Web Content Management: The Texas Experience
Outline <ul><li>University Webs </li></ul><ul><li>CMS models </li></ul><ul><li>Selecting a solution </li></ul><ul><li>Next...
utexas.edu <ul><li>Hundreds of Web servers </li></ul><ul><li>Containing thousand of Web sites </li></ul><ul><li>Created an...
Attributes of a High-Quality University Web Site <ul><li>Complete </li></ul><ul><li>Current </li></ul><ul><li>Coherent </l...
UT Self Assessment on These Attributes Early 2002
Some Key Questions? <ul><li>Does everyone have to be an accessibility expert? </li></ul><ul><li>Does everyone have to know...
Progress <ul><li>UT Web redesign in 2002 improved in many of these areas </li></ul><ul><ul><li>More attractive </li></ul><...
University’s Home Today
Progress Needed in Other Areas <ul><li>Current </li></ul><ul><li>Cost effective </li></ul><ul><li>Accessible </li></ul><ul...
Typical University Web Presence Web Publisher Web Consumer Content Contributor Web Publisher Web Publisher Web Publisher W...
Typical Web Content Management Model Web Editor Web Consumer Content Contributor Web Publisher Web Publisher Content Contr...
A Point CMS Approach in Higher Ed Web Publisher Web Consumer Engineering Web Server (CMS Solution B) Law School Web server...
Clear Differences <ul><li>Commercial content management </li></ul><ul><ul><li>More highly centralized </li></ul></ul><ul><...
A Hybrid Model Web Editor Web Consumer Content Contributor Web Publisher Web Publisher Content Contributor Content Contrib...
Advantages of Hybrid Model <ul><li>Leverages CMS solution yet is still sensitive to the distributed nature and political r...
In Pursuit of a Solution <ul><li>Formed cross-campus team  </li></ul><ul><ul><li>IT </li></ul></ul><ul><ul><li>Library </l...
Timeline Solicit community input Develop functional specs Review solutions Request for information Review responses Select...
Major Functionalities <ul><li>Integration with campus infrastructure (databases, Web servers, authentication) </li></ul><u...
Selection Process <ul><li>Selected 4 vendors for 1 day demo </li></ul><ul><ul><li>Stellent </li></ul></ul><ul><ul><li>Inte...
Why Stellent? <ul><li>Excellent content conversion </li></ul><ul><li>Solid, flexible workflow </li></ul><ul><li>But no sol...
CMS Scorecard -- + Macintosh Support Support for Standards -- Deployment to other Web Servers Versioning Metadata + Workfl...
Stellent Architecture at UT Main Content  Management Server (Solaris) Web Editor Content Contributor Web Publisher Content...
Implementation Stages <ul><li>Integration with existing campus Web servers and authentication </li></ul><ul><li>Developmen...
Where Are We Today? <ul><li>Signed deal about 4 weeks ago </li></ul><ul><li>Received product training mid-April </li></ul>...
Quick Win Examples Around Austin News Releases
Around Austin <ul><li>Developed using Stellent SiteStudio </li></ul><ul><li>Enables very easy editing of existing site </l...
Public Affairs News Releases <ul><li>Produce quality output currently, but time consuming </li></ul><ul><li>Create site wi...
Where From Here? <ul><li>Production environment </li></ul><ul><li>Active Directory integration </li></ul><ul><li>Security ...
How Will We Know if it Works? <ul><li>Campus research opportunities (i.e. School of Information) </li></ul><ul><li>Measure...
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Powerpoint Presentation for Commons Solutions Group

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  • Efficiency example: news release time 10 minutes to create a Web page and another 15 minutes to get it linked all of the places it should be linked
  • Hundreds of Web Servers Thousands of Web publishers/developers Content owners/contributors Millions of Web consumers
  • Hundreds of Web Servers Thousands of Web publishers/developers Content owners/contributors Millions of Web consumers
  • Hundreds of Web Servers Thousands of Web publishers/developers Content owners/contributors Millions of Web consumers
  • Hundreds of Web Servers Thousands of Web publishers/developers Content owners/contributors Millions of Web consumers
  • On bullet 2 mention that publishers can choose to create part of a site with the CMS and another part in a traditional method On bullet 3, if the medical school for example deploys a CMS for their Web site and the Business School deploys one for their Web site, as is often the case does the Medical school benefit from the Business School, can they share commons assets across their different solutions?
