CMS$Migration$Workbook!

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1 CMS Migration Workbook CMSMigrationWorkbook 1. Overview) Thisworkbookisintendedtoguideeachdepartmentandacademicareathroughan orderlyseriesofstepstotransitiontheirwebsitefromthecurrentcontent managementsystem(cms)tothenewone. CompletingthisworkbookandsubmittingtheonlinecompanionformtotheUCM WebteamareprerequisitestobeginningtheCMSmigration,basedontheproject phasewhereinyoursitemigrationfalls. ) If you plan to complete the digital PDF version, please first save this to your desktop, locate the file and open the saved version to begin your entries. Note: Typing into the version that loads in your browser will not save or retain information. Page 1 of 24 Kent State University Communications and Marketing

2 CMS Migration Workbook 2. Determine)Page)Count) Download)a)Copy)of)Your)Current)Site)Map) Todoso: 1. Gotohttp://ucm.dreamhosters.com/ksu2013/migration/sitemaps/. 2. Downloadthexlsorzippedfile. 3. Accessyoursetofpages,usingCtrlFtojumptorelevantpages.Yourpages shouldbeatwww.kent.edu/xxx(yoururl). 4. Copythoselinesofthedocumentandpasteintoanewexcelfile. How)to)Use)the)Site)Map)File) Eventually,youcanaddrowsandcolumnstouseittolognecessarydirectories, images,uploadedfiles,assignmentsanddeadlines. Firstandforemost,useittogetaroughideaofthenumberofpagesinthesiteby simplyscrollingtothebottomofthetableofnonsemptycellsandglancingatthe numberofthelastrow.however,thisnumberincludes 1. OpenthefileinExcel 2. Thepagecountwillbethelastnumberedrow,minusone.(Intheexample below,thereare198pages.) 3. Whatisthetotalnumberofpagesinyoursitemap: (Pleasenote:Thisnumberwillberequiredlater.) Page 2 of 24 Kent State University Communications and Marketing

3 CMS Migration Workbook 3. Determine)Goals) Taketimetostepbackandlistthegoalsyouhaveforyoursite(basedonyour businessobjectivesandwhatyourgoogleanalyticsreports): 1. Whatprioritypagesshouldvisitorsview? 2. Whatareyourwebsitegoals?Whatactionsshouldwebvisitorstake? Reviewyouranalyticstodeterminehowvisitorsarefaringwiththesepagesand actionscurrentlytogaugeyourcurrentsuccessrate. ToolBox GoogleAnalytics GoogleAnalyticsprovidesdataonwebsitetraffic,detailingwhoyouraudienceis, wherethey'recomingfrom,wheretheyaregoing,andwhatdevicesthey'reusing. It'salreadyinstalledandgatheringdataonyoursite.Ifyouneedaccess,requestitat Reference: Page 3 of 24 Kent State University Communications and Marketing

4 CMS Migration Workbook How)to)Get)Top)Pages)Report) 1. LogintoGoogleAnalyticsathttp:// 2. Clicktoopenthereportforyoursite. 3. Under"StandardReports,"navigatetoBehavior>SiteContent>AllPages, andclickthecolumnheadertosortby"uniquepageviews." 4. Sortinascendingordescendingordertoviewmostandleastfrequently viewedpages,orsearchforaspecificpageordirectorybyurl. Page 4 of 24 Kent State University Communications and Marketing

5 CMS Migration Workbook ListYourTopPages Listyour10topprioritypages.What pagesdoyoumostwantyourvisitors toview? UsingGoogleAnalytics,listyourtop 10mostviewedpages.(Instructions* are*provided*on*the*previous*page.) PriorityPages CurrentPerformers Comparethelistsabovetodetermineifyouneedtoaddresstrafficimprovementto anypagesyouidentifiedasprioritypages.areyourprioritypagescurrentlymissing fromyourgoogleanalyticsreport? Yes No CurrentGoals FutureGoals Metric (Howtomeasure) Preferred Primary Navigation ) List your preferred high-level primary navigation below, offset by commas. As part of the overall Kent State brand and as current best practice, the primary navigation must fit on one line without breaking on desktop devices, with preferably no more than seven primary navigation categories. Refer to page 9 of the Standards for Redesign Document for more information. Page 5 of 24 Kent State University Communications and Marketing

