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Brian Browning | Senior Director of Client Services Jason Arden | Director of Partner Engineering.

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Presentation on theme: "Brian Browning | Senior Director of Client Services Jason Arden | Director of Partner Engineering."— Presentation transcript:

1 Brian Browning | Senior Director of Client Services Jason Arden | Director of Partner Engineering

2 Why Do we Migrate Content? – Defining Content – Kinds of Content Migration Projects Approaches to Content Migration – Manual Model – Automated Model – Hybrid Model – Developing a Content Inventory – Implementation Demonstration of Automated Content Migration Model Questions / Answers

3 Content typically consists of: – Text found on web pages – Images embedded in the web pages – Files and multimedia items PDF, Excel, Word, Powerpoint files Media files (AVI, MOV, FLV, etc.) Content also refers to meta data associated with items defined above Additional Content Items Can Include: – User generated content Blogs, Wikis, Comments, Ratings, etc. – Syndicated Content RSS Feeds from other sources, data feeds integrated into a site, etc Remember to consider the ownership of the content being considered for migration Goal is to move existing content from one (or more) site(s) into Ektrons CMS400.NET Platform

4 Ektron-based Web Site Redesign Project – An existing Ektron-based site is redesigned Information Architecture Updates User Interface Updates New Content New Functionality – Tend to be easier than other kinds of Migration Projects Content is already in Ektrons Database Migration effort is more of a re-mapping exercise – However, CSS and related styles may still require updates Non-Ektron-based Web Site Redesign Project – A existing site is redesigned IA, UX Updates New Content New Functionality – Not as Easy as Ektron-based Content Migration Depends on how the Current web site is Architected At the least, CSS and related styles will require updating

5 Consolidation of Multiple Web Sites into a Single Instance – Need to migrate from multiple web sites into one or more consolidated web sites is a great example of a Site Consolidation Project 37 International Sites done on multiple platforms needing to be consolidated onto one Ektron-based Platform – Complicated at the Information Architecture, User Experience and Technical Functionality Levels Information Architecture must accommodate the consolidated content model User Interface must be updated to address consolidated content – Goal: Standardization and Sharing Functionality should be standardized so that it is shared throughout the site Attention should be focused on the opportunity to share content across sections of the site wherever possible

6 Migration Away from an Existing CMS Tool or Platform – Ektronization: All Information Architecture, User Interface and Technical Functionality is to be re-created exactly as-is within the Ektron CMS400.NET Platform – Heavily dependent upon Accurate understanding of existing site functionality, content and organization Many organizations do not have appropriate documentation about sites to be Ektronized Baseline documentation may need to be created throughout the Discovery process to define what is to be migrated – Common pitfall Allowing the Ektronization effort to become a Redesign or Enhancement Project Maintain the scope and identify items for enhancement or redesign to be addressed in follow-up phases Requires Strong Project Management and Stakeholder Buy-In

7 Three Core Migration Models: – Manual Teams of people are employed to copy and paste content, imagery, files and assets into the Ektron CMS – Automated Custom code is developed that will extract content from the current data repository and then loaded into the appropriate locations within Ektron – Hybrid A combination of Manual and Automated approaches Most appropriate when only parts of the source content are stored in a structured manner Before Proceeding with Migration Effort, a Migration Approach must be defined – Define where content is physically stored – Define the structure of the content to be migrated Stored in a Database? Content is separated from Presentation Layer? Level of Consistent Structure to Source Content?

8 Goal: Need to create a comprehensive URL- based listing of content that currently exists How to create this inventory? – File System Counts Useful for high-level inventorying Doesnt address database-based content sources Doesnt account for duplicates and out-of-date content items – Automated Spidering Tools Value: Captures only that content that is publically available Sometimes has issues with dynamic web sites Xenu Link Sleuth is recommended

9 Once the current content inventory has been created, the next step is to: – Identify who owns the content items – If content owners have changed over time, determine who owns the content going forward – If no content authors can be identified, remove the content Next, identify which content items should be moved over to the new website Leverage internal business stakeholders / content authors to make these decisions – Get the business owners and their supporting content authors involved early in the process – Content owner buy-in is critical to successfully delivering the migration project

10 Many times, the amount of content to be migrated can be reduced by between 50% and 70% of the current content inventory! Why? Current content could be: – Stale or outdated – Duplicative – No longer relevant

11 Heres an example of a content reduction strategy in action: – The City of Fort Worth, Texas did a large content migration project to replace an old site that had developed over the years – The initial count was for more than 30,000 items of content to be migrated – After analyzing the content inventory and working with the content owners, the final migration effort was reduced to only 3,500 content items Doesnt this hurt the sites experience? – No, reducing content to only display the most up-to-date content actually improves the users experience – Providing more targeted, relevant content enriches the experience and reduces problems caused by outdated content items

