DSS Portal Management

DSS Portal Management Creation of Portal Content Groups

Content Management Cycle Updated Portal ContentManagers ContentCoordinators WebChangeRequest Approval Process MISReview& Approval DSS Portal Content Management

Process Diagram Content Mgr Approval Process MIS Final Approval • MIS reviews and publishes to the portal • Content Managers and Public Relations division (when appropriate) approve requests • Content Managers and/or Coordinators post changes to their portal pages based on the needs of their division DSS Portal Content Management

Content Managers • OVERVIEW • The website Portal Migration Team has completed their task of developing an implementation plan for the upcoming migration of the main DSS website located at www.dss.state.ct.us to the new ct.gov/dss portal website. Included in the plan are management and content policies which include protocols and procedures for maintaining the website. • The new DSS website will empower divisions in giving them change control over their own information on the website. The MIS division will no longer bare the sole burden of maintaining the website content. A comprehensive approval process will also ensure that the new website remains up-to-date and accurate. • To succeed in this effort, all Directors and Regional Administrators are being asked to assign Content Managers and Content Coordinators from their areas. For most areas, one Content Manager and one Content Coordinator should be sufficient. • The Content Managers will be responsible for the following tasks: • Acting as the central website contact for their division • Identifying outdated website content • Assignment of website change requests to the Content Coordinators • The Content Coordinators will be responsible for the following: • Making the actual changes to the “portal” web pages • Converting publications to Adobe Acrobat • Assisting in identification of outdated website content • Both the Content Managers and the Coordinators will be considered part of the larger Web Liaison Group. Training will be made available for the Web Liaison Group in the following areas: • General content policies and protocols • Website Maintenance: Using Portal Tools • HTML Training (Introduction Only) • Adobe Acrobat Training • ADA Accessible Adobe Acrobat Training Content Mgr Approval and buy-in from top level “executive team” administrators is requested to create the Content Management group DSS Portal Content Management

Content Managers Content Mgr Staff who are selected as Content Managers and Coordinators are trained by local trainers who have gone through the DOIT provided training on content management and Portal administration DSS Portal Content Management

Content Managers • Best Practices • The following best practices are based on ADA compliance, directives from the DOIT Portal Management Group and basic web design principles: • Less is more • Keep text Left Aligned • Use bulleted lists • Use one font • Use bold to highlight text • Keep content vertical • Avoid use of columns and tables when possible • Use of “Follow this link…” for hyperlink text • Concise descriptive “Alt” tags for images • Links to external pages should open a new browser • Visitor should be alerted that a new browser window will open • Use of “PDF” graphic or text and file size should accompany hyperlinks to Adobe Acrobat documents • Things to avoid • Use of Underlining of non-hyperlink text • Use of numbered lists • Unnecessary use of graphics • Graphics that are too large (visually and file size) • Page Under Construction • Web pages are always changing. A page that has no content should say something like “Check back soon for updated information” • Use of animated graphics • Centering text Content Mgr During training and afterwards, Content Managers and Coordinators are given best practices to be followed when updating or creating new pages DSS Portal Content Management

Content Managers • For All Content Managers and Coordinators: • Use of PGR routing • The use of routing through Public & Government Relations should be used when updates to pages include any of the following: • Any new content on a page that talks about the Commissioner or uses the Commissioner’s name. • Annual reports or reports of major importance from any division/region • New content of significance that has not previously been posted to the website Note: “brand new” pages should go through PGR unless they are merely extensions to an existing page that has previously approved content. If you are unsure if the content meets these criteria, please send it through PGR routing. • Adding Comments to Routing Requests • Always use the comment feature when sending a page for approval. Letting the approver(s) know what part of the page has changed will speed up the process significantly. • Proper use of file names uploaded to the Web File Manager • Use only alpha, numeric, underscore and dash for filenamesLogically divide key words by use of capitol letters and/or underscores • Example: Use “HowToQualify.pdf” or “How_To_Qualify.pdf” not “How.To.Qualify.pdf” or “How To Qualify.pdf” • Page title should reflect bureau, division, region (example: “Western Region – Useful Links”) • Note: Do Not Include “DSS” in your page title. “DSS:” is automatically added to the page title when displayed on the Browser Title bar.Send pages to publish ONCE • Use the ‘Save as Staged Version’ before sending for final approval. This way when reviewing your work in the “Staged Version” form you may see some small mistakes and have the opportunity to change them before you send your page through the whole routing approval process. • Duplicate Content on New Pages • Be sure your content is not repeated somewhere else on the website. If the content exists elsewhere, link to it from pages where the content needs to be reiterated. Coordinate with primary content owners to update the content if necessary. Ex. Link to the Food Stamps “How To Apply For Food Stamps” page rather than create a duplicate page in you own division’s/region’s area. Content Mgr Content Managers and Coordinators are given general guidelines on how to submit changes and other key information DSS Portal Content Management

Content Mgr Preparation Content Mgr Content Managers and Coordinators are set up with roles appropriate to their given areas DSS Portal Content Management

Content Mgr Preparation Content Mgr Routing Lists are set up for all the Content Managers/Coordinators with an additional option to send routing through Public Relations depending on the content DSS Portal Content Management

Approval Process Approval Process Content Managers send updated/new pages for approval with appropriate comments regarding the type of change to the web page(s) DSS Portal Content Management

MIS Final Approval MIS Final Approval Three IT staff complete the final approval process. After the IT approvers have checked the pages for technical accuracy the final approval is made and the changes go into production on the DSS Portal Website. DSS Portal Content Management

MIS Final Approval MIS Final Approval • 600 approvals in the first 12 months • 45 Content Managers and Content Coordinators were trained for using and/or participating in the portal process • Over 15 content staff have been “actively” participating in the maintenance of the DSS portal website since November 1, 2005 During the first 12 months of production, 600+ approval requests were sent through the process. Three IT staff and over fifteen Content Managers and Coordinators were active in these updates to the DSS portal website. DSS Portal Content Management

DSS Portal Management Rob Thornton - IT Manager, DOIT/DSS424-5432 Scott Engle - Webmaster, DSS424-5466

DSS Portal Management