Proposal for Web Content Management System (CMS)

Web Steering Committee Proposal for Web Content Management System (CMS) May 9, 2007 Web Steering Committee Tracy Collingwood Christine Davis Mantai Michael Jabot Michael Jackino Zachary Kwarta Aaron Marshall Kathleen Sacco Andrea Wasiura Jonathan Woolson (chair) Attachments Proposed Timeline for Web CMS Migration OmniUpdate Price Quote The Fredonia Plan (excerpt) NYS Mandatory Technology Standard S04-001 NYS Best Practice Guideline G06-001 Web Content Management Task Force Report

Web Steering Committee Proposal for Web Content Management System (CMS) Executive Summary The university web site is a vital tool for SUNY Fredonia s day-to-day operations, student retention, and is central to recruiting and marketing. Dan Tramuta, Associate Vice President for Enrollment Services, reports that over 50% of our enrolled Fall 2007 freshmen first point of contact with SUNY Fredonia was through our web site. From May 2006 through April 2007 we served over 17 million page views of over 18,000 web pages. To improve and address every aspect of our web site, a web development plan is proposed to upgrade the site to a web CMS in two phases. To achieve our urgent, short-term Phase I goals (see page 6) and complete a site-wide redesign of 18,000+ pages efficiently within six months, the Web Steering committee recommends purchasing an online web management tool, OmniUpdate Campus, and funding for 4-6 student web production assistants during summer and fall 2007. By completing a site-wide redesign with OmniUpdate we will meet our short-term web goals and prepare our web content for reuse in a data-driven CMS. This can be achieved by separating web presentation from content using CSS and structured HTML markup in new page templates, managed by OmniUpdate. OmniUpdate is not recommended as a permanent content management solution to meet our long-term web goals (see page 8) and it is recommended that we replace OmniUpdate with a data-driven web CMS within two years. In parallel with the redesign and OmniUpdate migration, Phase II of this proposal recommends that a Web CMS Task Force be formed to investigate and select a data-driven CMS by May 2008. We will migrate away from OmniUpdate to the data-driven CMS during 2008 or 2009. Costs The estimated total cost for the first year of Phase I (OmniUpdate plus student labor) is $75,000. The estimated total cost for a second year of OmniUpdate is $35,000. Because we may need to run both OmniUpdate and a data-driven CMS concurrently to complete the web site migration, there is a risk of increased cost during the transition period. Initial and ongoing annual costs of Phase II for the data-driven CMS is unknown, but estimated between $40,000 and $100,000 annually, depending on the datadriven CMS selected. These figures for a data-driven CMS are only speculative. 2

Web Steering Committee Proposal for Web Content Management System (CMS) Terms Web content management system (CMS) is software that assists web authors in creating, updating, versioning, publishing, and archiving information on a web site using page templates. Data-driven web CMS is a dynamic form of web CMS that assembles each web page on the fly using page templates and pieces of content stored in a database. The database stores each unique piece of content as a single instance, reducing content duplication and the potential for inaccuracies. OmniUpdate Campus is proposed as an intermediate step toward implementing a data-driven CMS solution. OmniUpdate Campus is a hybrid web CMS that combines centralized file management and versioning, an online page editor, and workflow tools with static pages served from a normal web server (not a database-driven web server). Primary audiences served by the web site are: current students prospective students current parents prospective parents faculty and staff alumni donors visitors community members. Web authors are SUNY Fredonia s team of 105 volunteer lead web content managers, typically one per department.

Web Steering Committee Proposal for Web Content Management System (CMS) Recommendations & Costs Purchase OmniUpdate Campus. Following the recommendation and conclusion from the Web Content Management Task Force Report (attached), the ITAB Web Steering committee recommends the purchase of OmniUpdate Campus as our web content management system for the next 1 2 fiscal years (July 2007 through June 2008* or June 2009*). Hire temporary web staff. The Web Steering committee strongly recommends funding for 4-6 student web production assistants to support the migration to OmniUpdate and web redesign in summer/fall 2007. Costs Web Steering recommends that SUNY Fredonia purchase a 250-seat license of OmniUpdate Campus on a 1-year, renewable contract at $43,550 for the first year and $33,550 for the second year, if necessary *. Web Steering recommends $30,000 for 4-6 part-time student web production assistants for 2007 only. First year cost is estimated at $75,000 for 2007-2008 fiscal year. Second year cost is estimated at $35,000 for 2008-2009 fiscal year.* Total cost for OmniUpdate and web production assistants is estimated at $110,000 for two years.* Because we may need to run both OmniUpdate and a data-driven CMS concurrently to complete the web site migration, there is a risk of increased cost during the transition period. Initial and ongoing annual costs of Phase II for the data-driven CMS is unknown, but estimated between $40,000 and $100,000 annually, depending on the datadriven CMS selected. These figures for a data-driven CMS are only speculative. * If the Web CMS Task Force is able to select, plan, and implement a data-driven CMS by June 2008, OmniUpdate may not renewed for a second year.

Web Steering Committee Proposal for Web Content Management System (CMS) Business Case Drivers for improving web management efficiency By improving the efficiency of managing web content, we can address these drivers: 1. 2. 3. 4. 5. Our web site is the first point of contact for prospective students. Dan Tramuta, Associate Vice President for Enrollment Services, reports that over 50% of our enrolled Fall 2007 freshmen first point of contact with SUNY Fredonia was through our web site. Our web site is becoming the primary and even the only source for some kinds of campus information. We are creating more web-based information every year. From May 2006 through April 2007 we served over 17 million page views of over 18,000 web pages. Based on data for overall trends in information technology, our reliance on web content and services will only increase over time. Supporting the web site with a reliable, efficient content management system will become essential to the function of the university. By implementing a data-driven web CMS and by inviting and training all staff and faculty to manage their own web content, we can address Action Item #21 of The Fredonia Plan (attached), which calls for: Improved Web site. An extensive evaluation of the entire web site will be necessary to ensure consistency and appropriateness. Greater Faculty and Staff Involvement. The campus needs a plan to involve faculty and staff more fully in enhancing the image of the campus, including the sponsorship of faculty exchange programs and outreach opportunities in area schools. Risks of not implementing web content management 1. 2. 3. 4. The current web site is not fulfilling its purpose of serving timely, accurate information to all of our primary audiences. Today, a significant portion of our web site does not meet NYS web accessibility standards and we cannot enforce web policy efficiently across 18,000+ web pages without centralized management. This may leave the university open to legal liability for non-compliance with the ADA Section 508 and NYS accessibility standards. The current web site uses a patchwork of disparate web publishing tools, making web maintenance inefficient. The cost of not addressing content management issues (i.e., accessibility, accuracy, timeliness, ease of navigation) may have a negative impact on both enrollment and retention.

Web Steering Committee Proposal for Web Content Management System (CMS) CMS Implementation Plan & Goals Plan Summary To improve and address every aspect of our web site, a web development plan is proposed to upgrade the site to a web CMS in two phases. Phase I: The first phase is tactical, to achieve short-term web goals, listed below. In Phase I, we will use OmniUpdate Campus to implement a site-wide redesign of 18,000+ web pages. Phase II: The second phase is strategic to achieve long-term web goals. In parallel with the redesign and OmniUpdate migration, Web Steering recommends that a Web CMS Task Force be formed to investigate and select a data-driven CMS by May 2008. We will migrate away from OmniUpdate to the data-driven CMS during 2008 or 2009. Phase I redesign with OmniUpdate The site redesign and implementation of OmniUpdate will help SUNY Fredonia address the highest priorities for the site: accessibility, design, consistent navigation, utility, relevance, and timeliness. Short-term web goals The redesign and migration to OmniUpdate Campus will allow us to: accomplish a site-wide redesign of 18,000+ pages over summer and fall 2007, beginning with first-tier sites improve web management for campus web authors, directors, and department chairs web authors with little experience can use a visual tool for page editing engage web authors, directors and chairs to improve the accuracy and timeliness of the entire web site improve web author s technical skills with training enforce web policy for NYS web accessibility requirements (attached) provide consistent navigation throughout the site via page templates remove out-of-date content as part of the migration and redesign provide RSS feeds from every area of the site separate content (structured HTML) from presentation (CSS2 tableless layout) in preparation for a migration to a data-driven publishing system.

