1. Catalog Management Implementation
West Virginia University’s
Catalog Management Implementation

2. Contents Introduction Implementation Workflow Access Training
DegreeWorks
Lessons Learned

3. Introduction
Moved from PDF catalog on Web to online Catalog Management System during
Made decision to improve accuracy and efficiency of the update process as well as to have
In addition, wanted to improve the presentation to the general public
WVU publishes three catalogs: Undergraduate produced each year and Graduate and Health Sciences Catalogs produced every other year.
All three were up for review this year
Decentralized system for editing

4. Implementation
RFP process during Summer 2011, made selection in late summer
Phone call and in person kick-off meetings with vendor during the early fall
Great deal of clean up required once catalog migration took place
Initial training provided by vendor over two days in November/December 2011
Department and College editing started immediately after this and continued into June
Published last week of June

5. Workflow We chose Roles over Individuals.
Pro- Individuals move in and out of roles. So now when someone moves out of a role, we only update their information in one place.
Con- Its difficult for users to tell who is part of a workflow because the system displays the workflow name instead of the individuals’ names.

6. Workflow
To build the workflows, it was important to understand how the catalog information flowed prior to CMS.
Ideally we would have had at least two more information fields on our Workflow forms: user name and address.

7. Access
Our Future Catalog site requires an entry in the User Provisioning Table as well as a User Name and Password.
This means that only specified users have access.
The User Name and password are in sync with WVU’s MyID system, which means that its not an additional user name and password for users to remember.

8. Training
Nate Lawless and Bryan Blackwell from LeepFrog did our initial trainings.
Bryan helped us develop an outline.
We set up several training dates across all three campuses.
We set up open labs for users who needed specific help with their pages.

9. DegreeWorks DegreeWorks is the last step in the CMS workflow
The process for reviewing and updating scribe from CMS is currently ad- hoc
Scribe Start will help streamline this process.
Next cycle DegreeWorks changes will only be made in conjunction with catalog updates.

10. Lessons Learned Start early Cultural issues need to be addressed early
Know your software
Migrate catalog content early with time for reviewing and cleaning before giving it to the departments.
Develop a timeline and stick with it
Test Workflow
Cultural issues need to be addressed early
Tie access to training
Style Guide

11. Questions

12. Contact Information