MySource Matrix White-Branding Documentation Suite

Transcription

1 MySource Matrix White-Branding Documentation Suite

2 2 The Australian Information Management Office (AGIMO) within the Department of Finance and Administration fosters the efficient and effective use of ICT by Australian departments and agencies. It provides strategic advice, activities and representation relating to the application of ICT to government administration, information and services. AGIMO acts as a catalyst for change in government to improve the delivery of public services and achieve long-term efficiencies by using the enabling capabilities of information and communication technology (ICT). It works across Australian jurisdictions to maintain and develop Australia s position as a world leader in the use of ICT for the operation of government. AGIMO provides leadership in defining and driving government-wide ICT strategy, standards, and technical architecture, and embraces emergent technologies, security and resilience issues. ISBN For information about AGIMO, please visit For questions about its work on open source sourcing issues and related areas, please contact: Contact details Department of Finance and Administration Australian Information Management Office Ph: [+61] Fax: [+61]

3 MySource Matrix White-Branding Document Suite 3 TABLE OF CONTENTS Glossary...5 Foreword MySource Matrix White-Branding Document Suite Overview...9 Background MySource Matrix Project Review...13 Introduction...15 Business Requirements...16 Business Case...19 Project Authority and Governance...29 Project Outline MySource Matrix Assessment...39 Introduction...41 Background...42 Key Findings...42 Assessment against Evaluation Criteria MySource Matrix Functional Testing...71 Introduction...73 Background...74 Testing Process...75 Key Findings...76 Assessment against Evaluation Criteria Implementation of an Open Source Content Management System Case Study Executive Summary Australian Information Management Office Description of original website Business requirements for implementation Structure and coordination of implementation Implementation schedule Key tools, techniques, approaches and technologies Challenges and hurdles encountered...128

4 4 Evaluation and lessons learnt Future plans Conclusion Appendix A Costing Appendix B Start-up package MySource Matrix Content Management System Product Overview Introduction What is MySource Matrix? Overview of MySource Matrix MySource Matrix Look and Feel Features Platform, Capacity and Scalability...161

5 MySource Matrix White-Branding Document Suite 5 GLOSSARY Term Accessibility AGIMO AGLS ASP AusTender CIOC Content Content Management System (CMS) Definition The extent to which the website is easy to use and available to a wide range of users, including people with disabilities. Australian Information Management Office Australian Locator Service Microsoft Active Server Pages Australian online tendering service Chief Information Officers Committee Any resource that is created, stored and maintained in the content management system (CMS), eg. a content page, associated files or metadata. An information system used to automate the process of creating, publishing, and maintaining content. CSS2 Cascading Style Sheets version 2 DCITA ESA FedLink Gatekeeper HTML ICCT ICT IMSC Java LDAP Metadata NOIE Open source PHP Refresh Site architecture SQL Department of Communications, Information Technology and the Arts Endorsed Supplier Agreement A system for secure online communications between agencies Australian strategy for public key infrastructure (PKI) Hypertext Markup Language Indigenous Communities Coordination Taskforce Information and communications technology Information Management Strategy Committee A programming language developed by Sun Microsystems Lightweight Directory Access Protocol Descriptive information applied to a content page or associated file, such as classification and intellectual property rights. National Office for the Information Economy Refers to a program in which the source code is available to the general public for use and/or modification from its original design. Open source code is typically created as a collaborative effort in which programmers improve upon the code and share the changes within the community. PHP Hypertext Pre-processor scripting language Migration of a website from one platform to another without substantial change to the original site design or content. The structure of a website including navigation design and how the content is arranged. Structured Query Language

6 6 Test content Usability User W3C Web application White-branding XHTML Dummy content that is used by the development team to populate development and test systems. The extent to which the website is easy to use and available to a wide range of users, including people with disabilities. Any individual that uses a website, content management system or any other information system. World Wide Web Consortium A highly functional information system that exists within a website or is a complete application that runs on the internet and may or may not be browser-based. A website with significant functionality - may be called a web application. Formal release of new or modified open source code or products to the community. Extensible Hypertext Markup Language

7 MySource Matrix White-Branding Document Suite 7 FOREWORD Welcome to the documentation suite for the content management system developed for the Australian using open source software technology. The increasing maturity of open source technologies has the potential to deliver significant benefits to the Australian and the wider community. Open source software provides increased competition, greater flexibility and more choice for both public and private sector organisations looking to harness information and communications technology (ICT) solutions to lift productivity and improve performance. It also encourages innovation and provides new market opportunities for Australian small to medium enterprises (SMEs), many of which deal in open source technologies. In particular, there is a growing market for companies that supply and support open source solutions in business and government. The content management system project is an example of the way open source software developed for one government body can be deployed across multiple agencies. Through a practice known as white-branding, the Australian Information Management Office (AGIMO) and Australian software company Squiz.net have established a robust and flexible software platform that is now available to other agencies at no upfront cost. Individual agencies are still required to assess all technology options on the merits to determine which solution best meets their needs. Value for money and fit for purpose continue to be the most important criteria for agencies when making ICT choices. The same rules apply to both open source solutions and more familiar proprietary software, ensuring a level playing field for all technology providers and users.

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9 1 MySource Matrix OVERVIEW

10 MySource Matrix Matrix White-Branding Documentation White-Branding Suite Documentation Suite

11 MySource Matrix White-Branding Document Suite 11 BACKGROUND The Australian Information Management Office (AGIMO) embarked on a project to replace its websites in early 2003 and selected an open source solution to provide Content Management System (CMS) functionality. MySource was chosen as the preferred option and subsequently underwent development and enhancement to meet AGIMO requirements. Following a successful proof of concept launch for the site, MySource Matrix was selected as the preferred platform for use in AGIMO. AGIMO is making the product set available for re-use across other government and not-for-profit agencies through White-branding. This process has the backing of representatives from the s Chief Information Officer Committee and Information Management Strategy Committee. Documentation Suite AGIMO will release the White-branded version of MySource Matrix (v 3.1 RC 2), which will be made available to all government jurisdictions (federal, state and local) and not-for-profit organisations as an open source solution for web content management. To assist agencies in evaluating and implementation of the White-branded product, AGIMO have compiled a suite of documents to be used a guidance for agencies contemplating implementing MySource Matrix as their content management solution. This overview outlines the scope and purpose of each document. MySource Matrix Assessment MySource Matrix Assessment documented the results of an independent and objective assessment of the white-branded version against the Whole of Content Management Requirements Definition Tool 1. This assessment reviewed out-of-the-box functionality of the white-branded version against the original evaluation criteria to ensure that it met the mandatory and desired requirements identified in the Whole of Content Management Requirements Definition Tool. The assessment was based on interviews and information provided by AGIMO and the vendor, Squiz Pty Ltd. The assessment covered the white-branded version of MySource Matrix in the following areas: Fitness for purpose - does it provide a robust functional platform for the management of web content within a context? This assessed the following elements: Creation and Publishing Presentation and Discovery Technical and Interdependencies Support and Training Stability - does it provide a stable technical (software) platform for web content management? Value for money does it provide a value-for-money option for other government and not-for-profit agencies embarking on similar projects? The purpose of this assessment is to provide agencies with information on the functional capabilities of the product. Agencies will need to consider their core business requirements in assessing the product for their own use. 1 Version 1.0,

12 12 MySource Matrix Functional Testing The aim of this report is to provide an independent and objective test assessment of the whitebranded version of MySource Matrix (v 3.1 RC 2). This document is a companion document to the MySource Matrix Assessment and documents the results of functional testing of the out-of-the-box version of the product. The testing assessment covered the whitebranded version of MySource Matrix in the following areas: Fitness for purpose - does it provide a robust functional platform for the management of web content within a context? Stability - does it provide a stable technical (software) platform for web content management? The following areas were considered out of scope for the testing: Configuration of hardware supporting MySource Matrix within AGIMO Source code review Agency dependant requirements Interoperability testing against multiple platforms and environments. The results of the testing confirm the core functionality of the product from the MySource Matrix Assessment. The report should not be used as a substitute for agency interoperability and compatability testing. MySource Matrix Project Review This document provides a comprehensive project definition of the implementation of the whitebranded version of MySource Matrix within AGIMO. It provides a retrospective insight into actual project planning processes, outcomes and lessons learned. The project review focused on the activities surrounding the refresh of AGIMO s corporate Internet site, implementation of MySource Matrix prior to the white-branding of source code developed as a result of its implementation within AGIMO. The project review outlines the: Business environment prior to commencement of the project Original business and stakeholder requirements Business case including options analysis Development approach Project governance and resource requirements Scope and dependencies Expected project deliverables and quality management Milestones and associated timeframes Issues and change management processes Testing strategies; and Key risks and mitigation strategies. The document follows a standard project plan format and could be re-used as a template by other agencies initiating similar projects. MySource Matrix Case Study The MySource Matrix Case Study is a companion document to the project review, providing a detailed outline of the project activities, development and implementation path, challenges and hurdles, and lessons learnt. The Case Study outlines in more detail areas that impacted AGIMO specifically in the implementation of the product and how they tackled issues associated with the use of open source technology e.g. Intellectual property.

13 2 PROJECT MySource Matrix REVIEW

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15 MySource Matrix White-Branding Document Suite 15 INTRODUCTION This document provides a comprehensive project definition of the implementation of the white-branded version of MySource Matrix, an open source content management system (CMS), within AGIMO. It provides a retrospective insight into actual project planning processes, outcomes and lessons learned. About this document The scope of this document covers the refresh of AGIMO s corporate Internet site, implementation of MySource Matrix and the white-branding of source code developed as a result of its implementation within AGIMO. Included in this document is a summary of: business environment prior to commencement of the project original business and stakeholder requirements business case including options analysis development approach project governance and resource requirements scope and dependencies expected project deliverables and quality management milestones and associated timeframes Who should use this document This document is intended for any government agency or not-for-profit organisation with an interest in the implementation of MySource Matrix as an open source content management solution. Related documents This document should be read in conjunction with: Guide to Minimum Web Standards, AGIMO, 2003 MySource Matrix Assessment, Acumen Alliance, September 2004 MySource Matrix Functional Testing Report, Acumen Alliance, October 2004 Costs and Benefits of Adopting an Open Source Content Management System, Squiz Pty Ltd, July 2003 issues and change management processes testing strategies key risks and mitigation strategies; and The document follows a standard project plan format and could be re-used as a template by other agencies initiating similar projects.

16 16 BUSINESS REQUIREMENTS Background The AGIMO website was originally developed in-house in 2000 utilising a Microsoft Sharepoint Portal Server and Frontpage 2 platform. It quickly grew from its original size and structure to comprise over 14,000 individual elements, including web pages, images and forms, with little to no overall site management. Areas identified for improvement for the website environment included security and content control, functionality, usability and scalability. AGIMO commenced a project in early 2003 to implement a content management system (CMS) and to refresh its corporate Internet site in the process. Following a thorough evaluation of both proprietary and open source products against the Step Two model for CMS evaluation, MySource was chosen as the preferred option. MySource is an open source solution developed by Squiz Pty Ltd, an Australian company with Endorsed Supplier status. The first MySource implementation was undertaken as a proof of concept. In August 2003 the Publication Services Directory was relaunched on an earlier version of the MySource platform. Following this initial development, a small website for the Indigenous Communities Co-ordination Taskforce was launched on the same platform, leveraging the work that had been conducted for the earlier implementation. In October 2003 another proof of concept site was launched using a later version of MySource called Matrix. Following an evaluation of both pilot projects, the later version of MySource was selected as the preferred platform for all future implementations due to its advanced standards compliance and content handling capability. A new corporate website was developed and launched in April 2004 supported by the content management capabilities of MySource Matrix. Several other sites have been migrated to the new platform since then. These open source implementations are believed to be the first of their kind within the Australian. AGIMO is in the process of making the product set available for re-use across other government and not-for-profit agencies through White-branding, which has resulted from its successful implementation and proof of feasibility as a robust content management solution. This process has the backing of members from the s Chief Information Officer Committee and Information Management Strategy Committee. 2 Sharepoint Portal Server was used for management and delivery of web content to the corporate website; Frontpage was used for authoring, editing and formatting of web content

17 MySource Matrix White-Branding Document Suite 17 Stakeholders The following stakeholders were identified as have a significant interest in the project: Stakeholder Interest Beneficiary Direct Indirect General public Usability, accessibility and performance of corporate website, ie. the needs of this group needed to be taken into consideration to ensure that they weren t disadvantaged by the site architecture or associated technology Usability, accessibility and performance of Internet site AGIMO personnel Improvement of business processes relating to content contribution and management Content authors and approvers Usability, accessibility and performance of CMS, ie. content management tools needed to be intuitive and easy to learn. Web administrators Ease of maintenance and management of website architecture and content Other government agencies and not-for-profit organisations Ability to capitalise on the outcomes of the project, ie. an open source CMS and other associated deliverables, such as documentation and lessons learned Providers of strategic direction and operational support Project governance bodies Ultimate responsibility for the achievement of stated business goals, such as re-use of intellectual property across the whole of government External suppliers Provision of solution and customisation of CMS components to meet business requirements Objectives The key objectives of the project were to: implement an open source CMS to improve the management of the AGIMO Internet site, incorporating the whole of the original website content design and implement a flexible, robust and secure technical solution that was capable of supporting rapid website expansion or change without continued reliance on vendor support de-couple information from navigation and visual design, allowing the establishment of a flexible information architecture establish quality assurance processes that provided a better guarantee of consistency, efficiency, performance and compliance with Australian web standards These outcomes were to be achieved with particular attention to the Guide to Minimum Web Standards 3 ; incorporating accessibility, metadata, security, privacy and record-keeping compliance obligations. The end-solution was to meet or surpass all requirements as stated in the Guide. 3

18 18 Related Projects Project Refresh of the Publication Services Directory (PSD) Development of the Australian Branding website ( Development of the Indigenous Communities Collaboration Taskforce website ( Intranet Redevelopment Project Development of open source Contracts Management System CMS Extensibility Project Relationship First proof of concept using an earlier version of MySource to test functionality and suitability of the product within the AGIMO environment Proof of concept using MySource Matrix to test the accessibility of the product and its compliance with the Guide to Minimum Web Standards Proof of concept using MySource Matrix to test the functionality of the product and portability of open source code and infrastructure without vendor support Leveraging common MySource Matrix infrastructure and ability to support multiple websites Proof of concept using MySource Matrix code previously developed for AGIMO s CMS Feasibility study into the potential capability of MySource Matrix to be integrated with an open source Electronic Document Management System (EDMS)

19 MySource Matrix White-Branding Document Suite 19 BUSINESS CASE The original AGIMO website comprised over 14,000 individual pages and associated objects with very little to no overall site management. It was deployed on a Microsoft Sharepoint Portal Server platform and supported by approximately 40 web authors using MS Frontpage as the standard content creation and editing tool. Although AGIMO carried primary responsibility for developing online service delivery standards, their own websites did not meet many of the mandatory specifications of the Guide to Minimum Web Standards. This was not through a lack of effort on behalf of content authors, rather the editing tools being used at the time required an unreasonable level of skill and work to ensure that sites complied with the relevant standards. An open source content management solution was selected following an independent and thorough evaluation of many propriety and open source systems. MySource Matrix provided: A fully featured open source content management solution, produced and supported by an Australian company with Endorsed Supplier status A successful history of being deployed by several other Australian organisations with good results Lower implementation costs as there were no licensing fees Additional cost and process improvements associated with the implementation of a content management system were expected in the following areas: Improved customer access, both external and internal, to AGIMO products and services by ensuring that supported websites met whole of government accessibility and other standards specified in the Guide to Minimum Web Standards Improved archiving and retrieval of online content inline with the Archives Act 1983 Reduced content management and authoring overheads by establishing corporate content management and devolved authoring processes Improved content quality, consistency and reliability by embedding quality processes into the content management model Improved content discoverability by providing an effective information architecture and search mechanisms Reduced ongoing development costs through the re-use of common components and data Improved system scalability and interoperability by adopting the principles of open standards Non proprietary solution

20 20 Options Analysis Following the evaluation process and shortlisting of MySource as the preferred content management solution by an independent organisation, AGIMO embarked upon a further analysis of all available options. A summary of the options investigated together with their associated benefits and risks is provided below. 1. Continue to use existing proprietary technology (SharePoint/Frontpage) and retain out-sourcing contract for web infrastructure management services Benefits g No additional in-house skills required g Shared infrastructure management risk Risks g Static website - tightly coupled content and design g Lack of standards compliance g Lack of content management or workflow g Lack of user security g High site maintenance costs - global changes had to be applied on every page g Slow technical support response times 2. Continue to use existing proprietary technology (SharePoint/Frontpage) and in-source web infrastructure management Benefits g Faster technical support response times Risks g Static website - tightly coupled content and design g Lack of standards compliance g Lack of content management or workflow g Lack of user security g High site maintenance costs - global changes had to be applied on every page g High upfront hardware costs g New in-house skills required to manage web infrastructure 3. Invest in open source technology (MySource) and retain out-sourcing contract for web infrastructure management services

21 MySource Matrix White-Branding Document Suite 21 Benefits g Separation of content from design g Compliance with minimum web standards g Automated content management and workflow g In-built user security Risks g High upfront development, hardware and implementation costs g Higher site maintenance costs g Slow technical support response times g No licensing costs g Lower site maintenance costs g Shared infrastructure management risk g Corporate recognition of Internet as core business tool g Better support for emerging business requirements 4.5. Invest in open source technology (MySource) and in-source web infrastructure management Benefits g Separation of content from design g Compliance with minimum web standards g Automated content management and workflow Risks g High upfront development and hardware costs g New in-house skills required to manage web infrastructure g In-built user security g No licensing costs g Lower site maintenance costs g Lower implementation costs g Faster technical support response times g Corporate recognition of Internet as core business tool g Better support for emerging business requirements g Long-term cost-effectiveness Recommended Option As a result of this analysis, Option 4 (investing in open source technology and in-sourcing infrastructure management) emerged as the most likely platform to offer long term viability and value for money.

22 22 Business Benefits The chosen option provided the following business benefits: g Separation of content from design The ability to separate content from design provided a consistent user interface and efficient, easy updating of content without impacting on site structure or navigation. It also enabled sharing of source content across multiple sites (create once, use many times concept), enabling a complete reduction in the rate of duplicate and inconsistent content. g Compliance with minimum web standards Compliance with its own standards improved AGIMO s reputation as a leader in the adoption of usability and accessibility better practices. Ensuring that the website met these requirements meant that it was available as a source of information to all customer segments equally. g Automated content management and workflow Streamlining the content creation, publishing and management processes provided major productivity improvements. Staff were no longer required to know HTML or the intricacies of assembling web content. Business rules were designed to route the content automatically through the appropriate approval mechanisms, which provided a better guarantee of content accuracy, currency and completeness. g In-built user security In-built user security enabled access to the content database at many different levels, according to roles specified for individual authors and access privileges associated with specific content items. The security model was implemented as a reflection of the organisational structure, which meant that access to content could be restricted to the user s business group. Hence, content ownership and responsibilities relating to the maintenance of content became very clear and visible. g No licensing costs Source code was provided to AGIMO at no cost and there are no on-going licensing fees. AGIMO owns their copy of the source code and is free to modify it accordingly. g Lower site maintenance costs Separation of content from design, automating content approval processes and in-built security all contributed to reduced site maintenance costs. Being an open source solution, upgrades for the content management system are provided at no cost to AGIMO. In-sourcing web infrastructure management services provided cost savings through the simplification of change management processes. g Lower implementation costs Implementation costs were also reduced by in-sourcing web infrastructure management. g Faster technical support response times Cycle times for rectifying system-related issues and for applying enhancements has been reduced following the in-sourcing of web infrastructure management and simplification of change management. g Corporate recognition of Internet as a core business tool Investing in new technology and web infrastructure clearly demonstrated that the organisation recognises the web as a primary vehicle for communication with external stakeholders and as a critical business tool.

23 MySource Matrix White-Branding Document Suite 23 g Better support for emerging business requirements Core content management functions were able to be expanded by applying additional software modules. In addition, the modular nature of the system enabled non-technical staff to configure functions, change and expand site architectures without an over-reliance on vendor support. g Long-term cost-effectiveness Adoption of open source software and in-sourcing of web infrastructure management was seen to provide a sustainable, long-term and cost-effective option. Cost Considerations MySource Matrix is an open source solution and as such the base product set is available to government and not-for-profit organisations free of charge. However, costs would still need to be considered relating to implementation, content migration and operation, depending on the size and complexity of websites and skills available within the organisation. Key cost drivers for the implementation of MySource at AGIMO were content migration and development of additional functionality that was originally considered outside the project scope. In particular, the costs associated with moving content from one platform to another should be carefully considered by other agencies, making sure not to underestimate the considerable effort that is required. The following list provides a summary of activities and deliverables that incurred costs during the project: g Design Development and application of W3C compliant website design Development of a Style Guide to be used by content authors to ensure a consistent visual style g Development Search engine improvements to allow integrated searching and real time searching of content Development of a facility for the mapping of old URLs to new pages Modification of site map to provide an A-Z style listing Workflow modifications to meet agencyspecific requirements Development of a low bandwidth (text mainly) version of the site Development of Wizards to export log files for audit trails g Server Setup Installation of web and database servers Physical staging server installation to enable editing to be done on a physically separate staging server before being periodically pushed to the production web server (optional) g Content Migration Dedicated, trained content managers were required to move content from the old website to the new content management system A skilled person was required to manage the internal change process and to participate in content approval processes during the internal content preparation phase g Project Management and Testing Project management and testing was required to ensure that the system met all stated and agreed business requirements and that the website complied with the applicable standards (W3C and WCAG) on target browsers

24 24 g Change Management Change management and communication activities were required to ensure that all stakeholders were fully engaged in the process of designing and migrating to new business processes g Training Train the Trainer style training or end user training for content editors g On-going Support Technical and user support Upgrades and maintenance g Documentation Development of user documentation for any tailored functions or custom modules Technical documentation detailing any system architecture changes and instructions for third party developers g Hosting Costs Ongoing system administration and management g Stakeholder and user commitment High usage coupled with a high degree of user and stakeholder satisfaction Stakeholders and users regard the system as an example of better practice g Ongoing operations and maintenance High degree of satisfaction among content authors and system administrators Reduced number of system performance and security issues Increased information architecture and system scalability Additional success will also be demonstrated by achieving the following: g Whole of government relevance High number of enquiries from other government agencies looking at open source content management solutions Successful implementation of the whitebranded version of MySource Matrix at another government agency Critical Success Factors Benefit realisation has been demonstrated by achieving the following: g Compliance with minimum web standards Web Content Accessibility Guidelines World Wide Web Access: Disability Discrimination Act Advisory Notes Privacy Guidelines for Federal and ACT World Wide websites Privacy Act (1988) Australian Communications Electronic Security Instructions 33 (ACSI-33) Australian Locator Service (AGLS) metadata standard Guidelines for Commonwealth Information Published in Electronic Formats Electronic Record Keeping and Archiving

25 MySource Matrix White-Branding Document Suite 25 RISKS Risk Classification Probability is the likelihood of risks occurring where: High Medium Low will happen may happen probably will not happen Impact is the amount of disruption or number of potential system beneficiaries affected by the risk occurring: High Medium Low all users affected or project will be significantly impacted some users affected or has some impact on the project one or a few users affected and minimal project impact Risks of Proceeding The following risks and treatment measures were identified prior to commencement of the project: Probability Impact Risk High (H) Medium (M) Low (L) High (H) Medium (M) Low (L) Treatment measure Developing on a beta platform (evolving product) H H Change control and release management. Expectations management and scope creep due to the open source nature of the product, ie. there were no cost barriers to adopting the latest functionality H M Pressure to include additional functionality was managed by validating requests against the original business case. Non-core functionality was captured and prioritised for future releases. Original proof of concept projects prove to be unsuccessful M H The scope of the project was reduced to a simple refresh of the existing AGIMO Internet site, including information architecture and content, rather than a complete redevelopment of the site. Source code liability M H Comprehensive functional testing was conducted. Loss of critical project resources M H Project and product documentation. External political factors impacting the project M H Project governance and reporting. Contractual issues with the vendor resulting in irreconcilable differences M H Legal advice was sought and government procurement and contracting processes were followed. Underestimation of effort for migration M M The scope of the migration effort was reduced and additional resources were provided. Project management inappropriate for desired outcome M M Project governance was centralised and regular project reports were provided to the Web Content Management Committee.

26 26 Probability Impact Risk High (H) Medium (M) Low (L) High (H) Medium (M) Low (L) Treatment measure Resistance to adopt changed business processes by site administrators and content owners M M Author, Administrator, Editor and Designs training was provided to key internal users. In addition, dedicated in-house resources were established to provide on-going user support and a maintenance agreement with the vendor was put in place for technical support. Product fails to be suitable for whole of government use M L Comprehensive functional testing and evaluation against industry/government standards. Lack of technical support should the vendor cease trading or supporting the product M L A strong user community was established by AGIMO and the vendor, providing alternative support structures. Being an open source product, AGIMO also had access to the source code which would provide continued viability even in the absence of a vendor. Failure of software to function or perform as required L H The choice of a solution where cost was associated with delivery and not licensing fees provided the option of ceasing the project and returning to existing content management practices if the project were to fail. The system had been successfully implemented in other agencies, hence the probability of this risk occurring was low. Architecture inconsistent with target audience L H Testing was conducted against W3C compliance and all relevant standards and guidelines. Conflicting internal priorities and resource diversion L H A greater focus was placed on project governance and reporting.

27 MySource Matrix White-Branding Document Suite 27 Risks of Not Proceeding The following is a summary of key risks that were associated with not proceeding: Probability Impact Risk High (H) Medium (M) Low (L) High (H) Medium (M) Low (L) Treatment measure A significant risk to AGIMO s reputation existed as a result of its websites not complying with the organisation s own Guide to Minimum Web Standards H H It would have been possible to mitigate this risk by editing pages within the original website individually to ensure that they complied, however, this would have been an extremely time consuming and expensive exercise with very few long-term gains. Very few security measures had been put in place to provide content integrity and to prevent business areas from inadvertently removing or damaging each others content H M Being a static website it was not possible to implement the required disciplines, hence the only option was to accept this risk and closely monitor the website for any issues. Expensive, complex and errorprone content authoring and publishing process Inability to implement version control or to archive old content in a manner that allowed efficient retrieval at a later date H M As above. H M As above. Business Case Conclusion The existing website suffered from: Non-compliance with whole of government website standards Lack of security and user management Expensive, complex and error-prone content management processes Lack of version control and archiving An independent evaluation and AGIMO s own analysis of feasible options indicated that the use of open source software would provide a cost effective and flexible content management solution. MySource Matrix showed higher potential overall in relation to: User friendliness and low development complexity Advanced functionality Flexibility and scalability Availability of local support Technical compatibility Cost effectiveness

28 28 The specific features of MySource that ranked it higher than other products included: Ability to easily create content Advanced version control and roll-back facility In-built security and user management Ability to support multiple formats Use of stylesheets and page templates Ease of site management including navigation, accessibility, cross-browser support, metadata and user friendly URL s Original cost estimates indicated that AGIMO could obtain a customised open source content management system fully implemented for $140,000 including: all required software recommended hardware standards-compliant designs data structures workflow implementation database conversion content conversion training and documentation This represented a significant saving over comparable commercial-off-the-shelf (COTS) solutions.

29 MySource Matrix White-Branding Document Suite 29 PROJECT AUTHORITY AND GOVERNANCE An effective project governance structure was critical to the successful completion of the project. Governance was shared between two key business areas, each providing a dedicated Project Director. The key focus for one was strategic sourcing and emerging technologies; the other was responsible for the physical implementation of the system and associated business processes. Roles and Responsibilities An overview of key project management responsibilities is set out below: Role SES Business Group Information Management Committee Responsibility Provided sponsorship and oversight Received regular progress reports Represented the interests of the business Ensured the goals of the project were met Received project reports on a monthly basis Authorised business requirements and accepts solution delivery Provided project representation and support at senior executive levels Business Sponsor Ensured the project supports corporate goals and objectives Had corporate responsibility for delivery of business benefits Provided sign-off at appropriate milestones Web Content Management Committee Ensured that the system design was a true reflection of user requirements Developed the white-branding strategy to enable the system to be used across the whole of government Project Director strategic sourcing and emerging technologies Ensured value for money from the perspective of the government Set function and requirement priorities for the project Provided sign-off at appropriate milestones Provided guidance and direction to the implementation team Project Director physical implementation Ensured value for money from the perspective of the business Set function and requirement priorities for the project Provided sign-off at appropriate milestones

30 30 Role Responsibility Overall responsibility for the delivery of the technical solution Monitored scope, timeframe, costs, quality, risks, communication, task allocation and 3rd party involvement Project Manager Provided regular progress reports Responsible for the overall design of the solution Designed page layout and process models Determined logical design requirements Ensured technical solution met business requirements Served as the source of requirements information Web content authors Undertook user training Implementation Team Migration Manager Worked with stakeholders to develop production quality content Graphic Designer Used information architecture to develop visual designs Developed style guides and design standards Supplied source code creation and implementation expertise MySource Matrix Vendor Determined physical design requirements Undertook unit and integration testing of system components Participated in project activities, when required Maintenance Team Undertook user and administrator training Provided support to ensure successful implementation and maintenance of the system

31 MySource Matrix White-Branding Document Suite 31 PROJECT OUTLINE Scope The broad scope of the project was the implementation of the MySource content management system, the refresh of AGIMO s corporate Internet site and the migration of production quality content to the newly established structure. Detailed consideration was given to: Products What were the key deliverables / how would they look and function? People Who would be impacted by the products? Processes How would the products be managed? Information What were the inputs and outputs of the products? Technology What was required technically to support the products? Compliance What government and industry standards should the products have to comply with? Training What training would users of the products require? MySource Matrix content management system Several small proof of concept websites AGIMO corporate Internet site refresh Integration with and related systems Stakeholder requirements Operations and maintenance resource requirements Change management issues Content authoring, approving and publishing Data management Version control Conversion of existing content Security and user management Back up, audit and recovery procedures Content development policies and standards Inputs: Asset maps Content Metadata Outputs: Information architecture Content database Statistics and reports Technical architecture Security model Hardware requirements Software requirements Accessibility standards AGLS metadata standards Privacy legislation Security regulations Recordkeeping standards Auditing requirements User training Administrator training On-going support The scope of the project did not cover analysis, design or implementation of any other website or internal business system.

