76a-WCM Brief March 07.pg 2 76b- WCM Brief June 08........pg 8
Web Content Management (WCM) IA/ITACS Project Team
Web Content Management Needs Assessment NPS website needs to be a key element of communication, information dissemination, and NPS knowledge creation a reflection of how we want to be perceived by our customers and others, both internally and externally capable of supporting our academic mission and business processes with integrated, user-centered, web-based applications 2
Web Content Management - Background FY04 - NPS website upgrade effort launched with the company 2020 LLC FY05 - Content Management System (CMS) committee selects vendor but funds not available for purchase FY05 - Manual CMS implemented and upper levels of NPS web migrated from www.nps.navy.mil to www.nps.edu FY06 DKL and ITACS run pilot to demonstrate web redesign project and CMS capabilities FY06 Several NPS organizations express interest in having their web sites managed by the CMS (WCM) 3
Web Content Management Next Steps Objective: Migrate remainder of www.nps.edu web content into WCM and migrate intranet.nps.edu into WCM Advisory Committee Charge: Develop and prioritize list of web sites to migrate to Web Content Management Approve timeline and receive progress reports Represent and give campus input on information architecture and appropriateness of content Work with NPS organizations to integrate individual web domains into the www.nps.edu domain Assist with identification of available technical support and content managers, content owners, and content authors Advisory Committee Membership: representatives from across the campus 4
Web Content Management Process 5
WCM Cost Estimate WCM (Web Content Management) Costs FY07 FY08** FY09** Rhythmyx Enterprise Edition (Upgrade) $125,000.00 $0.00 $0.00 Support and Maintenance * $25,000.00 $27,000.00 $27,000.00 Rhythmyx 6 Developer Training for 4 Developers $18,000.00 $0.00 $0.00 Upgrade credit ($44,500.00) One-time only discount on license *** ($50,000.00) Rhythmyx Total $73,500.00 $27,000.00 $27,000.00 Server Refresh for WCM Server $0.00 $0.00 $9,800.00 Web Server Farm $0.00 $32,000.00 WCM Database SAN $31,000.00 Hardware Total $0.00 $32,000.00 $40,800.00 Web developer supplies (books, software, etc.) $5,000.00 Project Management (contract) $30,000.00 Web Manager (IA) $120,000.00 $124,800.00 Content Manager (IA) $100,000.00 $104,000.00 Labor Total $30,000.00 $220,000.00 $228,800.00 Overall Total $108,500.00 $279,000.00 $296,600.00 6
NPS Enterprise Web Initiative Story beneath the Story
Enterprise Web What it is Publicly facing websites that market NPS Internal websites that provide business services What it is not Web based applications Python, Blackboard, Student Check-in, etc Faculty Research websites Student web development sites 2
Project Goals 1. Identify and categorize web services 2. Consolidate web servers 3. Transition from Mil to ERN web sites 4. Implement enterprise-wide Web Content Management (WCM) system 3
1. Identify Web Services Goals Inventory and categorize web service types Faculty Student Development Server NPS marketing (nps.edu) 2,575 Web pages on www.nps.edu 21 million hits last quarter Internal (intranet.nps.edu) 1,244 Web pages on intranet.nps.edu 5 million hits last quarter 4
2. Web Servers Consolidation Goals Reduce NPS overhead for maintaining multiple servers Increase management and control over cost of hardware and licensing Decrease supporting staff hours Decrease need for professional skill set at the departmental level 5
3. MIL to ERN Transition Goals Enables use of more flexible research and instructional tools Present NPS as an academic/research institution on the.edu domain Leverage educational status of NPS Create consistency in presentation 6
4. WCM Implementation Goals Assess the state of the enterprise web Align websites with mission and goals of NPS Improve NPS marketing to prospective students, faculty and industry sponsors Assure that web content is relevant and timely Create a cohesive look and feel for both external and internal NPS websites Empower NPS content owners Gain increased efficiencies in ITACS 7
Previous (.mil) State Enterprise web undefined Publishing bottleneck Diffuse presentation, weak marketing Inefficient use of resources Regulatory noncompliance Increased organically grown sub-sites 8
Ideal State Purposeful alignment with Strategic Plan Clearly-defined business goals and boundaries for enterprise web Streamlined publishing of fresh content Consistent branding Leveraged enterprise resources Regulatory compliance 9
Current Accomplishments Completed MIL to ERN migration Completed WCM pilot (DKL) Completed inventory of web services Consolidated sites Identified missing content Identified stakeholders Established business goals for internal and external websites Created functional, technical, compliance, and end user training Trained Web Operations staff for Web Content Management system Implemented Communities of Practice (Sharepoint) 10
Current Accomplishments (continued) Creating repeatable processes (currently being documented for widespread access) Determined strategic goals of NPS internal/external websites including business goals, user goals Defined external and internal appropriate content guidelines Defined audiences and their information needs Conducted full site analysis of currently existing sites Conducted site audits and created content inventories of currently existing sites Established process for implementing information architecture for campus websites Established framework for usability testing Implementing style guide policies 11
Internet/Intranet Redesign Roadmap 12
Visible Results? 13
Challenges Unstable Staffing Enterprise web initiative short two positions in Institutional Advancement Lack of dedicated resources Communication Managing expectations Complexity Paradigm Shift Content ownership Lack of experience, vocabulary, common reference 14
Application of Lessons Learned DKL Pilot Project Committed Resources 100% Dedication Committed Content Manager/Advisor (Judit) Current Project Committed Resources 10% Dedication Unstaffed IA positions Resources Scope Resources Scope Timeline Timeline 15
Recommendations for WCM Option 1 Hire new dedicated resources Option 2 Reassign NPS resources to project Option 3 Accept the glacial pace (chilling!) 16