UCD CMS Project

Rollout and Implementation

t44u November 2010

Peter McKiernan

UCD IT Services

Agenda

1. UCD Environment/Background

2. Governance & Communications

3. Rollout Model

4. Related Projects

5. Tips and Hints

6. Q & A

UCD Environment

• 5 Colleges and 35 Schools – was 11 Faculties and 80 Departments

• 23,000 students & 3,000 staff

• 30 Admin. Offices

• 75 Research Related and others• Target of 140 sites in 1st Phase

- Core Official Sites

- Approx. 250 active websites

• Old Environment – all FTP / Dreamweaver

Project Status

CMS System stats…

• 109 Sites Integrated with CMS

• 65,140 pieces of content

• 33 Contributors

• 317 Moderators

• 34 Power Users

• 5 Administrators

• SM 5.4 6.2 SM 7.0

Project Status - 109 sites live

Project Governance

CMS Project Steering Group(Independent Chairperson)

Communications

• Branding/Look and Feel• Core Site Architecture• Content e.g. Writing for

Web

IT Services

• Project Management• Site Integration• App. Hosting• Support and Training to End users

Other Stakeholders

• Research• Administration• Colleges and Schools

Project Communications

• Joint Lecture tour with Communications Office

• Dedicated section of website

• Special Promotional Brochure

• Call-out and 1 to 1 sessions

• Quotes/Feedback from Pilot Participants

• Branding “Look & Feel” Policiessamples include …………..

Peter McKiernan, UCD IT Services

Peter McKiernan, UCD IT Services

Feedback

“Site Manager helped us to manage our site efficiently

and effectively, by greatly reducing the time and effort

required to manage a dynamic and regularly updated

website.”UCD Research

“The new CMS has made a huge difference to the way content is managed at the School of Archaeology. Maintaining accessible and relevant content is now a simpler and much more flexible process.”

School of Archaeology

Rollout Model

Planning

- Review Customer Requirements

- Content Inventory

- Appoint content Team

Design & Build

-Site Map

-Nav. Structure

-Page Layout/Designs

-Site Skeleton

-Train administrators

QA

Content Migration

- Manual migration

-Testing

-Define Workflows

-Train Content Contributors

Phase 1 Phase 2 Phase 3

Publish

Project Support Team

In house Dedicated Support Team

– Project Manager

– Technology Development Specialist

– Customer Support Team Member

– Support from existing Web Services Team

Support Days with Terminal Four (heavily weighted toward pilot & early roll-out phase)

Operations Team – Monitor Server Cluster etc.

Related/Dependent Projects

• Research Management System Profiles• Intranet Environment• UCD Connect (Luminis Portal) Channels

xml feeds and html snippets

• Events Calendar• Structured database content e.g. programme

content• Google Search• Bilingual and multilingual web content• Accessibility Obligations

Tips n’ Hints

They are very political and can drag your CMS Project Down

They are very political and can drag your CMS Project Down

Try to keep any restructuring and rebranding as separate projects.

Try to keep any restructuring and rebranding as separate projects.

Tips n’ Hints

Make it their CMS not your CMS!

Make it their CMS not your CMS!

Include Stakeholders at every stage of the process – “Buy-In” is essential

Include Stakeholders at every stage of the process – “Buy-In” is essential

Tips n’ Hints

There has be a commitment to put the required resources in

place.

There has be a commitment to put the required resources in

place.

Resources must be approved at Project Initiation

Resources must be approved at Project Initiation

Tips n’ Hints

End Users will require support until they get

up and running.

End Users will require support until they get

up and running.

If possible run training programmes in-house

If possible run training programmes in-house

Tips n’ Hints

Reduce the Integration work required – no

point in integrating new design for each site.

Reduce the Integration work required – no

point in integrating new design for each site.

Keep designs as standardised as possible

Keep designs as standardised as possible

Tips n’ Hints

Go with groups with the enthusiasm and the

resources!!

Go with groups with the enthusiasm and the

resources!!

Start with the “easy wins” and let the project build momentum from there.

Start with the “easy wins” and let the project build momentum from there.

Tips n’ Hints

Q & A