6 CMS Migration Workbook Footer&Information&& & FooterQuickLinks(maximum7) SocialMediaLinks(maximum6) ContactInformation: o Departmentphone: o Departmentaddress: o Department 4. Conduct*Research* Doesyoursiteeffectivelycommunicatetoyourtargetaudiencewhatyouintend? It'sagoodideatoregularlytestyourcontentandnavigationlabelswithsmall groupsofusersselectedfromyourtargetaudience(s)andaskthemwhatfivetasks theymustaccomplishonyoursite. Examples& Locatecontactinformationforyouradvisor Findthebioforthedepartmentchair Viewtheprerequisitesforacourse Info&Needed& Audience& Ifusersdemonstrateconfusioninwheretoclickinordertoaccomplishan importantgoal,thatmightbeanareawhereadifferentnavigationlabelormodified pagecontentcouldhelpimprovetheuser'sexperience. Page 6 of 23 Kent State University Communications and Marketing

7 CMS Migration Workbook 5. Image)Bank)) Reviewtheimagesdisplayedonyoursite: Doyoufeaturecandidphotographs?Usersfarprefernaturalphotographsto stagedsettingsorstockimages. Doyouhavepermissiontousetheimage?Thefollowingarepermitted: o ImagesproducedbyKentState'sphotographers: o Imagesinthepublicdomain,designated"copyrightSfree"oropenly licensed TASK:AsyouprepareforsitemigrationS 1. Downloadtheimagesyouwilluseinyournewwebsite. 2. Clearlynamethemandsavetoasharedfolder. 3. Makethefolderaccessibletotheteammigratingyourwebsite. Tip:Itcouldbehelpfultocreatefolderstohouseimagesbasedonwheretheywill appearinthenewsite.forexample,thesetypesoffoldernamescouldprovidea basestartingpoint: ImagesAbout o Image1MainAbout o Image2BuildingPhoto o Image3LeadershipPhoto ImagesAcademics ImagesPortfolio Ifinneedofphotography,firstvisittheKSUphotoarchives(linkedabove).Ifyou're unabletofindwhatyouneed,photorequestsmaybesubmittedat Imagesonthecurrentsitehavebeendownloadedinpreparationformigration anduploadintothenewsite. Page 7 of 24 ) Kent State University Communications and Marketing

8 CMS Migration Workbook 6. Content)Audit)&)Gap)Analysis) Themajorityofyourtimewillbespentcleaningcontent,deletingorlistingdead weightthatwillnotmigrateandrevisitingnavigation.youwillmovethroughseven steps,whichwillserveasaworkflowforreviewing,updatingandpruningsitepages toensurethatthecontentpagesmigratedtothenewcmsareaccurateandrelevant. Consideralsohowyourcontentwillbeviewedandnavigatedonmobiledevices, whicharequicklybecomingthedominantviewportsthroughwhichwebpagesare consumed. 6a)ReferenceSiteMap(seesection2) [URLtobedetermined] Thissitemapcanbeastartingpointforyouraudit.Useitasachecklistofpagesto review.keeptrackofdetailsinaspreadsheetasyougo.ifcollaboratingasagroup, considerstoringingoogledocs( informationsharing. Note:*If*there*are*pages*on*your*site*not*listed*in*the*site*map,*it's*possible*they're*not* appropriately*linked*in*the*navigation.*check*to*make*sure.* * Page 8 of 24 * Kent State University Communications and Marketing

