2. Harnessing the Potential of Database Driven Websites David Lindahl Web Initiatives Manager River Campus Libraries University of Rochester

3. Background Computer Science Xerox PARC Work Practice Study Web Design and Development

4. Our Organization University of Rochester Annual sponsored research funding over $1 billion 46 PhD programs UR Libraries Over 3 million volumes $14 million annual budget

5. Overview Database Driven Websites Dynamic Web Pages Content Management Systems

6. Why DB Driven? (part 1) Separate design from content Build content management tools Manage content Enforce consistency Retention policy Staff efficiency Provide data integrity Content reuse

7. Why DB Driven? (part 2) Create a seamless experience Create a task oriented, activity oriented website Improve Usability through more flexibility/capability in pages Customization to users context Connect to other systems

8. How DB Driven Sites Work Database Server Web ServerClient 1 File Server 2 3 4 5 6

9. Examples of Technologies Cold Fusion Microsoft SQL Active Server Pages Java, JSP, JavaScript PERL Flash Web Services, SOAP, XML

10. Library Website Goals Visually appealing User-Centered Design Task-oriented Infrastructure to support capabilities

11. What the Libraries Did Roles and Responsibilities Web Working Group Content Groups Usability Group Vendor Partnerships Technology Platforms / Integration

12. Our Infrastructure Web Server (Cold Fusion, IIS, Novell) SQL 2000 Server Voyager OPAC (Oracle DB) ILLiad Server ERA Server SFX Server

13. Applications We Built 1. Content Management System 2. Find Articles 3. Courses 4. Search / Browse Resources 5. Questions and Comments System 6. Change Requests

14. For Each Application Why? Features / Capabilities Roles and Responsibilities Demonstration System Architecture

15. 1. Content Management System Why? Site survey Thousands of files with no inventory Inconsistency Staff efficiency Usability ADA compliance

16. 1. Content Management System Features / Capabilities (part 1) Staff login / permissions Web administration Page level metadata Edit page button Automatic backup and restore Link checking URL independence / syntax standards

17. 1. Content Management System Features / Capabilities (part 2) Web statistics Support for multiple designs and sites Consistency enforcement Title/link matching Style sheets Common elements Breadcrumbs ADA compliance

18. 1. Content Management System Roles and Responsibilities Web development group Design Development Administration ADA Library staff Content creation and update ADA

19. 1. Content Management System Demonstration Staff login Staff modules Anatomy of a page Page properties Edit page More staff modules

20. Staff Login Login from any page Permissions determine available services

21. Footer (after Staff Login) Staff Modules Properties, Edit Page Logoff Link Checker Detailed Last Updated Information

22. Staff Modules Staff Module Applications Page Manager Site Manager Feedback News Resource Manager Courses Manager Printer Transactions Voyager Link Checking Return To Site Logoff More

23. Anatomy of a Page Common Header Common Footer Other Properties Title Background Color Meta Tags Page Number

24. Anatomy of a Page Body Template Body File Common Elements

25. Page Properties 1 More

26. Page Properties 2 More

27. Edit Page

28. More Staff Modules Logged In To TestDave Account No Access To Admin Functionality Limited Access To Applications Limited Access To Edit Content

29. 1. Content Management System More Demonstration Other sites in our CMS Title link enforcement example Web statistics Link checking

30. Demo Other Sites

31. Title Consistency

32. Demo Statistics

33. Demo Link Check

34. 1. Content Management System System Architecture (part 1) Web Server IIS Cold Fusion Database Server Microsoft SQL Index.cfm StyleSheet.cfm Header.cfm Body.cfm Footer.cfm File Server Checks System State In DB http://www.library.rochester.edu/index.cfm?page=12

35. 1. Content Management System System Architecture (part 2) Database Server Microsoft SQL Database Tables Contain: Pages Users Permissions System State Content (Application Data)

36. 2. Find Articles Why? Finding articles is a big obstacle for undergraduates Usability testing revealed this issue Users don’t know what a database is or how to select one Google can be a lower quality resource

37. 2. Find Articles Features / Capabilities Task oriented pathways to finding articles Google-like search interface Integration of vendor technologies “Hide the technology” Access from home

