Rfp to launch
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SVSU implemented a new content management system (CMS) called Terminal Four over 12 months from issuing a request for proposal (RFP) to launch. They analyzed needs, issued an RFP, selected Terminal Four, planned the project, migrated over 6,000 pages of content, and trained editors on the new system. Key lessons learned included allowing extra time for migration, anticipating broken forms and search, and having content owners review migrated pages for accuracy before launch. The new CMS improved consistency, accountability, and decoupled publishing to prevent losing live content again.
Rfp to launch
- 1. HighEdWeb Michigan A New Content Management System: From RFP to Launch in 12 Months
- 2. Your Speakers Holly LaRose-Roenicke, Assistant Director Web Communications Aaron Maturen, Programmer Web Technologies (ITS) Jason Swackhamer, Director Web Communications
- 3. About SVSU Enrollment: 10,500+ UG: 8,700+ Grad: 1,200+ 77% full-time students 70% under 25 70% of incoming freshman live on campus Alumni: 38,000+ Regional institution with some out state and international students Founded in 1963 (50th Anniversary)
- 4. Our Organization President Academic Affairs Administration & Business Affairs ITS Web Programming Training Team Enrollment Management Web Communications Student Affairs Public Affairs
- 5. First . . . A little history Began decentralized Web management in 1994 Typo 3 was second CMS system since 1994 Complicated to manage Lack of consistency and accountability Dependence on IT for providing functionality CMS compromised Superbowl Sunday, 2011
- 6. Pre-RFP Situation Analysis Programming staff number and % of time Budget open source isnt free making the case for $$ Users who will be using daily Workflow levels of users, approvers Key Factors in Needs Assessment
- 7. Web Maintenance Web Communications Manages oversight of website as a whole; sets website standards; Advises departments on social media strategy; Implements and trains editors on content management system. IT Web Programming supports University departments through customized-programming requests; Networking supports the infrastructure to support the network and servers Content Editors Reviews content with owners annually, acts as department gatekeeper; Ensures pages meet the Universitys standards in terms of design and best practice; Attends Terminal Four training. University Communications Sets graphic standards and message themes for University. Provides images in centralized repository
- 8. Needs Assessment aka, What Does the CMS Need To Do? Enterprise System higher ed customers Decoupled publishing so we wont loose live content again! Easy to Use Almost as easy as MS Word Easy to Create Templates flexible, easy for developers
- 9. The RFP A COMPLEX MONSTER 162 attributes questionnaire, 19 pgs! Targeted Vendors enterprise, higher ed Purchasing Led managed communication Time gave a month for response due to complexity
- 10. Selection Process RFP Sent to 15 Vendors RFP Responses Due 30 days later 5 Responded RFPs Scored and Ranked based on 119 criteria, price Cross-Campus Committee: Demos from 3, selects Terminal Four Cross Campus Committee: low, mid and high level web editors, web programming, web communications, training
- 11. Project Planning Decisions, Decisions Design (templates, CSS) Sitemap Migration Planning All at once or phased? Who does it? Launch (how, timing)
- 12. Evaluate Current Website Planning for Migration (Typo3 to T4) 6,102 Pages Find patterns for categorizing content Create rules for finding content to import into templates Never logged in to Typo3 back end
- 13. Set up new Environment Terminal Four (T4) Create new templates for migrating content into Port over CSS and page styles
- 14. Transform Hierarchy Build New Site Structure Used excel to define the new structure for the hierarchy Used python to create the pages in new CMS and keep a reference of where they were in old CMS Tip: Use this as opportunity to fix site structure (nested sites)
- 15. Content Migration Import Content Army of minions Created an application based on the new hierarchy to assign pages with links to old page and new page Web crawler using python and a hierarchy Automatically imported about 3,100 pages
- 16. Media Asset Migration Media had to initially be imported by a minion into T4 All of the links to images, PDFs, and files had to be relinked manually Tip: All media will need to be imported and linked.
- 17. Quality Control Minions were responsible for checking their assigned pages Web Communications also spot checked pages Tip: Have content owners check their content and website before launch
- 18. Training for Admins Train the Trainer Training from vendor Training done on training accounts, not live sites Began converting our own websites
- 19. Content Editor Training Required for Login Login access given at end of training - no exceptions Conducted using training accounts, not live sites Conducted (25) 90-minute trainings in 6 months, training 145 people Any changes made to live sites between conversion and training were done by minions, but from training to launch were their responsibility to update
- 20. Tips To Training Success Holding back login access Encourage users from same department to go together Improved documentation ask vendors to see if they have documentation to build from Empower users with choices and tools to improve websites Continuous help T4 Tuesdays
- 21. Redefining Roles Web Communications (Content) Meet with every department annually Review content for accuracy Set goals/ priorities Review analytics Provide report card Assist Content Editors Provide training Administer access rights
- 22. Redefining Roles Web Technologies (Programming) Administer template improvements and technical aspects of CMS support New process for project requests New content templates Forms Special programming Clearinghouse for all online forms Cross training within department
- 23. Lessons Learned Have a Communications Plan Set expectations Squelch the rumors Communicate process, timing Consider a content freeze
- 24. Lesson Learned Conduct a Crisis Plan Brainstorm worst-case scenarios and solutions Search broken Links to all media files broken Server space maxing out
- 25. Lessons Learned Know URL Structure Tip: Try not to change it! Legacy Links are persistent Scheduled Emails Google Bookmarks At minimum, have a great 404 page
- 26. Lessons Learned Anticipate Whatll Break (Forms) Some forms were processed by old CMS These broke Some were included with php on page These broke Some were external links Worked! Tip: Include forms in migration schedule
- 27. Lessons Learned Triple-Check Server Setup If you dont want a phone call at 4 a.m., make sure that there is enough space on your server for the website.
- 28. Lessons Learned In Summary: 3 Key Takeaways Even though we moved fast, there were times that could have moved even faster because in the end, we needed three more months Search engines take time to crawl Each site should have been reviewed and signed off for accuracy by editors during the training process
- 29. 12 Months- RFP to Launch - Selection - Editor Training RFP Responses Due! Vendor Notified -Project Planning, Install, -Development - Content Migration - Quality Review OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY AUG - Selection - Editor Training RFP Responses Due! Vendor Notified -Project Planning, Install, -Development - Content Migration - Quality Review SEPT OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY AUG Selection Editor Training RFP Responses Due! Vendor Notified Project Planning, Install, Development Content Migration - Quality Review Launch!
- 30. Lessons Learned In Summary: 3 Key Takeaways Even though we moved fast, there were times that could have moved even faster because in the end, we needed three more months Search engines take time to crawl Each site should have been reviewed and signed off for accuracy by editors during the training process
- 31. Questions, Comments, Discussion Holly LaRose-Roenicke, Assistant Director Web Communications hmlarose@svsu.edu Aaron Maturen, Programmer Web Technologies (ITS) atmature@svsu.edu Jason Swackhamer, Director Web Communications jjswack1@svsu.edu @jswacky 際際滷s available via Tweet Deck: