2005 NASCIO AWARD NOMINATION Recognition Awards: Innovative Use of Technology OK.gov s Agency Content Management System Submitted by: OK.gov, Oklahoma s Official Web Portal (www.ok.gov) June 9, 2005 Contact Information: Michelle Collins, Marketing Coordinator 4234 North Santa Fe Oklahoma City, OK 73118 P: 405-524-3468 ext. 122 F: 405-524-3469 E: michelle.collins@www.ok.gov
Title of Nomination: Project/Systems Manager: Job Title: Agencies: OK.gov s Agency Content Management System Lisa R. Counts General Manager OK.gov, Oklahoma s Official Web Site and Oklahoma Department: Address: City: State: 4234 North Santa Fe Oklahoma City Oklahoma Zip: 73118 Phone: 405-524-3468 ext. 101 Fax: 405-524-3469 Email: Category: Person Nominating: Title: Address: City: State: lisa.counts@www.ok.gov Innovative Use of Technology Michelle Collins Marketing Coordinator 4234 North Santa Fe Oklahoma City Oklahoma Zip: 73118 Phone: 405-524-3468 ext. 122 Fax: 405-524-3469 Email: michelle.collins@www.ok.gov
Executive Summary OK.gov s Agency Content Management System (CMS) provides a means for state agencies to create and publish Web sites that meet the state s accessibility and design standards set by the Oklahoma Office of State Finance. The system is built to enable agency staff to easily create and maintain agency Web sites through a Web-based interface that is available 24/7/365 from any computer with Internet access. Agency staff can handle all additions or edits through a secure administrative module that grants various user rights, modeled after the state of Oklahoma s security standards. The system is designed for ease-of-use and requires no technical design or programming experience. Through the system, users can upload images, upload documents or create site directories and pages. Web site content is added through a hyper-text markup language (HTML) editor. Through the editor, directories and sites can be customized by text size, format, color, or the addition of images, tables and links. The system s editor is equivalent to using word processing software so users are able to recognize common formatting elements. Since OK.gov s content management system is modularized, agencies can opt to select additional application modules that plug into the Web site. These plug and play modules can include a specialized calendar, bulletin board, online store, photo gallery, etc. In addition to the modules listed above, OK.gov s system builds sites using RSS (real simple syndication) feeds, enabling agency news to be posted on the OK.gov newsroom, a centralized repository of statewide agency news on the portal. Web sites published through the system use straight HTML instead of dynamic publishing to reduce server load and bandwidth usage. The system is cost effective to agencies in terms of Web site development. The service is broken down by Web site size. Sites with 20 pages or less are $2,500 (one-time fee) and sites above 20 pages are $5,000 (one-time fee). Agencies are given system-wide upgrades to the CMS at no fee, as well as free hosting by the portal. Outside contracting for Web development only can cost an agency $15,000 to $40,000 for Web sites that do not hold the guarantee of accessible and secure design standards for Oklahoma government. The agency content management system was developed by OK.gov, Oklahoma s official Web portal, managed by NIC (Nasdaq: EGOV). A demonstration of OK.gov s Agency Content Management System is available online at www.ok.gov/triton. Please use the following login information: Login: nascio_demo Password: n0v3mb3r
Project Description The Agency Content Management System, developed by OK.gov, Oklahoma s official Web site, is a Web-based interface designed for state agencies to create and maintain agency Web sites. With the system, agencies create Web sites that comply with the state s accessibility and design standards without the need for technical expertise at the agency. The system uses OK.gov s design templates to ensure that sites are accessible to the public and navigation and design elements are consistent with the state portal to increase usability. The service is designed in a hierarchical structure so agencies can create certain access and publishing rights based on account logins. Agency staff can perform any multitude of the following tasks based on access rights: Create directories and pages Upload images and documents View directories and pages Edit directories and pages View user logs Publish directories and pages Through the system, agency directories and pages are created without any technical or design knowledge using a text editor. Through the text editor the following tasks can be accomplished: Format text Add images (system has preset controls to control size and requires alt-tags) Add links Add tables Add right navigation to include: special notices, related links, interesting facts and frequently asked questions. Add directory or page meta tags to increase selection by search engines. Keywords are automatically generated by the system using page or directory content.
