Web Content Management System, Migration and Maintenance Services for ECDC Web Portal

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Web Content Management System, Migration and

Maintenance Services for ECDC Web Portal

Site Structure and Content Migration – Reference C

March 2015

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1 Introduction

This document forms an integral part of the tender specifications for publication reference XX/NN/NN/NNNN-PROC/2014/NNN. It contains a description of the ECDC site structure, its navigation components, current dynamic content and a high level overview of how we fore-see the migration of the content to the new structure.

Description of the current structure, navigation and content reflects the status as of July 2014. No major changes are planned in this version of the website, although minor adjust-ments and continuation of routine content production should be taken into account.

ECDC will work with the successful tenderer to finalise the architecture and information structure of the new site and to develop detailed content migration maps, in accordance with a mutually agreed project plan.

2 Information architecture

The structure of the current website (often referred to as portal) is built in Microsoft Share-Point 2010.

The 'portal home' is split into languages, the main one being the 'English' subsite. In each subsite there is the possibility to have document libraries, image libraries and other subsites, as well as to create lists displaying different content types. Each page in a subsite is in a folder in the document libraries. Content goes to a total of 6 levels deep (including Portal Home, English), with the final level being a page and previous levels being subsites.

As of July 2014, there are a total of 685 subsites, about 1250 pages and more than (but approximately) 200 document and/or image libraries in use. Each subsite can hold pages, document libraries, image libraries and more subsites.

It is not foreseen that a large number of subsites or pages are added until the award of the contract, although some minimal content production is expected. A full updated content in-ventory and content audit are to be provided to the successful tenderer.

Libraries and lists are currently not always located in the same subsites as the pages where the information they store is displayed, potentially leading to unclear paths for the user and also leading to unnecessary jumps in the backend structure for web editors. Removing these leaps and ensuring content libraries are located in the subsites in which content is displayed is a fundamental approach for the content migration.

In a number of instances there are multiple document libraries under the same subsite – these should be converted so that all documents are stored in the same library. Centralising documents and other shared assets onto a single repository should be explored as an op-tion.

Main goals: Content should be migrated to a flatter structure, with more shared libraries and resources so that assets are more centrally located. In this new structure, pages are

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Page | 4 used more regularly and libraries are kept at a higher level, allowing for less replication of resources that can be shared (for example, the same images in several libraries).

ECDC will work with the successful tenderer to develop a new information architecture that optimises the organisation and relation between content and simplifies user experience.

3 Navigation

Apart from the homepage and a few specific sections, the website uses a classic inverted-L style navigation with one top navigation bar and a left rail. Global Navigation includes About us, Activities, Health topics, Publications, Data and Tools and Media Centre. Under each of these sub sites are the next level of navigation headings:

About Us: Mission

Agency Structure

Management Board

Management Board Members and Alternatives Observers

Members and Alternates – European Commission Members and Alternatives – European Parliament Decisions

Minutes

Advisory Forum

Advisory Forum – Members and Alternates (Member States) Observers

Meeting Minutes

Director of ECDC

Director of ECDC – Dr Marc Sprenger Office of the Director

Founding Director of ECDC – Zsuzsanna Jakab Speeches

Annual Reports of the Director

Senior Management Team

Biography of Professor Karl Ekdahl Biography of Professor Johan Giesecke Biography of Dr Denis Coulombier Biography of Dr Andrea Ammon

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Page | 5 Surveillance and Response Support

Public Health Capacity and Communication Resource Management and Coordination Information and Communication Technologies Competent bodies

External Experts

Invitation to submit application Q & A Partnerships Job Opportunities Vacancies Past vacancies Recruitment Status Reserve list extensions Temporary agent Contract agent

Seconded National Expert (SNE) Fellowships

Traineeships

Procurements and Grants

Procurement: Open calls for tender Procurement: Ongoing calls tender Procurement: Closed calls tender Grants: Open calls for proposal Grants: Ongoing calls for proposal Grants: Closed calls for proposal Key documents

