Web Content Management: The uTexas Experience CSG / Univ of Virginia May 7, 2004 Randy Ebeling Associate VP and Chief Operating Officer Information Technology Services The University of Texas at Austin

Outline Web Management Challenge Product Selection Process Why Stellent? Implementation Challenge “Early Win” Challenge Measurement / ROI Challenge Collaboration Opportunity

@ utexas.edu Similar to yours…. –100’s of servers –1,000’s of sites –1,000,000’s of pages –Created and (sometimes) Maintained by 1,000s of publishers Web Management Challenge

Attributes High-Quality Web Sites Complete Current Coherent Searchable Accessible Attractive Robust Secure Cost Effective Aligned with spirit and goals of institution Web Management Challenge

UT Self Assessment (Early 2002) Web Management Challenge

Key Questions Remained…. Everyone required to…. –be an accessibility expert? –be a usability expert? –know HTML or Dreamweaver? Free up time for web professionals to create and innovate? Efficiency gains to be realized? Where does content go when it dies? Or, does it ever die? Web Management Challenge

Progress UT Web redesign in Spring 2002 improved… –Attractiveness –Consistency and Branding –Modular Templates –Usability and Accessibility –Improved “division of labor”: ITS - infrastructure Public Affairs – content –Dynamic Content Web Management Challenge

But, Improvements Still Needed… Currency Cost Effectiveness Accessibility Workflow Metadata Info UTopia - New & Different… Would a Web Content Management solution help? Web Management Challenge

Typical University Web Presence Web Publisher Web Consumer IIS Web Server Apache Web Server IIS Web Server IIS Web Server Apache Web Server Apache Web Server Apache Web Server IIS Web Server Apache Web Server IIS Web Server Content Contributor Web Publisher Content Contributor Content Contributor Content Contributor Content Contributor Content Contributor Web Consumer Web Management Challenge

Web Content Management: Vendor View Web Editor Web Consumer Content Contributor Web Publisher Content Contributor Content Contributor Content Contributor Web Consumer Web Content Management Server Web Editor Template Creation Content Approval Web Management Challenge

uTexas Idea: Hybrid Model Web Editor Web Consumer Content Contributor Web Publisher Content Contributor Content Contributor Content Contributor Web Consumer Web Content Management Server Web Editor Template Creation Content Approval Pre-existing Apache Web Server Pre-existing IIS Web Server Web Management Challenge

In Pursuit of a Solution Cross-Functional / Campus team –ITSLibraryPublic Affairs –Academic collegesBusiness units Developed Functional Specs Evaluated possibilities… –Open Source Options –Commercial Products –In-House Development Product Selection Process

Timeline Solicit community input Develop functional specs Review solutions Request for information Review responses Select 4 possibilities Product demos Select 2 finalists On site POCs Product recommendation License negotiation Product training Software Install (development) AprilJanuaryJuly Jul-Aug August September October Nov-DecFeb-MarApril Early wins May Production installation Implementation Planning May-Jun June Product Selection Process

Major Functional Specs Integration with campus infrastructure… –Databases, Web servers, Authentication Content creation: HTML or Dreamweaver not required Templates for attractive, consistent presentation Workflow Metadata Versioning Deployment to other Web servers Support for standards… –accessibility, XML, Web services, WebDAV Product Selection Process

Deliberations 10 products reviewed; 4 selected for 1-day demo –Stellent –Interwoven –Merant / Collage –Rhythymx / Percussion Narrowed list to 2 vendors: Stellent Merant/Collage Finalists conducted 10-day onsite proof of concept Stellent Content server selected. Product Selection Process

CMS Scorecard Requirement/Vendor MerantStellent Integration w/ Campus Infrastructure Content Creation + Templates Workflow + Metadata Versioning Deployment to other Web Servers -- Support for Standards Macintosh Support + Why Stellent?

Caught our Attention…. Excellent content conversion Solid, flexible workflow Because there is no “perfect fit”… –Success would depend: Product + Partnership –Stellent / Software AG Partnership –Commitment from Stellent to the University Why Stellent?

Main Content Management Server (Solaris) Stellent Architecture at UT Web Editor Content Contributor Web Publisher Content Contributor Content Contributor Web Consumer Existing Apache Web Server Existing IIS Web Server Active Directory Oracle Stellent Content Server Instance Tamino Instance Windows PDF Converter Server Netapp Filer Authentication PDF Conversion Metadata Store Disk for Content Server Web Consumer (possibly) Why Stellent?

Implementation Stages Integrate with existing servers and authentication Develop common metadata / document models Create rapid results Demonstrate value of “new ways” for webmasters and contributors Implementation Challenge

Where Are We Today? Signed Deal: March 31 Received initial Training: April 6-8 April Products Installed on Development Servers Pursuing “quick wins” to…. –demonstrate functionality –win converts from skeptics Implementation Challenge

Examples “Around Austin”“News Releases” “Quick Win” Challenge

Around Austin Tool: Stellent SiteStudio ** - (edit of existing site) Developer sets up site with editable regions Contributor navigates to site…presses key sequence switches to edit mode makes changes Changes can… go live immediately enter workflow process ** Windows-only solution (for developers / contributors) “Quick Win” Challenge

Public Affairs News Releases Tool: Stellent Content Publisher ** Publisher develops Word & Presentation Templates –News releases created in MS Word Template –Word documents checked into Content Server –Documents enter workflow automatically –Presentation Template applied –Published to Web and linked from index page ** Windows-only solution (for developers / contributors) “Quick Win” Challenge

Where To From Here? Create….Production Environment Presentation Templates Integrate…Active Directory Develop…Security models Metadata models Conduct…Training for more Web developers Show the way by walking there first; Let people choose best approach for them Establish…Campus Advisory Board “Quick Win” Challenge

How Will We Know if it Works? Research opportunities (ie. School of Information) Measures… –Frequency of content updates; less stale content –Number of contributors –Routine Maintenance Time –Web Servers on campus –Improved Usability and Branding –More Accessible –More Secure –Improved content discovery via metadata How will we measure? => WatchFire / webXM Measurement / ROI Challenge

Synergy? Options? Want to Join us? What are you planning? Collaboration Opportunity