Implementing Site Manager in UAS at University of Oxford Tony Stark – Project Manager [email_address] t [email_address] 2 ...
Topics <ul><li>Who we are, What we are doing, Why we are doing it </li></ul><ul><li>Requirements & Supplier Selection </li...
Who we are What we are doing Why we are doing it
The University <ul><li>Collegiate University </li></ul><ul><li>17,200 full-time students </li></ul><ul><li>16,000 students...
What is UAS? Central Administration Departments of The University. They work to support the Academic Departments. Approxim...
Umbrella url’s we are migrating <ul><li>Admin Web - www.admin.ox.ac.uk   </li></ul><ul><li>Includes some high profile site...
Some Numbers Online Information 2009 Oxweb Admin Web Web Pages 12,000 7,000 Gb’s served / day 3.8 1.6 No. of files 16,000 ...
Current / Legacy position <ul><li>Creating and Managing HTML pages </li></ul><ul><ul><li>Using Word to Web macros </li></u...
Requirements and Supplier Selection
Objectives <ul><li>Easier creation, editing, previewing, publishing and management of content </li></ul><ul><ul><li>Web Pu...
The Process we went through <ul><li>Set up the Project </li></ul><ul><li>Requirements Capture </li></ul><ul><li>Tendering ...
Why is getting the selection process right, so important? <ul><li>Similar to a staff recruitment process: </li></ul><ul><u...
It’s all about finding a company that fits in with you and your requirements: <ul><ul><li>Product is a good or reasonable ...
First steps, Where we are now & our  plans
First Steps <ul><li>Occupational Health first site </li></ul><ul><ul><li>Learnt about Site Manager and what is involved in...
Where we are now and plans <ul><li>Sites on Site Manager  5 (3 are new sites) </li></ul><ul><li>Special Projects Category ...
Challenges and Special Projects
Challenges <ul><li>Small team. Just lost a key member. Please apply if you are interested in joining us </li></ul><ul><li>...
Special projects <ul><li>Special Projects </li></ul><ul><li>Statutes & Regulations </li></ul><ul><ul><li>Complicated versi...
Technical Solutions needed <ul><li>Oxonly or intranet content </li></ul><ul><ul><li>Content published on external web site...
TERMINALFOUR and Site Manager  <ul><li>Looking for a partner not just a supplier </li></ul><ul><li>Took Terminal Four a wh...
Things we have learnt
Things we have learnt <ul><li>Plan as best you can </li></ul><ul><li>It is a slow job but get enough resource </li></ul><u...
Questions? ? Online Information 2009
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Implementing Site Manager in UAS at University of Oxford

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Implementing Site Manager in UAS at University of Oxford

