CMS$Migration$Workbook!
1.
Overview)
This!workbook!is!intended!to!guide!each!department!and!academic!area!through!an! orderly!series!of!steps!to!transition!their!website!from!the!current!content! management!system!(CMS)!to!the!new!one.! Completing!this!workbook!and!submitting!the!online!companion!form!to!the!UCM! Webteam!are!prerequisites!to!beginning!the!CMS!migration,!based!on!the!project! phase!wherein!your!site!migration!falls.! !)
If you plan to complete the digital PDF version, please first save this to your desktop, locate the file and open the saved version to begin your entries.
2.
Determine)Page)Count)
Download)a)Copy)of)Your)Current)Site)Map) To!do!so:!!! 1. Go!to!http://ucm.dreamhosters.com/ksu2013/migration/sitemaps/.! 2. Download!the!xls!or!zipped!file.! 3. Access!your!set!of!pages,!using!Ctrl!F!to!jump!to!relevant!pages.!Your!pages! should!be!at!www.kent.edu/xxx!(your!url).!4. Copy!those!lines!of!the!document!and!paste!into!a!new!excel!file.! How)to)Use)the)Site)Map)File) Eventually,!you!can!add!rows!and!columns!to!use!it!to!log!necessary!directories,! images,!uploaded!files,!assignments!and!deadlines.! First!and!foremost,!use!it!to!get!a!rough!idea!of!the!number!of!pages!in!the!site!by! simply!scrolling!to!the!bottom!of!the!table!of!nonSempty!cells!and!glancing!at!the! number!of!the!last!row.!However,!this!number!includes!! 1. Open!the!file!in!Excel! 2. The!page!count!will!be!the!last!numbered!row,!minus!one.!(In!the!example! below,!there!are!198!pages.)! ! 3. What!is!the!total!number!of!pages!in!your!site!map:!_______________________! !(Please!note:!This!number!will!be!required!later.)! ! !
3.
Determine)Goals)
Take!time!to!step!back!and!list!the!goals!you!have!for!your!site!(based!on!your! business!objectives!and!what!your!Google!Analytics!reports):! 1. What!priority!pages!should!visitors!view?! 2. What!are!your!website!goals?!What!actions!should!web!visitors!take?! Review!your!analytics!to!determine!how!visitors!are!faring!with!these!pages!and! actions!currently!to!gauge!your!current!success!rate.! Tool$Box$ Google!Analytics!—!http://www.google.com/analytics! Google!Analytics!provides!data!on!website!traffic,!detailing!who!your!audience!is,! where!they're!coming!from,!where!they!are!going,!and!what!devices!they're!using.! It's!already!installed!and!gathering!data!on!your!site.!If!you!need!access,!request!it!at! http://www.kent.edu/supportrequest.cfm! Reference:!http://mashable.com/2011/05/23/howStoSuseSgoogleSanalytics/!How)to)Get)Top)Pages)Report) 1. Login!to!Google!Analytics!at!http://www.google.com/analytics/! 2. Click!to!open!the!report!for!your!site.! 3. Under!"Standard!Reports,"!navigate!to!Behavior!>!Site!Content!>!All!Pages,! and!click!the!column!header!to!sort!by!"Unique!Pageviews."! ! 4. Sort$in$ascending$or$descending$order!to!view!most!and!least!frequently! viewed!pages,!or!search!for!a!specific!page!or!directory!by!URL.! !
List$Your$Top$Pages$ List!your!10!top!priority!pages.!What! pages!do!you!most!want!your!visitors! to!view?! Priority$Pages$ 1. _______________________________! 2. _______________________________! 3. _______________________________! 4. _______________________________! 5. _______________________________! 6. _______________________________! 7. _______________________________! 8. _______________________________! 9. _______________________________! 10._______________________________! Using!Google!Analytics,!list!your!top! 10!most!viewed!pages.!(Instructions* are*provided*on*the*previous*page.)!