Web Steering Committee Proposal for Web Content Management System (CMS) Implementing a site redesign with OmniUpdate 1. 2. 3. 4. Create page templates using CSS and structured HTML markup. Purchase and configure OmniUpdate Campus to connect to our web server and authenticate users to Active Directory. Develop training materials and provide ongoing training to web authors in partnership with Educational Technology. Ongoing training will be offered on a regular schedule throughout the summer and fall. Web assistants, web authors and the web master will copy web content from old pages into new templates in three stages or tiers of our web content. During this step, old content will be stripped of non-accessible or deprecated markup. Our web server directories and content can be individually uploaded to OmniUpdate s staging server. This offers us a great deal of flexibility for the migration process, allowing us to methodically step through the three tiers of our web content. Content tiers Tier 1 content is high profile and is vital to the day-to-day operation of the university. Ex.: Administration, Admissions, Financial Aid, Registrar, Library, etc. Complete by August 15, 2007 (firm if OmniUpdate is purchased and installed by July 1 or earlier.) Tier 2 content is important campus and academic reference material, but not essential for day-to-day operations. Ex.: academic program descriptions and department pages. Complete by Oct. 31, 2007 (estimated) Tier 3 content is everything else that is not part of the official university web site. Ex.: student organizations, faculty personal pages, etc. Complete by Dec. 31, 2007 (estimated) See attached chart, Proposed Timeline for Web CMS Migration. 7

Web Steering Committee Proposal for Web Content Management System (CMS) Phase II Data-driven CMS The second phase is strategic, to achieve our long-term web goals and position SUNY Fredonia to meet the increasing demand for institution-wide information management and workflow. In parallel with the redesign and OmniUpdate migration, Web Steering recommends that a Web CMS Task Force be formed to investigate and select a data-driven CMS by May 2008. We will migrate away from OmniUpdate to the data-driven CMS during 2008 or 2009, replacing OmniUpdate Campus. OmniUpdate is a hybrid CMS that does not offer all the features, flexibility, or power of a true data-driven web CMS, so it is scheduled to be in use for no more than two years. Because OmniUpdate s system serves the web pages from SUNY Fredonia s existing web server, there is very little estimated cost to cease using OmniUpdate. Long term goals for data-driven CMS Implement an information-centric, data-driven web CMS to: further improve the utility and capability of the entire web site provide or integrate with new web services, such as: coordinated public event calendars across campus for academic and administration departments, SA groups, etc. customized portals forums/wikis/podcasts/blogs user-built online forms provide a web archive process and plan for future institutional research needs (such as a searchable copy of every web page ever published on the site) create highly-granular content data (down to the paragraph) with metadata (a specific context of that paragraph) assemble the content dynamically to create a web page reuse the dynamic content anywhere on the site maintain authoring control at the user, group, and department level integrate with other systems (VEMS, ANGEL, OnBase, data repositories, etc.) engage the entire campus community and our alumni on the web with an unlimited user license web authors can use a visual tool for page editing, developing forms, data collection, storage and the ability to display results.

Web Steering Committee Proposal for Web Content Management System (CMS) Proposed Timeline for Web CMS Migration Version 1.2, 5-9-07 One or two years to complete the migration to a data-driven CMS Data-Driven CMS Today Testing / Trials of data-driven CMS Report & Select Vendor Prep Possible start of data-driven CMS contract Migrate & Train Phase II LAUNCH OmniUpdate Prep templates Start OmniUpdate contract Develop Training Phase I LAUNCH Provide ongoing training Site migration completed End OmniUpdate contract Student web assistants Migrate Tier 1 content Migrate Tier 2 content Migrate Tier 3 content 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 5 6 7 2007 2008 2009

Price Quote Friday, May 4, 2007 Issued To: Jonathan Woolson SUNY Fredonia 280 Central Ave. Fredonia, NY 14063 Phone: 716-673-3323 Fax: Quantity Description of Service Unit Price Extended Site and Module Implementation Costs 1 OU Campus Implementation - Hosted application deployment, set-up staging server and connection to target server. Establish editable regions on up to 3 templates and up to 100 web page. 1 Optional OU Document Comparison - Real-time graphical representation of text comparison between staging and target server. 1 Optional LDAP Integration - External authentication for a wide variety of systems including: Simple, SSL StartTLS and Active Directory. 5,000 5,000 500 500 3,500 3,500 1 Optional RSS Module - Create and manage an unlimited number of RSS 1,000 1,000 feeds. Enables subscribers to be updated on latest information. Implementation Subtotal 10,000 Annual Recurring Costs 250 OmniUpdate Campus Authorized Users 23,000 1 Silver Support Level 15% 3,450 1 Optional Document Comparison 10% 2,300 1 Optional LDAP Module 10% 2,300 1 Optional RSS Module 2,500 Annual Recurring License Subtotal 33,550 First Year Total $ 43,550 Annual Recurring Total $ 33,550 Notes: 1. Quote is valid for 30 days. 2. The quote contains confidential and proprietary information. It should not be disclosed to any individual who is not a direct recipient or directly involved in the evaluation of the proposed solution. OmniUpdate, Inc. 770 Paseo Camarillo, Suite 120 Camarillo, CA 93010 Phone: 805-484-9400 Fax: 805-484-9428 www.omniupdate.com

THE FREDONIA PLAN (excerpt) Final 2006 TECHNOLOGY ACTION ITEM 21: Marketing/Advertising Initiative GOAL: SUNYExpand Fredonia sand richimplement heritage is based New on Approaches a long-standingto history Utilizing and culture of Technology excellence. Every communication and advertising effort should boldly feature SUNY Fredonia s strengths. All communication efforts, both internal and external, should be considered marketing material, and the campus should continue its on-going efforts Effective use of technology is critical to the teaching and learning mission of SUNY both to provide a unique Fredonia look to all published materials and to continue Fredonia. Technology applications must be selected for use at Fredonia based on the building upon the campus motto of Where Success Is a Tradition. needs of students, faculty, administration and staff as well as based on the need to support the other priorities of the Fredonia Plan. Technology services should focus on providing This marketing/advertising initiative requires: reliable and secure networked electronic access to high-speed Internet and e-mail connectivity, effective computer data storage/integration/dissemination, and instructional Better Written Materials. A comprehensive review should be conducted of all graphics and multi-media environments for the campus community. The campus must written communication materials, including brochures, standardized letters, and proactively support technology approaches for student-centered teaching, on-line learning letterhead. and advisement, student and faculty research, business processes for administration and professional staff, and overall communication needs. There is a need for continuous Improved Website. An extensive evaluation of the entire website will be improvement of existing technology, as well as the implementation of new technology necessary to ensure consistency and appropriateness. approaches. Greater Faculty and Staff Involvement. The campus needs a plan to involve faculty and staff more fully in enhancing the image of the campus, including the ACTION ITEM 15: Continuous Technology Upgrade Plan sponsorship of faculty exchange programs and outreach opportunities in area schools. Providing the necessary technology tools software, equipment, and support--to assist the campus is essential to ensuring the continued success and growth of SUNY Fredonia. Shared Facilities. Expand the use of campus facilities (Natatorium, Rockefeller Technological advances occur rapidly and require constant assessment, reevaluation, and Arts Center, New Soccer Stadium, etc) as a focal point for regional academic, upgrades. Technology upgrade activities must also be linked to professional artistic, and athletic events. Our best marketing is often our beautiful campus. It development and student learning activities in order to achieve the necessary learning should be showcased as much as possible to members outside of the immediate outcomes. The campus will prepare a continuous technology upgrade plan that includes: Fredonia community. Requirements for Hardware and Software. Among the items identified would be operating systems, software for Banner Student Information System, e-mail hardware and software, desktop computers, laptops, servers, hardware for individual and shared file storage, and software applications supporting student learning and professional development endeavors in collaboration with the development of Center for Teaching and Learning initiatives. Network core equipment upgrades, bandwidth increases, and the selection procedures for new platforms must be clearly addressed to ensure continuity of technology services. Description of the Facility Requirements. Included will be the campus approach to smart classrooms, installation of high-tech conference facilities, and mobile computing activities.

