Content Management System CMS An overview Project Organisation

Content Management System (CMS) - An overview

Project Organisation

CMS Overview “To implement a content management infrastructure that captures, manages, leverages and distributes content in a collaborative fashion that minimizes the need for web authors to have significant technical skills in web design, implementation and publishing” Content Management System – Project Charter Version No. 0. 4

CMS Objectives • Devolve content creation throughout the institution regardless of contributors’ skills • Provide security, governance and approval processes over content published on the web • Enable the creation, management, and usage of standardised metadata • Continue to support a diverse array of existing technology platforms • Consolidate the current technology environment wherever possible • Improve the quality of Monash web sites through the implementation of standards across presentation, metadata, governance, discovery, and navigation

A workflow with Metadata Author Creates Content Approver checks Work CMS applies Metadata Not Approved Available on the web Metadata sent to the Search Engine CMS publishes to the web servers

Content Creation Aim: Simplify the processes of placing content on the web and obtaining approval to do so • Use templates to capture the content and to present it • Use workflow to simplify the upload, approve and publish processes • Embed Teamsite buttons in standard Microsoft applications if required

Processes Aim: Implement approval workflows and enable security such that only approved persons can publish to sites that are of importance to Monash

Metadata Aims: • Implement automated gathering of metadata with the ability of the authors and editors to correct if necessary • Appropriately store and manage metadata • Provide metadata to the search engine

Platforms/Environment Continue to support a diverse array of existing technology platforms Consolidate the current technology environment wherever possible Aims: • Implement processes that automate the capture of content from a variety of editing tools and simplify the presentation of that content • Enable the embedding of sophisticated content on web pages without requiring sophisticated web presentation skills from the author

Quality Aim: Improve the quality of Monash web sites • The implementation of standards across presentation, metadata, governance, and navigation will enhance quality • Ease of use will remove some of the barriers to quality • The dimensions of quality in this instance are accuracy, availability, discoverability, relevance, and timeliness of information

Quality - Actions • Accuracy: Enable an approval process to confirm the accuracy of the information • Availability: Ensure that the information is published, backed up, versioned, and restorable through automated Teamsite processes • Discoverability: Ensure that the information can be located through effective use of metadata driven searches • Relevance: Enable a process to ensure relevance through the use of approval processes • Timeliness of information: Simplify and automate the publication of web site information and enable removal of information through the use of automated “sunset” processes.

Implementation of Team. Site • Methods of content authoring – Use of standard content entry templates for html pages known as data capture templates – Use of web authoring applications for nontemplated html pages – Use of Front-Office and Team. Site Briefcase for non-html pages

Front-Office and Team. Site briefcase • Front-Office is a Team. Site add-in to Microsoft Office that enables. doc, . ppt and. xls to be uploaded to the website directly from the desktop • Team. Site Briefcase is a Team. Site add-in to Window’s Explorer enabling any file type to uploaded to the website directly from the desktop