  • 4 vendors: Stellent, Interwoven, Merant Collage, Rhythymx Percussion
  • Hundreds of Web Servers Thousands of Web publishers/developers Content owners/contributors Millions of Web consumers
  • Press Control Shift F5 to active contributor mode Rebeling Stellent
  • Powerpoint Presentation for Commons Solutions Group

    1. 1. Web Content Management: The Texas Experience
    2. 2. Outline <ul><li>University Webs </li></ul><ul><li>CMS models </li></ul><ul><li>Selecting a solution </li></ul><ul><li>Next steps </li></ul>
    3. 3. utexas.edu <ul><li>Hundreds of Web servers </li></ul><ul><li>Containing thousand of Web sites </li></ul><ul><li>Created and maintained (sometimes) by thousands of Web publishers </li></ul><ul><li>Who produce millions of pages </li></ul>
    4. 4. Attributes of a High-Quality University Web Site <ul><li>Complete </li></ul><ul><li>Current </li></ul><ul><li>Coherent </li></ul><ul><li>Searchable </li></ul><ul><li>Accessible </li></ul><ul><li>Attractive </li></ul><ul><li>Robust </li></ul><ul><li>Secure </li></ul><ul><li>Cost Effective </li></ul><ul><li>Aligned with spirit and goals of institution </li></ul>
    5. 5. UT Self Assessment on These Attributes Early 2002
    6. 6. Some Key Questions? <ul><li>Does everyone have to be an accessibility expert? </li></ul><ul><li>Does everyone have to know HTML or Dreamweaver? </li></ul><ul><li>Can we free up time for highly-trained Web professionals to create and innovate? </li></ul><ul><li>Can we do things more efficiently? </li></ul><ul><li>Where does your content go when it dies? Does it ever die? </li></ul>
    7. 7. Progress <ul><li>UT Web redesign in 2002 improved in many of these areas </li></ul><ul><ul><li>More attractive </li></ul></ul><ul><ul><li>More consistent, better branding </li></ul></ul><ul><ul><li>Modular templates </li></ul></ul><ul><ul><li>More usable and accessible </li></ul></ul><ul><ul><li>Improved division of labor </li></ul></ul><ul><ul><ul><li>IT - infrastructure </li></ul></ul></ul><ul><ul><ul><li>Public Affairs – content </li></ul></ul></ul><ul><ul><li>More dynamic </li></ul></ul>
    8. 8. University’s Home Today
    9. 9. Progress Needed in Other Areas <ul><li>Current </li></ul><ul><li>Cost effective </li></ul><ul><li>Accessible </li></ul><ul><li>Workflow </li></ul><ul><li>Metadata </li></ul><ul><li>Can a Web content management solution help? </li></ul>
    10. 10. Typical University Web Presence Web Publisher Web Consumer Content Contributor Web Publisher Web Publisher Web Publisher Web Publisher Content Contributor Content Contributor Content Contributor Content Contributor Content Contributor Web Consumer Web Consumer Web Consumer Web Consumer IIS Web Server Apache Web Server IIS Web Server IIS Web Server Apache Web Server Apache Web Server Apache Web Server IIS Web Server Apache Web Server IIS Web Server
    11. 11. Typical Web Content Management Model Web Editor Web Consumer Content Contributor Web Publisher Web Publisher Content Contributor Content Contributor Content Contributor Web Consumer Web Consumer Web Consumer Web Content Management Server Web Editor Template Creation Content Approval
    12. 12. A Point CMS Approach in Higher Ed Web Publisher Web Consumer Engineering Web Server (CMS Solution B) Law School Web server (CMS Solution A) Business School Web Server (CMS Solution C) Departmental Apache Server (CMS Solution D) Content Contributor Web Publisher Web Publisher Web Publisher Web Publisher Content Contributor Content Contributor Content Contributor Content Contributor Content Contributor Web Consumer Web Consumer Web Consumer Web Consumer
    13. 13. Clear Differences <ul><li>Commercial content management </li></ul><ul><ul><li>More highly centralized </li></ul></ul><ul><ul><li>Greater control of content, branding, toolset </li></ul></ul><ul><li>University </li></ul><ul><ul><li>Decentralized </li></ul></ul><ul><ul><li>Less control </li></ul></ul>
    14. 14. A Hybrid Model Web Editor Web Consumer Content Contributor Web Publisher Web Publisher Content Contributor Content Contributor Content Contributor Web Consumer Web Consumer Web Consumer Web Content Management Server Web Editor Template Creation Content Approval Pre-existing Apache Web Server Pre-existing IIS Web Server
    15. 15. Advantages of Hybrid Model <ul><li>Leverages CMS solution yet is still sensitive to the distributed nature and political realities of a research University </li></ul><ul><li>Can use the CMS solution selectively; rely on carrot rather than stick </li></ul><ul><li>Better than typical University approach because CMS solution is shared across the enterprise </li></ul>
    16. 16. In Pursuit of a Solution <ul><li>Formed cross-campus team </li></ul><ul><ul><li>IT </li></ul></ul><ul><ul><li>Library </li></ul></ul><ul><ul><li>Public Affairs </li></ul></ul><ul><ul><li>Academic colleges </li></ul></ul><ul><ul><li>Business units </li></ul></ul><ul><li>Developed functional specification for solution </li></ul><ul><li>Evaluated possibilities </li></ul><ul><ul><li>Open Source </li></ul></ul><ul><ul><li>Building Our Own </li></ul></ul><ul><ul><li>Commercial space </li></ul></ul>