32 32 Prerequisites The project s prerequisites included: Establishment of a relationship with an Endorsed Supplier Resolution of legal and contractual issues: Ensuring Financial and Management Accountability Act compliance GITC contractual provisions Liability and warranty Assumptions Assumptions needed to be clearly understood and acknowledged by all project stakeholders to ensure that misunderstandings were avoided and to share a common understanding of goals and objectives. The following key assumptions were applied to the project: The scope of the project was limited to the implementation of MySource, the development of several small proof of concept sites and to refreshing the corporate Internet site The exact scope of the project was to be confirmed at the completion of the proof of concept stage, allowing enhancements to be made to the software and lessons learned to be applied to the white-branded version of the content management system The decision to release a white-branded version to other government agencies and notfor-profit organisations would be dependent on the successful implementation of the software at AGIMO Project Deliverables The project delivered the following key business products: Product Inputs Outputs New Internet site and content management system User and functional requirements Options analysis Develop, test and production environments Fully functioning and supported Internet site and content management system Development, test and production environments User and functional requirements Installed software, hardware and source code to support the development effort and on-going maintenance throughout the system life cycle User documentation Production systems User requirements Detailed instructions for creating, approving and managing content White-branded source code MySource Matrix Assessment MySource Matrix Functional Testing Report Source code developed for AGIMO, but with whole of government requirements in mind White-branded source code User documentation Interviews with AGIMO and vendor MySource Matrix Assessment User documentation Physical testing of the white-branded source code Fully functioning and tested content management system made available free of charge to other agencies Comprehensive paper assessment of MySource Matrix against the Whole of Content Management Requirements Definition Tool Comprehensive functional testing of the source code against the paper assessment to ensure that the product functions as stated by the vendor

33 MySource Matrix White-Branding Document Suite 33 The following project management products were also delivered: Product Inputs Outputs Project initiation Costs and benefits analysis Minutes to Executive Management Group Cost tracking Project cost reports based on capital expenses, eg. hardware, software and human resources Project filing system Approved project documents Other related paper documents Electronic project documents Formal approval to commit funds and commence project Definitive list of all project expenses incurred Physical project documents stored in a logical sequence and storage medium Electronic files stored in a logical structure with adequate controls Checkpoint reports Project team feedback Project progress Accurate reflection of project status Potential problem areas highlighted Achievements, overdue products, planned products, issues requiring attention, change/risk/financial management Issues papers Issues requiring attention Issue status and associated risks Project case study Original schedule, business case and actual project performance Issues analysis and recommended options for mitigating risk Issue responsibilities assigned and agreed Chronology of project activities and deliverables Project achievements Issues encountered Lessons learned

34 34 Schedule The project commenced in September 2003 and was completed in April Excluding external factors affecting the project (eg. a name change occurred mid-site, proof-of-concept activities) the actual effort time associated with the project could be contracted into twelve weeks. The schedule below was subsequently developed as a reflection of the AGIMO project to illustrate typical activities and milestones associated with a MySource Matrix implementation as an indicative schedule to provide guidance to project managers embarking on this exercise. The following factors need to be considered when developing a project plan for a CMS implementation. Project managers, in determining timeframes for completing a project of this nature need to consider the following: Internal approval processes Site complexity and number of sites Number of website managers and authors Number of project resources available Level of specialist skills available (in-house and externally) The AGIMO sites were mostly static HTML pages, developed using Active Server Pages (ASP), VBScript. Database interfaces were not incorporated into this project schedule and the migration covered a single site only. Some development and customisation time was required for the CMS to meet the AGIMO requirements. This has subsequently been released as the White-branded version. The AGIMO (formerly) NOIE site immediately before migration comprised over 10,000 HTML files, 5,000 images and over 1,000 lines of ASP code. website managers and authors were concentrated into a small group. The schedule does not factor in procurement processes, extended approval processes, stakeholder engagement and liaison, political considerations and machinery of changes etc.

35 MySource Matrix White-Branding Document Suite 35 ID ID Task Name August Duration September October November December January 31/08 7/09 14/09 21/09 28/09 5/10 12/10 19/10 26/10 2/11 9/11 16/11 23/11 30/11 7/12 14/12 21/12 28/12 4/01 11/ Proj ect Management 7 days 2 2 PM appointed and debriefed 0.5 days 3 3 Project initiation document and Project Plan 5 days 4 4 Project Acceptance 1 day Business Sponsor Proj ect Manager SES Business Group 5 5 Meetings & Consultation 10 days 6 6 Initial Stakeholder Meeting 1 day Stakeholders 7 7 Site Content Workshops 2 days Web Content Authors 8 8 Design 12 days 9 9 Design Development and Finalisation 5 days Design Approval 1 day Implementation Team 6/ Installation 3 days Server Installed 2 days MySource Matrix Installed 1 day Implementation Team Implementation Team CMS Development & Implementation 46 days Completion of Matrix architecture 24 days Development and Customisation 16 days Implementation Acceptance 1 day Implementation Team Implementation Team 19/ Website Build and Integration 33 days Frontend edit interface configured 5 days Design applied to Matrix 1 day Content Migration Support 15 days Content conversion 30 days Content conversion acceptance 1 day Search engine and metadata setup 5 days Workflow 2 days Modules Configured 10 days W3C Compatability 0.5 days Testing 50 days Design Standards Testing 5 days Useability Testing (including W3C) 15 days Acceptance testing modifications 5 days Formal Acceptance into production 1 day Implementation Team Implementation Team Implementation Team Implementation Team 24/11 Implementation Team Implementation Team Implementation Team Implementation Team Implementation Team Implementation Team Implementation Team 23/ Training 10 days Author Training 2 days Administrator Training 5 days Content Editor Training 4 days Designer Training 2 days Documentation 20 days Design Guidelines reference manual 5 days Content editors Manual and procedures 7 days Administration procedures 4 days Documentation Acceptance 1 day Implementation Team Implementation Team Implementation Team Implementation Team Implementation Team Implementation Team Implementation Team 7/11

36 36 Issues Management Issues were recorded and brought to the attention of the Executive Management Group for resolution. A significant issue that was encountered during the course of the project was scope creep. This was mainly due to the nature of the project in that it started out as a proof of concept exercise to test whether open source software was a viable option for managing government website content. The fact that the software was free of charge proved somewhat problematic there was no perceived cost barrier to adopting newly developed functionality. When the issue became apparent, a Minute was drafted outlining a revised schedule for Executive Management approval. The project continued according to the new schedule and all requests for non-core functionality were subsequently recorded for inclusion in future releases. Change Management Changes to the development and implementation of project deliverables were documented as subsequent product versions. An issues paper was developed for significant product changes or changes to the strategic direction of the project for consideration by the Executive Management Group. Project Directors and the Project Manager were responsible for ensuring appropriate change control measures were being adhered to. Change Control Change control was applied to each deliverable once accepted. At acceptance each deliverable was allocated a version number and any request for changes were subject to a process of update and approval. Change Acceptance Each deliverable was subject to an acceptance procedure that included review of the product to determine whether it was complete and fairly represented the needs of its customers. Quality Management Overall responsibility for the quality of the system under development rested with the Project Manager to ensure that: appropriate quality processes were scheduled and undertaken persistent quality problems were identified and remedial action was taken Quality Expectations The key quality expectation was that the system must be fully compliant with the Guide to Minimum Web Standards and particularly W3C accessibility recommendations. The system is subsequently able to support all Priority 1, 2 and many Priority 3 recommendations. AGIMO is now confident that its websites also comply with the remaining obligations as stated in the Guide. Testing The white-branded version of the system was successfully tested against the Whole of Content Management Requirements Definition Tool 4. Testing of the system covered the following areas: Content creation Workflow processes Workflow approval Workflow management Notification Content publishing and quality control Content presentation Templates Accessibility Customisation and personalisation Multilingual support Content discovery Metadata generation Searching Navigation structure Compliance with industry standards 4 Version 1.0,

37 MySource Matrix White-Branding Document Suite 37 Product Reliability and performance Audit trail Version control Electronic records management Content aggregation and syndication Content migration Security Content repository Reporting and monitoring Usability and user documentation Several inconsistencies were found between vendor claims and actual system performance during the testing exercise, however, these were subsequently addressed and fixes implemented in the latest release of the white-branded version. User Support User documentation was developed specifically for content authors and system administrators using the white-branded version of MySource Matrix. Technical documentation was also developed outlining the system architecture and instructions for third party developers on how to use the system. Train the Trainer style training was provided to system administrators through formal (face-toface) and informal ( and telephone support). System administrators were then responsible for providing training to the remaining user community. Additional post-implementation technical support was purchased from the vendor for ad-hoc system upgrades and maintenance tasks.

38 MySource Matrix White-Branding Documentation Suite

39 3 MySource Matrix ASSESSMENT

40 MySource Matrix Matrix White-Branding Documentation White-Branding Suite Documentation Suite

41 MySource Matrix White-Branding Document Suite 41 INTRODUCTION The aim of this report is to provide an independent and objective assessment of the white-branded version of MySource Matrix (v 3.1 RC 2), which will be made available to all government jurisdictions (federal, state and local) and not-for-profit organizations as an open source solution for web content management. Scope of this document The assessment covered the white-branded version of MySource Matrix in the following areas: Fitness for purpose - does it provide a robust functional platform for the management of web content within a context? Stability - does it provide a stable technical (software) platform for web content management? Value for money does it provide a valuefor-money option for other government and not-for-profit agencies embarking on similar projects? The following areas were considered out of scope for this review: Contracts between AGIMO and Squiz Pty Ltd Project management processes relating to the implementation of MySource Matrix in AGIMO Specific content management roles and responsibilities within AGIMO Configuration of hardware supporting MySource Matrix within AGIMO Functional testing and source code review Audience of this document Methodology MySource Matrix is an open source web content management solution which was chosen as a result of a comparative evaluation of several proprietary and open source products against the Whole of Content Management Requirements Definition Tool 5. This assessment reviewed out-of-the-box functionality of the white-branded version against the original evaluation criteria to ensure that it continues to meet mandatory and desired requirements. The assessment was based on interviews and information provided by AGIMO and the vendor, Squiz Pty Ltd. Supporting information was provided in the form of specific internal documentation provided by AGIMO and product documentation provided by the vendor. Testing of the product to ensure it performs as described in the documentation was outside the scope of this assessment. Whilst we have no reason to doubt the completeness and accuracy of the information provided, we cannot guarantee that all issues affecting the assessment of the product have been brought to our attention. The results of the assessment should be considered in light of the above limitations. This document is intended for any government agency or not-for-profit organisation with an interest in the implementation of MySource Matrix as an open source content management solution. 5 Version 1.0,

42 42 Background AGIMO embarked on a project to replace its websites in early Following a comprehensive evaluation of both proprietary and open source products against the Step Two model for content management system (CMS) evaluation 6, MySource was chosen as the preferred option. MySource is an open source solution developed by Squiz Pty Ltd, an Australian company with Endorsed Supplier status. The first MySource implementation was undertaken as a proof of concept. In August 2003 the Publication Services Directory was re-launched on the MySource v2.8 platform. Following this initial development, a small website for the Indigenous Communities Co-ordination Taskforce was launched on the same platform, leveraging the work that had been conducted for the earlier implementation. In October 2003 another proof of concept site was launched, this time using the MySource v3.0 (Matrix) platform. Following an evaluation of both pilot projects, the later version of MySouce was selected as the preferred platform for all future implementations due to its advanced standards compliance and content handling capability. A new corporate website was developed and launched in April 2004 supported by the content management capabilities of MySource Matrix. Several other sites have been migrated to the new platform since then. These open source implementations are believed to be the first of their kind within the Australian. AGIMO is in the process of making the product set available for re-use across other government and not-for-profit agencies through White-branding. This process has the backing of representatives from the s Chief Information Officer Committee and Information Management Strategy Committee. KEY FINDINGS Fitness for Purpose and Stability Creation and Publishing The white-branded version of MySource Matrix provides a mature platform for centralised or decentralised creation, editing and approval of content items through a simple browser-based interface. The asset-based nature of the product provides a highly-configurable environment where every item associated with a site is considered an asset, including sites, designs, pages, tables, images, metadata and workflow. This concept means that content can be created once and presented many times on one or more supported websites. When the content item is updated, the changes are applied in all locations. In-built integrity tools also ensure that links are maintained if content is removed or updated. Asset classes can be created by non-technical users for specific types of content, allowing different workflow processes to be applied based on specific business rules. Asset classes also provide the ability to set pre-defined dates for review and expiry of content items belonging to a specific asset class. The product supports a variety of file formats including graphics and rich media. Presentation and Discovery Content is separated from site design through the use of templates and style sheets, allowing the same content to be presented in a variety of contexts. Site visitors are able to create individual accounts and to customise content and design elements according to personal preferences. Discoverability is aided through metadata and an in-built search engine. Searching can be configured to allow indexing of an entire site, part of a site or across multiple sites. Discoverability is managed at the asset level, allowing searching to be switched on or off for specific assets or asset classes. 6 Content Management System Evaluation, Version 2.0, DoCITA, January 2004.

43 MySource Matrix White-Branding Document Suite 43 The white-branded version of MySource Matrix is fully compliant with W3C Accessibility Guidelines, AGLS metadata standards, XHTML 1.0 Transitional and CSS2. The WYSIWYG editor and back-end processing force compliance with accessibility standards. Editing tools can also be configured to disallow non-compliant content. Technical and Interdependencies PHP Apache is the web programming framework used by MySource Matrix. PHP is a widely used open source server-side scripting language used to create dynamic Web pages. An API is provided to develop custom connectors for additional functionality eg. interfaces to third party products. MySource Matrix is a tightly integrated platform incorporating the content management solution combined with the Linux operating system, Apache web services and PostGres SQL database. The workflow process is internalised into a single platform. All interfaces to the product are browser-based. As all updating is browser-based, anyone with appropriate access can maintain the system anywhere there is a web connection. notifications based on workflow status are automatically generated by the system. Comprehensive audit trails, versioning and rollback capability is supported enabling tracking of changes to assets and roll-back to sites at a specified point in time. The white-branded product incorporates assetand role-based security. All content (assets) my have access privileges individually controlled for different users and groups. Support and Training Agencies selecting the Matrix product may choose to support internally or may engage a third party provider for development and support skilled in PHP and Linux. The vendor is able to provide helpdesk support, commercial modules, custom development, implementation support, training and website design. Value for Money The white-branded product is provided at no cost to government and not-for-profit agencies. Support and training can be purchased and development costs would be incurred to meet additional requirements beyond that provided by the white-branded product. The white-branded product would will meet the requirements for many small to medium agencies with minimal development (if any) required. The white-branded product is scalable and extensible and would suit most agencies. ASSESSMENT AGAINST EVALUATION CRITERIA Source: Whole of (WoVG) Web Content Management Requirements Definition Tool. Note: To preserve the integrity of the tool, the Core and Optional requirements were retained, however these were Core and Optional for the Whole of. Some of the requirements were not commissioned for development by AGIMO. The white-branded product is not designed to run in a multi-server environment without some configuration of database replication. The vendor has stated directions to incorporate replication into future versions, however at this point in time, multiple servers (eg. Internet and Intranet) would require separate instances of the CMS. Synchronisation between multiple environments would require configuration/development effort. The product has limited data exchange support and syndication capabilities.

44 44 KEY the following symbols denote that: * The functionality was not considered core to AGIMO s requirements and therefore not commissioned to be built. # The evaluation criteria is an agency-specific implementation issue that should be assessed independently of this review. + The evaluation criteria were substituted with equivalent Australian standards. A. Creation and Publishing A1 Content Creation Core Requirement Optional Requirement Business Driver: To enable Agency staff to effectively develop and maintain content for web services. Complies? Comment A What-You-See-Is-What-You-Get (WYSIWYG) editor provides full create, edit and visual spell-check functionality. The editor resembles a simple word processor-like interface. A1.1 Ability to create, edit and spell-check text using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. # While current product documentation indicates limited browser support, an interview with the vendor confirmed that the current version of MySource Matrix now supports all major browsers and operating systems. MySource Matrix also requires Sun s Java Virtual Machine to be installed, however, this is a small file that can be downloaded for free from the Sun Java website. A1.2 Ability to import content items from the Agency standard operating environment (SOE) (eg Microsoft Office, Lotus Notes, HTML). # Graphics and files (including rich media) and almost all standard file types, such as Word, Excel, PDF and MPEG, are able to be uploaded and embedded within website assets. A1.3 Ability to import and manage images using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. # MySource Matrix supports many different types of asset. A Standard Page asset allows images to be imported and managed through the WYSIWYG editor. A1.4 Ability to create and edit links using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. # The Standard Page asset also allows links to be created and edited through the WYSIWYG editor.

45 MySource Matrix White-Branding Document Suite 45 A1 Content Creation A1.5 Ability to import and manage attachments using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. A1.6 Ability to edit content items without affecting the published work. A1.7 Ability to automatically replace a published version of content with a revised version of content following completion of the approval process. A1.8 Ability to view content items in-context via a browser, to see how the content item will appear in the website - WYSIWYG (what you see is what you get) preview. The browser option must ensure the preview pages are not exposed to external search engines. A1.9 Provide an authoring system that requires minimal training and can be used by non-technical users. A1.10 Support distributed content creation and contribution by a wide range of staff throughout the whole of including staff located in remote parts. A1.11 Support content contribution from external nongovernment parties. A1.12 Ability to create customisable input forms (eg Feedback, Notification, and membership registration). The forms will validate input data within the form. Core Requirement Optional Requirement Complies? Comment # The Standard Page asset also allows attachments to be imported and managed through the WYSIWYG editor. Attachments, such as MS Word documents or PDFs, must be uploaded to the MySource Matrix repository first. They can then be linked to from any page within a site. Live content on a site is able to be changed without affecting the published work until the changes are approved. When a published content item is edited, approved and republished, the old Live asset is automatically replaced with the newer version. A preview option allows content items to be viewed incontext within the site prior to it being published. MySource Matrix is specifically designed for nontechnical users. It provides an intuitive and simple interface. Modifications can be made to site structure and associated schemas without the need for programming expertise. Optional-high Yes Fully devolved content creation and management is able to be performed through a web interface. Remote contributors are provided with a username and password which they can use to edit assets in-situ. Optional-high Yes Fully devolved content creation and management is able to be performed through a web interface. Remote contributors are provided with a username and password which they can use to edit assets in-situ. Optional-high Yes MySource Matrix provides a fully customisable form creation interface and validation options. Both client-side and server-side validation is supported.

46 46 A2 Workflow Processes Core Requirement Optional Requirement Complies? Comment Business Driver: To ensure all web content has appropriate Agency approval. This is critical when managing the creation of content by multiple parties. A2.1 Workflow Approval A2.1.1 A2.1.2 A2.1.3 A2.1.4 A2.1.5 Ability to establish a variety of roles within a workflow process. Ability to assign workflow to classes of content items as well as roles and individuals. Ability to grant or withhold specific permissions based on role, type of content item and other criteria. Provide a workflow approval process that supports sequential approval steps. Provide a workflow approval process that supports parallel approval steps. Optional-high Yes Multi-stage workflow processes involving single users or groups of users can be defined in addition to the standard workflow sequence in MySource Matrix. Specific workflows can be assigned to any asset classes by non-technical staff with security privileges to do so. Read, write and administrator permissions can be granted or denied to the public, a user or group of users. Permissions can also be restricted according to the status of an asset during workflow processes. New workflow schemas can be designed by nontechnical users to accommodate multiple sequential approval steps. Approval can also be sought from a single user or a group of users in the same approval step. New workflow schemas can be designed by non-technical users to accommodate multiple parallel approval steps. Approval can also be sought from a single user or a group of users in the same approval step. Multi-stage workflow processes involving single users or groups of users can be defined in addition to the standard workflow sequence in MySource Matrix. A2.1.6 Provide a workflow approval process that is configurable to support varying content item status during the authoring process (eg draft, awaiting approval, approved, published, archived etc) The standard workflow and status are: Under construction Live (published) Safe Edit (changes to live content) Up for review A2.1.7 Provide a workflow that is configurable to allow different approval processes based on the type of content item/template being created (eg news or policy). Optional-high Yes Archive Asset classes can be created for specific types of content and different workflows can be configured for specific asset classes.

47 MySource Matrix White-Branding Document Suite 47 A2 Workflow Processes A2.1.8 A2.1.9 A A A A A Provide a workflow that is configurable to allow different approval processes based on where the content item is being published (eg Intranet, Extranet and Internet). Provide a workflow that is configurable to allow different approval processes based on how quickly the content item is to be published (eg routine or urgent). Provide a workflow that is configurable to allow different approval processes if the content item is external (eg content received from external source may have a different approval cycle). Ability to review, approve and action content items held in any identified Web CMS repository, not just web page content for publication (eg review and approve images to be posted to an image library). Provide a workflow that is configurable to allow different approval processes for different businesses within the Agency. Provide a workflow approval process that is configurable to support review and approval of template and design creation. Provide preconfigured workflow options that allow for different approval processes depending on Agency requirements and business rules. A2.2 Workflow Management A2.2.1 A2.2.2 Ability for authorised non-technical users to create and manage workflow processes. No scripting or programming should be required. Ability to view the status of a content item through the workflow process. Core Requirement Optional Requirement Optional-high Yes Optional-high N/A* Optional-high Yes Optional-high Yes Optional-high Yes Optional-low Yes Optional-low Yes A2.2.3 Ability to escalate workflow items. Optional-high Yes Complies? Comment Workflow processes can be easily customised by non-technical users for each site that is supported by MySource Matrix. By design, all content must progress through the userdefined workflow. However, in an urgent situation it is possible for an administrator to bypass the workflow in order to render the content Live. Content received from an external source can be treated as a specific asset class, which can have its own workflow process. MySource Matrix is an asset-based system and images are a class of asset. Custom workflow processes can be designed for and applied to any asset class. Workflow processes can be defined for individual users or groups of users. MySource Matrix is an asset-based system. Templates and designs are a class of asset. Custom workflow processes can be designed for and applied to any asset class. Workflow options can be easily preconfigured according to specific Agency requirements. MySource Matrix is specifically designed to support non-technical users. Programming and scripting knowledge is not required for customising workflow processes. A view-only option can be configured for all users to provide the ability to view the status of a content item. Users with Administration privileges for a particular asset are able to force a change in the status of a workflow item. Automated escalation rules are currently being considered for future versions.

48 48 A2 Workflow Processes Core Requirement Optional Requirement A2.2.4 Ability to reassign workflow items. Optional-high Yes A2.2.5 A2.2.6 A2.2.7 A2.2.8 Ability to setup proxy workflow and have that proxy workflow invoked automatically based on Agency business rules. Ability to alter or override workflow dependencies to meet real-time needs (eg re-rout workflow tasks). Ability to include authenticated external users in a workflow. Ability to manage user feedback generated through the submission of forms. A2.3 Notification Optional-high N/A* Optional-high Yes Optional-low Yes Optional-high Yes Complies? Comment Users with Administration privileges for a particular asset are able to force a change in the status of a workflow item. Assuming that proxy workflow refers to automated workflow processing, the white-branded version of MySource Matrix does not support this functionality, however, automated escalation rules are currently being considered for future versions. Users with Administration privileges for a particular asset are able to force a change in the status of a workflow item to meet real-time needs. Fully devolved content creation and management is able to be performed through a web interface. External users are provided with a username and password which they can use to edit assets in-situ. Feedback data generated through forms submissions are stored in the MySource Matrix repository and ed to specified users. A2.3.1 Provide a workflow approval process that notifies the appropriate persons when they need to perform a task in relation to an item (eg approval required). An internal messaging system for workflow approval alerts is provided with the ability to attach notes. Notification occurs both in MySource Matrix s internal messaging system and through standard . A2.3.2 Provide notification mechanisms that include and integrate with Lotus Notes mail or Microsoft Exchange. Notification via is optional for users. # When a user changes the status of an asset to Live, each of the users in the first step of the workflow is notified via the internal messaging system and by . As the asset passes through the steps in the workflow, the relevant users are notified. Specific addresses can be removed to prevent notification, if required. A2.3.3 Ability for non-technical users to configure notifications to various roles/individuals based on workflow status. Core N/A* All workflow notifications are pre-configured and built into the workflow engine.

49 MySource Matrix White-Branding Document Suite 49 A3 Content Publishing & Quality Control Core Requirement Optional Requirement Complies? Comment Business Driver: To ensure a streamlined publishing process, eliminating, where possible, manual handling of production drafts and facilitating online review and approval. A3.1 Ability to publish/unpublish content items to one or many locations within a single site. Content is able to be created once and used in many places within a single site. A3.2 Ability to automatically publish/unpublish content items to one or many locations within a single site on a scheduled date and time. Content items can be published and unpublished on a specific date and time to any location on a single site or on multiple sites through the concept of future linking and future status, which is performed as part of the workflow process. A3.3 Support delivery of content items based on completion of review/approval workflow processes. Content delivery to desired locations on completion of the workflow process is standard. A3.4 A3.5 A3.6 A3.7 A3.8 A3.9 Ability to set and change publishing, review and expiry dates of content items. Ability to manually override automatically generated review and expiry dates for content items based on role. Ability to view a list of content items based on status of review and expiry dates. Ability to maintain integrity of internal links within the CMS. Ability to check internal links in published content items and refresh across the website. Ability to detect, notify, manage and allow maintenance of broken links. Any user with permissions to edit the content item can set and change relevant dates through future linking and future status. Any user with permissions to edit the content item can change default dates through future linking and future status. MySource Matrix can be configured to display asset listings according to specific attributes such as status. Inbuilt integrity management tools ensure that links are maintained when content is moved or deleted. MySource Matrix does this by mapping the old URLs to the new URLs. Inbuilt integrity management tools ensure that links are maintained when content is moved or deleted. Inbuilt integrity management tools ensure that links are maintained when content is moved or deleted. Authorised users can view a full history of any asset within the MySource Matrix repository. The version history includes: A3.10 Ability to view history of content changes. Version Duration: the date range for which this version existed Time Since Version: the time between the current time and the time when the version was created Version: the version number of the current version View: view the asset at the time it version was created

50 50 A3 Content Publishing & Quality Control A3.11 Ability to view all changes of content in previous version. Core Requirement Optional Requirement Complies? Comment A rollback feature provides the ability to view a website and all its content on a specific date in the past, however, changes are not highlighted. A3.12 Ability to publish/unpublish content items to more than one website generated by the Web CMS. Optional-high Yes A single content item can be published and unpublished to multiple sites and multiple locations. A3.13 Ability to publish/unpublish content items to more than one website generated by the Web CMS on a scheduled date and time. Optional-high Yes Content items can be published and unpublished on a specific date and time to any location on a single site or on multiple sites through future linking and future status. A3.14 Ability to publish/unpublish content items in bulk. Optional-high Yes A3.15 Ability to automatically set or change dates for review and/or expiry of a content item dependent on Agency business rules (eg author, content item type or site standard/policy for review dates). Optional-high Yes Content items belonging to the same asset class can be published in bulk. Specific timeframes for review and expiry can be applied to any asset class. A3.16 Ability to search, preview and replace a content item across the site or sites managed by the Web CMS based on Agency business rules. Optional-high Partial* Search, preview and replace of content items is a standard function, however, cannot be automated based on business rules. A3.17 A3.18 A3.19 Ability to publish a single item of content in multiple delivery environments with the option of different delivery requirements/templates (eg displayed on Intranet, Extranet and Internet sites). Ability to publish multiple variations of a single content source to a variety of web page contexts on the same website or to different websites (eg for different audiences, languages, summary or full version of the content item). Support delivery of content items to a range of delivery channels and technologies, covering both on-line and off-line and including SMS/Mobile Phones, WAP, Palmtops, Interactive Digital TV, Interactive Voice Recognition, fax and print. Optional-high Yes Optional-high Yes Optional-high Partial* A single content item can be published to multiple sites and multiple locations and to have different templates and designs applied to the content. Variations of a single content item can be displayed on multiple sites and in multiple locations, either together or as separate units. This can be achieved assuming appropriate templates and designs are available. SMS can be achieved provided an SMS gateway is available. Interactive Digital TV and IVR are not currently supported. New functionality to support a further range of delivery channels is being developed. A3.20 Ability to provide notification of details of links that will be affected by removal of an expired content item. Optional-high Yes A pop-up message displays all other assets that have a link to an asset that is being removed or expired.