9 CMS Migration Workbook (Content,continued) 6b)IdentifyPagesforDeletion LookforcontentthatisRedundant,OutdatedorTrivial(think"ROT"). Doesthesame,orsimilar,informationexistelsewhereonthesite? Isitnolongertimely? Shouldithavebeenpublishedinthefirstplace? Orletthecrowddecideiftheyfindituseful.UsingGoogleAnalyticsreports,review thelistofyourpages,sortedbyfewestuniquepageviews.pagesnotappearingon thelistorwithjusttokenviews(fewerthan,say,ten)inthepastquartercould provideastartingpointforcontenttobedeleted. Tip: 1. Refertotheinstructionsinsection3(DetermineGoals)forviewingacontent reportingoogleanalytics 2. ClickasecondtimeintheUniquePageviewscolumntoreversethesortto viewthepageswiththelowestnumber TASKS: 1. Deleteidentifiedpagesatthisjuncturetopreventthemfromaccidentally beingmigratedintothenewsite. 2. Uploadedfiles,suchasPDFs,couldbedeletedorflaggedonyourExcel spreadsheetas donomigrate. 3. Aswasthecasewithimages,ifyouwillusethemagaininthenewsite,they willneedtobedownloadedfromcommonspottouploadlater.whendoing so: a. Downloadthefilesyouwilluseinyournewwebsite b. Clearlynamethemandsavetoasharedfolder. c. Makethefolderaccessibletotheteammigratingyourwebsite. Tip:Itcouldbehelpfultocreatefolderstohouseimagesbasedon wheretheywillappearinthenewsite.forexample,thesetypesof foldernamescouldprovideabasestartingpoint: ToUploadForms o FormA o FormB ToUploadAcademics ToUploadPortfolio PDFfilesonthecurrentsitehavebeendownloadedinpreparationformigration anduploadintothenewsite. Page 9 of 24 Kent State University Communications and Marketing

10 CMS Migration Workbook (Content,continued) 6c)ReviewYour ToOKeep PagesforAccuracy,Relevancy, RewritesforWebOfriendliness&ImprovedSearchEngine Optimization(SEO) WiththerecentoverhaulofGoogle ssearchalgorithm,qualitycontentiskey. Theupdateaimstofilter fluff content.asaresult,forpagesyouintendtokeep, scanandadjustcopy.considertheseguidelinesforcreatingsearchengines friendlycontent: Theconversationalsearch: Usersearchesarebecominglongerandmorespecific,andfocusmoreon answeringquestions.usenaturallanguagecontent.donottrytostuffyour textwithkeywordsoruseinstitutionaljargonandacronyms.writeso Googlewillrecommendyourpages: o Createunique,accuratepagetitles o Eachpageshouldaddressasingletopic o Ifthepagecoversseveraltopics,considerwhethermultiplepages willallowthereadertomorequicklylocateinformation o Writeabriefsummaryofthepage'scontent(Tip:imagineyour pagedescriptionhastofitinatweet) thiswillgointhepage's description*metatagfordisplaywiththetitleinsearchengine results Makethepagescannable o Usebullets o Useheadingtagstooutlinesections o Limitthenumberofparagraphsbetweenheadings o Includeimagestovisuallycommunicatewhatthereaderwillfind inadjacenttext Avoidjargon,andwriteforyourtargetaudience,intheirwords, examples: o "rape"vs."sexualassault" o "disabilityservices"vs."accessibilityservices" Freshcontent: Createacontentscheduleandupdatefrequently(atleastkeypages).Content freshnessaddsrelevancytoyoursiteandimprovessearchresults. o Makesureyourcontentisengaging,uniqueandrelevant. o Useacombinationofparagraphsandbulletpointsfora persuasive,quickread. o Addvideosforengaging,sharedcontent. Page 10 of 24 Kent State University Communications and Marketing

11 CMS Migration Workbook (Content,continued) Accessibility:Allsitesavailabletothepublic,includingKentState spublicly accessiblewebsitemustbecompliantwithsection508oftheamericanswith DisabilitiesAct.PleasekeepinmindthatofthemanypeoplevisitingKent State swebpages,somehaveuniquechallengesthatcouldmakeusingthe sitedifficult. SeeourGuidetoWebStandardsatwww.kent.edu/ucmforafullerlistingof accessibilityissuestoaddress. Butknow,thesearequick,easywinsforimprovingyourwebsite s accessibility: o Linknames:Setlinksontrue,meaningfultext;donotuse click here. Incorrect:Tofindoutmoreinformationaboutourwellness programs,clickhere. Correct:Findmoreinformationaboutourwellness programs. o Slideshows(suchasPowerPointfiles)andPDFs Refrainfromuploadingthesekindsoffiles.Powerpoints openentirelyblankinascreenreader.additionally,these filetypescanonlybeopenedifusershavetheappropriate softwareinstalled. Youmustofferthisinformationinanadditionalformatfor thoseusingscreenreaders. StudentAccessiblyServicesoffersaguideoncreating accessiblecontentat content.cfm. o Images:BeawarethatGoogle sspiderscannotcrawlonimages, sobesuretousealttextonyourphotosinadditiontocaptions. o Videos Ifvideohostallows,provideclosedcaptioningforyour videos.ifnot,available,transcribevideoandprovidealink tothetranscribedcontent. Searchengineoptimizationreferences: startersguide.pdf Page 11 of 24 Kent State University Communications and Marketing

