UNIVERSITY OF THE PACIFIC OFFICE OF INFORMATION TECHNOLOGY INGENIUX CONTENT MANAGEMENT SYSTEM DEPLOYMENT PLAN

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1 UNIVERSITY OF THE PACIFIC OFFICE OF INFORMATION TECHNOLOGY INGENIUX CONTENT MANAGEMENT SYSTEM DEPLOYMENT PLAN Prepared by: Enterprise Applications Randall Ogans

2 Document Purpose The purpose of this document is to: 1. Clarify the scope of the Ingeniux Content Management System (CMS) deployment plan. 2. Set organizational expectations by defining: a. Project constraints and risks b. Pilot Group c. Training d. Communication e. Integration f. Post Production Support g. Three Campus Meetings h. The proposed project schedule Deployment Scope The scope of this project includes: Identify specific schools and business units across the University for implementing the content management system through a multi-phased deployment Improve web information and systems architecture Integrate external tools, applications, content, services and Pacific s new web design into the content management system Provide end-user education on Ingeniux

3 Project Approach The Ingeniux Content Management System Deployment is organized as a multiphased project. The initial CMS offering is scheduled for a Spring 2006 deployment. The initial phase is composed of beta site development, pilot site development and initial site testing. CMS implementation for the beta test sites will consist of sites controlled by Marketing and University Relations and OIT. After the beta sites have been tested we will implement the remaining pilot sites in two phases. Phase I uses pilot sites to determine best practices for use in ongoing site development. Marketing and University Relations and OIT will migrate all of the content for pilot sites into the CMS. This will ease the learning curve in the initial deployment (not sure what this sentence means). All pilot site content contributors will then be trained on the CMS. Subsequent phases will be based on the content and site development lifecycle previously outlined in the project definition document. Critical Success Factors Assumptions Development and maintenance of relevant content, with traceable ownership Endorsement, support and active involvement of University administration, web contributors, faculty and staff Clearly defined information architecture that mitigates risk of information overload and confusing information access structures Adequate time allocation for staff and web contributors to strategize and create content so that the project has a reasonable timeframe to meet the expected deadlines Partnership and shared communication between Marketing and University Relations and OIT Full vendor support for the timely delivery of application, updates, training and services This is a University wide project and requires appropriate support Marketing & University Relations and OIT are committed to a mutual and equal partnership on this project The new external website design is completed All pilot groups are committed to being a part of initial deployment Completion Criteria This project will be considered complete when: Pilot sites have been implemented using the CMS infrastructure A process has been defined and put into practice for moving University web sites into the CMS infrastructure for ongoing implementation Training materials provided to initial University CMS users Customer support policy and procedure is implemented

4 Pilot Group The pilot group consists of departments/schools that have been identified by the Web Content Manager as completing the content and site development lifecycle previously discussed in the Ingeniux CMS project definition document. Prior to any content conversion a meeting will need to take place with the CMS Administrator, Web Content Manager, and department/administrative unit. The order of sites being deployed in the CMS will be as follows: Beta Sites Marketing and University Relations controlled sites Office of Information Technology Phase I Student Life Dental School College of Pacific Conservatory of Music School of International Studies Phase II Finance Provost's Office School of Education School of Business School of Engineering School of Pharmacy Alumni Relations Planning & Research Advancement CPCE Phase III McGeorge School of Law Library The beta sites being deployed initially will allow the CMS Administrator and Web Content Manager additional familiarity with the system prior to supporting Phases I, II, and III. The three phases include content contributors with varying degrees of technical aptitude. They will provide the University with key learning points that should help in future deployments of sites into the CMS. To ensure that the initial CMS deployment stays on schedule there will be no additions or replacements to the phases I, II, and III. Subsequent phases will be based on the content and site development lifecycle.