NYS INFORMATION TECHNOLOGY POLICIES, STANDARDS & GUIDELINES NYS MANDATORY TECHNOLOGY STANDARD S04-001 Accessibility of State Agency Webbased Intranet and Internet Information and Applications Issue Date: June 21, 2004 (revised October 25, 2006) Publication Date: June 21, 2004 (republished October 25, 2006) Defined terms appear in Italics. 1

NYS Mandatory Technology Standard No. S04-001 MEGAN LEVINE DIRECTOR, NEW YORK STATE OFFICE FOR TECHNOLOGY MANDATORY TECHNOLOGY STANDARD Reference: S04-001 Technology Category: Accessibility Standards Title: Accessibility of State Agency Web-based Intranet and Internet Information and Applications Replaces & Supersedes: Authority: S04-001 Accessibility of State Agency Webbased Intranet and Internet Information and Applications (Issued June 21, 2004) Executive Law 206-a Issue Date: June 21, 2004 Revised: Oct. 25, 2006 (Standards 1.6 and 3.3 Publication Date: June 21, 2004 and Review Date updated) Standard Effective Date: June 21, 2004 Review Date: October 21, 2008 Defined terms appear in Italics. 2

NYS Mandatory Technology Standard No. S04-001 Purpose The purpose of this mandatory technology standard is to provide the mechanism for state agencies to comply with OFT Policy, P04-002, Accessibility of State Agency Web-based Intranet and Internet Information and Applications, which provides that all web-based intranet and internet information and applications, (hereinafter referred to as content ), made available by state agencies to the general public, state employees and any other persons are accessible to persons with disabilities. Scope The following mandatory standards apply to state agency content, including, but not limited to, web-based applications, plug-ins, applets, on-line documents, forms and multimedia. Mandatory Technology Standards Standard 1: Text Equivalents for Non-Text Content 1.1 A text equivalent will be provided for all non-text element(s). Non-text elements will include, but are not limited to, images, graphical representations of text (including symbols), image map regions, animations (e.g., animated GIFs), applets and programmatic objects, ASCII art, frames, scripts, images used as list bullets, spacers, graphical buttons, sounds (played with or without user interaction), stand-alone audio files, audio tracks of video, and video. 1.2 Ensure that equivalents for dynamic content are updated when the dynamic content changes. 1.3 Ensure that pages are usable when scripts, applets, or other programmatic objects are turned off or not supported. If this is not possible, provide equivalent information on an alternative accessible page. 1.4 A text equivalent will be provided for all non-text element(s) through the following means: "alt", "longdesc", or in element content. 1.5 An alt attribute will convey the same information, in a textual manner, as intended by the image. 1.6 Graphics which are strictly for decoration, such as bullets, will have an alt attribute defined with no value, or with a single space (e.g., alt="" or alt=" "). 1.7 An alt attribute, within an image element, will not exceed 150 characters. Defined terms appear in Italics. 3

NYS Mandatory Technology Standard No. S04-001 1.8 A longdesc attribute is required within an element if alt text exceeds 150 characters. A descriptive [text] link will also be provided. Standard 2: Use of Color for the Conveyance of Information 2.1 Information will be conveyed in a manner that is not solely dependent on color as the primary means of informing a user how to interpret information. 2.2 Foreground and background colors will provide sufficient contrast. Standard 3: Document Structure 3.1 Web pages will be created using the most current web document specifications (e.g., HTML, XML, XHTML). 3.2 All web pages will include a valid document type declaration (DTD). 3.3 The use of deprecated elements or attributes is not allowed (e.g., the usage of FONT, BOLD & ITALICS are deprecated). 3.4 Web pages will be created using style sheets to achieve formatting and stylistic effects whenever possible. When style sheets are utilized the web pages must convey all relevant information in an accessible manner if the style sheet is disabled for any reason. 3.5 All natural language usage will be clarified using the Lang attribute when the written language is not English. Standard 4: Navigation and Links 4.1 Web pages will be designed to enable users to skip repetitive navigation links. 4.2 All text links will indicate the destination or purpose. 4.3 All state agency web pages will allow the user to return to that state agency s home page. 4.4 Web pages will be designed to be device independent; for example, allow navigation with or without a mouse. Standard 5: Flicker/Blink 5.1 Web site screen elements will not have a flicker rate with a frequency between 2Hz and 55Hz. (2 to 55 flashes per second). Defined terms appear in Italics. 4

NYS Mandatory Technology Standard No. S04-001 5.2 A mechanism will be in place to allow users to turn off screen elements that flicker. 5.3 The use of the blink element is prohibited. Standard 6: Timed Responses 6.1 When a programmed timed response is used on a web site, a notification will be provided on that web page, identifying the time limits and providing the option to extend or remove the limit. 6.2 Client-side auto-refresh or client-side auto-redirect will not be used without a mechanism in place to first alert the user. Standard 7: Tables 7.1 All tables are required to have a summary attribute. 7.2 Tables used solely for formatting, will specify that purpose using a summary attribute (e.g., summary= format or summary= for layout only ). 7.3 Tables with tabular data will use the scope attribute to identify both horizontal and vertical headings. 7.4 Row and column headers will be identified for data tables. Standard 8: Frames, Context and Orientation 8.1 If frames are used, a noframes alternate will be provided. 8.2 If frames are used: 8.2.1 Each frame must be identified with a descriptive title attribute that describes the purpose of each frame(s) and how they relate to each other. 8.2.2 For title text greater than 150 characters a longdesc attribute will be used. Standard 9: Image Mapping 9.1 Image mapping will be client-side based. 9.2 Redundant text links will be provided for each active region of a client-side image map. Defined terms appear in Italics. 5

NYS Mandatory Technology Standard No. S04-001 Standard 10: Audio Only 10.1 Information will not be conveyed by single audio (audio clip sounds to provide instructions, warnings or other information) alone. Standard 11: Multimedia 11.1 Audio State agencies will provide synchronized text captions for multimedia content containing speech, or other audio necessary to understand the content, in accordance with the following schedule: a. By January 1, 2005, 10 percent of all multimedia content containing speech, or other audio, will be captioned. b. By January 1, 2007, 25 percent of all multimedia content containing speech, or other audio, will be captioned. c. By January 1, 2009, 50 percent of all multimedia content containing speech, or other audio, will be captioned. d. For all multimedia content containing speech a transcript will be provided until a synchronized text caption is made available according to the schedule. 11.2 Video/Visual State agencies will provide a video description for multimedia content that contains video, or other visual information necessary for the understanding of the content, in accordance with the following schedule: a. By January 1, 2005, 10 percent of all multimedia content containing video, or other visual information necessary for the understanding of the content, will include a video description. b. By January 1, 2007, 25 percent of all multimedia content containing video, or other visual information necessary for the understanding of the content, will include a video description. c. By January 1, 2009, 50 percent of all multimedia content containing video, or other visual information necessary for the understanding of the content, will include a video description. 11.3 Web Cast All state agency web casts will have synchronized captioning of the speech, or other audio content contained in the web cast, in accordance with the following schedule: Defined terms appear in Italics. 6

NYS Mandatory Technology Standard No. S04-001 a. By January 1, 2005, 10 percent of all web cast hours, residing on the web site, transmitted during the preceding 12 months will include captioning. b. By January 1, 2007, 25 percent of all live web cast hours residing on the web site will include captioning. c. By January 1, 2009, 50 percent of all live web cast hours residing on the web site will include captioning. Standard 12: Scripting 12.1 If web pages utilize scripting languages to display content or create interface elements, the information that is provided by the script will be identified with functional text that can be read by assistive technology devices. 12.2 Event handlers used in any script will be device independent. Deviceindependent event handlers will be used instead of event handlers that require a specific input device (e.g., mouse). If a generic event handler is not available, more than one device-specific event handler will be used. 12.3 The use of ondblclick event will not be allowed. 12.4 A mechanism (e.g., a text notice the following link will bring you to a new browser) will be in place to alert the user prior to the opening of an additional web browser, pop-up window or a redirect that disables a browser s back button. 12.5 All documents with client side scripting will provide equivalent content or functionality via a noscript element. Standard 13 Forms 13.1 On-line forms will allow people using assistive technology devices to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues. 13.2 A label element will be used for all form controls that do not have implicit labels. 13.3 Forms elements will be in logical tab order. Standard 14: Downloadable/Embedded Objects 14.1 When downloadable documents [e.g., word processing documents, spreadsheets, Portable Document Format (PDF), java applets] are used, a link to accessible HTML or text version(s) will be made available. 14.2 When hardware, software and assistive technology devices are controlled by a state agency, downloadable documents [e.g., word processing documents, Defined terms appear in Italics. 7

