Getting Started with the Content Management System (CMS)

Getting Started with the

Content Management System

1.0 Step-by-Step Guide to Migrating to the CMS

Step 1: Kick-off Meeting

Who: CMS Project Team, Department Web Working Group; i.e. Director/Department Head, Workgroup Manager, Content Manager(s).

Task: Determine the project scope, identify roles, view product demo and agree on timelines.

Documents: Getting Started with the CMS, Migration Timeline

Step 2: Existing Website Review

Who: CMS Project Team, Department Workgroup Manager, Content Manager(s) Task: The Department Workgroup Manager and Content Manager(s) catalogue

content on the existing website using the Site Content Worksheet. This exercise involves:

- Identifying site goals and objectives; - Determining your audience profiles;

- Deciding what content will be on the website;

- Identifying all databases and web applications on current website; - Who will maintain the content;

- Who will approve the content before it is published. Documents: Site Content Worksheet

Step 3: Site Mapping

Who: CMS Project Team

Task: Prepare a textual overview of the navigational structure of the website. Documents: Site Map (preliminary)

Step 4: Site Map Review Meeting

Who: CMS Project Team, Department Web Working Group

Task: Meeting to review the preliminary Site Map and discuss new ways of organizing the information on the website based on best practices.

Note: Make sure all databases, hidden websites/pages, etc, within the current website are identified.

Documents: Site Map (preliminary)

Step 5: Site Map Finalization

Who: Workgroup Manager, CMS Project Team Task:

Documents:

- Revise the Site Map for finalization and email it to the CCS Web Team. - Work together to arrive at a finalized site map.

Step 6: Department Sign-Off by Email

Who: CMS Project Team, Workgroup Manager

Task: The CMS Project Team will send an email of the final Site Map to the

Workgroup Manager. The Workgroup Manager will email back confirmation of final approval from the Approval Authority.

Documents: Final Site Map

Step 7: Setting up the Website on the CMS

Who: CMS Project Team

Task: Set up the website based on the final Site Map. The Content Migrator will begin migration of content into CMS.

Step 8: Building of Pages and Migration of Content

Who: CMS Project Team, Department Web Working Group

Task: The CMS Project Team will do all of the migration. In the final stages, the Department Web Working Group reviews website with other Department members for feedback.

Reminder: The Workgroup Manager should archive the old website on CD for Departmental records. Please make assure that PDFs, Images, Word files are backed up.

Step 9: CMS Training

Who: Web Content Facilitator, Workgroup Manager, Content Manager(s). Task: Train the Workgroup Manager and Content Manager(s). The Workgroup

Manager receives more extensive training.

Training Guides:

On-line manual and video tutorials are available online at the CMS website. http://www2.carleton.ca/cms

Step 10: Final Review

Who: CMS Project Team, Workgroup Manager

Task: The CMS Project Team conducts final testing on the site, installs Google Analytics and confirms sign off from the Department. Project Manager sends email of confirmation to all stakeholders.

Step 11: Site Go-Live

Who: CMS Project Team, CCS Unix Team

Task: The CMS Project Team provides the Unix Team with the website redirects and the new website goes live.

2.0

CMS Resources and Roles

Dean, Director or Department Head • Provides Department sign-off for website structure, content

and ongoing content updates

Workgroup Manager • Acts as the liaison between Computing and

Communications Services (CCS) and the Department Web Working Group

• Coordinates content publishing within their Department • Responsible for Department web page creation

Content Manager • Authors content or revises existing web pages

• Assures that content is kept up to date

Project Manager • Develops the Project Plan for the website migration

• Assures that the project timelines are met

Functional Manager • Provides tools and resources needed for the project

Web Developer • Provides the Site Map

• Sets up the website within the CMS and lays out the structure

• Provides support with the review process

Web Content Facilitator • Provides client training in CMS

• Provides client support during the migration and post go-live

Web Content Migrator • Migrates content from the old website to the CMS site

Appendix A – Sample Site Map

Department of University Communications Sitemap

carleton.ca/communications

Homepage

o CU news (clear link to Newsroom)

• How Can we Help (Icon and top 3-5 questions and link to the full page) • Contact component

• Short Link Lists: o Top Downloads

o Popular Pages (based off analytics) o Key Services

Top Level Navigation

• A1 - About Communications

• B1 - How Can We Help ** (see attached document –Appendix 1)

• C1 - Services

• D1 - Documents and Downloads **

• E1 - Contact

Related/External Sites

• Newsroom (see attached document –Appendix 2) • T@C (see attached document - Appendix 2) • DAM Tool

• Experts @ Carleton University (wiki) # • Carleton Now #

Levels 1 and 2

A1 - About the Department of University Communications.

• Director’s Welcome – (Mission/Vision?, Contact component) o What We Do

o Related Departments • Staff Listing

o Senior Management Bios  Policies and Procedures

o Policies

 DUC Policies (external links to CU policies) o Procedures/Guidelines (internal links)

 Submitting to T@C

 Electronic Signage procedures  Carleton’s visual design standards  Carleton style guide

 Submitting News and Events  More…

• DUC Job Opportunities (position listing and link to HR )

B1 - How Can We Help? **

(name?)

Note: This is a new section for the Web site. Please see Appendix 1.

C1 - Services

(Sortable List of Departments and their Services – users can sort by dept. or service.

• Advertising and Marketing – (overview, list of related services, key contact, related download links)

o Resource links and seminars

• Media Relations – (overview, list of related services, key contact, related download links) o Resource links and seminars

• Graphic Design and Publishing - (overview, project request link, list of related services, key contact, related download links)

o Selected Works (Key Showcase item –easy to update Flash Gallery component) o Publications Blog (providing info and resource link ups, tips and tricks, best practice,

highlight works)

• Event Management (overview, Events@CU link, list of related services, key contact, related download links such as Event Timeline/Checklist PDF and Event budget template)

o Campus Venues (listing)

o Event Management and Staging Suppliers (listing) o Event Products and Tools (listing)

• Internal Communications (overview, submission links, list of internal communication vehicles and services, key contact and related download links)

o Carleton Now (submission form link, overview, policy) o T@C (link to TAC site, submission form link, overview)

o All Staff/Faculty emails (submission form link, overview, policy) o LED Signs (submission form link, overview, policy)

• Web Management - (overview, list of related services, key contact, related links) o Templates (download, docs, global header)

o Web Resources and links (Browsers, Avoid SpyWare, Google Analytics) o Related Links (LCMS, CCS, configuring SFTP for Carleton.ca etc)

D1 – Documents and Downloads

•

Contact

• Contact Information • Feedback Form • FAQ