5 Content Conversion The content conversion process will be essential to launching the newly designed and architected Pacific web presence. The goal is to have converted 3-4,000 pages prior to launching the new website. Ingeniux estimates the CMS Administrator and Web Manager would be able to convert 3-4,000 pages in thirty calendar days. Prior to any content conversion the CMS Administrator and Web Manager will need to have a requirements meeting with each school/administrative unit. The Web Manager will then be responsible for providing the CMS Administrator with a document detailing the requirements for conversion. This requirements document should include things such as navigation elements, number of pages, workflow assignments, and any application integrations. It is my recommendation that Web Manager and CMS Administrator do the initial conversion of content and have training sessions for the schools/administrative units after this process is complete. The following is a list of risks and benefits of this decision. Risks CMS Administrator & Web Manager inability to be available for other work All Content Contributors will be dependent on CMS Administrator & Web Manager Benefits Faster deployment of new website and CMS Content Contributors to be trained specifically on their own content Technical aptitude will not be an issue Testing Testing of the CMS application and University Website will be key to a successful deployment. The testing will focus on the following areas: Regression testing between CMS controlled pages and current website Pacific will need to ensure that all content being published to the webserver through the CMS server will resolve to One of the primary focus of this testing should involve testing the admissions site. We will need to ensure that all links, images, third party applications continue to resolved to the correct urls. Subdomains The University has multiple subdomains that users will use to traverse through Pacific s website. We will need to ensure that all links, images, third party applications continue to resolved to the correct urls.

6 Training Ingeniux will deliver training to the University on the use of the CMS application. This will be broken into functional training and technical training. The technical training will be attended by the CMS Administrators and Web Content Managers. Technical Training The technical training is designed for site administrators. This course covers installation of the software, configuration of the working environment, creation of stylesheets and schemas, integration of third-party data sources and creation of publishing targets. Participants will learn how to create and manage sophisticated Web sites in the Ingeniux software. This class will last 4 days and will be delivered by Ingeniux. The class will cover the following topics: Installation and configuration of Ingeniux CMS Users and Permissions Workflow Page Creation Rules Schema Design and Development Stylesheets and XSLT Navigation and Links Publishing and Dynamic Templates Aggregating data through DB Query and XSL Script Security and Authentication Overview of XML, XSL and XSLT XPATH queries Best practices and troubleshooting Integration of third party content sources Syndication of content using stylesheets Co-branding Multiple device deployment Writing For the Web The Web Content Manager will teach a class called Writing for the Web, which will serve as a prerequisite to attending the functional training. Brian Phelps is currently developing outline and course content. The course will last no longer than 2 hours and will include benefits of learning to write for the web. The 6D process will also be covered as preparatory work prior to attending Web writing class.

7 Functional Training The functional training is designed for non-technical content authors who create, edit and publish content in Ingeniux CMS. This half-day course will be delivered initially by Ingeniux in a morning and afternoon session with each class being limited to ten students. The participants for the initial sessions will consist of content contributors from the pilot group, and CMS Project Manager, IT Training Coordinator, and Post- Production Support team. After the initial class is taught by Ingeniux, Brian Phelps will take over teaching the class to the content contributors at the University. The class will cover the following topics: Overview of Ingeniux CMS Create and Edit Pages Add graphics and hyperlinks Import content from other sources Using workflow Preview and publishing Training Manual Maria Myers will work with the Web Content Manager and CMS Project Manager to develop a training manual for content contributors. This manual will be created as a result of the training delivered by Ingeniux in the content contributors class. The manual will have information tailored to Pacific s implementation of Ingeniux. Communication The communications plan highlights include presentations, demonstrations, and town halls to targeted audiences as well as the Pacific community. This plan will be developed after we have received a project schedule from Ingeniux and the deployment document has been vetted through the project team. Joe Brennan and Maria Myers will also develop a plan for managers/supervisors with the two-fold goal of gaining their support for the project and supporting their staff attending training. Integration The CMS has the ability to integrate with some of our current applications here at the University. The New & Events, University Calendars, and InsidePacific are the initial areas that have been identified for integration. As the University continues to deploy content into the CMS we will investigate additional integrations issues.

8 Post Production Support Faye Snowden and Randall Ogans have developed a draft post production support plan for the CMS. This plan will cover first and second level supports for users as well as any necessary resources. Three Campus Meeting After the University has received the technical specification document from Ingeniux, and has signed off on the schedule there will need to be a meeting between all three campuses. The meeting will be to identify needs at the three campuses and how to appropriately deploy CMS.