Current$Performers$ 1. _______________________________! 2. _______________________________! 3. _______________________________! 4. _______________________________! 5. _______________________________! 6. _______________________________! 7. _______________________________! 8. _______________________________! 9. _______________________________! 10._______________________________! Compare!the!lists!above!to!determine!if!you!need!to!address!traffic!improvement!to! any!pages!you!identified!as!priority!pages.!Are!your!priority!pages!currently!missing! from!your!Google!Analytics!Report?! !Yes! !No! !
Current$Goals$ Future$Goals$ Metric!!
(How!to!measure)$ ! ! ! ! ! ! ! ! ! ! !
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Preferred Primary Navigation
List your preferred high-level primary navigation below, offset by commas.
As part of the overall Kent State brand and as current best practice, the primary navigation must fit on one line without breaking on desktop devices, with preferably no more than seven primary navigation categories. Refer to page 9 of the Standards for Redesign Document for more information.
Footer&Information&& & • Footer!Quick!Links!(maximum!7)! ! ! ! ! • Social!Media!Links!(maximum!6)! ! ! ! ! • Contact!Information:! o Department!phone:! o Department!address:! o Department!email:!
4.
Conduct*Research*
Does!your!site!effectively!communicate!to!your!target!audience!what!you!intend?! It's!a!good!idea!to!regularly!test!your!content!and!navigation!labels!with!small! groups!of!users!selected!from!your!target!audience(s)!and!ask!them!what!five!tasks! they!must!accomplish!on!your!site.! Examples& • Locate!contact!information!for!your!advisor! • Find!the!bio!for!the!department!chair! • View!the!prerequisites!for!a!course! Info&Needed& Audience& 1.! ! 2.! ! 3.! ! ! 4.! ! ! 5.! ! ! ! If!users!demonstrate!confusion!in!where!to!click!in!order!to!accomplish!an! important!goal,!that!might!be!an!area!where!a!different!navigation!label!or!modified! page!content!could!help!improve!the!user's!experience.!!
5.
Image)Bank))
Review!the!images!displayed!on!your!site:!! • Do!you!feature!candid!photographs?!Users!far!prefer!natural!photographs!to! staged!settings!or!stock!images.! • Do!you!have!permission!to!use!the!image?!The!following!are!permitted:! o Images!produced!by!Kent!State's!photographers:! http://kentstateuniversity.zenfolio.com/kentarchives! o Images!in!the!public!domain,!designated!"copyrightSfree"!or!openly! licensed! TASK:$As!you!prepare!for!site!migration!S!$ 1. Download!the!images!you!will!use!in!your!new!website.! 2. Clearly!name!them!and!save!to!a!shared!folder.! 3. Make!the!folder!accessible!to!the!team!migrating!your!website.!! Tip:!It!could!be!helpful!to!create!folders!to!house!images!based!on!where!they!will! appear!in!the!new!site.!For!example,!these!types!of!folder!names!could!provide!a! base!starting!point:!! • Images!About! o Image!1!Main!About! o Image!2!Building!Photo! o Image!3!Leadership!Photo! • Images!Academics! • Images!Portfolio! If!in!need!of!photography,!first!visit!the!KSU!photo!archives!(linked!above).!If!you're! unable!to!find!what!you!need,!photo!requests!may!be!submitted!at! http://www.kent.edu/ucm/services/photo/.! ! !Images!on!the!current!site!have!been!downloaded!in!preparation!for!migration! and!upload!into!the!new!site.! !)
6.
