trends in technology for professional communicators: web content management systems tim roman,...
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![Page 1: Trends in Technology for Professional Communicators: Web Content Management Systems Tim Roman, College of Continuing Education Bob Rubinyi, UM Extension](https://reader038.vdocuments.mx/reader038/viewer/2022110322/56649d385503460f94a1140b/html5/thumbnails/1.jpg)
Trends in Technology for Professional Communicators:
Web Content Management Systems
Tim Roman, College of Continuing EducationBob Rubinyi, UM Extension
Ron White, Office of Information Technology
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Web Content Management Systems
I. Scope of this presentation: Web Content Management vs. Document
ManagementII. CCE FileNet WCM Implementation
III. Next Steps: Enterprise WCMIV. Communicators’ Strategies
V. Q & A
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Web Content Management Systems
I. Scope of this presentation: Web Content Management vs. Document
Management
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Web Content Management vs. Document Management
Focus is on Web Content Management (WCMS).
Related but outside immediate scope of WCMS:
• Document management
• Financial forms management/routing
• Digital asset management
• Blogs and Wikis
• Collaboration and personalization - MyU Portal
• Search engines and statistics – Google and Sawmill
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Next Steps: Enterprise WCM
Features:
• Distributed content creation and editing
• Workflow and e-mail notification
• Run in development environment—push to web server
• WYSIWYG Editor—do not need to know html
• Centrally run by OIT; Training and support provided centrally
Web Content Management System/FileNet WCM
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Web Content Management Systems
II. CCE FileNet WCM Implementation
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CCE FileNet WCM Implementation
CCE FileNet WCM Implementation
• Business case/background
• Number of users
• Types of roles/process
• Workflow process/walk-through
• Administrative strategies and best practices
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CCE FileNet WCM Implementation
Business Case/Background
• Eliminate the “bottleneck” of many content maintenance requests to few web developers
• Free up web developers to develop applications
• Place responsibility for content accuracy and currency in the hands of program directors and program associates, rather than IT department
• Put a quality review structure in place
• Separation of content from form/design
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CCE FileNet WCM Implementation
Number of Users
Site Developers - 3
Content Managers: ~ 40
Content Approvers: ~ 25
Content Observers: ~ 5
Quality Assurance Editors: ~ 2
Managing over 500 web pages
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CCE FileNet WCM Implementation
Types of Roles/Process
Content Managers: Add/Modify content on a web page
Content Approvers: Review the modified content for accuracy
Content Observers: Kept “in the loop” on what pages are changing
Quality Assurance Editors: Make sure content changes are “letter perfect”
Site Developers: Create new sites, administrate the system
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Workflow Process
WebContent Manager
Modify
SubmitContent Approver
Read
Reject
ApproveQuality
Assurance
Content Observer
Edit
Receive Alert
Publish
CCE FileNet WCM Implementation
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Content Manager
Browse to the CCE development site:
https://filenet.software.umn.edu:8467/
CCE FileNet WCM Implementation
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Login to the FileNet system:
Click Login to begin modifications.
You will be prompted to enter your University of Minnesota Internet ID (x.500 user name) and password. This is the same information you use to access your pay stub, or the University modem pool.
CCE FileNet WCM Implementation
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Click Content Editor
CCE FileNet WCM Implementation
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CCE FileNet WCM Implementation
Click Editor
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CCE FileNet WCM Implementation
Best Practice: Make your
changes in red font so they are
easy to see – Q/A editors will “fix” the color
before deploying the page to the
web
Click Save
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Change the Workflow status to
“Completed”
Click Submit
Enter notes here
CCE FileNet WCM Implementation
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CCE FileNet WCM Implementation
Content Approver
You will automatically receive an e-mail message prompting you to approve content
Click the active link to login and
display the Workflow Wizard
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CCE FileNet WCM Implementation
Notes from Content Manager
Click Next
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CCE FileNet WCM Implementation
Confirm changes
Click Next
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CCE FileNet WCM Implementation
Click Next
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CCE FileNet WCM Implementation
Click Submit
Select “Completed” to Accept Changes or “Rejected” to Deny
Changes.
Enter notes here
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CCE FileNet WCM Implementation
Quality Assurance/ Editor
You will automatically receive an e-mail message prompting you to approve content. Click on the link to login and launch the Workflow Wizard.
Click Next
Notes from Content Manager
and Content Approver
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Click Save
Make necessary
text changes –
change font color
CCE FileNet WCM Implementation
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Click Submit
Select “Completed” to Publish Changes
CCE FileNet WCM Implementation
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CCE FileNet WCM Implementation
Administrative Strategies and Best Practices
Pre-launch:
• Complete content inventory, re-write if necessary
• Establish design templates’ look and feel
• Usability testing - relevant terms and categories for your audience
• Determine navigation and cross linking
• Identify content managers and approvers
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CCE FileNet WCM Implementation
Administrative Strategies and Best Practices
Daily:
• Site developers monitor workflows for problems and timeliness
• Users can check their “In-box” on the system, or check their e-mail to see what workflows are awaiting their action
• Site developers meet with marketing managers and program staff to plan and develop new web sites
• Have more than one user fill each workflow role, as backup staff
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Web Content Management Systems
III. Next Steps: Enterprise WCM
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Next Steps: Enterprise WCM
• Team comprised of University colleges and departments
• Currently small team is writing requirements/evaluations
• Need to find vendors, including open-source vendors
• Need to address migration issues—from FileNet, others
Status of Finding a New University-Wide WCM
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Next Steps: Enterprise WCM
• Vendors will provide demonstrations, Q&A sessions
• Expect to be centrally run by OIT; training and support provided
• ETA to be in place and operating—by end of 2006
• No Cost to colleges and departments
Status of Finding a New University-Wide WCM (Continued)
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Web Content Management Systems
IV.Communicators’ Strategies
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Communicators’ Strategies
Do the groundwork for a successful implementation:
• Get initial buy-in and involvement from your unit: “three-legged stool” of administrators, communicators and technologists
• Establish a project team with representatives from each group
• Clearly define roles: e.g. information providers and up-loaders
• Get commitment for staff time and integrate with existing work. Stress ownership and responsibility
• Plan for adequate training and support
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Communicators’ Strategies
• Use opportunity to reorganize site, “clean-up” content collection and improve user interface
• Develop consistent style for materials
• Keep workflow as simple as possible
• Provide ongoing integration with existing communication tools (e-newsletters, print materials, etc.)
• Make website and e-communications central to unit’s work
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Web Content Management Systems
V. Q & A
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Thank you!
Web Content Management Systems