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Vendor Evaluations - University of Minnesota

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Vendor Evaluations - University of Minnesota Powered By Docstoc
					Categories
User Rights and
Privileges
X.500 Integration
Systems
Integration/Custom
Functions


Migration




Responsive
Support/Training
Operating Environment




Accessibility/Usability




Platforms



Deploying Pages and
Assets



Moving and Deleting
Pages and Assets




WYSIWYG Content
Editor




Content
Storage/Multiple
Output Options




Metadata




Search

Search and Replace
Custom URLs
Digital Asset
Management




Workflow




User Interface




Statistics and
Reporting


Forms


Content Life Cycle




Version Control




Taxonomy and
Categories
Design/Templates
Product Name
Vendor
Category
URL
Evaluation Team (Initials)
3rd Party vendor (for Open Source Products) Put Y or N
Price Range
License (Perpetual/Annual)
Product Life Cycle (Company Developed/Purchased/Stil doing enhancements)
Strengths
Weaknesses
General Comments
Recommended (Determine if you believe we should invite this vendor to respond to our
RFP or not)

For the requirements below please place a Y, N, or ? A Y indicates the product probably
does the things in the requirement. An N means the product probably does not do the
things in the requirement. A ? Means you cannot determine from the information you
have looked at if the product does or does not do what is in the requirement.



Requirements
Ability to grant custom user access rights based on roles and privileges at the user and
administrator level and at the individual college and department level. (See diagram of university
organizational structure.)
System allows x.500 authentication for site administrators and content providers.
Provides an open and extendible API (through web services, or SOAP, for example) with excellent
documentation, in order to create various objects or functions to extend the ability of the product
and to integrate with existing external products and functions.
Migration of existing documents from the current websites to the new system must require
minimal manual effort and allow for maximum global transfers, minimal new URLs, minimum
forwarding of users to new URLs, and minimum 404 errors. We expect a new WCM product to
provide a path for migration to any future CMS with minimal manual effort and using standard
formats.
Vendor needs to provide well-written manuals, training materials for site administrators and
content providers, and training support resources. Also they need to provide phone, live chat,
and/or email support on a 24x7 availability basis. Have a context sensitive training for users - built
in help system in the CMS. Vendor also needs to specify the process for submitting bug reports
along with timeframe expected for bug fixes and updates. Vendor also needs to provide us with
their severity levels and their respective initial response times and issue resolution times. Vendor
must also detail the process to escalate tickets to higher levels of support. Vendor needs to
detail/commit to the process of how enhancement requests are responded to and the process for
escalation beyond the initial response. Product with large customer base is preferred, with public
(3rd party) forums, user groups, conferences, wikis, etc.
System needs to be able to operate on a redundant server, using a non-proprietary database, and
load balancing framework. Needs to be scalable to support the large number of colleges and
departments on both centrally and independently hosted environments. Needs to be able to
distribute management of content across multiple central and independent environments. (e.g. A
single college will have a dozen departments each with a site that needs to share content and
assets.) (See diagram of university organizational structure.)
Meets University of Minnesota Accessibility of Information Technology (AIT) standards for web
access in designing web sites and allowing content providers to submit content. Systems also
needs to meet these same standards when generating web pages so they can be read by people
with disabilities. See U of MN AIT standards on web accessibility at http://cap.umn.edu/ait/Web/
and click on Web Accessibility. All code needs to be XHTML, CSS, and section 508 validated prior
to publication.
All site administrators and content contributors must be able to use any of the following operating
systems: Microsoft Windows XP or higher, Apple OS X or higher; and the following browsers must
be supported: Internet Explorer 5.5 or higher, Netscape 7.0 or higher, Firefox 1.0 or higher, Safari
1.0 and higher.
Assets, pages, directories, and sites can be deployed to redundant servers and to multiple servers.
Deployment can be done manually, in addition to automated deployment related to workflow.
Deployment of assets, pages and sites can also be scheduled by hour, day or week.

When a page is moved, all linked references within the system to that page are updated
automatically, and related pages are redeployed, if necessary, with updated links. Page deletion
removes the page from the live server, while retaining the page and its previous versions in the
system. Pages are also able to be purged from the system itself, while retaining previous versions
of the page. Dead links and orphaned pages and assets are also indicated in the system.
WYSIWIG content editing with controls similar to MS Word. Ability to view/edit source code.
Custom CSS stylesheet integration for WYSIWIG style selection. WYSIWIG table creation and
editing. Ability to grant or restrict style and source editing privileges. Ability to alter page look and
feel on the fly using templates or style sheets. Ability to upload MS Office documents for
conversion into compliant XHTML. WYSIWIG editor functions must be configurable and
customizable on a per-site basis. All input must be validated for W3C XHTML, CSS, and section
508 standards.
Content is stored in an industry standard open document format, such as XML. Raw content is
stored and versioned in one original file (independent of design elements) with a variety of output
options for publishing. These include straight XHTML, PDF, offset print publication, “printer-
friendly” HTML, PDA, smart phones, RSS/Atom newsfeeds, tableless CSS layout, email, plain text,
and MS Word. When a content revision is made, it’s made once and all formats are updated.

Each content object, file, and asset must be accompanied by robust and customizable metadata.
Must support the Dublin Core metadata standard and allow customization of meta tags. The
system needs to manage and store metadata for all current and previous versions of content and
assets. Users must be able to access metadata in the system both through the user interface, as
well as by accessing the backend database with ad-hoc queries directly. Must be able to capture
metadata embedded in PDFs, images, and MS Office documents when uploaded to the system.
Ability to do parametric searches on content, objects, assets, file types, location, and all metadata
within sites, across sites, and enterprise-wide.
Ability to search and replace content, objects, assets and metadata within sites, across sites, and
enterprise-wide.
Ability to create short, custom URLs independent of system-assigned URLs (aliases).
Needs to have a high level repository of digital assets (pdfs, MS office docs (Word, Excel,
Powerpoint), gif, tifs, audio, video, flash) to reduce the duplication of assets across multiple sites
(e.g. ability to share a single university wordmark image across all sites, with the goal creating a
single source of updating). Need ability to upload multimedia assets singly or in batch, store them
in their native format, and present them in pages. (QuickTime, Windows Media, Flash, Real, gif,
jpeg, png, mpeg, avi, mp3, etc.) Ability to store and present multimedia assets (QuickTime,
Windows Media, Flash, Real, gif, jpeg, png, mpeg, avi, mp3, etc.) including admin-side
thumbnails/preview. Control of elements is consolidated centrally but access is distributed to unit
level and roles are assigned based on security.
Submission, review, approval, and archiving processes are handled via email or through CMS
interface. Manage documents from initial draft to final approval to publishing online and/or in
print, including document storage, reviews and revisions. Easy managerial capability to monitor
these. Email notification if user has documents to review. Instantaneous content updates upon
final approval in the workflow. Please indicate how many steps can be handled in the
workflow management system, and how many roles can be defined within the CMS.

Ability to customize and scale the user interface (tools and options) of the CMS tool. Ability to
create custom sets of options based on user roles (rights and privileges) for both advanced users
and occasional content contributors. Ability to preview sites, site sections, pages and content
objects in their intended format and with full functionality in the system at any stage of workflow,
prior to deployment. Supports multiple ways of finding and editing content: folder branching
navigation system; virtual site browsing; internal search. The editing/administrating interface
must be intuitive, self-explanatory for non-technical and casual users.
Ability to generate custom reports on site editing and site administration activity, such as edit
history for a given page or site, or activity history for a given user or workflow. Asset and page use
reporting: ability to see on which pages a particular asset is being used, and which pages link to a
particular page.
WYSIWIG form creation and editing. Ability to save and share forms. Native ability to generate
emails from form input. Ability to create custom hooks into external databases for form data
storage.
Needs to manage content life cycle - allowing for content managers to position content from
prominence to less prominence to expiration. Needs auto notification via email when content
reaches a certain age or stage in its life cycle.
Version control: enables changes to be tracked, provides an audit trail and enables rollback to
previous stored document (web page) versions and their metadata. Includes a type of check
in/check out system that automatically records dates and authors. Stores history of revisions to
documents, including document metadata. An example of metadata includes title of document,
type of document (policy, procedure, form, etc), responsible office and officer (by job title and
department), owner, subject matter expert and maintainer (by X.500 ID) and last reviewed date
(this means the date the document was last reviewed by an owner or subject matter expert).
Allow for customizable page relationships, including importable taxonomies, and custom
hierarchical category structure - e.g. Gardening > Flowers > Diseases > Prevention. Ability to code
one document or page to appear in several different locations on a site. Need ability to associate
similar documents with each other (based on category coding)--have "similar document" links
generated for documents with the same category coding.
Design templates stored separately from content. Ability to have unlimited number of templates in
production at any time. Design templates should be easy to create, update, and duplicate. Ability
to share, export, or publish page layouts on the page, directory, site, and enterprise levels. Ability
to create global layout elements (objects such as header and footer) that can be modified once
and appear across all pages of a site, or enterprise wide. Ability to determine placement of all
content objects and assets on the page.
alfresco              Bricolage    Communique Cyberlearninglabs.com
Valitor                            Day Software
Open Source           Open Source Upper Tier    Open Source
www.alfresco.com.au   bricolage.cc www.day.com www.cyberlearninglabs.com
EY/RD/SK              PF/DN        MB/CGN       MB
                      N
                      OS
                      $7,500 - $120,000/year for support
                      Yes
Documentum Web Publisher   FatWire Content Server   FileNet P8 WCM        FileNet Web Site Manager
Documentum                 FatWire                  FileNet               FileNet
Enterprise Platform        Upper Tier               Enterprise Platform   Stand alone
www.documentum.com         www.fatwire.com          www.filenet.com       www.filenet.com
DN/SK                      MB/BE                    JC                    JC
IBM Workplace WCM   Interwoven TeamSite   Komodo
IBM                 Interwoven
Upper Tier          Enterprise Platform   Open Source
www.ibm.com         www.interwoven.com    www.komodocms.com
BE/CG/BR            RD/BE/BR              KB
LiveLink Web Content Management Server   Macromedia Contribute Publishing Server
Open Text                                Adobe
Upper Tier                               Dept Level
www.opentext.com                         www.macromedia.com/software/contribute/server
RR/SF                                    CG/KB/SF
Mediasurface           Microsoft Content Management Server   Plone           R5
Mediasurface           Microsoft                             Plone           Tridion
Upper Tier             Upper Tier                            Open Source     Upper Tier
www.mediasurface.com   www.microsoft.com                     www.plone.org   www.tridion.com
RR/RW                  SZ/KB                                 PF/DN           CGN/RW
RedDot CMS              Rhythmyx             Stellent Content Management Suite   Typo3
RedDot                  Percussion           Stellent                            Typo3
Mid-Market Mainstream   Upper Tier           Enterprise Platform                 Open Source
www.reddot.com          www.percussion.com   www.stellent.com                    www.typo3.com
CG/ME                   CGN/RW               SZ/EY/ME                            PF/DN
Vignette V7 Content Management Suite   Zope CMF
Vignette                               Zope/Plone
Enterprise Platform                    Open Source
www.vignette.com                       www.zope.org
SK/ME                                  PF/DN
                  Product                      Company              Category
alfresco                                Valitor             Open Source
Bricolage                                                   Open Source
Communique                              Day Software        Upper Tier
Cyberlearninglabs.com                                       Open Source
Documentum Web Publisher                Documentum          Enterprise Platform
FatWire Content Server                  FatWire             Upper Tier
FileNet P8 WCM                          FileNet             Enterprise Platform
FileNet Web Site Manager                FileNet             Stand alone
IBM Workplace WCM                       IBM                 Upper Tier
Interwoven TeamSite                     Interwoven          Enterprise Platform
Komodo                                                      Open Source
LiveLink Web Content Management Server Open Text            Upper Tier
Macromedia Contribute Publishing Server Adobe               Dept Level
Mediasurface                            Mediasurface        Upper Tier
Microsoft Content Management Server     Microsoft           Upper Tier
Plone                                   Plone               Open Source
R5                                      Tridion             Upper Tier
RedDot CMS                              RedDot              Mid-Market Mainstream
Rhythmyx                                Percussion          Upper Tier
Stellent Content Management Suite       Stellent            Enterprise Platform
Typo3                                   Typo3               Open Source
Vignette V& Content Management Suite    Vignette            Enterprise Platform
Zope CMF                                Zope/Plone          Open Source
Core Media CMS 2005                     Core Media AG       Mid-Market Mainstream
Ingenuix Content Management System      Ingeniux            Mid-Market Mainstream
CommonSpot Content Server               PaperThin           Mid-Market Mainstream
Collage                                 Serena Software     Mid-Market Mainstream
Eprise 2004                             Silkroad Technology Mid-Market Mainstream
CMS300/400                              Ektron              Mid-Market Challengers
Sitefresh                               Refresh Software    Mid-Market Challengers
Roxen CMS                               Roxen               Mid-Market Challengers
Sitecore Content Manager                Sitecore            Mid-Market Challengers
Synkron.web                             Synkron             Mid-Market Challengers
cmPublish                               Clickability        Hosted Services
CrownPeak CMS                           CrownPeak TechnologyHosted Services
Publish                                 WebSideStory/Atomz Hosted Services
Midgard                                 Midgard Project     Open Source
OpenCms                                 OpenCms             Open Source
Shado                                   Straker Interactive
eZ Publish                              eZ Systems
Revise                                  Idetix
AssetNow                                Orbital Limited
Content Server                          Aptrix/IBM
Trados MultiTerm                        Trados
Enterprise Solutions Content@           Xyvision
                      URL                        Evaluator Assigned
www.alfresco.com.au                             EY/RD/SK
bricolage.cc                                    PF/DN
www.day.com                                     MB/CGN
www.cyberlearninglabs.com                       MB
www.documentum.com                              DN/SK
www.fatwire.com                                 MB/BE
www.filenet.com                                 JC
www.filenet.com                                 JC
www.ibm.com                                     BE/CG/BR
www.interwoven.com                              RD/BE/BR
www.komodocms.com                               KB
www.opentext.com                                RR/SF
www.macromedia.com/software/contribute/server   CG/KB/SF
www.mediasurface.com                            RR/RW
www.microsoft.com                               SZ/KB
www.plone.org                                   PF/DN
www.tridion.com                                 CGN/RW
www.reddot.com                                  CG/ME
www.percussion.com                              CGN/RW
www.stellent.com                                SZ/EY/ME
www.typo3.com                                   PF/DN
www.vignette.com                                SK/ME
www.zope.org                                    PF/DN
www.coremedia.com
www.ingeniux.com
www.paperthin.com
www.serena.com
www.silkroadtech.com
www.ektron.com
www.refreshsoftware.com
www.roxen.com
www.sitecore.net
www.synkron.com
www.clickability.com
www.crownpeak.com
www.websidestory.com
www.midgard-project.org
www.opencms.org
www.straker.co.nz
www.eZ.no
www.idetix.com
www.assetnow.com
www.ibm.com
www.trados.com
www.xyenterprise.com
        3/27/2013                                              Requirements for New Web Content Management System

                 A                                                              B                                                         AF       AG
                             Ability to grant custom user access rights based on roles and privileges at the user and
     User Rights and
                             administrator level and at the individual college and department level. (See diagram of university      18        *
     Privileges
2                            organizational structure.)
3 X.500 Integration          System allows x.500 authentication for site administrators and content providers.                       16        *
  Systems                    Provides an open and extendible API (through web services, or SOAP, for example) with excellent
  Integration/Custom         documentation, in order to create various objects or functions to extend the ability of the product     16        *
4 Functions                  and to integrate with existing external products and functions.
                             Migration of existing documents from the current websites to the new system must require minimal
                             manual effort and allow for maximum global transfers, minimal new URLs, minimum forwarding of
     Migration                                                                                                                12               *
                             users to new URLs, and minimum 404 errors. We expect a new WCM product to provide a path for
5                            migration to any future CMS with minimal manual effort and using standard formats.
                             Vendor needs to provide well-written manuals, training materials for site administrators and content
                             providers, and training support resources. Also they need to provide phone, live chat, and/or email
                             support on a 24x7 availability basis. Have a context sensitive training for users - built in help
                             system in the CMS. Vendor also needs to specify the process for submitting bug reports along with
     Responsive              timeframe expected for bug fixes and updates. Vendor also needs to provide us with their severity
                             levels and their respective initial response times and issue resolution times. Vendor must also detail 13         *
     Support/Training
                             the process to escalate tickets to higher levels of support. Vendor needs to detail/commit to the
                             process of how enhancement requests are responded to and the process for escalation beyond the
                             initial response. Product with large customer base is preferred, with public (3rd party) forums, user
                             groups, conferences, wikis, etc.
6
                           System needs to be able to operate on a redundant server, using a non-proprietary database, and
                           load balancing framework. Needs to be scalable to support the large number of colleges and
                           departments on both centrally and independently hosted environments. Needs to be able to
   Operating Environment                                                                                                        13             *
                           distribute management of content across multiple central and independent environments. (e.g. A
                           single college will have a dozen departments each with a site that needs to share content and
 7                         assets.) (See diagram of university organizational structure.)
                           Meets University of Minnesota Accessibility of Information Technology (AIT) standards for web
                           access in designing web sites and allowing content providers to submit content. Systems also needs
   Accessibility/Usability to meet these same standards when generating web pages so they can be read by people with            12             *
                           disabilities. See U of MN AIT standards on web accessibility at http://cap.umn.edu/ait/Web/ and
                           click on Web Accessibility. All code needs to be XHTML, CSS, and section 508 validated prior to
 8                         publication.
                           All site administrators and content contributors must be able to use any of the following operating
                           systems: Microsoft Windows XP or higher, Apple OS X or higher; and the following browsers must
   Platforms                                                                                                                    11             *
                           be supported: Internet Explorer 5.5 or higher, Netscape 7.0 or higher, Firefox 1.0 or higher, Safari
 9                         1.0 and higher.
10
                             Assets, pages, directories, and sites can be deployed to redundant servers and to multiple servers.
     Deploying Pages and
                             Deployment can be done manually, in addition to automated deployment related to workflow.
     Assets
                             Deployment of assets, pages and sites can also be scheduled by hour, day or week.
11
                             When a page is moved, all linked references within the system to that page are updated
                             automatically, and related pages are redeployed, if necessary, with updated links. Page deletion
     Moving and Deleting
                             removes the page from the live server, while retaining the page and its previous versions in the
     Pages and Assets
                             system. Pages are also able to be purged from the system itself, while retaining previous versions of
12                           the page. Dead links and orphaned pages and assets are also indicated in the system.
        3/27/2013                                         Requirements for New Web Content Management System

                A                                                          B                                                          AF   AG
                        WYSIWIG content editing with controls similar to MS Word. Ability to view/edit source code. Custom
                        CSS stylesheet integration for WYSIWIG style selection. WYSIWIG table creation and editing. Ability
     WYSIWYG Content    to grant or restrict style and source editing privileges. Ability to alter page look and feel on the fly
                                                                                                                                 22
     Editor             using templates or style sheets. Ability to upload MS Office documents for conversion into compliant
                        XHTML. WYSIWIG editor functions must be configurable and customizable on a per-site basis. All
13                      input must be validated for W3C XHTML, CSS, and section 508 standards.