Financial Information Transparency

Activities: Disease programmes

Antimicrobial Resistance and Healthcare-associated Infections

About the programme Surveillance networks Interactive database

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News Publications

Eurosurveillance articles ARHAI network meetings Relevant documents External Sites Contact

Emerging and Vector-borne Diseases

What’s new

About the programme Strategy

Projects

Network for diagnostics

Network of travel and tropical medicine specialists (EuroTnet) Network of medical entomologists and PH experts (Vbornet)

Food-and-Waterborne Diseases and Zoonoses

About the programme

News and epidemiological updates Publications

Events

Influenza

About the Influenza Programme

HIV, Sexually Transmitted Infections and viral Hepatitis

About the programme Strategy Surveillance networks Projects News Publications Eurosurveillance articles

Monitoring implementation of the Dublin Declaration

Tuberculosis

About the TB programme TB prevention and control

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TB Surveillance TB laboratory New tools for TB

TB in vulnerable populations Global TB initiatives

External TB partners and sites

Vaccine-preventable Diseases

About the programme

News and epidemiological updates Scientific advances

Public health development Publications Epidemic intelligence Annual meetings Threat detection Threat Communication (CDTR) Tools

Epidemic intelligence activities Collaboration networks

Emergency Operations Centre (EOC) Information sources

Health Communication Overview

Preparedness and response Preparedness

Response

Examples of outbreak support Competent Bodies meetings

Air transport of infectious disease patients glossary Public health microbiology programme

Public health and microbiology programme

News Publications Events

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Page | 8 About the programme

Microbiolgy activities

National microbiology focal points Scientific Advice

Surveillance

Surveillance

Legal framework and strategy

Legal framework

Long-term surveillance strategy Surveillance objectives

European surveillance networks / ECDC Disease Surv.

Evaluation and assessment of dedicated Surv. Networks

The European Surveillance System (TESSy)

Assess to Tessy data

Training Training News Overview Fellowships Calender of Training

Training documents and materials Partnerships

Publications: All Publications

Antimicrobial resistance and healthcare-associated infections Emerging and vector-borne diseases

Food and water-borne diseases and zoonoses HIV, STI and viral hepatitis

Influenza Tuberculosis

Vaccine preventable disease and invasive bacterial infections Technical Reports

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Page | 9 HIV, STI and viral hepatitis

Vaccine preventable disease and invasive bacterial infections Surveillance Reports

Annual Epidemiological Report

Communicable Disease Threat Report (CDTR) Annual Threat Report

Antimicrobial resistance and healthcare-associated infections Emerging and vector-borne diseases and zoonoses

HIV, STI and viral Hepatitis Influenza

Tuberculosis

Vaccine preventable diseases and invasive bacterial infections Guidance

Vaccine preventable diseases and invasive bacterial infections Corporate publications

ECDC Insight

ECDC – Executive Science Update Summary of key Publications Annual Report of the Director Special reports

Tuberculosis Meeting Reports

Food and water-borne diseases and zoonoses HIV, STI and viral hepatitis

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Page | 10 Vaccine preventable disease and invasive bacterial infections

Technical documents Mission reports

Peer-reviewed publications 11 publications subsites Health topics: Health topics by disease group

Health Topic A-Z

94 health topic subsites Data and Tools:

2 subsites Media Centre: News Press releases Epidemiological update Scientific advances

Public health developments Events Photo gallery ECDC TV Audio Media contact Communication tools 12 media subsites

In a lot of instances on the current site, local navigation (left-hand navigation) has been inputted manually. There are cases where subsites have been used where pages would have been adequate; when content is migrated, those subsites with no attached and related re-sources other than their single index page should be reduced in size to the pages alone. Utility navigation consists of Contact, Sitemap and Links.

Other navigation components include breadcrumbs and related content (right-hand naviga-tion), which has not been used consistently across the website.

Main goals: To create and apply improved navigation components that promote findability while helping sustain ECDC’s web strategy recommendations, as for example having the Health Topics as the main gateway to all information related to diseases and disease-programme related work carried out at ECDC. Navigation tools should allow ECDC website to

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Page | 11 bring the user closer to disease-related data through more efficient signposting and naviga-tion within content. An effective faceted search funcnaviga-tionality should also be introduced to aid in navigation.