Content)Audit)&)Gap)Analysis)
The!majority!of!your!time!will!be!spent!cleaning!content,!deleting!or!listing!dead! weight!that!will!not!migrate!and!revisiting!navigation.!You!will!move!through!seven! steps,!which!will!serve!as!a!workflow!for!reviewing,!updating!and!pruning!site!pages! to!ensure!that!the!content!pages!migrated!to!the!new!CMS!are!accurate!and!relevant.!! Consider!also!how!your!content!will!be!viewed!and!navigated!on!mobile!devices,! which!are!quickly!becoming!the!dominant!viewports!through!which!webpages!are! consumed.!6a)$Reference$Site$Map$(see$section$2)$
[URL!to!be!determined]! This!site!map!can!be!a!starting!point!for!your!audit.!Use!it!as!a!checklist!of!pages!to! review.!Keep!track!of!details!in!a!spreadsheet!as!you!go.!If!collaborating!as!a!group,! consider!storing!in!Google!Docs!(http://docs.google.com/a/kent.edu/)!for!realStime! information!sharing.!Note:*If*there*are*pages*on*your*site*not*listed*in*the*site*map,*it's*possible*they're*not* appropriately*linked*in*the*navigation.*Check*to*make*sure.*
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6b)$Identify$Pages$for$Deletion$
Look!for!content!that!is!Redundant,!Outdated!or!Trivial!(think!"ROT").!! • Does!the!same,!or!similar,!information!exist!elsewhere!on!the!site?!! • Is!it!no!longer!timely?!! • Should!it!have!been!published!in!the!first!place?! Or!let!the!crowd!decide!if!they!find!it!useful.!Using!Google!Analytics!reports,!review! the!list!of!your!pages,!sorted!by!fewest!Unique!Pageviews.!Pages!not!appearing!on! the!list!or!with!just!token!views!(fewer!than,!say,!ten)!in!the!past!quarter!could! provide!a!starting!point!for!content!to!be!deleted.! Tip:$$ 1. Refer!to!the!instructions!in!section!3!(Determine!Goals)!for!viewing!a!content! report!in!Google!Analytics! 2. Click!a!second!time!in!the!Unique!Pageviews!column!to!reverse!the!sort!to! view!the!pages!with!the!lowest!number! ! TASKS:$ 1. Delete!identified!pages!at!this!juncture!to!prevent!them!from!accidentally! being!migrated!into!the!new!site.! 2. Uploaded!files,!such!as!PDFs,!could!be!deleted!or!flagged!on!your!Excel! spread!sheet!as!“do!no!migrate.”!! 3. As!was!the!case!with!images,!if!you!will!use!them!again!in!the!new!site,!they! will!need!to!be!downloaded!from!CommonSpot!to!upload!later.!When!doing! so:! a. Download!the!files!you!will!use!in!your!new!website! b. Clearly!name!them!and!save!to!a!shared!folder.! c. Make!the!folder!accessible!to!the!team!migrating!your!website.!! Tip:!It!could!be!helpful!to!create!folders!to!house!images!based!on! where!they!will!appear!in!the!new!site.!For!example,!these!types!of! folder!names!could!provide!a!base!starting!point:!! • To!Upload!Forms! o Form!A! o Form!B! ! To!Upload!Academics! ! To!Upload!Portfolio! ! !PDF!files!on!the!current!site!have!been!downloaded!in!preparation!for!migration! and!upload!into!the!new!site.! !(Content,$continued)$
6c)$Review$Your$“ToOKeep”$Pages$for$Accuracy,$Relevancy,$
Rewrites$for$WebOfriendliness$&$Improved$Search$Engine$
Optimization$(SEO)$
With!the!recent!overhaul!of!Google’s!search!algorithm,!quality!content!is!key.! The!update!aims!to!filter!“fluff”!content.!!As!a!result,!for!pages!you!intend!to!keep,! scan!and!adjust!copy.!Consider!these!guidelines!for!creating!search!engineS friendly!content:! • The$conversational$search:$$ User!searches!are!becoming!longer!and!more!specific,!and!focus!more!on! answering!questions.!Use!natural!language!content.!Do!not!try!to!stuff!your! text!with!keywords!or!use!institutional!jargon!and!acronyms.!!Write!so! Google!will!recommend!your!pages:! o Create!unique,!accurate!page!titles! o Each!page!should!address!a!single!topic! o If!the!page!covers!several!topics,!consider!whether!multiple!pages! will!allow!the!reader!to!more!quickly!locate!information! o Write!a!brief!summary!of!the!page's!content!(Tip:!imagine!your! page!description!has!to!fit!in!a!Tweet)!—!this!will!go!in!the!page's! description*metatag!for!display!with!the!title!in!search!engine! results! • Make!the!page!scannable! o Use!bullets! o Use!heading!tags!to!outline!sections! o Limit!the!number!of!paragraphs!between!headings! o Include!images!to!visually!communicate!what!the!reader!will!find! in!adjacent!text! • Avoid!jargon,!and!write!for!your!target!audience,!in!their!words,! examples:! o "rape"!vs.!"sexual!assault"! o "disability!services"!vs.!!"accessibility!services"! ! • Fresh$content:!! Create!a!content!schedule!and!update!frequently!(at!least!key!pages).!Content! freshness!adds!relevancy!to!your!site!and!improves!search!results.!! o Make!sure!your!content!is!engaging,!unique!and!relevant.!! o Use!a!combination!of!paragraphs!and!bullet!points!for!a! persuasive,!quick!read.! o Add!videos!for!engaging,!shared!content.!! ! ! !!