NYS Mandatory Technology Standard No. S04-001 Definitions spreadsheets, Portable Document Format (PDF)] available through an intranet or extranet will be allowed. A complete listing of defined terms for NYS Information Technology Policies, Standards, and Best Practice Guidelines is available in the "NYS Information Technology Policies, Standards, and Best Practice Guidelines Glossary" (http://www.oft.state.ny.us/policy/glossary.htm). The following defined terms are used in this Policy. Alt attribute will mean an attribute used in the <img> tag to describe the image. Assistive Technology Devices will mean any item, piece of equipment, or product system, whether acquired commercially, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities. Client-side image map Deprecated Descriptive link will mean HTML code delivered to the browser that provides coordinates to hot spots users may click on inside a given image. will mean an element or attribute that is being phased out and will no longer be supported, or any elements or attributes that are currently not supported. A list of deprecated terms is provided by the World Wide Web Consortium at http://www.w3.org/tr/rechtml40/index/elements.html will mean a link to a page that provides a description of the image, commonly referred to as a D link. Device-independent event handlers will mean that an array of input (e.g., mouse, keyboard, microphones, pointing devices) or output (e.g., monitors, speech synthesizers, Braille devices) devices are able to interface with the content. Device-specific event handler will mean that a specific input or output device is required to interface with the content. Defined terms appear in Italics. 8

NYS Mandatory Technology Standard No. S04-001 Document type definition will mean HTML directive which provides information to the browser about the syntax used to markup the content. Elements Event Handler Frames Functional text Longdesc attribute Noframes Persons with Disabilities Screen reader Server side image map State Agency will mean HTML tags. will mean triggers which are fired when certain keyboard or mouse activity is detected such as clicked, focus, etc. will mean a Web browser feature that enables a Web Page to be displayed in an individual, independently scrollable window on a screen. will mean text that when read conveys an accurate message as to what is being displayed by the script. will mean an attribute which references a text file containing a longer version of the alt attribute contents. will mean a web page displayed without frames. will have the same meaning as defined in State Executive Law 292. This will mean (a) a physical, mental or medical impairment resulting from anatomical, physiological, genetic or neurological conditions which prevents the exercise of a normal bodily function or is demonstrable by medically accepted clinical or laboratory diagnostic techniques or (b) a record of such an impairment or (c) a condition regard by others as such an impairment. will mean a software application installed on the client machine which scans all textual data and reads it back aloud to the user through a synthesized voice. will mean a file which is directly read from the server by the browser which contains HTML code that provides coordinates to hot spots users may click on inside a given image. will have the same meaning as defined in Executive Law 205(4). This will mean any department, board, bureau, commission, division, office, council, committee, or officer of the state. Such term shall not include the legislature or the judiciary. Synchronized text captions will mean a text transcript that is synchronized, or coordinated in time, with the audio and video track. Defined terms appear in Italics. 9

NYS Mandatory Technology Standard No. S04-001 Video Description Video descriptions make videos, and other visual media, accessible to people who are blind or visually impaired by providing descriptive narration of key visual elements in programs. Contact Information Questions concerning this policy may be directed to the New York State Office for Technology, Strategic and Executive Services (SES) Bureau, (518) 473-0234, attn: Accessibility Program Manager. Defined terms appear in Italics. 10

NYS INFORMATION TECHNOLOGY POLICIES, STANDARDS & GUIDELINES Best Practice Guideline G06-001 Accessibility of State Agency Webbased Intranet and Internet Information and Applications Issue Date: October 25, 2006 Publication Date: October 25, 2006 Defined terms appear in Italics. 1

NYS Best Practice Guideline No. G06-001 MEGAN LEVINE DIRECTOR, NEW YORK STATE OFFICE FOR TECHNOLOGY BEST PRACTICE GUIDELINE Reference: G06-001 Technology Category: Accessibility Title: Accessibility of State Agency Web-based Intranet and Internet Information and Applications Replaces & Supersedes: Authority: n/a Executive Law 206-a Issue Date: October 25, 2006 Publication Date: October 25, 2006 Effective Date: October 25, 2006 Review Date: October 25, 2008 Defined terms appear in Italics. 2

NYS Best Practice Guideline No. G06-001 Purpose The purpose of this best practice guideline is to provide guidance to state agencies in best practices for meeting the NYS Mandatory Technology Standard, S04-001, Accessibility Of State Agency Web-based Intranet and Internet Information and Applications. Scope The following best practice guideline is intended to assist state agencies in their requirements to meet accessibility needs. Best Practice Guideline This Best Practice Guideline follows the order of the Standards numbered 1-14 in S04-001. Where applicable, references to the WCAG 1.0 and Section 508 standards are noted in the best practice guideline. For additional help in meeting the S04-001 standards, refer to the NYS Forum IT Accessibility Committee s Accessibility Checklist which provides a Pass/Fail guide for each standard. This checklist can be found at the NYS Forum website at: http://www.nysforum.org/committees/access/. S04-001 Standard Best Practice Guideline Standard 1: Text Equivalents for Non-Text Content 1.1 A text equivalent will be provided for all non-text element(s). Non-text elements will include, but are not limited to, images, graphical representations of text (including symbols), image map regions, animations (e.g., animated GIFs), applets and programmatic objects, ASCII art, frames, scripts, images used as list bullets, spacers, graphical buttons, sounds (played with or without user interaction), stand-alone audio files, audio tracks of video, and video. If the graphic is used for presentation purposes only, and does not serve a functional purpose (see Standard 1.6), then the "text equivalent" may very well be nothing at all. However, the alt attribute must be present whether any text is included. There is some disagreement even among those with disabilities over whether pictures used as "eye candy" should have alternative descriptions attached. Some disabled users would rather make their own assessments as to whether an image serves no useful purpose; other users would prefer not to be distracted by images that are not meaningful. WCAG 1.0 reference: 1.1 (Pri. 1) Section 508 reference: 1194.22(a) Defined terms appear in Italics. 3

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 1.2 Ensure that equivalents for dynamic content are updated when the dynamic content changes. 1.3 Ensure that pages are usable when scripts, applets, or other programmatic objects are turned off or not supported. If this is not possible, provide equivalent information on an alternative accessible page. 1.4 A text equivalent will be provided for all non-text element(s) through the following means: "alt, "longdesc, or in element content. 1.5 An alt attribute will convey the same information, in a textual manner, as intended by image. 1.6 Graphics which are strictly for decoration, such as bullets, will have an alt attribute defined with no value, or with a single space (e.g., alt="" or alt=" "). 1.7 An alt attribute, within an image element, will not exceed 150 characters. 1.8 A longdesc attribute is required within an element if alt text exceeds 150 characters. A descriptive link will also be provided. Avoid maintaining separate web sites based on ability. You can ensure that ALL users can access a site by implementing standardscompliant code. WCAG 1.0: 6.2(Pri.1), 6.5 (Pri.2) Section 508: 1194.22(j) If using client-side scripting to perform a calculation or other complicated function, provide an alternative that gives the user step-by-step instructions about how to perform the calculation or function on their own. If an image is complicated enough to require more than 150 characters of explanation (the max. length of an alt attribute), it is probably complex enough to require explanation for at least part of the audience. Providing a text link to the description also makes it available for those who cannot clearly understand the image. WCAG 1.0: 1.1 (Pri. 1) Section 508: 1194.22(a) WCAG 1.0: 1.1 (Pri.1) Section 508: 1194.22(a) WCAG 1.0: 1.1 (Pri. 1) Section 508: N/A The industry-wide best practice for alternative text maximum length is now 80 characters (source: http://www.gawds.org/ show.php?contentid=28/). WCAG 1.0: 1.1 (Pri. 1) Section 508: N/A a) Provide text link to longer description. b) The industry-wide best practice for alternative text maximum length is now 80 characters (source: http://www.gawds.org/ show.php?contentid=28/). WCAG 1.0: 1.1 (Pri. 1) Section 508: N/A. Defined terms appear in Italics. 4

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline Standard 2: Use of Color for the Conveyance of Information 2.1 Information will be conveyed in a manner that is not solely dependent on color as the primary means of informing a user how to interpret information. 2.2 Foreground and background colors will provide sufficient contrast. 3.1 Web pages will be created using the most current web document specifications (e.g., HTML, XML, XHTML). 3.2 All web pages will include a valid document type declaration (DTD). Check for colorblind safeness by submitting a page's URL to VisiCheck: http://www.vischeck.com/vischeck. The service is free. WCAG 1.0: 2.1 (Pri. 1) Section 508: 1194.22(c) Check for colorblind safeness by submitting a page's URL to VisiCheck: http://www.vischeck.com/vischeck/. The service is free. WCAG 1.0: 2.2 (Pri. 2) Section 508: 1194.22(c) Standard 3: Document Structure See 3.2 below. Also: 1) Use the W3C's free CSS validator at: http://jigsaw.w3.org/ css-validator/. 2) Use the W3C's free HTML/XHTML validator at: http://validator.w3.org/. 3) Use the W3C s free link checker at: http://validator.w3.org/checklink. WCAG 1.0: 3.2 (Pri. 2), 11.1 (Pri. 2) Section 508: N/A A list of valid DTDs is available on the W3C site at: http://www.w3.org/ QA/2002/04/valid-dtd-list.html. Make sure that documents include one of these DTDs. Missing DOCTYPE, language, or content-type data declarations may render a page unreadable or cause assistive technologies to fail. To promote interoperability, SGML requires that each of its subsets (including HTML) specify its document character set (e.g., <meta http-equiv="content-type" content="text/html; charset=iso-8859-1 />). For a listing of valid character sets, see http://www.w3.org/tr/html401/ sgml/entities.html WCAG 1.0: 3.2 (Pri. 2) Section 508: N/A Defined terms appear in Italics. 5