                        Content is stored in an industry standard open document format, such as XML. Raw content is
     Content            stored and versioned in one original file (independent of design elements) with a variety of output
     Storage/Multiple   options for publishing. These include straight XHTML, PDF, offset print publication, “printer-friendly” 15
     Output Options     HTML, PDA, smart phones, RSS/Atom newsfeeds, tableless CSS layout, email, plain text, and MS
14                      Word. When a content revision is made, it’s made once and all formats are updated.

                        Each content object, file, and asset must be accompanied by robust and customizable metadata.
                        Must support the Dublin Core metadata standard and allow customization of meta tags. The system
                        needs to manage and store metadata for all current and previous versions of content and assets.
     Metadata
                        Users must be able to access metadata in the system both through the user interface, as well as by
                        accessing the backend database with ad-hoc queries directly. Must be able to capture metadata
15                      embedded in PDFs, images, and MS Office documents when uploaded to the system.
                        Ability to do parametric searches on content, objects, assets, file types, location, and all metadata
     Search                                                                                                                      10
16                      within sites, across sites, and enterprise-wide.
                        Ability to search and replace content, objects, assets and metadata within sites, across sites, and
   Search and Replace                                                                                                            20
17                      enterprise-wide.
18 Custom URLs          Ability to create short, custom URLs independent of system-assigned URLs (aliases).                      19
                        Needs to have a high level repository of digital assets (pdfs, MS office docs (Word, Excel,
                        Powerpoint), gif, tifs, audio, video, flash) to reduce the duplication of assets across multiple sites
                        (e.g. ability to share a single university wordmark image across all sites, with the goal creating a
     Digital Asset      single source of updating). Need ability to upload multimedia assets singly or in batch, store them in
                        their native format, and present them in pages. (QuickTime, Windows Media, Flash, Real, gif, jpeg,       18
     Management
                        png, mpeg, avi, mp3, etc.) Ability to store and present multimedia assets (QuickTime, Windows
                        Media, Flash, Real, gif, jpeg, png, mpeg, avi, mp3, etc.) including admin-side thumbnails/preview.
                        Control of elements is consolidated centrally but access is distributed to unit level and roles are
19
                        assigned based on security.
                        Submission, review, approval, and archiving processes are handled via email or through CMS
                        interface. Manage documents from initial draft to final approval to publishing online and/or in print,
                        including document storage, reviews and revisions. Easy managerial capability to monitor these.
     Workflow                                                                                                                    17
                        Email notification if user has documents to review. Instantaneous content updates upon final
                        approval in the workflow. Please indicate how many steps can be handled in the workflow
20                      management system, and how many roles can be defined within the CMS.

                        Ability to customize and scale the user interface (tools and options) of the CMS tool. Ability to create
                        custom sets of options based on user roles (rights and privileges) for both advanced users and
                        occasional content contributors. Ability to preview sites, site sections, pages and content objects in
     User Interface     their intended format and with full functionality in the system at any stage of workflow, prior to       12
                        deployment. Supports multiple ways of finding and editing content: folder branching navigation
                        system; virtual site browsing; internal search. The editing/administrating interface must be
21                      intuitive, self-explanatory for non-technical and casual users.
         3/27/2013                                              Requirements for New Web Content Management System

                 A                                                                 B                                                        AF   AG
                              Ability to generate custom reports on site editing and site administration activity, such as edit
     Statistics and           history for a given page or site, or activity history for a given user or workflow. Asset and page use
                                                                                                                                       15
     Reporting                reporting: ability to see on which pages a particular asset is being used, and which pages link to a
22                            particular page.
                              WYSIWIG form creation and editing. Ability to save and share forms. Native ability to generate
     Forms                    emails from form input. Ability to create custom hooks into external databases for form data             15
23                            storage.
                              Needs to manage content life cycle - allowing for content managers to position content from
     Content Life Cycle       prominence to less prominence to expiration. Needs auto notification via email when content              14
24                            reaches a certain age or stage in its life cycle.
                              Version control: enables changes to be tracked, provides an audit trail and enables rollback to
                              previous stored document (web page) versions and their metadata. Includes a type of check
                              in/check out system that automatically records dates and authors. Stores history of revisions to
     Version Control          documents, including document metadata. An example of metadata includes title of document, type          14
                              of document (policy, procedure, form, etc), responsible office and officer (by job title and
                              department), owner, subject matter expert and maintainer (by X.500 ID) and last reviewed date
25                            (this means the date the document was last reviewed by an owner or subject matter expert).
                              Allow for customizable page relationships, including importable taxonomies, and custom hierarchical
     Taxonomy and             category structure - e.g. Gardening > Flowers > Diseases > Prevention. Ability to code one
     Categories               document or page to appear in several different locations on a site. Need ability to associate similar 13
                              documents with each other (based on category coding)--have "similar document" links generated
26                            for documents with the same category coding.
                              Design templates stored separately from content. Ability to have unlimited number of templates in
                              production at any time. Design templates should be easy to create, update, and duplicate. Ability to
     Design/Templates         share, export, or publish page layouts on the page, directory, site, and enterprise levels. Ability to
                              create global layout elements (objects such as header and footer) that can be modified once and
                              appear across all pages of a site, or enterprise wide. Ability to determine placement of all content
27                            objects and assets on the page.
28
29 Clone Site                 Ability to clone a web site.                                                                             9
30                            Easy to find reference documents if file/image is deleted, removed, or expired.                          7
31 CMS Code Source            Need the ability to access the application source code for customization ability.                        7
     Aggregation of Content Need to have automated tools to pull in data from web services to be displayed on web page using
                                                                                                                                       7
     from External Sites    an open standard protocol.
32
33                            Ability to list and sort assets and content objects by multiple criteria.                                6
   Show/Hide/Push             Need to have the ability to toggle content (show/hide) in the development area without deleting
                                                                                                                                       6
34 Content                    content so it can be activated at a later date.
   Simplified interface for   Need GUI for content editors that is a simplified version of the administrator GUI to allow for easier
                                                                                                                                       6
35 content contributors       input of content such as news stories, press releases, course information, etc.
36 Batch Upload               Supports Webdav product--"Web-based Distribution Authoring and Versioning".                              6
                              Ability to define and set a “last modified date” for a page. Date may be based on system setting or
     Date Last Modified                                                                                                                5
37                            user input.
                              Need product with minimal custom tags. Tags that are used should be industry standardized or
     EWCM-Specific Tags                                                                                                                4
38                            customizable by the user.
   Automated Scripting
                              Tools that automate advanced scripting functions. (e.g. image rotator, image resizing, etc.)             3
39 Functions
   Browsing and
                              Need a GUI for locating and assigning assets to be included in a page layout.                            3
40 Assigning Assets
         3/27/2013                                               Requirements for New Web Content Management System

                 A                                                                    B                                                        AF                    AG
                              Editing/administrating interface must be customizable on a per-site basis, allowing for addition of
                                                                                                                                          3
41                            text or labels to facilitate ease of use.
42                            Provides multiple warnings before deleting assets, pages, or directories.                                   2
                              Ability to access site visitor statistics, including clickstreams, hits, page views, broken link reports,
                              and search statistics. (This is relevant if the product is an application server model; for a publishing    2
43                            model this would be considered integration with Sawmill.)
44                            Ability to create polls, image galleries and discussion forums.                                             2
45
                              Asset and page use reporting: ability to see on which pages a particular asset is being used, and                     Combined with Statistics and
                                                                                                                                          16
46                            which pages link to a particular page.                                                                                Reporting
                              Ability to preview sites, site sections, pages and content objects in their intended format and with
     User Interface                                                                                                                       17        Combined with User Interface
47                            full functionality in the system at any stage of workflow, prior to deployment.
                              Supports multiple ways of finding and editing content: folder branching navigation system; virtual
     User Interface                                                                                                                                 Combined with User Interface
48                            site browsing; internal search.
                              System must provide a path for migration to any new CMS with minimal manual effort and using                          Combined with migration from
     Migration                                                                                                                            15
49                            standard formats.                                                                                                     existing systems
   Vendor Training and                                                                                                                              Combined with responsive
                              Vendor needs to provide well-written manuals, training materials, and training support resources.           13
50 Support                                                                                                                                          support/Training
                              Ability to upload multimedia assets singly or in bulk, store them, and present them in pages.                         Combined with Digital Asset
     Assets                                                                                                                               13
51                            (QuickTime, Windows Media, Flash, Real, gif, jpeg, png, mpeg, avi, mp3, etc.)                                         Management
                              Ability to batch upload assets, e.g. if a document has a lot of photos, they can be selected and                      Combined with Digital Asset
     Batch Upload                                                                                                                         13
52                            uploaded as a group (possibly with basic meta tag information).                                                       Management
                              Ability to store and present multimedia assets (QuickTime, Windows Media, Flash, Real, gif, jpeg,                     Combined with Digital Asset
     Digital Assets                                                                                                                       11
53                            png, mpeg, avi, mp3, etc.) including admin-side thumbnails/preview.                                                   Management
     Accessibility            All code needs to be XHTML, CSS, and section 508 validated prior to publication.                            11        Combined with Accessibility/Usability
54
                              Need to generate web pages that can be read by people with disabilities following the University of
     Accessibility            Minnesota Accessibility of Information Technology (AIT) standards for web access. See U of MN AIT           11        Combined with Accessibility/Usability
                              standards on web accessibility at http://cap.umn.edu/ait/Web/ and click on Web Accessibility.
55
                              Ability to create global layout elements (objects such as header and footer) that can be modified
     Global Layout Elements                                                                                                               11        Combined with Design/Templates
56                            once and appear across all pages of a site.
                              A single user account can administer multiple sites simultaneously from a single authenticated                        Combined with User Rights and
     User                                                                                                                                 10
57                            session.                                                                                                              Priveledges
                              We would like to know where the product is in the life cycle - when it was originally developed. Was
     Product Lifecycle        it bought from someone else. When is the next product evolution scheduled. When do they stop         10               Include in Vendor Comments
                              doing enhancements? At what point to they drop support for the system?
58
                          Need to create multiple page design views. Ability to duplicate and modify page layouts. Ability to
   Page Template Creation
                          share, export or publish page layout to be used on multiple sites owned by departments, colleges                9         Combined with Design/Templates
   and Sharing
59                        and the enterprise.
                                                                                                                                                    Combined with responsive
     Built in Help            Have a context sensitive training for users - built in help system in the CMS.                              9
60                                                                                                                                                  support/Training
   User Interface for
                              Supports multiple ways of finding and editing content: folder branching navigation system; virtual
   Finding and Editing                                                                                                                    9         Combined with User Interface
                              site browsing; internal search.
61 Content
                        Ability to create & modify advanced user functions using a current, commonly available scripting
   Editable User Functions                                                                                                                          Combined with Systems
                                                                                                                                          9
62 (Objects)            language                                                                                                                    Integration/Custom Functions
                        Vendor needs to detail/commit to the process of how enhancement requests are responded to and                               Combined with responsive
   Enhancement Requests                                                                                                                   8
63                      the process for escalation beyond the initial response.                                                                     support/Training
        3/27/2013                                             Requirements for New Web Content Management System

                A                                                                 B                                                     AF                      AG
                            Product with a large customer base preferred - with public (3rd party) forums, user groups and                     Combined with responsive
     Community of Users                                                                                                             8
64                          conferences, Wikis, etc.                                                                                           support/Training
                            Needs to support the Dublin Core metadata standard and allow customization of meta tags. The tool
     Metadata Management    needs to manage metadata for a variety of assets (pages, images, video, files, etc.). Need a GUI to     8          Combined with Metadata
65                          select and manage metadata.
66                          Instantaneous content updates upon final approval in the workflow.                                      7          Combined with Workflow
                            Revision History - Ability to roll back to previous versions of page elements. Need to be able to set
     Page Revisions                                                                                                                 7          Combined with Version Control
67                          the number of revisions kept in the history.
68                          Ability to recover a single folder or file after being deleted. (Rollbacks or version history.)         7          Combined with Version Control
                            The editing/administrating interface must be intuitive, self-explanatory for non-technical and casual
                                                                                                                                    7          Combined with User Interface
69                          users.
                            All site administration functionality will be accessible through the following browsers: Internet
     Browsers                                                                                                                       7          Combined with Platforms
70                          Explorer 5.5 or higher, Netscape 7.0 or higher, Firefox 1.0 or higher.
                                                                                                                                               Combined with WYSIWYG Content
     MS Office Conversion   Must be able to convert Microsoft Office documents into XHMTL compliant HTML content.                   7
71                                                                                                                                             Editor
                            Ability to import any MS Office documents, such as MS Word or Excel documents, and generate                        Combined with WYSIWYG Content
                                                                                                                                    6
72                          valid markup.                                                                                                      Editor
                            Flexible layouts with ability to determine placement of content objects and assets on the page.         6          Combined with Design/Templates
73
                            Contributors to the CMS are able to query the metadata both through the system and by accessing
     Search                                                                                                                         3          Combined with Metadata
74                          the backend database directly.
                            Must be able to capture (map to metadata tags?) metadata embedded in PDF's, images, and MS
     Metadata                                                                                                                       3          Combined with Metadata
75                          Office documents (others to include here?).
                            Repository to store metadata attributes separate from the content, this information could be
   Metadata Repository                                                                                                              3          Combined with Metadata
76                          published alongside the asset/content object.
77 Content Naming           Need to have the ability to name content differently between the CMS and the live site.                 3          Combined with Custom URLs
78
79                          Total Points                                                                                                 670
 3/22/2006 E-WCM Requirement Criteria (Short List)

Legend:                    NB           =
                          RFP           =
                          Eval          =


     User          Classification       ID
 Role/Function
                   NB               8
                   See 8            16


                   RFP              1a
                   RFP              10
                   See 10           12
                   RFP              11
                   Eval             1
                   See 1            21

                   Eval             2
                   Eval             3
                   Eval             4




                   See 4            182
  Application      See 4            190
Administrators -
Enterprise Level
                   See 4            186




                   Eval             6
                   See 6            25
                   Eval             183
                   Outside the
                   scope




                   See 183
                                    167
                   Eval
                                    167a
Requirements:




                NB        23
                NB        27
                RFP       13

                See 13    14
                RFP       15
      Site
Administrators - See 15   116
College/Depart See 15     126
  ment Level
                 RFP      18
                 RFP      26
                 See 26   143
                 Eval     27d
                 Eval     24
  ment Level




                 Eval     24a


Requirements:




                 NB       36

                 See 36   155k
                 RFP      28
                 See 28   27c
                 See 28   145



                 See 28   165




                 See 28   163
                 See 28   169

                 See 28   40
                 See 28   175

                 RFP      28a
                 RFP      39
                 RFP      48
                 RFP      49
                 See 49   115
                 See 49   27a
                 See 49   83
Web Developers
                 See 49   95
                 See 49   97
Web Developers



                 See 49   99



                 See 49   176
                 Eval     29

                 Eval     31
                 Eval     35
                 Eval     37

                 See 37   44
                 See 37   120
                 Eval     42
                 Eval     43
                 Eval     47

                 Eval     50



                 See 50   52
                 See 50   81
                 Eval     53


Requirements:
                 RFP      36

                 Eval

                 RFP

                 RFP      28
                 RFP

                 Eval
                 RFP
                 Eval

                 RFP
                 Eval
                 Eval



                 Eval
                 RFP      39

                 Eval
                 Eval
                Eval

                RFP        48
                RFP        49
                RFP
                RFP
                RFP

Sample Requirements:




                Eval       55

                See 55     57

                Eval       61
    Content
   Managers
                Eval       62
                Eval       63
                Eval
                           145c
                See 145c   34


Requirements:
                NB       71
                See 71   78

                NR       76
                RFP      65
                See 65   155j
                RFP      66
                RFP      67
                RFP      68
                RFP      69
                RFP      70
 Deployment -
                RFP      72
   Deletion
                Eval     73
                Eval     74

                Eval     75


                Eval     77

                Eval     79
                Eval     79a



Requirements:
                RFP      80
                See 80   198
 Output - End
    Users

                Eval     84


Requirements:




                RFP      85
                RFP      87
                RFP      89
  Statistics
                Eval     91
                Eval     92
                Eval     93


Requirements:




                RFP      94
                See 94   96
                See 94   98
                See 94   102a

                Eval     101


  Templates
                Eval     102
  Templates
                Eval      102b



                Eval      102c
                Eval      102d




Requirements:




                RFP       103
                See 103   104
                See 103   105
                See 103   107
    Forms
                See 103   109
                See 103   109a
                See 103   106


Requirements:




                NB        111
                NB        124
                RFP       113
                RFP       121

                RFP       122
                RFP       132
                See 132   110
                See 132   125
               See 132      133
               See 132      210

               See 132      211




               Eval         112
               Eval         114
Content Editor See 114      128

               Eval         117
               Eval         118

               Eval         127

               Eval         129




               Eval         130



               Eval         131


               Eval         134
               Eval         134a



Requirements (still in progress):