12 Dont forget about New Content! – With many web site redesigns, net new content will be created – A separate plan should be developed to address net new content – Net new content should be authored either directly in the Ektron CMS or in Word documents to make content loading easier – Like migrated content, net new content must be factored into the information architecture of the new web site – Remember to consider alternative forms of content: Video and streaming media Interactive media, like Flash and Silverlight content

13 The results of the content inventory, content reduction and definition of new content tasks results in the final content migration map – Content Migration Map is the key to conducting the migration effort – It becomes the project plan and measuring stick to judge the completeness of the migration project The content migration map must be compared to the new site's information architecture – Typically takes the form of a sitemap – Align content which will be migrated to the appropriate destination points – Make sure that your sitemap is comprehensive enough to address the migration Many sitemaps are only high-level and cover the first 3 tiers of content

14 Concurrent to the content inventorying process: – Technical evaluation must be conducted to identify the format of content to be migrated – For example, when migrating content from a site that is already powered by a CMS, it may be found that content can be migrated directly from a CMS database – In other cases, source content may be found in purely static HTML files, with little or no consistent structure.

15 Based on the results the technical evaluation, service teams should decide: – Whether to leverage automated content migration through the Ektron API – Should use manual labor to manually migrate static HTML pages – Leverage a hybrid approach that combines automated and manual migration strategies

16 For manual approaches to content migration: – It is important that a designated content migration project manager is appointed to oversee all manual efforts – The content migration project manager is responsible for: Allocating specific URLs to be migrated Overseeing the quality assurance of the migrated content Providing website content authors with updated status reports regarding when content is ready for testing.

17 Where can I get resources for manual content migrations? – Ektron Professional Services provides both manual and automated content migration services – Ektron Partners offer both manual and automated services, as well Other options include: – Internal staff – Interns and junior staff – Temporary workers / Staffing agencies

18 How do I judge how many people will be needed to do a content migration? – Content Inventories for manual migration can classify content as complex, medium or easy Complex – 10+ Links, 10+ images, or Complex HTML like custom tables and Javascript embedded Medium – 5 – 10 links, 5 – 10 images Easy – 3 links, 3 images, no complicated HTML formatting – Rough formulas: Complex – 0.5 - 1 page per hour Medium – 3 - 5 pages per hour Easy – 6 – 8 pages per hour – Timeline for migration is the other factor that will drive the number of resources needed

19 Quality assurance is especially important when considering manual content migration strategies Once the migration team has converted content, it is important for the web content author to: – Review the migrated content in the context of the redesigned website to ensure that the migration was successful. Testers should evaluate: – Style (CSS and general layout) – Functionality – Accuracy when compared to source content It is not uncommon to conduct multiple rounds of QA testing when employing manual content migration strategies.

20 What do we do if Content Owners dont sign-off on a timely basis? – This is a common issue – Underscores the need to have Content Owners involved early in the process – Set timelines for Approval If Content Owners dont approve within a specific period of time, that content is considered to be accepted Negotiate these timelines up-front in the Discovery process

21 What about content becoming outdated while we migrate to the new site? – Another common problem – To address: Identify the areas of the site that will change frequently Prioritize those content areas to be done last Implement a short-term content freeze Consider dual content loading for a short period of time, as well

22 For automated approaches: – Critically important to ensure that the source content is structured consistently. With more variation in the source content, additional exceptions must be built into the migration utility. – For all intents and purposes, automated content migration is really at ETL (Extract, Transform, Load) project, so the best practices of ETO projects also apply here. The goal with any automated content migration approach is to minimize the number of exceptions that have to be accounted for. Some customers find success by first scrubbing the source content before conducting the migration.

23 Leveraging the Ektron API, a custom utility should be developed that will: – Extract content from the source database – Transform it to match what Ektron expects – Load content sequentially into the appropriate folder structure within the Ektron work area. This is typically accomplished using a combination of SQL and.NET code. Jason will be showing how to accomplish this at the end of the presentation

24 Quality assurance is a paramount concern when considering automated content migration approaches – Similar to manual approaches, web content authors should be actively involved in reviewing the migrated content and identifying issues – It should be reported back to the services team to be resolved quickly – The same rules apply to content approval, quality and timeliness in automated approaches as manual approaches – Expect some level of QA fixes even in automated approaches

25 Leveraging the Ektron API to automate content migration

26 Xenu Link Sleuth- Ektron Content Migration Webinar (Includes Coverage of Ektron API): management-solutions.aspx?id=7436 management-solutions.aspx?id=7436

27 Thanks for attending today! For more information, please contact: Brian Browning Senior Director of Client Services 804-441-6139 Jason Arden Director of Partner Engineering 603-816-2024

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