Content Management Replacement Project CMS Report Presentation to Scrutiny, Community Safety & Governance OVSC 8 August 2011 Item 4 Appendix E

Background Issues existing historically with Stellent product: –Oracle took over the original supplier –Support ceased in May 2011 for the publishing tool as no longer provided –Cost of upgrading the licence to the new product: quoted £50-70k –Additional user licences were not available. Item 4 Appendix E

Decision-Making Exercise: Formal Options Appraisal Exercise Lessons Learnt from current LA users: –Merthyr (internet & intranet)Merthyr –Carmarthen (internet & intranet)Carmarthen –Neath Port Talbot (intranet) Engagement with Corporate Web Group to assess users requirements Tested alternative solutions Item 4 Appendix E

Benefits of SharePoint: Under the MS Enterprise Agreement there are no additional costs for client licences Fit for purpose In-house experience and knowledge of the product so easier learning curve, sharing experience and existing knowledge pool Integrates easily with other in-house MS products Integrates easily with new Customer Records Management System (CRM) Reflects the organisations direction for technology solutions Open source licence costs were higher for same level of functionality and support Item 4 Appendix E

Anticipated Stellent Costs: Product renewal: Quoted as £50 – 70k (without provision of the required additional licences). Actual SharePoint Costs to date: Initial up-front software: Nil User Training: Nil User licences: Nil Server licence for intranet: Nil (contained in Enterprise Agreement) Annual software renewal licence: Nil (contained in Enterprise Agreement) ICT Staff Training: £ (ICT staff training budget) Future SharePoint Costs: Server licences for internet: Estimated £3600 p/a Financial Implications Item 4 Appendix E

Progress To Date: 13,000+ pages of content exported from Stellent 13,000+ pages of content imported into SharePoint Training & development for 5 staff The structure has been built from new and the content is being entirely re-organised Presentation templates are being created for users Master pages are complete Servers: three virtual servers have been installed and tested Item 4 Appendix E

In Progress Developing 10 micro-sites within Bridgenders. eg: HR, News, Members etc are being re-organised to fit into the new site A new dynamic home page is being developed and tested Site security has been improved to meet Microsofts recommendations A site box has been made available for development purposes enabling better testing Item 4 Appendix E

Milestones Set up users and allocate permissions: July 2011 Contributors Training: Aug 2011 Intranet Go Live: Sept 2011 Internet Development & Go Live: Post Sept 2011 Item 4 Appendix E

Questions? Item 4 Appendix E