waterloo cms project

Waterloo CMS Project

Strengthening Collaboration of University Web Specialists

Overview of Presentation

Technical Projects Collaboration - Lessons Learned

Current Waterloo CMS Project - Overview

OTWS Technical OverviewQuestions & Answers

WatITis | Strengthening Collaboration | December 8, 2009 | Waterloo CMS Project

Collaboration on Technical ProjectsLessons Learned from UW Web CMS Projects

Collaboration – Lessons Learned

Historical Perspective

Web Advisory Committee has sponsored 4 investigations into web content management:

1. Content Management 2. Content Management Systems3. Web Content Management Systems4. Waterloo CMS Project

1(May2008)

2 (Dec2008)

3(April 2009)

4 (in progress)

Shared Need

There must be a shared need

Defined Goal

There must be clearly defined goal

Time Commitment

There must be a time commitment from individuals

Be Flexible

Be flexible with time commitments from individuals you really want on the project

Commitment from Above

Get commitment from above

Secure Funds

Try to secure the funds that you need to accomplish your goals

Project Plan

A clear project plan that all stakeholders are aware of and agree with

Representation

Representation from major units on campus

Politics

Leave your politics at the door

Consensus

Joint decision making - consensus not voting

Disagreement

Agree to disagree behind closed doors

Leadership

One project head

Transparency

Positivity

Commitment to positivity

Mutual Respect

It helps if you like each other

Collaboration Tools

Use the tools

Meetings

Follow good meeting practices: Standard meeting times Agenda Minutes (or at least notes) One hour is optimal End on time

Success

Nothing succeeds like success

Waterloo CMS Project

Waterloo CMS ProjectOverview of the Current Project

Project Start

The beginning Project Charter

Finalized Sep 4 2009 Available on IST website

http://ist.uwaterloo.ca/projects/wcmsproject/waterloo-cms-project-charter-20090904.pdf

Implement OTWS as the centrally supported website creation and maintenance tool at the University.

Project Objective

• OTWS was previously RedDot

What about DW and Contribute?

OTWS will replace the current centrally supported website creation and maintenance tools, Adobe Dreamweaver and Contribute.

• Dreamweaver may be used for template design work for templates to bring into OTWS

Central Support

Software Costs

Budgeting for software costs to use the CMS is not required Website maintenance is done via a browser (e.g. IE,

Firefox) No additional application needs to be installed on

workstations• IE for administrative interface

Do we need to budget for additional software?

Project Schedule

Pilot website using the CMS is scheduled for launch in Sep 2010

CMS adoption across the University will begin after Sep 2010

When can we use the CMS in our area?

PLANNING IS KEY to successful CMS implementation and rollout!

Training and support plans in place for users of the CMS Internal expertise to administer and support the CMS New web-design requirements to implement in the CMS Scalable system architecture definition & implementation Flexible application architecture definition & implementation

Project Planning

Why will it take so long until we can use the CMS?

Deliverables & Work

Internal expertise in the CMS (via training and pilot) System architecture requirements definition & set-up Application architecture requirements definition & set-up Pilot website plan, design, development, testing & launch New web-design implementation in the CMS Accessibility-compliance configuration and testing Training and support plan (documentation and courses) University rollout plan (+ content migration strategy)

< What are we suppose to do on this project?

Pilot Website

The pilot website will be a new Waterloo Web Resources website Resource for CMS adopters/users across the University Will house and point to University web resources Way to develop internal expertise in the CMS Manageable size website to do as iterative prototypes Large enough to test the capabilities and requirements of

the CMS

What website will be the pilot website?

Glenn Anderson (IST), Lara Babalola (Science), Linda Beaulieu (Engineering), Mary Lynn

Benninger (Registrar’s Office), Daniel Delattre (Engineering), Michelle Douglas-Mills (AHS), Donald Duff-McCracken (Environment), Guillermo Fuentes (Arts), Eva Grabinski (IST), Manfred Grisebach

(IST), Sarah Forgrave (CPA), Chris Gray (Library), Lauren Harrison (Housing & Residences), Adam Hewgill (Housing & Residences), Bob Hicks (IST), Karen Jack (Secretariat), Pat Lafranier (IST), Tammy Marcinko (Human Resources), Isaac Morland (CSCF), Liam Morland (Distance & Continuing Ed), Rose Padacz (OPD), Susan Shifflet (OPD), Sean Speers (Arts), Terry Stewart (AHS), Jason Testart (IST), Martin Timmerman (IST), Lisa Tomalty (IST), Evan Truong (Environment), Heather Wey (IST), Jonathan Woodcock (Engineering)

Project Team

What areas are represented on the project?