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! • Accessibility:$All!sites!available!to!the!public,!including!Kent!State’s!publicly! accessible!website!must!be!compliant!with!Section!508!of!the!Americans!with! Disabilities!Act.!Please!keep!in!mind!that!of!the!many!people!visiting!Kent! State’s!web!pages,!some!have!unique!challenges!that!could!make!using!the! site!difficult.!! !See!our!Guide!to!Web!Standards!at!www.kent.edu/ucm!for!a!fuller!listing!of! accessibility!issues!to!address.!! ! But!know,!these!are!quick,!easy!wins!for!improving!your!website’s! accessibility:! ! o Link$names:!Set!links!on!true,!meaningful!text;!do!not!use!‘click! here.’!! ! Incorrect:!To!find!out!more!information!about!our!wellness!! programs,!click!here.! ! Correct:!Find!more!information!about!our!wellness! programs.! o Slideshows$(such$as$PowerPoint$files)$and$PDFs! ! Refrain!from!uploading!these!kinds!of!files.!Powerpoints! open!entirely!blank!in!a!screen!reader.!!!Additionally,!these! file!types!can!only!be!opened!if!users!have!the!appropriate! software!installed.! ! You!must!offer!this!information!in!an!additional!format!for! those!using!screen!readers.! ! Student!Accessibly!Services!offers!a!guide!on!creating! accessible!content!at! http://www.kent.edu/sas/accessibilitySofScourseS content.cfm.! o Images:!Be!aware!that!Google’s!spiders!cannot!crawl!on!images,! so!be!sure!to!use!ALT!Text!on!your!photos!in!addition!to!captions.! o Videos! ! If!video!host!allows,!provide!closed!captioning!for!your! videos.!If!not,!available,!transcribe!video!and!provide!a!link! to!the!transcribed!content.! ! Search!engine!optimization!references:!! • https://www.google.com/webmasters/docs/searchSengineSoptimizationS starterSguide.pdf! • http://www.kent.edu/ucm/marketingguide/web/content.cfm! !
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6d)$Audit$and$Identify$Your$Online$Forms$
Identify!any!online!forms!that!you!or!your!team!has!created.!This!excludes!forms! that!have!been!uploaded!as!PDFs!and!Word!documents.!Which!online,!fillable!forms! are!needed!in!the!new!website?! ! TASKS:$ • Print!a!hard!copy!of!any!necessary!forms.! • Save!in!a!folder!that!is!accessible!to!whomever!will!be!rebuilding!your!forms.! • On!each!print!out,!identify!how!that!form!behaves!upon!submission:! o Email!to!identified!site!admins?! ! Email!recipients!are:!_______________________________________! o Feed!to!a!datasheet!for!manipulation!and/or!export?! o Both?! You!will!reference!the!printouts!when!rebuilding!the!corresponding!replacement! versions!in!Drupal.!These!hard!copies!will!make!it!easier!to!recreate!the!fields!you! have!already!identified!as!necessary.! ! Quantify!of!online!forms!that!need!recreated:!___________.! ! !Copies!of!the!current!forms!have!been!printed!in!preparation!for!migration!and! recreations!in!the!new!site.! ! !(Content,$continued)$
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6e)$Preparing$for$Migration$of$Uploaded$Files$(PDFs,$Word)$
By!now,!you!have!identified!the!uploaded!files!you!will!want!to!migrate!to!your!new! website.!!! As!was!the!case!with!images,!if!you!will!use!them!again!in!the!new!site,!they!will! need!to!be!downloaded!from!CommonSpot!for!uploaded!later.!! ! TASKS:$ 1. Download!the!files!you!will!use!in!your!new!website.! 2. Clearly!name!them!and!save!to!a!shared!folder.! 3. Make!the!folder!accessible!to!the!team!migrating!your!website.!! Tip:!It!could!be!helpful!to!create!folders!to!house!images!based!on! where!they!will!appear!in!the!new!site.!For!example,!these!types!of! folder!names!could!provide!a!base!starting!point:!! • To!Upload!Forms! o Form!A! o Form!B! ! To!Upload!Academics! ! To!Upload!Portfolio! ! !PDFs,!Word!documents!and!other!files!on!the!current!site!have!been!downloaded! in!preparation!for!migration!and!upload!into!the!new!site.! !)