ECDC will work with the successful tenderer to define new navigation schemes that improve user experience and enhance semantic and contextual associations.

4 Dynamic content and content feed

In some sections of the website content is dynamic and/or generated automatically. Some examples of systems that provide content for the website are the Customer Relationship Management System, TESSy database (built in .NET and MS SQL using SQL Server Report-ing Services), Terminology Server (providReport-ing ECDC metadata). Some examples of sections displaying dynamic content from other systems are the listings of Advisory Forum and Man-agement Board members, influenza maps, the Atlas of Infectious Diseases (planned). This content will not be migrated as such but all web services should be connected to en-sure proper working functionality for the end user. There are currently no add-ons or third-party tools running on our current setup of SharePoint but that is not to be excluded in the future.

Main goals: Data links to external resources should be easily implementable. In the current website, content displayed from external resources occasionally causes problems, usually by the way in which the connections are obtained. Currently, the Terminology Server provides metadata to ECDC content but the different meta-elements are not being used to create related content, navigation within content or keyword navigation. Ensuring there is a proper data connection with the Terminology Server and the website will be necessary.

5 Content migration

Approach

The content migration process should run smoothly, with minimum to zero downtime and no data loss. It should include a reliable migration of all content and aspects of the current site including site collections, lists, libraries, workflows, permissions, documents (including con-version of native files when needed), con-version history and metadata. While we envision a prior planning of which content to copy, move, remove, rebuild and/or classify, the process should be flexible enough to allow ongoing re-organisation or reclassification of content into new areas or features not currently available.

Most of the existing pages and content will need to be migrated, with a rough estimate of 10% of content to be either archived or retired (see Archiving further in the document). The content will fall under the broad headings of 'About Us', 'Health Topics', 'Media Centre', 'Publications’ and 'Data and Tools' (planned).

It is foreseen that the new website will inherit the main structural divisions and principles of the current one, re-organisation of some of the content is expected, for example:

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 ‘Health topics’ will become more prominent and serve as a central entry point to ECDC outputs.

 Content from the 'Activities' section currently includes a mix of scientific and corpo-rate content and will be moved to ‘Health topics’ and ‘About us’ sections respectively, as we wish to draw a stronger distinction between scientific content and corporate content.

 The principle of stronger distinction between scientific and corporate content may require adjustments throughout the structure of the website.

 New areas and web content are foreseen to be created in future (e.g. ECDC Com-ments, Blog, Outbreaks). Depending on when the content migration will take place, this content may or may not need to be migrated, or current content may need to be migrated to a new area.

Content headings may change, but the format of having a handful of key content areas will remain unchanged. The top level of content should be used as the main location for key resources and libraries. The content from all libraries will need to be migrated, with unnec-essary duplications removed and new content paths created. Shared resources should be migrated to the same location, but this may mean that metadata needs to be cleaned so that resources which are currently duplicated can be shared properly without confusing metadata results.

ECDC will work with the successful tenderer to deliver a detailed content migration map as per project plan.

Archiving

To improve the long-term sustainability of ECDC’s website, all web content from the current content inventory will be reviewed and labelled as current (up-to-date), archived (no longer current but still online for reference) or legacy/retired content (content that has been re-vised or superseded by more recent information and not online). The resulting list will be supplied to the successful tenderer before content migration. Archived content should still be accessible but must be clearly marked.

Sub-branded sites

The three sub-branded sites (ESCAIDE, EPIET, EAAD) will continue to be presented with their own aesthetic, separate from the main ECDC website, but with similar functionality and a shared feel. Their resources should be published on the main web site and shown where relevant under the main web site as well as under the sub-branded sites (for example ESCAIDE presentations). Improved navigation between the main site and the branded cam-paign sites should be introduced.

ECDC will work with the successful tenderer to deliver a detailed content migration map of the three sites as per project plan.

Web Content Management System, Migration and Maintenance Services for ECDC Web Portal