1. Company LOGO Portal User Group Meeting November 19, 2008

2. Agenda 1. Welcome 2. Phone Directory – Dennis Main 3. Updates and Reminders 4. USA Search Changeover 5. Streaming Video Service 6. New Portal Solution 7. Open Discussion

3. Phone Directory Dennis Main, Manager DOIT Telecomm Admin Group http://www.ct.gov/phone

4. Phone Directory  Excel spreadsheet of links to Agency level pages will be available with Portal User Group Meeting materials

5. Updates & Reminders  Non-Portal Content Inventory  WebTrends Update  CT.gov Re-Design Launch  Deleting Content From a Portal Site  Stock Photography Available (istockphoto.com)

6. Non-Portal Content Inventory  With WCMS Solution, PMG will be conducting an inventory of all content hosted on non-Portal (IIS) servers  We will send a survey around to agencies to fill out and return  We will use these surveys to evaluate the current hosting environment  We will also use these surveys as part of Requirements Gathering for the new solution

7. Non-Portal Content Inventory  Survey will include (among other things):  ASP (or ASP.NET) pages  Do these pages connect to databases?  If so, are these databases Access or SQL?  What data is collected (if any)?  Databases  Access or SQL?  How is the database updated?  Forms  FrontPage forms?  Where do these forms write their data to?  Is any Personal Data collected?

8. Non-Portal Content Inventory  Personal Data is considered to be any item that can identify the user. Examples of this include (but are not limited to):  Name  Address  Phone Number  Email

9. WebTrends Update  WebTrends is still analyzing historic data  44 websites are up-to-date  25 sites are still left to be analyzed  We are working on options to improve this process  We are looking into changing how WebTrends analyzes data to increase efficiency going forward  Does not help with historic data  Looking at how this fits with WCMS Solution

10. CT.gov Re-Design  The Re-Designed CT.gov Website is ready to launch  http://seedeater.ct.gov/ctgovdemo2 http://seedeater.ct.gov/ctgovdemo2

11. Deleting Content from Portal  Once Pages, Categories, and Folders have been deleted, they can ONLY be recovered by restoring the DSF database  Restoring this database must follow our Change Management Procedures  This may result is several days of wait time before the information can be restored  We highly recommend unpublishing pages for at least two (2) weeks prior to deleting to make sure they are not needed

12. Deleting Content from Portal  To Delete Content Pages from the Portal:  Unpublish the page (two weeks prior)  Delete Page(s)  If necessary, delete Categories  If necessary, delete Folders (System Admins only)  Delete Folders and Categories ONLY if ALL pages have been deleted FIRST

13. Stock Photos Reminders  IStockPhoto (www.istockphoto.com)www.istockphoto.com  Agencies can browse photos online  Finite number of photos; Agencies are limited to 5 per year per site  Graphics can only be downloaded by PMG

14. Stock Photo - Reminders  Photos from IStockPhoto.com are for web use only  Photos cannot be stored on a shared drive  Credit must be given for photos  Follow all copyright rules and laws

15. USA Search Changeover  Free Search Engine by the Federal Government  Several agencies contributed to the testing of the search  We have decided to change all sites over to this search  Preview the new search demo site on http://seedeater.ct.gov/searchtest http://seedeater.ct.gov/searchtest  Implementation by January 2009

16. Streaming Video Service  Streaming video is a sequence of "moving images" that are sent in compressed form over the Internet and displayed by the viewer as they arrive. Streaming media is streaming video with sound.  With streaming video or streaming media, a Web user does not have to wait to download a large file before seeing the video or hearing the sound. Instead, the media is sent in a continuous stream and is played as it arrives.

17. Streaming Video Service  External Hosting Provider is Unreal Video Hosting  Internal videos are still hosted here at DOIT  Send Videos to Staging; PMG will send to Production  “How To” Information for this Service is available in the Partners section of CPI

18. Streaming Video Service  No charge for the first year  After the first year, it will be evaluated and may become a billable service  If demand is not high enough for this Service, the Service may be reduced or cancelled altogether  Both space and bandwidth are limited  50 GB of storage; 1000 GB of bandwidth traffic per month  Exceeding either may cause a re-evaluation of cost before 1 year

19. Audio & Video Accessibility  Closed captioning is a term describing several systems developed to display text on a television or video screen to provide additional or interpretive information to viewers who wish to access it. Closed captions typically display a transcription of the audio portion of a program as it occurs (either verbatim or in edited form), sometimes including non-speech elements.  In 1996, Congress required video programming distributors (cable operators, broadcasters, satellite distributors, and other multi-channel video programming distributors) to close caption their television programs.

20. Audio & Video Accessibility  Text-Versions of audio and video files are a separate display of the words in the files  Viewers must view the A/V files and text files individually, not concurrently  Text versions work very well for audio files  Text versions for video files are easier for the web administrators, but harder for the users  For example, trying to watch training video while trying to read a separate text version would be very difficult

21. Audio & Video Accessibility  It has been brought to our attention that there is video and audio on state websites without Closed Captioning or text-based versions  At a minimum, ALL audio & video on the web MUST have a text version  Closed Captioning is preferred for video files

22. Audio & Video Accessibility  Naomi Davidson provided transcription services at the last meeting  DAS Contracts providing video transcription  #06PSX0381  #05PSX0111  PMG is currently looking into acquiring closed captioning software  MAGpie is a free software, which seems to work pretty well, but more testing needs to be done  MAGpie also needs to be approved as the standard software to be used

23. WCMS – Decisions  Due to budget cuts we are unable to procure a new system and implement it with the funds available  We will be upgrading DSF to.net  There will be an opportunity for everyone to provide input during the requirement gathering phase  Intent is to complete upgrade by the end of fiscal year 2009 (7 months)

24. DSF.NET – Requirements  We will be resending the spreadsheet of requirements that were developed last year for the bid process  There is a new column for comments.  We will also be conducting several focus group meetings that all are welcome to attend if it is a topic of interest  Based on focus group participation we may be asking some users to take part in detailed requirement gathering and User Acceptance Testing

25. WCMS – Impact on PMG  Angela, Mario, and Craig M. will be focused almost entirely on the upgrade of DSF  Scott, Rich, and Craig C. will take over all other responsibilities  Margie and Scott will continue to work with agencies on the new templates  We ask that you limit requests for new projects or features until after the new system is installed

26. WCMS – Ongoing Support  All requests should go to the Help Desk by calling or using the online forms (Any requests sent directly to staff will not be acted upon)  Any urgent issues should be called into the Help Desk at 622-2300  As requests and problems come into the group through the Help Desk tracking system, they will be prioritized based on affected users and urgency of request

27. Company LOGO Open Discussion