38. 2. Find Articles Roles and Responsibilities AJN content group Task force on meta-search technology Partnerships with vendors IT department involvement ERA Server SFX Server

39. 2. Find Articles Demonstration Find Articles Browse Results View Full Text (Gathering)

40. Demo Find Articles

41. Demo (gathering)

42. Demo Find Article Results

43. Demo Full Text

44. 2. Find Articles System Architecture Library Web Server ERA ServerSFX ServerSubscription DB

45. 3. Courses Why? Difficulty finding reserves material Subject guides not effective

46. 3. Courses Features / Capabilities Search interface Custom web pages of library resources for courses Includes bibliographer, selected resources, link to the instructor created course page, the syllabus, and the reserves material Easier for bibliographers Import from the registrars office

47. 3. Courses Roles and Responsibilities Courses content group Responsible for features of system Working with registrars office Bibliographers are responsible for mapping library resources to specific courses. Faculty provide the syllabus Reserves/circ staff for linking

48. 3. Courses Demonstration (front end) Find Course Choose Section View Resources Access Syllabus

49. Demo Courses

50. Demo Select

51. Demo Course Page

52. Demo Reserves

53. 3. Courses Demonstration (back-end)

54. Demo Courses Admin

55. Demo Courses Admin 2

56. 3. Courses System Architecture Voyager Catalog Oracle DB Web Server IIS Cold Fusion Database Server Microsoft SQL Web applications have access to catalog data in real time

57. Courses Availability Open source software: http://sourceforge.net/projects/libcb

58. 4. Search / Browse Resources Why? Catalog difficult to use Catalog user interface not customizable Catalog not task oriented Complex “set limits” screen Boolean searching is not intuitive

59. 4. Search / Browse Resources Features / Capabilities Search box and browsable list available for multiple resources Usability tested interface, customized to the needs of our users Consistent design across all resource types and applications in the site Scheduled export of catalog records

60. 4. Search / Browse Resources Roles and Responsibilities Automated system Content group reviews record displays Design group maintains site style guidelines

61. 4. Search / Browse Resources Demonstration Find Databases Find eJournals Find Videos/DVDs Popular Reading Collection

62. Demo Videos

63. Demo Pop Reading

64. Demo ejournals

65. Demo DB

66. 4. Search / Browse Resources System Architecture Voyager Catalog Oracle DB Web Server IIS Cold Fusion Database Server Microsoft SQL To improve performance, Cold Fusion scheduled tasks copy catalog data at regular intervals.

67. 5. Questions and Comments System Why? Users were required to understand our organization in order to ask a question or make a comment. Some contact points went to a single individual and could get delayed or lost.

68. 5. Questions and Comments System Features / Capabilities Database-driven help desk application Knowledgeable staff member reads and forwards each piece of correspondence QCs stored in a database with metadata (date, history) Statistics gathering is possible

69. 5. Questions and Comments System Roles and Responsibilities Reference Librarian responsible for triage All staff responsible for responding to Questions and Comments

70. 5. Questions and Comments System Demonstration

74. 5. Questions and Comments System System Architecture Web Server IIS Cold Fusion Database Server Microsoft SQL Email Server SMTP Email is used to notify staff of new QCs and to respond to patrons.

75. 6. Change Request System Why? Library staff were emailing the web development group directly Newest requests were trumping more difficult outstanding requests No evaluation of the requests was taking place

76. 6. Change Request System Features / Capabilities Change request form Change request queue for viewing status of all requests Urgent request awareness tool View history of past requests and resolutions Print lists designed for weekly review

77. 6. Change Request System Roles and Responsibilities Staff submit requests and track progress through system Comments from the public can be converted to change requests by any staff member Web development group evaluates and implements changes

78. 6. Change Request System Demonstration Change Request Form Outstanding Queue Completed Queue Urgent Queue

79. Demo CR Form

80. Demo CR List 1

81. Demo CR List 2

83. 6. Change Request System System Architecture Change Requests are stored and updated in the database. Web Server IIS Cold Fusion Database Server Microsoft SQL

84. Others Features Chat system Offline Catalog ILLiad News system Help/FAQ system

85. Harnessing the Potential of Database Driven Websites David Lindahl Web Initiatives Manager River Campus Libraries University of Rochester dlindahl@library.rochester.edu