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 3.3 The use of deprecated elements or attributes is not allowed (e.g., the usage of FONT, BOLD & ITALICS are deprecated). 3.4 Web pages will be created using style sheets to achieve formatting and stylistic effects whenever possible. When style sheets are utilized the web pages must convey all relevant information in an accessible manner if the style sheet is disabled for any reason. 3.5 All natural language usage will be clarified using the Lang attribute when the written language is not English. 4.1 Web pages will be designed to enable users to skip repetitive navigation links. Use semantic markup use (X)HTML elements for their intended use, not for their presentational attributes. Use headings h1- h6 to establish a document's structure. The h1 heading should be the top of the document's structure; h2-h6 should identify heading levels within the document. Use lists only for legitimate lists (including navigation), not for indenting copy. A list of deprecated elements and attributes and suggested alternatives is available at: http://www.nysforum.org/accessibility/ resources/nyspolicy/deprecateddiscouraged.html. WCAG 1.0: 3.7 (Pri. 2), 11.2 (Pri. 2) Section 508: N/A Store styles in a central stylesheet and reference that stylesheet in each document. This leverages the power of stylesheets to streamline changing styles throughout the entire site. Use relative measurements in style sheets (e.g. use percentages instead of pixels, ems instead of points). Test pages with style sheets turned off in the browser to ensure that all information is accessible and usable. WCAG 1.0: 6.1 (Pri. 1), 3.3 (Pri. 2) Section 508: 1194.22(d) It is considered best practice to include lang="en" or lang="en-us" attributes in a page head even on pages using only English. Note those instances in which non-english words or phrases using the lang attribute are used. WCAG 1.0: 4.1 (Pri. 1) Section 508: N/A Standard 4: Navigation and Links The link to "Skip Navigation" should be visible so that sighted visitors using the keyboard can benefit from the functionality. WCAG 1.0: 13.6 (Pri. 3) Section 508: 1194.22(o) Defined terms appear in Italics. 6

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 4.2 All text links will indicate the destination or purpose. 4.3 All state agency web pages will allow the user to return to that state agency's home page. 4.4 Web pages will be designed to be device independent; for example, allow navigation with or without a mouse. 5.1 Web site screen elements will not have a flicker rate with a frequency between 2Hz and 55Hz (2 to 55 flashes per second). 5.2 A mechanism will be in place to allow users to turn off screen elements that flicker. Avoid using non-descriptive link text such as "click here." Links may not be understandable out of context, such as "click here" or "more." Avoid having the same link text point to different target locations. Standardize navigation so that it appears in relatively the same place on all pages. Provide more than white space around links for example, use the "pipe" character ( ) to separate links. Without proper separation, screen readers may incorrectly read adjacent links as the same link. WCAG 1.0: 13.1 (Pri. 2) Section 508: 1194.22(a) Optimize usability by picking a place for stable and repeating elements like logos or links to the home page. Users will quickly learn how to use a site if the layouts are consistent. WCAG 1.0: 13.4 (Pri. 2) Section 508: N/A Have someone not involved in page design use attempt to use their keyboard to navigate the page. If they lose track of their cursor at any time, consider adding tabindex attributes to control flow of focus. The tabindex attribute can be used in the following elements: a, area, button, input, object, select, textarea. WCAG 1.0: 9.3 (Pri. 2) Section 508: 1194.22(n) Standard 5: Flicker/Blink Using blinking elements to attract the attention of visitors is annoying and is considered rude. Animation can be distracting to visitors with certain visual or cognitive disabilities. The currently accepted best practice is to not use blinking at all. (http://www.usabilitynews.com/ news/article1618.asp). However, if animations are used, set them to a slow rate, and set a time-out so that they stop after a certain time or number of loops. NOTE: Flickering or blinking can trigger epileptic seizures in sensitive individuals. WCAG 1.0: 7.1 (Pri. 1) Section 508: 1194.22(j) WCAG 1.0: 7.2 (Pri. 2) Section 508: N/A Defined terms appear in Italics. 7

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 5.3 The use of the blink element is prohibited. WCAG 1.0: 7 Note #2 Section 508: N/A 6.1 When a programmed timed response is used on a web site, a notification will be provided on that web page, identifying the time limits and providing the option to extend or remove the limit. 6.2 Client-side auto-refresh or client-side auto-redirect will not be used without a mechanism in place to first alert the user. 7.1 All tables are required to have a summary attribute. 7.2 Tables used solely for formatting will specify that purpose using a summary attribute (e.g., summary="format" or summary="for layout only"). 7.3 Tables with tabular data will use the scope attribute to identify both horizontal and vertical headings. 7.4 Row and column headers will be identified for data tables. Standard 6: Timed Responses Display a prominent notice on the page to let users know that a time-out feature is in effect, and tell what the time-out interval is. Also display a link to a location where users may modify the time interval. Be sure to include contact information so that issues related to timed responses can be addressed by a user with disabilities. WCAG 1.0: N/A Section 508: 1194.22(p) When using a redirect, include an interim page telling the user they are being redirected (along with a link to the page's new location, if applicable) and program a sufficient delay into the redirect so that visitors can read the notice. WCAG 1.0: 7.4 (Pri. 2), 7.5 (Pri. 2), 10.1 (Pri. 2) Section 508: N/A Standard 7: Tables For tables not used for layout, provide a concise description of table content. WCAG 1.0: 5.5 (Pri. 3) Section 508: 1194.22(g) If using tables for layout, check to make sure that content linearizes properly when using assistive technology. Check this by using Lynxview, a free tool available at: http://www.delorie.com/web/ lynxview.html WCAG 1.0: N/A Section 508: N/A Use "row" to describe the scope of a row heading; "col" to describe the scope of a column heading (e.g., scope="row"; scope="col"). WCAG 1.0:5.2 Section 508: 1194.22(g) A good example of how to set up row and column headers can be found at: http://www.w3.org/tr/wcag10/waipageauth.html#tech-table-structure. WCAG 1.0: 5.1 (Pri. 1), 5.2 (Pri. 1), 5.6 (Pri. 3) Section 508: 1194.22(g), 1194.22(h) Defined terms appear in Italics. 8

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline Standard 8: Frames, Context and Orientation 8.1 If frames are used, a noframes alternate will be provided. 8.2 If frames are used: 8.2.1 Each frame must be identified with a descriptive title attribute that describes the purpose of each frame(s) and how they relate to each other. 8.2.2 For title text greater than 150 characters a longdesc attribute will be used. 9.1 Image mapping will be clientside based. Frames cause problems for users in two significant ways. First, the ability to bookmark may not save a link to the information the user wants to keep available. Second, printing is unreliable, since without intervention the browser will print whichever frame is active which may not be the frame containing the information the user wants. Wherever possible, frames should be avoided. WCAG 1.0: N/A Section 508: N/A Descriptive frame titles are essential for those using assistive technology to access a page. A frame title of "left_side" provides no useful information to someone without a visual frame of reference; a frame title of "page_navigation" does. WCAG 1.0: 12.1 (Pri. 1), 12.2 (Pri. 2) Section 508: 1194.22(i) WCAG 1.0: 12.2 (Pri. 2) Section 508: N/A Standard 9: Image Mapping WCAG 1.0: 9.1 (Pri. 1) Section 508: 1194.22(f) 9.2 Redundant text links will be provided for each active region of a client-side image map. Redundant text links can also benefit search engine optimization, and will provide navigational features for those less experienced visitors who may not realize that an image is clickable. As noted in Standard 4, such redundant navigation should be applied consistently, so that it is easy for visitors to find it. WCAG 1.0: 1.5 (Pri. 3) Section 508: N/A Defined terms appear in Italics. 9