    17. 17. Timeline Solicit community input Develop functional specs Review solutions Request for information Review responses Select 4 possibilities Product demos Select 2 finalists On site POCs Product recommendation License negotiation Product training Software Install (development) April January July Jul-Aug Jul-Aug August September October October Nov-Dec Feb-Mar April 2003 2004 Early wins May Production installation Implementation Planning May-Jun June
    18. 18. Major Functionalities <ul><li>Integration with campus infrastructure (databases, Web servers, authentication) </li></ul><ul><li>Content creation; knowledge of HTML or Dreamweaver not required </li></ul><ul><li>Templates for attractive, consistent presentation </li></ul><ul><li>Workflow </li></ul><ul><li>Metadata </li></ul><ul><li>Versioning </li></ul><ul><li>Deployment to other Web servers </li></ul><ul><li>Support for standards (accessibility, XML, Web services, WebDAV) </li></ul>
    19. 19. Selection Process <ul><li>Selected 4 vendors for 1 day demo </li></ul><ul><ul><li>Stellent </li></ul></ul><ul><ul><li>Interwoven </li></ul></ul><ul><ul><li>Merant Collage </li></ul></ul><ul><ul><li>Rhythymx Percussion </li></ul></ul><ul><li>Narrowed list to 2 vendors </li></ul><ul><ul><li>Stellent </li></ul></ul><ul><ul><li>Merant Collage </li></ul></ul><ul><li>Each of 2 final candidates conducted 10 day proof of concept on site </li></ul><ul><li>Stellent Content server selected. </li></ul>
    20. 20. Why Stellent? <ul><li>Excellent content conversion </li></ul><ul><li>Solid, flexible workflow </li></ul><ul><li>But no solution was a perfect fit </li></ul><ul><li>Success would depend upon both product and partnership with vendor </li></ul><ul><li>Commitment from Stellent to the University </li></ul>
    21. 21. CMS Scorecard -- + Macintosh Support Support for Standards -- Deployment to other Web Servers Versioning Metadata + Workflow Templates + Content Creation Integration w/ Campus Infrastructure Stellent Merant Requirement/Vendor
    22. 22. Stellent Architecture at UT Main Content Management Server (Solaris) Web Editor Content Contributor Web Publisher Content Contributor Content Contributor Web Consumer Existing Apache Web Server Existing IIS Web Server Active Directory Oracle Stellent Content Server Instance Tamino Instance Windows PDF Converter Server Netapp Filer Authentication PDF Conversion Metadata Store Disk for Content Server Web Consumer (possibly)
    23. 23. Implementation Stages <ul><li>Integration with existing campus Web servers and authentication </li></ul><ul><li>Development of common metadata/document models </li></ul><ul><li>Quick early wins to provide carrots for campus; </li></ul><ul><li>Must demonstrate value of learning new way of doing things for Webmasters and contributors </li></ul>
    24. 24. Where Are We Today? <ul><li>Signed deal about 4 weeks ago </li></ul><ul><li>Received product training mid-April </li></ul><ul><li>Installed development server </li></ul><ul><li>Pursued “quick wins” to demonstrate functionality and win converts from skeptics </li></ul>
    25. 25. Quick Win Examples Around Austin News Releases
    26. 26. Around Austin <ul><li>Developed using Stellent SiteStudio </li></ul><ul><li>Enables very easy editing of existing site </li></ul><ul><li>Developer sets up site with editable regions </li></ul><ul><li>Contributor navigates to site, presses key sequence, and switches to edit mode to update site </li></ul><ul><li>Edits can enter workflow if desired, or go live immediately </li></ul><ul><li>Example ( http://wwwtest.utexas.edu/work/stellent/austin/ ) </li></ul><ul><li>Note: Windows-only solution (for developers/contributors) </li></ul>
    27. 27. Public Affairs News Releases <ul><li>Produce quality output currently, but time consuming </li></ul><ul><li>Create site with Stellent Content Publisher </li></ul><ul><li>News releases created in MS Word template </li></ul><ul><li>Word documents checked into CMS Server </li></ul><ul><li>Enter workflow automatically </li></ul><ul><li>Presentation template applied </li></ul><ul><li>Published to Web and linked from index page </li></ul><ul><li>Example ( http://wwwtest.utexas.edu/work/stellent/news ) </li></ul>
    28. 28. Where From Here? <ul><li>Production environment </li></ul><ul><li>Active Directory integration </li></ul><ul><li>Security model </li></ul><ul><li>Metadata model </li></ul><ul><li>Training for more campus Web developers </li></ul><ul><li>Template creation </li></ul><ul><li>Show the way by walking there first and let people choose the approach that works best for them </li></ul><ul><li>Campus product advisory board </li></ul>
    29. 29. How Will We Know if it Works? <ul><li>Campus research opportunities (i.e. School of Information) </li></ul><ul><li>Measurement of campus Web </li></ul><ul><ul><li>Frequency of content updates, less stale content </li></ul></ul><ul><ul><li>Number of contributors </li></ul></ul><ul><ul><li>Less time spent on routine maintenance </li></ul></ul><ul><ul><li>Fewer Web servers on campus </li></ul></ul><ul><ul><li>Improved consistency for usability and branding </li></ul></ul><ul><ul><li>More accessible </li></ul></ul><ul><ul><li>More secure </li></ul></ul><ul><ul><li>Improved content discovery via metadata </li></ul></ul><ul><li>How to measure? </li></ul><ul><ul><li>WatchFire </li></ul></ul>

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