               RFP          140

               RFP          141




  Versioning
                 Eval       135

                 See 135    137
  Versioning

                 Eval       138

                 Eval       139




Requirements (still in progress):




   Database      Eval       142
 Integration -
   Dynamic
   Content



Sample Requirements:


                 RFP        146

                 See 146    201


                 RFP        147
                 See 147    155d

                 See 147    155f
                 RFP        150

                 RFP        152

   Workflow      See 152    179a
                 Eval       148
                 Eval       151
                 Eval       153
   Workflow




                Eval      154

                Eval      155

                Eval      155e
                Eval      155g
                Eval      155h

                Eval      155i


Sample Requirements:




                RFP       156


                RFP       158
                See 158   170




                See 158   171

                See 158   157



                See 158   159
 Metadata and
   Content
  Structure
                See 158   160
                RFP       174

                Eval      162



                Eval      164

                Eval      166
                See 166   173

                Eval      168

                Eval      179b
                Eval      179d
                Eval      179g

Sample Requirements:




                RFP       180
    Assets


Sample Requirements:



  Integration   Eval      185

Sample Requirements:




                RFP       193




 Ease of Use,
                  See 193   217
                  See 193   218
                  RFP       204

                  See 204   208
 Ease of Use,     RFP       197
 Accessibility,
   Usability      Eval      195


                  Eval      196

                  Eval      202

                  Eval      207


Requirements:




                  NB        216

                  RFP       213

                  Eval      209


    Design        Eval      212


                  Eval      214




Sample Requirements:
               RFP          219
   Migration


Sample Requirements:




                RFP         223
                See   223   221
                See   223   224
                See   223   225
Training - User
                RFP         226
   Support
                RFP         227
                See   227   228
                See   227   229
                See   227   230

Sample Requirements:
M Requirement Criteria (Short List)

         No Brainer - Must Have for Implementation
         RFP Requirement Language
         Evaluation Criteria


         Descriptions

         x.500 authentication
         Ability use X500 authentication to authenticate users at different access levels and ensure content
         assets are used only as authorized (x.500 authenticates into the system. The system sets
         privileges)
         ability to granting user access rights and privileges
         Redundant servers (Redundant Services - Admin Function)
         Load balancing
         Easy & Powerful API (need to clarify which API)
         More flexible and customizable ability to granting user access rights and privileges
         Security: these are management tools to authenticate users at different access levels and ensure
         content assets are used only as authorized.
         A robust system that doesn’t bog down and has a quick response time
         Centrally manage content and processes across multiple Web properties.
         Library services and repository services support all content types and include distributed
         architecture, replication services, extensible object-relational date model, object relationship
         management, object properties, Unicode support, data dictionary, and backup/recovery. Library
         services may also manage the security and access model, version control, and chick in/check out.

         Digital asset management (DAM)
         Data repository: this is a single logical storage place for all content, which may be physically
         located in many places, with the capability to associate different types of content with the
         applications that create or otherwise manipulate them.
         Open system that makes integration with other applications possible and easy. Help is available.
         Various applications can easily be integrated with the CMS pages. For example, fields from our HR
         staff directory, the workshops database, or our publication Store, can show up on a CMS page that
         has been coded to read in the data. If the field is empty (e.g. the employee no longer works here
         and is removed from the staff directory, or a Store items is out of stock, or a workshop date has
         passed) the item is suppressed and doesn’t show up for the public.

         Flexibility to customize user interface
         Extensible user profiles (Customizing user interface for users)
         FREE STANDING LINK DATABASE WOULD BE HELPFUL FOR LINKS TO GRADUATE SCHOOL, ONE
         STOP, UMAA, MN DEPT. OF EDUCATION, ETC. FOR LINKS USED BY SEVERAL SITES AND THAT
         NEED UPDATING ACROSS ALL SITES AT THE SAME TIME. TAGGING WOULD BE USEFUL FOR
         "RELATED LINKS" OPTIONS. I COULD CHOOSE FROM EARLY CHILDHOOD LINKS IN OUR COLLEGE
         OR FROM THE PRESIDENTIAL INITIATIVES PAGES OR FROM THE CONSORTIUM FOR CHILDREN,
         FAMILIES, AND LEARNING, FOR EXAMPLE. (
         Can the system store assets (documents/images...) in an organized place for use throughout the
         site
         Does it give us the ability/option to access the CMS application source code - for customization
         purposes
X.500 integration
System allows x.500 authentication for site administrators and content providers.

User Rights and Privilages
Ability to grant user access rights based on roles and privilages at the user administrator level and
at the individual colleges and departments level. (See diagram of university orginizational
structure)

CMS Source
Need the ability to access the application source code for the ability of customization.

Operating Environment
System needs to be able to operate on a redundant server and load balancing framework. Needs
to be scalable to support the large number of colleges and departments - on both centrally and
independently hosted environments. Needs to be able to distribute management of content and
assets across multiple central and indepentent environments. (e.g. A single college will have a
dozen departments each with a site that needs to share content and assetts) (See diagram of
university orgaizataional structure)

Integration
Allow for an extensible API - To create various objects or functions to exend the ability of the
product. To integrate with existing external products and functions.

Digital Asset Management
Needs to have a high level respsitory of digial assetts (pdfs, word docs, gif, tifs, audio, video,
flash) to reduce the duplication of assetts across multiple sites. (e.g. ability to share a single
univerisity wordmark image across all sites, with the goal creating a single source of updating)


User interface
Ability to customize the user interface (tools and options) of the CMS tool. To create custom sets
of options based on user roles (right & privilages) for both advanced users and occasional content
contributers.


Online administration
Multiple site hosting
An improved (customizable) set of access levels so content providers can access their pages, but
are not able to access templates, objects, etc
More flexible and customizable ability to granting user access rights and privileges
Dual Platform based. With our mixed environment we need to have an equal platform experience
and support. (Mac & PC & all current browsers)
PC/Mac compatible - true compatibility, not sorta-kinda.
Ability to use a browser other than the "Internet Explorer" for creating and editing web pages

Ability to enable SSL protection (ability to set URL as https)
query the Database directly (which database? Ability to query WCM Repository)
Well-developed data model and/or ability to export data from database
Ability to set site level options
WebDAV support
Can the system setup Intranets




All site administration functionality will be accessible through the following browsers without
significant loss of functionality: Internet Explorer 5.5 or higher, Netscape 7.0 or higher, Firefox 1.0
or higher
Content contributors must be able to use any of the following operating systems without
significant loss of functionality: Microsoft Windows XP or higher, Apple OS X 10.4 or higher.

A single user account can administer multiple sites simultaneously from a single authenticated
session.

Control of elements is consolidated centrally but access is distributed to unit level and roles are
assigned based on security. This would provide a consistent look and page styles including easy
image updates. Also need ability to code one document to appear in several different locations on
a site and to associate similar documents with each other. Easy to find referenced documents if
file/image is deleted/removed.


A true development area so that sites or sections of sites can be built and previewed prior to
deployment to live server.
Must be able to preview and proof (on a staging server before going to production?)
Search/replace/share content site-wide
Ability to share content across sites and share pages across sites.
Easy to share data across the web and even across other webs: for example it would have been
nice to be able to share college data across the college and departments. In FileNet it could only
be shared within the contained web. So for example department info on the department site could
not be shared with the college and on the college site
Cross-Account Asset-Sharing and Linking: It should be an option for those of us who want to share
assets or layouts to make them available to other users. Currently in FileNET, there is no way for
me to link one page in one site to an asset in another site using its asset ID. It is not an
enterprise-solution when we can't share assets! (think of how many copies of the U wordmark
asset there are in FileNET!)
Search capabilities (Internal CMS)
Search engines built in. Need to be able to be searched by department, college, university or all
of above.
Ability to find dead links (on live or development?)
Search engines: the capability to perform searches of many types on the content of the CMS

Must allow for integration with the Google Search Appliance.
Ability to easily add audio and video in many formats--i.e. QuickTime, Windows, Flash, Real.
Easy easy use of RSS.
Output and input: Validated XHTML and CSS
Code validator
Semantic web (Web standards - proper tagging - implementation issue)
Use actual HTML for pages and not the products specialized version of html (or other) - makes it
easier to transfer to different products down the road.
Full CSS/XHTML support
Ability to incorporate CSS and tableless-cell pages
Full CSS-positioning support: For those of us going tableless, we need a solution that supports and
renders CSS-positioned (layout and design) accurately. Accessibility and device-independence
makes this improved new status-quo for web design, and our CMS needs to be there to support us
as we make this transition enterprise-wide.
Enforced: XHTML, CSS 2.0, 508
Generate pages WITH children pages (like the "deploy with children" option) (Ability to deploy
single pages and multiple pages at once.)
Not having orphaned files after changing the URL
Systemwide image/asset library that displays thumbnails and ease of check in
Ability to set URL address and to have short, “static” URL addresses (some dynamic-driven sites
have long URLs. Don’t want that)
Ability to create shortcut URLs
Ability to assign “friendly” URLs
Simple and intuitive asset management and implementation.
Ability to see how documents and other assets are linked to others (live or development)
A flexible sorting feature that allows items and directories to be organized by multiple fields, i.e.,
not only by the first word in a list (within development?)
Link management: tools to support inter-linking and references to other content in the repository
and outside it, and to maintain the stability and currency of those links over time. DON'T WANT TO
LOSE THE ABILITIES WE CURRENTLY HAVE IN FRONTPAGE AND USE FREQUENTLY

Ability to see how documents and other assets are linked to other
Ability to report dead links
Split code and design view.



Ability to deploy sites, site sections, pages and content objects singly or in groups to multiple
servers.
Eval: 29 - Generate pages WITH children pages (like the "deploy with children" option) (Ability to
deploy single pages and multiple pages at once.)
Ability to preview sites, site sections, pages and content objects prior to deployment

Ability to share content objects and assets enterprise-wide.
Ability to search and replace text, content objects and assets within sites, across sites, and
enterprise-wide.
Eval: 52 - Ability to see how documents and other assets are linked to other
Parametric search of text and metadata within the CMS.
Eval: 47 - A flexible sorting feature that allows items and directories to be organized by multiple
fields, i.e., not only by the first word in a list (within development?)
Ability to find dead links.
Eval: 31 - Not having orphaned files after changing the URL
Eval: 50 - Link management: tools to support inter-linking and references to other content in the
repository and outside it, and to maintain the stability and currency of those links over time.
DON'T WANT TO LOSE THE ABILITIES WE CURRENTLY HAVE IN FRONTPAGE AND USE
FREQUENTLY
Eval: 81 - Ability to report dead links
Ability to store and present multimedia assets (QuickTime, Windows Media, Flash, Real, gif, jpeg,
png, mpeg, avi, mp3, etc.)
Eval: 35 - Systemwide image/asset library that displays thumbnails and ease of check in
Eval: 42 - Simple and intuitive asset management and implementation.
Eval: 43 - Ability to see how documents and other assets are linked to others (live or
development)
Ability to generate and parse RSS/Atom feeds.
All code XHTML, CSS, and section 508 validated prior to publication.
Admin interface must be section 508 valid.
Ablity to create tableless CSS page layouts.
Ability to create short, custom URLs independent of system-assigned URLs.

9. Document Management
Input of content in native file formats is supported. Very important – please elaborate.
Is this capability a one-way (can import documents into system initially) or a two-way capability
(can retrieve and then edit documents in native format once they are initially imported)?

How are documents stored in the system?

10. Localization Support
Ability to manage creative changes to templates, build new concepts, and to program additional
functionality at the local/unit level using a SDK: Software Developer's Kit as an add-on module.
**Indicate what specific tools are available and how much training is required to use
them.

15. Asset Support
Full-range of multi-media formats supported

7. Searching
Metadata managed so that all content and multimedia elements are searchable and retrievable
through either CMS bundled or external search engine. Even if the CMS is “pushing” content to
a web server, can the metadata (e.g. title, author, categories, etc.) still be searched by
both contributors and end users? Is a Search engine included or recommended? If an
add-on, at what cost?

Page notification function that, among other things, notifies content provider and content owner
when pages reach a certain age.
Auto-notification features for 1) content that expires in the case of news, publications and events
and 2) for re-occurring yearly, quarterly, monthly and weekly updates.
ability to browse around the site in a browser to find the page they want then hit an 'edit page'
button to go straight into edit mode
Support for Microsoft Office documents
Ability to preview thumbnails of content types
Automated "advanced user" tools, such as an advanced content rotator. Select 10 newest FAQ
from Part-Time MBA site and rotate 3 of them on this page in this area.
Built-in Image and PDF optimizer



 Content Life Cycle
 Needs to manage content life cycle - allowing for content managers to position content from
 prominence to less prominence to expiration. Needs auto notification via email when content
 reaches a certain age or stage in its life cycle.

 User interface for finding and editing content
 Supports multiple ways of finding and editing content: Folder branching navigation system;
 virtual site browsing; internal search.

 MS Office Conversion
 Must be able to convert Microsoft Office documents into XHMTL compliant HTML content.

 Editable User Functions (Objects)
 Ability to create & modify advanced user functions using a current, commmonly available
 scripting language

 Automated Scripting Functions
 Tools that automate advanced scripting functions. (e.g. image rotator, image resizing, etc.


Deploy to multiple servers
Liked the feature with FileNet to have two servers. One for development and another for
production
Ability to recovering a single folder or file after being purged
Manual deployment
Content updates must be instantaneous – not periodic
Scheduled deployment
Site deployment
Page deployment
Directory deployment
FTP (SFTP)
Takes down old pages from live server when they have been deleted or moved
Automatic URL updating when page(s) get moved
True ability to set time and date parameters for scheduling deployment of content and deletion of
content.
Ability to deploy in several ways: Manually, through workflow, through daily or semi-daily auto
deployment. Also ability to auto deploy one section of site while not deploying another site.

Function to delete and also purge. Like the idea of having a second chance to do a final delete
(purge)
Multi-lingual content integration
Publish ability from one site to another. MBA event can be suggested on the main school calendar.


Ability to share assests, content, or pages across multiple sites with different access rights.

Ability to deploy sites to redundant servers and to multiple servers. One for development and another for
production, for example.
Ability to recover a single folder or file after being deleted. (Rollbacks or version history)
Ability for manual deployment by asset, page or by site in addition to automated deployment.
Content updates instantaneous upon final approval in the workflow.
Ability to schedule deployment; hourly, daily, weekly for example.
Ability to deploy by site.
Ability to deploy by page.
Ability to deploy by directory.
System removes pages from live server when they have been deleted or moved.
When a page is moved, all linked references to that page within sytem are updated automatically.
Ability to set time and date parameters for scheduling deployment of content and deletion of content.
Provides multiple warnings before deletings assets, pages, or directories.




Ability to output content so it can be viewed by multiple sources, Web, PDA, etc
Need to maintain/archive one original document, with a variety of versions for multiple output
options, each with different looks, including html, printer-friendly version, offset printed, PDA or
other wireless device, PDF, “email this”, etc. When a revision is made, it’s made once and all
formats are updated.
Print friendly pages can be easily created and used.

Output multiple formats

Ability to export content for use in other file formats with XHTML compliant code. (e.g. PDF, print
publication, and “printer-friendly” personal use, HTML, wireless display, email option, plain text for
ADA compliance. Ability to display output to a wide array of external display devices, for example
IPACs and cell phones. Ability to generate .rss XML file for U of MN portal feeds. Capability to code
items for inclusion in channel feed.

Single source of editing for multiple output options
Need to maintain/archive one original document, with a variety of versions for multiple output
options, each with different looks, including html, printer-friendly version, offset printed, PDA or
other wireless device, PDF, “email this”, etc. When a revision is made, it’s made once and all
formats are updated.

Aggrigation of content from external sites
Need to have automated tools to pull in data from web services to be displayed on web page -
(such as pulling in a weather feed or curriency converter)

System user statistics
Ability to track activity by content providers/others (Internal users)
Ability to access detailed log reports *This is very important! (internal)
Quality of site reports (age of page, broken links, etc Click-stream reports
Workflow reports
Content reports

Statistics and Reporting

Ability to generate custom reports on site editing and site administration activity such as edit
history for a given page or site, or activity history for a given user.
Ability to access site visitor statistics including: clickstreams, hits, page views, broken link reports,
and search statistics.

Fully configurable - Easily customizable page templates
Unlimited number of templates
Comes with set of common layouts and has ability to customize/create additional layouts.
  Flexible Templates: Easy to update and create new. Ability to have an unlimited number in
  production at any time
Minimal custom tags needed with a product. Some products had a lot of custom tags that were
just specific to their products. Would be hard to switch to different vendors down the line if we
picked a product like this.
assign different templates to certain categories (essentially, content type)
 Objects should be able to be place on a page with a display option that shows the overview
 (tease) and clicking on it show the extended (full version) all by placing one object on one page.
 Not by creating the full version first then the overview and then link to the full version.

 Objects are complete void of mark-up not defined by designer (Clean HTML)
 Objects have wrapper (header and footer), collections of objects a have wrapper (header and
 footer) again these wrappers should be void of any non designer written mark-up



Page template creation and sharing
Need to create multiple page design views. Ability duplicate and modify page layouts. Ability to
share or export page layout to be used on multiple sites owned by departments, colleges and
units.

EWCM-specific tags
Minimal custom tags needed with a product. Tags that are used should be industry standardized
or customizable by the user.

Browsing and Assigning Assets
Need a GUI for locating and assigning assets to be included in a page layout.

Global Layout Elements
Ability to create global layout elements (objects such as header and footer) that can be modified
once and appear across all pages of a site.

Forms creation (application server-specific)
Form-builder function that also allows for online registration
Ability to create electronic polls
Ability to create simple forms for data gathering and ability for data collected in forms to be easily
used/converted into Excel or other format.
Basic e-mail forms supported
A forms tool that has workflow behind it
Ability to create snap poll, image gallery, and discussion forum

Forms

WYSIWIG form creation and editing. Ability to save and share forms. Native ability to generate
emails from form input. Ability to create custom hooks into external databases for form data
storage.
Ability to create polls, image galleries and discussion forums.