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6f)$Review$Architecture$(Navigation)$and$Remaining$Pages$for$
Enhancements$
There!may!be!pages!in!your!site!that!were!added!at!different!times!by!different! resources,!which,!as!a!result,!are!not!logically!grouped!together.!!! Try!to!look!at!your!content!with!fresh!eyes!and!at!whether!and!how!it!addresses! your!goals.!Does!the!current!page!hierarchy!mesh!with!the!ideal!content!structure?! Where!the!answer!is!no,!there!is!an!opportunity!to!increase!the!site's!usefulness.! Case)Study:)Diversity) The$Division$of$Diversity,$Equity$&$Inclusion$had$a$number$of$different$ student$centers$and$programs$each$listed$in$the$site$navigation.$By$grouping$ like$items$together,$the$list$of$navigation$items$was$reduced$from$14$to$7.$ Additionally,$News$and$Events$were$combined$into$a$single$directory.$ $ Departmental)navigation:)before)and)after)reorganization)and) consolidation.$ ! !(Content,$continued)$
6g)$Dependencies$
Identify!any!instances!where!other!websites,!such!as!FlashLine,!eCalendar!or!other! 3rdSparty!systems,!rely!on!content!in!your!current!website!or!vice!versa.!!On!the! flipside,!identify!any!content!you!rely!on!that!appears!in!another!website!and!to!! which!you!link!from!your!website.! Examples:$ 1. Events!page!displays!RSS!feed!from!eCalendar.! 2. FlashLine!links!to!registrar,!bursar,!parking,!human!resources!and!a!multitude! of!other!pages!in!various!CommonSpot!websites.!! 3. One!example!is!the!screen!capture!of!the!below!content,!which!appears!as!a! channel!in!FlashLine.!Content!in!this!channel!links!users!to!the!current!Human! Resource!website.!As!a!result,!when!launch!your!new!website!with!its!new! urls,!all!FlashLine!urls!will!require!updates.! ! Your!Dependencies:! 1. _______________________________________________________! 2. _______________________________________________________! 3. _______________________________________________________! OR! !No!such!dependencies!identified!after!reviewing!the!site.! !(Content,$continued)$
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6h)$Develop$New,$Necessary$Content$
If!you!have!identified!the!need!for!new!content,!when!writing!that!content,!adhere!to! guidelines!on!page!10!in!section!6c.! !6i)$Departmental$Templates$$
! Because!there!is!the!understanding!that!a!need!exists!for!website!design!and! development!services!to!comply!with!the!university’s!baseline!web!requirements,! the!university!has!made!three!baseline!template!options!available.! ! University$Baseline$Templates$ Departments!adopting!one!of!the!provided!templates!will!have!the!ability!to! customize!the!website!via!unique!content!and!imagery.!! ! Additionally,!the!Drupal!content!management!system!will!automatically!display!the! university’s!required!elements.!! ! Baseline$template$options$$ http://ucm.dreamhosters.com/ksu2013/themes/#$ $Traditional Bright Gray on Gray
(with approved accent color)
For!additional!accent!colors! please!review!the!UCM! approved!color!palette!at!