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 10.1 Information will not be conveyed by single audio (audio clip sounds to provide instructions, warnings, or other information) alone. 11.1 Audio State agencies will provide synchronized text captions for multimedia content containing speech, or other audio necessary to understand the content, in accordance with the following schedule: a. By January 1, 2005, 10 percent of all multimedia content containing speech, or other audio, will be captioned. b. By January 1, 2007, 25 percent of all multimedia content containing speech or other audio will be captioned. c. By January 1, 2009, 50 percent of all multimedia content containing speech or other audio will be captioned. d. For all multimedia content containing speech a transcript will be provided until a synchronized text caption is made available according to the schedule. Standard 10: Audio Only When providing a spoken word audio clip, provide a text transcript of what's being said. When providing an audio clip of a sound, provide a text description of the sound. WCAG 1.0: 1.1 (Pri. 1) Section 508:1194.22(a) Standard 11: Multimedia The National Center for Accessible Media (NCAM) has published Accessible Digital Media: Design Guidelines for Electronic Publications, Multimedia and the Web, an extensive online resource for producing accessible content. These guidelines are available at: http://ncam.wgbh.org/ publications/adm/ index.html. In particular, Guideline H, which can be found at http://ncam.wgbh.org/ publications/adm/ guideline_h.html provides information on producing accessible multimedia. WCAG 1.0: 1.1 (Pri. 1), 1.3 (Pri. 1), 1.4 (Pri. 1) Section 508:1194.22(a) Defined terms appear in Italics. 10

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 11.2 Video/Visual State agencies will provide a video description for multimedia content that contains video, or other visual information necessary for the understanding of the content, in accordance with the following schedule: a. By January 1, 2005, 10 percent of all multimedia content containing video, or other visual information necessary for the understanding of the content, will include a video description. b. By January 1, 2007, 25 percent of all multimedia content containing video, or other visual information necessary for the understanding of the content, will include a video description. c. By January 1, 2009, 50 percent of all multimedia content containing video, or other visual information necessary for the understanding of the content, will include a video description. 11.3 Web Cast All state agency web casts will have synchronized captioning of the speech, or other audio content contained in the web cast, in accordance with the following schedule: a. By January 1, 2005, 10 percent of all web cast hours, residing on the web site, transmitted during the preceding 12 months will include captioning. b. By January 1, 2007, 25 percent of all live web cast hours residing on the web site will include captioning. c. By January 1, 2009, 50 percent of all live web cast hours residing on the web site will include captioning. WCAG 1.0: 1.1 (Pri. 1), 1.4 (Pri. 1) Section 508:1194.22(b) WCAG 1.0: 1.1 (Pri. 1) Section 508: 1194.22(a), 1194.22(b) Defined terms appear in Italics. 11

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 12.1 If web pages utilize scripting languages to display content or create interface elements, the information that is provided by the script will be identified with functional text that can be read by assistive technology devices. 12.2 Event handlers used in any script will be device independent. Device-independent event handlers will be used instead of event handlers that require a specific input device (e.g., mouse). If a generic event handler is not available, more than one device-specific event handler will be used. 12.3 The use of ondblclick event will not be allowed. Standard 12: Scripting Turn off scripting support in the browser and test the page. Is all of the information and functionality still available? If so, the page will pass. WCAG 1.0: 6.3 (Pri. 1), 6.2 (Pri. 1) Section 508: 1194.22(l), 1194.22(m) Avoid using mouse-specific event handlers such as onmouse events. Use the more generic "onfocus, "onblur, "onkeydown, and "onkeyup. Also, try navigating the page with the keyboard only. WCAG 1.0: 6.4 (Pri. 2), 9.3, (Pri. 2) Section 508: N/A WCAG 1.0: 6.4 (Pri. 2), 9.3, (Pri. 2) Section 508: N/A 12.4 A mechanism (e.g., a text notice - the following link will bring you to a new browser) will be in place to alert the user prior to the opening of an additional web browser, pop-up window or a redirect that disables a browser's back button. 12.5 All documents with client side scripting will provide equivalent content or functionality via a noscript element. Any time that clicking on a link breaks the use of the browser's forward/back buttons (new browser window, redirects, etc.), the user should be notified beforehand. It is particularly important to people with visual disabilities, as they have no other way of knowing that a new browser instance has been opened. Any time a new browser window of any type is spawned, users should be provided with an explicit way to close the new window and return to the original session. WCAG 1.0: 7.5 (Pri. 2), 10.1 (Pri. 2) Section 508: N/A Client-side scripting relies on the user's platform, which cannot be reliably predicted in a public web site setting. In instances where scripting is the only way to provide needed functionality, server-side scripting (e.g., Java, PHP, etc.) may provide a better choice. To test: Turn off scripting support in the browser and test the page. Is all of the information and functionality still available? If so, the page will pass. WCAG 1.0: 6.3 (Pri. 1) Section 508: 1194.22(l) Defined terms appear in Italics. 12

NYS Best Practice Guideline No. G06-001 S04-001 Standard Best Practice Guideline 13.1 On-line forms will allow people using assistive technology devices to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues. 13.2 A label element will be used for all form controls that do not have implicit labels. 13.3 Forms elements will be in logical tab order. Standard 13: Forms Try navigating the form using the keyboard. Does the cursor stop in the right place? Are you able to access and use all of the form controls? WCAG 1.0: 8.1 (Pri. 1/2), 9.3 (Pri. 2), 10.2 (Pri. 2), 12.4 (Pri. 2) Section 508: 1194.22(n), 1194.22(p) Don't rely on implicit labels. Use explicit labels for all form controls. WCAG 1.0: 10.2 (Pri. 2), 12.4 (Pri. 2) Section 508: N/A Don't rely on "natural" order alone. Use the tabindex attribute for all form elements. WCAG 1.0: 9.4 (Pri. 3) Section 508: N/A Standard 14: Downloadable/Embedded Objects 14.1 When downloadable documents [e.g., word processing documents, spreadsheets, Portable Document Format (PDF), java applets] are used, a link to accessible HTML or text version(s) will be made available. 14.2 When hardware, software and assistive technology devices are controlled by a state agency, downloadable documents [e.g., word processing documents, spreadsheets, Portable Document Format (PDF)] available through an intranet or extranet will be allowed. If documents cannot be converted from their original format to an accessible format, post a notice to that effect and include contact information for users who need the information in another format. The agency still has a responsibility to make that information available in some other format (e.g., plain text, audio, etc.). WCAG 1.0: 11.3 (Pri. 3) Section 508: 1194.22(m) This standard was adopted to allow the use of technologies and content that would be considered questionable on a public site, where the visitor s hardware/software is unknown. This does not eliminate the agency's obligation to provide reasonable accommodation (e.g., screen reader, screen magnifier, adaptive hardware). WCAG 1.0: N/A Section 508: N/A Defined terms appear in Italics. 13

NYS Best Practice Guideline No. G06-001 Definitions A complete listing of defined terms for NYS Information Technology Policies, Standards, and Best Practice Guidelines is available in the "NYS Information Technology Policies, Standards, and Best Practice Guidelines Glossary" (http://www.oft.state.ny.us/policy/glossary.htm). The following defined terms are used in this Guideline. Alt attribute will mean an attribute used in the <img> tag to describe the image. Assistive Technology Devices will mean any item, piece of equipment, or product system, whether acquired commercially, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities. Client-side image map Deprecated Descriptive link will mean HTML code delivered to the browser that provides coordinates to hot spots users may click on inside a given image. will mean an element or attribute that is being phased out and will no longer be supported, or any elements or attributes that are currently not supported. A list of deprecated terms is provided by the World Wide Web Consortium at http://www.w3.org/tr/rechtml40/index/elements.html will mean a link to a page that provides a description of the image, commonly referred to as a D link. Device-independent event handlers will mean that an array of input (e.g., mouse, keyboard, microphones, pointing devices) or output (e.g., monitors, speech synthesizers, Braille devices) devices are able to interface with the content. Device-specific event handler will mean that a specific input or output device is required to interface with the content. Document type definition will mean HTML directive which provides information to the browser about the syntax used to markup the content. Defined terms appear in Italics. 14