Page preview
Ability to place/link assets at different locations on the page
Ability to import Microsoft documents
Check-in / check-out: We should be able to edit and know that we're not about to overwrite
someone else's edits.
Multiple people can work on a document at one time.
WYSIWYG editor
MS Word type controls (real WYSIWYG) - zero training curve
A feature-rich editor that allows font selection and formatting options (i.e. tables and columns)
and is easy to use.
HTML authoring editors
MS Word-like interface so CMS users do not need to know HTML to create documents. WYSIWYG
editor for bullets, links, etc.
Style sheet-like ability to allow a CMS user to create pages with headers, sub heads, graphics,
photos, tables, etc. in any order, and all will follow consistent design conventions. E.g., CMS user
can add photos at all the appropriate locations in the document, and each time is presented with a
form for entering the photo, source, position, the copy for the cutline, etc., and the photos will
appear properly placed throughout the document in the correct format. If user is expected to enter
links, all they have to do is cut and paste the title in a certain box, and the url in another box and
it shows up ok.
Can create and edit tables easily
Tools to strip extraneous code from Microsoft documents to bring them up to standards.
Import and conversion utilities: tools to bring newly authored or imported content to the agreed
quality standard
Ability for content providers to choose styles
Ability to set limits to some choices, for example, to maintain consistent standards using CSS

CSS: within the editor, the option to utilize a drop-down CSS menu that either linked to or
inputted a base style sheet so users could select from our styles without editing code.
Form-based editor (utilizes templates): Customizable templates with rules and presentation
options (make use of current style sheets)
, Separation of content and style, Rules file (and rules editor) maintained separately, Editing
widgets: formatting, graphic selector, text selector, table editor, etc.
,
Portlet-based editors: A dashboard view of content created and actions required.
, A simplified view for users to select a method (a template) to publish content, Enforced with the
appropriate privileges and assigned workflows.

In-context editor: Ability to navigate through the Web site and edit content inline, Edit existing
pages in context of live site, Edit properties of pages, add new pages, Submit content on a process
workflow
Clipboard
Admin control over WYSIWYG editor features and functions. Admin must be able to apply styles
that authors and editors must use with their WYSIWYG editor and not create new or override
existing styles

Content Editor
Ability to preview assembled page and/or rendered content during content editing/approving
workflow.
Flexible layouts with ability to determine placement of content objects, assets on the page.
Ability to import MS Word, Excel documents and generate valid markup.
WYSIWIG content editing with controls similar to MS Word. Ability to view/edit source code.
Custom CSS stylesheet integration for WYSIWIG style selection. WYSIWIG table creation and
editing. Ability to grant or restrict style and source editing privileges. Ability to alter page look and
feel on the fly using templates or style sheets. WYSIWIG editor functions must be configurable and
customizable on a per-site basis. Ability to edit a page by browsing to it on the live site.


Version control: enables changes to be tracked, provides an audit trail and enables rollback to
previous document versions.
Revision History - as opposed to the versioning in terms of being able to roll back to previous
versions of the website.
"Last modified date": I'd like to be able to turn the last modified feature off when appropriate. I'd
like to see it from the back end, but not from the public side.
Last modified date built-in user function that automatically updates to current date when page is
modified

Number of Revisions / rollbacks: I don't recall FileNET's number of saved revisions, but I don't
believe it is very many. I think Contribute is more like it (99 revisions saved).
Allow content owners to select/de-select a "Create New Revision" box. You can set "Create New
Revision" as a default and allow authors to "uncheck" it in the event of a minor edit. This gives
you the option of indicating whether or not the edit constitutes an actual new revision of the
document. This seems like a relatively easy approach.

Integrated CVS
Concurrent versioning system: enables changes to be tracked, provides an audit trail and enables
rollback to previous document (web page) versions. Includes a type of check in/check out system.


Page Revisions
Revision History - Ability to roll back to previous versions of page elements. Need to be able to set
the number of revisions kept in the history.

Date last modified
Ability to define and set a "last modified date" for a page. Date may be based on system setting
or user input.

Ability for database or dynamic content: One piece of content displayed in several locations and
sites.




TBD


The system is configurable for multiple, different workflows by setting an arbitrary number of
stages and arbitrary roles for each stage.
Good methods for identifying actions which must be carried out on content, ordering and
scheduling the work, assigning it to users with a specific role, and monitoring progress through the
system.
E-mail alerts (internal workflow)
Ability to email any role(s) involved with any site, sub site, page collection, page, or content
object.
Workflow work queues and work flow emailing
Workflow process that allows content owner to see a WYSIWYG preview of page before
approving/rejecting page.
Content providers can have different levels of access and can have different areas that they have
access to.
The ability to define custom roles.
E-mail logs
Workflow process that allows editors to edit before publishing
Provide both content "diffs" and comments at each stage of the workflow process.
Workflow process provides notifications by e-mail when user activity is required in addition to
providing a summary of pending assignments to users in the system environment.
Ability to customize a workflow stage so that multiple roles are involved at that stage; for
example, either one of two people can approve, or both must approve.
Lock content for editing, lockout session timeout, lockout override for certain roles
Personalization of content based on Persona, Roles, Groups.
Ability to create users (tied to x500 or not), groups, roles (applied to user, groups, or user in a
group)
Persona creation (Undergrad, benefactor, MBA, staff, donor, etc….) (Content side audience
customization)

6. Workflow
Submission, review, approval, and archiving processes are handled via e-mail or through CMS
interface. Manage documents from initial draft to final approval, to publishing online and/or in
print including document storage, reviews and revisions. Easy managerial capability to monitor
these. Email notification if user has documents to review. Please indicate how many steps can
be handled in the workflow management system, and how many roles can be defined
within the CMS.


Hierarchical data structure needs depth of at least 3 levels, 4 or 5 would be better, e.g.:
Gardening > Flowers > Diseases > Prevention ('n' levels)

Robust standard metadata capability needed, e.g. author, title, date, format, etc.
Metadata repository: a storage place, usually a relational or object database system, for
information about the content such as bibliographic and rights information, as well as the
metadata generated by components such as link management, version control and content
classification. Keeping metadata separate from the content itself provides the opportunity to
leverage the metadata and turn it into new revenue streams, e.g. citatory products, free standing
link databases, etc.
Content classification: enables tagging and categorization of content within a predefined
taxonomy, most likely through a combination of manual and automatic processes.
Also need custom meta-tagging capability for different uses, e.g. administrative unit (e.g.
Community), topic (e.g. public policy). Uses include statistical reporting by administrative unit, or
to display public dynamic page of all items coded by a topic (e.g. soybeans) and sub-topic
divisions (e.g. insects). (Robust Megatagging)
Also need custom meta-tagging capability for different uses, e.g. administrative unit (e.g.
Community), topic (e.g. public policy). Uses include statistical reporting by administrative unit, or
to display public dynamic page of all items coded by a topic (e.g. soybeans) and sub-topic
divisions (e.g. insects).
Assets are also meta-tagged.
ability to manage multiple taxonomies within the overall site structure, including multiple
taxonomies based on functions, technology, geography, etc. taxonomy-driven navigation
Objects can be reused, e.g. home page features (metadata) can be designed in a certain format
(photo, headline, copy in a frame), and CMS user can view and select one to reuse on their own
program page. Web users can also click “See All” and look at all the past home page features (or
those from a certain time frame).
Flexibility with how the content can be used. We would like to enter content once and be able to
use if for multiple formats for example web sites, e-newsletters and print media.
Ability to support multiple content types such as Basic, News, Event, Directory, and FAQ (Content
Categories - )
assign faceted classification values to every piece of content, often multiple values for the same
facet
A feature that allows you to turn off selected content but allow it to reside in the system so it can
be activated at a later date
Publish/Subscribe (bi-directional) content syndication.
Internal Page naming and external page naming separation
Content lifecycle tools

Depth of category structure
Hierarchical category structure - need to be able to define multiple levels of categories. e.g.:
Gardening > Flowers > Diseases > Prevention. Need to import or customize multiple
categorization schemes (taxonomies).



Metadata Management
Needs to support the Dublin Core metadata standard and allow customization of Meta Tags. The
tool needs to manage metadata for a variety of assets (including pages, images, video, files, etc.).
Need a GUI to select and manage metadata.

Metadata Repository
Repository to store metadata attributes separate from the content.

Show/Hide/Push Content
Need to have the ability to toggle content (show/hide) in the development area without deleting
content so it can be activated at a later date

Content Naming
Need to have the ability to name content differently between the CMS and the live site




Can upload many assets at once (FileNet could only upload one at a time - was a huge pain when
doing initial set up)

Assets
Ability to upload multimedia assets singly or in bulk, store them, and present them in pages.
(QuickTime, Windows Media, Flash, Real, gif, jpeg, png, mpeg, avi, mp3, etc.)

Use standard open document format for storage. XML.

Content Storage - Standard Format
Use standard open document format for storage. XML. Content is stored in a central location
separately from design templates for delivery as a Web page, for re-use in different web pages, or
for integrating with legacy data systems and existing authentication protocols




Migration of existing documents from the current website to the new system must be easy –
minimal manual effort, maximum global transfers, minimal new URLs, minimum forwarding of
users to new URLs, minimum 404 errors.
Of course, easy migration from current system to new
Migration tool
Meets ADA requirements (Meets University Accessibility of Info Tech policy- both internal and
external)
WAI compliant
CMS Users need ability to submit original documents in Word or other popular word processing
formats, PowerPoint, spreadsheets, databases, photos, video, audio, etc.
Friendlier interface for CMS users, including English object names. Ability to customize the
interface (e.g. more space for adding some explanatory text above a field) to help users know how
to respond to a field.
Ability to use dropdown boxes for selecting metadata. When tags are visible to the web user (e.g.
Related Topics -- Parenting), the preview of the page shows them as the public would.
Ability for people to learn how to add content and edit pages with less than 1hour of training *This
is very important!
User interface: customizable and personalized graphical tools giving the user easy access to the
tools in the system in a standard and uniform way.

Accessibility/Usability
Migration of existing documents from the current website to the new system must require minimal
manual effort, allow for maximum global transfers, minimal new URLs, minimum forwarding of
users to new URLs, minimum 404 errors.
Live site and editing/administrating interface must meet ADA/Section 508/WAI/UMN requirements
for accessibility.
Editing/administrating interface must be customizable on a per-site basis, allowing for addition of
text or labels to facilitate ease of use.
The editing/administrating interface must be intuitive, self-explanatory for non-technical and
casual users.


Web management can globally update the site with a new logo, or even a new overall design.

Ability to batch upload assets, e.g. if a document has a lot of photos, they can be selected, meta-
tagged, and uploaded as a group.
A consistent look and page styles that applied to all of one type of document, with flexibility (e.g.
all news releases look alike, all fact sheets look alike, etc.) If flexibility is needed, designer, not
CMS user, can create a variation of the format.
Ability to set up formatting rules so that CMS users don’t have to know about conventions. E.g., a
header followed by a bulleted list, except if only one item is entered, it will not be bulleted (bullets
only if more than one item listed).
Pages can be set up in modules, so that CMS user can select which ones work best for their page,
and the ones with no data are automatically suppressed (or a box is checked to un-suppress it).
For example, right column choices might be: In the News, Our Products, Success Stories, etc. If
there are no current success stories, the field is left blank and that module (header and link) do
not show up on the page.


Batch Upload
Ability to batch upload assets, e.g. if a document has a lot of photos, they can be selected and
uploaded as a group (possibly with basic meta tag information).

Simplied interface for content contributers
Need GUI for content editors that is a simplied version of the administrator GUI to allow for eaiser
input of content such as news stories, press releases, course information, etc.




valid XML/XHTML provides the migration path out of the system. It also allows us to actually test
pages of systems under consideration (Input and output)

Migration
Migration of existing documents from the current website to the new system must require minimal
manual effort, allow for maximum global transfers, minimal new URLs, minimum forwarding of
users to new URLs, minimum 404 errors.
System must provide a path for migration to any new CMS with minimal manual effort and using
standard formats.

Commercial manuals (/support/training) Vendor support for OIT enterprise team
Better written documentation for managers
Commercial support
Commercial training
Online help (Integrated and content sensitive online help)
Public forum (Vendor and/or internal active community of developers/users)
Public mailing list
Users conference
Active Community of Developers

Vendor training and support
Vendor need to provides well written manuals, training materials, and support for the University
Enterprise Team

Built in Help
Have a context sensitive training for users - built in help system in the CMS

Community of Users
Would prefer a product with a large customer base - public (3rd party) forums, user groups &
confrences, Wikis, etc.

Responsive Support
Vendor needs to provide phone, live chat, and email support with a 24 hr response time. Vendor
needs to describe/commit to the process for submitting bug reports and the timeframe for fixes
and updates.

Enhancement Requests
Vendor needs to detail/commit to the process of how enhancement requests are responded to and
the process for escalation beyond the initial response.


Product Lifecycle
We would like to know where the product is in the life cycle - when it was originally developed.
Was it bought from someone else. When is the next product evolution scheduled.
Completed so far
Covered above

Covered above
Covered above

Covered above
Covered under App Admin
Covered under App Admin
Covered under App Admin
Too vague
Covered under content editors
Covered under App Admin
Global
Layout
Element
s




See 154
See Output area
See Versioning
See Global layout elements




See templates
          3/27/2013                                                          Selection List of Requirements for E-WCM



3/22/2006 E-WCM Requirement Criteria (Short List)

Legend:                  NB           =    No Brainer - Must Have for Implementation
                        RFP           =    RFP Requirement Language
                        Eval          =    Evaluation Criteria


     User        Classification       ID   Descriptions
 Role/Function                                                                                                                                         Completed so far
                 NB               8        x.500 authentication
                 See 8            16       Ability use X500 authentication to authenticate users at different access levels and ensure content
                                           assets are used only as authorized (x.500 authenticates into the system. The system sets
                                           privileges)
                 RFP              1a       ability to granting user access rights and privileges
                 RFP              10       Redundant servers (Redundant Services - Admin Function)
                 See 10           12       Load balancing
                 RFP              11       Easy & Powerful API (need to clarify which API)
                 Eval             1        More flexible and customizable ability to granting user access rights and privileges
                 See 1            21       Security: these are management tools to authenticate users at different access levels and ensure
                                           content assets are used only as authorized.
                 Eval             2        A robust system that doesn’t bog down and has a quick response time
                 Eval             3        Centrally manage content and processes across multiple Web properties.
                 Eval             4        Library services and repository services support all content types and include distributed
                                           architecture, replication services, extensible object-relational date model, object relationship
                                           management, object properties, Unicode support, data dictionary, and backup/recovery. Library
                                           services may also manage the security and access model, version control, and chick in/check out.

                 See 4            182 Digital asset management (DAM)
  Application    See 4            190 Data repository: this is a single logical storage place for all content, which may be physically
Administrators -                      located in many places, with the capability to associate different types of content with the
Enterprise Level                      applications that create or otherwise manipulate them.
                 See 4            186 Open system that makes integration with other applications possible and easy. Help is available.
                                      Various applications can easily be integrated with the CMS pages. For example, fields from our HR
                                      staff directory, the workshops database, or our publication Store, can show up on a CMS page that
                                      has been coded to read in the data. If the field is empty (e.g. the employee no longer works here
                                      and is removed from the staff directory, or a Store items is out of stock, or a workshop date has
                                      passed) the item is suppressed and doesn’t show up for the public.

                 Eval             6   Flexibility to customize user interface
                 See 6            25  Extensible user profiles (Customizing user interface for users)
                 Eval             183 FREE STANDING LINK DATABASE WOULD BE HELPFUL FOR LINKS TO GRADUATE SCHOOL, ONE
                 Outside the          STOP, UMAA, MN DEPT. OF EDUCATION, ETC. FOR LINKS USED BY SEVERAL SITES AND THAT
                 scope                NEED UPDATING ACROSS ALL SITES AT THE SAME TIME. TAGGING WOULD BE USEFUL FOR
                                      "RELATED LINKS" OPTIONS. I COULD CHOOSE FROM EARLY CHILDHOOD LINKS IN OUR COLLEGE
                                      OR FROM THE PRESIDENTIAL INITIATIVES PAGES OR FROM THE CONSORTIUM FOR CHILDREN,
                                      FAMILIES, AND LEARNING, FOR EXAMPLE. (

                 See 183               Can the system store assets (documents/images...) in an organized place for use throughout the
                                  167 site
                 Eval                  Does it give us the ability/option to access the CMS application source code - for customization
                                  167a purposes

Requirements:
                                           X.500 integration
                                           System allows x.500 authentication for site administrators and content providers.

                                           User Rights and Privilages
                                           Ability to grant user access rights based on roles and privilages at the user administrator level and
                                           at the individual colleges and departments level. (See diagram of university orginizational
                                           structure)

                                           CMS Source
                                           Need the ability to access the application source code for the ability of customization.

                                           Operating Environment
                                           System needs to be able to operate on a redundant server and load balancing framework. Needs to
                                           be scalable to support the large number of colleges and departments - on both centrally and
                                           independently hosted environments. Needs to be able to distribute management of content and
                                           assets across multiple central and indepentent environments. (e.g. A single college will have a
                                           dozen departments each with a site that needs to share content and assetts) (See diagram of
                                           university orgaizataional structure)

                                           Integration
                                           Allow for an extensible API - To create various objects or functions to exend the ability of the
                                           product. To integrate with existing external products and functions.

                                           Digital Asset Management
                                           Needs to have a high level respsitory of digial assetts (pdfs, word docs, gif, tifs, audio, video, flash)
                                           to reduce the duplication of assetts across multiple sites. (e.g. ability to share a single univerisity
                                           wordmark image across all sites, with the goal creating a single source of updating)


                                           User interface
                                           Ability to customize the user interface (tools and options) of the CMS tool. To create custom sets of
                                           options based on user roles (right & privilages) for both advanced users and occasional content
                                           contributers.