51 MySource Matrix White-Branding Document Suite 51 A3 Content Publishing & Quality Control A3.21 Ability to apply mandatory validation processes (eg for accessibility compliance, page size (and speed) and broken links). Core Requirement Optional Requirement Optional-high Partial* Complies? Comment No built-in capability for validating against specified standards. AGIMO currently validates for accessibility and coding standards using W3C compliance testing tools 7. Manual validation can also be built into the workflow process. B. Presentation and Discovery B1 Content Presentation Core Requirement Business Driver: To ensure that information and services are presented in standard Agency styles. B1.1 Templates B1.1.1 Ability to separate design from content through the use of templates. Ability to select from a number of predefined and/ B1.1.2 or customisable templates to control the visual presentation of content items. Ability to generate delivery templates using Cascading B1.1.3 Style Sheets (CSS). Ability to create a number of predefined and/or customisable templates using a combination of elements such as: navigational elements driven out of B1.1.4 metadata repository and defined taxonomy, static links to other internal/external sites, pages or applications, plain/formatted text elements, images and aggregated content items. B1.2 Accessibility B1.2.1 B1.2.2 Ability of the Web CMS to support content development that is compliant with (W3C Accessibility Guidelines). Provide prompts and tools for the creation and delivery of websites to comply with the (W3C Accessibility Guidelines). Optional Requirement Complies? Comment Content assets are completely separated from design assets through the use of design templates and style sheets. Visual presentation of content items is dependent on site design and is fully configurable. MySource Matrix is fully compliant with CSS2. Optional-high Yes The asset-based nature of MySource Matrix provides the ability to combine various types of assets on a single page. The WYSIWYG editor and back-end processing force compliance with accessibility standards. Editing tools can be configured to disallow non-compliant content. Optional-high Yes + compliance with accessibility standards. Editing tools The WYSIWYG editor and back-end processing force can be configured to disallow non-compliant content. 7

52 52 B1 Content Presentation B1.3 Customisation and Personalisation B1.3.1 Provide logging/tracking tools to support customisation, ie the delivery of tailored or specific information and services to an anonymous site visitor. Support explicit customisation of information, ie the delivery of tailored and specific information and B1.3.2 services to a site visitor, based on an established user profile (eg specific content items presented to an Intranet user once they log in). Ability for users to personalise the look of the entry B1.3.3 page (eg My Page concept) and choose to add a number of links/services to their customised page. B1.4 Multilingual Support B1.4.1 B1.4.2 Ability to deliver information and services in Languages other than English (LOTE). Ability to display content items and search for content in LOTE. Core Requirement Optional Requirement Optional-high Yes* Optional-low Yes Optional-low Yes B1.4.3 Ability to build navigation structures in LOTE. Complies? Comment MySource Matrix supports user sessions (session id stored as cookie) to track anonymous user activities and allowing them to customise their experience during that session. Provides website users with the ability to create an account and to customise content according to individual preferences. Provides website users with the ability to create an account and to customise content according to individual preferences. Asset classes can be created for the delivery of information and services in LOTE; this is only limited by an organisation s internal capability. Asset classes can be created for the delivery of information and services in LOTE. Navigation structures can be created for the delivery of information and services in LOTE. B2 Content Discovery Core Requirement Optional Requirement Business Driver: To ensure users are able to successfully find relevant information via searching or browsing, with a minimum of effort. B2.1 Metadata Generation B2.1.1 Ability to assign or generate content item keywords and Australian Locator Service (AGLS) metadata elements at the same time as content is created. Complies? Comment AGLS compliant metadata is created as part of the content creation and approval process. B2.1.2 Ability to review/approve metadata at the same time as the content item, as part of the one process/workflow. AGLS compliant metadata is created as part of the content creation and approval process. B2.1.3 Support tools to facilitate metadata generation during content item creation, including keyword pick lists to allow metadata to be chosen from pre-established schema. Supports AGLS and other user-defined schemas. AGLS compliant metadata is created as part of the content creation and approval process.

53 MySource Matrix White-Branding Document Suite 53 B2 Content Discovery B2.1.4 B2.1.5 B2.1.6 Ability to interface with thesauri (eg Whole of and electronic document management thesauri). Ability to include required metadata elements other than AGLS eg custom extensions. Support mandatory Electronic Records Strategy (VERS) metadata elements as per Public Records Office Standard (PROS) 99/007 Version 2, Specification 2: VERS Metadata Scheme. This is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. Core Requirement Optional Requirement Complies? Comment Core No* + planned to incorporate linkages to the NAA thesauri in Enables thesaurus based searching of content. It is future versions. Custom metadata schemas are able to be created by users with Administration privileges. Optional-high Yes + e-permanence set of policies and guidelines, MySource Matrix is fully compliant with the as issued by the National Archives of Australia. B2.2 Search - The search function may be part of the Web CMS or it may be a third party search engine. The following requirements will be provided or supported by the Web CMS. B2.2.1 B2.2.2 B2.2.3 B2.2.4 B2.2.5 Provide comprehensive search facilities across the entire website, multiple sites or sub sites to support content publishing. Support automatic indexing, keyword generation, and full-text indexing. Support indexing of text and common attachments (eg Microsoft Office, Adobe PDF etc) within the Web CMS. Support separate indexing of content items for each supported website. Ability for the Web CMS to control access to items of content from search and/or site map indexing based on Agency business rules (eg permissions). Core Partial* MySource Matrix provides an internal search engine for searching across content repositories. The engine enables the creation of search pages, folders and lists. The search engine provides automatic and full-text indexing for supported websites and is able to provide the same type of content discovery at the backend. MySource Matrix has a search interface for the administration interface called search folders. Keyword generation is provided through full-text indexing. There is an automatic tool for generating a keyword list that can be used to populate a keywords metadata field. Keywords are ranked according to the number of times they appear in a content item. MySource Matrix provides an internal search engine for searching across content repositories. This is not automated. Separate indices are created for each supported website. Indexing can be turned off at the asset level.

54 54 B2 Content Discovery B2.2.6 B2.2.7 B2.2.8 B2.2.9 Support comprehensive external search facilities across the entire website, multiple sites or sub sites for end users. Ability for the Web CMS to integrate simple and advanced search screens and result screens into the user interface. Support the use of Boolean operators (and; or; not) and proximity operators (near; with) to refine searches and accept phrases for full-text searches. Ability for the Web CMS to control the discoverability of content items by external search engines. Core Requirement Optional Requirement Core No* B Support ability to query and retrieve AGLS metadata. B B B B B B B Support the measurement of the use/effectiveness of each keyword search query entered by a user in searching the website. This capability may be provided by a third party web metrics facility. Support the automatic modification of search results based on site usage and search patterns (eg weighting the most popular sites/search results selected by the user to appear high in the search results list). Ability for the Web CMS to generate a plain english URL for key web pages for easy referencing by nontechnical end users and search engines. Ability for the Web CMS to interface with thesauri or allow import of thesauri data into search engine thesaurus for browsing, selection and searching. Support indexing of text and common attachments (e.g Microsoft Office, Adobe PDF etc) across a number of repository types such as file systems and databases. Support pre-processing of all search terms against the thesauri and automatically include related terms in the search. Provide a soundex (sounds like) capability in the thesaurus function so that misspelled terms can be related to their correct spelling. Optional-high Yes* Optional-high Yes Optional-high Yes Optional-high Yes Optional-low No* Optional-low No* Optional-low No* Complies? Comment Search indices can be configured to allow searching across an entire site, part of a site or across multiple sites. Simple and advanced search categories and related terms are supported based on meta data and asset trees. And/or searches are supported, but other Boolean operators are not, however, this functionality can be provided through interfaces with 3 rd party search tools. Indexing can be turned off at the asset level. Also supports the use of robots.txt files and Harvest Control Lists. Search and retrieval of AGLS metadata can be performed at the back-end for content within the MySource Matrix repository. Can interface with third party tools for this purpose, eg WebTrends. Relevance weightings can be applied at the asset level. MySource Matrix is able to display an asset page name, rather than it s ID in the address bar of the enduser s browser. It also allows remapping of a specific URL to a virtual directory name. Enables full text searching and thesaurus based searching of content. Only available for content within the MySource Matrix repository, however, the functionality could be provided through the use of 3 rd party tools. This functionality could be provided through the use of 3 rd party tools. This functionality could be provided through the use of 3 rd party tools.

55 MySource Matrix White-Branding Document Suite 55 B2 Content Discovery Core Requirement Optional Requirement Complies? Comment B2.3 Navigation Structure B2.3.1 B2.3.2 B2.3.3 Ability to create new navigation structures with a minimum of effort. Support automatic updating of navigation structures as the site structure and content items are updated. Ability to automatically generate and update a site map for each website. B2.3.4 Ability to modify a navigation menu look and feel. B2.3.5 B2.3.6 Provide navigation menus that support a minimum of four levels of navigation. Ability to modify the navigation structure while automatically maintaining links to published content items. B2.3.7 Ability to create automated breadcrumbs trail. Optional-high Yes Navigation structures are managed through a hierarchical asset tree. A simple drag and drop functionality provides the ability to change existing structures. New structures are created by inserting new assets into the asset tree. The navigation structure is automatically updated as assets are created, updated or expired. Site maps can be automatically generated by replicating the asset tree on supported websites. Navigation menus can be modified by updating associated design templates and style sheets. Navigation menus can be created to support any level of navigation, as required. Inbuilt integrity management tools ensure that links are maintained if navigation structures are modified. MySource Matrix does this by mapping the old URLs to the new URLs. Breadcrumb trails are able to be created using asset page names in either long or short form.

56 56 C. Technical C1 Compliance Core Requirement Optional Requirement Business Driver: To ensure that the Web CMS complies with industry standards so that the system is robust and integrates with existing platforms and applications. C1.1 Provide or support standards-based development tools (eg XML, CSS, DHTML, XSLT and other open standards). Complies? Comment Native support for WML, XHTML and CSS2 is provided. Form Builder Module allows for the creation of online forms without requiring technical skills. These forms may be set to their output to nominated staff or to allow the output to be downloaded in CSV or XML format. The white-branded version is provided as an integrated solution combining web server, database, CMS and operating system software. C1.2 Support Agency application servers and platforms. Core Partial*# MySQL and Postgres SQL are supported through the PEAR database extraction layer. Oracle and MS SQL Server support are expected in the future. C1.3 C1.4 Support operating systems, browser and productivity applications included in Agency SOEs. Support current industry standard web programming frameworks (eg J2EE or Microsoft.NET). # # Apache is supported on Windows and Linux. Supports Internet Explorer on Windows, Netscape on Windows, MacOS and Linux, and Mozilla on Windows, MacOS and Linux browsers. For edit access the Sun Java Virtual Machine is required. The SOE would need to support the Sun Java VM. PHP Apache is the web programming framework used by MySource Matrix. PHP is an open source language. PHP Hypertext Preprocessor, or PHP, is a server-side scripting language used to create dynamic Web pages. usage statistics for August 2004 indicates that PHP is in use on over 16 million domains. C1.5 C1.6 Support standard messaging protocols (eg SMTP, MIME). Support data exchange involving open standards and protocols for web services. This includes WSDL (web services definition language), UDDI (Universal Description, Discovery and Integration) and SOAP (Simple Object Access Protocol). Optional-high No* J2EE and.net are not supported. Uses an internal messaging system that allows communication with other authors via a browser-based interface. Notifications can also be sent externally using SMTP. There is limited data exchange support in the whitebranded version of MySource Matrix.

57 MySource Matrix White-Branding Document Suite 57 C2 Product Business Driver: To ensure the product meets the Agency requirements. C2.1 Testing, Staging & Deployment C2.1.1 Support development, testing/staging and production environments, and control of movement between each. Core Requirement Optional Requirement Complies? Comment Provides staging and due to open source licencing can be deployed onto multiple servers. Workflow can be defined to provide development testing and staging environments which controls the movement between each. Note that this functionality is provided internally to Matrix as the current white branded version does not incorporate support for multiple instances and control of data between multiple systems. The system manages it own staging environment so that editors may view the content as if it were live and operational without the content being available to the public. C2.1.2 Ability to view history of all template changes. An audit trail is maintained of all changes. C2.1.3 C2.1.4 C2.1.5 Provide tools to support deployment of sites, including externally hosted sites. Provide tools to support deployment of sites, including externally hosted sites, across a number of servers. Provide monitoring of deployment to production and notification deployment if it fails. Core No* * Deployment of sites can be managed through workflow and publishing functions. Note that externally hosted sites would require Matrix to be installed on the externally hosted server. Replication support is not provided. It would be necessary to setup a Linux or database cluster to facilitate replication between other systems. Publishing ie. changing an asset status from Approved to go live to Live is a manual process conducted by an Administrator. When a user changes the status of an asset to Live, each of the users in the first step of the workflow is notified via the internal messaging system and by . As the asset passes through the steps in the workflow, the relevant users are notified. C2.1.6 Support central or decentralised content publishing. If an error occurs during deployment to production, a system-generated error message is sent to the Administrator. As all updating is browser-based, anyone with appropriate access can maintain the system anywhere there is a web connection,

58 58 C2 Product C2.1.7 Support the Agency disaster recovery plan (eg storage and backup of content on multiple servers). C2.1.8 Ability to access all parts of the Web CMS via the web browser. C2.2 Reliability and Performance C2.2.1 Provide a reliable and stable Web CMS with a proven capability and continuous high levels of up-time based on Agency service level agreement. C2.2.2 Response time will meet Agency requirements for both Web CMS users and end users. C2.2.3 Provide scalability as Agency sites, systems and site usage increases or decreases. Core Requirement Optional Requirement Optional-high Yes# Optional-high Yes Complies? Comment Scripts are provided with the white-branded product that can be run on the server to automatically backup the system. Users of the system can have these files automatically secure-copied to another server for activation in the case of disaster recovery. All information to restore the system (excluding the server platform) is included in the backup tar file. Rollback capability is provided to enable rollback of the entire site at a specified date and time. The user can access and operate MySource Matrix in the same way that they would use a normal web page. By entering a username and password, it will allow the user access to special pages to enable them to add and manage the content for the website. Core N/A# Core N/A# Performance will be subject to appropriate design and capacity planning including adequate hardware and agreed service levels. Performance will be subject to appropriate design and capacity planning including adequate hardware and agreed service levels. MySource Matrix supports multiple sites. The only limitations relate to the capacity of the server hardware, database software and for users to operate highly complicated sites. MySource Matrix can be deployed across Linux clusters. # The information architecture of MySource Matrix is highly scalable. Non-technical users are able to expand and change site structures as business requirements change. Scalability is subject to appropriate design and capacity planning. Open source licensing does not restrict multiple servers, however replication/syndication across multiple servers is not currently provided in the whitebranded version.

59 MySource Matrix White-Branding Document Suite 59 C2 Product C2.3 Audit Trail C2.3.1 Non-Permanent Records C Ability to support audit logging of the history of content items after approval for publishing up until the content items, under control, are removed from the Web CMS. Core Requirement Optional Requirement Complies? Comment Comprehensive audit logs are automatically generated of every change to every asset in the system in the system log. For each entry a record is kept of the user that made the change and the time it was made. Logs may be recorded to file or database and may be divided into separate files and destinations if required. C2.3.2 Permanent Records - The following are mandatory requirements where the Web CMS contains permanent records, as defined in any relevant Records Authorities. C Ability to support a sufficiently detailed audit trail for permanent records to meet the requirements of PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records sections 3.1, 3.2, 3.5, The product complies with the Guide to Minimum Web Standards, AGIMO, April Compliance is supported through audit logs and rollback functionality. Comprehensive audit logs are automatically generated of every change to every asset in the system log. For each entry a record is kept of the user that made the change and the time it was made. The audit logs can not be amended through the CMS. Entire versions of websites are retained in the database and cannot be deleted through the CMS interface. The rollback functionality enables rollback of the site for any specified data or time. This will be only limited by the storage capacity of the database and supporting hardware. MySource Matrix maintains version numbers for every asset in the system with the format: MajorNo.MinorNo.MicroNo. For example, an asset is created with the original version of and with every change the micro number is incremented (e.g , etc). Each time an asset is made Live, the minor version number is automatically incremented. For example, when an asset is first made Live, its version number is automatically updated to To associate the pages of a site with a release or checkpoint, an administrator has the ability to manually change the major version number of the asset, for example, set the version to This change can be cascaded down to all the pages in a site. Administrators may view the history of the site and roll-back to view information from a specific release version/date.

60 60 C2 Product C C Ability to keep the audit trail within the Web CMS long enough to be available when permanent records are exported to another system. Ability to support audit logging of the history of content items (that are permanent records) after approval for publishing up until the content items, under control, are removed from the Web CMS. C2.4 Version Control - Temporal Core Requirement Optional Requirement Complies? Comment Audit trails are retained and tied to the asset. Deletion of an asset will delete the audit trails associated with the asset. A record of the asset deletion is retained. If rollback functionality is enabled assets and associated audit trails could be retrieved through rollback. Comprehensive audit logs are automatically generated of every change to every asset in the system in the system log. For each entry a record is kept of the user that made the change and the time it was made. Logs may be recorded to file or database and may be divided into separate files and destinations if required. Multiple versions are supported provided that the assets exist within Rollback. It is not possible to edit a previous version through the CMS. MySource Matrix maintains version numbers for every asset in the system, with the format: C2.4.1 Ability to manage versions of individual content items and pages (eg including details of records such as publishing and revision dates, activities, content creator). MajorNo.MinorNo.MicroNo. Each time an asset is made live, the minor version number is automatically incremented. For example, when an asset is first made live, its version number is automatically updated to C2.4.2 Provide tools to roll-back site to the chosen version. C2.4.3 Provide version control management for content and templates in development, test/stage and production environments. To associate the pages of a site with a release or checkpoint, an administrator has the ability to manually change the major version number of the site. For example, set the version to This change can be cascaded down to all the pages in a site. Rollback can be performed to any specified version subject to configuration of rollback functionality. Verion Control includes a comprehensive versioning tool providing automatic version numbering when users make any changes to the system, and a manual over-ride to force a new major version. Subject to single installation.

61 MySource Matrix White-Branding Document Suite 61 C2 Product Core Requirement Optional Requirement Complies? Comment C2.5 Electronic Records Management - The records management function may be part of the Web CMS or it may be part of the electronic document management system. C2.5.1 Non-Permanent Records C Capability to identify and track content objects or collections of content objects that constitute electronic records. Optional-high Yes This functionality is provided for each asset. Objects and collections would need to be defined as an asset. C2.5.2 Permanent Records - The following is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. C Ability to export permanent electronic records in accordance with PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records, section 3.9, Specification 3: VERS Standard Electronic Record Format and Specification 5: Export of Electronic Records to PROV, where the Web CMS is not integrated with another Electronic Records Strategy (VERS) compliant system in the organisation. C2.6 Content Aggregation and Syndication C2.6.1 C2.6.2 C2.6.3 Ability to maintain synchronisation, automatically updating appropriate content used by multiple pages or sites so that it remains consistent. Ability for both inbound and outbound content syndication (eg news, weather, police alerting services). Ability to aggregate and/or present information from external sources. Core N/A* + possible to export elements of a site without affecting No export tools are provided with the CMS. It is not the integrity of the links. Optional-high Yes Optional-high Partial* Optional-high Yes* Internally to the CMS synchronisation can be achieved. MySource Matrix can syndicate content through RSS (publish but not receive). The ability to receive information is planned for future versions. RSS refers to RDF Site Summary or, Really Simple Syndication. RSS is an XML-document format intended to describe, summarise, and distribute the contents of a website as a channel, made available for access via an RSS reader A remote content tool is provided to enable presentation of content from other web-enabled systems. It works as a screen-scraper and redisplays the content in the context of the site design. C2.7 Content Migration C2.7.1 Ability to migrate existing web content and structure into the Web CMS from legacy sites, systems and data Core No Content migration must be performed manually. repositories with a minimum of effort and re-working. C2.7.2 Ability to migrate content links to a new Web CMS. Optional-high No Content migration must be performed manually.

62 62 C2 Product C2.7.3 C2.7.4 Ability to import/export content items into an agreed markup language (eg to make a copy of the website on CD-ROM). Ability to import/export associated content records (eg metadata). Core Requirement Optional Requirement Optional-high No* Optional-high No* Complies? Comment Export of a static website can be performed using Httrack, an open source tool, which can be provided with the white-branded package. There is limited data exchange support in the whitebranded version. However, a Harvest Control List makes assets available to external search engines. C3 Security Business Driver: To ensure the product meets Agency security standards. Core Requirement Optional Requirement C3.1 Ability to integrate with Agency security requirements. Core N/A# Complies? Comment The product may have to be tailored to fit agencyspecific security architectures. Matrix can authenticate with LDAP and Microsoft Active Directory. Users must be authenticated with a username and password, which may in turn be authenticated against an LDAP or AD server. Administrators can set levels of user permissions through the directory ensuring a single repository of user accounts. C3.2 Ability to provide role based security (based on roles as defined in the Web CMS) across all templates, content, processes and repositories (eg for individuals, groups of users, individual files, directories or sites). All content (assets) may have access privileges individually controlled for different users and groups (roles). User accounts are allocated to one of three general profiles: Normal user: no authoring Editor: may author C3.3 Provide flexibility and access to override all files and processes, given the rights to do this are limited to ensure compliance with PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records sections 3.1, 3.2, 3.5, 3.6 and 3.7. Administrator: administration interfaces Optional-low Yes + force a new major version. Workflow rules can only Matrix includes manual over-ride by administrators to be over-written by a system administrator.

63 MySource Matrix White-Branding Document Suite 63 C3 Security C3.4 Ability to interface with external directory services for security and authentication, using industry standard protocols (eg Lightweight Directory Access Protocol - LDAP). Core Requirement Optional Requirement Optional-high Yes Complies? Comment Users must be authenticated with a username and password, which may in turn be authenticated against an LDAP or AD server. Administrators can set levels of user permissions through the directory ensuring a single repository of user accounts. Security for editor access can occur through: user login and password IP based sessions SSL encryption IP address range restriction C3.5 Ability to restrict access by end users to designated areas of a website using authentication mechanisms such as user name and password. Optional-high Yes You can deny users public read access to a site or section of a site, thus creating a members only area where users must login before gaining access. C3.6 Permanent Records - The following is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. C3.6.1 Where the Web CMS contains or generates the only instance of a permanent record, provide the ability for security controls to support the requirements of PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records sections 3.1, 3.2 and 3.5. The audit trail will also need to be kept within the system long enough to be available when the records are exported to the PROV or another system. + Subject to the provision that database administrative access could be used to bypass the CMS security. The audit trail is retained as long as the asset is retained within the rollback system. C4 Content Repository Core Requirement Business Driver: To ensure the effective and controlled management of content. C4.1 Provide a repository and/or repositories that may be accessed as and when required, by authorised users. The respositories will be used as the central and definitive content source (eg a central image repository, metadata repository and other digital assets that can be reused for content creation and display). Optional Requirement Complies? Comment Through the Asset Library Matrix stores commonly used images and files in a single location and display them in multiple sites.

64 64 C4 Content Repository C4.2 C4.3 C4.4 Support a wide range of common content types: structured content (eg database data, Microsoft Excel spreadsheets, forms and transactions); documents (eg Microsoft Word, Acrobat PDF, RTF, straight text, XML and HTML pages); presentations (eg Microsoft PowerPoint presentations, drawings, plans and maps, images, audio, video and other rich media. Provide check-in/check-out control for each content item stored in the content repository. Support storage and retrieval of content in Agency standard software products (eg DBMS, EDMS and text files). Core Requirement Optional Requirement Optional-low No*# Complies? Comment MySource Matrix allows you to upload and embed graphics and files (including rich media) in fact, almost any standard file type is supported e.g. Word, Excel, PDF, MPEG etc. This allows for the easy creation of document libraries and image libraries. This is achieved through asset locking. All assets must be locked prior to making changes. This feature is essential to a multiuser authoring environment, as it prevents multiple users from working on the same piece of information at the same time. Asset locking takes place at the attribute level, so that it is not necessary to lock the whole asset to make a change. For example, one editor may safely change metadata for an asset, while another changes content on the page. This facilitates a multi-author environment where different authors have different roles. There is limited data exchange support in the white-branded version. C4.5 Permanent Records - The following is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. C4.5.1 Ability to render all content elements or collections of content elements, that are permanent records and that are created, managed or delivered through the Web CMS into PDF format (for document type objects) or TIFF (for plans) in accordance with PROS99/007 Version 2, Specification 4: VERS Long Term Preservation Formats, sections 3.2 and 3.3. Core N/A* + Ability to render assets to PDF and other file formats is being investigated for future versions.

65 MySource Matrix White-Branding Document Suite 65 C5 Reporting and Monitoring -The reporting function may be part of the Web CMS or it may be a third party product. Core Requirement Business Driver: To ensure comprehensive web metrics reporting on site usage and management. Optional Requirement Complies? Comment Supports standard web server traffic logs. The sensible URL structure of MySource Matrix means it is easy to see which areas of the site are the most popular and how many visits they are receiving. Traffic logs may be generated by the web server in standard formats (eg NCSA) so that common statistics packages, such as WebTrends and its open source equivalents Webalizer and AW Stats, may analyse the data. C5.1 Support Agency reporting tools to provide information and statistics on website usage by clients. # These packages provide statistics such as: Daily and hourly usage trends Hits, visits, sites viewed, Kbytes downloaded, files downloaded Most accessed pages Pages by kbytes downloaded Top entry and top exit pages Top referrers Top search strings used to access the site C5.2 Ability to monitor workflow approval and notification processes for all content items. Optional-high Yes Most used browsers Workflow approval and notification can be monitored by configuring search folders to display results based on business rules, such as workflow status.

66 66 D. Interdependencies D1 Interfacing with External Systems Core Requirement Optional Requirement Complies? Comment Business Driver: To exchange information with other Organisations and to enable being part of a portal environment with other online service providers. D1.1 Provide an Application Programming Interface (API) and architecture to connect and interact with external systems. The MySource Matrix API documentation can be viewed by running the PHP documenter tool against the source code. The API can be used to build custom connectors. Supports standard web server traffic logs. The sensible URL structure of MySource Matrix means it is easy to see which areas of the site are the most popular and how many visits they are receiving. Traffic logs may be generated by the web server in standard formats (eg NCSA) so that common statistics packages, such as WebTrends and its open source equivalents Webalizer and AW Stats, may analyse the data. D1.2 Ability to integrate with site analytics and reporting tools and services. These packages provide statistics such as: Daily and hourly usage trends Hits, visits, sites viewed, Kbytes downloaded, files downloaded Most accessed pages Pages by kbytes downloaded Top entry and top exit pages Top referrers Top search strings used to access the site Most used browsers D1.3 Ability to integrate with link checking utility tools. Broken link checker is built into Matrix. D1.4 Ability to interface with external search engines. Supports integration with third party search tools. D1.5 Support content and metadata creation/contribution requirements for Victoria Online ( Optional-high Yes* + Complies with AGLS metadata requirements.

67 MySource Matrix White-Branding Document Suite 67 D1 Interfacing with External Systems D1.6 D1.7 Ability to integrate with organization engines (eg filter content, change presentation based user preferences). Ability to interface with Electronic Records Strategy (VERS) compliant systems within the Organization (eg: Electronic Records Management System) if the Web CMS itself is not fully VERS compliant. This is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. Core Requirement Optional Requirement Optional-high Yes Complies? Comment Functionality is provided internally, does not require an external engine. Could be provided through a third party tool. Optional-high N/A* + white-branded version. A custom connector would be There is limited data exchange support through the required to be built. D2 Interfacing with Internal Systems Core Requirement Optional Requirement Complies? Comment Business Driver: To provide seamless information exchange across internal systems and integrate with existing business processes and infrastructure. D2.1 Ability to integrate with Lightweight Directory Access Protocol (LDAP) directories, in particular information from underlying directories that may be used for workflow routing and notifications. MySource Matrix verifies user name and passwords off LDAP/Active Directory. Administrators can also set levels of user permissions through the directory ensuring a single repository of user accounts. Because the product is browser based. It is compatible with the client workstation SOE which generally includes browsers. D2.2 D2.3 Ability to integrate with products included in Agency standard operating environment (SOE) (eg MS Office, Lotus Notes, reporting tools, search tools). Ability to interface with Agency websites and portals through the exchange of metadata or equivalent process, in order to ensure that all published content is immediately discoverable. Core Partial Editors require access to Java enabled versions of browsers. No client software is required other than a standard Java 2 enabled web browser (Internet Explorer 6.0+ and Mozilla). Through these two browsers, most common desktop operating systems are supported, and operation in organisation-wide Standard Operating Environments (SOE) is enabled. The Harvest Control List displays metadata in a format required by government search engines and other indexers, allowing immediate asset discoverability. Matrix does not accept inbound metadata.

68 68 D2 Interfacing with Internal Systems Core Requirement Optional Requirement D2.4 Ability to run on the platform chosen by the Agency. # D2.5 D2.6 D2.7 Provide open Application Programming Interfaces (APIs) for creation of custom connectors to other systems. Ability to interface with the Agency and WoG messaging systems for workflow tasking, scheduling and collaboration (eg Agency SOE mail messaging). Ability to integrate with Agency Electronic Document Management System (EDMS) workflow and other document management components. # Optional-high No*# D2.8 Ability to use XML to interface with other products. Optional-high Partial* D2.9 Ability to operate with the Agency s chosen database products (eg Lotus Notes, Oracle and Microsoft SQL). Optional-high No*# Complies? Comment Linux and Windows are supported. Squiz have also indicated that the Matrix runs under Solaris, BSD and MacOSX. It should be noted that the white-branded version is intended for shipment as an integrated appliance incorporating Linux, Apache, PostgresSQL and PHP. The matrix API documentation can be viewed by running the PHP documenter tool against the source code. The API can be used to build custom connectors. Uses PHP as the web scripting language. Coding follows the PEAR development standard. Workflow tasking, scheduling and collaboration is supported through in-built notification mechanisms. Also supports standard messaging. Application connectors would need to be developed to provide this functionality. It is possible to publish XML through Harvest Control Lists, RSS and asset listings. XML can be accepted through the creation of a custom asset. The product is capable of accepting content that PHP is capable of reading. Some programming effort to display XML through the Matrix API may be required. Uses the PEAR database abstraction layer and supports the following databases: MySQL D2.10 Provide connectors to the Agency Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) or Human Resource (HR) systems. Optional-high No*# D2.11 Ability to integrate with third party workflow processes. Optional-high No*# PostgreSQL Application connectors would need to be developed to provide this functionality. Application connectors would need to be developed to provide this functionality.