NYS Best Practice Guideline No. G06-001 Elements Event Handler Frames Functional text Longdesc attribute Noframes Persons with Disabilities Screen reader Server side image map State Agency will mean HTML tags. will mean triggers which are fired when certain keyboard or mouse activity is detected such as clicked, focus, etc. will mean a Web browser feature that enables a Web Page to be displayed in an individual, independently scrollable window on a screen. will mean text that when read conveys an accurate message as to what is being displayed by the script. will mean an attribute which references a text file containing a longer version of the alt attribute contents. will mean a web page displayed without frames. will have the same meaning as defined in State Executive Law 292. This will mean (a) a physical, mental or medical impairment resulting from anatomical, physiological, genetic or neurological conditions which prevents the exercise of a normal bodily function or is demonstrable by medically accepted clinical or laboratory diagnostic techniques or (b) a record of such an impairment or (c) a condition regard by others as such an impairment. will mean a software application installed on the client machine which scans all textual data and reads it back aloud to the user through a synthesized voice. will mean a file which is directly read from the server by the browser which contains HTML code that provides coordinates to hot spots users may click on inside a given image. will have the same meaning as defined in Executive Law 205(4). This will mean any department, board, bureau, commission, division, office, council, committee, or officer of the state. Such term shall not include the legislature or the judiciary. Synchronized text captions will mean a text transcript that is synchronized, or coordinated in time, with the audio and video track. Video Description Video descriptions make videos, and other visual media, accessible to people who are blind Defined terms appear in Italics. 15

NYS Best Practice Guideline No. G06-001 or visually impaired by providing descriptive narration of key visual elements in programs. Contact Information Questions concerning this standard may be directed to the New York State Office for Technology, Strategic and Executive Services (SES) Bureau, (518) 473-0234, attn: Accessibility Program Manager or nyecom@oft.state.ny.us. Defined terms appear in Italics. 16

Web Content Management Task Force Report Content management is a process, not a technology. Implementing a CMS requires planning and institutional commitment to ensure success. Task Force Members: Tracy Collingwood, Co-chair Randy Gadikian, Co-chair Ben Hartung Michael Jabot Michael Jackino Kathleen Sacco Andrea Wasiura

Executive Summary Recommendation: Fredonia College should purchase OmniUpdate Campus as content management system software to meet the external communication needs of marketing, public relations and development activities. Further Recommendations: In addition to the selection of a campus-wide CMS software product, the following items should also be addressed to ensure successful implementation: 1. Policy Review During the course of evaluating web content management solutions, it became apparent that there are several areas where policies relating to web content and web management are not clear. The University should clarify web policies and communicate these to all constituents involved. 2. Information Technology Services Architecture Review The University should determine whether the current IT architectural components in place or in the planning stage will address key CMS needs. 3. Support and Training Enhancements Inadequate staffing levels and the need for additional training staff to provide services is imperative and needs to be addressed. For the success and viability of any CMS, the University should expand its training and support programs, directly targeting all CMS end users. 4. Web Steering Committee There are many web related tasks and decisions which could benefit from a website steering committee actively involved in understanding marketing and enrollment strategies, University goals, and digital learning environments. It may be helpful for this committee to have the authority to oversee future directions and policies related to the web, and provide strategic guidance as needed. 2

Introduction Managing content and providing assistance to web authors* is a critical element in the success and viability of SUNY Fredonia s website. This decentralized approach offers opportunities and challenges in maintaining accurate and up-to-date content, as well as ensuring overall quality, professionalism, consistency and visual appeal. What is a Content Management System? A content management system (CMS) is a computer software system for organizing and facilitating collaborative creation of documents and other content. Moreover, a CMS is a web application used for managing websites and web content. A CMS supports the creation, management, distribution, and publishing of institutional information. It covers the complete lifecycle of the pages on a website, from providing simple tools to create the content without needing to know html, through publishing, and finally to archiving. The basic idea behind a CMS is to separate the management of content from design. Page designs are stored in templates while the content may be stored in a database or separate files. A CMS provides the ability to manage the content and structure of the site, the appearance of the published pages, and the navigation provided to end users. Why would we want to use a CMS? Content management systems offer benefits for both website authors and administrators. Web authors can easily create web pages with little or no knowledge of html. Another benefit to using a CMS is the ability to use templates and common design elements to ensure consistent design throughout the site. The author can then concentrate on content over design. To change the appearance of the website, the administrators need only modify the templates and not each individual page. A CMS may also simplify the delegation of responsibility for the provision and maintenance of content on the website. Many CMS solutions enable different levels of access to be set for separate areas of the website. This can usually be done through a web browser based interface. Recognizing that a CMS will greatly benefit web content providers and the web coordinator in maintaining accurate and current web content, a Web Content Management Task Force was implemented and charged with: 1. Developing criteria for evaluation of content management solutions, including a quantifiable product comparison template. Such criteria would include single sign-on authentication functionality (a Fredonia Plan goal) and integration with extant database platforms (Banner, ANGEL, etc.) and web services; 2. Applying the criteria to DotNetNuke and no more than three additional content management solutions for which current research and reports exist, and; 3. Submission of final report and recommended solution of no more than ten pages in length to the Chair of the Information Technology Advisory Board for review by ITAB and the ITS Executive Board by August 31st. 3

For the purpose of this evaluation we are defining a peer institution as a publicly funded comprehensive college with a student population between approximately 4000 and 8000 students, using the Banner Student Records system and having an in-house Data Center. *A web author is defined as the person in charge of maintaining and updating his or her respective departmental or office web pages. When no web author is assigned, this responsibility defaults to the Chair or the Director. Goals and Objectives Based on the needs of the University and web authors, the goal of implementing a CMS at SUNY Fredonia was identified as a solution to ensure both novice (with little or no html knowledge) and expert users would be able to easily update and maintain their respective web pages. Evaluation Criteria Criteria for evaluation of content management solutions was developed, including a quantifiable product comparison template. Based on campus needs, three primary areas of evaluation were targeted including: 1) simplification and ease of use; 2) flexibility, and; 3) features and functionality. Single sign-on authentication functionality and integration with extant database platforms (Banner, ANGEL, etc.) and web services was also considered. The following criterion guided our evaluations: Simplification & Ease of Use Does the CMS make it easier for web authors to publish information to the website? Bearing in mind differing user roles, is the interface as simple as it could be? For novice web authors, is it cluttered and overly technical? Can web authors perform simple tasks without training? If not, is it easy to discover how to perform them without contacting technical support? Does the CMS simplify site management and administration? Flexibility Can authors easily upload and use images in their web pages? Is the CMS able to accept documents developed by programs such as Microsoft Word, Excel, PowerPoint, etc.? Can experienced html developers easily switch between a user interface and hand coding? What programming/scripting languages are supported by the CMS? Does the CMS support a range of databases? Can the CMS serve the varied needs of SUNY Fredonia? Features & Functionality Are web pages handicapped accessible according to ADA/Section 508 guidelines? 4

What additional features does the CMS provide? Does the interface behave like other applications? For example, do right-clicks, double-clicks, tooltips, and multiple selection work as you would expect? Does the system provide single sign-on authentication functionality? Can the CMS be integrated with Banner Student Records and other systems as needed? Can the CMS scale to meet SUNY Fredonia's future needs? Is the system reliable and stable? Is there a workflow system in place for web administration verification of content accuracy and style? Products Evaluated A number of CMS software packages were considered and criteria established in an effort to limit our in depth evaluations to solutions geared toward campus needs. The Web Content Management Task Force evaluated the following CMS products: DotNetNuke Macromedia Contribute OmniUpdate Campus RedDot Evaluation Procedure Understanding the selection process itself is critical to the success of the project, the Task Force held open demos and invited web authors on campus. One student also attended demos and provided additional feedback. The following survey instrument was utilized for Task Force committee members: 5

CMS Evaluation Criteria CMS Product Name: Date: Please rank this CMS on a scale of 1 5 in terms of how well the product meets each specified criteria. Strongly Strongly Disagree Agree 1 2 3 4 5 Simplification & Ease of Use The CMS makes it easier for web authors to publish information to the website. Rank Bearing in mind differing user roles, the interface is as simple as it can be. Web authors can perform simple tasks without training. The CMS simplifies site management and administration. Flexibility Web authors can easily upload and use images in their web pages. The CMS is able to accept documents developed by programs such as Microsoft Word, Excel, PowerPoint, etc. Experienced html developers can easily switch between a user interface and hand coding. Forms are easy for the end user to create and maintain. Various programming/scripting languages are supported by the CMS. The CMS supports a range of databases. The CMS will serve the varied needs of SUNY Fredonia. continued - see following page 6

Features & Functionality The CMS creates web pages (i.e., code and menus) that are handicapped accessible according to ADA/Section 508 guidelines. The CMS is customizable. Additional features or modules can be added. The interface is intuitive and behaves like other applications. The system provides single sign-on authentication functionality. The CMS can be integrated with Banner Student Records and other systems as needed. The CMS is scalable and can meet SUNY Fredonia's future needs. The system is reliable and stable. Technical support and training is readily available. There is a process in place to inform of service, updates and back-up schedules. There is a workflow system in place for web administration verification and approval of content accuracy, style and timeliness. Other colleges and universities of our size are using this product. Costs are reasonable (consider all expenses -- including front-end costs plus back-end development and programming, training, staffing, and help desk related assistance). TOTAL Additional comments (if any): 7