12 CMS Migration Workbook (Content,continued) 6d)AuditandIdentifyYourOnlineForms Identifyanyonlineformsthatyouoryourteamhascreated.Thisexcludesforms thathavebeenuploadedaspdfsandworddocuments.whichonline,fillableforms areneededinthenewwebsite? TASKS: Printahardcopyofanynecessaryforms. Saveinafolderthatisaccessibletowhomeverwillberebuildingyourforms. Oneachprintout,identifyhowthatformbehavesuponsubmission: o toidentifiedsiteadmins? recipientsare: o Feedtoadatasheetformanipulationand/orexport? o Both? Youwillreferencetheprintoutswhenrebuildingthecorrespondingreplacement versionsindrupal.thesehardcopieswillmakeiteasiertorecreatethefieldsyou havealreadyidentifiedasnecessary. Quantifyofonlineformsthatneedrecreated:. Copiesofthecurrentformshavebeenprintedinpreparationformigrationand recreationsinthenewsite. Page 12 of 24 Kent State University Communications and Marketing

13 CMS Migration Workbook (Content,continued) 6e)PreparingforMigrationofUploadedFiles(PDFs,Word) Bynow,youhaveidentifiedtheuploadedfilesyouwillwanttomigratetoyournew website. Aswasthecasewithimages,ifyouwillusethemagaininthenewsite,theywill needtobedownloadedfromcommonspotforuploadedlater. TASKS: 1. Downloadthefilesyouwilluseinyournewwebsite. 2. Clearlynamethemandsavetoasharedfolder. 3. Makethefolderaccessibletotheteammigratingyourwebsite. Tip:Itcouldbehelpfultocreatefolderstohouseimagesbasedon wheretheywillappearinthenewsite.forexample,thesetypesof foldernamescouldprovideabasestartingpoint: ToUploadForms o FormA o FormB ToUploadAcademics ToUploadPortfolio PDFs,Worddocumentsandotherfilesonthecurrentsitehavebeendownloaded inpreparationformigrationanduploadintothenewsite. Page 13 of 24 ) Kent State University Communications and Marketing

14 CMS Migration Workbook (Content,continued) 6f)ReviewArchitecture(Navigation)andRemainingPagesfor Enhancements Theremaybepagesinyoursitethatwereaddedatdifferenttimesbydifferent resources,which,asaresult,arenotlogicallygroupedtogether. Trytolookatyourcontentwithfresheyesandatwhetherandhowitaddresses yourgoals.doesthecurrentpagehierarchymeshwiththeidealcontentstructure? Wheretheanswerisno,thereisanopportunitytoincreasethesite'susefulness. Case)Study:)Diversity) TheDivisionofDiversity,Equity&Inclusionhadanumberofdifferent studentcentersandprogramseachlistedinthesitenavigation.bygrouping likeitemstogether,thelistofnavigationitemswasreducedfrom14to7. Additionally,NewsandEventswerecombinedintoasingledirectory. Departmental)navigation:)before)and)after)reorganization)and) consolidation. Page 14 of 24 Kent State University Communications and Marketing

15 CMS Migration Workbook (Content,continued) 6g)Dependencies Identifyanyinstanceswhereotherwebsites,suchasFlashLine,eCalendarorother 3rdSpartysystems,relyoncontentinyourcurrentwebsiteorviceversa.Onthe flipside,identifyanycontentyourelyonthatappearsinanotherwebsiteandto whichyoulinkfromyourwebsite. Examples: 1. EventspagedisplaysRSSfeedfromeCalendar. 2. FlashLinelinkstoregistrar,bursar,parking,humanresourcesandamultitude ofotherpagesinvariouscommonspotwebsites. 3. Oneexampleisthescreencaptureofthebelowcontent,whichappearsasa channelinflashline.contentinthischannellinksuserstothecurrenthuman Resourcewebsite.Asaresult,whenlaunchyournewwebsitewithitsnew urls,allflashlineurlswillrequireupdates. YourDependencies: OR Nosuchdependenciesidentifiedafterreviewingthesite. Page 15 of 24 Kent State University Communications and Marketing