                 NB               23       Online administration
          3/27/2013                                                        Selection List of Requirements for E-WCM



     User        Classification    ID    Descriptions
 Role/Function                                                                                                                                     Completed so far
                 NB               27  Multiple site hosting
                 RFP              13  An improved (customizable) set of access levels so content providers can access their pages, but
                                      are not able to access templates, objects, etc
                 See 13           14  More flexible and customizable ability to granting user access rights and privileges                         Covered above
                 RFP              15  Dual Platform based. With our mixed environment we need to have an equal platform experience
      Site                            and support. (Mac & PC & all current browsers)                                                               Covered above
Administrators - See 15           116 PC/Mac compatible - true compatibility, not sorta-kinda.                                                     Covered above
College/Depart See 15             126 Ability to use a browser other than the "Internet Explorer" for creating and editing web pages
  ment Level                                                                                                                                       Covered above
                 RFP              18     Ability to enable SSL protection (ability to set URL as https)                                            Covered under App Admin
                 RFP              26     query the Database directly (which database? Ability to query WCM Repository)                             Covered under App Admin
                 See 26           143    Well-developed data model and/or ability to export data from database                                     Covered under App Admin
                 Eval             27d    Ability to set site level options                                                                         Too vague
                 Eval             24     WebDAV support                                                                                            Covered under content editors
                 Eval             24a    Can the system setup Intranets                                                                            Covered under App Admin


Requirements:
                                         All site administration functionality will be accessible through the following browsers without
                                         significant loss of functionality: Internet Explorer 5.5 or higher, Netscape 7.0 or higher, Firefox 1.0
                                         or higher
                                         Content contributors must be able to use any of the following operating systems without significant
                                         loss of functionality: Microsoft Windows XP or higher, Apple OS X 10.4 or higher.

                                         A single user account can administer multiple sites simultaneously from a single authenticated
                                         session.

                                         Control of elements is consolidated centrally but access is distributed to unit level and roles are
                                         assigned based on security. This would provide a consistent look and page styles including easy
                                         image updates. Also need ability to code one document to appear in several different locations on
                                         a site and to associate similar documents with each other. Easy to find referenced documents if
                                         file/image is deleted/removed.


                 NB               36     A true development area so that sites or sections of sites can be built and previewed prior to
                                         deployment to live server.
                 See 36           155k   Must be able to preview and proof (on a staging server before going to production?)
                 RFP              28     Search/replace/share content site-wide
                 See 28           27c    Ability to share content across sites and share pages across sites.
                 See 28           145    Easy to share data across the web and even across other webs: for example it would have been
                                         nice to be able to share college data across the college and departments. In FileNet it could only
                                         be shared within the contained web. So for example department info on the department site could
                                         not be shared with the college and on the college site
                 See 28           165    Cross-Account Asset-Sharing and Linking: It should be an option for those of us who want to share
                                         assets or layouts to make them available to other users. Currently in FileNET, there is no way for
                                         me to link one page in one site to an asset in another site using its asset ID. It is not an
                                         enterprise-solution when we can't share assets! (think of how many copies of the U wordmark
                                         asset there are in FileNET!)
                 See 28           163    Search capabilities (Internal CMS)
                 See 28           169    Search engines built in. Need to be able to be searched by department, college, university or all of
                                         above.
                 See 28           40     Ability to find dead links (on live or development?)
                 See 28           175    Search engines: the capability to perform searches of many types on the content of the CMS

               RFP                28a Must allow for integration with the Google Search Appliance.
               RFP                39  Ability to easily add audio and video in many formats--i.e. QuickTime, Windows, Flash, Real.
               RFP                48  Easy easy use of RSS.
               RFP                49  Output and input: Validated XHTML and CSS
               See 49             115 Code validator
               See 49             27a Semantic web (Web standards - proper tagging - implementation issue)
                                      Use actual HTML for pages and not the products specialized version of html (or other) - makes it
Web Developers See 49             83
                                      easier to transfer to different products down the road.
                 See 49           95  Full CSS/XHTML support
                 See 49           97  Ability to incorporate CSS and tableless-cell pages
                 See 49           99  Full CSS-positioning support: For those of us going tableless, we need a solution that supports and
                                      renders CSS-positioned (layout and design) accurately. Accessibility and device-independence
                                      makes this improved new status-quo for web design, and our CMS needs to be there to support us
                                      as we make this transition enterprise-wide.
                 See 49           176 Enforced: XHTML, CSS 2.0, 508
                 Eval             29  Generate pages WITH children pages (like the "deploy with children" option) (Ability to deploy
                                      single pages and multiple pages at once.)
                 Eval             31  Not having orphaned files after changing the URL
                 Eval             35  Systemwide image/asset library that displays thumbnails and ease of check in
                 Eval             37  Ability to set URL address and to have short, “static” URL addresses (some dynamic-driven sites
                                      have long URLs. Don’t want that)
                 See 37           44  Ability to create shortcut URLs
                 See 37           120 Ability to assign “friendly” URLs
                 Eval             42  Simple and intuitive asset management and implementation.
                 Eval             43  Ability to see how documents and other assets are linked to others (live or development)
                 Eval             47  A flexible sorting feature that allows items and directories to be organized by multiple fields, i.e.,
                                      not only by the first word in a list (within development?)
                 Eval             50  Link management: tools to support inter-linking and references to other content in the repository
                                      and outside it, and to maintain the stability and currency of those links over time. DON'T WANT TO
                                      LOSE THE ABILITIES WE CURRENTLY HAVE IN FRONTPAGE AND USE FREQUENTLY

                 See 50           52     Ability to see how documents and other assets are linked to other
                 See 50           81     Ability to report dead links
         3/27/2013                                                       Selection List of Requirements for E-WCM



     User        Classification    ID   Descriptions
 Role/Function                                                                                                                                  Completed so far
                 Eval             53    Split code and design view.


Requirements:
                 RFP              36    Ability to deploy sites, site sections, pages and content objects singly or in groups to multiple
                                        servers.
                 Eval                   Eval: 29 - Generate pages WITH children pages (like the "deploy with children" option) (Ability to
                                        deploy single pages and multiple pages at once.)
                 RFP                    Ability to preview sites, site sections, pages and content objects prior to deployment

                 RFP              28    Ability to share content objects and assets enterprise-wide.
                 RFP                    Ability to search and replace text, content objects and assets within sites, across sites, and
                                        enterprise-wide.
                 Eval                   Eval: 52 - Ability to see how documents and other assets are linked to other
                 RFP                    Parametric search of text and metadata within the CMS.
                 Eval                   Eval: 47 - A flexible sorting feature that allows items and directories to be organized by multiple
                                        fields, i.e., not only by the first word in a list (within development?)
                 RFP                    Ability to find dead links.
                 Eval                   Eval: 31 - Not having orphaned files after changing the URL
                 Eval                   Eval: 50 - Link management: tools to support inter-linking and references to other content in the
                                        repository and outside it, and to maintain the stability and currency of those links over time. DON'T
                                        WANT TO LOSE THE ABILITIES WE CURRENTLY HAVE IN FRONTPAGE AND USE FREQUENTLY

                 Eval                   Eval: 81 - Ability to report dead links
                 RFP              39    Ability to store and present multimedia assets (QuickTime, Windows Media, Flash, Real, gif, jpeg,
                                        png, mpeg, avi, mp3, etc.)
                 Eval                   Eval: 35 - Systemwide image/asset library that displays thumbnails and ease of check in
                 Eval                   Eval: 42 - Simple and intuitive asset management and implementation.
                 Eval                   Eval: 43 - Ability to see how documents and other assets are linked to others (live or development)

                 RFP              48    Ability to generate and parse RSS/Atom feeds.
                 RFP              49    All code XHTML, CSS, and section 508 validated prior to publication.
                 RFP                    Admin interface must be section 508 valid.
                 RFP                    Ablity to create tableless CSS page layouts.
                 RFP                    Ability to create short, custom URLs independent of system-assigned URLs.

Sample Requirements:                    9. Document Management
                                        Input of content in native file formats is supported. Very important – please elaborate.
                                        Is this capability a one-way (can import documents into system initially) or a two-way capability
                                        (can retrieve and then edit documents in native format once they are initially imported)?

                                        How are documents stored in the system?

                                        10. Localization Support
                                        Ability to manage creative changes to templates, build new concepts, and to program additional
                                        functionality at the local/unit level using a SDK: Software Developer's Kit as an add-on module.
                                        **Indicate what specific tools are available and how much training is required to use
                                        them.

                                        15. Asset Support
                                        Full-range of multi-media formats supported

                                        7. Searching
                                        Metadata managed so that all content and multimedia elements are searchable and retrievable
                                        through either CMS bundled or external search engine. Even if the CMS is “pushing” content to
                                        a web server, can the metadata (e.g. title, author, categories, etc.) still be searched by
                                        both contributors and end users? Is a Search engine included or recommended? If an
                                        add-on, at what cost?

                 Eval             55   Page notification function that, among other things, notifies content provider and content owner
                                       when pages reach a certain age.
                 See 55           57   Auto-notification features for 1) content that expires in the case of news, publications and events
                                       and 2) for re-occurring yearly, quarterly, monthly and weekly updates.
   Content       Eval             61   ability to browse around the site in a browser to find the page they want then hit an 'edit page'
  Managers                             button to go straight into edit mode
                 Eval             62   Support for Microsoft Office documents
                 Eval             63   Ability to preview thumbnails of content types
                 Eval                  Automated "advanced user" tools, such as an advanced content rotator. Select 10 newest FAQ
                                  145c from Part-Time MBA site and rotate 3 of them on this page in this area.
                 See 145c         34   Built-in Image and PDF optimizer


Requirements:
                                          Content Life Cycle
                                          Needs to manage content life cycle - allowing for content managers to position content from
                                          prominence to less prominence to expiration. Needs auto notification via email when content
                                          reaches a certain age or stage in its life cycle.

                                          User interface for finding and editing content
                                          Supports multiple ways of finding and editing content: Folder branching navigation system;
                                          virtual site browsing; internal search.

                                          MS Office Conversion
                                          Must be able to convert Microsoft Office documents into XHMTL compliant HTML content.

                                          Editable User Functions (Objects)
          3/27/2013                                                           Selection List of Requirements for E-WCM



     User        Classification    ID   Descriptions
 Role/Function                                                                                                                                                  Completed so far
                                           Ability to create & modify advanced user functions using a current, commmonly available
                                           scripting language

                                           Automated Scripting Functions
                                           Tools that automate advanced scripting functions. (e.g. image rotator, image resizing, etc.


                 NB               71   Deploy to multiple servers
                 See 71           78   Liked the feature with FileNet to have two servers. One for development and another for
                                       production
                 NR               76   Ability to recovering a single folder or file after being purged
                 RFP              65   Manual deployment
                 See 65           155j Content updates must be instantaneous – not periodic
                 RFP              66   Scheduled deployment
                 RFP              67   Site deployment
                 RFP              68   Page deployment
                 RFP              69   Directory deployment
 Deployment -    RFP              70   FTP (SFTP)
                 RFP              72   Takes down old pages from live server when they have been deleted or moved
   Deletion
                 Eval             73   Automatic URL updating when page(s) get moved
                 Eval             74   True ability to set time and date parameters for scheduling deployment of content and deletion of
                                       content.
                 Eval             75   Ability to deploy in several ways: Manually, through workflow, through daily or semi-daily auto
                                       deployment. Also ability to auto deploy one section of site while not deploying another site.

                 Eval             77  Function to delete and also purge. Like the idea of having a second chance to do a final delete
                                      (purge)
                 Eval             79  Multi-lingual content integration
                 Eval             79a Publish ability from one site to another. MBA event can be suggested on the main school calendar.


                                        Ability to share assests, content, or pages across multiple sites with different access rights.
Requirements:
                                        Ability to deploy sites to redundant servers and to multiple servers. One for development and another for production,
                                        for example.
                                        Ability to recover a single folder or file after being deleted. (Rollbacks or version history)
                                        Ability for manual deployment by asset, page or by site in addition to automated deployment.
                                        Content updates instantaneous upon final approval in the workflow.
                                        Ability to schedule deployment; hourly, daily, weekly for example.
                                        Ability to deploy by site.
                                        Ability to deploy by page.
                                        Ability to deploy by directory.
                                        System removes pages from live server when they have been deleted or moved.
                                        When a page is moved, all linked references to that page within sytem are updated automatically.
                                        Ability to set time and date parameters for scheduling deployment of content and deletion of content.
                                        Provides multiple warnings before deletings assets, pages, or directories.




                 RFP              80  Ability to output content so it can be viewed by multiple sources, Web, PDA, etc
                 See 80           198 Need to maintain/archive one original document, with a variety of versions for multiple output
 Output - End                         options, each with different looks, including html, printer-friendly version, offset printed, PDA or
    Users                             other wireless device, PDF, “email this”, etc. When a revision is made, it’s made once and all
                                      formats are updated.
                 Eval             84  Print friendly pages can be easily created and used.

                                        Output multiple formats
Requirements:
                                        Ability to export content for use in other file formats with XHTML compliant code. (e.g. PDF, print
                                        publication, and “printer-friendly” personal use, HTML, wireless display, email option, plain text for
                                        ADA compliance. Ability to display output to a wide array of external display devices, for example
                                        IPACs and cell phones. Ability to generate .rss XML file for U of MN portal feeds. Capability to code
                                        items for inclusion in channel feed.

                                        Single source of editing for multiple output options
                                        Need to maintain/archive one original document, with a variety of versions for multiple output
                                        options, each with different looks, including html, printer-friendly version, offset printed, PDA or
                                        other wireless device, PDF, “email this”, etc. When a revision is made, it’s made once and all
                                        formats are updated.

                                        Aggrigation of content from external sites
                                        Need to have automated tools to pull in data from web services to be displayed on web page -
                                        (such as pulling in a weather feed or curriency converter)

                 RFP              85    System user statistics
                 RFP              87    Ability to track activity by content providers/others (Internal users)
                 RFP              89    Ability to access detailed log reports *This is very important! (internal)
   Statistics
                 Eval             91    Quality of site reports (age of page, broken links, etc Click-stream reports
                 Eval             92    Workflow reports
                 Eval             93    Content reports

                                        Statistics and Reporting
Requirements:
                                        Ability to generate custom reports on site editing and site administration activity such as edit
                                        history for a given page or site, or activity history for a given user.
                                        Ability to access site visitor statistics including: clickstreams, hits, page views, broken link reports,
                                        and search statistics.
         3/27/2013                                                        Selection List of Requirements for E-WCM



     User        Classification    ID    Descriptions
 Role/Function                                                                                                                                    Completed so far

                 RFP              94   Fully configurable - Easily customizable page templates
                 See 94           96   Unlimited number of templates
                 See 94           98   Comes with set of common layouts and has ability to customize/create additional layouts.
                 See 94           102a    Flexible Templates: Easy to update and create new. Ability to have an unlimited number in
                                          production at any time
                 Eval             101 Minimal custom tags needed with a product. Some products had a lot of custom tags that were
                                       just specific to their products. Would be hard to switch to different vendors down the line if we
  Templates                            picked a product like this.
                 Eval             102 assign different templates to certain categories (essentially, content type)
                 Eval             102b    Objects should be able to be place on a page with a display option that shows the overview
                                          (tease) and clicking on it show the extended (full version) all by placing one object on one page.
                                          Not by creating the full version first then the overview and then link to the full version.

                 Eval             102c     Objects are complete void of mark-up not defined by designer (Clean HTML)
                 Eval             102d     Objects have wrapper (header and footer), collections of objects a have wrapper (header and
                                           footer) again these wrappers should be void of any non designer written mark-up



Requirements:
                                         Page template creation and sharing
                                         Need to create multiple page design views. Ability duplicate and modify page layouts. Ability to
                                         share or export page layout to be used on multiple sites owned by departments, colleges and
                                         units.

                                         EWCM-specific tags
                                         Minimal custom tags needed with a product. Tags that are used should be industry standardized
                                         or customizable by the user.

                                         Browsing and Assigning Assets
                                         Need a GUI for locating and assigning assets to be included in a page layout.

                                         Global Layout Elements
                                         Ability to create global layout elements (objects such as header and footer) that can be modified
                                         once and appear across all pages of a site.

                 RFP              103  Forms creation (application server-specific)
                 See 103          104  Form-builder function that also allows for online registration
                 See 103          105  Ability to create electronic polls
                 See 103          107  Ability to create simple forms for data gathering and ability for data collected in forms to be easily
    Forms
                                       used/converted into Excel or other format.
                 See 103          109 Basic e-mail forms supported
                 See 103          109a A forms tool that has workflow behind it
                 See 103          106 Ability to create snap poll, image gallery, and discussion forum

                                         Forms
Requirements:
                                         WYSIWIG form creation and editing. Ability to save and share forms. Native ability to generate
                                         emails from form input. Ability to create custom hooks into external databases for form data
                                         storage.
                                         Ability to create polls, image galleries and discussion forums.

