NOAA Enterprise Content Management Managing Web Content with the Stellent CMS presented by Allison Soussi-Tanani For the 2004 NOAA WebShop Radisson Plaza-Warwick Hotel, Philadelphia, PA July 27, 2004

Initial Project Goals Provide a mechanism for efficient and effective communications for internal and external customers Provide an environment of distributed contribution and collection of documents, data, images and other media Provide a mechanism for tracking document contribution with version control

The Evaluation Process Evaluation Criteria Purchase a base system for less than $100k Provide collaborative capabilities Provide scalability to NOAA enterprise Provide document handling and conversion Products Evaluated Zaplet AppMail Stellent Content Management Server and Collaboration Server Reddot Content Management Server PaperThin Common Spot Merant Collage/PVCS Vignette StoryServer Percussion Rhythmyx Gartner Consult – recommended Stellent as best time-to-market and over value

The Final Selection… Easy-to-use solution for content contributors and consumers Browser-based contribution of native files Intuitive windows folder interface with WebDAV Personalized access Content subscriptions and notifications Source content management for all content Rich library services (check-in, check-out, version control) Comprehensive and flexible security Robust source content workflow Source content full-text and metadata indexing Tight integration with Stellent Site Studio & Content Publisher for Web Content Management and publishing  Flexible architecture for base-of-integration 100% Java-based product J2EE support (EJB, JSP tag libraries, Java API) Web Services Support (SOAP,WSDL) Integrations with centralized security models (LDAP, Active Directory, etc.) Packaged Stellent Portal Integrations (IBM, BEA, Plumtree) The most robust product requiring little customization for general use with the need for additional integration Document management roots provide a firm foundation that compliments its Web content delivery File conversion capabilities allow use and management of native document formats Conversion to compliant .pdf printable format for all pages

Current Architecture Hardware Main / Production Server 2 – Intel 2.4GHz Xenon Processors; 533MHz system bus; 512K L2 Cache 4GB PC2100 DDR ECC SDRAM 8 – 146 GB Hard Drives Back-up / Development Server 2GB PC2100 DDR ECC SDRAM Software Content Management Server Content Manager – Provides infrastructure for file management Site Studio – Site development tool (designer) Dynamic Converter – converts ~225 native file formats into xml based content PDF Converter – on-the-fly conversion of xml content and native files into printable, accessible .pdf documents Connection Server - aggregation and distribution of information to and from multiple destinations Database - SQL Server 2000 Stellent PDF Converter Stellent TM PDF Converter automatically converts native files to web-viewable PDF's when the document is "checked in" to Stellent Content Management, enabling any visitor to your Web site to view the document without requiring the native application.   Stellent Dynamic Converter Stellent™ Dynamic Converter enables on-demand, ad-hoc publishing of native business documents to your information portal. With conversion capability for more than 225 file formats (including XML) to HTML and wireless formats, Stellent Dynamic Converter brings a new level of simplicity and productivity to providing web viewable business content. Criteria based rules determine the appropriate templates used to deliver consistent look and feel for corporate business content. Site Studio Stellent™ Site Studio provides your organization with a central management system for all Web content, which will integrate and fit in to your organization’s overall content management strategy, ensuring a lower total cost of ownership. With this solution, web developers can easily create template-driven and fragment-based Web sites that minimize Web site complexity and development and enforce consistent corporate branding. Additionally, Site Studio allows business users to author Web content in user-friendly applications and empowers them to automatically route and publish information directly to the Web to maintain accurate, timely, and current Web site content. Stellent Connection Server Stellent Connection Server allows for the aggregation and distribution of information to and from multiple destinations. There are three primary technology applications in which the Connection Server is intended. The first is to publish or move files to a web server or server farm to keep a production and staging environment synchronized. The second is to automatically push or pull information from the Stellent Content Server to different systems or users using a subscription type model. The third application allows for the aggregation of information in legacy systems, homegrown solutions, or in other repositories in general to be replicated to the Stellent Content Server.

Pilot Implementation Single Server Environment 50 user license model for contribution Unlimited consumption model Hardware / Software administered by NOAA Research Site development and contribution administered by LO / Program

NOAA Content Management Group

NOAA Projects Underway Planned Proposed Taskflow Action Tracker – ability to track, archive and report on tasks and documents through a workflow process Planned Image Management Module – provides mechanism for batch-loading digital images with metadata into CMS and automatically updating pages based on the metadata – currently a manual process – NOS, NMAO, NOAA Library and others NOS / Ocean Exploration – provide CM support to a future expedition – will utilize image management module Proposed NOAA-Wide Collaborative Project – Create a NOAA Intranet with input and update responsibility by NFA and NOAA Lines – Would provide a business infrastructure to contribute to future NOAA projects

Current Development Projects http://intranet.oar.noaa.gov– NOAA ResearchNet intranet, serves NOAA Research employees, contractors and internal partners http://www.oar.hq.noaa.gov – The organizational, headquarters managed Internet site open the public, serving internal and external customers http://cms.noaa.gov – The site supporting the NOAA CMS group – will have contribution model to support NOAA collaborative efforts http://www.webshop.noaa.gov – supports NOAA WebShop – plans for contribution model to support NOAA input to the site, the program structure and paper submission and evaluation.

Policy & Standards: E-Government Act of 2002 TITLE II—Federal Management and Promotion of Electronic Government Services Sec. 207. Accessibility, usability, and preservation of government information. The Interagency Committee on Government Information (ICGI) http://www.cio.gov/documents/ICGI.html Web Content Standards Working Group Recommendations on Web Content Policies (Draft open for comment until 4/30) Authenticity, Branding, and Timeliness of Federal Government Public Web Sites Federal Web Sites Must Promote Citizen Centric Information and Services Federal Web Sites Must be Designated and Written to Ensure Ease To Promote Seamless Government, Federal Agencies Must Seize Opportunities to Simplify and Unify Information Across the Government Agencies Must Continue to Comply with Existing Federal Laws, Regulations and Policies ICGI was formed about three months ago to address Federal Content Issues and Policies and to provide recommendations to OMB on section 207(f)(1) of the e-Gov Act. Major points of the recommendations pertaining to CM implementation: 1.d. Federal Web sites must convey current information 2.a. Content must be organized in Ways that make sense to Citizens (multi use of content) 2.c. Federal Web sites must use common content and terminology to the extent possible (Common elements, i.e. site map, FAQs,services and forms, jobs, laws & regulations, notices) 2.d. Federal Web sites must be Results-oriented (routine evaluation – standardized metrics) 3.d. Access to Documents in Different File formats (conversion capabilities provide mulitple-use-distribution model) 3.h. Accessing information via a search engine (in-house consolidated indexing of all content and media) 3.k. Notifying the Public about Major Changes (subscription options for updates to content +

CM Demonstration – NOAA ResearchNet Intranet Open Intranet Site Enter Contribution Mode Update home page text real-time (XML-based) Demo native document Human Resources / New Hire – Separation Section New Employee Orientation Show PowerPoint file as it displays in html framework Show .pdf version Dynamic List item v. static list item

Spreading the Word LO / Program Training, Briefings & Demonstrations Working with NOS Communications & Education Office collaborative pilot with Ocean Exploration Briefing to NMFS national Webmaster Group Held March 5-day training session open to all LOs and programs 2004 NOAA WebShop Content Management Session a general session is planned to engage both technical and content providers will address how NOAA can organize and manage content better throughout the organization Web Consolidation Session Addressed as part of NOAA Web Architecture evaluation Architecture group will address the foundation of Web content management during this session Web Policy & Standards List of Proposed Outcomes and Actions for Each Session