerEdge R300s: 8 GB memory, 146 GB x 2 RAID 1) for CMS, hosted and maintained for high availability by the campus Data Center Sopware: RedHat 5 OS, Oracle database, Hannon Hill Cascade Server CMS version CAS plug in for Cascade Server enables campus user authenacaaon

32 Technology overview: UC Davis Basic structure Goal for basic template system: Rely on global assets and resources: templates, CSS, index blocks, XSL This worked in CS.5 in a fashion, but switch to v.6.0 required backing off pending release of v.6.2 (we hope) XML/XSL orientaaon enables site customizaaon via metadata, among other things Data definiaons enable form based input for standard page and data types Templates for standard page and content types will be key in achieving economies of scale

33 Technology overview: UC Davis Cascade Server version 6: New possibili3es Distributed administrator level privileges More granular user roles and permissions Easier sharing of global resources and assets

34 DemonstraAons, QuesAons and Contact InformaAon UC Irvine Beth Harnick Shapiro, UC San Diego Bre[ Pollack, UC Davis Craig Farris,

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