                 NB               111    Page preview
                 NB               124    Ability to place/link assets at different locations on the page
                 RFP              113    Ability to import Microsoft documents
                 RFP              121    Check-in / check-out: We should be able to edit and know that we're not about to overwrite
                                         someone else's edits.
                 RFP              122    Multiple people can work on a document at one time.
                 RFP              132    WYSIWYG editor
                 See 132          110    MS Word type controls (real WYSIWYG) - zero training curve
                 See 132          125    A feature-rich editor that allows font selection and formatting options (i.e. tables and columns) and
                                         is easy to use.
                 See 132          133    HTML authoring editors
                 See 132          210    MS Word-like interface so CMS users do not need to know HTML to create documents. WYSIWYG
                                         editor for bullets, links, etc.
                 See 132          211    Style sheet-like ability to allow a CMS user to create pages with headers, sub heads, graphics,
                                         photos, tables, etc. in any order, and all will follow consistent design conventions. E.g., CMS user
                                         can add photos at all the appropriate locations in the document, and each time is presented with a
                                         form for entering the photo, source, position, the copy for the cutline, etc., and the photos will
                                         appear properly placed throughout the document in the correct format. If user is expected to enter
                                         links, all they have to do is cut and paste the title in a certain box, and the url in another box and
                                         it shows up ok.
               Eval               112    Can create and edit tables easily
               Eval               114    Tools to strip extraneous code from Microsoft documents to bring them up to standards.
Content Editor See 114            128    Import and conversion utilities: tools to bring newly authored or imported content to the agreed
                                         quality standard
                 Eval             117    Ability for content providers to choose styles
                 Eval             118    Ability to set limits to some choices, for example, to maintain consistent standards using CSS

                 Eval             127 CSS: within the editor, the option to utilize a drop-down CSS menu that either linked to or inputted
                                      a base style sheet so users could select from our styles without editing code.
                 Eval             129 Form-based editor (utilizes templates): Customizable templates with rules and presentation
                                      options (make use of current style sheets)
                                      , Separation of content and style, Rules file (and rules editor) maintained separately, Editing
                                      widgets: formatting, graphic selector, text selector, table editor, etc.
                                      ,
           3/27/2013                                                     Selection List of Requirements for E-WCM



     User        Classification    ID   Descriptions
 Role/Function                                                                                                                                  Completed so far
                 Eval             130 Portlet-based editors: A dashboard view of content created and actions required.
                                      , A simplified view for users to select a method (a template) to publish content, Enforced with the
                                      appropriate privileges and assigned workflows.

                 Eval             131 In-context editor: Ability to navigate through the Web site and edit content inline, Edit existing
                                       pages in context of live site, Edit properties of pages, add new pages, Submit content on a process
                                       workflow
                 Eval             134 Clipboard
                 Eval             134a Admin control over WYSIWYG editor features and functions. Admin must be able to apply styles
                                       that authors and editors must use with their WYSIWYG editor and not create new or override
                                       existing styles

Requirements (still in progress): Content Editor
                                  Ability to preview assembled page and/or rendered content during content editing/approving
                                  workflow.
                                  Flexible layouts with ability to determine placement of content modules, assets on the page.
                                  Ability to import MS Word, Excel documents and generate valid markup.
                                  WYSIWIG content editing with controls similar to MS Word. Ability to view/edit source code.
                                  Custom CSS stylesheet integration for WYSIWIG style selection. WYSIWIG table creation and
                                  editing. Ability to grant or restrict style and source editing privileges. Ability to alter page look and
                                  feel on the fly using templates or style sheets.

                 RFP              140 Version control: enables changes to be tracked, provides an audit trail and enables rollback to
                                      previous document versions.
                 RFP              141 Revision History - as opposed to the versioning in terms of being able to roll back to previous
                                      versions of the website.
                 Eval             135 "Last modified date": I'd like to be able to turn the last modified feature off when appropriate. I'd
                                      like to see it from the back end, but not from the public side.
                 See 135          137 Last modified date built-in user function that automatically updates to current date when page is
   Versioning                         modified

                 Eval             138 Number of Revisions / rollbacks: I don't recall FileNET's number of saved revisions, but I don't
                                      believe it is very many. I think Contribute is more like it (99 revisions saved).
                 Eval             139 Allow content owners to select/de-select a "Create New Revision" box. You can set "Create New
                                      Revision" as a default and allow authors to "uncheck" it in the event of a minor edit. This gives
                                      you the option of indicating whether or not the edit constitutes an actual new revision of the
                                      document. This seems like a relatively easy approach.

Requirements (still in progress): Integrated CVS
                                  Concurrent versioning system: enables changes to be tracked, provides an audit trail and enables
                                  rollback to previous document (web page) versions. Includes a type of check in/check out system.


                                        Page Revisions
                                        Revision History - Ability to roll back to previous versions of page elements. Need to be able to set
                                        the number of revisions kept in the history.

                                        Date last modified
                                        Ability to define and set a "last modified date" for a page. Date may be based on system setting or
                                        user input.

   Database      Eval             142 Ability for database or dynamic content: One piece of content displayed in several locations and          Global
 Integration -                        sites.                                                                                                    Layout
   Dynamic                                                                                                                                      Element
   Content                                                                                                                                      s




Sample Requirements:                    TBD


                 RFP              146 Fully configurable for multiple, different workflows
                 See 146          201 Good methods for identifying actions which must be carried out on content, ordering and
                                       scheduling the work, assigning it to users with a specific role, and monitoring progress through the
                                       system.
                 RFP              147 E-mail alerts (internal workflow)
                 See 147          155d Ability to email any role(s) involved with any site, sub site, page collection, page, or content
                                       object.
                 See 147          155f Workflow work queues and work flow emailing
                 RFP              150 Workflow process that allows content owner to see preview of page before approving/rejecting
                                       page
                 RFP              152 Content providers can have different levels of access and can have different areas that they have
                                       access to.
                 See 152          179a Basic person / role profiles
   Workflow      Eval             148 E-mail logs
                 Eval             151 Workflow process that allows editors to edit before publishing
                 Eval             153 a tracking function to see where users who go through me in the work flow are making changes

                 Eval             154 if there is an approval or other workflow process emails notifications in combination with a 'my
                                       tasks' area to make sure they haven't missed something which is waiting for their input
                 Eval             155 Workflow and approval routing scheme: methods for identifying actions which must be carried out
                                       on content, ordering and scheduling the work, assigning it to users with a specific role, and
                                       monitoring progress through the system.
                 Eval             155e Lock content for editing, lockout session timeout, lockout override for certain roles
                 Eval             155g Personalization of content based on Persona, Roles, Groups.
                 Eval             155h Ability to create users (tied to x500 or not), groups, roles (applied to user, groups, or user in a
                                       group)
          3/27/2013                                                      Selection List of Requirements for E-WCM



     User        Classification    ID   Descriptions
 Role/Function                                                                                                                                   Completed so far
                 Eval             155i Persona creation (Undergrad, benefactor, MBA, staff, donor, etc….) (Content side audience
                                       customization)

Sample Requirements:                    6. Workflow
                                        Submission, review, approval, and archiving processes are handled via e-mail or through CMS
                                        interface. Manage documents from initial draft to final approval, to publishing online and/or in print
                                        including document storage, reviews and revisions. Easy managerial capability to monitor these.
                                        Email notification if user has documents to review. Please indicate how many steps can be
                                        handled in the workflow management system, and how many roles can be defined within
                                        the CMS.


                 RFP              156 Hierarchical data structure needs depth of at least 3 levels, 4 or 5 would be better, e.g.:
                                      Gardening > Flowers > Diseases > Prevention ('n' levels)

                 RFP              158 Robust standard metadata capability needed, e.g. author, title, date, format, etc.
                 See 158          170 Metadata repository: a storage place, usually a relational or object database system, for
                                       information about the content such as bibliographic and rights information, as well as the metadata
                                       generated by components such as link management, version control and content classification.
                                       Keeping metadata separate from the content itself provides the opportunity to leverage the
                                       metadata and turn it into new revenue streams, e.g. citatory products, free standing link
                                       databases, etc.
                 See 158          171 Content classification: enables tagging and categorization of content within a predefined taxonomy,
                                       most likely through a combination of manual and automatic processes.
                 See 158          157 Also need custom meta-tagging capability for different uses, e.g. administrative unit (e.g.
                                       Community), topic (e.g. public policy). Uses include statistical reporting by administrative unit, or
                                       to display public dynamic page of all items coded by a topic (e.g. soybeans) and sub-topic divisions
                                       (e.g. insects). (Robust Megatagging)
                 See 158          159 Also need custom meta-tagging capability for different uses, e.g. administrative unit (e.g.
 Metadata and                          Community), topic (e.g. public policy). Uses include statistical reporting by administrative unit, or
   Content                             to display public dynamic page of all items coded by a topic (e.g. soybeans) and sub-topic divisions
  Structure                            (e.g. insects).
                 See 158          160 Assets are also meta-tagged.
                 RFP              174 ability to manage multiple taxonomies within the overall site structure, including multiple
                                       taxonomies based on functions, technology, geography, etc. taxonomy-driven navigation
                 Eval             162 Objects can be reused, e.g. home page features (metadata) can be designed in a certain format
                                       (photo, headline, copy in a frame), and CMS user can view and select one to reuse on their own
                                       program page. Web users can also click “See All” and look at all the past home page features (or
                                       those from a certain time frame).
                 Eval             164 Flexibility with how the content can be used. We would like to enter content once and be able to
                                       use if for multiple formats for example web sites, e-newsletters and print media.                     See Output area
                 Eval             166 Ability to support multiple content types such as Basic, News, Event, Directory, and FAQ (Content
                                       Categories - )
                 See 166          173 assign faceted classification values to every piece of content, often multiple values for the same
                                       facet
                 Eval             168 A feature that allows you to turn off selected content but allow it to reside in the system so it can
                                       be activated at a later date
                 Eval             179b Publish/Subscribe (bi-directional) content syndication.
                 Eval             179d Internal Page naming and external page naming separation
                 Eval             179g Content lifecycle tools                                                                               See Versioning

Sample Requirements:                    Depth of category structure
                                        Hierarchical category structure - need to be able to define multiple levels of categories. e.g.:
                                        Gardening > Flowers > Diseases > Prevention. Need to import or customize multiple categorization
                                        schemes (taxonomies).



                                        Metadata Management
                                        Needs to support the Dublin Core metadata standard and allow customization of Meta Tags. The
                                        tool needs to manage metadata for a variety of assets (including pages, images, video, files, etc.).
                                        Need a GUI to select and manage metadata.

                                        Metadata Repository
                                        Repository to store metadata attributes separate from the content.

                                        Show/Hide/Push Content
                                        Need to have the ability to toggle content (show/hide) in the development area without deleting
                                        content so it can be activated at a later date

                                        Content Naming
                                        Need to have the ability to name content differently between the CMS and the live site




                 RFP              180 Can upload many assets at once (FileNet could only upload one at a time - was a huge pain when
    Assets
                                      doing initial set up)

Sample Requirements:                    TBD


  Integration    Eval             185 Use standard open document format for storage. XML.

Sample Requirements:                    Content Storage - Standard Format
          3/27/2013                                                        Selection List of Requirements for E-WCM



     User         Classification    ID   Descriptions
 Role/Function                                                                                                                                    Completed so far
                                         Use standard open document format for storage. XML. Content is stored in a central location
                                         separately from design templates for delivery as a Web page, for re-use in different web pages, or
                                         for integrating with legacy data systems and existing authentication protocols




                  RFP              193 Migration of existing documents from the current website to the new system must be easy –
                                       minimal manual effort, maximum global transfers, minimal new URLs, minimum forwarding of
                                       users to new URLs, minimum 404 errors.
                  See 193          217 Of course, easy migration from current system to new
                  See 193          218 Migration tool
                  RFP              204 Meets ADA requirements (Meets University Accessibility of Info Tech policy- both internal and
                                       external)
                  See 204          208 WAI compliant
 Ease of Use,     RFP              197 CMS Users need ability to submit original documents in Word or other popular word processing
 Accessibility,                        formats, PowerPoint, spreadsheets, databases, photos, video, audio, etc.
   Usability      Eval             195 Friendlier interface for CMS users, including English object names. Ability to customize the
                                       interface (e.g. more space for adding some explanatory text above a field) to help users know how
                                       to respond to a field.
                  Eval             196 Ability to use dropdown boxes for selecting metadata. When tags are visible to the web user (e.g.
                                       Related Topics -- Parenting), the preview of the page shows them as the public would.
                  Eval             202 Ability for people to learn how to add content and edit pages with less than 1hour of training *This
                                       is very important!
                  Eval             207 User interface: customizable and personalized graphical tools giving the user easy access to the
                                       tools in the system in a standard and uniform way.

Sample Requirements:                     3. Accessibility
                                         Output meets U of M Accessibility of Info Tech policy requirements and W3C protocols, and is
                                         browser/platform independent

                                         19. Ease of Learning/ Ease of use
                                         Especially for occasional users


                  NB               216 Web management can globally update the site with a new logo, or even a new overall design.
                                                                                                                                                  See Global layout elements
                  RFP              213 Ability to batch upload assets, e.g. if a document has a lot of photos, they can be selected, meta-
                                       tagged, and uploaded as a group.
                  Eval             209 A consistent look and page styles that applied to all of one type of document, with flexibility (e.g.
                                       all news releases look alike, all fact sheets look alike, etc.) If flexibility is needed, designer, not
                                       CMS user, can create a variation of the format.                                                            See templates
    Design        Eval             212 Ability to set up formatting rules so that CMS users don’t have to know about conventions. E.g., a
                                       header followed by a bulleted list, except if only one item is entered, it will not be bulleted (bullets
                                       only if more than one item listed).
                  Eval             214 Pages can be set up in modules, so that CMS user can select which ones work best for their page,
                                       and the ones with no data are automatically suppressed (or a box is checked to un-suppress it).
                                       For example, right column choices might be: In the News, Our Products, Success Stories, etc. If
                                       there are no current success stories, the field is left blank and that module (header and link) do
                                       not show up on the page.

Sample Requirements:
                                         Batch Upload
                                         Ability to batch upload assets, e.g. if a document has a lot of photos, they can be selected and
                                         uploaded as a group (possibly with basic meta tag information).

                                         Simplied interface for content contributers
                                         Need GUI for content editors that is a simplied version of the administrator GUI to allow for eaiser
                                         input of content such as news stories, press releases, course information, etc.




                  RFP              219 valid XML/XHTML provides the migration path out of the system. It also allows us to actually test
   Migration
                                       pages of systems under consideration (Input and output)

Sample Requirements:                     18. Migration
                                         Migration of existing documents should be as easy as possible requiring the least amount of
                                         manual effort. Several hundred web pages will be imported. Provide information on batch tools, if
                                         any, that are available.

                RFP                223   Commercial manuals (/support/training) Vendor support for OIT enterprise team
                See      223       221   Better written documentation for managers
                See      223       224   Commercial support
Training - User See      223       225   Commercial training
                RFP                226   Online help (Integrated and content sensitive online help)
    Support
                RFP                227   Public forum (Vendor and/or internal active community of developers/users)
                See      227       228   Public mailing list
                See      227       229   Users conference
                See      227       230   Active Community of Developers

Sample Requirements:                     Vendor training and support
        3/27/2013                                                      Selection List of Requirements for E-WCM



    User        Classification   ID   Descriptions
Role/Function                                                                                                                            Completed so far
                                      Vendor need to provides well written manuals, training materials, and support for the University
                                      Enterprise Team

                                      Built in Help
                                      Have a context sensitive training for users - built in help system in the CMS

                                      Community of Users
                                      Would prefer a product with a large customer base - public (3rd party) forums, user groups &
                                      confrences, Wikis, etc.

                                      Responsive Support
                                      Vendor needs to provide phone, live chat, and email support with a 24 hr response time. Vendor
                                      needs to describe/commit to the process for submitting bug reports and the timeframe for fixes
                                      and updates.

                                      Enhancement Requests
                                      Vendor needs to detail/commit to the process of how enhancement requests are responded to and
                                      the process for escalation beyond the initial response.


                                      Product Lifecycle
                                      We would like to know where the product is in the life cycle - when it was originally developed.
                                      Was it bought from someone else. When is the next product evolution scheduled.
2/29/06           Removed Criteria
 Classification           ID   Descriptions

Legend:                 NR     Not Relevant - Outside scope of CMS
                        Add    Add on Functionality
                        Int    Integration Issue
                        GC     General Comment
                        QFG    Question for Group
                        Bug    FileNET Specific Bug
                         ??    Not sure what is meant


??                7            open architecture (already addressed)
??                51           Collection management: ability to create a variety of new data sets from existing content.
??                145 a        Dynamically defined objects
??                145b         Ability to build views for objects that are reusable and shareable
                               Globally available merge tags - User defined hierarchy of variable like:
                               MBA.Ranking.BuisnessWeek = 11 metatag in object << MBA.Ranking.BuisnessWeek >> -
                               MBA.ClassProfile.GraduationRate = 95% << MBA.ClassProfile.GraduationRate >> etc……. that can
??                145d         be placed in any object or page element.
??                145e         Must be able to dynamically create views of objects
??                155c         Governance process (already addressed)
??                177          Global hierarchy of variables w/ markup merge tags
??                179e         Search by parametric fields
??                179f         Ability to create list-driven and query-driven collections (already addressed)
??                123          Ability to track changes (Versioning? Workflow?)

                               When modifying an asset with a file with a different filename (when you browse for the file), you
                               currently have to generate the page to show the updated asset. I would like to NOT have to
                               generate the page.
Bug               30
                               Currently, if I am creating a page with new assets, I have to upload the assets first before
                               creating the page. If I create the page before uploading the assets, the asset will show as a
                               broken image.It should not matter which is done first.
Bug               32

GC                9            Rights management
GC                33           An easier/faster way to load assets
GC                64           Distributed content responsibility
GC                149          A Web publishing process that is streamlined and similar to Macromedia Contribute
GC                155a         Roles: Reader, Author, Editor, Approver, Admin

                               Uses a relational document model – many to many relationships. E.g., metadata used so a
                               document can show up in multiple topic listings. For example, code a single document by
                               selecting a few topic codes from a list of about 100, e.g. parenting, household pests, farm safety.
                               When web visitor clicks on “parenting,” all other documents coded “parenting” are dynamically
GC                161          shown. The same document also shows up on a dynamically generated list of farm safety items.
GC                192          CMS User should not need to know HTML. (already addressed)
                               First-time CMS users should be able to submit manuscripts and follow intuitive online process
                               without training, and without the need to code documents. Many authors only submit something
GC                194          once, or once a year, or less often.
GC                199          System that has gone through usability testing.
                               Good user interface that is customizable and personalized graphical tools giving the user easy
GC                200          access to the tools in the system in a standard and uniform way.
GC                203          Web access to work on pages but it must be fast. FileNet was way too slow.
                               Workflow screens are currently not intuitive, I like the idea of customizing interfaces, but would
                               like to start with something that uses clear language, (non-techie, non-corporate) that my PAs
                               can easily understand. It would also be helpful if the help function could be available to direct
                               you to info on the options within the screen you're working with. (Across the board, feedback was
GC                205          that the screens' options were often confusing).