Once a page, directory, or site is published, the system converts the site into straight HTML rather than dynamic HTML. Straight HTML publishing is able to save the state money in the long run by reducing server load and bandwidth usage. The first Web site introduced to the state using OK.gov s Agency Content Management System was the Oklahoma Lottery Commission in March 2005. The web site can be found online at www.ok.gov/lottery. To date, the following agencies have deployed new Web sites with the system: Entrepreneurial Ex-Offenders Training and Support Program, Oklahoma State Board of Examiners for Nursing Home Administrators, and the Oklahoma Aeronautics Commission. Significance to the Improvement of Government OK.gov s Agency Content Management System is measured by the following significant efforts for the improvement of Government: Web sites created with OK.gov s system comply with the state s accessibility, security and design standards. Web sites are cost effective to create and maintain and reduce personnel involvement and time. OK.gov s system increases the percentage of Oklahoma s state agencies with a Web presence and enables access to information electronically outside of standard agency business hours. Since the sites are published in straight HTML, state money is saved as a result of reduced server load and bandwidth usage. Built-in RSS (real simple syndication) feeds allow agency news to be immediately posted onto the OK.gov newsroom, which provides a significant amount of promotion for smaller agencies. Benefits User Benefits With the OK.gov Agency Content Management System, Oklahoma s state agencies can rapidly create Web sites to service citizens 24/7/365. These Web sites follow the same design and navigation structure as the state portal to increase usability. In addition, since sites are published in straight HTML, a number of users are able to access the same Web site without any userexperienced delays. Taxpayer Benefits Citizens are able to get information from state agencies on their terms. With a Web site, agencies are able to deliver information to the public outside of standard business hours. By promoting
self-service, state agencies are able to service the public without having to direct personnel to handle these tasks. In addition, the public has increasingly begun to expect electronic resources from government. Agency Benefits Oklahoma state agencies are able to release information through an easy-to-use content management system. By providing information in an electronic format, agency personnel are able to direct users to Web sites rather spend valuable time on the telephone. The OK.gov Agency Content Management System has enabled me to create a Web site using three simple steps: (1) upload image (2) upload document (3) create pages, said Rose Lewis, Live Skills Secretary with the Oklahoma Department of Corrections (Entrepreneurial Ex-Offenders Training and Support Program). Also, the icons are easy to understand, allowing me to quickly create new pages for the site. State Benefits Since Web sites can service the public outside of standard business hours, citizens are able to get rapid access to services and information provided by Oklahoma state agencies. In addition, since sites are published in straight HTML state dollars are saved in the reduction of server load and bandwidth. By using the OK.gov s Agency Content Management System, state agencies are able to create and maintain Web sites effectively. In addition, sites follow the same design and navigation standards as the state portal, creating a common look and feel across state Web sites increasing usability. Return on Investment Short-term Since OK.gov s Content Management System became available, a number of state agencies have contacted the portal to utilize the service and take advantage of its ease-of-use. To date, over 15 state agencies have contacted the portal to create, publish and maintain their own Web sites. OK.gov hopes that the remaining 22 percent of Oklahoma state agencies without Web presences will opt to use this service to create accessible Web sites. Several large, multi-divisional agencies plan to use this tool to create consistency throughout their agency s Web presence and to save significant time and money. Following the development of additional plug and play modules, OK.gov will release the service to cities and counties around the state. Long-term OK.gov anticipates significant return on investment with the full-fledge deployment of this service and accompanying application modules. With the service s ease-of-use and affordability, more of Oklahoma s state agencies have opted to partner with OK.gov to create and maintain their own Web sites. Agencies should expect to realize significant cost savings, as today averages prices for Web site development can reach $15,000 $40,000. In addition, state agencies using the service are reassured that Web sites comply with the state s accessibility and design standards. With the system, agencies receive the added benefit of partnering with the state to ensure that system upgrades are included in the service agreement, prohibiting cost increases. The OK.gov team is located in Oklahoma City to provide personal support and training for state agencies. The portal is staffed by egovernment experts in the areas of project management, programming, design and marketing.