monash.edu One CMS to rule them all? Sue Steele Manager ITS Web Centre

monash.edu 2 Utilising a Content Management System Choosing an appropriate model for your business Exploring ways to simplify content migration Realising how your CMS can impact on user experience Getting your CMS to be fully accessible Brief case study

monash.edu 3 Utilising a Content Management System Choosing an appropriate model for your business Exploring ways to simplify content migration Realising how your CMS can impact on user experience Getting your CMS to be fully accessible Brief case study

monash.edu 4 Let’s pick a CMS A CMS should produce web sites that align with organisational goals This should be easy 1.Develop your web site’s goals 2.Based on site goals, decide the functionality you require from a CMS 3.Evaluate available CMS and choose the best fit

monash.edu 5 Lets pick a CMS CMS come in all shapes and sizes Some are open source, some cost a great deal of $$$ Some publish stand-alone sites, some are tightly integrated with the published web site Some we don’t even think of as CMS at first

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monash.edu 11 But … Not all web sites have the same goals and needs Intranets may have very different goals compared to public sites The CMS that delivers on one may struggle to deliver on the other if the goals are vastly different

monash.edu 12 Utilising a Content Management System Choosing an appropriate model for your business Exploring ways to simplify content migration Realising how your CMS can impact on user experience Getting your CMS to be fully accessible Brief case study

monash.edu 13 Content migration The simplest way of all is to start from the beginning –Clean slate –Opportunity to review site goals and architecture –Every piece of content is reviewed before migration We always recommend this, it is sometimes done

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monash.edu 16 Can automate a migration Needs considerable preparation Must be tailored for each site migrated Can be done for inconsistent quality content Ideally still requires a human to view and approve migrated content New site and old site have same structure

monash.edu 17 Automated conversion Clean up content –non-compliant file names –non-standard HTML code –orphaned files –empty directories –charset –XHTML 1.0 –abbreviations and acronyms Convert to CMS templates Import converted content into CMS Review content and publish

monash.edu 18 pstagg$./html2cms-cleaner /web/test/ Back-up the directory (Y/N)? y Backing-up: '/web/test' --> '/web/test-cleaner-bak'. File/folder expunging started... File/folder expunging completed! File/folder name cleaning started... File/folder name cleaning completed! File laundering started File laundering completed! Expunging orphaned files started... Expunging orphaned files completed! Expunging empty directories started... Expunging empty directories completed! Finding local broken links started... Finding local broken links completed! File/folder flagging started... File/folder flagging completed! Finalising reports started... Finalising reports completed! Done & Dusted!!! pstagg$s pstagg$./html2cms-cleaner /web/test/ Back-up the directory (Y/N)? y Backing-up: '/web/test' --> '/web/test-cleaner-bak'. File/folder expunging started... File/folder expunging completed! File/folder name cleaning started... File/folder name cleaning completed! File laundering started File laundering completed! Expunging orphaned files started... Expunging orphaned files completed! Expunging empty directories started... Expunging empty directories completed! Finding local broken links started... Finding local broken links completed! File/folder flagging started... File/folder flagging completed! Finalising reports started... Finalising reports completed! Done & Dusted!!! pstagg$s Total Files Before = Total Folders Before = 734 Total Html Files Before* = 5166 Total Files After = 3865 Total Folders After = 416 Total Html Files After* = 1583 Orphaned Files = 9242 Orphaned Exceptions = 24 Renamed Files = 7839 Flagged Files = 1091 Expunged Files** = 9404 Expunged Folders** = 318 Updated Links = 4814 External Links = 2570 Broken Links = 617 Total Files Before = Total Folders Before = 734 Total Html Files Before* = 5166 Total Files After = 3865 Total Folders After = 416 Total Html Files After* = 1583 Orphaned Files = 9242 Orphaned Exceptions = 24 Renamed Files = 7839 Flagged Files = 1091 Expunged Files** = 9404 Expunged Folders** = 318 Updated Links = 4814 External Links = 2570 Broken Links = 617

monash.edu 19 Best of both worlds? Design new intranet Build site architecture in CMS Convert old content that will be migrated Import relevant content into the new architecture (may require manual import)

monash.edu 20 Utilising a Content Management System Choosing an appropriate model for your business Exploring ways to simplify content migration Realising how your CMS can impact on user experience Getting your CMS to be fully accessible Brief case study

monash.edu 21 Intranet CMS user experience Desired outcome/experience may be the very different to that required for a public site Want to encourage collaboration and participation, may allow any user to publish Want seamless experience of web content and other applications/processes

monash.edu 22 Intranet CMS user experience Ease of creating/updating content Familiar interfaces Training implications Integration with existing systems and processes One more thing to remember?

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monash.edu 26 Utilising a Content Management System Choosing an appropriate model for your business Exploring ways to simplify content migration Realising how your CMS can impact on user experience Getting your CMS to be fully accessible Brief case study

monash.edu 27 Accessible CMS inputs and outputs Policies and standards Management support? Contributor education Templates Controlled environment eg corporate browser and SOE standards Vendor education System safeguards?

monash.edu 28 Utilising a Content Management System Choosing an appropriate model for your business Exploring ways to simplify content migration Realising how your CMS can impact on user experience Getting your CMS to be fully accessible Brief case study

monash.edu 29 Snapshot of Monash Over 50,000 students from more than 100 countries 8 campuses: Australia (6), Malaysia and South Africa Centres in Italy and United Kingdom Several study modes Pathway programs Thriving community 10 faculties Parkville campus London centre South Africa campus

monash.edu 30 Internationally-recognised research International reputation in leading-edge fields $27 million for NHMRC* research programs and projects (2005) Australian Synchrotron (2007) and National Stem Cell Centre 75 specialist research institutes/centres 17 cooperative research centres More than 2,400 academic staff publish some 5,000 articles annually Global collaborations with more than 110 institutions *National Health and Medical Research Council

monash.edu 31 CMS project Commenced in 2002 – now mature. All faculties and almost all admin areas are CMS users. Goals might be different now if we were starting out Initial focus was on managing public sites

monash.edu 32 Selected TeamSite MetaTagger

monash.edu 33 Monash web strategy... Separate public content from internally focused content

monash.edu 34 Monash web strategy... Target content to user needs, roles and tasks

monash.edu 35 Monash web strategy... We had basic strategy and building blocks (CMS and portal) We proposed a project to develop a university intranet based around these technologies It was rejected. We have proposed it from several perspectives to no avail. So we have started very small …

monash.edu 36 Monash intranet ‘project’ 1.Find 2 or 3 early-adopters 2.Integrate CMS and portal 3.Implement a trusted authentication process 4.Usability evaluation and re-design of early- adopters intranets 5.Migrate early-adopters to new environment 6.Develop ‘desktop’ module for portal

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45 Next steps Orderly queue of intranet and CAS clients In-line editing of intranet content for authorised users Student intranet project