Gray)on)Gray)Template)with)Approved)Accent)Color) $ $ $ Traditional)Template) )) ) ) )Bright)Template) $$$$$$$$$$$$$$$$$$ $ $
Custom$Web$Development:$$ Those!departments!contracting!with!outside!vendors!for!custom!website! development,!must!adhere!to!the!Guide!to!Web!Standards!found!at! www.kent.edu/ucm.!This!compliance!ensures!that!the!university’s!brand!extends!to! its!online!spaces,!while!also!providing!a!cohesive!experience!for!individuals!visiting! Kent!State!websites.!The!standards!clearly!document!approved!colors,!fonts,! primary!navigation,!masthead!and!footer!elements,!and!other!required!elements,!as! well!as!the!need!to!secure!UCM!approval!prior!to!web!development.$ ! My!department!website!should!be!set!up!using!this!template:! !!Traditional$ !!Bright$ !!Gray!on!Gray! ! ! Accent!color:!!____________________________$ !!Custom! ! The!department!vendor!has!received!the!Guide!to!Web!Standards:!! Yes!_____!!! No!____! UCM!and!IS!have!reviewed!the!vendor!concepts:! Yes!____! No!____$ $ !
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6i)$Departmental$Required$Elements$
! To!support!recruitment!and!retention,!a!plethora!of!research!has!dictated!UCM’s! requirement!that!colleges,!schools!and!academic!department!websites!include!a! base!set!of!information.!Administrative!departments!are!exempt,!unless!appropriate.! ! Primary$navigation$ You!will!note!that!departmental!primary!navigation!has!shifted!to!the!top,! horizontal!location!on!the!baseline!templates,!which!is!also!a!requirement!of!custom! templates.!Required!links:! ● Academics!or!Undergraduate!&!Graduate!Programs! ● Faculty!&!Staff!Directory! ! Calls$to$Action$ ● Amount! ○ Minimum!of!three!call!to!action!buttons! ○ Maximum!of!five!call!to!action!buttons! ● Colleges$must$include$ ○ Schedule!Visit!(only!if!departmentSspecific!visits!are!offered!and! information!is!captured!in!Hobson’s)! ○ Find!Majors!&!Degrees! ○ Apply!Now! ○ Why!xxx?!!S!optional,!but!if!academic!area!is!narrow,!highly! recommended! ■ Career!Opportunities!! ■ Median!Salaries! ■ Internships! ■ Alumni!Success! ■ Facts!&!Figures!! ● Optional,!alternate!placement:!home!page!infographic! ● Programs/Departments$must$include$ ○ Schedule!Visit!(only!if!program/departmentSspecific!visits!are!offered! and!information!is!captured!in!Hobson’s)! ○ Apply!Now! ○ Why!xxx?! ■ Inclusion!items!mirror!those!in!college!listing!above! ○ Schedule!Advising!Appointment! $Additional$Required$Inclusions:$ ● Study!Abroad!&!Online!Learning!information,!if!offered! ○ Location!of!button!or!content!is!optional! ● Required!classes!links!on!academic!program!pages! ○ Note!this!label!works!much!better!than!roadmaps!with! prospective!students! ● Breadcrumbs,!location!optional!for!custom!designs
6j)$Revisit$Image$Bank$Analysis$(see$section$5)$
If!you!created!content,!does!that!content!require!additional!photography?!If!so,! please!remember!to!visit!the!KSU!photo!archives!at! http://kentstateuniversity.zenfolio.com/kentarchives.!If!you're!unable!to!find!what! you!need,!photo!requests!may!be!submitted!at! http://www.kent.edu/ucm/services/photo/.!! ! Additional$Needs$ Found$in$Archives?$ $ _________________________________________________________________! ! _________________________________________________________________! ! _________________________________________________________________! ! _________________________________________________________________! ! _________________________________________________________________! ! _________________________________________________________________! ! ! !(Content,$continued)$
6k)$Approaching$Future$State$of$New$Site$
Current!pain!points:! 1. _______________________________________________________! 2. _______________________________________________________! 3. _______________________________________________________! Desired!enhancements:! 1. _______________________________________________________! 2. _______________________________________________________! 3. _______________________________________________________! Presets!you!will!need!in!the!new!site:! !News! !Calendar!/!RSS!feed! !Success!stories! !Profiles! !Social!media!links! !Highlights! ! This!information!will!need!to!be!checked/selected!in!the!online!form!when!you!are! finished!with!this!step.! ! $ !7.
