posted Jul 13, 2012, 4:55 AM by Kristen Kolenz
updated Jul 13, 2012, 9:28 AM
The university is in the process of evaluating and selecting a web content management (WCM) system to replace our home-grown system, which was identified as a strategic priority by the university. The goal of this initiative is to centralize many of the web-focused university resources, to develop a common web strategy, and to reduce duplication of effort. The university envisions a web tool that will offer an intuitive and easy way to develop web content. Ideally, this tool must allow content owners in each of the specialized areas of the university (departments, offices, groups) to focus on their unique content and priorities and not the complexity of designing, developing or maintaining individual web pages or their independent sites. The university desires to change the culture and move from a focus around a template discussion to a comprehensive web content strategy enabled by a single web content management system platform.
Using a list of requirements developed at the university, the selection committee has evaluated leading WCM system vendors and has recommended four systems for further consideration. These vendors will be demonstrating their software products to the campus community. All parties who are interested in evaluating the demonstrated WCM system and providing input on the selection process are encouraged to attend the demonstrations taking place on the following days:
Tuesday, July 24, 1:00 - 4:00 p.m., Adelbert Hall Toepfer Room: OmniUpdate
Thursday, July 26, 1:00 - 4:00 p.m., Adelbert Hall Toepfer Room: Adobe CQ
Tuesday, July 31, 1:00 - 4:00 p.m., Adelbert Hall Toepfer Room: Terminal Four
Tuesday, August 7, 1:00 - 4:00 p.m., Adelbert Hall Toepfer Room: Limelight
The agenda for the meetings is as follows:
Introductions (10 minutes)
Executive Overview (15 minutes)
Experience including Higher Ed
Demonstration/Scenarios (120 minutes)
Introduction of Product
Create New Site
Create New Page
Questions and Answers (30 minutes)
Listed below are required and “nice-to-have” content management system features.
- Editing: in-page, within-layout or WYSIWYG (ability to access code-only, as well) with spell-checking
- Search engine: tool must be compatible with Google custom search or provide customizable search
- Tool must support a faceted search using Google
- Asset management: depository of images and graphics, ability to view and upload, require ALT text
- eMultimedia: ability to embed (e.g., from YouTube) and, when necessary, upload/store multimedia
- Support dynamic, interactive programming
- Support implementation of responsive design
- Ability to detect devices, provide mobile and other versions
- Room to grow and support future technologies, media
- Versions: access to previous versions of pages, with ability to roll back to previous versions
- Check-in/out capability (avoid overlaps)
- Staging and approval of content with configurable workflows
- Must be easy to use by staff whose technical proficiency is limited and whose training may be limited to common Office/Productivity applications. No programming or coding by content contributors should be required.
- Authoring interface and published site must comply with accessibility standards (e.g., Section 508)
- System must not insert additional, unnecessary code or styles when publishing, or have a proven method for “cleaning code” (including unnecessary styles when pasting content from Microsoft Word documents)
- Easy to execute edit-and-submit-for-approval process/functionality
- Ability for designated administrators to be identified and named for specific site(s)
- Ability for administrators to establish and edit workflow schemes for different content areas and types
- All editing, authoring, comments, feedback and approval workflow should be done within tool (with email notifications)
- Workflow can be overridden and/or reconfigured by administrators (i.e. in cases where a workflow approver is on vacation or the legal department needs to be included in the review/approval process)
- Progress status shown in workflow (for mid-progress lurkers)
- Ability to submit multiple edits or package content in workflow to streamline approval and publishing process
- Workflow defaults to what we establish as "best practice," but modifiable by local administrators
- Tool must integrate with Google Translate to allow translation of all content to multiple supported languages
- Must support other alphabets and characters and how they would be utilized/read by the native user.
- Human-translated or international-audience-specific page versions for strategically chosen content
- Priority 1 is ability to easily integrate with third-party analytics tools such as Google Analytics or other systems, with Priority 2 having built-in analytics with easy reporting system.
- Content checks: broken links, accessibility, validation, speed
- Integration with required, existing applications and application servers (CMS is opportunity to inventory, consolidate and optimize development/support of applications) e.g.:
- Single-sign-on authentication for authors,
- Consuming job posts from a 3rd recruiting system
- Creating forms that store responses within the CMS
- Sharing CSS and interface assets with a 3rd party calendaring and event registration system
- Pulling enterprise data on course/class listings and schedules into the CMS.
- Execute automated publication and expiration dates
- Link management: tool tracks when pages are moved, renamed or removed and responds accordingly (i.e., updates all links to page or raises flag)
- Publish to multiple channels in a single click, all devices — present and future
- Search engine optimization: ability for editors to optimize headings, metadata, descriptions, titles, URLS, keywords, etc. using SEO best practices
- User-friendly, content-based URLs
CWRU’s plan is to have a centralized user experience design team develop template packages for each school, which will include levels for school/college home, secondary, tertiary pages, department homes and subpages, faculty pages, publications and student organizations. Each school's template will be designed to reflect the school's individual "brand flavor" based on user research, creative design and branding guidelines.
- Ability to support templates based on brand guidelines for web publishing
- Ability to support brand guidelines published and enforced by administrators
- Ability for administrator users to create, determine, edit and assign template levels
- Ability to provide personalized content based on explicit users or implicit users types (personas)
- CMS should provide solutions to replace existing apps/widgets (e.g., event registration, room scheduling, money transactions, newsletters/emails, curriculum vitae, surveys, and forms)
- Content rollback: ability to revert to a previous version of a content item/asset
- University must be able to build or edit templates, apps, forms or any other supporting materials relating to the management and implementation of the CMS without using custom or proprietary languages.
- Access via single sign-on, LDAP integration; streamline with current workflows at university
- Ability to assign at least four roles in the CMS: central administrators, tiered sub-site administrators, sub-site approvers, editors
- Ability to restrict content via workflow processes until released for immediate or planned (future) publication in addition to retracting content in an immediate or planned (future) schedule.
- Ability to restrict the visibility of content being drafted by other editors if those editors are from different schools or departments
- Enterprise license should support a minimum of 200 concurrent users including web developers and content editors
- Must support multi-tiered, university-sized website
- Ability to support growth in size, technology and devices — current and future and provides a clear plan on how and when changes are distributed