69 MySource Matrix White-Branding Document Suite 69 E. Support and Training E1 Product Technical Support and Documentation Core Requirement Optional Requirement Business Driver - To ensure that the Web CMS continually performs at its optimal level, it has to be comprehensively supported. E1.1 E1.2 E1.3 The Web CMS will be well established in Australia with good local technical capability to support implementation and future upgrade path. Provide system support options that meet Agency business needs. Support options may include a comprehensive phone and online help desk service 12x5, emergency support available 24x7 and service level agreements. Provide online contextual help available within the Web CMS at the time of content entry by users. Core N/A# Core N/A# * Complies? Comment Documentation is provided as outlined below. Tool-tips are available from the administration interface for contextual help. Current documentation includes: System Functional Overview - A high level description of the key functionality of MySource Matrix. Administration Editor Manual - Details all of the functionality available through the MySource Matrix Administration interface. System Admin User Manual - Details the administration functionality of MySource Matrix. E1.4 Provide soft and/or hard copy user and technical documentation with the Web CMS. Design Guide - Teaches web designers how to load their own designs to MySource Matrix. Documentation yet to be released includes: Installation and system support guide - Will provide instruction on the installation of MySource Matrix and its ongoing maintenance. Simple Editor Manual - Will provide support for users editing content through the simple edit interface. Developers Documentation - Will provide a comprehensive list of all functions and their relationships in MySource Matrix.

70 70 E1 Product Technical Support and Documentation E1.5 E1.6 E1.7 Provide documentation within the Web CMS of all customisation, version control changes or additional development of the Web CMS. The Web CMS will be supported by user groups and other non-official channels that the agencies and WoG can access to provide additional support for the Web CMS. Provide wizards or walk-throughs to guide users through complex tasks or when first using the Web CMS. This is optional for the user. Core Requirement Optional Requirement Complies? Comment The upgrade and patching system is built into Matrix. Optional-low Yes An online user forum for Matrix has been established. Optional-low No* E2 Training Core Requirement Business Driver: To ensure staff are proficient in contributing content and managing the site. E2.1 E2.2 Provide training options for staff in technical and specialist areas such as site management, creating templates and workflows. Provide training options for staff to become proficient in the content creation, content maintenance, review and approval processes. Optional Requirement Core N/A# Core N/A# Complies? Comment E2.3 Provide train-the-trainer options. Optional-high N/A# E2.4 Provide online training with the Web CMS. Optional-high N/A#

71 4 MySource Matrix FUNCTIONAL TESTING

72 MySource Matrix Matrix White-Branding Documentation White-Branding Suite Documentation Suite

73 MySource Matrix White-Branding Document Suite 73 INTRODUCTION The aim of this report is to provide an independent and objective test assessment of the white-branded version of MySource Matrix (v 3.1 RC 2). An assessment of this product has been conducted by Acumen Alliance, and as part of this process, functional testing of the product was performed by members of the Acumen Alliance test group. This report details the results of the functional testing completed between September October Scope of this document The testing assessment covered the whitebranded version of MySource Matrix in the following areas: Fitness for purpose - does it provide a robust functional platform for the management of web content within a context? Stability - does it provide a stable technical (software) platform for web content management? The following areas were considered out of scope for the testing: Configuration of hardware supporting MySource Matrix within AGIMO Source code review Agency dependant requirements Interoperability Audience of this document This document is intended for any government agency or not-for-profit organisation with an interest in the implementation of MySource Matrix as an open source content management solution. This document is intended as a companion document for the review, MySource Matrix Assessment v0.11 which was conducted based on the documented capability for the white-branded version of MySource Matrix (v 3.1 RC 2). Methodology MySource Matrix is an open source web content management solution which was assessed in this review against the Whole of Content Management Requirements Definition Tool 8. The assessment tested out-of-the-box functionality of the white-branded version against the original evaluation criteria to ensure that the functions provided by the core product would meet the requirements. The assessment was based on a dedicated test environment with vanilla XP workstations connected to a server with an out of the box installation. Supporting information was provided in the form of specific product documentation provided by Squiz Pty Ltd. Testing was conducted to ensure that the product performed as described in the documentation. Interoperability testing with agency specific configurations, other platforms and products was outside of the scope of this review. Whilst we have no reason to doubt the completeness and the accuracy of the information provided, we cannot guarantee that all issues affecting the assessment of the product have been brought to our attention. The results of this assessment should be considered in light of the above limitations. 8 Version 1.0,

74 74 Background AGIMO embarked on a project to replace its websites in early Following a comprehensive evaluation of both proprietary and open source products against the Step Two model for content management system (CMS) evaluation 9, MySource was chosen as the preferred option. MySource is an open source solution developed by Squiz Pty Ltd, an Australian company with Endorsed Supplier status. The first MySource implementation was undertaken as a proof of concept. In August 2003 the Publication Services Directory was re-launched on the MySource v2.8 platform. Following this initial development, a small website for the Indigenous Communities Co-ordination Taskforce was launched on the same platform, leveraging the work that had been conducted for the earlier implementation. In October 2003 another proof of concept site was launched, this time using the MySource v3.0 (Matrix) platform. Following an evaluation of both pilot projects, the later version of MySource was selected as the preferred platform for all future implementations due to its advanced standards compliance and content handling capability. A new AGIMO corporate website was developed and launched in April 2004 supported by the content management capabilities of MySource Matrix. Several other AGIMO sites have been migrated to the new platform since then. These open source implementations are believed to be the first of their kind within the Australian. AGIMO is in the process of making the product set available for re-use across other government and not-for-profit agencies through White-branding. This process has the backing of representatives from the s Chief Information Officer Committee and Information Management Strategy Committee. 9 Content Management System Evaluation, Version 2.0, DoCITA, January 2004.

75 MySource Matrix White-Branding Document Suite 75 TESTING PROCESS Test Planning A test plan was developed that detailed the high level functionality of testing to be performed. As a result of this test plan, test design documents were developed to cover functionality of the white-branded version of MySource Matrix in the following areas: Content Creation Workflow Processes Workflow Approval Workflow Management Notification Content Publishing & Quality Control Content Presentation Templates Accessibility Customisation and personalization Multilingual Support Content Discovery Metadata Generation Search Navigation structure Compliance Product Reliability and Performance Audit Trail Version Control Electronic Records Management Content Aggregation and Syndication Content Migration Security Content Repository Reporting and Monitoring Test Environment The configuration used within the test environment to perform this testing is detailed below: Server Linux Fedora Core 2 Apache 2050 PHP 438 PostgreSQL Workstation Windows XP service pack 2 Internet Explorer 6.0 Sun Java Virtual Machine e04 All versions were installed as a vanilla (out-of-the box) installation. That is there was no attempt to add in additional security, turn off unnecessary functionality, or to install non-standard plug-ins. Testing Scope Testing was performed on the environment detailed in section 3.2 of this document. Functionality against each of the requirements cannot be guaranteed where the configuration differs from above. Certain requirements, such as interoperability and SOE compatibility, could not be tested, as they are dependant on any or all of the following: Agency specific configuration Tools that were not available during the testing Multiple operating environments These tests have been identified in Section 5 of this document. Test Results Results of the functional testing are detailed against each requirement in Section 5 of this document. Issues identified throughout the testing exercise are included in the test assessment components in Section 4 of this document.

76 76 KEY FINDINGS The findings from the initial assessment of the white-branded product based on product documentation and vendor statement is contained below under the headings Initial Assessment. The findings from the functional testing are outlined under the headings Test Assessment. Fitness for Purpose and Stability Creation and Publishing Initial Assessment The white-branded version of MySource Matrix is a mature product for centralised or decentralised creation, editing and approval of content items through a simple browser-based interface. The asset-based nature of the product provides a highly-configurable environment where every item associated with a site is considered an asset, including sites, designs, pages, tables, images, metadata and workflow. This concept means that content can be created once and presented many times on one or more supported websites. When the content item is updated, the changes are applied in all locations. In-built integrity tools also ensure that links are maintained if content is removed or updated. Asset classes can be created by non-technical users for specific types of content, allowing different workflow processes to be applied based on specific business rules. Asset classes also provide the ability to set pre-defined dates for review and expiry of content items belonging to a specific asset class. The product supports a variety of file formats including graphics and rich media. Test Assessment The testing supports the initial assessment, with the exception of the following issues that were identified during the testing: When creating an internal hyperlink, using an entire line of text can cause the link to fail. Embedding a word document that contains complex formatting (tables with coloured backgrounds and numerous font variations, bullets etc) into a web page, can cause an error to be displayed on the page. When creating a link between pages, the Highly Intensive Processing Object Processing (HIPO) dialog box states that you can skip cascading by clicking the Skip button. This skip button does not appear in the dialog box. The White Branded version website menu does not display any pages below the top 2 levels, even though pages can be created at lower levels. The administration interface has a function whereby it can display the status of objects in the tree using colours i.e. green for Live, blue for Under Construction. The meaning of each colour is not explained in the CMS. Apparently, there was a Key function in previous versions of MySource Matrix that displayed the meaning of all status colours, but this is not in the current version. Presentation and Discovery Initial Assessment Content is separated from site design through the use of templates and style sheets, allowing the same content to be presented in a variety of contexts. Site visitors are able to create individual accounts and to customise content and design elements according to personal preferences. Discoverability is assisted by metadata and an inbuilt search engine. Searching can be configured to allow indexing of an entire site, part of a site or across multiple sites. Discoverability is managed at the asset level, allowing searching to be switched on or off for specific assets or asset classes.

77 MySource Matrix White-Branding Document Suite 77 The white-branded version of MySource Matrix is fully compliant with: W3C Content Accessibility Guidelines 3.1 AGLS metadata standards XHTML 1.0 Transitional and CSS2. The WYSIWYG editor and back-end processing force compliance with accessibility standards. Editing tools can also be configured to disallow non-compliant content. Test Assessment The testing supports the initial assessment with the exception of the following issue that was identified: The meaning of abbreviations and acronyms in content cannot be specified (W3C Content Accessibility Guideline 3.1) Technical and Interdependencies Initial Assessment PHP Apache is the web programming framework used by MySource Matrix. PHP is a widely used open source server-side scripting language used to create dynamic Web pages. An API is provided to develop custom connectors for additional functionality eg. interfaces to third party products. MySource Matrix is a tightly integrated platform incorporating the content management solution combined with the Linux operating system, Apache web services and PostGreSQL database. The workflow process is internalised into a single platform. All interfaces to the product are browser-based. As all updating is browser-based, anyone with appropriate access can maintain the system anywhere there is a web connection. notifications based on workflow status are automatically generated by the system. Comprehensive audit trails, versioning and rollback capability is supported enabling tracking of changes to assets and roll-back to sites at a specified point in time. The white-branded product incorporates assetand role-based security. All content (assets) may have access privileges individually controlled for different users and groups. The white-branded product is not designed to run in a multi-server environment without some configuration of database replication. The vendor has stated directions to incorporate replication into future versions, however at this point in time, multiple servers (eg. Internet and Intranet) would require separate instances of the CMS. Synchronisation between multiple environments would require configuration/development effort. The product has limited data exchange support and syndication capabilities. Test Assessment The testing supports the initial assessment. Support and Training Initial Assessment Agencies selecting the Matrix product may choose to support internally or may engage a third party provider for development and support skilled in PHP and Linux. The vendor is able to provide helpdesk support, commercial modules, custom development, implementation support, training and website design. Test Assessment Testing identified the following issues in the user documentation: There is no front-end content editor manual. Manuals do not provide detailed, step by step instructions, particularly for content editors. User Manual Table of Contents page number details are incorrect, making the manual s user difficult. ASSESSMENT AGAINST EVALUATION CRITERIA Source: Whole of (WoVG) Web Content Management Requirements Definition Tool. Note: To preserve the integrity of the tool, the Core and Optional requirements were retained, however these were Core and Optional for the Whole of. Some of the requirements were not commissioned for development by AGIMO.

78 78 KEY the following symbols denote that: * The functionality was not considered core to AGIMO s requirements and therefore not commissioned to be built. # The evaluation criteria is an agency-specific implementation issue that should be assessed independently of this review. + The evaluation criteria were substituted with equivalent Australian standards. A. Creation and Publishing A1 Content Creation Core Requirement Optional Requirement Business Driver: To enable Agency staff to effectively develop and maintain content for web services. Initial Assessment Compliance Comment A What-You-See-Is-What-You-Get (WYSIWYG) editor provides full create, edit and visual spell-check functionality. The editor resembles a simple word processor-like interface. A1.1 Ability to create, edit and spellcheck text using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. # While current product documentation indicates limited browser support, an interview with the vendor confirmed that the current version of MySource Matrix now supports all major browsers and operating systems. A1.2 A1.3 Ability to import content items from the Agency standard operating environment (SOE) (eg Microsoft Office, Lotus Notes, HTML). Ability to import and manage images using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. # # MySource Matrix also requires Sun s Java Virtual Machine to be installed, however, this is a small file that can be downloaded for free from the Sun Java website. Graphics and files (including rich media) and almost all standard file types, such as Word, Excel, PDF and MPEG, are able to be uploaded and embedded within website assets. MySource Matrix supports many different types of asset. A Standard Page asset allows images to be imported and managed through the WYSIWYG editor. Test Results Partial Testing Comment Cannot embed a pdf, bmp, tif or gif file, but can link to these file types

79 MySource Matrix White-Branding Document Suite 79 A1 Content Creation A1.4 Ability to create and edit links using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. A1.5 Ability to import and manage attachments using a simple browser template option which must support the Agency standard operating environment (SOE) browser version. A1.6 Ability to edit content items without affecting the published work. A1.7 A1.8 Ability to automatically replace a published version of content with a revised version of content following completion of the approval process. Ability to view content items incontext via a browser, to see how the content item will appear in the website - WYSIWYG (what you see is what you get) preview. The browser option must ensure the preview pages are not exposed to external search engines. A1.9 Provide an authoring system that requires minimal training and can be used by non-technical users. Core Requirement Optional Requirement Initial Assessment Compliance # # Comment The Standard Page asset also allows links to be created and edited through the WYSIWYG editor. The Standard Page asset also allows attachments to be imported and managed through the WYSIWYG editor. Attachments, such as MS Word documents or PDFs, must be uploaded to the MySource Matrix repository first. They can then be linked to from any page within a site. Live content on a site is able to be changed without affecting the published work until the changes are approved. When a published content item is edited, approved and republished, the old Live asset is automatically replaced with the newer version. A preview option allows content items to be viewed in-context within the site prior to it being published. MySource Matrix is specifically designed for non-technical users. It provides an intuitive and simple interface. Modifications can be made to site structure and associated schemas without the need for programming expertise. Test Results Testing Comment

80 80 A1 Content Creation A1.10 A1.11 A1.12 Support distributed content creation and contribution by a wide range of staff throughout the whole of including staff located in remote parts. Support content contribution from external non-government parties. Ability to create customisable input forms (eg Feedback, Notification, and membership registration). The forms will validate input data within the form. Core Requirement Optional Requirement Optional-high Yes Optional-high Yes Optional-high Yes Initial Assessment Compliance Comment Fully devolved content creation and management is able to be performed through a web interface. Remote contributors are provided with a username and password which they can use to edit assets in-situ. Fully devolved content creation and management is able to be performed through a web interface. Remote contributors are provided with a username and password which they can use to edit assets in-situ. MySource Matrix provides a fully customizable form creation interface and validation options. Both client-side and server-side validation is supported. A2 Workflow Processes Core Requirement Optional Requirement Initial Assessment Compliance Comment Business Driver: To ensure all web content has appropriate Agency approval. This is critical when managing the creation of content by multiple parties. A2.1 Workflow Approval A2.1.1 Ability to establish a variety of roles within a workflow process. Multi-stage workflow processes involving single users or groups of users can be defined in addition to the standard workflow sequence in MySource Matrix. A2.1.2 Ability to assign workflow to classes of content items as well as roles and individuals. Specific workflows can be assigned to any asset classes by non-technical staff with security privileges to do so. Test Results Test Results Testing Comment Testing Comment

81 MySource Matrix White-Branding Document Suite 81 A2 Workflow Processes A2.1.3 Ability to grant or withhold specific permissions based on role, type of content item and other criteria. A2.1.4 Provide a workflow approval process that supports sequential approval steps. A2.1.5 Provide a workflow approval process that supports parallel approval steps. Core Requirement Optional Requirement Initial Assessment Compliance Optional-high Yes Comment Read, write and administrator permissions can be granted or denied to the public, a user or group of users. Permissions can also be restricted according to the status of an asset during workflow processes. New workflow schemas can be designed by non-technical users to accommodate multiple sequential approval steps. Approval can also be sought from a single user or a group of users in the same approval step. New workflow schemas can be designed by non-technical users to accommodate multiple parallel approval steps. Approval can also be sought from a single user or a group of users in the same approval step. Test Results Testing Comment

82 82 A2 Workflow Processes A2.1.6 Provide a workflow approval process that is configurable to support varying content item status during the authoring process (eg draft, awaiting approval, approved, published, archived etc) A2.1.7 A2.1.8 Provide a workflow that is configurable to allow different approval processes based on the type of content item/template being created (eg news or policy). Provide a workflow that is configurable to allow different approval processes based on where the content item is being published (eg Intranet, Extranet and Internet). Core Requirement Optional Requirement Initial Assessment Compliance Optional-high Yes Optional-high Yes Comment Multi-stage workflow processes involving single users or groups of users can be defined in addition to the standard workflow sequence in MySource Matrix. The standard workflow and status are: Under construction Live (published) Safe Edit (changes to live content) Up for review Archive Asset classes can be created for specific types of content and different workflows can be configured for specific asset classes. Workflow processes can be easily customised by non-technical users for each site that is supported by MySource Matrix. Test Results Testing Comment

83 MySource Matrix White-Branding Document Suite 83 A2 Workflow Processes A2.1.9 Provide a workflow that is configurable to allow different approval processes based on how quickly the content item is to be published (eg routine or urgent). A A A Provide a workflow that is configurable to allow different approval processes if the content item is external (eg content received from external source may have a different approval cycle). Ability to review, approve and action content items held in any identified Web CMS repository, not just web page content for publication (eg review and approve images to be posted to an image library). Provide a workflow that is configurable to allow different approval processes for different businesses within the Agency. A Provide a workflow approval process that is configurable to support review and approval of template and design creation. A Provide preconfigured workflow options that allow for different approval processes depending on Agency requirements and business rules. A2.2 Workflow Management A2.2.1 Ability for authorized non-technical users to create and manage workflow processes. No scripting or programming should be required. Core Requirement Optional Requirement Initial Assessment Compliance Optional-high N/A* Optional-high Yes Optional-high Yes Optional-high Yes Optional-low Yes Optional-low Yes Comment By design, all content must progress through the userdefined workflow. However, in an urgent situation it is possible for an administrator to bypass the workflow in order to render the content Live. Content received from an external source can be treated as a specific asset class, which can have its own workflow process. MySource Matrix is an assetbased system and images are a class of asset. Custom workflow processes can be designed for and applied to any asset class. Workflow processes can be defined for individual users or groups of users. MySource Matrix is an assetbased system. Templates and designs are a class of asset. Custom workflow processes can be designed for and applied to any asset class. Workflow options can be easily preconfigured according to specific Agency requirements. MySource Matrix is specifically designed to support non-technical users. Programming and scripting knowledge is not required for customising workflow processes. Test Results N/A Testing Comment Requirement has been identified as N/A, therefore testing was not performed against this requirement This is only true if separate asset class is created

84 84 A2 Workflow Processes Core Requirement Optional Requirement Initial Assessment Compliance A2.2.2 Ability to view the status of a content item through the workflow process. A2.2.3 Ability to escalate workflow items. Optional-high Yes A2.2.4 Ability to reassign workflow items. Optional-high Yes A2.2.5 Ability to setup proxy workflow and have that proxy workflow invoked automatically based on Agency business rules. Optional-high N/A* A2.2.6 Ability to alter or override workflow dependencies to meet real-time needs (eg re-rout workflow tasks). Optional-high Yes A2.2.7 Ability to include authenticated external users in a workflow. Optional-low Yes A2.2.8 Ability to manage user feedback generated through the submission of forms. Optional-high Yes Comment A view-only option can be configured for all users to provide the ability to view the status of a content item. Users with Administration privileges for a particular asset are able to force a change in the status of a workflow item. Automated escalation rules are currently being considered for future versions. Users with Administration privileges for a particular asset are able to force a change in the status of a workflow item. Assuming that proxy workflow refers to automated workflow processing, the white-branded version of MySource Matrix does not support this functionality, however, automated escalation rules are currently being considered for future versions. Users with Administration privileges for a particular asset are able to force a change in the status of a workflow item to meet real-time needs. Fully devolved content creation and management is able to be performed through a web interface. External users are provided with a username and password which they can use to edit assets in-situ. Feedback data generated through forms submissions are stored in the MySource Matrix repository and ed to specified users. Test Results N/A Testing Comment Requirement has been identified as N/A, therefore testing was not performed against this requirement

85 MySource Matrix White-Branding Document Suite 85 A2 Workflow Processes A2.3 Notification A2.3.1 Provide a workflow approval process that notifies the appropriate persons when they need to perform a task in relation to an item (eg approval required). A2.3.2 Provide notification mechanisms that include and integrate with Lotus Notes mail or Microsoft Exchange. Notification via is optional for users. A2.3.3 Ability for non-technical users to configure notifications to various roles/individuals based on workflow status. Core Requirement Optional Requirement Initial Assessment Compliance # Core N/A* Comment An internal messaging system for workflow approval alerts is provided with the ability to attach notes. Notification occurs both in MySource Matrix s internal messaging system and through standard . When a user changes the status of an asset to Live, each of the users in the first step of the workflow is notified via the internal messaging system and by . As the asset passes through the steps in the workflow, the relevant users are notified. Specific addresses can be removed to prevent notification, if required. All workflow notifications are pre-configured and built into the workflow engine. Test Results Testing Comment

86 86 A3 Content Publishing & Quality Control Core Requirement Optional Requirement Initial Assessment Compliance Comment Test Results Testing Comment Business Driver: To ensure a streamlined publishing process, eliminating, where possible, manual handling of production drafts and facilitating online review and approval. A3.1 A3.2 A3.3 A3.4 A3.5 A3.6 A3.7 A3.8 Ability to publish/unpublish content items to one or many locations within a single site. Ability to automatically publish/ unpublish content items to one or many locations within a single site on a scheduled date and time. Support delivery of content items based on completion of review/ approval workflow processes. Ability to set and change publishing, review and expiry dates of content items. Ability to manually override automatically generated review and expiry dates for content items based on role. Ability to view a list of content items based on status of review and expiry dates. Ability to maintain integrity of internal links within the CMS. Ability to check internal links in published content items and refresh across the website. Content is able to be created once and used in many places within a single site. Content items can be published and unpublished on a specific date and time to any location on a single site or on multiple sites through the concept of future linking and future status, which is performed as part of the workflow process. Content delivery to desired locations on completion of the workflow process is standard. Any user with permissions to edit the content item can set and change relevant dates through future linking and future status. Any user with permissions to edit the content item can change default dates through future linking and future status. MySource Matrix can be configured to display asset listings according to specific attributes such as status. Inbuilt integrity management tools ensure that links are maintained when content is moved or deleted. MySource Matrix does this by mapping the old URLs to the new URLs. Inbuilt integrity management tools ensure that links are maintained when content is moved or deleted. Partial Can search for broken links. These are displayed but does not provide option to remove them

87 MySource Matrix White-Branding Document Suite 87 A3 A3.9 A3.10 A3.11 A3.12 A3.13 A3.14 Content Publishing & Quality Control Ability to detect, notify, manage and allow maintenance of broken links. Ability to view history of content changes. Ability to view all changes of content in previous version. Ability to publish/unpublish content items to more than one website generated by the Web CMS. Ability to publish/unpublish content items to more than one website generated by the Web CMS on a scheduled date and time. Ability to publish/unpublish content items in bulk. Core Requirement Optional Requirement Initial Assessment Compliance Optional-high Yes Optional-high Yes Optional-high Yes Comment Inbuilt integrity management tools ensure that links are maintained when content is moved or deleted. Authorised users can view a full history of any asset within the MySource Matrix repository. The version history includes: Version Duration: the date range for which this version existed Time Since Version: the time between the current time and the time when the version was created Version: the version number of the current version View: view the asset at the time it version was created A rollback feature provides the ability to view a website and all its content on a specific date in the past, however, changes are not highlighted. A single content item can be published and unpublished to multiple sites and multiple locations. Content items can be published and unpublished on a specific date and time to any location on a single site or on multiple sites through future linking and future status. Content items belonging to the same asset class can be published in bulk. Test Results Partial Testing Comment Can search for broken links. These are displayed but does not provide option to remove them

88 88 A3 A3.15 A3.16 A3.17 A3.18 A3.19 Content Publishing & Quality Control Ability to automatically set or change dates for review and/or expiry of a content item dependent on Agency business rules (eg author, content item type or site standard/policy for review dates). Ability to search, preview and replace a content item across the site or sites managed by the Web CMS based on Agency business rules. Ability to publish a single item of content in multiple delivery environments with the option of different delivery requirements/ templates (eg displayed on Intranet, Extranet and Internet sites). Ability to publish multiple variations of a single content source to a variety of web page contexts on the same website or to different websites (eg for different audiences, languages, summary or full version of the content item). Support delivery of content items to a range of delivery channels and technologies, covering both on-line and off-line and including SMS/Mobile Phones, WAP, Palmtops, Interactive Digital TV, Interactive Voice Recognition, fax and print. Core Requirement Optional Requirement Initial Assessment Compliance Optional-high Yes Optional-high Partial* Optional-high Yes Optional-high Yes Optional-high Partial* Comment Specific timeframes for review and expiry can be applied to any asset class. Search, preview and replace of content items is a standard function, however, cannot be automated based on business rules. A single content item can be published to multiple sites and multiple locations and to have different templates and designs applied to the content. Variations of a single content item can be displayed on multiple sites and in multiple locations, either together or as separate units. This can be achieved assuming appropriate templates and designs are available. SMS can be achieved provided an SMS gateway is available. Interactive Digital TV and IVR are not currently supported. New functionality to support a further range of delivery channels is being developed. Test Results N/A Testing Comment Unable to fully test requirement, as technology and tools were not available during testing

89 MySource Matrix White-Branding Document Suite 89 A3 A3.20 Content Publishing & Quality Control Ability to provide notification of details of links that will be affected by removal of an expired content item. Core Requirement Optional Requirement Optional-high Yes Initial Assessment Compliance A3.21 Ability to apply mandatory validation processes (eg for accessibility compliance, page size (and speed) and broken links). Optional-high Partial* B. Presentation and Discovery B1 Content Presentation Core Requirement Optional Requirement Business Driver: To ensure that information and services are presented in standard Agency styles. B1.1 Templates Initial Assessment Compliance B1.1.1 Ability to separate design from content through the use of templates. B1.1.2 B1.1.3 Ability to select from a number of predefined and/or customisable templates to control the visual presentation of content items. Ability to generate delivery templates using Cascading Style Sheets (CSS). Comment A pop-up message displays all other assets that have a link to an asset that is being removed or expired. No built-in capability for validating against specified standards. AGIMO currently validates for accessibility and coding standards using W3C compliance testing tools 10. Manual validation can also be built into the workflow process. Comment Content assets are completely separated from design assets through the use of design templates and style sheets. Visual presentation of content items is dependent on site design and is fully configurable. MySource Matrix is fully compliant with CSS2. Test Results Partial Test Results Testing Comment Unable to fully test as described in comments. Requirement passed for the components that could be tested with W3C compliance tools. Testing Comment 10

90 90 B1 Content Presentation B1.1.4 Ability to create a number of predefined and/or customisable templates using a combination of elements such as: navigational elements driven out of metadata repository and defined taxonomy, static links to other internal/external sites, pages or applications, plain/formatted text elements, images and aggregated content items. B1.2 Accessibility B1.2.1 Ability of the Web CMS to support content development that is compliant with the Accessibility Policy. B1.2.2 Provide prompts and tools for the creation and delivery of websites to comply with the Accessibility Policy. B1.3 Customisation and Personalisation B1.3.1 Provide logging/tracking tools to support customisation, ie the delivery of tailored or specific information and services to an anonymous site visitor. Core Requirement Optional Requirement Initial Assessment Compliance Optional-high Yes + Optional-high Partial + Optional-high Yes* Comment The asset-based nature of MySource Matrix provides the ability to combine various types of assets on a single page. MySource Matrix supports the creation of content that is fully compliant with Australian accessibility guidelines. The WYSIWYG editing tools can be configured to disallow noncompliant content, Tools are provided for the creation of ALT text, Acronyms, Abbreviations and for replacing non-compliant HTML with fully compliant HTML code. Note: the current version of Internet Explorer does not support the Acronym or Abbreviation tag; hence these must be inserted manually by the author. WYSIWYG editing tools can be configured to disallow non-compliant content. MySource Matrix supports user sessions (session id stored as cookie) to track anonymous user activities and allowing them to customise their experience during that session. Test Results Testing Comment

91 MySource Matrix White-Branding Document Suite 91 B1 Content Presentation B1.3.2 Support explicit customisation of information, ie the delivery of tailored and specific information and services to a site visitor, based on an established user profile (eg specific content items presented to an Intranet user once they log in). Ability for users to personalise the look of the entry page (eg My B1.3.3 Page concept) and choose to add a number of links/services to their customised page. B1.4 Multilingual Support B1.4.1 Ability to deliver information and services in Languages other than English (LOTE). B1.4.2 Ability to display content items and search for content in LOTE. B1.4.3 Ability to build navigation structures in LOTE. Core Requirement Optional Requirement Initial Assessment Compliance Optional-low Yes Optional-low Yes Comment Provides website users with the ability to create an account and to customise content according to individual preferences. Provides website users with the ability to create an account and to customise content according to individual preferences. Asset classes can be created for the delivery of information and services in LOTE; this is only limited by an organisation s internal capability. Asset classes can be created for the delivery of information and services in LOTE. Navigation structures can be created for the delivery of information and services in LOTE. Test Results Testing Comment

92 92 B2 Content Discovery Core Requirement Optional Requirement Initial Assessment Compliance Comment Business Driver: To ensure users are able to successfully find relevant information via searching or browsing, with a minimum of effort. B2.1 Metadata Generation B2.1.1 B2.1.2 B2.1.3 B2.1.4 B2.1.5 B2.1.6 Ability to assign or generate content item keywords and Australian Locator Service (AGLS) metadata elements at the same time as content is created. Ability to review/approve metadata at the same time as the content item, as part of the one process/ workflow. Support tools to facilitate metadata generation during content item creation, including keyword pick lists to allow metadata to be chosen from pre-established schema. Ability to interface with thesauri (eg Whole of and electronic document management thesauri). Ability to include required metadata elements other than AGLS eg custom extensions. Support mandatory Electronic Records Strategy (VERS) metadata elements as per Public Records Office Standard (PROS) 99/007 Version 2, Specification 2: VERS Metadata Scheme. This is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. AGLS compliant metadata is created as part of the content creation and approval process. AGLS compliant metadata is created as part of the content creation and approval process. Supports AGLS and other user-defined schemas. AGLS compliant metadata is created as part of the content creation and approval process. Core No* + Enables thesaurus based Optional-high Yes + searching of content. It is planned to incorporate linkages to the NAA thesauri in future versions. Custom metadata schemas are able to be created by users with Administration privileges. MySource Matrix is fully compliant with the e-permanence set of policies and guidelines, as issued by the National Archives of Australia. Test Results N/A Testing Comment Requirement has been identified as not compliant, therefore testing was not performed against this requirement

93 MySource Matrix White-Branding Document Suite 93 B2 Content Discovery Core Requirement Optional Requirement Initial Assessment Compliance Comment Test Results Testing Comment B2.2 Search - The search function may be part of the Web CMS or it may be a third party search engine. The following requirements will be provided or supported by the Web CMS. B2.2.1 B2.2.2 B2.2.3 B2.2.4 B2.2.5 Provide comprehensive search facilities across the entire website, multiple sites or sub sites to support content publishing. Support automatic indexing, keyword generation, and full-text indexing. Support indexing of text and common attachments (eg Microsoft Office, Adobe PDF etc) within the Web CMS. Support separate indexing of content items for each supported website. Ability for the Web CMS to control access to items of content from search and/or site map indexing based on Agency business rules (eg permissions). Core Partial* MySource Matrix provides an internal search engine for searching across content repositories. The engine enables the creation of search pages, folders and lists. The search engine provides automatic and full-text indexing for supported websites and is able to provide the same type of content discovery at the back-end through a search interface, within the administration interface, called search folders. There is an automatic tool for generating a keyword list that can be used to populate a keywords metadata field. Keywords are ranked according to the number of times they appear in a content item. MySource Matrix provides an internal search engine for searching across content repositories. This is not automated. Separate indices are created for each supported website. Individual pages can be excluded from being searched by removing any associated metadata and by reducing the asset s relevance weighting to 0. The sitemap can be edited to exclude individual assets. Exclusion of an asset cascades downwards to also exclude any child assets.