16 CMS Migration Workbook (Content,continued) ) 6h)DevelopNew,NecessaryContent Ifyouhaveidentifiedtheneedfornewcontent,whenwritingthatcontent,adhereto guidelinesonpage10insection6c. 6i)DepartmentalTemplates Becausethereistheunderstandingthataneedexistsforwebsitedesignand developmentservicestocomplywiththeuniversity sbaselinewebrequirements, theuniversityhasmadethreebaselinetemplateoptionsavailable. UniversityBaselineTemplates Departmentsadoptingoneoftheprovidedtemplateswillhavetheabilityto customizethewebsiteviauniquecontentandimagery. Additionally,theDrupalcontentmanagementsystemwillautomaticallydisplaythe university srequiredelements. Baselinetemplateoptions Traditional Bright Gray on Gray (with approved accent color) Foradditionalaccentcolors pleasereviewtheucm approvedcolorpaletteat Page 16 of 24 Kent State University Communications and Marketing

17 CMS Migration Workbook Gray)on)Gray)Template)with)Approved)Accent)Color) Traditional)Template) )) Page 17 of 24 ) ) )Bright)Template) Kent State University Communications and Marketing

18 CMS Migration Workbook CustomWebDevelopment: Thosedepartmentscontractingwithoutsidevendorsforcustomwebsite development,mustadheretotheguidetowebstandardsfoundat sbrandextendsto itsonlinespaces,whilealsoprovidingacohesiveexperienceforindividualsvisiting KentStatewebsites.Thestandardsclearlydocumentapprovedcolors,fonts, primarynavigation,mastheadandfooterelements,andotherrequiredelements,as wellastheneedtosecureucmapprovalpriortowebdevelopment. Mydepartmentwebsiteshouldbesetupusingthistemplate: Traditional Bright with Blue Header with Gray Header GrayonGray Accentcolor: Custom ThedepartmentvendorhasreceivedtheGuidetoWebStandards: Yes No UCMandIShavereviewedthevendorconcepts: Yes No Page 18 of 24 Kent State University Communications and Marketing

19 CMS Migration Workbook (Content,continued) 6i)DepartmentalRequiredElements Tosupportrecruitmentandretention,aplethoraofresearchhasdictatedUCM s requirementthatcolleges,schoolsandacademicdepartmentwebsitesincludea basesetofinformation.administrativedepartmentsareexempt,unlessappropriate. Primarynavigation Youwillnotethatdepartmentalprimarynavigationhasshiftedtothetop, horizontallocationonthebaselinetemplates,whichisalsoarequirementofcustom templates.requiredlinks: AcademicsorUndergraduate&GraduatePrograms Faculty&StaffDirectory CallstoAction Amount Minimumofthreecalltoactionbuttons Maximumoffivecalltoactionbuttons Collegesmustinclude ScheduleVisit(onlyifdepartmentSspecificvisitsareofferedand informationiscapturedinhobson s) FindMajors&Degrees ApplyNow Whyxxx?Soptional,butifacademicareaisnarrow,highly recommended CareerOpportunities MedianSalaries Internships AlumniSuccess Facts&Figures Optional,alternateplacement:homepageinfographic Programs/Departmentsmustinclude ScheduleVisit(onlyifprogram/departmentSspecificvisitsareoffered andinformationiscapturedinhobson s) ApplyNow Whyxxx? Inclusionitemsmirrorthoseincollegelistingabove ScheduleAdvisingAppointment Page 19 of 24 Kent State University Communications and Marketing

20 CMS Migration Workbook AdditionalRequiredInclusions: StudyAbroad&OnlineLearninginformation,ifoffered Locationofbuttonorcontentisoptional Requiredclasseslinksonacademicprogrampages Notethislabelworksmuchbetterthanroadmapswith prospectivestudents Breadcrumbs,locationoptionalforcustomdesigns 6j)RevisitImageBankAnalysis(seesection5) Ifyoucreatedcontent,doesthatcontentrequireadditionalphotography?Ifso, pleaseremembertovisittheksuphotoarchivesat youneed,photorequestsmaybesubmittedat AdditionalNeeds FoundinArchives? Page 20 of 24 Kent State University Communications and Marketing

