Website-Based Content Management System Employee-Led Training Christina Ferrante Webmaster / Systems Analyst Presented By Agendas / Minutes Manager

T RAINING D ELIVERABLES PowerPoint Presentation User-Guide Documentation Instructional Modules

G OALS Establish importance of communication Develop understanding of terms Explain procedural process Why are we here?

Communication

A BSENCE OF I NFORMATION Phone In-Person

Definition of Terms

C = Content Definition A software system which manages and controls the editing & storage of files M = ManagementS = System W HAT IS “CMS”?

CMS L OGIN L OCATION

CMS L OGIN P AGE

CMS L OGIN I NFORMATION Username & Password Determined by Webmaster Provided after completion of successful training Case-sensitive Unique to each user Not to be shared between staff members

CMS O VERVIEW

CMS U SER N AVIGATION M ENU

N AVIGATION M ENU L INKS Site Provides a list of all active pages within the City website Reports Webmaster privileges only – not applicable Documentation External link to a pdf user-guide provided by Savvy Job Openings Human Resources Staff - only Add, edit, remove employment opportunities Agenda/Minutes City Clerk’s Office, Board, Commission, & Committee Staff - only Log Out Add, edit, remove agenda & minutes files Exit content management system & return to normal view of City website

Agenda/Minutes Manager

A GENDA / M INUTES

O BJECTIVES – A GENDA / M INUTES 1. Meeting Type 2. Date of Meeting – MM / DD / YYYY 3. Time of Meeting – HH : MM am/pm 4. Agenda – pdf, zip 5. Minutes – pdf 6. Submit

A GENDA / M INUTES U PLOAD M ANAGER

A DD AN A GENDA / M INUTES

P OSTING T IPS Calendar Date MM/DD/YYYY Example: February 21, 2009 = 02/21/2009 Agenda File PDF document or ZIP file Correct naming convention = no spaces or illegal characters # $ % & * ( ) + =. ?, / \ { } [ ] Time HH : MM am/pm Example: 3:30 pm

A GENDA / M INUTES U PLOAD M ANAGER

E DIT A GENDA / M INUTES P OSTING Edit original posting Wrong meeting type Incorrect date or time Uploaded file is incorrect or has been changed since original posting Right click on the entry to bring up the edit dialog box Choose “Edit Record” Minutes file becomes available Add to existing posting which contains Agenda file Do not create a new posting for an existing entry of the same meeting type / date

E DITING W INDOW Existing information Change / remove PDF file Delete original file to add a new one “Submit” to save Add new PDF file

R EMOVE A GENDA / M INUTES P OSTING Right click on the entry to bring up the delete dialog box Choose “Delete Record” The record will be deleted immediately and cannot be retrieved You will have to re-enter the information if you accidentally delete a posting

F INAL S TEP Navigate to Agenda/Minutes page of City Website Check all information for accuracy Close Agenda / Minutes List Manager window Log out of main CMS window Select meeting type, date, and click “GO”

C HECK THE A GENDA / M INUTES P AGE

C ONCLUSION Importance of communication File availability Efficiency & timeliness

W HAT ’ S N EXT ? User-Guide Documentation Interactive Instructional Module

Questions?