  1. 1. Implementing Site Manager in UAS at University of Oxford Tony Stark – Project Manager [email_address] t [email_address] 2 December 2009
  2. 2. Topics <ul><li>Who we are, What we are doing, Why we are doing it </li></ul><ul><li>Requirements & Supplier Selection </li></ul><ul><li>First steps, Where we are now and our plans </li></ul><ul><li>Challenges and Special Projects </li></ul><ul><li>Things we have learnt </li></ul>Online Information 2009
  3. 3. Who we are What we are doing Why we are doing it
  4. 4. The University <ul><li>Collegiate University </li></ul><ul><li>17,200 full-time students </li></ul><ul><li>16,000 students on part-time courses </li></ul><ul><li>7,000 staff excluding those employed by the colleges </li></ul><ul><li>39 colleges </li></ul><ul><li>6 permanent private halls </li></ul><ul><li>160 academic and other departments </li></ul><ul><ul><li>Includes faculties, departments, schools, libraries and museums </li></ul></ul>Online Information 2009
  5. 5. What is UAS? Central Administration Departments of The University. They work to support the Academic Departments. Approximately 1,000 staff in UAS Online Information 2009
  6. 6. Umbrella url’s we are migrating <ul><li>Admin Web - www.admin.ox.ac.uk </li></ul><ul><li>Includes some high profile sites: </li></ul><ul><ul><li>Vice Chancellor’s Office </li></ul></ul><ul><ul><li>Clarendon Trust Fund </li></ul></ul><ul><ul><li>Academic Administration – student facing </li></ul></ul><ul><ul><li>Staff facing </li></ul></ul><ul><li>Ox Web - www.ox.ac.uk </li></ul><ul><li>Main public facing web site of University. </li></ul><ul><li>Top pages with links to everything else </li></ul>Online Information 2009
  7. 7. Some Numbers Online Information 2009 Oxweb Admin Web Web Pages 12,000 7,000 Gb’s served / day 3.8 1.6 No. of files 16,000 15,000 Visitors / week 85,000 55,000 Web Applications 0 17+ Site Manager users 6 150+
  8. 8. Current / Legacy position <ul><li>Creating and Managing HTML pages </li></ul><ul><ul><li>Using Word to Web macros </li></ul></ul><ul><ul><li>Other applications make up the ‘web publishing toolkit’ </li></ul></ul><ul><ul><li>SFTP to development (preview) and then to live web servers </li></ul></ul><ul><li>Oxweb is using proprietary CMS </li></ul><ul><li>Training is 4 days and once a term </li></ul><ul><li>Support team is fire-fighting </li></ul>Online Information 2009
  9. 9. Requirements and Supplier Selection
  10. 10. Objectives <ul><li>Easier creation, editing, previewing, publishing and management of content </li></ul><ul><ul><li>Web Publishers concentrate on content quality not how to publish it </li></ul></ul><ul><li>Training reduced to less than a day and more frequently </li></ul><ul><li>Same look and feel across all sites </li></ul><ul><li>Free up support team to be pro-active so can concentrate on helping site owners to do better things </li></ul>Online Information 2009
  11. 11. The Process we went through <ul><li>Set up the Project </li></ul><ul><li>Requirements Capture </li></ul><ul><li>Tendering Process – ITT </li></ul><ul><li>Evaluation Team </li></ul><ul><li>Shortlisting </li></ul><ul><li>Supplier Presentations </li></ul><ul><li>Selection </li></ul><ul><li>Contract </li></ul>Online Information 2009
  12. 12. Why is getting the selection process right, so important? <ul><li>Similar to a staff recruitment process: </li></ul><ul><ul><li>You’re looking for key “qualifications” </li></ul></ul><ul><ul><li>You’re looking for potential </li></ul></ul><ul><ul><li>Your looking for the right fit </li></ul></ul><ul><ul><li>You have a budget in mind </li></ul></ul><ul><li>A transferable golden rule from Recruitment: </li></ul><ul><li>“ It’s better not to recruit anyone, then recruit the wrong person” </li></ul>
  13. 13. It’s all about finding a company that fits in with you and your requirements: <ul><ul><li>Product is a good or reasonable fit </li></ul></ul><ul><ul><li>Right size </li></ul></ul><ul><ul><li>Right price </li></ul></ul><ul><ul><li>Nice people to work with </li></ul></ul><ul><ul><li>Enthusiastic about your project </li></ul></ul><ul><ul><li>Knowledgeable about your sector </li></ul></ul>
  14. 14. First steps, Where we are now & our plans
  15. 15. First Steps <ul><li>Occupational Health first site </li></ul><ul><ul><li>Learnt about Site Manager and what is involved in implementing sites </li></ul></ul><ul><ul><li>Developed styles and templates </li></ul></ul><ul><ul><li>Developed training course </li></ul></ul><ul><ul><li>Left out some technical things until later </li></ul></ul><ul><ul><li>Lessons Learnt exercise </li></ul></ul>Online Information 2009
  16. 16. Where we are now and plans <ul><li>Sites on Site Manager 5 (3 are new sites) </li></ul><ul><li>Special Projects Category 3 currently – more on these later </li></ul><ul><li>Next Group 5 started with an initial list to cut our teeth on </li></ul><ul><li>Tranche 1 16 </li></ul><ul><li>Tranche 2 11 </li></ul><ul><li>Tranche 3 5 </li></ul><ul><li>Don’t mind when 14 </li></ul><ul><li>In or out of scope? 14 </li></ul><ul><li>Total 73 sites </li></ul>Online Information 2009
  17. 17. Challenges and Special Projects
  18. 18. Challenges <ul><li>Small team. Just lost a key member. Please apply if you are interested in joining us </li></ul><ul><li>Steep learning curve – have been and still are on one </li></ul><ul><li>Need solutions to some technical problems </li></ul><ul><li>Managing user expectations – they known it is coming, they want it but: </li></ul><ul><ul><li>Pressure to implement new sites so not migrating old ones </li></ul></ul><ul><ul><li>Pressure to do things quickly v we want to do things sensibly and at an appropriate pace </li></ul></ul><ul><ul><li>Planning and setting dates for individual sites is difficult </li></ul></ul>Online Information 2009
  19. 19. Special projects <ul><li>Special Projects </li></ul><ul><li>Statutes & Regulations </li></ul><ul><ul><li>Complicated versioning </li></ul></ul><ul><ul><li>Granular requirement so can use part of Statute/Regulation in other database systems </li></ul></ul><ul><li>Examination Regulations </li></ul><ul><ul><li>Complicated versioning but different from Statutes & Regulations </li></ul></ul><ul><ul><li>Web Publishing and Hardcopy printing from same content </li></ul></ul><ul><li>University Gazette </li></ul><ul><ul><li>Review of business processes </li></ul></ul><ul><ul><li>Web Publishing and Hardcopy printing from same content </li></ul></ul>Online Information 2009
  20. 20. Technical Solutions needed <ul><li>Oxonly or intranet content </li></ul><ul><ul><li>Content published on external web site </li></ul></ul><ul><ul><li>Need to restrict access </li></ul></ul><ul><ul><li>Implement GSA to replace ://htdig </li></ul></ul><ul><li>Framework for integrating web applications </li></ul><ul><ul><li>Delivery through Site Manager </li></ul></ul><ul><ul><li>Provide a wrapper to give same look and feel to pages </li></ul></ul><ul><li>Solution for non-contributors to preview but not edit their content </li></ul><ul><li>Authentication through University single sign on - Shibboleth </li></ul>Online Information 2009
  21. 21. TERMINALFOUR and Site Manager <ul><li>Looking for a partner not just a supplier </li></ul><ul><li>Took Terminal Four a while to realise what they had taken on but never flinched and are meeting their promises </li></ul><ul><li>Happy with selection of Terminal Four Site manager </li></ul><ul><ul><li>Terminal Four seem to be able to make Site Manager do the majority of what we want it to do </li></ul></ul><ul><ul><li>Not perfect but what supplier and what system is </li></ul></ul><ul><ul><li>New Version 7 re usability seems to support our decision </li></ul></ul><ul><li>Overall pleased with both TERMINALFOUR and Site Manager. </li></ul>Online Information 2009
  22. 22. Things we have learnt
  23. 23. Things we have learnt <ul><li>Plan as best you can </li></ul><ul><li>It is a slow job but get enough resource </li></ul><ul><li>A lot of the problems are organisational and cultural </li></ul><ul><li>Technical & product fit is important but not everything </li></ul><ul><li>Expectation Management & Communications is key </li></ul><ul><li>Make sure your vendor appreciates (& shares) your pain </li></ul><ul><li>A CMS doesn’t solve all your problems </li></ul>Online Information 2009
  24. 24. Questions? ? Online Information 2009

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