Best Practice: UMContent Implementation by KF3fUk

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									Best Practice:
UMContent
Implementation
Developed by UMContent Users; May, 2010
DOCUMENT INFORMATION AND APPROVALS
      UTORS
VERSION HISTORY

Version #       Date                Revised By                  Reason for change


1.0             4/30/10             Diane Kleinman              First draft

2.0             5/20/10             Diane Kleinman              Updates from 5/20/10 meeting




DOCUMENT APPROVALS

Approver Name             Project Role               Signature/Electronic Approval      Date


UMContent Support                                                                       5/20/10
Table of Contents

Overview ....................................................................................................................................................... 1
Implementing UMContent – Step by Step Procedures................................................................................. 2
Preliminary questions to ask ......................................................................................................................... 5
A few things to know about UMContent ...................................................................................................... 5
UMContent Resources .................................................................................................................................. 6
Overview

This document describes best practices for implementing UMContent at the University of Minnesota
and provides reference examples when applicable. The recommendations come from users who have
implemented UMContent in their organization. Please send any feedback or recommended changes to
this document to the UMContent support team at ucm@umn.edu.




      1   Overview | University of Minnesota
Implementing UMContent – Step by Step Procedures

Step                                                           Documentation
1. Contact OIT                                                 UMContent Application Form
       Submit web form (http://umcontent-
          support.umn.edu/using/join/index.html)
       Identify sub-admins
       OIT will set up a site on a test server and
          create an account for the sub-admin
       
2. Customer training (offered through OIT)                     UMContent Support
        Take UTTC courses, if available. Otherwise
           review UMContent website. See resources             UMContent Training
           page.
        Learn overview of the system from OIT.
           Especially understand how the deployment
           cycle works, how to use secondary pages, or
           the proper way to name your files if you are
           not using secondary pages.
           o Review FAQ’s on UMContent Support site
           o Set up optional meeting with UMContent
               Support
        Download Site Studio Designer (only Sub
           Admin needs this software)
3. Plan site (note: this planning is not done in Site Studio   Adding Users to a UMContent Site
   and you can use whatever format you’d like to
   organize your information. We used Word docs and            Project Management:
   Excel spreadsheets. See Appendix). Take extra time to       Example: UMContent Roles &
   do this properly in order to save time later.               Responsibilities
        Determine users/roles/accounts.                       Example: Project Plan for UMContent
           o Users = Sub admin (site manager) and the
               contributors (people who will update the        Planning Documents:
               site). OIT will make the sub admin account,     Example: Web site Content Pages
               and the sub admin then creates all of the       Example: Workflow Parameters
               users. See attachment for how to create         Example: UMContent Workflow
               users.                                          Diagram
           o Decide what each user can do. Ex: Edit            Example: UMContent Account
               text, create pages, delete pages, add           Definitions
               photos, etc. Our site is fairly locked down.    Example: UMContent Accounts &
               Users can only edit existing content. They      Permissions
               have to work with sub-admin to create
               new pages or delete pages.
           o Roles = Defines maximum permissions
      2    Implementing UMContent – Step by Step Procedures | University of Minnesota
Step                                                          Documentation
              available in the system. Ex: Contributor,
              editor, manager.
            o Accounts = Security levels for files. Ex: Joe
              Contributor can only edit files in the
              “News” account. Other people can edit
              files in “Events” account. Sub-admin can
              edit all accounts. Tip: Consider creating an
              OPEN account for pages that can be edited
              by any of our contributors and assign to
              every user. You determine what accounts
              you would like, and then OIT adds them.
              You need the Accounts created before you
              start making pages because you will need
              to assign each page to an Account.
                Note: These accounts are tied to URL’s so
                carefully consider what you want to name
                them.
           Determine site plan. Layouts, fragments,
            contribution regions.
            o Layouts = templates. Analyze current site
               and decide how many layouts you will
               need to make. See the example
               spreadsheet:




            o Fragments = Parts of the template like
              header, footer, navigation (in our case),
              and css file.
            o Contribution regions = like editable regions
              in Dreamweaver. Usually it’s the main
              column and sometimes side columns
              depending on your content.
            o Consider if your navigation will be static or
              dynamic. Dynamic (which can have
              collapsible sections) is useful if your
              contributors will be adding new pages. The
              disadvantage is that UMContent assigns it
              a long, ugly, and meaningful URL. We
              decided to keep a static navigation since