The following survey instrument was utilized for Web Authors: (basically a shortened version with back-end technical requirements removed) Web Author CMS Evaluation Criteria CMS Product Name: Date: Your Name: Please rank this CMS on a scale of 1 5 in terms of how well the product meets each specified criteria. Strongly Strongly Disagree Agree 1 2 3 4 5 Simplification & Ease of Use The CMS makes it easier for web authors to publish information to the website. Rank The interface seems as simple as it can be. Web authors can perform simple tasks without training. The CMS simplifies site management and administration. Flexibility Web authors can easily upload and use images in their web pages. The CMS is able to accept documents developed by programs such as Microsoft Word, Excel, PowerPoint, etc. Forms are easy for the end user to create and maintain. As a web author, I would be comfortable using this product. Additional comments (if any): TOTAL 8

Key Findings All members but one of the Web Content Management Task Force evaluated OmniUpdate Campus as the recommended CMS solution. The following chart summarizes the data of Task Force member responses. Web Content Management Task Force Summary CMS Evaluations Task Force Member Responses Contribute DotNetNuke OmniUpdate RedDot Recommend Campus 92 96 97 76 OmniUpdate n/a n/a 62* 61* OmniUpdate 88 66 66 88 Contribute/RedDot (tie) 67 n/a 86 72 OmniUpdate 84 44 99 79 OmniUpdate TOTAL 331 206 410 376 OmniUpdate *Not all statements were answered on the evaluation sheet Web authors also preferred OmniUpdate Campus giving this solution a total score of 273 with RedDot trailing with a total score of 250 points. See data below. Web Author Summary CMS Evaluations OmniUpdate Campus (overall total score = 273) Strongly Strongly Disagree Agree Simplification & Ease of Use 1 2 3 4 5 The CMS makes it easier for web authors to publish 3 6 information to the website. The interface seems as simple as it can be. 1 5 2 Web authors can perform simple tasks without training. 1 3 4 The CMS simplifies site management and administration. 1 1 7 Flexibility Web authors can easily upload and use images in their web 1 4 4 pages. The CMS is able to accept documents developed by 3 4 programs such as Microsoft Word, Excel, PowerPoint, etc. Forms are easy for the end user to create and maintain. 3 2 As a web author, I would be comfortable using this product. 1 5 (3.5) TOTAL RESPONSES 0 1 3 23 34 9

RedDot (overall total score = 250) Strongly Strongly Disagree Agree Simplification & Ease of Use 1 2 3 4 5 The CMS makes it easier for web authors to publish 4 5 information to the website. The interface seems as simple as it can be. 1 5 1 Web authors can perform simple tasks without training. 1 6 1 The CMS simplifies site management and administration. 5 3 Flexibility Web authors can easily upload and use images in their web 3 5 pages. The CMS is able to accept documents developed by 1 4 3 programs such as Microsoft Word, Excel, PowerPoint, etc. Forms are easy for the end user to create and maintain. 1 2 1 As a web author, I would be comfortable using this product. 1 1 4 TOTAL RESPONSES 0 0 5 30 23 Recommendations The University should adopt a centrally-supported CMS with single sign-on authentication functionality and integration with extant database platforms (Banner, ANGEL, etc.) and web services. Given the needs and resources of SUNY Fredonia, OmniUpdate Campus was selected as the best solution to meet current and future web content management objectives. OmniUpdate Campus was consistently ranked as the #1 preference among Task Force members and web authors as being a tool that would increase productivity and enable web authors of all levels, from novice to expert, the ability to easily maintain and update their web pages. The cost of OmniUpdate Campus is reasonable (see detailed Price Quote from OmniUpdate at the end of this document) given that CMS software solutions often range upwards of $55,000+. OmniUpdate Campus includes a first year start-up total of $24,250 followed by an annual recurring total of $18,750. This pricing includes the following: OmniUpdate Campus Implementation (hosted application deployment, establish staging and target servers) 100 authorized user licenses (there are approximately 80 web authors currently) Support (Silver Support Level) LDAP integration (external authentication for a wide variety of systems including SSL, Active Directory, etc.) Document Comparison (real-time graphical representation of text comparison between staging and target server) RSS Module and automatic display of RSS items on designated web pages (unlimited number of RSS feeds) OmniUpdate Campus was created specifically as a web content management solution for educational institutions to update campus, faculty, student and alumni web pages. Other SUNY peer institutions currently using OmniUpdate Campus include: Oswego, Oneonta, New Paltz, and Delhi. 10

Furthermore, one of the features of this software is improvement of workflow and website administration, enabling non-technical staff, faculty, and students to easily create and maintain web pages within a flexible publishing approval environment. Further Recommendations Content management is a process, not a technology. And as such, installing a CMS requires planning to ensure success. In addition to the selection of a campus-wide CMS software product, the following items should also be addressed to ensure successful implementation: 1. Policy Review During the course of evaluating web content management solutions, it became apparent that there are several areas where policies relating to web content management are not clear. In some cases, there may be duplication of effort or role responsibilities that are not clarified. For example, role responsibilities need to be established concerning issues such as training, support and troubleshooting, responding to Help Desk related questions, creating user accounts and role permissions, content editing and gathering, quality assurance and accuracy of content, verification of style and publication approval of content, adherence to web standards utilizing valid html and handicapped accessibility compliance, creation of template designs to ameliorate consistency and further strategic University goals, and overall web management and administration. It would not be appropriate to implement a technical content management software solution to a problem for which there is no clear policy guidance. A review is needed to determine which areas have clear policy and which areas do not have such guidance. Where appropriate, the University should clarify web policies and communicate these to all constituents involved. 2. Information Technology Services Architecture Review The University should determine whether the current IT architectural components in place or in the planning stage will address key CMS needs. Any CMS may be more effectively implemented if the supporting academic systems are able to seamlessly interface with administrative systems. Implementing a content management system will involve: Managing system hardware (i.e., operating system patches, memory, disk space, etc.) Installing software (i.e., base software, patches and upgrades, etc.) Integrating the software with other institutional systems (i.e., ANGEL, Banner, etc.) Providing routine operating support (i.e., back-ups, virus scans, etc.) Maintaining required network support (i.e., bandwidth, etc.) Ensuring reliable, stable, and secure operations of the system Programming and database needs (i.e., forms, form validation, database connectivity, etc.) 3. Support and Training Enhancements The DNN pilot project was instrumental in identifying implementation and web policy needs. Direct support for web authors creating and using any CMS is a crucial success factor in whether the content management system is not only adopted, but also that it leads to improved quality of content and accuracy on the website. The University should expand its training and support programs, directly targeting all CMS end users. Further, inadequate staffing levels and the need for additional training staff to provide these services is imperative and needs to be addressed. 4. Web Steering Committee There are many web related tasks and decisions which could benefit from a website steering committee actively involved in understanding marketing and enrollment strategies, University goals, 11

and digital learning environments. It may be helpful for this committee to have the authority to oversee future directions and policies related to the web, and provide strategic guidance as needed. Conclusion In 2005, SUNY Fredonia received over 8,264,790 visitors to the website with over 21 million web pages viewed. Technology is essential in getting prospective students and parents interested in our institution, convincing them to stay, helping them achieve academic success, bridging services and communicating information, and keeping alumni connected to their alma mater. Thus, our website should be viewed as a strategic platform to implement immediate connections and cultivate ongoing dialogue with prospective students, parents, donors, current students, faculty and staff. Installing a CMS requires sound planning to ensure success and adoption from the campus community. Our website is a publication showcasing our academic programs and the experience that can only be found at SUNY Fredonia. Our website also provides admissions information and a host of academic services, integration with Banner Information Systems and ANGEL course management, financial aid and scholarships, information and services related to student affairs, administration, human resources, athletics, Reed library, career development, and additional services too numerous to mention. The ANGEL course management system has shown great promise as a platform for the distribution of internal campus communication. Further research on the feasibility of using the ANGEL platform as the campus intranet should be undertaken. Over the last few years, our website has grown tremendously. Therefore, our strategy, policy and staffing needs should be evaluated. We need a well thought out continuous strategy and planning process in place, one that can honestly and objectively address the specific needs of SUNY Fredonia and position us for continued success and growth in the future. 12