Harnessing the Potential of Database Driven Websites David Lindahl Web Initiatives Manager River Campus Libraries University of Rochester

Background Computer Science Xerox PARC Work Practice Study Web Design and Development

Our Organization University of Rochester Annual sponsored research funding over $1 billion 46 PhD programs UR Libraries Over 3 million volumes $14 million annual budget

Overview Database Driven Websites Dynamic Web Pages Content Management Systems

Why DB Driven? (part 1) Separate design from content Build content management tools Manage content Enforce consistency Retention policy Staff efficiency Provide data integrity Content reuse

Why DB Driven? (part 2) Create a seamless experience Create a task oriented, activity oriented website Improve Usability through more flexibility/capability in pages Customization to users context Connect to other systems

How DB Driven Sites Work Database Server Web ServerClient 1 File Server

Examples of Technologies Cold Fusion Microsoft SQL Active Server Pages Java, JSP, JavaScript PERL Flash Web Services, SOAP, XML

Library Website Goals Visually appealing User-Centered Design Task-oriented Infrastructure to support capabilities

What the Libraries Did Roles and Responsibilities Web Working Group Content Groups Usability Group Vendor Partnerships Technology Platforms / Integration

Our Infrastructure Web Server (Cold Fusion, IIS, Novell) SQL 2000 Server Voyager OPAC (Oracle DB) ILLiad Server ERA Server SFX Server

Applications We Built 1. Content Management System 2. Find Articles 3. Courses 4. Search / Browse Resources 5. Questions and Comments System 6. Change Requests

For Each Application Why? Features / Capabilities Roles and Responsibilities Demonstration System Architecture

1. Content Management System Why? Site survey Thousands of files with no inventory Inconsistency Staff efficiency Usability ADA compliance

1. Content Management System Features / Capabilities (part 1) Staff login / permissions Web administration Page level metadata Edit page button Automatic backup and restore Link checking URL independence / syntax standards

1. Content Management System Features / Capabilities (part 2) Web statistics Support for multiple designs and sites Consistency enforcement Title/link matching Style sheets Common elements Breadcrumbs ADA compliance

1. Content Management System Roles and Responsibilities Web development group Design Development Administration ADA Library staff Content creation and update ADA

1. Content Management System Demonstration Staff login Staff modules Anatomy of a page Page properties Edit page More staff modules

Staff Login Login from any page Permissions determine available services

Footer (after Staff Login) Staff Modules Properties, Edit Page Logoff Link Checker Detailed Last Updated Information

Staff Modules Staff Module Applications Page Manager Site Manager Feedback News Resource Manager Courses Manager Printer Transactions Voyager Link Checking Return To Site Logoff More

Anatomy of a Page Common Header Common Footer Other Properties Title Background Color Meta Tags Page Number

Anatomy of a Page Body Template Body File Common Elements

Page Properties 1 More

Page Properties 2 More

Edit Page

More Staff Modules Logged In To TestDave Account No Access To Admin Functionality Limited Access To Applications Limited Access To Edit Content

1. Content Management System More Demonstration Other sites in our CMS Title link enforcement example Web statistics Link checking

Demo Other Sites

Title Consistency

Demo Statistics

Demo Link Check

1. Content Management System System Architecture (part 1) Web Server IIS Cold Fusion Database Server Microsoft SQL Index.cfm StyleSheet.cfm Header.cfm Body.cfm Footer.cfm File Server Checks System State In DB

1. Content Management System System Architecture (part 2) Database Server Microsoft SQL Database Tables Contain: Pages Users Permissions System State Content (Application Data)

2. Find Articles Why? Finding articles is a big obstacle for undergraduates Usability testing revealed this issue Users don’t know what a database is or how to select one Google can be a lower quality resource

2. Find Articles Features / Capabilities Task oriented pathways to finding articles Google-like search interface Integration of vendor technologies “Hide the technology” Access from home