94 94 B2 Content Discovery B2.2.6 B2.2.7 B2.2.8 Support comprehensive external search facilities across the entire website, multiple sites or sub sites for end users. Ability for the Web CMS to integrate simple and advanced search screens and result screens into the user interface. Support the use of Boolean operators (and; or; not) and proximity operators (near; with) to refine searches and accept phrases for full-text searches. B2.2.9 Ability for the Web CMS to control the discoverability of content items by external search engines. B Support ability to query and retrieve AGLS metadata. B B Support the measurement of the use/effectiveness of each keyword search query entered by a user in searching the website. This capability may be provided by a third party web metrics facility. Support the automatic modification of search results based on site usage and search patterns (eg weighting the most popular sites/search results selected by the user to appear high in the search results list). B Ability for the Web CMS to generate a plain English URL for key web pages for easy referencing by non-technical end users and search engines. Core Requirement Optional Requirement Initial Assessment Compliance Core No* Optional-high Yes* Optional-high Yes Optional-high Yes Comment Search indices can be configured to allow searching across an entire site, part of a site or across multiple sites. Simple and advanced search categories and related terms are supported based on meta data and asset trees. And/or searches are supported, but other Boolean operators are not, however, this functionality can be provided through interfaces with 3 rd party search tools. Indexing can be turned off at the asset level. Also supports the use of robots.txt files and Harvest Control Lists. The search function can be easily configured to allow searching across one or more metadata fields. Can interface with third party tools for this purpose, eg WebTrends. Relevance weightings can be applied at the asset level. MySource Matrix is able to display an asset page name, rather than it s ID in the address bar of the end-user s browser. It also allows remapping of a specific URL to a virtual directory name. Test Results N/A N/A Testing Comment Requirement has been identified as not compliant, therefore testing was not performed against this requirement Successful for HCL. Could not test for robots.txt files Unable to test this requirement as it is dependant on third part tools

95 MySource Matrix White-Branding Document Suite 95 B2 Content Discovery B Ability for the Web CMS to interface with thesauri or allow import of thesauri data into search engine thesaurus for browsing, selection and searching. Support indexing of text and common attachments (e.g Microsoft Office, Adobe PDF etc) B across a number of repository types such as file systems and databases. Support pre-processing of all search terms against the thesauri B and automatically include related terms in the search. Provide a soundex (sounds like) capability in the thesaurus B function so that misspelled terms can be related to their correct spelling. B2.3 Navigation Structure B2.3.1 Ability to create new navigation structures with a minimum of effort. B2.3.2 B2.3.3 Support automatic updating of navigation structures as the site structure and content items are updated. Ability to automatically generate and update a site map for each website. B2.3.4 Ability to modify a navigation menu look and feel. B2.3.5 Provide navigation menus that support a minimum of four levels of navigation. Core Requirement Optional Requirement Initial Assessment Compliance Optional-high No* Optional-low No* Optional-low No* Optional-low No* Comment The white branded version of MySource Matrix does not provide a facility to interface with, import or display thesauri (controlled vocabularies). Only available for content within the MySource Matrix repository, however, the functionality could be provided through the use of 3 rd party tools. This functionality could be provided through the use of 3 rd party tools. This functionality could be provided through the use of 3 rd party tools. Navigation structures are managed through a hierarchical asset tree. A simple drag and drop functionality provides the ability to change existing structures. New structures are created by inserting new assets into the asset tree. The navigation structure is automatically updated as assets are created, updated or expired. Site maps can be automatically generated by replicating the asset tree on supported websites. Navigation menus can be modified by updating associated design templates and style sheets. Navigation menus can be created to support any level of navigation, as required. Test Results Testing Comment N/A refer to B2.1.4 comments N/A Requirement has been identified as not compliant, therefore testing was not performed against this requirement N/A Requirement has been identified as not compliant, therefore testing was not performed against this requirement N/A Requirement has been identified as not compliant, therefore testing was not performed against this requirement Fail The White Branded version website menu does not display any pages below the top 2 levels, even though pages can be created at lower levels.

96 96 B2 Content Discovery B2.3.6 B2.3.7 Ability to modify the navigation structure while automatically maintaining links to published content items. Ability to create automated breadcrumbs trail. Core Requirement Optional Requirement Optional-high Yes Initial Assessment Compliance Comment Inbuilt integrity management tools ensure that links are maintained if navigation structures are modified. MySource Matrix does this by mapping the old URLs to the new URLs. Breadcrumb trails are able to be created using asset page names in either long or short form. C. Technical C1 Compliance Core Requirement Optional Requirement Initial Assessment Compliance Comment Business Driver: To ensure that the Web CMS complies with industry standards so that the system is robust and integrates with existing platforms and applications. Native support for WML, XHTML and CSS2 is provided. C1.1 Provide or support standardsbased development tools (eg XML, CSS, DHTML, XSLT and other open standards). Form Builder Module allows for the creation of online forms without requiring technical skills. These forms may be set to their output to nominated staff or to allow the output to be downloaded in CSV or XML format. The white-branded version is provided as an integrated solution combining web server, database, CMS and operating system software. C1.2 Support Agency application servers and platforms. Core Partial*# MySQL and PostgreSQL are supported through the PEAR database extraction layer. Oracle and MS SQL Server support are expected in the future. Apache is supported on Windows and Linux. Test Results Test Results N/A Testing Comment Testing Comment This requirement is dependant on each agencies application servers and platforms, so cannot be guaranteed for all configurations. The requirement was met for the configuration that we were testing against

97 MySource Matrix White-Branding Document Suite 97 C1 Compliance C1.3 Support operating systems, browser and productivity applications included in Agency SOEs. C1.4 Support current industry standard web programming frameworks (eg J2EE or Microsoft.NET). C1.5 Support standard messaging protocols (eg SMTP, MIME). C1.6 Support data exchange involving open standards and protocols for web services. This includes WSDL (web services definition language), UDDI (Universal Description, Discovery and Integration) and SOAP (Simple Object Access Protocol). Core Requirement Optional Requirement Initial Assessment Compliance # # Optional-high No* Comment Supports Internet Explorer on Windows, Netscape on Windows, MacOS and Linux, and Mozilla on Windows, MacOS and Linux browsers. For edit access the Sun Java Virtual Machine is required. The SOE would need to support the Sun Java VM. PHP Apache is the web programming framework used by MySource Matrix. PHP is an open source language. PHP Hypertext Preprocessor, or PHP, is a serverside scripting language used to create dynamic Web pages. usage statistics for August 2004 indicates that PHP is in use on over 16 million domains. J2EE and.net are not supported. Uses an internal messaging system that allows communication with other authors via a browserbased interface. Notifications can also be sent externally using SMTP. There is limited data exchange support in the white-branded version of MySource Matrix. Test Results N/A N/A N/A Testing Comment This requirement is dependant on each agencies application servers and operating environments, so cannot be guaranteed for all configurations. The requirement was met for the configuration that we were testing against This requirement is dependant on each agencies programming frameworks, so cannot be guaranteed for all configurations. The requirement was met for PHP Apache Requirement has been identified as not compliant, therefore testing was not performed against this requirement

98 98 C2 Product Core Requirement Business Driver: To ensure the product meets the Agency requirements. C2.1 Testing, Staging & Deployment Optional Requirement Initial Assessment Compliance C2.1.1 Support development, testing /staging and production environments, and control of movement between each. C2.1.2 Ability to view history of all template changes. C2.1.3 Provide tools to support deployment of sites, including externally hosted sites. C2.1.4 Provide tools to support deployment of sites, including externally hosted sites, across a number of servers. Core No* Comment Provides staging and due to open source licensing can be deployed onto multiple servers. Workflow can be defined to provide development testing and staging environments which controls the movement between each. Note that this functionality is provided internally to Matrix as the current white branded version does not incorporate support for multiple instances and control of data between multiple systems. The system manages it own staging environment so that editors may view the content as if it were live and operational without the content being available to the public. An audit trail is maintained of all changes Deployment of sites can be managed through workflow and publishing functions. Note that externally hosted sites would require Matrix to be installed on the externally hosted server. Replication support is not provided. It would be necessary to setup a Linux or database cluster to facilitate replication between other systems. Testing Results N/A N/A N/A Testing Comment Testing was performed in a single environment, so this requirement could not be tested. Could not test externally hosted sites, as the required tools were not installed Requirement has been identified as not compliant, therefore testing was not performed against this requirement

99 MySource Matrix White-Branding Document Suite 99 C2 Product C2.1.5 Provide monitoring of deployment to production and notification deployment if it fails. C2.1.6 Support central or decentralised content publishing. C2.1.7 Support the Agency disaster recovery plan (eg storage and backup of content on multiple servers). C2.1.8 Ability to access all parts of the Web CMS via the web browser. Core Requirement Optional Requirement Initial Assessment Compliance * Optional-high Yes# Optional-high Yes Comment Publishing ie. changing an asset status from Approved to go live to Live is a manual process conducted by an Administrator. When a user changes the status of an asset to Live, each of the users in the first step of the workflow is notified via the internal messaging system and by . As the asset passes through the steps in the workflow, the relevant users are notified. If an error occurs during deployment to production, a system-generated error message is sent to the Administrator. As all updating is browser-based, anyone with appropriate access can maintain the system anywhere there is a web connection, Scripts are provided with the white-branded product that can be run on the server to automatically backup the system. Users of the system can have these files automatically secure-copied to another server for activation in the case of disaster recovery. All information to restore the system (excluding the server platform) is included in the backup tar file. Rollback capability is provided to enable rollback of the entire site at a specified date and time. The user can access and operate MySource Matrix in the same way that they would use a normal web page. By entering a username and password, it will allow the user access to special pages to enable them to add and manage the content for the website. Testing Results N/A N/A Testing Comment Testing was performed in a single environment, therefore this requirement could not be tested. This requirement can not be guaranteed as it is dependant on agency DRP and configuration

100 100 C2 Product C2.2 Reliability and Performance C2.2.1 Provide a reliable and stable Web CMS with a proven capability and continuous high levels of up-time based on Agency service level agreement. C2.2.2 Response time will meet Agency requirements for both Web CMS users and end users. C2.2.3 Provide scalability as Agency sites, systems and site usage increases or decreases. Core Requirement Optional Requirement Initial Assessment Compliance Core N/A# Core N/A# # Comment Performance will be subject to appropriate design and capacity planning including adequate hardware and agreed service levels. Performance will be subject to appropriate design and capacity planning including adequate hardware and agreed service levels. MySource Matrix supports multiple sites. The only limitations relate to the capacity of the server hardware, database software and for users to operate highly complicated sites. MySource Matrix can be deployed across Linux clusters. The information architecture of MySource Matrix is highly scalable. Non-technical users are able to expand and change site structures as business requirements change. Scalability is subject to appropriate design and capacity planning. Open source licensing does not restrict multiple servers, however replication/syndication across multiple servers is not currently provided in the white-branded version. Testing Results N/A N/A N/A Testing Comment Requirement has been identified as N/A, therefore testing was not performed against this requirement Requirement has been identified as N/A, therefore testing was not performed against this requirement This requirement can not be guaranteed, as it is dependant on each site configuration. Scalability could not be tested as we did not have access to load tools.

101 MySource Matrix White-Branding Document Suite 101 C2 Product C2.3 Audit Trail C2.3.1 Non-Permanent Records C Ability to support audit logging of the history of content items after approval for publishing up until the content items, under control, are removed from the Web CMS. Core Requirement Core Optional Requirement Initial Assessment Compliance Comment Comprehensive audit logs are automatically generated of every change to every asset in the system in the system log. For each entry a record is kept of the user that made the change and the time it was made. Logs may be recorded to file or database and may be divided into separate files and destinations if required. Testing Results Testing Comment C2.3.2 Permanent Records - The following are mandatory requirements where the Web CMS contains permanent records, as defined in any relevant Records Authorities. The product complies with the Guide to Minimum Web Standards, AGIMO, April Compliance is supported through audit logs and rollback functionality. C Ability to support a sufficiently detailed audit trail for permanent records to meet the requirements of PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records sections 3.1, 3.2, 3.5, 3.6. Comprehensive audit logs are automatically generated of every change to every asset in the system log. For each entry a record is kept of the user that made the change and the time it was made. The audit logs can not be amended through the CMS. Entire versions of websites are retained in the database and cannot be deleted through the CMS interface. The rollback functionality enables rollback of the site for any specified data or time. This will be only limited by the storage capacity of the database and supporting hardware.

102 102 C2 Product C C Ability to keep the audit trail within the Web CMS long enough to be available when permanent records are exported to another system. C Ability to support audit logging of the history of content items (that are permanent records) after approval for publishing up until the content items, under control, are removed from the Web CMS. Core Requirement Optional Requirement Initial Assessment Compliance Comment MySource Matrix maintains version numbers for every asset in the system with the format: MajorNo.MinorNo.MicroNo. For example, an asset is created with the original version of and with every change the micro number is incremented (e.g , etc). Each time an asset is made Live, the minor version number is automatically incremented. For example, when an asset is first made Live, its version number is automatically updated to To associate the pages of a site with a release or checkpoint, an administrator has the ability to manually change the major version number of the asset, for example, set the version to This change can be cascaded down to all the pages in a site. Administrators may view the history of the site and roll-back to view information from a specific release version/date. Audit trails are retained and tied to the asset. Deletion of an asset will delete the audit trails associated with the asset. A record of the asset deletion is retained. If rollback functionality is enabled assets and associated audit trails could be retrieved through rollback. Comprehensive audit logs are automatically generated of every change to every asset in the system in the system log. For each entry a record is kept of the user that made the change and the time it was made. Logs may be recorded to file or database and may be divided into separate files and destinations if required. Testing Results N/A Testing Comment This requirement could not be tested as it is dependant on exporting to other systems. This functionality was not available during the testing exercise

103 MySource Matrix White-Branding Document Suite 103 C2 Product C2.4 Version Control - Temporal C2.4.1 Ability to manage versions of individual content items and pages (eg including details of records such as publishing and revision dates, activities, content creator). C2.4.2 Provide tools to roll-back site to the chosen version. C2.4.3 Provide version control management for content and templates in development, test/stage and production environments. Core Requirement Optional Requirement Initial Assessment Compliance Comment Multiple versions are supported provided that the assets exist within Rollback. It is not possible to edit a previous version through the CMS. MySource Matrix maintains version numbers for every asset in the system, with the format: MajorNo.MinorNo.MicroNo. Each time an asset is made live, the minor version number is automatically incremented. For example, when an asset is first made live, its version number is automatically updated to To associate the pages of a site with a release or checkpoint, an administrator has the ability to manually change the major version number of the site. For example, set the version to This change can be cascaded down to all the pages in a site. Rollback can be performed to any specified version subject to configuration of rollback functionality. Verion Control includes a comprehensive versioning tool providing automatic version numbering when users make any changes to the system, and a manual over-ride to force a new major version. Subject to single installation. Testing Results N/A Testing Comment Testing was performed in a single environment, therefore this requirement could not be tested.

104 104 C2 Product Core Requirement Optional Requirement Initial Assessment Compliance Comment Testing Results Testing Comment C2.5 Electronic Records Management - The records management function may be part of the Web CMS or it may be part of the electronic document management system. C2.5.1 Non-Permanent Records C Capability to identify and track content objects or collections of content objects that constitute electronic records. This functionality is provided for each asset. Objects and collections would need to be defined as an asset. C2.5.2 Permanent Records - The following is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. C Ability to export permanent electronic records in accordance with PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records, section 3.9, Specification 3: VERS Standard Electronic Record Format and Specification 5: Export of Electronic Records to PROV, where the Web CMS is not integrated with another Electronic Records Strategy (VERS) compliant system in the organization. C2.6 Content Aggregation and Syndication C2.6.1 Ability to maintain synchronisation, automatically updating appropriate content used by multiple pages or sites so that it remains consistent. No export tools are provided with the CMS. It is not possible to export elements of a site without affecting the integrity of the links. Internally to the CMS synchronisation can be achieved. MySource Matrix can syndicate content through RSS (publish but not receive). The ability to receive information is planned for future versions. N/A Requirement has been identified as N/A, therefore testing was not performed against this requirement C2.6.2 Ability for both inbound and outbound content syndication (eg news, weather, police alerting services). RSS refers to RDF Site Summary or, Really Simple Syndication. RSS is an XML-document format intended to describe, summarise, and distribute the contents of a website as a channel, made available for access via an RSS reader. N/A This requirement could not be tested as the functionality is dependant on other tools

105 MySource Matrix White-Branding Document Suite 105 C2 Product C2.6.3 Ability to aggregate and/or present information from external sources. C2.7 Content Migration C2.7.1 Ability to migrate existing web content and structure into the Web CMS from legacy sites, systems and data repositories with a minimum of effort and re-working. C2.7.2 Ability to migrate content links to a new Web CMS. C2.7.3 Ability to import/export content items into an agreed markup language (eg to make a copy of the website on CD-ROM). C2.7.4 Ability to import/export associated content records (eg metadata). Core Requirement Optional Requirement Initial Assessment Compliance Comment A remote content tool is provided to enable presentation of content from other web-enabled systems. It works as a screenscraper and redisplays the content in the context of the site design. Content migration must be performed manually. Content migration must be performed manually. Export of a static website can be performed using Httrack, an open source tool, which can be provided with the white-branded package. There is limited data exchange support in the white-branded version. However, a Harvest Control List makes assets available to external search engines. Testing Results N/A N/A N/A N/A N/A Testing Comment This requirement could not be tested as it is dependant on obtaining information from external sources Requirement has been identified as not compliant, therefore testing was not performed against this requirement Requirement has been identified as not compliant, therefore testing was not performed against this requirement Requirement has been identified as not compliant, therefore testing was not performed against this requirement Requirement has been identified as not compliant, therefore testing was not performed against this requirement

106 106 C3 Security Core Requirement Business Driver: To ensure the product meets Agency security standards. Optional Requirement Initial Assessment Compliance C3.1 Ability to integrate with Agency security requirements. Core N/A# C3.2 Ability to provide role based security (based on roles as defined in the Web CMS) across all templates, content, processes and repositories (eg for individuals, groups of users, individual files, directories or sites). C3.3 Provide flexibility and access to override all files and processes, given the rights to do this are limited to ensure compliance with PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records sections 3.1, 3.2, 3.5, 3.6 and 3.7. Optional-low Yes + Comment The product may have to be tailored to fit agency-specific security architectures. Matrix can authenticate with LDAP and Microsoft Active Directory. Users must be authenticated with a username and password, which may in turn be authenticated against an LDAP or AD server. Administrators can set levels of user permissions through the directory ensuring a single repository of user accounts. All content (assets) may have access privileges individually controlled for different users and groups (roles). User accounts are allocated to one of three general profiles: Normal user: no authoring Editor: may author Administrator: administration interfaces Matrix includes manual over-ride by administrators to force a new major version. Workflow rules can only be over-written by a system administrator. Testing Results N/A Testing Comment Requirement has been identified as not compliant, therefore testing was not performed against this requirement.

107 MySource Matrix White-Branding Document Suite 107 C3 Security C3.4 C3.5 C3.6 C3.6.1 Ability to interface with external directory services for security and authentication, using industry standard protocols (eg Lightweight Directory Access Protocol - LDAP). Ability to restrict access by end users to designated areas of a website using authentication mechanisms such as user name and password. Core Requirement Optional Requirement Optional-high Yes Optional-high Yes Initial Assessment Compliance Comment Users must be authenticated with a username and password, which may in turn be authenticated against an LDAP or AD server. Administrators can set levels of user permissions through the directory ensuring a single repository of user accounts. Security for editor access can occur through: user login and password IP based sessions SSL encryption IP address range restriction You can deny users public read access to a site or section of a site, thus creating a members only area where users must login before gaining access. Permanent Records - The following is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. Where the Web CMS contains or generates the only instance of a permanent record, provide the ability for security controls to support the requirements of PROS99/007 Version 2, Specification 1: System Requirements for Preserving Electronic Records sections 3.1, 3.2 and 3.5. The audit trail will also need to be kept within the system long enough to be available when the records are exported to the PROV or another system. + Subject to the provision that database administrative access could be used to bypass the CMS security. The audit trail is retained as long as the asset is retained within the rollback system. Testing Results N/A Testing Comment This requirement could not be tested as it is dependant on interfacing with external services

108 108 C4 Content Repository Core Requirement Optional Requirement Initial Assessment Compliance Business Driver: To ensure the effective and controlled management of content. C4.1 C4.2 Provide a repository and/or repositories that may be accessed as and when required, by authorised users. The respositories will be used as the central and definitive content source (eg a central image repository, metadata repository and other digital assets that can be reused for content creation and display). Support a wide range of common content types: structured content (eg database data, Microsoft Excel spreadsheets, forms and transactions); documents (eg Microsoft Word, Acrobat PDF, RTF, straight text, XML and HTML pages); presentations (eg Microsoft PowerPoint presentations, drawings, plans and maps, images, audio, video and other rich media. C4.3 Provide check-in/check-out control for each content item stored in the content repository. C4.4 Support storage and retrieval of content in Agency standard software products (eg DBMS, EDMS and text files). Optional-low No*# Comment Through the Asset Library Matrix stores commonly used images and files in a single location and display them in multiple sites. MySource Matrix allows you to upload and embed graphics and files (including rich media) in fact, almost any standard file type is supported e.g. Word, Excel, PDF, MPEG etc. This allows for the easy creation of document libraries and image libraries. This is achieved through asset locking. All assets must be locked prior to making changes. This feature is essential to a multiuser authoring environment, as it prevents multiple users from working on the same piece of information at the same time. Asset locking takes place at the attribute level, so that it is not necessary to lock the whole asset to make a change. For example, one editor may safely change metadata for an asset, while another changes content on the page. This facilitates a multi-author environment where different authors have different roles. There is limited data exchange support in the white-branded version. Test Results N/A Testing Comment Requirement has been identified as not compliant, therefore testing was not performed against this requirement

109 MySource Matrix White-Branding Document Suite 109 C4 Content Repository Core Requirement Optional Requirement Initial Assessment Compliance Comment Test Results Testing Comment C4.5 Permanent Records - The following is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. C4.5.1 Ability to render all content elements or collections of content elements, that are permanent records and that are created, managed or delivered through the Web CMS into PDF format (for document type objects) or TIFF (for plans) in accordance with PROS99/007 Version 2, Specification 4: VERS Long Term Preservation Formats, sections 3.2 and 3.3. Core N/A* + and other file formats is being Ability to render assets to PDF investigated for future versions. N/A Requirement has been identified as N/A, therefore testing was not performed against this requirement C5 Reporting and Monitoring -The reporting function may be part of the Web CMS or it may be a third party product. Core Requirement Optional equirement Initial Assessment Compliance Comment Test Results Testing Comment Business Driver: To ensure comprehensive web metrics reporting on site usage and management. Supports standard web server traffic logs. The sensible URL structure of MySource Matrix means it is easy to see which areas of the site are the most popular and how many visits they are receiving. C5.1 Support Agency reporting tools to provide information and statistics on website usage by clients. # Traffic logs may be generated by the web server in standard formats (eg NCSA) so that common statistics packages, such as WebTrends and its open source equivalents Webalizer and AW Stats, may analyse the data. These packages provide statistics such as: Daily and hourly usage trends Hits, visits, sites viewed, Kbytes downloaded, files downloaded Most accessed pages Pages by Kbytes downloaded Top entry and top exit pages Top referrers Top search strings used to access the site Most used browsers

110 110 C5 Reporting and Monitoring -The reporting function may be part of the Web CMS or it may be a third party product. Core Requirement Optional equirement Initial Assessment Compliance Comment C5.2 Ability to monitor workflow approval and notification processes for all content items. Optional-high Yes Workflow approval and notification can be monitored by configuring search folders to display results based on business rules, such as workflow status. D. Interdependencies D1 Interfacing with External Systems Core Requirement Optional Requirment Initial Assessment Compliance Comment Business Driver: To exchange information with other Organisations and to enable being part of a portal environment with other online service providers. D1.1 Provide an Application Programming Interface (API) and architecture to connect and interact with external systems. The MySource Matrix API documentation can be viewed by running the PHP documenter tool against the source code. The API can be used to build custom connectors. Supports standard web server traffic logs. The sensible URL structure of MySource Matrix means it is easy to see which areas of the site are the most popular and how many visits they are receiving. D1.2 Ability to integrate with site analytics and reporting tools and services. Traffic logs may be generated by the web server in standard formats (eg NCSA) so that common statistics packages, such as WebTrends and its open source equivalents Webalizer and AW Stats, may analyse the data. These packages provide statistics such as: Daily and hourly usage trends Hits, visits, sites viewed, Kbytes downloaded, files downloaded Most accessed pages Pages by Kbytes downloaded Top entry and top exit pages Top referrers Top search strings used to access the site Most used browsers Test Results Test Results N/A Testing Comment Testing Comment This requirement could not be tested as it is dependant on interfaces with external systems

