Background
During the spring and summer of 2008, a Web Advisory subcommittee completed a Web Content Management System project "To study content management systems and make recommendations about their implementation and potential use in the context of the requirements of the university".
The committee recommended that the University move toward the use of a Web Content Management (WCM) system:
- based on the history and governance of the University, it do so in a distributed model consisting of a centrally supported system and distributed systems managed by some of the larger organizational units (e.g. a Faculty);
- recognizing the length of time required, the University will continue to support the current Web environment (Cascading Style Sheets (CSS) and Dreamweaver templates) as a transition step to a WCM system.
To accomplish this, the committee recommended that the University initiate a WCM system selection and implementation project with:
- support from senior leadership at the University and
- the necessary human and financial resources to achieve its goal.
Goal
To complete a needs and technology assessment of WCM systems leading to the selection and implementation of a University supported WCM system in accordance with the content management principles and recommendations of the initial project.
Objectives
- Establish internal communications to inform University of Waterloo community of WCM direction.
- Complete a needs assessment to determine what the various areas with the University are trying to achieve with their Web sites.
- Complete technology assessments of WCMs (review and test some WCMs)
- Develop a requirements specification by comparing technology abilities with needs, in the context of our principles for Web content management.
- Develop an acquisition plan possibly resulting in an Request for Proposal (RFP).
- Develop a detailed implementation and migration plan.
- Acquire the necessary hardware for the installation of an Information Systems & Technology-supported instance of the WCM.
- Install the software and complete a small pilot site using the WCM.
- Develop a support model, identifying ongoing training and support requirements for the WCM system.
Assumptions
- The current University of Waterloo “branding” exercise will likely result in recommendations for revisions to the University of Waterloo Common Look and Feel (CLF). This revised CLF may need to be implemented on both the WCM and the current CSS and Dreamweaver templates.
- The project will build on the work completed by the initial project and there will be continued participation of members of the initial project.
Scope
Risks
- The WCM marketplace is still somewhat immature. Even with a thorough assessment, there is a risk of selecting a solution that may not be supported in future years.
- The move to a content management system would be a substantial undertaking requiring sufficient financial and human resources to implement such a system. Website administrators may resist the possible loss of autonomy in their website administration.
- Several organizational units on campus have already moved to content management systems. Delays in the completion of this project will exacerbate this problem increasing the risk of a diversified set of CMSs across the university.
Deliverables
- Centrally supported WCM installation
- Completed pilot of WCM system
- Migration plans and expertise
- Training and support model
Project timeline
- Fall 2008: needs and technology assessment, requirements definition, product selection
- Winter 2009: product and server acquisition, installation, training
- Summer 2009: pilot, support models, development of training
Project participants
Members of the original project plus technical and functional representatives from other areas.
- Project Review Committee
- Web Advisory Committee
- Project Sponsors
- Web Steering, University Committee on Information Systems and Technology