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![Page 1: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/1.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Content Management: Streamlining Distributed
Authorship
Patty PatriaBentley College
Technology, Deployment and Integration
![Page 2: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/2.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Overview
• Discuss our pre-content management culture.
• Discuss software selection and implementation process.
• Discuss benefits.• Discuss hurdles.• Q&A
![Page 3: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/3.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Bentley Facts• Bentley is a business school that blends the breadth
and technological strength of a university with the values and student experiences of a small college.
• We educate students to be leaders in business and related professions in a global economy, by combining the communicative, creative and reflective strengths of the arts and sciences with the analytical, technological and problem-solving strengths of business.
• We enroll approximately 3,800 full-time undergraduate, 490 adult part-time, 1,300 graduate and 7 PhD students.
• Bentley College is located on 163 acres in Waltham Massachusetts, 10 miles west of Boston.
![Page 4: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/4.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Bentley and Technology• Bentley positions itself as a
national leader in business education.
• We have state of the art technology facilities including a Trading Room, Language Lab, Center for Marketing Technology, and Design and Usability Center.
• Students have a high expectations that they can use the latest technology during their college experience.
![Page 5: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/5.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
What is a CMS?
• Document-centric web-based system that allows for easy-to-use, distributed authorship through WYSWYG editors. No HTML coding necessary.
• Allows Marketing/Web Services to push down standard templates to all users and ensures standards are consistent with Marketing initiatives.
• Stores all data in a database to allow for versioning, rollbacks, searching, link management, change management and much more!
![Page 6: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/6.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Bentley’s Need for a CMS• Home grown content management system
that used templates for our external marketing site (www.bentley.edu).
• No versioning or rollback capabilities.• Minimal 508 compliance.• Could not automatically publish to multiple
servers.• Could not easily search for content or
broken links on our web server.• Could not maintain the level of speed,
quality, privacy and compliance that we wanted.
![Page 7: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/7.jpg)
![Page 8: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/8.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Pagemaster Need for a CMS• For our internal department sites, 100
Pagemasters that used FrontPage and FTP.• Most are Department Administrators with a
lower level of technical skill.• Experienced routine problems with training,
ease of use and forgotten FTP passwords.• When Marketing launched new template
designs, Pagemasters had to apply the design to each page of their web sites. Some sites have 400+ pages.
• Largely static web site. Most sites only changed content once per year.
![Page 9: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/9.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Search for a new System• IT analyzed Bentley’s current internal and
external web environments and built flows of our current processes and new automated solutions.
• IT, Marketing and Web Services started an RFP process in August 2004.
• We targeted ECM tools that allowed WCM, DM and Collaboration.
• Looked at Oracle, IBM, Documentum, Interwoven, Red Dot, Serena Collage, Hypwerwave and Common Spot.
• Selected Serena Collage due its ease of use for end-users and system administrators.
![Page 10: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/10.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Pre-Implementation
• Classified users into new categories.• Designed new workflows for
Functional and Content changes and addressed political concerns before deployment.
• Created a permission matrix for various users. Began deployment in January 2005.
• Obtained management buy in.
![Page 11: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/11.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Classified our CMS Users
• Pagemasters – All pagemasters will have full access to add, delete and
modify pages similar to your FrontPage access. The menus, top, left, bottom and right nav bars are still controlled by Marketing.
• WWW Contributors – For sites that are considered external marketing pages,
WWW contributors will now be able to update their own content. It must be copy edited and approved by Marketing, but has a quicker turnaround time.
• Course Descriptions– Eventually, faculty or academic department
administrators will be able to enter course descriptions online through Collage.
![Page 12: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/12.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
![Page 13: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/13.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
![Page 14: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/14.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
ActionWWW
ContributorsPage
Masters EditorsPublishers
(Admin)
Read/Use Yes Yes Yes Yes
Modify Yes Yes Yes Yes
Create Asset Yes Yes Yes Yes
Create Folder Yes Yes Yes Yes
Upload Image Yes Yes Yes Yes
Upload Document Yes Yes Yes Yes
Rename Asset No Yes Yes Yes
Approve No Yes Yes Yes
Delete Asset No Yes No Yes
Delete Folder No Yes No Yes
Rename Filename No No No Yes
Publish No No No Yes
Site Structure No No No Yes
CMS Permission Matrix
![Page 15: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/15.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Management Signoff
• After we selected a new system and designed new workflows, we met with the VPs for IT and Marketing to get sign off on the new flows.
• People’s jobs in both areas were affected; everyone needed to be on board.
![Page 16: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/16.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Implementation• Installed software on January 3,
2005.• Set a “go live” of February 1 for
WWW. • But…….
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©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Process to Migrate WWW Content
• Copy and paste all unstructured content into fully structured pages (approx 2,000 web pages).
• Upload all images and documents to Collage (1,100 links and 900 images).
• Rebuild any links/images within Collage.
![Page 18: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/18.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Implementation
• Because we had large volumes of manual content to convert, we changed direction.
• Decided to use Cascading Style Sheets with our CMS to govern our entire template.
• Actually went live with WWW in April 2005.
![Page 19: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/19.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
College Wide Benefits
• Dynamic web site. Some users update content daily vs. periodically in the past.
• Marketing can now build web sites on their own; augmenting Web Services capabilities.
• Marketing can publish changes on their own.• Marketing can edit content on departmental
web sites; they could not easily access these sites in the past.
![Page 20: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/20.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
User Benefits
• User-friendly GUI interface. No more FrontPage or WS FTP.
• All data is stored in an database that is backed up nightly.
• Users can roll back versions, post pages on a timed basis, and search the system for content.
• Users receive all template changes automatically. In the past, users had to update every page with changes. Large sites have 400+ pages.
• System auto publishes all changes.
![Page 21: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/21.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Other Realized Benefits• Distributed authorship on WWW; lay users
can enter their own changes and get timely turn around (one business day).
• Two master templates for our entire web site which use CSS; new design changes automatically pushed to users.
• Fully structured content that can be ported to multiple venues.
• Web site is posted to redundant web servers to allow for minimal downtime if server issues arise.
• Don’t need to freeze our web site for a month every time we roll out a new template changes.
![Page 22: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/22.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Removing the Bottlenecks
Now….• Users update their own
content.• Marketing publishes its own
pages.• Marketing creates its own
sites.• People feel more
empowered. • Web Services works on more
technically challenging projects.
![Page 23: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/23.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Problems Along the Way
• Timetable was a bit too aggressive. Leave time to integrate CSS if you don’t have them already.
• Not enough resources.– .5 of a Senior Web Developer– .5 of a Junior Web Developer working with users.– Marketing staff always assigned to capacity on
existing projects.
• Performance- need a good understanding of how code effects master templates.
![Page 24: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/24.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Problems Along the Way
• Technical users slightly resistant. Need to set expectations up front.
• Waited too long to announce new system to our Pagemaster community.
![Page 25: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/25.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Other Initiatives tied to WCM
• Ability to view statistical data on your site through a web analytics tool deployed by Marketing.
• Ability for Pagemasters to build their own forms in a graphical Form Builder utility which links to content in Collage.
• Ability to publish to multiple web servers simultaneously for redundancy.
![Page 26: ©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational.](https://reader035.fdocuments.us/reader035/viewer/2022070307/551a8b2355034643688b5af0/html5/thumbnails/26.jpg)
©Patty Patria, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes only.
Questions?