111 MySource Matrix White-Branding Document Suite 111 D1 Interfacing with External Systems Core Requirement Optional Requirment Initial Assessment Compliance Comment D1.3 D1.4 D1.5 D1.6 D1.7 Ability to integrate with link checking utility tools. Ability to interface with external search engines. Support content and metadata creation/contribution requirements for Victoria Online ( Ability to integrate with organization engines (eg filter content, change presentation based user preferences). Ability to interface with Electronic Records Strategy (VERS) compliant systems within the Organization (eg: Electronic Records Management System) if the Web CMS itself is not fully VERS compliant. This is a mandatory requirement where the Web CMS contains permanent records, as defined in any relevant Records Authorities. Broken link checker is built into Matrix. Supports integration with third party search tools. Complies with AGLS metadata Optional-high Yes* + requirements. Optional-high Yes Optional-high N/A* + Functionality is provided internally, does not require an external engine. Could be provided through a third party tool. There is limited data exchange support through the whitebranded version. A custom connector would be required to be built. D2 Interfacing with Internal Systems Core Requirement Optional Requirement Initial Assessment Compliance Comment Business Driver: To provide seamless information exchange across internal systems and integrate with existing business processes and infrastructure. D2.1 Ability to integrate with Lightweight Directory Access Protocol (LDAP) directories, in particular information from underlying directories that may be used for workflow routing and notifications. MySource Matrix verifies user name and passwords off LDAP/ Active Directory. Administrators can also set levels of user permissions through the directory ensuring a single repository of user accounts. Test Results N/A N/A Test Results Testing Comment This requirement could not be fully tested as we did not have access to any third party tools Requirement has been identified as N/A, therefore testing was not performed against this requirement Testing Comment

112 112 D2 Interfacing with Internal Systems D2.2 Ability to integrate with products included in Agency standard operating environment (SOE) (eg MS Office, Lotus Notes, reporting tools, search tools). D2.3 Ability to interface with Agency websites and portals through the exchange of metadata or equivalent process, in order to ensure that all published content is immediately discoverable. D2.4 Ability to run on the platform chosen by the Agency. D2.5 Provide open Application Programming Interfaces (APIs) for creation of custom connectors to other systems. Core Requirement Optional Requirement Initial Assessment Compliance Core Partial # Comment Because the product is browser based. It is compatible with the client workstation SOE which generally includes browsers. Editors require access to Java enabled versions of browsers. No client software is required other than a standard Java 2 enabled web browser (Internet Explorer 6.0+ and Mozilla). Through these two browsers, most common desktop operating systems are supported, and operation in organisation-wide Standard Operating Environments (SOE) is enabled. The Harvest Control List displays metadata in a format required by government search engines and other indexers, allowing immediate asset discoverability. Matrix does not accept inbound metadata. Linux and Windows are supported. Squiz have also indicated that the Matrix runs under Solaris, BSD and MacOSX. It should be noted that the whitebranded version is intended for shipment as an integrated appliance incorporating Linux, Apache, PostgresSQL and PHP. The matrix API documentation can be viewed by running the PHP documenter tool against the source code. The API can be used to build custom connectors. Uses PHP as the web scripting language. Coding follows the PEAR development standard. Test Results N/A N/A N/A Testing Comment This requirement can not be fully guaranteed as it is dependant on each agency SOE and configurations. Testing was successful against the configuration used for testing This requirement can not be fully guaranteed as it is dependant on each agency platform. Testing was successful against the platform used for testing This requirement can not be fully guaranteed as it is dependant on each agency requirements and links to other systems

113 MySource Matrix White-Branding Document Suite 113 5MySource Matrix Comment D2 Interfacing with Internal Systems Workflow tasking, scheduling and collaboration is supported through in-built notification mechanisms. Also supports standard messaging. D2.6 D2.7 Ability to interface with the Agency and WoG messaging systems for workflow tasking, scheduling and collaboration (eg Agency SOE mail Core Requirement Optional Requirement Initial Assessment Compliance Application connectors would need to be developed to provide this functionality. messaging). Ability to integrate with Agency Electronic Document Management System (EDMS) workflow and other document management components. D2.8 Ability to use XML to interface with other products. D2.9 It is possible to publish XML through Harvest Control Lists, RSS and asset listings. XML can be accepted through the creation of a custom asset. The product is capable of accepting content that PHP is capable of reading. Some programming effort to display XML through the Matrix API may be Ability to operate with the Agency s chosen database products (eg Lotus Notes, Oracle and Microsoft SQL). # required. Uses the PEAR database abstraction layer and supports the following databases: D2.10 Provide connectors to the Agency Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) or Human Resource (HR) systems. D2.11 Optional-high No*# MySQL Ability to integrate with third party workflow processes. Optional-high Partial* Optional-high No*# PostgreSQL Application connectors would need to be developed to provide this functionality. Optional-high No*# Optional-high No*# Test Results N/A N/A 11.1 N/A N/A N/A Testing Comment This requirement can not be fully guaranteed as it is dependant on each agency configuration. Requirement has been identified as not compliant, therefore testing was not performed against this requirement This requirement can not be fully guaranteed as it is dependant on each agency SOE and other products. Testing was successful against the configuration used for testing Requirement has been identified as not compliant, therefore testing was not performed against this requirement Requirement has been identified as not compliant, therefore testing was not performed against this requirement Requirement has been identified as not compliant, therefore testing was not performed against this requirement Application connectors would need to be developed to provide this functionality.

114 114 E. Support and Training E1 Product Technical Support and Documentation Core Require-ment Optional Requirement Initial Compliance Assessment Comment Business Driver - To ensure that the Web CMS continually performs at its optimal level, it has to be comprehensively supported. E1.1 E1.2 E1.3 E1.4 The Web CMS will be well established in Australia with good local technical capability to support implementation and future upgrade path. Provide system support options that meet Agency business needs. Support options may include a comprehensive phone and online help desk service 12x5, emergency support available 24x7 and service level agreements. Provide online contextual help available within the Web CMS at the time of content entry by users. Provide soft and/or hard copy user and technical documentation with the Web CMS. Core N/A# N/A Core N/A# N/A * Documentation is provided as outlined below. Tool-tips are available from the administration interface for contextual help. Current documentation includes: System Functional Overview - A high level description of the key functionality of MySource Matrix. Administration Editor Manual - Details all of the functionality available through the MySource Matrix Administration interface. System Admin User Manual - Details the administration functionality of MySource Matrix. Design Guide - Teaches web designers how to load their own designs to MySource Matrix. Documentation yet to be released includes: Installation and system support guide - Will provide instruction on the installation of MySource Matrix and its ongoing maintenance. Simple Editor Manual - Will provide support for users editing content through the simple edit interface. Developers Documentation - Will provide a comprehensive list of all functions and their relationships in MySource Matrix. Test Results Partial Testing Comment Requirement has been identified as N/A, therefore testing was not performed against this requirement Requirement has been identified as N/A, therefore testing was not performed against this requirement There is no front-end content editor manual There is no front-end content editor manual. Manuals do not provide detailed, step by step instructions. User Manual Table of Contents page number details are incorrect, making the manual s use difficult.

115 MySource Matrix White-Branding Document Suite 115 E1 E1.5 E1.6 E1.7 Product Technical Support and Documentation Provide documentation within the Web CMS of all customisation, version control changes or additional development of the Web CMS. The Web CMS will be supported by user groups and other nonofficial channels that the agencies and WoG can access to provide additional support for the Web CMS. Provide wizards or walk-throughs to guide users through complex tasks or when first using the Web CMS. This is optional for the user. Core Require-ment Optional Requirement Optional-low Yes Initial Compliance Assessment Comment The upgrade and patching system is built into Matrix. An online user forum for Matrix has been established. Optional-low No* N/A Test Results Testing Comment N/A Requirement cannot be tested Requirement has been identified as not compliant, therefore testing was not performed against this requirement E2 Training Core Require-ment Optional Requirement Business Driver: To ensure staff are proficient in contributing content and managing the site. E2.1 E2.2 Provide training options for staff in technical and specialist areas such as site management, creating templates and workflows. Provide training options for staff to become proficient in the content creation, content maintenance, review and approval processes. Initial Assessment Compliance Comment Core N/A# N/A Core N/A# N/A E2.3 Provide train-the-trainer options. Optional-high N/A# N/A E2.4 Provide online training with the Web CMS. Optional-high N/A# N/A Test Results Testing Comment Requirement has been identified as N/A, therefore testing was not performed against this requirement Requirement has been identified as N/A, therefore testing was not performed against this requirement Requirement has been identified as N/A, therefore testing was not performed against this requirement Requirement has been identified as N/A, therefore testing was not performed against this requirement

116 MySource Matrix White-Branding Documentation Suite

117 5 IMPLEMENTATION MySource Matrix OF AN OPEN SOURCE CONTENT MANAGEMENT SYSTEM CASE STUDY

118 MySource Matrix Matrix White-Branding Documentation White-Branding Suite Documentation Suite

119 MySource Matrix White-Branding Document Suite 119 EXECUTIVE SUMMARY The Australian Information Management Office (AGIMO) fosters the efficient and effective use of information and communications technology (ICT) by Australian departments and agencies. Its responsibilities include strategic advice, technology leadership and programs designed to ensure optimal use of ICT across all agencies at the federal level. AGIMO s predecessor held wider responsibilities that were split between AGIMO and the Department of Communications,Information Technology and the Arts (DCITA) during a restructure in April At this time,however,the agency was in the midst of a major project to restructure its website to provide additional flexibility and quality. The previous agency website had numerous deficiencies related to content workflow, approvals, audit trails, user permissions, standards compliance and site management. Furthermore, the technology used for the site was increasingly inadequate for the agency s needs. In particular, the site was predominantly comprised of static HTML pages. This made scalability an issue and limited the ability of staff to make site-wide changes, inhibiting the site s flexibility and useability. In March 2003, the agency defined business requirements for a content management system (CMS). Following detailed review of a number of alternative solutions, AGIMO chose a CMS called MySource. This was based on open source technology and supplied by the vendor Squiz.net. After contract negotiations and a number of revisions to the business requirements and project scope, implementation for two pilot sites began in August Success in the pilot stage led to full rollout of the MySource solution in The new CMS environment gave AGIMO a more flexible online publishing system that met all project criteria. The site is based on page templates, enabling design changes to be immediately applied across all pages or a subset of pages. The software includes integrated workflow, approval and audit functions to provide a smoother process for content authors and greater control for managers. The end result is a site of higher quality and superior usability. The CMS project represented the first time AGIMO had selected an open source software tool for a major ICT project. A number of lessons were learned during the process, including the importance of robust intellectual property supervision as well as ideas about training, support and managing vendor relationships. Most importantly, the project demonstrated that open source software products could be suitable for deployment by government agencies where the software fulfils business requirements. Several product enhancements were made by Squiz.net and dispersed back to the open source community that created MySource. As a result, AGIMO has a more functional and mature product and can expect to win developer support for other necessary enhancements in years to come. Overall, the experience of deploying an open source solution was extremely positive for AGIMO.

120 120 AUSTRALIAN GOVERNMENT INFORMATION MANAGEMENT OFFICE The Australian Information Management Office (AGIMO) fosters the efficient and effective use of information and communications technology (ICT) by Australian departments and agencies. It provides strategic advice, activities and representation relating to the application of ICT to government administration, information and services. Vision AGIMO is working to make Australia a leader in the productive application of ICT to government administration, information and services. Maximising government benefits from ICT investments AGIMO acts as a catalyst for change in government to improve the delivery of public services and achieve long-term efficiencies using the capabilities of information and communications technology. The application of new technology, combined with changes to existing processes and practices, enables government policies, programs and services to be connected in ways that better support both the increasing incidence of multi-agency and wholeof-government actions and the changing needs of customers. It works across Australian jurisdictions to maintain and develop Australia s position as a world leader in the use of ICT for the operation of government. AGIMO provides leadership in defining and driving government-wide ICT strategy, standards and technical architecture, including security and resilience issues. Whole-of-government focus AGIMO s functions and responsibilities include: Supporting the work of the Information Management Strategy Committee (IMSC) and the Chief Information Officers Committee (CIOC); Working with government agencies to develop standards to integrate services across agencies; Improving government services by promoting technical interoperability and integrating business processes across Australian services and in state, territory and local authorities; Introducing new approaches for discovering and distributing government information, publications, services and programs; Developing and enhancing government e- procurement processes, including managing the AusTender system 11, which enables online access to Australian business opportunities, tender documents and electronic tender submission; Promoting whole-of-government telecommunications and volume software sourcing arrangements; Identifying and promoting the development of ICT infrastructure necessary to implement emerging whole-of-government strategies; Managing the roll-out of the FedLink system, which enables secure online communications between government agencies; Developing an e- Authentication Framework to assist people in verifying electronic communications; Managing Gatekeeper, the Australian s accreditation system for certifying digital signatures; Managing online and printed directories, wholeof-government websites and guidance for the online use of the Australian brand. 11

121 MySource Matrix White-Branding Document Suite 121 DESCRIPTION OF ORIGINAL WEBSITE The original website for AGIMO s predecessor, the National Office for the Information Economy (NOIE) 12, was hosted on a Microsoft Windows 2000 server that resided in the Telstra Enterprise Services managed facility at the Department of Communications, Information Technology and the Arts (DCITA). This server also hosted a number of supporting websites, including the Information Management Strategy Committee 13, FedLink 14 and Gatekeeper 15. These sites were mostly static HTML web pages but also included some database interfaces developed using Active Server Pages (ASP), VBScript and either Microsoft Access or Microsoft SQL Server. Microsoft Index Server was used to generate the full-text index needed to search the websites. The procedure to publish information to the NOIE website was developed in-house. Separate servers were used for staging and production systems. Content was created and edited on the staging server using Microsoft tools (FrontPage 2000 and Visual InterDev) and then published to the production server using the FrontPage Publishing wizard. Approximately 15 to 20 staff members within NOIE used this procedure to update the website on a regular basis. Workflow/logging The publishing mechanism used between staging and production did not allow for an approval process to be implemented. This meant that verifying all changes before they were implemented was both time-consuming and complicated. The system did not keep a detailed log of changes or a transaction log of who made those changes. Specific permissions Specific restrictive permissions to prevent unauthorised editing or removal of content were unable to be applied to the staging or production environment. It was important that this be addressed to improve security. Standards compliance Most users used the Microsoft FrontPage authoring environment to create new web pages and modify existing ones. This product did not allow for structured template-based editing. Users were therefore able to format and style pages as they wished, which made it difficult to maintain standard templates and styles. Site management The tools used to manage the site were designed for small, simple websites. Both the size and scale of the existing site caused stability issues within FrontPage. Immediately before migration to the new environment, the NOIE site comprised over 10,000 HTML files, 5,000 images and over 1,000 lines of ASP code. A number of problems were identified in the existing website, including workflow/logging, specific permissions, standards compliance and site management. These problems are discussed below

122 122 BUSINESS REQUIREMENTS FOR IMPLEMENTATION When the refresh project was initially discussed, three key criteria were chosen to measure both the suitability and the success of the final product. These criteria were based on the business requirements of NOIE and the shortcomings of the existing web environment. A number of highly desirable criteria were also chosen to assist in the selection process. Meeting the minimum website standards The primary criterion during all selection and testing phases was the ability for the final environment to comply with the Guide to Minimum Website Standards 16, published by AGIMO. The guide covers eight core requirements, namely information provision, metadata, electronic publishing, electronic recordkeeping and archiving, web content accessibility, authentication, privacy and security. The existing website did not meet a number of the minimum requirements, particularly with regards to metadata, recordkeeping, accessibility and security. Any proposed solution needed to be capable of managing and maintaining web content so that it met all the current standards, as well as being flexible enough to meet future requirements. A template-based, dynamic content management system, where templates could be modified without unintended repercussions for content, was considered most likely to meet these criteria. The mandatory criteria for selection were based on the minimum requirements to comply with the Guide to Minimum Website Standards. Other highly desirable criteria were added to ensure the selected product could surpass those minimum requirements. Workflow, security and improved website management The next criterion was the provision of detailed change management control through the use of individual author permissions, workflow and approval processes. The solution needed to address the existing site s lack of reporting and change management tools by accurately reporting on all changes made to the entire site, by user and time. It also needed to include workflow rules that prevented unauthorised changes from appearing on the production (publicly accessible) site. The requirement for security and permissions was not specifically defined, yet there had to be a strong security regime within the product itself. Following the security regime of Least Access Possible, users should initially be denied access to all content and then be assigned the least amount of permissions required for them to perform their tasks. This is the most secure method of maintaining shared and dynamic content. Simplified editing for distributed web authoring One of the most common complaints from the agency s distributed authors was that the existing tools for editing were complicated and difficult to use. Most authors did not require the full capabilities of a graphical HTML editor. Rather, they needed the simplest method possible for adding and modifying content. The chosen solution needed to address this issue by providing: multiple interfaces to the content based on the role and requirements of the user; a simple, in-page editing interface for infrequent authors; and a full-scale administration interface for regular authors, content editors and website administrators. Ongoing savings through common tools All procurement projects within the Australian are based on the concepts of value for money and fit for purpose. One of the simplest ways of ensuring value for money is to use common tools throughout an organisation as appropriate. Since the AGIMO intranet also had some shortcomings, a highly desirable criterion was the ability to use the same product for both its internet and intranet environments. 16 Guide to Minimum Website Standards (Revised Edition), April 2003:

123 MySource Matrix White-Branding Document Suite 123 STRUCTURE AND COORDINATION OF IMPLEMENTATION The initial stage of the project was to identify the agency s business requirements. In order to do this, a number of interviews were held with stakeholders to assess their level of satisfaction with the existing system and to identify shortcomings and requirements that were not currently met. Tip Allocate time at the start of the project to engage senior management and stakeholders. Other stakeholders, including the Executive Management Group (AGIMO s peak management committee) and the Information Management Committee (responsible for managing IT strategy and IT related projects), were interviewed to ensure that both current and foreseeable future requirements for the website could be achieved. Tip Business requirements must drive your technology processes. Production evaluation and selection Evaluation and selection activities drew on the criteria identified during the requirements phase and using existing best practice tools for the selection of a content management system (including the AGIMO-developed Better Practice Checklists entitled Selecting a Content Management System 17 and Implementing a Content Management System 18, as well as selection documents developed by Multimedia Victoria for the and the Common User Environment 19 developed for the Queensland ). The result was a selection criteria document that listed all mandatory, highly desirable, desirable and additional criteria. Tip Create your own criteria document based on identified business requirements and priorities. Each implementation is unique and requires a specific toolset to be successful. Through the Department of Finance and Administration, the government has established a whole-of-government supplier pre-qualification arrangement known as the Endorsed Supplier Arrangement (ESA). The ESA covers information technology, major office machines, commercial office furniture and auctioneering services. It is mandatory for agencies to use the ESA arrangement when purchasing information technology and major office machines. Use of the ESA helps reduce the cost to industry particularly small and medium enterprises of doing business with government, by simplifying source selection through pre-qualifying suppliers. Tip Although your criteria document should reflect your own business requirements and priorities, use criteria from other sources if they reflect your requirements. An initial selection process was conducted to create a shortlist from the current endorsed supplier listings by eliminating those products that did not meet the mandatory requirements. These requirements included meeting open standards for content (such asw3c HTML compliance and accessibility guidelines), as well as support for chosen product sets. The final shortlist contained six products, four of which were open source and two that were proprietary products. Software and implementation cost was not a factor in determining the shortlist

124 124 NOIE chose to evaluate all the products on the shortlist in a development environment. An evaluation guide was created that allowed each product to be tested against the identified mandatory and highly desirable criteria. Each product was loaded onto the development server according to the documentation or vendorrecommended process and a predetermined test site was implemented. This identified any shortcomings with each product and highlighted any particular features that needed addressing. The test site was a mixture of existing and new content, designed to test the mandatory requirements. Final product selection was based both on the outcome of this testing process and the comparison of cost of ownership across a threeyear period. The selected product, MySource by Squiz.net, was the only product to meet all the mandatory and highly desirable criteria, including many criteria that allow AGIMO to surpass the Guide to Minimum Website Standards and provide the best value-for-money solution. Vendor negotiation After the product selection, Squiz.net, the selected vendor, was engaged to provide a detailed implementation project plan. This plan was designed in consultation with the NOIE Information Management Section and formed the basis of the pilot and implementation project schedules. During contract negotiation, issues of licensing and intellectual property were raised, as the chosen solution contained some open source code and some proprietary modules. Discussions are still continuing to determine the most appropriate mechanism to manage current and future IP concerns for both the Australian and the vendor itself. Tip Asking your selected vendor to produce a project plan before finalising the contract is a good risk management strategy. A relatively small investment provides the organisation with a high degree of confidence on the ability of the vendor to deliver. Tip Review your implementation project schedule after selecting your chosen product. Each product will have its own unique requirements that may impact the hardware requirements or timing of the project. The initial contract included development for three NOIE-specific requirements, namely the Netspots Internet facility database, the Solutions Exchange vendor list and the Publication Services Directory. Tip Contract negotiation should also include mechanisms to accommodate additional requirements as they are identified. Tip All stakeholders (including the agency and the successful vendor) should agree on the scope and requirements of the project before commencing implementation. This forms the basis of any fixed-price costing and will make it easier to identify additional requirements during the implementation (sometimes called scope creep ). Eliminating scope creep is a critical requirement for both the agency and the vendor to ensure success of the project. Pilot implementation The first step in the implementation project was a proof-of-concept site, chosen to test the product within a live environment and to test the relationship between NOIE and the chosen vendor. The Publication Services Directory 20 was selected as the dynamic, database-driven site and the Australian branding site 21 was chosen to test compliance with the Guide to Minimum Website Standards. Tip Any pilot project should be undertaken using requirements that are well understood, simple and relatively self-contained

125 MySource Matrix White-Branding Document Suite 125 Both pilot implementations were set up using the MySource product, but the Publication Services Directory used MySource v2.8 and the branding site used MySource v3.0. After the pilot implementations were assessed, it was decided to use MySource v3.0 (code-named Matrix ) as the preferred platform for the refresh of the remaining NOIE websites. Content migration Once the final product was selected and the pilot implementations were successfully completed, the major implementation project was initiated. The core component of this project was the migration of the existing content into the MySource content management system (CMS). This involved a manual copy process, as no automated process was available. Tip Audit your content before migration to ensure that you only migrate necessary content. If you can eliminate non-required content before migration, you are able to reduce the cost and effort. You will then be able to better prioritise and structure the final content, resulting in a site that is more likely to address user requirements. A number of tools were developed during the migration process to assist with the migration effort. These included several scripts designed to reduce the manual requirement and to reduce the complexities of recreating the original site structure. The content migration process also identified a number of requirements that were not highlighted during the initial requirements process, for example the ability to accept end-user registrations for events and seminars. This was identified as additional out-of-scope work and the project had to be expanded to include development of this additional functionality. Important Keep your vendor and the governance committee informed on scope issues and discuss their impact on the project cost and schedule. A change to the scope is likely to impact on one or more of the cost, quality and schedule. Ultimately, the contract was modified to exclude the solutions exchange component (which was retired from service by NOIE) and extended to include new requirements, including a web-based event registration system. These changes were agreed by management with a full understanding of the impact on the project cost and schedule. NOIE becomes AGIMO: website redistribution Shortly before going live with the solution, the National Office for the Information Economy was renamed the Australian Information Management Office. The Regulation and Analysis Division of NOIE was moved to the Department of Communications, Information Technology and the Arts as the Office for the Information Economy (OIE). This required several modifications to the website: the branding needed to change to reflect the new name and the content needed to be split between the AGIMO website and the OIE website. Using the CMS, this redistribution was performed simply and efficiently in about four hours (including the time required to identify the content for each site). This was further justification for selecting this product. The ease with which site-wide changes could be made to content, design and security was instrumental in gaining further support from both executive management and staff. Governance During the initial investigation phase, a nontechnical shortcoming was identified by the key stakeholders: the lack of central ownership of the websites and their content. A Web Content Ownership Committee was created to centralise ownership of the websites and to provide guidance on the current and future direction for webbased content. This committee is made up of key stakeholders from across the agency. It takes responsibility for external and internal delivery of agency information, delivery of web-based services and the development of best practice guidelines for web-based services.

126 126 The Web Content Ownership Committee is now responsible for the ongoing business management of the website, including the new project to reevaluate the content of both the intranet and internet websites. It reports to the Agency s Information Management Committee. Tip The business owner of your web-based areas can be a group of key stakeholders rather than an individual. IMPLEMENTATION SCHEDULE March 2003 At this time, the initial business requirements were evaluated and the selection criteria documentation was written. March - June 2003 The product evaluation and selection process, including the initial short-listing of candidates, took four months to perform. This included further development of the documentation to move from initial criteria-based selection to detailed testing of the individual products. This was not performed by a dedicated team. The infrastructure was planned, acquired and implemented during this period, including provision of staging and production servers to support the environment. July 2003 The preferred product was selected in late June 2003 and contract negotiations with Squiz.net began in July. These negotiations included the funded development of a detailed implementation plan tailored to the NOIE environment and its requirements. The implementation plan formed the basis of the detailed project plan and was used to create a fixed-price implementation costing schedule. Included in the plan were detailed requirements that required additional development effort on behalf of the vendor. This development was separately costed, but was specified in the contract as the core project development requirement During implementation, additional functionality was identified for addition to the project. Funding and scheduling were adjusted accordingly. August 2003 In August, MySource v2.8 was launched to support the Publication Services Directory 22. This was the first live pilot of the MySource product within AGIMO and it was deemed extremely successful both in terms of technical requirements and in vendor relationship management. The site uses the core MySource 2.8 software as well as the Notitia and Frontitia modules. At the same time, MySource v2.8 was used to develop a small website for the Indigenous Communities Co-ordination Taskforce (ICCT) 23. The Taskforce needed a website it could manage simply and effectively from any location and that could easily be relocated as the needs of its sponsoring organisation changed. This website is hosted and supported by AGIMO, but all modifications are carried out by ICCT team members. The development of this site proved that, with very little effort, an entire web infrastructure could be established and maintained using an appliance approach. The result was the establishment of a solution that was easily transportable and that could be owned and supported by any agency, regardless of physical location. October 2003 In October 2003, the Department of the Prime Minister and Cabinet announced a new branding strategy for all Australian agencies. NOIE was tasked with creating the online component of that strategy. To create an exemplar website 24 demonstrating all the techniques recommended to the agencies, NOIE used MySource v3.0 (Matrix), which was still in development at the time. MySource v3.0 was selected due to its ability to handle XHTML and CSS2-based content, as well as to automatically aggregate AGLS metadata. A review of the pilot projects led to MySource v3.0 being selected for future implementations. This was based on the improved content handling and XHTML compliance features found in the newer product, and included a risk analysis process to ensure adequate measures were in place to support a product during its development cycle.

127 MySource Matrix White-Branding Document Suite 127 November February 2004 The core component of the project was the migration from the existing site into the CMS. As already mentioned, this involved manually copying (using the cut and paste functionality of Windows applications) from the existing editor (FrontPage) into the web-based editor embedded within the CMS. For each page that was transferred, the process was repeated. The initial content was copied using the cut and paste technique, then submitted to the CMS. The CMS ran a HTML Tidy script on the submitted content to remove or replace as much non-compliant HTML code as possible. The content was then reviewed to remove all the remaining tags that had not been discovered by the automated process. To ensure the highest level of compliance, many formatting changes needed to be made to the original content, including removing custom text formatting and replacing it with CSS2 stylebased formats. This was performed to ensure that future changes to the design, either based on functional changes to the agency or changes to the compliance requirements, would be reflected in the content. March 2004 The new website was scheduled to be launched on the Canberra Day long weekend in March However, just before the long weekend, the structural changes to NOIE were announced and a decision was made to delay the launch of the website until these changes became active. The new scheduled launch date was 8 April This also coincided with the migration of the internal NOIE infrastructure from the previous IT service provider to a new service arrangement. April 2004 On the 8 April 2004, the National Office for the Information Economy was renamed the Australian Information Management Office. At the same time, the NOIE Regulation and Analysis Branch was moved into the Department of Communications, Information Technology and the Arts to become the Office for the Information Economy. On that date, the new AGIMO website, developed using MySource v3.0 and migrated from the previous NOIE website, was launched. At the same time, the old Regulation and Analysis content from the NOIE website was launched as part of the DCITA website and was branded as DCITA information. Functionally however, both sites resided on the same server, which was hosted by AGIMO. This server was part of the new infrastructure built in April Once the new website was deemed operational, the old site was archived to long-term data storage, on DVD and tape, and the equipment was retired from service. At the same time, migrated versions of the other sites hosted by AGIMO were launched, including the IMSC, FedLink and Gatekeeper websites. KEY TOOLS, TECHNIQUES, APPROACHES AND TECHNOLOGIES Open-source platform The new web hosting environment is based around open source products in an effort to ensure compliance with open standards. The operating system selected was Red Hat Enterprise Linux v3.0, an enterprise-grade Linux distribution that includes commercial-level support and product management. Other Linux distributions, including Fedora Core and Debian, are used within the testing and development environments to support non-production servers. Ubiquitous product set The products used to support the environment were selected because of their tried-and-trusted status as stable and efficient tools to perform the required functions. The Apache web server software 25 is credited as the most popular web server on the internet 26 and it is regarded as a stable and suitable solution for dynamic web hosting Netcraft: May 2004 Web Server Survey finds 50 Million Sites, news.netcraft.com/archives/web_server_survey.html.