                               Clear distinctions (this is that linguistic clarity piece) between file names, meta info, dynamic info,
GC                206          and document names and which would populate a left hand menu, a site map, bread crumbs, etc.
                               Standard graphic features that are an expectation on modern sites, such as drop down menus,
GC                215          scroll boxes, mouse-overs, etc.
 Classification          ID   Descriptions
                              News letter content type that can me mailed through Lyris and the current version stays on the
Int               84a         same page and old issue archive automatically
                              Events with calendar views (day/workweek/week/month/list) that can aggregate events from
Int               84b         different groups.
Int               84c         Calendar can subscribe/publish *.ics files.
Int               86          Web User statistics (Web Trends type)
                              Web statistics reporting function that, among other things, tracks the path taken by users to find
Int               88          certain pages.
                              A good statistical reporting tool that gathers current and historical information for the web site
Int               90          including individual pages and documents
Int               155b        Dynamic groups from DMS, PeopleSoft
Int               178         Built-in directories for Students, Staff, Faculty, and Courses.
Int               179         Object that pull dynamically from PeopleSoft for Courses
                              Features such as “Subscribe to our listserv” or “Member Only” login (to the portal) are built into
Int               187         the CMS system, or easily added.
Int               188         Ability to easily create Intranet space using U of M’s x.500 and the portal affinity groups
Int               189         Connections to link pages/information to the portal
Int               191         Intranet
Int               191a        Ability to create portlets, webparts.
Int               191b        The same users, groups, lists in the CMS should drive the Lyris tools
Int               262         Web services front end

NR                17          Ability to setup password protected area in a site (on live site)
                              Ability to email current web editors of a single web site and to email current web editors of a
NR                19          group of web sites such as all web sites of a college
NR                20          provide space and an interface for downloading large files for selected customers
NR                22          Ability to assign authorship rights outside the University (for research partners) - (See #8)
NR                24          WebDAV support
NR                27b         Site, sub-site, page, and object-defined 404 errors
                              Ability to search content and site-wide and also for certain sections of a site. Ideally, would be
                              able to have sections that are not crawled by Google so they are only searchable on the site--i.e.,
                              an archive of internal newsletters).
NR                38
NR                45          Ability for search engines to be able to search our sites
NR                46          Ability to protect certain files from being searched by search engines
NR                59          Ability to setup a hit counter on certain pages
                              Ability to place graphics and different-sized photos anywhere on the web page (Now we are
NR                60          limited to a certain size and placement)
NR                76          Ability to recovering a single folder or file after being purged
                              The web page should be attractive and fill the screen regardless of the browser used or the size
NR                100         and resolution of the user's monitor.
                              Collection of information from online forms and the ability to download current and historical data
NR                108         into popular spreadsheet and database formats
NR                136         Recovering a single folder or file after being purged
NR                144         Support for Dynamic Content management
                                 An advanced content rotator. Select 10 newest FAQ from Part-Time MBA site and rotate 3 of
NR                145c           them on this page in this area.
                              I'd like to be able to classify a page as relating to an NCATE accredited program, for instance, and
                              the NCATE logo would then be placed on all pages with that classification. Or a link to the
NR                172         licensure process would always go on pages classified under teacher licensure.
NR                181         Ability to stream audio or video content (no straming)
                              Web Design services to help units design their webs. It would make more sense for the U to have
                              its own people that would be familiar with the CMS product chosen. It would save money for the
NR                220         U in the long run

Add               34          Built-in Image and PDF optimizer
Add               40          Ability to find dead links (on live or development?)
                              Out of the box ability to create podcasts, video podcasts, blogs, message boards, RSS channels,
Add               41          Wikis
Add               54          Central Taxonomy Module

Add               167         Ability to store assets (documents/images...) in an organized place for use throughout the site
Add               179c        Links – Broken Link Checker, changed content link checker
 Classification         ID   Descriptions
Add               183        FREE STANDING LINK DATABASE WOULD BE HELPFUL FOR LINKS TO GRADUATE SCHOOL, ONE
                             STOP, UMAA, MN DEPT. OF EDUCATION, ETC. FOR LINKS USED BY SEVERAL SITES AND THAT
                             NEED UPDATING ACROSS ALL SITES AT THE SAME TIME. TAGGING WOULD BE USEFUL FOR
                             "RELATED LINKS" OPTIONS. I COULD CHOOSE FROM EARLY CHILDHOOD LINKS IN OUR COLLEGE
                             OR FROM THE PRESIDENTIAL INITIATIVES PAGES OR FROM THE CONSORTIUM FOR CHILDREN,
                             FAMILIES, AND LEARNING, FOR EXAMPLE.

Add               184        Advertising management
Add               231        Blog
Add               232        Chat
Add               233        Classifieds
Add               234        Contact management
Add               235        Data entry
Add               236        Database reports
Add               237        Discussion / forum
Add               238        Document management
Add               239        Events calendar
Add               240        Events calendar
Add               241        FAQ management
Add               242        File distribution
Add               243        Graphs and charts
Add               244        Groupware
Add               245        Guest book
Add               246        Help desk / bug reporting
Add               247        HTTP proxy
Add               248        In/Out board
Add               249        Job postings
Add               250        Mail form
Add               251        My page / Dashboard
Add               252        Newsletter
Add               253        Photo gallery
Add               254        Polls
Add               255        Product management
Add               256        Project tracking
Add               257        Site map
Add               258        Surveys
Add               259        Tests / quizzes
Add               260        Time tracking
Add               261        User contributions
Add               263        Affiliate tracking
Add               264        Inventory management
Add               265        Pluggable payments
Add               266        Pluggable shipping
Add               267        Pluggable tax
Add               268        Point of sale
Add               269        Shopping cart
Add               270        Subscriptions
Add               271        Wish lists
Add/Int           56         Calendar function
                             Ability to support statistical file types such as SAS (.sas, sas7bdat), Stata (.dta and .do), Gauss
Add/Int           82         (.dat, .dht, .g), Matlab (.m, .mat) and SPSS (.sav) (To display properly on the Web)
           3/27/2013                                                         Selection List of Requirements for E-WCM



2/28/2006 E-WCM Requirement Criteria Full List)

               The list of requirements that was presented on 2/22/06 to the E-WCM group has been updated to include
Update: 2/28/06:
               classifications used to help sorting through the criteria. The sorting subcommittee included members from OIT,
               CCE and University Relations. The classification criteria is as follows.

Legend:                NB     No Brainer - Must have for implimentation
                      RFP     RFP Requirement -
                      Eval    Evaluation Criteria
                       NR     Not Relevant - Outside scope of CMS
                      Add     Add on Functionality
                       Int    Integration Issue
                       GC     General Comment
                      QFG     Question for Group
                      Bug     FileNET Specific Bug
                       ??     Not sure what is meant


Assignment for Wednesday, February 22, Requirements Team Meeting--Please select your top 10, middle 10, and
last 10 requirements from below. Please put a 3 in the rating column for each of your top 10; a 2 for your middle 10,
and a 1 for the lower 10. Please bring this scoring to the meeting and we can quickly narrow down these requirements.

                   (1, 2, or 3)
     User
 Role/Function       Rating Classification     Descriptions

                              Eval       1     More flexible and customizable ability to granting user access rights and privileges
                              RFP        1a    ability to granting user access rights and privileges
                              Eval       2     A robust system that doesn’t bog down and has a quick response time

                              Eval       3     Centrally manage content and processes across multiple Web properties.
  Application                                  Library services and repository services support all content types and include distributed architecture, replication services,
Administrators -                               extensible object-relational date model, object relationship management, object properties, Unicode support, data dictionary, and
Enterprise Level              Eval       4     backup/recovery. Library services may also manage the security and access model, version control, and chick in/check out.
                              Eval       6     Flexibility to customize user interface
                              ??         7     open architecture
                              NB         8     x.500 authentication
                              GC         9     Rights management
                              RFP        10    Redundant servers (Redundant Services - Admin Function)
                              RFP        11    Easy & Powerful API (need to clarify which API)
                              see10      12    Load balancing


                                             An improved (customizable) set of access levels so content providers can access their pages, but are not able to access templates,
                              RFP        13  objects, etc
                              see 13     14  More flexible and customizable ability to granting user access rights and privileges
                                             Dual Platform based. With our mixed environment we need to have an equal platform experience and support. (Mac & PC & all
                              RFP        15  current browsers)
                                             Ability use X500 authentication to authenticate users at different access levels and ensure content assets are used only as
                              see 8      16  authorized (x.500 authenticates into the system. The system sets privilages)
                              NR         17  Ability to setup password protected area in a site (on live site)
     Site                     RFP        18  Ability to enable SSL protection (ability to set URL as https)
Administrators -                             Ability to email current web editors of a single web site and to email current web editors of a group of web sites such as all web
College/Depart                NR         19  sites of a college
  ment Level                  NR         20  provide space and an interface for downloading large files for selected customers
                                             Security: these are management tools to authenticate users at different access levels and ensure content assets are used only as
                              see 1      21  authorized.
                              NR         22  Ability to assign authorship rights outside the University (for research partners) - (See #8)
                              NB         23  Online administration
                              NR         24  WebDAV support
                              see 6      25  Extensible user profiles (Bustomizing user interface for users)
                              RFP        26  query the Database directly (which database? Ability to query WCM Repository)
                              NB         27  Multiple site hosting
                              see 49     27a    Semantic web (Web standards - proper tagging - implimentation issue)
                              NR         27b    Site, sub-site, page, and object-defined 404 errors
                              See 28     27c    Ability to share content across sites and share pages across sites.
                              Eval       27d Ability to set site level options


                              RFP        28    Search/replace/share content site-wide
                                               Generate pages WITH children pages (like the "deploy with children" option) (Ability to deploy single pages and multiple pages at
                              Eval       29    once.)
                                               When modifying an asset with a file with a different filename (when you browse for the file), you currently have to generate the
                                               page to show the updated asset. I would like to NOT have to generate the page.
                              Bug        30
                              Eval       31    Not having orphaned files after changing the URL
                                               Currently, if I am creating a page with new assets, I have to upload the assets first before creating the page. If I create the page
                                               before uploading the assets, the asset will show as a broken image.It should not matter which is done first.
                              Bug        32
                              GC         33    An easier/faster way to load assets
                              Add        34    Built-in Image and PDF optimizer
                              Eval       35    Systemwide image/asset library that displays thumbnails and ease of check in
                              NB         36    A true development area so that sites or sections of sites can be built and previewed prior to deployment to live server.

                              Eval       37    Ability to set URL address and to have short, “static” URL addresses (some dynamic-driven sites have long URLs. Don’t want that)
                                               Ability to search content and site-wide and also for certain sections of a site. Ideally, would be able to have sections that are not
                                               crawled by Google so they are only searchable on the site--i.e., an archive of internal newsletters).
                              NR         38
Web Developers
                              RFP        39    Ability to easily add audio and video in many formats--i.e. Quicktime, Windows, Flash, Real.
                              Add        40    Ability to find dead links (on live or development?)
                              Add        41    Out of the box ability to create podcasts, video podcasts, blogs, message boards, RSS channels, Wikis
                              Eval       42    Simple and intuitive asset management and implementation.
                              Eval       43    Ability to see how documents and other assets are linked to others (live or development)
                              See 37     44    Ability to create shortcut URLs
Web Developers
          3/27/2013                                                         Selection List of Requirements for E-WCM

                 (1, 2, or 3)
     User
 Role/Function     Rating Classification     Descriptions
                           NR           45   Ability for search engines to be able to search our sites
                           NR           46   Ability to protect certain files from being searched by search engines
                                             A flexible sorting feature that allows items and directories to be organized by multiple fields, i.e., not only by the first word in a list
                            Eval        47   (within development?)
                            RFP         48   Easy easy use of RSS.
                            RFP         49   Output and input: Validated XHTML and CSS
                                             Link management: tools to support inter-linking and references to other content in the repository and outside it, and to maintain
                                             the stability and currency of those links over time. DON'T WANT TO LOSE THE ABILITIES WE CURRENTLY HAVE IN FRONTPAGE AND
                            Eval        50   USE FREQUENTLY
                            ??          51   Collection management: ability to create a variety of new data sets from existing content.
                            See 50      52   Ability to see how documents and other assets are linked to other
                            Eval        53   Split code and design view.
                            Add         54   Central Taxonomy Module




                            Eval        55   Page notification function that, among other things, notifies content provider and content owner when pages reach a certain age.
                            Add/Int     56   Calendar function
                                             Auto-notification features for 1) content that expires in the case of news, publications and events and 2) for re-occurring yearly,
                            See 55      57   quarterly, monthly and weekly updates.
                            See 51      58   Ability to create a variety of new data sets from existing content
    Content                 NR          59   Ability to setup a hit counter on certain pages
   Managers
                            NR          60   Ability to place graphics and different-sized photos anywhere on the web page (Now we are limited to a certain size and placement)

                            Eval        61   ability to browse around the site in a browser to find the page they want then hit an 'edit page' button to go straight into edit mode
                            Eval        62   Support for Microsoft Office documents
                            Eval        63   Ability to preview thumbnails of content types
                            GC          64   Distributed content responsibility


                            RFP         65  Manual deployment
                            RFP         66  Scheduled deployment
                            RFP         67  Site deployment
                            RFP         68  Page deployment
                            RFP         69  Directory deployment
                            RFP         70  FTP (SFTP)
                            NB          71  Deploy to multiple servers
 Deployment -               RFP         72  Takes down old pages from live server when they have been deleted or moved
   Deletion                 Eval        73  Automatic URL updating when page(s) get moved
                            Eval        74  True ability to set time and date parameters for scheduling deployment of content and deletion of content.
                                            Ability to deploy in several ways: Manually, through workflow, through daily or semi-daily auto deployment. Also ability to auto
                            Eval        75  deploy one section of site while not deploying another site.
                            NR          76  Ability to recovering a single folder or file after being purged
                            Eval        77  Function to delete and also purge. Like the idea of having a second chance to do a final delete (purge)
                            See 71      78  Liked the feature with FileNet to have two servers. One for development and another for production
                            Eval        79  Multi-lingual content integration
                            Eval        79a    Publish ability from one site to another. MBA event can be suggested on the main school calendar.


                            RFP         80  Ability to output content so it can be viewd by multiple sources, Web, PDA, etc
                            See 50      81  Ability to report dead links
                                            Ability to support statistical file types such as SAS (.sas, sas7bdat), Stata (.dta and .do), Gauss (.dat, .dht, .g), Matlab (.m, .mat)
 Output - End
                            Add/Int     82  and SPSS (.sav) (To display properly on the Web)
    Users
                                            Use actual HTML for pages and not the products specialized version of html (or other) - makes it easier to transfer to different
                            See 49      83  products down the road.
                            Eval        84  Print friendly pages can be easily created and used.
                            Int         84a News letter content type that can me mailed through Lyris and the current version stays on the same page and old issue archive automatically
                            Int         84b Events with calendar views (day/workweek/week/month/list) that can aggregate events from different groups.
                            Int         84c Calendar can subscribe/publish *.ics files.




                            RFP         85   System user statistics
                            Int         86   Web User statistics (Web Trends type)
                            RFP         87   Ability to track activity by content providers/others (Internal users)
                            Int         88   Web statistics reporting function that, among other things, tracks the path taken by users to find certain pages.
                            RFP         89   Ability to access detailed log reports *This is very important! (internal)
   Statistics
                                             A good statistical reporting tool that gathers current and historical information for the web site including individual pages and
                            Int         90   documents
                            Eval        91   Quality of site reports (age of page, broken links, etc Click-stream reports
                            Eval        92   Workflow reports
                            Eval        93   Content reports


                            RFP         94   Fully configurable - Easily customizable page templates
                            See    49   95   Full CSS/XHTML support
                            See    94   96   Unlimited number of templates
                            See    49   97   Ability to incorporate CSS and tableless-cell pages
                            See    94   98   Comes with set of common layouts and has ability to customize/create additional layouts.
                                             Full CSS-positioning support: For those of us going tableless, we need a solution that supports and renders CSS-positioned (layout
                                             and design) accurately. Accessibility and device-independence makes this improved new status-quo for web design, and our CMS
                            See 49      99   needs to be there to support us as we make this transition enterprise-wide.