Page)Count)and)Migration)Impact)
Since!moving!the!content!into!the!new!CMS!requires!manually!copying!each!page,! identifying!and!deleting!deadSweight!content!will!pay!off!in!hours!and!days!saved!in! migration.! What!is!the!revised!total!number!of!pages!to!be!migrated:!_________________________! (Please!note:!This!number!will!be!required!in!the!rightShand!column!below.))
$ Enter$your$information$below:$ Original$ (from$$ page$2)$ PostOwork/$ PreO migration$ (above)$ Number*of*pages*in*site*(original*from*section*2,*page* 2*and*from*above)* ! ! Total*minutes**to*migrate*(est.*20*min./pg)*1* !X!20!min.! each=! !___________! Total!min.! X!20!min.! each=! !______________! Total!min.! Divided*by*60*minutes*to*get*total*hours* Divided!by! 60!=!!! _____!hours! Divided!by! 60!=!!! _____!hours! Available*departmental*staff*hours*per*week* Divided!by:!_____!hours! Divided!by:!_____!hours!
Weeks*required*to*migrate*site*2** ! ! Number$of$hours$saved:!_______! (Subtract!the!left!green!column!from!the!right!green!column.)! ! Formula!help:! 1*Multiply*the*number*of*pages*from*the*row*above*by*20*to*get*the*total*number*of* minutes*estimated*for*migrating*all*pages.*Divide*this*number*by*60*to*get*the*total* number*of*estimated*hours*required*to*complete*the*migration.* 2*Divide*the*number*of*estimated*hours*to*complete*the*migration*by*the*number*of* available*hours*human*resources*can*spend*migrating*content*each*week.*The*result* will*be*the*number*of*weeks*required*to*complete*the*migration.** The*reverse*is:*if*you*want*to*launch*in*4*weeks,*then*divide*total*hours*by*desired* number*of*weeks*to*see*how*many*hours*would*be*needed*to*hit*that*target*date.*
! Example$of$a$client$comparing$potential$timelines:$$ Enter$your$information$below$ Scenario$1$ $ Scenario$2$ Number*of*pages*in*site*to*migrate* 80! 80! Time*to*migrate*(est.*20*min./pg)*1* !X!20!min.! each!=! 1600$ Total!min.! X!20!min.! each!=! $600$ Total!min.$ Divided*by*60*minutes*to*get*total*hours* Divided!by! 60!=!!! 27!hours! Divided!by! 60!=!!! 27!hours! Available*departmental*staff*hours*per*week* Divided!by:!
10!hours! Divided!by:!20!hours!
Weeks*required*to*migrate*site*2** 2.6!weeks! 1.3!weeks!
! ! Based!on!the!estimated!number!of!weeks!required!for!migration,!determine:! !My!department!team!will!migrate!site.! !I!need!UCM!to!support!migration.! ! My!department! • Hopes!to!be!live!by!_________________!(desired!launch!date)! • Must!not!work!during!these!dates!_________________________________________! !
8.
Conclusion)
The!content!migration!process!will!be,!largely,!a!manual!effort.!Careful!planning!will! help!to!ensure!a!timely,!thorough!migration.!Pruning!content!before!migration!will! help!reduce!the!hours!required!to!complete!the!migration!and!will!result!in!a!higher! quality!site.!! Communicating!the!requested!details!from!the!exercises!in!this!workbook!to!the! UCM!Webteam!will!allow!for!proper!coordination!and!prioritization!of!each!site.! Enter!your!information!at:!http://www.kent.edu/web/migration!.! ! !My!department!has!completed!the!form!at!http://www.kent.edu/web/migration!To complete your CMS Migration Workbook, please submit your final site map to UCM. (Grid format options include Google Sheets and Microsoft Excel.)
