Trends in Technology for Professional Communicators: Web Content Management Systems Tim Roman, College of Continuing Education Bob Rubinyi, UM Extension Ron White, Office of Information Technology

Web Content Management Systems Scope of this presentation: Web Content Management vs. Document Management CCE FileNet WCM Implementation Next Steps: Enterprise WCM Communicators’ Strategies Q & A

Web Content Management Systems I. Scope of this presentation: Web Content Management vs. Document Management

Web Content Management vs. Document Management Focus is on Web Content Management (WCMS). Related but outside immediate scope of WCMS: Document management Financial forms management/routing Digital asset management Blogs and Wikis Collaboration and personalization - MyU Portal Search engines and statistics – Google and Sawmill

Next Steps: Enterprise WCM Web Content Management System/FileNet WCM Features: Distributed content creation and editing Workflow and e-mail notification Run in development environment—push to web server WYSIWYG Editor—do not need to know html Centrally run by OIT; Training and support provided centrally

Web Content Management Systems II. CCE FileNet WCM Implementation

CCE FileNet WCM Implementation Business case/background Number of users Types of roles/process Workflow process/walk-through Administrative strategies and best practices

CCE FileNet WCM Implementation Business Case/Background Eliminate the “bottleneck” of many content maintenance requests to few web developers Free up web developers to develop applications Place responsibility for content accuracy and currency in the hands of program directors and program associates, rather than IT department Put a quality review structure in place Separation of content from form/design

CCE FileNet WCM Implementation Number of Users Site Developers - 3 Content Managers: ~ 40 Content Approvers: ~ 25 Content Observers: ~ 5 Quality Assurance Editors: ~ 2 Managing over 500 web pages

CCE FileNet WCM Implementation Types of Roles/Process Content Managers: Add/Modify content on a web page Content Approvers: Review the modified content for accuracy Content Observers: Kept “in the loop” on what pages are changing Quality Assurance Editors: Make sure content changes are “letter perfect” Site Developers: Create new sites, administrate the system

CCE FileNet WCM Implementation Workflow Process Content Approver Read Reject Approve Content Manager Modify Submit Quality Assurance Content Observer Edit Receive Alert Publish Web

CCE FileNet WCM Implementation Content Manager Browse to the CCE development site: https://filenet.software.umn.edu:8467/

CCE FileNet WCM Implementation Login to the FileNet system: Click Login to begin modifications. You will be prompted to enter your University of Minnesota Internet ID (x.500 user name) and password. This is the same information you use to access your pay stub, or the University modem pool.

CCE FileNet WCM Implementation Click Content Editor

CCE FileNet WCM Implementation Click Editor

CCE FileNet WCM Implementation Click Save Best Practice: Make your changes in red font so they are easy to see – Q/A editors will “fix” the color before deploying the page to the web

CCE FileNet WCM Implementation Change the Workflow status to “Completed” Enter notes here Click Submit

CCE FileNet WCM Implementation Content Approver You will automatically receive an e-mail message prompting you to approve content Click the active link to login and display the Workflow Wizard

CCE FileNet WCM Implementation Notes from Content Manager Click Next

CCE FileNet WCM Implementation Confirm changes Click Next

CCE FileNet WCM Implementation Click Next

CCE FileNet WCM Implementation Select “Completed” to Accept Changes or “Rejected” to Deny Changes. Enter notes here Click Submit

CCE FileNet WCM Implementation Quality Assurance/ Editor You will automatically receive an e-mail message prompting you to approve content. Click on the link to login and launch the Workflow Wizard. Notes from Content Manager and Content Approver Click Next

CCE FileNet WCM Implementation Make necessary text changes – change font color Click Save

CCE FileNet WCM Implementation Select “Completed” to Publish Changes Click Submit

CCE FileNet WCM Implementation Administrative Strategies and Best Practices Pre-launch: Complete content inventory, re-write if necessary Establish design templates’ look and feel Usability testing - relevant terms and categories for your audience Determine navigation and cross linking Identify content managers and approvers

CCE FileNet WCM Implementation Administrative Strategies and Best Practices Daily: Site developers monitor workflows for problems and timeliness Users can check their “In-box” on the system, or check their e-mail to see what workflows are awaiting their action Site developers meet with marketing managers and program staff to plan and develop new web sites Have more than one user fill each workflow role, as backup staff

Web Content Management Systems III. Next Steps: Enterprise WCM

Next Steps: Enterprise WCM Status of Finding a New University-Wide WCM Team comprised of University colleges and departments Currently small team is writing requirements/evaluations Need to find vendors, including open-source vendors Need to address migration issues—from FileNet, others

Next Steps: Enterprise WCM Status of Finding a New University-Wide WCM (Continued) Vendors will provide demonstrations, Q&A sessions Expect to be centrally run by OIT; training and support provided ETA to be in place and operating—by end of 2006 No Cost to colleges and departments

Web Content Management Systems IV. Communicators’ Strategies

Communicators’ Strategies Do the groundwork for a successful implementation: Get initial buy-in and involvement from your unit: “three-legged stool” of administrators, communicators and technologists Establish a project team with representatives from each group Clearly define roles: e.g. information providers and up-loaders Get commitment for staff time and integrate with existing work. Stress ownership and responsibility Plan for adequate training and support

Communicators’ Strategies Use opportunity to reorganize site, “clean-up” content collection and improve user interface Develop consistent style for materials Keep workflow as simple as possible Provide ongoing integration with existing communication tools (e-newsletters, print materials, etc.) Make website and e-communications central to unit’s work

Web Content Management Systems V. Q & A

Web Content Management Systems Thank you!