TOTAL Additional comments (if any):

Key Findings

All members but one of the Web Content Management Task Force evaluated OmniUpdate Campus as the recommended CMS solution. The following chart summarizes the data of Task Force member responses.

Web Content Management Task Force Summary CMS Evaluations Contribute DotNetNuke OmniUpdate

Campus RedDot Recommend

92 96 97 76 OmniUpdate

*Not all statements were answered on the evaluation sheet

Web authors also preferred OmniUpdate Campus giving this solution a total score of 273 with RedDot trailing with a total score of 250 points. See data below.

Web Author

Summary CMS Evaluations OmniUpdate Campus (overall total score = 273)

Strongly Strongly Disagree Agree

Simplification & Ease of Use 1 2 3 4 5

The CMS makes it easier for web authors to publish information to the website.

3 6

The interface seems as simple as it can be. 1 5 2

Web authors can perform simple tasks without training. 1 3 4 The CMS simplifies site management and administration. 1 1 7

Flexibility

Web authors can easily upload and use images in their web pages.

1 4 4

The CMS is able to accept documents developed by programs such as Microsoft Word, Excel, PowerPoint, etc.

3 4

Forms are easy for the end user to create and maintain. 3 2

As a web author, I would be comfortable using this product. 1 (3.5)

5

TOTAL RESPONSES 0 1 3 23 34

Disagree Agree

Simplification & Ease of Use 1 2 3 4 5

The CMS makes it easier for web authors to publish information to the website.

4 5

The interface seems as simple as it can be. 1 5 1

Web authors can perform simple tasks without training. 1 6 1

The CMS simplifies site management and administration. 5 3

Flexibility

Web authors can easily upload and use images in their web pages.

3 5

The CMS is able to accept documents developed by programs such as Microsoft Word, Excel, PowerPoint, etc.

1 4 3

Forms are easy for the end user to create and maintain. 1 2 1 As a web author, I would be comfortable using this product. 1 1 4

TOTAL RESPONSES 0 0 5 30 23

Recommendations

The University should adopt a centrally-supported CMS with single sign-on authentication functionality and integration with extant database platforms (Banner, ANGEL, etc.) and web services.

Given the needs and resources of SUNY Fredonia, OmniUpdate Campus was selected as the best solution to meet current and future web content management objectives. OmniUpdate Campus was consistently ranked as the #1 preference among Task Force members and web authors as being a tool that would increase productivity and enable web authors of all levels, from novice to expert, the ability to easily maintain and update their web pages.

The cost of OmniUpdate Campus is reasonable (see detailed Price Quote from OmniUpdate at the end of this document) given that CMS software solutions often range upwards of $55,000+. OmniUpdate

Campus includes a first year start-up total of $24,250 followed by an annual recurring total of $18,750.

This pricing includes the following:

• OmniUpdate Campus Implementation (hosted application deployment, establish staging and target servers)

• 100 authorized user licenses (there are approximately 80 web authors currently)

• Support (Silver Support Level)

• LDAP integration (external authentication for a wide variety of systems including SSL, Active Directory, etc.)

• Document Comparison (real-time graphical representation of text comparison between staging and target server)

• RSS Module and automatic display of RSS items on designated web pages (unlimited number of RSS feeds)

OmniUpdate Campus was created specifically as a web content management solution for educational institutions to update campus, faculty, student and alumni web pages. Other SUNY peer institutions currently using OmniUpdate Campus include: Oswego, Oneonta, New Paltz, and Delhi.

Furthermore, one of the features of this software is improvement of workflow and website administration, enabling non-technical staff, faculty, and students to easily create and maintain web pages within a flexible publishing approval environment.

Further Recommendations

Content management is a process, not a technology. And as such, installing a CMS requires planning to ensure success. In addition to the selection of a campus-wide CMS software product, the following items should also be addressed to ensure successful implementation:

1. Policy Review

During the course of evaluating web content management solutions, it became apparent that there are several areas where policies relating to web content management are not clear. In some cases, there may be duplication of effort or role responsibilities that are not clarified. For example, role responsibilities need to be established concerning issues such as training, support and

troubleshooting, responding to Help Desk related questions, creating user accounts and role

permissions, content editing and gathering, quality assurance and accuracy of content, verification of style and publication approval of content, adherence to web standards utilizing valid html and

handicapped accessibility compliance, creation of template designs to ameliorate consistency and further strategic University goals, and overall web management and administration.

It would not be appropriate to implement a technical content management software solution to a problem for which there is no clear policy guidance. A review is needed to determine which areas have clear policy and which areas do not have such guidance. Where appropriate, the University should clarify web policies and communicate these to all constituents involved.

2. Information Technology Services Architecture Review

The University should determine whether the current IT architectural components in place or in the planning stage will address key CMS needs. Any CMS may be more effectively implemented if the supporting academic systems are able to seamlessly interface with administrative systems.

Implementing a content management system will involve:

• Managing system hardware (i.e., operating system patches, memory, disk space, etc.)

• Installing software (i.e., base software, patches and upgrades, etc.)

• Integrating the software with other institutional systems (i.e., ANGEL, Banner, etc.)

• Providing routine operating support (i.e., back-ups, virus scans, etc.)

• Maintaining required network support (i.e., bandwidth, etc.)

• Ensuring reliable, stable, and secure operations of the system

• Programming and database needs (i.e., forms, form validation, database connectivity, etc.) 3. Support and Training Enhancements

The DNN pilot project was instrumental in identifying implementation and web policy needs. Direct support for web authors creating and using any CMS is a crucial success factor in whether the content management system is not only adopted, but also that it leads to improved quality of content and accuracy on the website. The University should expand its training and support programs, directly targeting all CMS end users. Further, inadequate staffing levels and the need for additional training staff to provide these services is imperative and needs to be addressed.

4. Web Steering Committee

There are many web related tasks and decisions which could benefit from a website steering committee actively involved in understanding marketing and enrollment strategies, University goals,

Conclusion

In 2005, SUNY Fredonia received over 8,264,790 visitors to the website with over 21 million web pages viewed. Technology is essential in getting prospective students and parents interested in our institution, convincing them to stay, helping them achieve academic success, bridging services and communicating information, and keeping alumni connected to their alma mater. Thus, our website should be viewed as a strategic platform to implement immediate connections and cultivate ongoing dialogue with prospective students, parents, donors, current students, faculty and staff.

Installing a CMS requires sound planning to ensure success and adoption from the campus community.

Our website is a publication showcasing our academic programs and the experience that can only be found at SUNY Fredonia. Our website also provides admissions information and a host of academic services, integration with Banner Information Systems and ANGEL course management, financial aid and scholarships, information and services related to student affairs, administration, human resources,

athletics, Reed library, career development, and additional services too numerous to mention. The ANGEL course management system has shown great promise as a platform for the distribution of internal campus communication. Further research on the feasibility of using the ANGEL platform as the campus intranet should be undertaken.

Over the last few years, our website has grown tremendously. Therefore, our strategy, policy and staffing needs should be evaluated. We need a well thought out continuous strategy and planning process in place, one that can honestly and objectively address the specific needs of SUNY Fredonia and position us for continued success and growth in the future.