       3   Implementing UMContent – Step by Step Procedures | University of Minnesota
Step                                                          Documentation
              we had tested it thoroughly in the usability
              lab.
4. Begin work in Site Studio Designer                         Procedure: Oracle Creating a Template
       Create templates/fragments                            in Site Studio Designer
       Make a few test pages. Test the links and test        http://www.oracle.com/technology/pr
          the Contributor mode content editing.               oducts/content-
       How to edit as a contributor – Go to the page         management/ucm/SiteStudio10gR4Tut
          on the test site. Fit Ctrl + Shift + F5.            orials/index.html




5. Batch load assets (photos, pdfs, documents) via            Procedure: Setting Up a Webdev
   WebDAV (get instructions from OIT website)                 connection in UMContent on a PC using
                                                              XP
                                                              Procedure: Setting Up a Webdev
                                                              connection in UMContent on a MAC
6. Determine workflows/approval system. We used a             http://umcontent-
   Visio flow chart to show the approval path. Then OIT       support.umn.edu/using/documentation/w
   helped us set it up in UMContent.                          orkflows/index.html

7. Test deployment with sample content.                       Example: UMContent Test Script 1
        a. You will want to update some content,              Example: UMContent Test Script 2
           approve in workflow, and check the site after      Example: UMContent User Acceptance
           deployment.                                        Sign Off Form
        b. Also test links within your site to make sure
           everything is working properly.
        c. Perform user acceptance testing and get sign
           off.
8. Freeze content to live site
9. Move site content. Create the rest of your pages and
    copy and paste all content. It is important not only to
    move the content over but to verify that all content
    has been moved (none missed), and that the links all
    work.
10. Confirm test deployment
11. Give contributors access by providing sign in and
    password information (see step 3).
12. Train users on using the contributor tools. Consider      Quick Reference: Using UMContent
    sending users to UTTC UMContent training or provide
    departmental custom training.                             UTTC UMContent training

13. Deploy to production
       4   Implementing UMContent – Step by Step Procedures | University of Minnesota
Step                                                               Documentation
14. Post deployment: Any remaining issues determine
    crawl schedule.
Preliminary questions to ask

          How many pages are in your current site?
          Is your site currently set up with a content management system?
          How many people should have access to editing website files?
          Are your web pages mostly static or are they dynamic?
          Would you like dynamic or static page navigation?
          What functionality would you like your contributors to have? (ex: edit content,
           delete/create new pages, upload photos and documents, etc.)
          Does your site have content that is updated frequently and must be posted in a
           timely manner?
A few things to know about UMContent

          Site Studio Designer is not intended to act as a design editor. You should create your
           templates and design in Dreamweaver or other software and then set up
           UMContent.
          Changes are not live until the UMContent SSPU server deploys. Our site is set to
           deploy every two hours, so users must wait until deployment in order to see
           changes.
          A “fragment” in UMContent = an include file in traditional web design. Many times
           your CSS file is added to the page template as a fragment.
          The only server side script support in UMContent is Idoc scripting, which has limited
           use. Client side Javascript can still be added and it is potentially possible to add
           server side scripting such as PHP, but this is not recommended.
          The user interface for UMContent has some defaults that should be changed. For
           example, the software wraps all content in a paragraph tag. To enable line breaks,
           you must change right click on the editable region and change the setting by
           checking "Do Not Enclose Text in Editor"
          It’s currently difficult (and not recommended by the UMContent support team) to
           have dynamic applications in UMContent. In other words, forms and dynamic web
           applications should be outside of this project scope.
          When using the site, permissions must be set at two levels – The file level (in Site
           Studio Designer) and in contributor level (done in the web browser)
          Be sure to plan migration carefully so that file types and folder structures are
           supported. Ask OIT about using secondary pages if you have sub-folders.




      5   Preliminary questions to ask | University of Minnesota
UMContent Resources


UMContent website (especially see the “Overview”,“Tips and Tricks” and “FAQ” sections)
http://1help.umn.edu/umcontent/

UMContent support team:
ucm@umn.edu

UMContent wiki:
https://wiki.umn.edu/view/StellentWCM

UMContent users listserv:
http://lists.umn.edu/cgi-bin/wa?A0=UMCONTENT-USERS

University Technology Training Center (UTTC) courses on UMContent:
http://uttc.umn.edu/training/resources/umcontent/

UMContent support form:
https://www1.umn.edu/onehelp/umcontent/forms/Support/index.html

How to add users to UMContent site:
https://www1.umn.edu/onehelp/umcontent/support/documentation/UserAdminApplet.pdf




      6   UMContent Resources | University of Minnesota

								
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