Catalog Management Implementation West Virginia University’s Catalog Management Implementation

Contents Introduction Implementation Workflow Access Training DegreeWorks Lessons Learned

Introduction Moved from PDF catalog on Web to online Catalog Management System during 2011-2012 Made decision to improve accuracy and efficiency of the update process as well as to have In addition, wanted to improve the presentation to the general public WVU publishes three catalogs: Undergraduate produced each year and Graduate and Health Sciences Catalogs produced every other year. All three were up for review this year Decentralized system for editing

Implementation RFP process during Summer 2011, made selection in late summer Phone call and in person kick-off meetings with vendor during the early fall Great deal of clean up required once catalog migration took place Initial training provided by vendor over two days in November/December 2011 Department and College editing started immediately after this and continued into June Published last week of June

Workflow We chose Roles over Individuals. Pro- Individuals move in and out of roles. So now when someone moves out of a role, we only update their information in one place. Con- Its difficult for users to tell who is part of a workflow because the system displays the workflow name instead of the individuals’ names.

Workflow To build the workflows, it was important to understand how the catalog information flowed prior to CMS. Ideally we would have had at least two more information fields on our Workflow forms: user name and email address.

Access Our Future Catalog site requires an entry in the User Provisioning Table as well as a User Name and Password. This means that only specified users have access. The User Name and password are in sync with WVU’s MyID system, which means that its not an additional user name and password for users to remember.

Training Nate Lawless and Bryan Blackwell from LeepFrog did our initial trainings. Bryan helped us develop an outline. We set up several training dates across all three campuses. We set up open labs for users who needed specific help with their pages.

DegreeWorks DegreeWorks is the last step in the CMS workflow The process for reviewing and updating scribe from CMS is currently ad- hoc Scribe Start will help streamline this process. Next cycle DegreeWorks changes will only be made in conjunction with catalog updates.

Lessons Learned Start early Cultural issues need to be addressed early Know your software Migrate catalog content early with time for reviewing and cleaning before giving it to the departments. Develop a timeline and stick with it Test Workflow Cultural issues need to be addressed early Tie access to training Style Guide

Questions

Contact Information Jerry.Ross@mail.wvu.edu Kent.Campbell@mail.wvu.edu Kylie.Edmond@mail.wvu.edu