Our Challenge

1. Our Challenge “When the Web initially took hold at our institutions in the mid-1990s, the first order of business was to load and link useful campus content... The institutional Web grew as rapidly as a gold rush town, with an overall infrastructure and organization as chaotic as a shantytown. Departmental publishing led to a campus Web built around the existing organizational structure, requiring all users to know something of the institutional organization in order to navigate and use the campus Web.” -- Carl Jacobson, EDUCAUSE Review, 2000. UCLA has over 650 independent, publicly accessible web sites on campus – each having it’s own: • Look & feel • Navigation & presentation behavior • Content usually aligned to one particular box on the org chart An institutional web strategy using a portal was needed and Vignette’s software was selected.

2. Vignette Software Components • VCM – Vignette Content Management Module • Content Data Base: text, pictures, media • Meta-data: roles, classifications, dates, audiences, • Workflow: content creator, approver, etc. • VAP – Vignette Application Portal Module • User Interface for Content Management System (VCM) • Navigation Channels • Customization & Personalization • Application Portlets (JSR 168) • VAB – Vignette Application Builder Module • Application development wizard for users

3. Institutional Portal Aspirations • Configure a robust development and production environment • Secure support from a proven product integrator (Neogent) • Present all pages as part of a single institution • Consistent & predictable ‘reader’ experience • Uniform navigation & searching • Give content owners control over the creation, maintenance, and organization of their content • Empower non-technical content experts to create content without relying on technicians • Share writing and publishing standards across the enterprise • Accommodate persons with disabilities • Provide full AIS Portal Team support to all participating areas • Enable personalization • Provide single sign-on • Ensure applications, acquired or developed integrate with the portal

4. Implementation Approach • Complete a pilot- 4 B&A departments used the portal to replace 9 independent unit web sites in August 2005. • Consistent look and feel; integrated navigation • 100 authors in Housing, Hospitality, HR & Buying • 620 articles published according to Style Guide & Portal standards

5. Implementation Approach • Move on to develop content for the remaining B&AS units and UCLA homepage (http://www.ucla.edu) during FY 05/06 • Replicate the approach to all other areas on campus as defined in the following content categories (ie., taxonomy)

6. Implementation Approach • Establish Campus Portal Editorial Board in Support of a Campus-Wide publishing model

7. Project Tasks for Participating Groups (Director) • Assign a Content Manager to coordinate the overall effort • Development an action plan to move off current site server(s) (Director & Content Manager) • Convene a Content Development Workgroup (CDW) (Content Manager) • Arrange for the CDW to receive a kick-off orientation (Workgroup) • Define subject area & scope according to portal structure • Review & inventory all current site content & applications • Map out navigational structure to meet everyone’s needs • Prepare a matrix including navigation, articles and authors (Content Manager) • Schedule training class in using content development tools • Work with portal team to set up system folders for navigation selected • Develop internal workflow process for content development/review • Request login IDs for all persons creating or reviewing articles • Insure all author workstations have required resources

8. Project Tasks for Participating Groups (Development Team) • Attend the training session (Content Manager) • Work with portal team to develop landing pages • Work with other CMs to synchronize interdependent content (Authors) • Write content in accordance with Style Guide & Portal Toolkit resources (Local Editor) Optional • Conduct initial edit in accordance with the Editor’s Checklist (Content Manager) • Conduct final local edit in accordance with the Editor’s Checklist • Insure that all news articles are fresh • Insure that required URL redirects are in place • Issue site announcement to clients as required • Submit approved content to the AIS Portal Editors (AIS Portal Editor) • Perform final review & publish submitted content

9. AIS Portal Team Support • Centrally-managed server & software support • Participate in all content workgroups as needed • Publish time-sensitive or emergency content immediately • Provide a 1-2 day turn-around publication of non-urgent content • Offer on-site, online and remote training • Screen articles against publication standards on an ongoing basis • Coordinate all technical support tasks with Vignette & Neogent • Support deployment of application portlets

10. Publication Workflow Author • Develop new article & related information • Confirm accuracy with subject matter expert • Notify local editor that article is ready for review & approval Local Editor/Content Supervisor/Content Manager • Review & edit text • Ensure compliance with standard templates, style guide, & policies • Check for broken links • Approve and notify Campus Editor that article is ready for publication Campus Editor (AIS Portal Team) • Proofread contentagainst portal standards • Check links and technical components • Publish content to live site.

11. A Few Content Tips for Authors/Editors • Understand the needs of the reader • Identify the main message and key tasks • Write as if you are speaking to a person in your target audience. • Use meaningful titles, subheads, and lead-ins • Be consistent • Optimize for the search engine • Track and update your contents • Follow Style Guide & adopted standards in the Portal Toolkit

12. Portal Toolkit Resources for Authors/Editors • Writing Guidelines • Applying Best Practices for Grammar & Punctuation • Creating An Article • Editing An Article • Formatting An Article • Creating Chart, Checklist & Contact Box Templates