2. Find Articles Roles and Responsibilities AJN content group Task force on meta-search technology Partnerships with vendors IT department involvement ERA Server SFX Server

2. Find Articles Demonstration Find Articles Browse Results View Full Text (Gathering)

Demo Find Articles

Demo (gathering)

Demo Find Article Results

Demo Full Text

2. Find Articles System Architecture Library Web Server ERA ServerSFX ServerSubscription DB

3. Courses Why? Difficulty finding reserves material Subject guides not effective

3. Courses Features / Capabilities Search interface Custom web pages of library resources for courses Includes bibliographer, selected resources, link to the instructor created course page, the syllabus, and the reserves material Easier for bibliographers Import from the registrars office

3. Courses Roles and Responsibilities Courses content group Responsible for features of system Working with registrars office Bibliographers are responsible for mapping library resources to specific courses. Faculty provide the syllabus Reserves/circ staff for linking

3. Courses Demonstration (front end) Find Course Choose Section View Resources Access Syllabus

Demo Courses

Demo Select

Demo Course Page

Demo Reserves

3. Courses Demonstration (back-end)

Demo Courses Admin

Demo Courses Admin 2

3. Courses System Architecture Voyager Catalog Oracle DB Web Server IIS Cold Fusion Database Server Microsoft SQL Web applications have access to catalog data in real time

Courses Availability Open source software:

4. Search / Browse Resources Why? Catalog difficult to use Catalog user interface not customizable Catalog not task oriented Complex “set limits” screen Boolean searching is not intuitive

4. Search / Browse Resources Features / Capabilities Search box and browsable list available for multiple resources Usability tested interface, customized to the needs of our users Consistent design across all resource types and applications in the site Scheduled export of catalog records

4. Search / Browse Resources Roles and Responsibilities Automated system Content group reviews record displays Design group maintains site style guidelines

4. Search / Browse Resources Demonstration Find Databases Find eJournals Find Videos/DVDs Popular Reading Collection

Demo Videos

Demo Pop Reading

Demo ejournals

Demo DB

4. Search / Browse Resources System Architecture Voyager Catalog Oracle DB Web Server IIS Cold Fusion Database Server Microsoft SQL To improve performance, Cold Fusion scheduled tasks copy catalog data at regular intervals.

5. Questions and Comments System Why? Users were required to understand our organization in order to ask a question or make a comment. Some contact points went to a single individual and could get delayed or lost.

5. Questions and Comments System Features / Capabilities Database-driven help desk application Knowledgeable staff member reads and forwards each piece of correspondence QCs stored in a database with metadata (date, history) Statistics gathering is possible

5. Questions and Comments System Roles and Responsibilities Reference Librarian responsible for triage All staff responsible for responding to Questions and Comments

5. Questions and Comments System Demonstration

5. Questions and Comments System System Architecture Web Server IIS Cold Fusion Database Server Microsoft SQL Server SMTP is used to notify staff of new QCs and to respond to patrons.

6. Change Request System Why? Library staff were ing the web development group directly Newest requests were trumping more difficult outstanding requests No evaluation of the requests was taking place

6. Change Request System Features / Capabilities Change request form Change request queue for viewing status of all requests Urgent request awareness tool View history of past requests and resolutions Print lists designed for weekly review

6. Change Request System Roles and Responsibilities Staff submit requests and track progress through system Comments from the public can be converted to change requests by any staff member Web development group evaluates and implements changes

6. Change Request System Demonstration Change Request Form Outstanding Queue Completed Queue Urgent Queue

Demo CR Form

Demo CR List 1

Demo CR List 2

6. Change Request System System Architecture Change Requests are stored and updated in the database. Web Server IIS Cold Fusion Database Server Microsoft SQL

Others Features Chat system Offline Catalog ILLiad News system Help/FAQ system

Harnessing the Potential of Database Driven Websites David Lindahl Web Initiatives Manager River Campus Libraries University of Rochester