Project Roles

Accessibility SpecialistApplication Admin/ArchitectCommunications SpecialistDatabase SpecialistOTWS ConsultantProject ManagerRequirements AnalystSecurity SpecialistSystem Admin/Architect

Technical LeadTesterTraining and Support SpecialistUsability SpecialistWeb Information ArchitectWeb AdministratorWeb DesignerWeb Developer/Programmer

Team Structure & Commitment

Core Project Team Members: Responsible for conducting the core work on the project 0.5 to 4.0 days per week (dependent on project phase, role and

demands)

University Consultants: Responsible for providing consulting in special areas of relevance to the

project (accessibility-legislation consulting; online-security-requirements consulting; University-policies consulting; communications consulting)

0.5 days per month anticipated

* No secondments

How much time are team members putting into the project?

Project SponsorIST Management

Project Lead

Project Management Sub-Team

Technical Sub-Team

Training & Support Sub-Team

Testing Sub-Team

Design Implementation

Sub-Team

Accessibility Sub-Team

Communications Sub-Team

Waterloo CMS Project – Organizational Chart

Organizational Chart

How is such a large team organized to do work?

Project Communications

web.uwaterloo.ca Daily Bulletin WatITis (technical) Web Advisory Committee (WAC) minutes UWweb mailing list Contact project team member Suggestions?

Other: Status updates- UCIST, WAC, CTSC, ASCR, FACCUS

How can I learn about the project?

New Web Design

Yes, the plan is to rollout the CMS with the new web design/templates from the Web Redesign Project

Will the new web-design templates be available in the CMS?

OTWS Overview

Open Text Web SolutionsSystem Overview

Rationale

Sys AdminsWebsite

Admins

Designers

Content Authors/Publishers

Content Maintainers

Ease of Use

Complexity

Remote Users

Management Server

System Requirements

• Windows Server 2003 and up• Microsoft SQL Server or Oracle• Minimum 4 Gb RAM• Minimum 20Gb Disk space

• Our plans:• Windows Server 2008 R2• Microsoft SQL Server 2005• Virtual machines at first• Clustering Management server ?

Ancillary Servers

Security

• LDAP Authentication• Granular Privileges• Versioning• Work Flows• Audit Trails• Login Histories• Fully SSL compatible• Captcha (Built-in Q1, 2010)

Support

• 8-5 M-F standard support• Coordinated by IST likely• Training at cost• Public Forum• Mailing List• Knowledge Base• Online Help• Third Party Partners

Ease of Use

• Web 2.0 based GUI • Wysiwyg editor• Inline editing• Drag-n-Drop Content• Undo• Spell Checker• Friendly URLs• Image resizing• Mass uploading

Performance

• Clustering• Load Balancing• Page Caching• Static Content Export

Management

• Online administration • Workflow engine• Trash• Multiple sites and subsite• Content Scheduling and Staging• Themes/Skins• Web Statistics• Multi-language support

Interoperability

• FTP and SFTP support• WebDAV Support• WAI Compliant (section 509)• XHTML Compliant• Content Syndication (RSS)• UTF-8 support

Flexibility

• Extensible User Profiles• URL Re-writing• Content Re-use• Metadata• Taxonomy Manager• Multi-site Deployment

Built-in Apps

• Photo Gallery• Discussion Forums/Blogs• Mail Forms• Data entry• Dashboard• Many other apps (figuring out which are 3rd party)

• Tests • Quizzes • Guest-books • Chat • E-commerce

Publishing Model

Delivery Server

User Interface Screen Shots

1. Homepage2. SmartEdit3. SmartTree4. Asset Manager5. Server Manager6. Tasks7. Search

Contact Us

Eva Grabinski Terry StewartProject Lead – Waterloo CMS ProjectComputing ConsultantInformation Systems & TechnologyPhone: x38956Email: egrabins@uwaterloo.ca

Technical Lead – Waterloo CMS ProjectManager, Information TechnologyApplied Health SciencesPhone: x35415Email: stewart@uwaterloo.ca

Questions???

waterloo cms project

project management

program management

web sites

shared goal

time commitmentthere

shared needwatitis

ist web site

defined goalwatitis

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