CMS implementation issues Sue.Steele@its.monash.au Manager ITS Web Centre

1. CMS implementation issues Sue.Steele@its.monash.edu.au Manager ITS Web Centre

2. CMS implementation issues • Web site implementation issues are the same with or without a Content Management System • A CMS simply automates some activities and business processes that are more tedious to do manually • Approvals • Archiving • Previewing • Templating

3. Governance • Who owns the web site? • How tightly is the look controlled? • Who will be editing content? • Will there be audit trails? • Legal compliance requirements?

4. Planning • Find a champion/eager early-adopter • Re-affirm project goals • Resources required • Simplicity vs complexity • Technical skills? • New site or site migration? • Communication • Plan for cutover

5. Initial setup • Sizing issues • Platforms • User interfaces • Administration • Delegation?

6. Templates - goals • Enable simple web page creation • Support the common look and feel/branding • Reduce web page maintenance effort • Reuse assets

7. When to template?

8. Templates • Separate content from presentation • Technical skills to develop presentation templates • Capturing content • Ease of creation • Ease of maintenance • Structuring unstructured content? • Link to Monash CMS screenshots

9. Workflows - goals • Automate business processes • Ensure governance of web content • Manage site currency • Assisting web authors

10. Author Creates Content Approver checks/corrects Work CMS applies Metadata Not Approved Approved CMS publishes to the web servers Metadata sent to the Search Engine A simple approval workflow

11. Sample Monash workflows

12. Content migration • New site or migration? • Sadly the best result is often the human touch • Can automate a migration if • Site is large and you have good tech support • There is some consistency to existing content/pages

13. Can automate a migration • Needs considerable preparation • Must be tailored for each site migrated • Can be done for inconsistent quality content • Ideally still requires a human to view and approve migrated content • New site and old site have same structure

14. Automated conversion • Clean up content • non-compliant file names • non-standard HTML code • orphaned files • empty directories • charset • XHTML 1.0 • abbreviations and acronyms • Convert to CMS templates • Import converted content into CMS • Review content and publish

15. pstagg$ ./html2cms-cleaner /web/test/ Back-up the directory (Y/N)? y Backing-up: '/web/test' --> '/web/test-cleaner-bak'. File/folder expunging started... File/folder expunging completed! File/folder name cleaning started... File/folder name cleaning completed! File laundering started.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. File laundering completed! Expunging orphaned files started... Expunging orphaned files completed! Expunging empty directories started... Expunging empty directories completed! Finding local broken links started... Finding local broken links completed! File/folder flagging started... File/folder flagging completed! Finalising reports started... Finalising reports completed! Done & Dusted!!! pstagg$s Total Files Before = 13491 Total Folders Before = 734 Total Html Files Before* = 5166 Total Files After = 3865 Total Folders After = 416 Total Html Files After* = 1583 Orphaned Files = 9242 Orphaned Exceptions = 24 Renamed Files = 7839 Flagged Files = 1091 Expunged Files** = 9404 Expunged Folders** = 318 Updated Links = 4814 External Links = 2570 Broken Links = 617

16. Best of both worlds? • Design new site • Build site architecture in CMS • Convert old content that will be migrated • Import relevant content into the new architecture

17. CMS user experience • Ease of creating/updating content • Familiar interfaces • Training implications • Integration with existing systems and processes • One more thing to remember?

18. Accessible CMS inputs and outputs • Policies and standards • Management support? • Contributor education • Templates • Controlled environment eg corporate browser and SOE standards • Vendor education • System safeguards?

19. Metadata • The more it can be automated the better • Our experience is that content authors dislike extra steps • Find a good vocabulary • Can link people to relevant content