21 CMS Migration Workbook (Content,continued) 6k)ApproachingFutureStateofNewSite Currentpainpoints: Desiredenhancements: Presetsyouwillneedinthenewsite: News Calendar/RSSfeed Successstories Profiles Socialmedialinks Highlights Thisinformationwillneedtobechecked/selectedintheonlineformwhenyouare finishedwiththisstep. Page 21 of 24 Kent State University Communications and Marketing

22 CMS Migration Workbook 7. Page)Count)and)Migration)Impact) SincemovingthecontentintothenewCMSrequiresmanuallycopyingeachpage, identifyinganddeletingdeadsweightcontentwillpayoffinhoursanddayssavedin migration. Whatistherevisedtotalnumberofpagestobemigrated: (Pleasenote:ThisnumberwillberequiredintherightShandcolumnbelow.)) Enteryourinformationbelow: Original (from page2) Number*of*pages*in*site*(original*from*section*2,*page* 2*and*from*above)* Total*minutes**to*migrate*(est.*20*min./pg)*1* PostOwork/ PreO migration (above) X20min. each= X20min. each= Totalmin. Totalmin. Divided*by*60*minutes*to*get*total*hours* Dividedby 60= hours Dividedby 60= hours Available*departmental*staff*hours*per*week* Dividedby: hours Dividedby: hours Weeks*required*to*migrate*site*2** Numberofhourssaved: (Subtracttheleftgreencolumnfromtherightgreencolumn.) Formulahelp: 1*Multiply*the*number*of*pages*from*the*row*above*by*20*to*get*the*total*number*of* minutes*estimated*for*migrating*all*pages.*divide*this*number*by*60*to*get*the*total* number*of*estimated*hours*required*to*complete*the*migration.* 2*Divide*the*number*of*estimated*hours*to*complete*the*migration*by*the*number*of* available*hours*human*resources*can*spend*migrating*content*each*week.*the*result* will*be*the*number*of*weeks*required*to*complete*the*migration.** The*reverse*is:*if*you*want*to*launch*in*4*weeks,*then*divide*total*hours*by*desired* number*of*weeks*to*see*how*many*hours*would*be*needed*to*hit*that*target*date.* Page 22 of 24 Kent State University Communications and Marketing

23 CMS Migration Workbook Exampleofaclientcomparingpotentialtimelines: Enteryourinformationbelow Scenario1 Scenario2 Number*of*pages*in*site*to*migrate* Time*to*migrate*(est.*20*min./pg)*1* X20min. each= X20min. each= Totalmin. Totalmin. Divided*by*60*minutes*to*get*total*hours* Dividedby 60= 27hours Dividedby 60= 27hours Available*departmental*staff*hours*per*week* Dividedby: 10hours Dividedby: 20hours 2.6weeks 1.3weeks Weeks*required*to*migrate*site*2** Basedontheestimatednumberofweeksrequiredformigration,determine: Mydepartmentteamwillmigratesite. IneedUCMtosupportmigration. Mydepartment Hopestobeliveby (desiredlaunchdate) Mustnotworkduringthesedates Page 23 of 24 Kent State University Communications and Marketing

24 CMS Migration Workbook 8. Conclusion) Thecontentmigrationprocesswillbe,largely,amanualeffort.Carefulplanningwill helptoensureatimely,thoroughmigration.pruningcontentbeforemigrationwill helpreducethehoursrequiredtocompletethemigrationandwillresultinahigher qualitysite. Communicatingtherequesteddetailsfromtheexercisesinthisworkbooktothe UCMWebteamwillallowforpropercoordinationandprioritizationofeachsite. Enteryourinformationat: Mydepartmenthascompletedtheformathttp:// To complete your CMS Migration Workbook, please submit your final site map to UCM. (Grid format options include Google Sheets and Microsoft Excel.) My department has submitted its site grid via to Page 24 of 24 Kent State University Communications and Marketing