128 128 The PostgreSQL database server 27 was developed based on research from the University of California Berkeley (UCB) and has been available for 16 years. It is a robust, scalable database architecture that supports the SQL standard database language. The PHP Hypertext Pre-processor (PHP) language 28 was developed specifically for dynamic web-based solutions. It is supported natively on all versions of Linux, as well as Windows and Mac OS operating systems. PHP is credited as being the most popular Apache module 29 and is developed by the Apache Software Foundation, ensuring close integration with the Apache web server. PHP is also supported on the Microsoft Internet Information Server (IIS) web server product line. CHALLENGES AND HURDLES ENCOUNTERED Development timeframes The selection of MySource v3.0 included a detailed risk assessment that paid specific attention to the development status of the product. AGIMO chose the new product and worked closely with its developers to ensure close compliance with the functional requirements identified at the beginning of the project. This ensured that the final product delivered to AGIMO would be functionally complete, but it introduced a level of complexity to the migration effort. Reminder Risk management is a crucial component of any project and the risks should be regularly monitored and updated throughout the process. Extending functionality New functionality was being added to the underlying product during the site migration process, including changes to the interface and editing components. This meant introducing a regular cycle of training from the development team to the AGIMO migration team to ensure they were always up-to-date with the new features. While this did introduce some unforseen delays into the project, it also provided the migration team with the ability to offer input into ongoing product development. It was this process that allowed for the creation of several tools specifically designed to ease the migration effort, including the mass page creation and mass file upload scripts. These scripts are now part of the core MySource v3.0 offering. Additional requirements The largest single threat to the successful implementation of the project was the introduction of new functional requirements during the migration process (scope creep). As the migration effort progressed, it became obvious that additional development would be required to support new requirements. Initially, this scope change was not well managed either by the agency or the vendor teams. New requirements were not formally identified as outside the scope of the original project and their impact on costs and schedules were not considered. Once scope creep was acknowledged, the agency and the vendor re-evaluated the functional requirements and redefined the core and additional development effort. All functions defined as outside the scope of the original project became separate development tasks and were scheduled and funded appropriately. This included the development of the Lightweight Directory Access Protocol (LDAP) integration with the agency s new IT infrastructure. This development was also the first shared development project, in that AGIMO and other clients of the vendor all contributed to the total development cost. Tip Scope creep is the biggest threat in any project requiring custom development. Be sure to identify all new developments and whether they are in or out-of-scope. This will help to ensure a smoothly scheduled and adequately funded project Security Space: Apache Module Report, May 2004,

129 MySource Matrix White-Branding Document Suite 129 Tip By remaining aware of other MySource developments in other organisations, it was possible to define common functionality and to pool resources to ensure that development of required functionality became a Squiz.net priority and that the cost of development was shared. Underestimating migration effort There were several problems with the existing website content, including a badly designed structure and a lack of clear ownership. This introduced several impediments to a smooth migration process. While the content itself was restricted to a small number of page types, the location within the source website of pages was unstructured and haphazard; this caused pages to be misplaced or misclassified during migration. As a result, a review of the migrated content was required on several occasions during the process, which caused delays. Tip If an information owner cannot be identified, either allocate ownership (your governance committee can assist with this) or do not migrate the information. This meant that a lot of legacy content was left without current ownership by anyone in the agency. This content had to be reviewed and ownership reassigned by the Web Content Ownership Committee before final sign-off for the content could be achieved. Tip Develop your workflow approval process in advance, but you may wish to implement it in its simplest form and extend it as you and your user community become more familiar with the system. Tip Audit and review your source content before migration. Anything you can eliminate at the source will reduce your migration effort. Tip Own your content! Be sure you know who is responsible for what content before you begin, so that you can include the appropriate stakeholders in the migration effort. Ownership and responsibility of the content sometimes proved difficult to determine. NOIE s history included several mergers with sections from other agencies and involved some changes to function and form.

130 130 EVALUATION AND LESSONS LEARNT Intellectual property issues AGIMO was confronted with a number of IP issues, some of which are still being finalised. Broadly, they centred on making the Australian s intellectual property available: to the open source community in current and future open source versions of the MySource product; and in Squiz.net s proprietary modules of the MySource product, in return for ongoing free use by the Commonwealth. These requirements needed to be delivered in a manner that does not disadvantage the Australian and which protects the Commonwealth s interests. Documentation regarding this area will be made available separately. Training/support issues The decision to use a product that was still in development introduced several training issues. The most obvious difficulty was the fact that very little documentation had been created when the project was started. As the project progressed, the functionality of the product was shaped and modified, which required retraining. The biggest single retraining effort was required when the previously Flash-based Asset Map was replaced with a Java version. AGIMO ran several basic training sessions for identified content authors before going live with the new product. However, it became obvious that deferring the scheduled launch date (March 2004) to the revised launch date (April 2004) meant that a lot of knowledge was lost because users were unable to practise their skills. Also, because the IT infrastructure as a whole was being refreshed, more emphasis was placed on training for the new desktop and server environment. Tip Identify the various styles of users in your organisation before planning your training. For example, system administrators require training in both how to use the product and how to manage it on a daily basis. Authors and editors require training customised for their daily tasks and some authors need more detailed training to perform more complex tasks. Tip Identify users who require training early and provide them the opportunity to use their new skills as much as possible to reinforce knowledge. The lack of product documentation resulted in a higher training and support load than expected. In retrospect, even the availability of core documentation would have made training and support less resource-intensive. Tip Pay attention to the importance of documentation in your risk assessment and if necessary, negotiate for access to any available or required documentation. Ongoing support The contract with Squiz.net provides an ongoing warranty on the core components of the MySource product suite. In addition, AGIMO purchased a Platinum Support Pack, which is a prepaid allocation of time that can be used for any type of service or support; for example, custom development or specialised training. It may seem more convenient to use prepaid services and support rather than formally identifying and funding additional requirements. However, it is very easy to use up time quickly. In addition, if not managed carefully, it can contribute to scope creep.

131 MySource Matrix White-Branding Document Suite 131 Tip Acknowledge that your in-house skill base needs time to develop. You may be able to handle the routine work fairly quickly, but make allowance for ongoing specialist support. Tip Establish formal processes and approval mechanisms regarding the use of prepaid support. Your vendor should assist with implementing complementary processes. Vendor relationship 6MySource Matrix Early in the migration, the project team established open and clear communications with Squiz. net staff and endeavoured to leverage off their skills. For example, AGIMO staff visited Squiz. net s offices to put names to faces. The project team also arranged to work onsite with them for a short period of time. This allowed us to better understand how they operated and to experience first hand the tricks and techniques involved in working with MySource. An internal marketing issue that does need to be addressed is that the CMS provides a flexible framework for web development and the effective management of web-based information, rather than a ready-made set of application components that can be deployed. This is important in order for the necessary expenditure and scheduling to implement a new process or service, to be planned for business areas. Also, once new functionality has been added to the CMS, business area staff need to be made aware of it, so they can utilise it for their own purposes. Internally, it is envisaged that the CMS functionality will be used to expand the number and nature of web-based applications to support agency business requirements. The search functionality on the AGIMO website will be reviewed to ensure that site users receive appropriate functionality. A review of the content of the site is under way to ensure relevance and accessibility. CONCLUSION The implementation of the MySource matrix content management system was a success within AGIMO. FUTURE PLANS Work associated with the development of the ICCT site demonstrated that it was feasible to package a solution that was readily deployable in a small to medium-sized organisation. It is envisaged that future work will be undertaken to define, and make available from Squiz.net, a readily deployable package. A review of the implementation showed that it met each of the business objectives specified for the project. Additional functionality was subsequently incorporated into the product by AGIMO, Squiz. net and other Matrix users. This has increased the capabilities of the product and is expected to lead to reduced cost and development times for future functionality, as more and more code is available for re-use. AGIMO will also be keen to work with Squiz. net on the establishment of a local user group within the Australian to facilitate the sharing of experiences and expertise and to establish a mechanism to provide leverage in the implementation of common requirements.

132 132 APPENDIX A COSTING Costs for this project were divided into two components: vendor costs and resourcing. The total cost of the project was approximately $150,000, with about $50,000 spent on internal resources (such as the content migration effort). Vendor costs The initial fixed-price project from the vendor included costing for the functional requirements developed during the project planning stage. The cost was further broken down into individual elements. Resourcing Three resources were used internally for this project. The project was managed by the Web Infrastructure Manager. This resource was used for 25 per cent of his time during the first six months of the project and utilisation increased to around 75 per cent in the final six months. The Web Manager provided support and assistance throughout the project, but was not a utilised resource during migration. The Web Manager is now project managing the refresh of the intranet site. The bulk of the migration effort was performed by the Web Migration Officer. This resource was used at 100 per cent utilisation for seven months (October April 2004). APPENDIX B START-UP PACKAGE In order to ensure maximum re-use of the project deliverables and assist other agencies to leverage off the significant work undertaken by AGIMO and Squiz.net, a white-branded CMS package was developed for easy implementation within other government agencies. The white-branded package that will be available through Squiz.net will include: An up-to-date version of the MySource Matrix software as implemented within AGIMO; Software infrastructure required to support the MySource Matrix software; An approved contract template for use between Squiz.net and the implementing agency; A package of Squiz.net resources required to customise and implement the basic CMS and infrastructure; A copy of AGIMO s implementation project plan; A copy of this case study; and A package of three documents by an independent assessor on the CMS solution including a project plan review.

133 MySource Matrix 6PRODUCT OVERVIEW This chapter is part of the MySource Matrix product information and was provided by Squiz.net Pty Ltd. Any views expressed in this chapter are those of Squiz.net Pty Ltd, and do not necessarily reflect those of the Department of Finance and Administration

134 MySource Matrix Matrix White-Branding Documentation White-Branding Suite Documentation Suite

135 MySource Matrix White-Branding Document Suite 135 INTRODUCTION MySource Matrix is an open source, enterprise class Content Management System (CMS) and the latest version in themysource product series. MySource Matrix is an Australian made product, pioneered and supported by an Australian owned company, Squiz Pty Ltd. MySource Matrix distinguishes itself from its competition as follows: g g g It is a fully-featured enterprise class solution and may be used out of the box. It is wholly browser-based and does not require programming skills to operate. It is an open source product which means: The software is free with no licensing fees. Clients have the security of full access to the source code and are never tied to one vendor. Clients benefit from other developments in the open source community. This paper starts with a brief overview of the function of a CMS, followed by an overview of the key functions of MySource Matrix. It then gives a brief introduction to the look and feel of the application, followed by a more in-depth look at the features.

136 136 WHAT IS MYSOURCE MATRIX? This chapter is intended for people who are not familiar with the concepts of content management and how a CMS operates. If you feel comfortable with CMS concepts and terminology, feel free to skip to the next chapter, Overview of MySource Matrix. A Content Management System (CMS) does exactly what the name suggests. It s a tool that allows users to manage content by simplifying or automating many issues involved in web publishing. For the purpose of this introduction, we will focus on only two areas of functionality available in this CMS (more features are listed later in this document). Those two areas of functionality are: The system by which the CMS delivers your web pages to a web surfer s browser, and MySource Matrix is called browser based software to use it, you do not need to install special software on your computer, only a recent web browser like Internet Explorer. You access and operate MySource Matrix in the same way that you use a normal web page, except when you give MySource Matrix your username and password, it will let you access special pages that allow you to add and manage the content for your website. MySource Matrix also controls who can see the different pages of your website. You might, for example, be working on a new web page that you do not want the public to be able to see until it is finished. MySource Matrix allows you (the editor) to see and work on the page while hiding access from everyone else. The next section explains these concepts in more detail and includes illustrations to help visualise the process. Some of the tools to allow you to create and maintain the content of your website. MySource Matrix, Web Servers and the Internet The Internet is a vast network of computers around the world, swapping information such as , pictures, music and web pages. A website is a collection of web pages and their linked files that can be viewed by people connected to this network (the Internet). Web surfers use a tool called a web browser which allows them to request specific websites if they know its unique web address or URL. The web address (URL) is the unique address to a particular server on the Internet (rather like your phone number links uniquely back to your telephone). Websites reside on a special type of computer that is always connected to the internet, called a Web Server. The term server is sometimes used ambiguously because it refers to both the software and the hardware of the Web Server. MySource Matrix lives on the web server where it manages the content of your website.

137 MySource Matrix White-Branding Document Suite 137 How Browsing a Non-MySource Matrix website works: A web surfer connects to the Internet typically through an ISP (Internet Service Provider), so when a surfer tries to browse a page, the request firstly goes via their ISP to the Internet (World Wide Web) and requests a page from a particular web server. The web server receives the request for the page, retrieves it from its file system, and sends the requested information back to the web surfer s browser, via their ISP. The surfer s web browser (e.g. Internet Explorer) then displays this information in the form of a web page. TIP If you use a common web publishing tool such as DreamWeaver, you edit your website files locally in your development environment and then transfer them to your webserver. If you are using MySource Matrix to maintain your website, it is installed on the webserver computer along with the webserver software (for example Apache). A web surfer connects to the Internet (as with the example above) and requests a page. The web server receives the request for the page, and instead of looking at the file system it requests the page from MySource Matrix. MySource Matrix immediately creates a page from its database of content to match the security permissions of the web surfer, then gives this information back to the web server software. The webserver then sends the web page back to the web surfer s browser. How Browsing a MySource Matrix website works:

138 138 Maintaining Your Site With MySource Matrix When you use MySource Matrix to maintain the content of your website, you are editing the information stored in the web server s database which is managed by MySource Matrix. By editing this information you can define how your website looks, how its structured, and of course what the contents of the pages will be. OVERVIEW OF MYSOURCE MATRIX This chapter gives a brief (noncomprehensive) overview of the features of MySource Matrix as an enterprise-class content management system. This description assumes the inclusion of some of Squiz s add-on modules. General Features Entirely browser based no client software is required other than a standard Java 2 enabled web browser (Internet Explorer 6.0+ and Mozilla). Through these two browsers, most common desktop operating systems are supported, and operation in organisation-wide Standard Operating Environments (SOE) is simplified. g Asset based architecture every item associated with your website or intranet is considered an asset within MySource Matrix, including sites, pages, tables, images and workflow. You can therefore easily re-use parts of content at a fine level of granularity, rather than duplicating it. Further advantages include the fact that access can be controlled at the asset level rather than at the site or page level alone. g Database abstraction MySource Matrix uses the PEAR database abstraction layer to provide greater database support including MySQL and PostgreSQL. Oracle and Microsoft SQL Server support are expected in the near future. Content Creation g User friendly provides intuitive menuing, and a WYSIWYG editor providing a simple word processor-like editing interface. g Content abstracted from design the use of design templates which support style sheets ensures consistent look and feel. g Multiple designs allows site users to define their experience by choosing between multiple designs when visiting your site e.g. Kids design, printer friendly design, highly web accessible design, low bandwidth design etc. This functionality may be extended to support multiple presentation channels. Content Management g Reusable content allows you to use the same asset in multiple areas of a site. Any changes made to content that is used on multiple pages will be updated on all pages. g Asset library Store commonly used images and files in a single location and display them in multiple sites. MySource Matrix allows you to upload and embed graphics and files (including rich media) in fact, almost any standard file type is supported e.g. Word, Excel, PDF, MPEG etc. This allows for the easy creation of document libraries and image libraries. g Link maintenance integrity management tools ensure no broken links appear on your site when content is moved or deleted.

139 MySource Matrix White-Branding Document Suite 139 g Content life you may set the practical life of content within the CMS, which will automatically archive out of date content or notify content maintainers when it needs to be reviewed. g Spell checking includes visual spell checker embedded in WYSIWYG editor. g Multiple language support includes multi-byte character sets including UTF-8. g Clean HTML HTML tidy is incorporated in the Matrix WYSIWYG editor, automatically cleaning HTML output for better performance, compliance with accessibility standards and better rankings with search engines. g Standards compliance many features including HTML tidy integration with the WYSIWYG editor allow the creation of sites that comply to the strictest of standards (up to WAI priority AAA). g Content migration tools HTML tidy has an added advantage of cleaning much of the Microsoft Word formatting, allowing a more straight forward content migration from multiple formats. g Metadata apply and enforce metadata scheme to parts of all of your website (eg AGLS or Dublin Core). Content Collaboration g Powerful workflow includes multi-step, parallel or serial workflow approval. You can have a committee of reviewers or require 3 out of 6 people to approve work before it progresses in the workflow. g Locking all assets must be locked prior to making changes. This feature is essential to a multi-user authoring environment, as it prevents multiple users from working on the same piece of information at the same time. g Inbuilt messaging system workflow approval alerts are sent to both your inbox and a MySource Matrix messaging system with the ability to manually attach notes. This internal messaging system ensures a record of when users are sent workflow requests. Information Architecture g Dynamic menuing provides support for multiple intuitive menuing systems. Website architecture may be redefined using a simple drag and drop interface. Menus automatically hide links where users do not have permission to access those pages. g Dynamic site map creates dynamic site maps in either the same structure as the website or in an A-Z format. Like the menuing system, the site map will only include pages that the user has access to view (see matrix.squiz.net/ modules for more information). g Bread crumbs creates dynamic bread crumbs which show a user where the are in relation to other web content. Publishing g Staging easily preview content in context prior to publishing. g Timed release status changes (e.g. under construction to live ) can be set to occur at any time in the future. Version Control and Rollback g Version control includes a comprehensive versioning tool providing automatic version numbering when users make any changes to the system, and a manual over-ride to force a new major version. Rollback Appropriately authorised users may view and surf through the site as it was at any given time in the past. g Apply workflow/permissions schema workflow or permissions can be attached to almost any asset type in MySource Matrix. You can define a separate workflow for metadata or even for an individual paragraph on a web page. Assign different staff specific responsibilities for maintaining certain aspects of a web page.

140 140 Security g IP restriction - access to editing interfaces may be restricted to specified IP ranges. g Authentication MySource Matrix users must be authenticated with a username and password. This may in turn be authenticated against and LDAP or Active Directory server. You can also deny public read access to a site or section of a site, thus creating a Members Only area where users must log in before gaining access. g Visual key - there is an option of an additional visual key if required. g Session management - when authenticated the system allocates a temporary session key that is tied to the IP address of the user, so that would be hackers may not spoof a session with the same credentials. g Account types - user accounts are allocated one of three general profiles: g Normal User: has no access to authoring any content. g Editor: may author content if their profile allows them to edit that content. g Administrator: may access the administration interfaces but may only access content they are authorised to see. g Granular permission control - all content (assets) may have access privileges individually controlled for different users and groups (roles). g Encryption - all interfaces may be restricted to SSL encrypted sessions only. g Centralised updates - the centralised management structure ensures that client machines do not act as points of vulnerability to the system. g Audit trails - the system keeps detailed audit trails and logs so administrators may analyse attempted security breaches. Other Features g Cache Integrated cache management ensures dynamic paged may be served quickly and efficiently depending on the profile of the user. g Portal functionality Users may have a customised experience seeing only the navigation and page content that matches their profile. A feature called keyword replacements allows web authors to make personalised content that can welcome known users by name, or pre-fill forms with their account information g Logs includes a comprehensive interface for reviewing logs to allow administrators to define the type of log they are looking for. The amount of information stored is now greater and includes review notes by users in a workflow. g Remote locations as all updating is browserbased, anyone with appropriate access can maintain the system anywhere there is a web connection, at anytime they please. g No practical limit on the number of sites and pages - the only limitations relate to the capacity of the server hardware, database software and for users to operate highly complicated sites. Extensibility MySource Matrix provides functional extensions (modules) such as: g Form Builder allows for the creation of online forms without requiring technical skills. These forms may be set to their output to nominated staff or to allow the output to be downloaded in CSV or XML format. g LDAP/Active Directory integration not only does MySource Matrix verify username and passwords off LDAP/Active Directory, administrators can set levels of user permissions through the directory ensuring a single repository of user accounts.

141 MySource Matrix White-Branding Document Suite 141 g Searching provides an inbuilt, live indexing system to make site searching more efficient and more powerful. When changes are made to the site or if text files are loaded, the index extracts the information from the page or file, and updates the index immediately. This makes searching much faster as it is limited to looking through a single index rather than through each page and file on the site. Users are able to assign a weighting to keywords to improve site searching. A different weighting may be applied to words found in page names, or metadata, compared to those words simply found in the text of a PDF file for example. Please refer to for more information about MySource Matrix modules. MYSOURCE MATRIX LOOK AND FEEL This chapter introduces you briefly to the look and feel of the MySource Matrix content management system. Dual Interface MySource Matrix allows users to manage content using one of two interfaces: Simple Editing Interface - sometimes called front-end editing, this interface allows users to edit the contents of a page with little, if any, MySource Matrix training. This is a simple interface designed for use by people with limited computer skills. Administration Interface - this interface provides access to the full contents of the MySource Matrix system and all of its functionality. The interface is still non-technical but it will require training to be able to operate properly. Its complexity could be compared to a program like Dreamweaver. Simple Editing Interface The Simple Editing Interface is designed to allow users with limited computer skills to edit content quickly and easily. It has a greatly reduced functionality compared to the administration interface, but still allows access to tools such as the WYSIWYG editor, metadata and workflow. We can demonstrate the functionality by using the following page as an example: Figure 1 Example Web Page

142 142 To edit the contents of this page, you can access the Simple Editing Interface by appending the suffix _edit to the URL in your browser: Figure 2 Accessing the Simple Editing Interface Now press Enter and you will be presented with a login screen as shown below: The WYSIWYG editor can be launched by clicking the Edit Contents icon allowing the page content to be easily edited. Administration Interface Figure 3 The Login Window To access the Administration Interface of MySource Matrix instead of appending the suffix _edit to the URL in your browser, you append _admin. Like accessing the Simple Edit Interface, you will be asked to enter a valid user name and password before being admitted to the Administration Interface. Enter your user name and password and you will see the window shown below: Figure 4 Simple Editing Interface

143 MySource Matrix White-Branding Document Suite 143 When you log in to the MySource Matrix Administration Interface, you will see a window that looks something like the picture shown below: Editing Screen Figure 5 Administration Interface Main Window Asset Map The Administration Interface window has two main panels: Asset Map: this is the panel on the left hand side of the window, and shows the main task being undertaken that is, the Asset Tree, Messages or Log functions. Attributes Screen this is the panel on the right hand side of the window, and shows the attributes for the current task being undertaken.

144 144 Tabs There are three tabs within the Asset Map controlling the function being undertaken: Figure 6 Asset Map Tabs Tree this is the main tab within the Asset Map and shows the tree hierarchy of all the assets within the system. You can add new assets here, or select existing assets so that you can edit their attributes which are shown in the panel on the right hand side of the screen. The majority of work in maintaining your website is undertaken on this tab. The contents of the attributes screen on the right hand side of the screen is controlled by left click and holding on a given asset in the asset tree. This action will cause a menu of options to appear (seen in the image below). The contents of the asset tree and the list of options will change depending on the user s access privileges. My Space All messages sent to you from MySource Matrix are displayed here. For example, messages regarding workflow approval.

145 MySource Matrix White-Branding Document Suite 145 The list of options seen on this select menu is also available in the select menu in the top right hand side of the screen (circled in red on the image below). Figure 7 Asset Details Drop Down Menu Once you select an option from the menu, the asset details will be displayed on the right hand panel. You can then edit the details of the asset as necessary. FEATURES This chapter describes the features of MySource Matrix in more detail than in previous chapters. General Features Architecture Squiz have chosen an asset based architecture for MySource Matrix rather than the page based structure of MySource 2. The concept of assets is an important one to understand, as it is this architecture that makes much of the new functionality possible in MySource Matrix.

146 146 MySource Matrix treats all content in your system as assets. There are many different types of assets, but common examples include: Designs Documents Images Links Metadata Page contents Sites Tables Users Workflow schema One example of the many advantages of an asset based system is the ability re-use content in many places. Images from one page may be reused in other parts of the site or a paragraph on your News page could be re-used in the in the News section on your home page. Or a table of seminar dates from your Events section could be re-used in a What s Coming Up section on your home page. Further advantages include the fact that access (security restrictions) can be controlled at the asset level rather than at the site or page level alone. This has the powerful result of allowing you to control all aspects of user access right down to the different parts of a single page. The power of the model begins to become clear when you consider that content other than web pages are considered assets. For example it is possible to apply workflow or metadata schema not just to web pages, but you could apply them to users or even other workflow assets! The modular design of assets means the system can be easily extended by adding new asset types (custom assets). For example, a specific asset class could be developed to deal with output from an external application allowing far simpler and more powerful integration. These custom assets also allow you to control the behaviour of an asset. For example, if you wish to add a calendar to your system, a custom asset could be written that would include this functionality. Compatibility with SOE workstations Most organisations choose a standard operating environment for their workstations that is often difficult to change. Since MySource Matrix is browser based it is compatible with a wide range of client SOEs. Editors require access to Java enabled versions of Internet Explorer 6 (Windows only) or Mozilla (eg Firefox). Content created in MySource Matrix can be viewed with all major web browsers on the PC, Mac and LINUX platform as website browser compatibility is entirely determined by the design loaded to the CMS. Open standards Squiz are strong proponents of open source software and open standards. Further, MySource Matrix: Is an open source product itself, Operates well on an open source platform (L.A.M.P.), and Uses other open source software to offer additional functionality. MySource Matrix is developed using PHP which is currently the world s most popular web scripting language, and is therefore likely to be part of the skill set of an existing web development team. The source code is open and available for modification by you. Coding for MySource Matrix follows the PEAR development standard making it easy for new developers to understand. More information on the coding standard is available from the website Open source platform MySource Matrix may be operated on (indeed is designed for) an entirely open source platform. A typical implementation would include a Linux server running Apache, PHP and an open source database either MySQL or PostgreSQL.

147 MySource Matrix White-Branding Document Suite 147 Whilst most Squiz clients choose to run their system on Linux machines, there are many examples of systems running under Solaris, BSD and some even on MacOSX. Additional open source software Where practical, MySource Matrix makes use of other open source software to extend the functionality of the system. For example: HTML Tidy is use for cleaning up HTML and converting it to XHTML HTML Area powers the WYSIWYG Editor Pspell drives the spelling checker Valid HTML Web content created in the WYSIWYG editor is filtered through the open source tool HTML Tidy to ensure it forms valid HTML (conformant with HTML 4.01), or XHTML if preferred (XHTML 1.0). HTML Tidy includes its own validation tools and reports; alternatively the client may use the free online service available at XHTML 1.0 is a transitional DTD, and as web standards evolve, MySource Matrix will be able to validate against other XML DTD and Schema, as HTMLTidy is a well supported, open source project which will be updated to support new and evolving standards. Authoring Environment Multi-user authoring MySource Matrix fully supports a multiple author environment. It includes: Asset locking before editing (check-in and check-out). Comprehensive security features allowing you to define the functions available to each user, and the assets to which they have access. Optional "Safe edit" mode which creates a managed copy of another asset for editing. Transparent versioning including who made which change and when. An internal messaging system for communicating with other authors. An author's "Workspace" that allows authors to share assets. Comprehensive customisable workflow functionality. Asset locking takes place at the attribute level, so that it is not necessary to lock the whole asset to make a change. For example, one editor may safely change metadata for an asset, while another changes content on the page. This facilitates a multi-author environment where different authors have different roles. Support both centralised and decentralised authoring Organisations may have either a centralised or decentralised authoring model or a mix of the two, and MySource Matrix provides functionality appropriate to both models. MySource Matrix: is a fully browser-based system and as such usually does not require the installation of new software on client machines and is often compatible with the client s SOE (standard operating environment). has a low resource requirement on workstations (such as memory, hard disk space, processor speed). is operated from a centralised server so all software management need only be done in one place. Support for devolved authoring environment MySource Matrix fully supports a devolved authoring environment where workflow rules, allowable document types and metadata requirements may change both with the author or author s organisational unit and the target area of the site. For example, an administrator authoring content to be accessed through the Intranet environment may have a quite different set of metadata objects to satisfy, participate in a quite different workflow regime and be able to insert a much wider range of digital objects than that administrator would when authoring content to the department s public website.

148 148 Elements such as workflow and metadata are assets themselves, and as such may be applied variably depending on your requirements. Support for multiple websites MySource Matrix allows multiple sites to be defined and managed within a single repository. Each asset in MySource Matrix can be easily reused by linking to it, rather than duplicating the content. This means authorised editors can re-use a whole site, a page, or even a part of a page such as a paragraph. Publishing model MySource Matrix allows content to be displayed differentially depending on the end-user s profile. MySource Matrix includes its own transparent caching system, thus affording performance benefits without losing any of the portal style (usercentric display) functionality of the system. Content is automatically and instantly published when its status is changed to Live. This may occur in one of three ways: An author sets a page which has no associated workflow to Live (manually or automatically). A page that has and associated workflow and reaches the stage Approved to go live in the workflow is manually set to Live by an administrator. A page that has reached the stage Approved to go live in the workflow may be scheduled for publication at a pre-set date and time. Since content is served dynamically from the repository, there is no requirement full site rebuild processes. Content editing is managed through the combination of: Page status (eg Under Construction for unpublished content or Safe Edit for live content) Asset locking (to ensure authors cannot accidentally overwrite each other s content) Workflow Security restrictions Design abstraction from content Automated QA tools (eg link integrity management and standards compliance tools) It should be noted that MySource Matrix supports the creation of human readable URLs (eg www. mysite.com/company/about_us/locations) rather than a complex unreadable GET strings (eg www. mysite.com?p=83aukxdw82&ver=8a23). Strict separation of the publishing (live) server from the editing server may be achieved by using an appropriate proxy server to manage the public interface. Accessibility MySource Matrix may be used to publish sites that conform to W3C Web Content Accessibility guidelines. Sites published from the CMS may satisfy all accessibility requirements up to WAI Conformance Level Triple-A - Priority 1, 2 and 3 checkpoints. Where objects in the content management system are by their nature less accessible such as PDF documents, Flash presentations moving and still images, MySource Matrix supports ways of making the content accessible by including its own checks and prompts to ensure appropriate accessibility information are entered at the time of authoring. It does this by: Prompting users to add additional information for accessibility requirements (eg. ALT tags). Allowing authors to publish alternate, more accessible versions of material that by is nature is less accessible (such as PDF or Flash documents). Automatically correcting invalid tags before adding content to the CMS (this feature uses HTML tidy). MySource Matrix complies will all of the standards and guideless as published by Australian Information Office (AGIMO) in their publication The Guide to Minimum Website Standards. MySource Matrix is in fact used to publish AGIMO s various websites including AGIMO s primary website and gov.au/branding.

