1. Trends in Technology for Professional Communicators: Web Content Management Systems
Tim Roman, College of Continuing Education
Bob Rubinyi, UM Extension
Ron White, Office of Information Technology

2. Web Content Management Systems
Scope of this presentation: Web Content Management vs. Document Management
CCE FileNet WCM Implementation
Next Steps: Enterprise WCM
Communicators’ Strategies
Q & A

3. Web Content Management Systems
I. Scope of this presentation: Web Content Management vs. Document Management

4. Web Content Management vs. Document Management
Focus is on Web Content Management (WCMS).
Related but outside immediate scope of WCMS:
Document management
Financial forms management/routing
Digital asset management
Blogs and Wikis
Collaboration and personalization - MyU Portal
Search engines and statistics – Google and Sawmill

5. Next Steps: Enterprise WCM
Web Content Management System/FileNet WCM
Features:
Distributed content creation and editing
Workflow and notification
Run in development environment—push to web server
WYSIWYG Editor—do not need to know html
Centrally run by OIT; Training and support provided centrally

6. Web Content Management Systems
II. CCE FileNet WCM Implementation

7. CCE FileNet WCM Implementation
Business case/background
Number of users
Types of roles/process
Workflow process/walk-through
Administrative strategies and best practices

8. CCE FileNet WCM Implementation
Business Case/Background
Eliminate the “bottleneck” of many content maintenance requests to few web developers
Free up web developers to develop applications
Place responsibility for content accuracy and currency in the hands of program directors and program associates, rather than IT department
Put a quality review structure in place
Separation of content from form/design

9. CCE FileNet WCM Implementation
Number of Users
Site Developers - 3
Content Managers: ~ 40
Content Approvers: ~ 25
Content Observers: ~ 5
Quality Assurance Editors: ~ 2
Managing over 500 web pages

10. CCE FileNet WCM Implementation
Types of Roles/Process
Content Managers: Add/Modify content on a web page
Content Approvers: Review the modified content for accuracy
Content Observers: Kept “in the loop” on what pages are changing
Quality Assurance Editors: Make sure content changes are “letter perfect”
Site Developers: Create new sites, administrate the system

11. CCE FileNet WCM Implementation
Workflow Process
Content
Approver
Read
Reject
Approve
Content
Manager
Modify
Submit
Quality
Assurance
Content
Observer
Edit
Receive Alert
Publish
Web

12. CCE FileNet WCM Implementation
Content Manager
Browse to the CCE development site:

13. CCE FileNet WCM Implementation
Login to the FileNet system:
Click Login to begin modifications.
You will be prompted to enter your University of Minnesota Internet ID (x.500 user name) and password. This is the same information you use to access your pay stub, or the University modem pool.

14. CCE FileNet WCM Implementation
Click Content Editor

15. CCE FileNet WCM Implementation
Click Editor

16. CCE FileNet WCM Implementation
Click Save
Best Practice: Make your changes in red font so they are easy to see – Q/A editors will “fix” the color before deploying the page to the web

17. CCE FileNet WCM Implementation
Change the Workflow status to “Completed”
Enter notes here
Click Submit

18. CCE FileNet WCM Implementation
Content Approver
You will automatically receive an message prompting you to approve content
Click the active link to login and display the Workflow Wizard

19. CCE FileNet WCM Implementation
Notes from Content Manager
Click Next

20. CCE FileNet WCM Implementation
Confirm changes
Click Next

21. CCE FileNet WCM Implementation
Click Next

22. CCE FileNet WCM Implementation
Select “Completed” to Accept Changes or “Rejected” to Deny Changes.
Enter notes here
Click Submit

23. CCE FileNet WCM Implementation
Quality Assurance/ Editor
You will automatically receive an message prompting you to approve content. Click on the link to login and launch the Workflow Wizard.
Notes from Content Manager and Content Approver
Click Next

24. CCE FileNet WCM Implementation
Make necessary text changes – change font color
Click Save

25. CCE FileNet WCM Implementation
Select “Completed” to Publish Changes
Click Submit

26. CCE FileNet WCM Implementation
Administrative Strategies and Best Practices
Pre-launch:
Complete content inventory, re-write if necessary
Establish design templates’ look and feel
Usability testing - relevant terms and categories for your audience
Determine navigation and cross linking
Identify content managers and approvers

27. CCE FileNet WCM Implementation
Administrative Strategies and Best Practices
Daily:
Site developers monitor workflows for problems and timeliness
Users can check their “In-box” on the system, or check their to see what workflows are awaiting their action
Site developers meet with marketing managers and program staff to plan and develop new web sites
Have more than one user fill each workflow role, as backup staff

28. Web Content Management Systems
III. Next Steps: Enterprise WCM

29. Next Steps: Enterprise WCM
Status of Finding a New University-Wide WCM
Team comprised of University colleges and departments
Currently small team is writing requirements/evaluations
Need to find vendors, including open-source vendors
Need to address migration issues—from FileNet, others

30. Next Steps: Enterprise WCM
Status of Finding a New University-Wide WCM (Continued)
Vendors will provide demonstrations, Q&A sessions
Expect to be centrally run by OIT; training and support provided
ETA to be in place and operating—by end of 2006
No Cost to colleges and departments

31. Web Content Management Systems
IV. Communicators’ Strategies

32. Communicators’ Strategies
Do the groundwork for a successful implementation:
Get initial buy-in and involvement from your unit: “three-legged stool” of administrators, communicators and technologists
Establish a project team with representatives from each group
Clearly define roles: e.g. information providers and up-loaders
Get commitment for staff time and integrate with existing work. Stress ownership and responsibility
Plan for adequate training and support

33. Communicators’ Strategies
Use opportunity to reorganize site, “clean-up” content collection and improve user interface
Develop consistent style for materials
Keep workflow as simple as possible
Provide ongoing integration with existing communication tools (e-newsletters, print materials, etc.)
Make website and e-communications central to unit’s work

34. Web Content Management Systems
V. Q & A

35. Web Content Management Systems
Thank you!