149 MySource Matrix White-Branding Document Suite 149 It should be noted that The National Office for the Information Economy (NOIE) have chosen to move all of their websites and intranets to MySource Matrix, a key purpose being that the CMS will help NOIE meet their accessibility obligations as detailed by in their own publication The Guide to Minimum Website Standards. The first such NOIE site using Matrix can be reviewed at The administration interface of MySource Matrix is not itself web accessible, due to the wide range of visual tools it provides. However, it is possible to create templates that allow web accessible updating of content through the front-end of the website. Extranet access Many clients require some or all of the authoring system to be accessible to users outside the office, via an extranet. Authors may include staff working remotely (perhaps overseas) or trusted business partners. The MySource Matrix administration interface is entirely browser-based so the full functionality of the CMS is available to anyone with a recent version web browser and appropriate security access. Editor access to MySource Matrix may be secured through the following mechanisms: User login and password Use of IP based sessions Enforceable use of Secure Sockets Layer (SSL) encryption to all editing interfaces IP range access restriction Content Creation Powerful authoring environment MySource Matrix provides a powerful authoring environment that is highly visual and intuitive to use. Usability is improved through a combination of several strategies including: Where possible, the use of standard software conventions to make learning the system easier. For example, the asset map looks like Windows Explorer and the WYSIWYG editor looks like standard word processing software. The provision of a filtered functionality view. MySource Matrix allows administrators to restrict the amount of functionality a content author can see so they only need to learn the elements that are relevant to their job. The inclusion of contextual help and training tools. User-friendly interface For a CMS to be successful, it must be widely used throughout an organisation. That means content will be managed primarily by nontechnical staff so it must presented in an encouraging and non-threatening interface. Wherever possible, authors are shielded from the complexities of content management and the details of the underlying system. Other useability requirements include being: quick to learn easy to use efficient for skilled users error resistant and fault tolerant obvious in its use, without requiring extensive knowledge easily identifiable and intuitive labels and icons MySource Matrix is designed to allow non-technical authors to easily enter content. It includes a WYSIWYG (What You See Is What You Get) browserbased editor, which allows authoring of content without any HTML or other technical knowledge. MySource s ease of use is attested by the fact that it is a popular CMS with thousands of users, who praise the simple and intuitive interface (both the WYSIWYG editor and the CMS itself).

150 150 The WYSIWYG editor is based on HTML Area, another well accepted, open source project with a large user base. It has the look and feel of other Microsoft Office applications, and any MySource Matrix specific icons are representative of their function. The editor also supports, spell checking, search and replace, copy and paste and table editing. Contextual online help is available from within MySource Matrix and the WYSIWYG editor, and tool tips are displayed if the user hovers their mouse over any icon in the application. It should be noted that MySource Matrix allows administrators to restrict the amount of functionality a content author can access in the WYSIWYG editor, so authors only need to learn the elements that are relevant to their job. Complex pages created without using HTML The content editing tools of MySource Matrix allow for complex page layouts to be defined without the use of HTML. Complex layout of text and images can be achieved using tables within the WYSIWYG editor or CSS elements. It should be noted, however, that administrators and developers may access and edit the HTML when required, by toggling the HTML preview icon in the WYSIWG editor. Separation of Presentation and Content Design templates MySource Matrix separates content from presentation through the use of design templates, which are used to define the layout and look-and-feel of pages. The design controls such things as the: General look and feel of a page (including style sheets) Common page elements (eg the header and footer) The navigation structure (eg menus and bread crumb trails). The authoring environment (WYSIWYG editor) ensures style-based editing, by forcing editors to select a preferred style from a pull-down menu of formatting options, the contents of which is driven by the design style sheet. Each system may have many designs installed, and content may have different designs applied to it depending on how the content is requested (e.g. through a public website or through an intranet). Designs can be applied to a page, group of pages or an entire site and the system supports as many designs as may be required, so it is possible to have a different look and feel for policy documents and media releases, for example. MySource Matrix s asset map allows users to easily view a list of assets that use a particular design (a design is an asset so it is possible to see which content assets are linked to a given design asset). Creating and updating page designs The average author does not need to understand how designs are created or loaded to the CMS. Rather, they will select their desired page design from a paint-and-click list of options. New designs are created using standard web design strategies (i.e. they are HTML pages with associated images and style sheets). Before loading a new design to the system, certain MySource Matrix specific XML tags must be added to the HTML which tells MySource Matrix how to interact with the design. For example these tags will define where the content should be displayed or how the navigation should appear. A full list of tags is available as part of the design documentation which is available for free download from documentation. Styles-based authoring MySource Matrix uses CSS style sheets to control the presentation of web content, including paragraph and character styles. The WYSIWYG editor forces editors to select formatting options from a drop down menu of styles (eg heading, sub heading, normal text etc). These styles correlate to elements defined in the CSS style sheet (eg <p>, <h1>, <h2>, <span>).

151 MySource Matrix White-Branding Document Suite 151 These style sheets may be created and configured by an administrator, and changes are applied to the appropriate content. Support for Interactive Content MySource Matrix supports highly interactive content and the publishing of pre-authored highly interactive content objects. MySource Matrix may be extended with modules that allow appropriately authorised users to create interactive content without XML/HTML, or indeed any programming knowledge. Support for rich media MySource Matrix allows authors to embed rich media objects such as graphics, video and sound within content. Such objects can be entered into MySource Matrix at the same time as the text content and with appropriate metadata. Alternatively, you may include a reference to such an object already in the content management system or a URL external to it. Tables Many business documents make extensive use of tables and MySource Matrix provides full table editing support within the WYSIWYG editor. Capabilities include: direct manipulation of tables from within the editor row and column spanning formatting control over tables Content Management Format neutral MySource Matrix stores documents in their native format. Web content authored through the WYSIWYG editor is pushed through HTML Tidy, which ensures it is stored as well-structured HTML or XHTML. This ensures the HTML will not prevent the effective publishing of the content in alternative formats. Single source of content A single page or piece of content will often be used in different contexts, or delivered to different user groups. This is a prerequisite to managing different websites, i.e. intranet and multiple internet sites from the same content source. While whole topics are often used in multiple locations, paragraph level single sourcing is also becoming a common requirement. All content in MySource Matrix is stored as an asset which may be sites, pages and content tables within pages, files, users etc. Each asset is a separate entity, and may be easily re-used in many different places, by creating a link to the original data source, rather than duplicating it. In this way a whole site, a page, or even a single paragraphs (if it has been stored in a single content cell) may be used many times on many sites. Pervasive linking The WYSIWYG editor in MySource Matrix allows the author to easily enter links to other assets in MySource Matrix (such as sites, pages or content) or to external URLs. The author simply has to click on the Link icon, and is then able to browse to the asset to which to link, or enter an external URL. If a page or site is moved within MySource Matrix, any links to that asset on other pages are automatically and instantly updated accordingly. This is achieved by the use of Asset IDs to identify an asset within the application. Attempts to remove an asset or group of assets will alert the user to potential link problems (eg broken links), and allow the user to take remedial action. Please note that links on other pages are not automatically removed, since this could result in residual nonsensical content.

152 152 Working with groups of pages MySource Matrix offers many tools to support the management of groups of pages. These include: A visual map of asset relationships (the asset map). The option to cascade inheritance of many properties (e.g. designs, metadata, workflow). Tick-box selection of groups of assets so large areas of a site may be made Live or marked for review simultaneously. Spell checking MySource Matrix provides a visual spell checker as part of the WYSIWYG editor and includes automated suggestions and corrections. The dictionary can be set on the server for different languages. Navigation aids MySource Matrix provides users with consistent and logical navigation aids. This includes automatic generation of the site navigation menu, and may highlight the user s current location in the site hierarchy. The following navigation aids to work effectively in a large content repository are provided: browsing the hierarchy of topics. browsing the index and other metadata. relevant list-based views of topics. full-text searching. structured (or fielded) searching based on metadata. Dynamic navigation context cues such as breadcrumb trails or tree lighting are also supported. Immediate previews MySource Matrix allows an author to preview a page as it will appear in the published site, by selecting Preview for the given asset. This preview of the page shows the net effect of all the authoring features specified. Support for multi-language content MySource Matrix and its modules (e.g. searching) fully support multi-byte character encoding, thus providing full internationalisation support. MySource Matrix allows authors to nominate which Unicode character sets should be used on a particular page, or whole section of a site. These pages can then be published in any language from Chinese to Swahili. Enabling this functionality simply requires the editor to select the applicable language character set from the Unicode list. The asset based structure of MySource Matrix makes it easy to publish content in multiple languages. Document management MySource Matrix stores everything as assets including documents of any type. All documents are stored in their native format, including PDF files, Microsoft Office Documents, images, sound files and movies and each of these may be filed in one or more central repositories ( asset folders ). MySource Matrix provides the following functionality for all assets (including files): The ability to be loaded into the system via a browser. (MySource Matrix is an entirely browser based system). Security permissions for read and write permissions may be set for individual users or user groups. Metadata may be captured, and flexible schema definition is supported. All assets are versioned and must be locked ( checked-out ) before editing. Support for Information Mapping The Information Mapping methodology aims to ensure information on websites is clear and easily understood by its online users. Activities to achieve this goal are non-technical in nature, but the design and capabilities of MySource Matrix provides support for authors and simplifies meeting these useability goals. The three parts to this methodology - analysing, organising and presenting, are well supported by MySource Matrix.

153 MySource Matrix White-Branding Document Suite 153 Analysing: While analysing content is chiefly an offline activity, MySource Matrix s strong support of metadata including information on the relationships of assets to other assets makes this type of analysis much easier. Organising: MySource Matrix separates content (assets) from the structure in which it is displayed. For example, editors may easily move content around within the system (using a visual point and click interface) which causes all links and site navigation to update automatically. Presentation: MySource Matrix makes presentation of content easy through such things as abstracting design from content and including simple but powerful tools for laying out content in complex formats (the WYSIWYG editor). Ability to re-purpose web content for a wide range of user agents MySource Matrix allows assets to be formatted variably in different circumstances. For example, if appropriately configured, a page may be viewed as any of the following: As an HTML/XHTML page using the standard website design. In a printer friendly format (also an HTML/ XHTML page but with alternate formatting suitable for printing). As a low-bandwidth version. Or in a highly web-accessible format. It is possible to configure the system so that the user agent determines which format will be displayed however this feature requires PHP development skill.

154 154 Publishing Asset status Content managed by MySource Matrix must move through a workflow before content can be published as Live. Workflow is defined as the controlled transition between the various asset statuses. The default MySource Matrix workflow and the various asset statuses are explained in image and table below. Timed release of content In MySource Matrix it is possible to schedule a status change to take place for an asset at a particular date and time. Hence an asset may be scheduled to go from the Under Construction status to Live. If no workflow processes have been defined, the asset will be made Live at the scheduled time. Under Construction Safe Edit Live Up For Review If workflow has been associated with the asset, the approval process will commence at the scheduled time hence when workflow is in operation, most clients change the status directly from Under Construction to Live, rather than scheduling it at a later time. The asset administrator then schedules the final status change from Approved to go live to Live at the appropriate time. Archive Status Under Construction Live Safe Edit Up For Review Archive Description When an asset is first created, it has the status Under Construction. An asset with this status cannot be seen by anyone except authorised content editors. Under Construction assets can be edited by authorised editors in MySource Matrix. An asset with this status is considered published in a MySource Matrix system. Any changes made to Live asset are seen immediately in your site. Live assets with customised workflow schema applied may not be edited in MySource Matrix unless their status is changed to Under Construction or Safe Edit. This status allows you to make changes to Live content within MySource Matrix, without the changes being seen in the site until the changes have been approved. It allows you to make changes to an existing site over a period of time, and only make the changes visible when you are ready. The current Live version of an asset is seen in the site, and appropriately authorised users (those with write access) may see the Safe Edit version. If the Safe Edit version of the asset is made Live, the old Live asset will be replaced with the newer Safe Edit version. If the user cancels the Safe Edit, the changes are discarded, and the previous version of the asset remains Live. This status indicates the Live version of an asset is due for review. Each administrator for the asset receives a message notifying them that it is time to review the asset. If workflow has been associated with the asset, each of the users in the first step of the workflow also receives a message. MySource Matrix allows you to change the status of assets at a nominated future date and time, and this feature is often used to change the status of assets to Up For Review. A user can then change the status of the asset back to Live if it passes the review, or to the Safe Edit status if changes are required. An asset that has a status of Archive is not visible within your site, and is not editable within MySource Matrix.

155 MySource Matrix White-Branding Document Suite 155 Timed review Content owners may be notified in advance of an expiry date so that they can take appropriate actions, by setting the future status of a page from Live to Up For Review. If workflow has been associated with the asset, each of the users in the first step of the workflow also receives a message. Notification occurs both in MySource Matrix s internal messaging system and through standard . Automated archival of content An asset can be scheduled to change from the Live to Archive status, thus removing the asset from the site. Squiz does not recommend content be removed from this archive state until records management policies deem it appropriate for the files to be deleted and this is best done by having an administrator purge content older than a nominated date. Content that has been purged from the system will not be available in roll-back mode. Workflow MySource Matrix allows for the manual initiation of workflow when an asset is published, amended or archived, MySource Matrix allows workflows to be automatically initiated when content passes a nominated review or expiry date. Where workflow applies If no workflows are defined for an asset they follow the standard workflow, transitioning through the different statuses, as described in the previous chapter. However, you can define your own custom workflows, known as workflow schemas, to define an approval process on top of the default workflow. Workflow schemas apply on any transition to the Live status. This is shown in the diagram below, with dotted red lines indicating the transitions where workflow schemas apply: If the status of an asset is changed from Under Construction to Live, for example, the associated workflow schema is initiated and the asset must move through at least two intermediate workflow statuses Pending Approval and Approved to Go Live (shown below): Workflow capabilities The internet is a published media that the public may rely upon to make certain decisions. It is imperative that publishing controls (workflow) protect an organisation from accidentally publishing incorrect or inappropriate information. Under Construction Safe Edit Live Up For Review MySource Matrix includes a fully-featured workflow management system, allowing administrators to define publishing and sign-off procedures. Workflow ensures certain control steps are met before allowing content to change status e.g. move from Under Construction to Live. This feature is provided via an intuitive user interface which like all other parts of MySource Matrix is browser based and requires no programming skill to operate. MySource Matrix workflows may be composed of: single or multi-step workflow Archive When a user initiates workflow for an asset that is from Under Construction, the asset is first given the workflow status of Pending Approval. The asset stays with this status until all the approvals defined for the workflow schema are completed at which point the asset status is changed to Workflow Statuses serial or parallel approval individual or role-based approval Under Construction Pending Approval Approved To Go Live Live

156 156 Approved to Go Live. A system administrator or a user who has administrator privileges for the asset can then change the status of the asset to Live. Similarly, when moving between Safe Edit and Live, the workflow statuses are Safe Edit Pending Approval, and Safe Edit Approved to Go Live. Defining a workflow A workflow schema can be made up of multiple steps. The following example is a workflow schema with two steps: Step 1 Edit Content Step 2 QA Process Each step can have several conditions that specify approval is required from users or a group of users. The condition is made up of a user or group of users, and logic applied to those users i.e. specifying either All or At Least N members of the group have to approve the change. In our example, the Edit Content Step contains two conditions requiring approval from the following users: At least two Content Editors, AND All Content Approvers The QA step has one condition requiring approval: At least one QA Manager notifications When a user changes the status of an asset to live, each of the users in the first step of the workflow is notified via the internal messaging system and by . As the asset passes through the steps in the workflow, the relevant users are notified. Workflow administration Appropriately authorised users can create, delete, or update a workflow, including modifying the conditions. Updates to a workflow are applied to status changes that take place after the updates are applied. Graphical view of workflows Workflows can be created in a hierarchy of folders that is presented graphically as part of the main asset tree. Authorised users may expand the view to see the details of the workflow in heading form and the specific steps and rules. Each heading may then be further expanded to reveal details of the workflow configuration. Integration with security model As for all assets in MySource Matrix, there is tight integration between the workflow and security systems. Access to workflow assets is restricted to users defined as administrator for that workflow. Allowable actions during the approval process can be specified as part of the workflow, and workflow rules can only be overridden by a system administrator. MySource Matrix can be configured to interface to and LDAP directory for user and role information. Metadata Standard metadata entries Metadata is considered an intrinsic part of successfully managing assets within MySource Matrix. It is easy to add standard schemas such AGLS and Dublin Core, or define your own standards if more appropriate. MySource Matrix allows this metadata to be: manually entered. automatically created by the CMS (e.g. the date and time a page was last modified). Enforceable (pages without complete metadata will not be allowed to go live). Indexed by the search engine Configurable metadata In addition to the included standard schemas outlined above, MySource Matrix allows clients to define their own metadata schema through an intuitive user interface to support their particular business requirements.

157 MySource Matrix White-Branding Document Suite 157 Different metadata schema may be applied to different assets as deemed appropriate by the client. For example, images may require different information from press releases. In addition, different metadata schemas may be applied according to the part of the site into which the object will be located and the organisational unit responsible for the object. Content owners MySource Matrix associates a content owner with each content item, by allowing contact details for the content owner for a specific asset or group of assets to be stored as metadata. This information is used throughout the lifecycle of the content, and can be displayed on web pages in your site. The content owner is responsible for maintaining the content and is notified of actions that would affect it. For example, if an asset has been scheduled to be Up For Review, the owner of the asset receives a message at the appropriate time. Error reporting Overview MySource Matrix employs many strategies to reduce the need for error messages to be generated at all. These include sensible messages explaining the consequences of certain actions and the removal of functionality from users not trained in their operation. In the event these strategies fail, errors are recorded in a log file and also reported in the internal messaging system. The system may be configured to automatically an administrator when certain errors are encountered so that in the event fails to notice or action an error it may be followed up by the administrator. Proactive notification MySource Matrix includes an integrated messaging system; where all messages regarding system errors and problems are received. This system is also used for communication between editors. Messages pop-up in the top right hand side of the screen immediately alerting users to their presence. These messages can be automatically forwarded on to the account associated with a given the user s account. This may then be read by any standard client, or forwarded to an SMS gateway. In addition, certain processes proactively warn users of potential problems before allowing then to perform an action and suggesting appropriate remedial action. For example, if a user attempts to delete a page, MySource Matrix warns the user of the pages that would be affected by the action because they would now have broken links from within the text and allows the user to select an alternate page for this traffic to be directed to. Version Control and Archiving Rollback MySource Matrix supports e-permanence with full versioning of all assets. The system automatically stores all changes to each asset, when the change was made and by whom. Appropriately authorised users may view the history of the system, or asset, or group of assets (sites) and roll-back to retrieve information from a specific point-in-time in the past. For example, it is possible to view the system exactly as it appeared on the 3rd April 2003 at 2:22pm. Individual pieces of old content may be copied and used to replace current content versions. Versioning or release checkpoints MySource Matrix maintains version numbers for every asset in the system, with the format: MajorNo.MinorNo.MicroNo. For example, an asset is created with the original version of and with every change the micro number is incremented (e.g , etc). Each time an asset is made live, the minor version number is automatically incremented. For example, when an asset is first made live, its version number is automatically updated to

158 158 To associate the pages of a site with a release or checkpoint, an administrator has the ability to manually change the major version number of the site. For example, set the version to This change can be cascaded down to all the pages in a site. Administrators may view the history of the site and roll-back to view information from a specific release version/date. Reporting, audit trails and activity logs Comprehensive audit logs are automatically generated of every change to every asset in the system in the system log. In addition, an error log records error messages generated by the system. Logs include information such as: permission changes attribute changes (name, contents etc) links created assets created status changes schema changes login/logout workflow changes (approval/rejection etc) For each entry MySource Matrix stores the user that made the change and the time it was made. Logs may be recorded to file or database and may be divided into separate files and destinations if required. For example: the log message for a permission change could be sent to a separate location to a log message for a status change. Usage Statistics Traffic logs may be generated by the web server in standard formats (eg NCSA) so that third party statistics reporting applications may analyse the data. The sensible URL structure of MySource Matrix means it is easy to see which areas of the site are the most popular and how many visits they are receiving. Common statistics packages include Web Trends or its open source equivalents Webalizer and AW Stats. Each of these packages allows you to view: Daily and hourly usage trends Hits, visits, sites viewed, Kbytes downloaded, files downloaded Most accessed pages Pages by kbytes downloaded Top entry and top exit pages Top referrers Top search strings used to access the site Most used browsers Country of origin Security User security MySource Matrix has the following types of users, each of which has varying access levels: User, Editor or Administrator. A simple and intuitive user interface is provided to allow an administrator to grant read, write or administration access to an asset or group of assets, by a particular user or group of users. As for all changes to assets, an audit trail is kept of changes to permissions of assets. Decentralised author access is secured through: User login and password (may operate through LDAP or Active Directory) Enforceable use of Secure Sockets Layer (SSL) encryption Optional IP range restriction Optional visual key

159 MySource Matrix White-Branding Document Suite 159 MySource Matrix employs User Groups to represent roles, and permissions can be granted to user groups. An example could be creating a User Group called Department 1 Content Authors. Rather than granting access to write to pages within the Department 1 site to individual users, access is granted to this group. When people leave or join the department, they are simply added to the User Group, and no changes are required to the permissions of the pages within the department site. If individuals are members of more than one group, they will be given access to according to the permissions granted to each asset, with access being granted taking priority. MySource Matrix can be configured to interface to LDAP for user and role information. Member s areas MySource Matrix allows you to define areas of your site which require users to be authenticated before allowing them access. MySource Matrix hides content from users that do not have appropriate levels of access, including removing references from menus and navigation systems. Other security features g Session management - when authenticated the system allocates a temporary session key that is tied to their IP address so that would be hackers may not spoof their session. Portal Style Functionality MySource Matrix includes many features associated with portal systems, including: Access may be restricted to people who require login. Automatic navigation filtering: menus and navigation systems such as dynamic site maps automatically filter out links that should not be displayed for a given user. Content within pages may be displayed selectively for individual users. (e.g. A block of text on a page may only appear if a user is logged in) Text within pages may be dynamically substituted by MySource Matrix, driven by "keyword". For example, it is possible to create a page that welcomes a user by name. Content may be displayed alternatively depending on a user's settings. (e.g. a user who is subscribed to a certain mailing list may see different information to a person not subscribed to that list) Search results only display content to which a user has access. Assets may be syndicated for use in other systems. g Centralised updates - the centralised management structure ensures that client machines do not act as vulnerabilities to the system. g File type restriction - it is possible to restrict files types that may be loaded to the CMS and these files are loaded to a non-executable directory. That means if someone were to load malicious code to the server it would not be executable on the server. g Executables restriction - the system keeps detailed audit trails and logs so administrators may analyse attempted security breaches.

160 160 Search Engine Overview MySource Matrix may be extended with a powerful search engine module. It allows full text searching and thesaurus-based searching of content in a website or intranet. When an asset is added, edited or deleted from the CMS, MySource Matrix updates its searching index to reflect the change. The index provides a map with weighting of search words to the assets that contain those words. This architecture facilitates the following features: Searching is fast. Searches are real-time (i.e. the index is always up-to-date since it is instantly updated when content is edited). Searches may discover content across many different asset types, such as pages, files and users (NB assets must be registered with the search engine) Searches include metadata. Searches support plain text and Boolean searching. Searches are case insensitive. Selective weighting of results (the weighting parameters for each asset may be controlled). Searches may be restricted to certain areas of the site. Searches will only display results accessible by the user (results that relate to assets where a user does not have read permission will not be displayed). Browsable index and glossary The index and glossary then serve as an alternative to full-text searching. This is tightly integrated into the related topics listed on each page. Extensibility and Integration New functionality can be added to the CMS through the use of MySource Matrix modules (also known as custom assets ). Modules are applications written in PHP that plug in to MySource Matrix, so that new functionality is available to editors without the need to understand programming code. You may choose to use one of the modules available from or to write your own, the complexity being the same as writing any application in PHP. If you have applications written in other languages that you would like to include in the CMS, it is likely either you or a professional services company such as Squiz will be able to create a module to accommodate its interfacing with MySource Matrix. Please note that PHP is capable of calling information from many other application types, such as applications written in Java or scripts called from system calls (see for more information). Support for knowledge management Knowledge management has many definitions, but one main goal is to create within the organisation a culture focused on the creation and re-use of information. A further goal is the systematic management of the creation and leveraging the re-use of information i.e. to define the processes around capturing or creating and re-using information. As an optional feature (at additional cost), MySource Matrix can generate a fully browsable representation of the index and glossary. This is drawn directly out of the metadata stored in the documentation repository, including: index terms for topics global thesaurus global taxonomy or topic map

161 MySource Matrix White-Branding Document Suite 161 Whilst the definition of the processes around the use of a CMS are external to the CMS itself, a CMS can provide features that facilitate the processes: The design of MySource Matrix is based around real-world objects and is simple and intuitive to use. Content Management processes are easily defined via workflows. Content can easily be created, and organised in a hierarchical structure. MySource Matrix allows the rapid prototyping of information architecture. Organisational structures are represented by user groups, and can be easily changed as required. Support for intellectual property rights management Some clients have responsibilities to preserve their own intellectual property rights, those of their content creators and of others. To that end a range of features enabling management of intellectual property are essential features of a content management system. MySource Matrix currently includes some intellectual property rights management functionality, in that it allows System Administrators to define their own metadata schema, if desired. Hence, Administrators can define tags controlling obligations and restrictions for IP management. Further, the asset-oriented nature of MySource Matrix makes configuring this functionality to a particular client s needs relatively straight forward. Squiz is also happy to provide a quote on request for integrating MySource Matrix at additional cost with specialist intellectual property management systems. PLATFORM, CAPACITY AND SCALABILITY This section discusses the platform required to support MySource Matrix, the repository and scalability. Platform required MySource Matrix requires PHP and Apache (for PHP and virtual path support) to run. Performance is best on UNIX like machines such as Linux. Databases MySource Matrix uses the PEAR DB abstraction layer and currently supports MySQL and PostgreSQL however support for MS SQL and Oracle will be added in the near future. Third-party software required Apart from the actual CMS and the platform it runs on (e.g. Apache, PHP etc), MySource Matrix uses the following software packages: HTML Tidy (for cleaning up HTML and converting information to XHTML format) Squiz s WYSIWYG editor (a modified version of HTML area) for editing content visually. pspell (used in the spell checker) Each of these software packages are open source, and therefore free of licensing fees. Size of Repository MySource Matrix stores content in both a database and the file system. The expected size of the database is difficult to predict for any project, however, as a general guide, it should be noted that the overhead associated with a page is negligible.

162 162 The main issue to be considered when looking at expected size of the database is the size of the documents and equally importantly how often they are to be updated if rollback is enabled. For example, if a 2Mb document is loaded to MySource Matrix, and this document is updated daily, an extra 10Mb of disk space is required per week just for the document (if this is a file attachment such as a PDF, it is stored externally to the database). Archival strategies for a rapidly changing website become important. It should be noted that following all add to the size of the database repository: the metadata defined for each document the total number of users within the system the number of workflow assets Capacity The capacity of MySource Matrix is determined by three factors: the scalability of the database the load on the server the capacity of the server Clients are unlikely to reach the limits of MySource Matrix s capacity to host multiple sites as Squiz has some clients who host up to 100 sites on the same server without performance being impeded. Prescribing the server load for a given site is not straight forward, as system performance is a multi-faceted consideration. The following issues must be considered when designing a robust and adequate hosting environment: User behaviour (are there load spikes) Location of the database (is it on a separate machine and does the database serve more than one system) The use of proxy servers The use of PHP acceleration software (eg Turck MMCache or Zend Performance Suite). As part of Squiz s standard project methodology, time is allocated as part of the planning phase to work with the client to design a suitable hosting environment. As a guide however, Squiz asserts that a Linux server with the following specification is capable of reliably serving 100 page views a minute: Dual Xeon 2.4 Ghz Intel CPU 2GB RAM 15K SCSI Hard drives (RAID 1) Apache with PHP installed PostgreSQL (sites with frequently changing content may require the database to be on a separate server) PHP acceleration software Server performance MySource Matrix generates pages dynamically; however it also includes an in-built caching system to improve the efficiency of content serving. Squiz recommends the combined use of several strategies to ensure busy sites can cope with heavy load: Install PHP acceleration software on the server. This dramatically improves the performance of PHP driven sites. Install a proxy server, such as Squid Cache, in-front of the web server to manage sites with fairly static content. Host database and application serving on physically separate machines. Run many MySource Matrix systems (e.g. install one for each department) on physically different servers (Please note that there are no licensing fees with MySource Matrix). Squiz can work with clients to design a load management strategy to suit their particular requirements.

163 MySource Matrix White-Branding Document Suite 163 Connection speed MySource Matrix can be operated over a 56K modem connection, however, the faster the network the better the performance. If MySource Matrix is accessed over a fast Ethernet network connection, the performance appears to be that of an application run locally (i.e. nearly instant screen refreshes). It should also be noted that MySource Matrix facilitates editing over slow connections (56K) with the following features: Authors may edit page contents locally (JavaScript) before submitting the page to the server. The asset map only queries the server for changes rather than downloading the whole asset tree each time. The administration interface uses frames so that the screen refreshes are restricted to those elements that need to be refreshed. Scalability The open source, licence-free nature of MySource Matrix makes installation of the CMS across multiple servers a cost-effective means of serving large numbers of web objects, and provides a scaleable solution for the future. Since the system runs on an open source platform, installing new servers or hosting on existing servers will not attract any additional platform related licensing fees.

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