                            NR          100 The web page should be attractive and fill the screen regardless of the browser used or the size and resolution of the user's monitor.
  Templates
                                             Minimal custom tags needed with a product. Some products had a lot of custom tags that were just specific to their products.
                            Eval        101 Would be hard to switch to different vendors down the line if we picked a product like this.
                            Eval        102 assign different templates to certain categories (essentially, content type)
                            See 94      102a   Flexible Templates: Easy to update and create new. Ability to have an unlimited number in production at any time
                                               Objects should be able to be place on a page with a display option that shows the overview (tease) and clicking on it show the
                                               extended (full version) all by placing one object on one page. Not by creating the full version first then the overview and then
                            Eval        102b   link to the full version.
                            Eval        102c   Objects are complete void of mark-up not defined by designer (Clean HTML)
 Templates


            3/27/2013                                                       Selection List of Requirements for E-WCM

                 (1, 2, or 3)
    User
Role/Function      Rating Classification    Descriptions
                                              Objects have wrapper (header and footer), collections of objects a have wrapper (header and footer) again these wrappers should
                            Eval       102d   be void of any non designer written mark-up


                            RFP        103    Forms creation (application server-specific)
                            See 103    104    Form-builder function that also allows for online registration
                            See 103    105    Ability to create electronic polls
                            See 103 - my
                                       106    Ability to create snap poll, image gallery, and discussion forum
                                              Ability to create simple forms for data gathering and ability for data collected in forms to be easily used/converted into Excel or
    Forms
                            See 103    107    other format.
                                              Collection of information from online forms and the ability to download current and historical data into popular spreadsheet and
                            NR         108    database formats
                            See 103    109    Basic e-mail forms supported
                            See 103    109a      A forms tool that has workflow behind it


                            See 132    110  MS Word type controls (real WYSIWYG) - zero training curve
                            NB         111  Page preview
                            Eval       112  Can create and edit tables easily
                            RFP        113  Ability to import Microsoft documents
                            Eval       114  Tools to strip extraneous code from Microsoft documents to bring them up to standards.
                            See 49     115  Code validator
                            See 15     116  PC/Mac compatible - true compatibility, not sorta-kinda.
                            Eval       117  Ability for content providers to choose styles
                            Eval       118  Ability to set limits to some choices, for example, to maintain consistent standards using CSS
                            See 39     119  Ability to easily add audio and video in many formats--i.e. Quicktime, Windows, Flash, Real.
                            See 37     120  Ability to assign “friendly” URLs
                            RFP        121  Check-in / check-out: We should be able to edit and know that we're not about to overwrite someone else's edits.
                            RFP        122  Multiple people can work on a document at one time.
                            QFG        123  Ability to track changes (Versioning? Workflow?)
                            NB         124  Ability to place/link assets at different locations on the page
                            See 132    125  A feature-rich editor that allows font selection and formatting options (i.e. tables and columns) and is easy to use.
                            See 15     126  Ability to use a browser other than the "Internet Explorer" for creating and editing web pages
                                            CSS: within the editor, the option to utilize a drop-down CSS menu that either linked to or inputted a base style sheet so users
Content Editor
                            Eval       127 could select from our styles without editing code.
                            See 114    128 Import and conversion utilities: tools to bring newly authored or imported content to the agreed quality standard
                                            Form-based editor (utilizes templates): Customizable templates with rules and presentation options (make use of current style
                                            sheets)
                                            , Separation of content and style, Rules file (and rules editor) maintained separately, Editing widgets: formatting, graphic selector,
                            Eval       129 text selector, table editor, etc.
                                            Portlet-based editors: A dashboard view of content created and actions required.
                                            , A simplified view for users to select a method (a template) to publish content, Enforced with the appropriate privileges and
                                            assigned workflows.
                            Eval       130
                                            In-context editor: Ability to navigate through the Web site and edit content inline, Edit existing pages in context of live site
                                            , Edit properties of pages, add new pages
                            Eval       131 , Submit content on a process workflow
                            RFP        132 WYSIWYG editor
                            See 132    133 HTML authoring editors
                            Eval       134 Clipboard
                                            Admin control over WYSIWYG editor features and functions. Admin must be able to apply styles that authors and editors must use
                            Eval       134a with their WYSIWYG editor and not create new or override existing styles


                                           "Last modified date": I'd like to be able to turn the last modified feature off when appropriate. I'd like to see it from the back end,
                            Eval       135 but not from the public side.
                            NR         136 Recovering a single folder or file after being purged
                                           Last modified date built-in user function that automatically updates to current date when page is modified
                            See 135    137
                                           Number of Revisions / rollbacks: I don't recall FileNET's number of saved revisions, but I don't believe it is very many. I think
 Versioning
                            Eval       138 Contribute is more like it (99 revisions saved).
                                           Allow content owners to select/de-select a "Create New Revision" box. You can set "Create New Revision" as a default and allow
                                           authors to "uncheck" it in the event of a minor edit. This gives you the option of indicating whether or not the edit constitutes an
                            Eval       139 actual new revision of the document. This seems like a relatively easy approach.
                            RFP        140 Version control: enables changes to be tracked, provides an audit trail and enables rollback to previous document versions.
                            RFP        141 Revision History - as opposed to the versioning in terms of being able to roll back to previous versions of the website.


                            Eval       142 Ability for database or dynamic content: One piece of content displayed in several locations and sites.
                            See 26     143 Well-developed data model and/or ability to export data from database
                            NR         144 Support for Dynamic Content management
                                            Easy to share data across the web and even across other webs: for example it would have been nice to be able to share college
                                            data across the college and departments. In FileNet it could only be shared within the contained web. So for example department
  Database
                            See 28     145 info on the department site could not be shared with the college and on the college site
Integration -
                            ??         145 a Dynamically defined objects
  Dynamic
                            ??         145b   Ability to build views for objects that are reusable and shareable
  Content
                            NR         145c   An advanced content rotator. Select 10 newest FAQ from Part-Time MBA site and rotate 3 of them on this page in this area.
                                              Globally available merge tags - User defined hierarchy of variable like: MBA.Ranking.BuisnessWeek = 11 metatag in object <<
                                              MBA.Ranking.BuisnessWeek >> - MBA.ClassProfile.GraduationRate = 95% << MBA.ClassProfile.GraduationRate >> etc……. that
                            ??         145d   can be placed in any object or page element.
                            ??         145e   Must be able to dynamically create views of objects

                            RFP        146 Fully configurable for multiple, different workflows
                            RFP        147 E-mail alerts (internal workflow)
                            Eval       148 E-mail logs
                            GC         149 A Web publishing process that is streamlined and similar to Macromedia Contribute
                            RFP        150 Workflow process that allows content owner to see preview of page before approving/rejecting page
                            Eval       151 Workflow process that allows editors to edit before publishing
                            RFP        152 Content providers can have different levels of access and can have different areas that they have access to.
                            Eval       153 a tracking function to see where users who go through me in the work flow are making changes
                                           if there is an approval or other workflow process emails notifications in combination with a 'my tasks' area to make sure they
                            Eval       154 haven't missed something which is waiting for their input

  Workflow
            3/27/2013                                                      Selection List of Requirements for E-WCM

                (1, 2, or 3)
    User
Role/Function      Rating Classification    Descriptions
                                            Workflow and approval routing scheme: methods for identifying actions which must be carried out on content, ordering and
  Workflow                 Eval        155 scheduling the work, assigning it to users with a specific role, and monitoring progress through the system.
                           GC          155a Roles: Reader, Author, Editor, Approver, Admin
                           Int         155b Dynamic groups from DMS, PeopleSoft
                           ??          155c Governance process
                           See 147     155d Ability to email any role(s) involved with any site, sub site, page collection, page, or content object.
                           Eval        155e Lock content for editing, lockout session timeout, lockout override for certain roles
                           See 147     155f Workflow work queues and work flow emailing
                           Eval        155g Personalization of content based on Persona, Roles, Groups.
                           Eval        155h Ability to create users (tied to x500 or not), groups, roles (applied to user, groups, or user in a group)
                           Eval        155i Persona creation (Undergrad, benefactor, MBA, staff, donor, etc….) (Content side audience customization)
                           See 65      155j Content updates must be instantaneous – not periodic
                           See 36      155k Must be able to preview and proof (on a staging server before going to production?)




                                             Hierarchical data structure needs depth of at least 3 levels, 4 or 5 would be better, e.g.:
                                             Gardening > Flowers > Diseases > Prevention ('n' levels)
                           RFP         156
                                             Also need custom meta-tagging capability for different uses, e.g. administrative unit (e.g. Community), topic (e.g. public policy).
                                             Uses include statistical reporting by administrative unit, or to display public dynamic page of all items coded by a topic (e.g.
                           See 158     157   soybeans) and sub-topic divisions (e.g. insects). (Robust Megatagging)
                           RFP         158   Robust standard metadata capability needed, e.g. author, title, date, format, etc.
                                             Also need custom meta-tagging capability for different uses, e.g. administrative unit (e.g. Community), topic (e.g. public policy).
                                             Uses include statistical reporting by administrative unit, or to display public dynamic page of all items coded by a topic (e.g.
                           See 158     159   soybeans) and sub-topic divisions (e.g. insects).
                           See 158     160   Assets are also meta-tagged.
                                             Uses a relational document model – many to many relationships. E.g., metadata used so a document can show up in multiple topic
                                             listings. For example, code a single document by selecting a few topic codes from a list of about 100, e.g. parenting, household
                                             pests, farm safety. When web visitor clicks on “parenting,” all other documents coded “parenting” are dynamically shown. The same
                           GC          161   document also shows up on a dynamically generated list of farm safety items.
                                             Objects can be reused, e.g. home page features (metadata) can be designed in a certain format (photo, headline, copy in a frame),
                                             and CMS user can view and select one to reuse on their own program page. Web users can also click “See All” and look at all the
                           Eval        162   past home page features (or those from a certain time frame).
                           See 28      163   Search capabilities (Internal CMS)
                                             Flexibility with how the content can be used. We would like to enter content once and be able to use if for multiple formats for
                           Eval        164   example web sites, e-newsletters and print media.
                                             Cross-Account Asset-Sharing and Linking: It should be an option for those of us who want to share assets or layouts to make them
                                             available to other users. Currently in FileNET, there is no way for me to link one page in one site to an asset in another site using
                                             its asset ID. It is not an enterprise-solution when we can't share assets! (think of how many copies of the U wordmark asset there
                           See 28      165   are in FileNET!)
                           Eval        166   Ability to support multiple content types such as Basic, News, Event, Directory, and FAQ (Content Categories - )
Metadata and
                           Add         167   Ability to store assets (documents/images...) in an organized place for use throughout the site
  Content
 Structure
                           Eval        168 A feature that allows you to turn off selected content but allow it to reside in the system so it can be activated at a later date
                           See 28      169 Search engines built in. Need to be able to be searched by department, college, university or all of above.
                                            Metadata repository: a storage place, usually a relational or object database system, for information about the content such as
                                            bibliographic and rights information, as well as the metadata generated by components such as link management, version control
                                            and content classification. Keeping metadata separate from the content itself provides the opportunity to leverage the metadata and
                           See 157     170 turn it into new revenue streams, e.g. citatory products, free standing link databases, etc.
                                            Content classification: enables tagging and categorization of content within a predefined taxonomy, most likely through a
                           See 157     171 combination of manual and automatic processes.
                                            I'd like to be able to classify a page as relating to an NCATE accredited program, for instance, and the NCATE logo would then be
                                            placed on all pages with that classification. Or a link to the licensure process would always go on pages classified under teacher
                           NR          172 licensure.
                           See 166     173 assign faceted classification values to every piece of content, often multiple values for the same facet
                                            ability to manage multiple taxonomies within the overall site structure, including multiple taxonomies based on functions,
                           RFP         174 technology, geography, etc. taxonomy-driven navigation
                           See 28      175 Search engines: the capability to perform searches of many types on the content of the CMS
                           See 49      176 Enforced: XHTML, CSS 2.0, 508
                           ??          177 Global hierarchy of variables w/ markup merge tags
                           Int         178 Built-in directories for Students, Staff, Faculty, and Courses.
                           Int         179 Object that pull dynamically from PeopleSoft for Courses
                           See 152     179a Basic person / role profiles
                           Eval        179b Publish/Subscribe (bi-directional) content syndication.
                           See 40      179c Links – Broken Link Checker, changed content link checker
                           Eval        179d Internal Page naming and external page naming separation
                           ??          179e Search by parametric fields
                           ??          179f Ability to create list-driven and query-driven collections
                           Eval        179g Content lifecycle tools


                           RFP         180 Can upload many assets at once (FileNet could only upload one at a time - was a huge pain when doing initial set up)
                           NR          181 Ability to stream audio or video content (no straming)
                           See 4       182 Digital asset management (DAM)
                                           FREE STANDING LINK DATABASE WOULD BE HELPFUL FOR LINKS TO GRADUATE SCHOOL, ONE STOP, UMAA, MN DEPT. OF
                                           EDUCATION, ETC. FOR LINKS USED BY SEVERAL SITES AND THAT NEED UPDATING ACROSS ALL SITES AT THE SAME TIME.
   Assets                                  TAGGING WOULD BE USEFUL FOR "RELATED LINKS" OPTIONS. I COULD CHOOSE FROM EARLY CHILDHOOD LINKS IN OUR
                                           COLLEGE OR FROM THE PRESIDENTIAL INITIATIVES PAGES OR FROM THE CONSORTIUM FOR CHILDREN, FAMILIES, AND
                                           LEARNING, FOR EXAMPLE.
                           Add         183
                           Add         184 Advertising management




                           Eval        185 Use standard open document format for storage. XML.




Intergration
            3/27/2013                                                      Selection List of Requirements for E-WCM

                 (1, 2, or 3)
    User
Role/Function      Rating Classification   Descriptions
                                           Open system that makes integration with other applications possible and easy. Help is available. Various applications can easily be
                                           integrated with the CMS pages. For example, fields from our HR staff directory, the workshops database, or our publication Store,
                                           can show up on a CMS page that has been coded to read in the data. If the field is empty (e.g. the employee no longer works here
                                           and is removed from the staff directory, or a Store items is out of stock, or a workshop date has passed) the item is suppressed and
                            See 5      186 doesn’t show up for the public.
Intergration
                            Int        187 Features such as “Subscribe to our listserv” or “Member Only” login (to the portal) are built into the CMS system, or easily added.
                            Int        188 Ability to easily create Intranet space using U of M’s x.500 and the portal affinity groups
                            Int        189 Connections to link pages/information to the portal
                                            Data repository: this is a single logical storage place for all content, which may be physically located in many places, with the
                            See 4      190 capability to associate different types of content with the applications that create or otherwise manipulate them.
                            Int        191 Intranet
                            Int        191a Ability to create portlets, webparts.
                            Int        191b The same users, groups, lists in the CMS should drive the Lyris tools




                            GC         192 CMS User should not need to know HTML.
                                           Migration of existing documents from the current website to the new system must be easy – minimal manual effort, maximum
                            RFP        193 global transfers, minimal new URLs, minimum forwarding of users to new URLs, minimum 404 errors.
                                           First-time CMS users should be able to submit manuscripts and follow intuitive online process without training, and without the
                            GC         194 need to code documents. Many authors only submit something once, or once a year, or less often.
                                           Friendlier interface for CMS users, including English object names. Ability to customize the interface (e.g. more space for adding
                            Eval       195 some explanatory text above a field) to help users know how to respond to a field.
                                           Ability to use dropdown boxes for selecting metadata. When tags are visible to the web user (e.g. Related Topics -- Parenting), the
                            Eval       196 preview of the page shows them as the public would.
                                           CMS Users need ability to submit original documents in Word or other popular word processing formats, PowerPoint, spreadsheets,
                            RFP        197 databases, photos, video, audio, etc.
                                           Need to maintain/archive one original document, with a variety of versions for multiple output options, each with different looks,
                                           including html, printer-friendly version, offset printed, PDA or other wireless device, PDF, “email this”, etc. When a revision is made,
                            See 80     198 it’s made once and all formats are updated.
Ease of Use,                GC         199 System that has gone through usability testing.
Accessibility,                             Good user interface that is customizable and personalized graphical tools giving the user easy access to the tools in the system in a
  Usability                 GC         200 standard and uniform way.
                                           Good methods for identifying actions which must be carried out on content, ordering and scheduling the work, assigning it to users
                            See 146    201 with a specific role, and monitoring progress through the system.
                            Eval       202 Ability for people to learn how to add content and edit pages with less than 1hour of training *This is very important!
                            GC         203 Web access to work on pages but it must be fast. FileNet was way too slow.
                            RFP        204 Meets ADA requirements (Meets University Accessibility of Info Tech policy- both internal and external)
                                           Workflow screens are currently not intuitive, I like the idea of customizing interfaces, but would like to start with something that
                                           uses clear language, (non-techie, non-corporate) that my PAs can easily understand. It would also be helpful if the help function
                                           could be available to direct you to info on the options within the screen you're working with. (Across the board, feedback was that
                            GC         205 the screens' options were often confusing).
                                           Clear distinctions (this is that linguistic clarity piece) between file names, meta info, dynamic info, and document names and which
                            GC         206 would populate a left hand menu, a site map, bread crumbs, etc.
                                           User interface: customizable and personalized graphical tools giving the user easy access to the tools in the system in a standard
                            Eval       207 and uniform way.
                            See 204    208 WAI compliant




                                           A consistent look and page styles that applied to all of one type of document, with flexibility (e.g. all news releases look alike, all
                            Eval       209 fact sheets look alike, etc.) If flexibility is needed, designer, not CMS user, can create a variation of the format.

                            See 132    210 MS Word-like interface so CMS users do not need to know HTML to create documents. WYSIWYG editor for bullets, links, etc.
                                           Style sheet-like ability to allow a CMS user to create pages with headers, sub heads, graphics, photos, tables, etc. in any order, and
                                           all will follow consistent design conventions. E.g., CMS user can add photos at all the appropriate locations in the document, and
                                           each time is presented with a form for entering the photo, source, position, the copy for the cutline, etc., and the photos will appear
                                           properly placed throughout the document in the correct format. If user is expected to enter links, all they have to do is cut and
                            See 132    211 paste the title in a certain box, and the url in another box and it shows up ok.
                                           Ability to set up formatting rules so that CMS users don’t have to know about conventions. E.g., a header followed by a bulleted list,
   Design
                            Eval       212 except if only one item is entered, it will not be bulleted (bullets only if more than one item listed).

                            RFP        213 Ability to batch upload assets, e.g. if a document has a lot of photos, they can be selected, meta-tagged, and uploaded as a group.
                                           Pages can be set up in modules, so that CMS user can select which ones work best for their page, and the ones with no data are
                                           automatically suppressed (or a box is checked to un-suppress it). For example, right column choices might be: In the News, Our
                                           Products, Success Stories, etc. If there are no current success stories, the field is left blank and that module (header and link) do
                            Eval       214 not show up on the page.

                            GC         215 Standard graphic features that are an expectation on modern sites, such as drop down menus, scroll boxes, mouse-overs, etc.
                            NB         216 Web management can globally update the site with a new logo, or even a new overall design.




                            See 193    217 Of course, easy migration from current system to new
                            See 193    218 Migration tool
  Migration
                                           valid XML/XHTML provides the migration path out of the system. It also allows us to actually test pages of systems under
                            RFP        219 consideration (Input and output)




                                           Web Design services to help units design their webs. It would make more sense for the U to have its own people that would be
                            NR         220 familiar with the CMS product chosen. It would save money for the U in the long run
          3/27/2013                                                        Selection List of Requirements for E-WCM

                  (1, 2, or 3)
    User
Role/Function       Rating Classification      Descriptions
                            See 223      221   Better written documentation for managers
                            Delete       222   Certification program
                            RFP          223   Commercial manuals (/support/training) Vendor support for OIT enterprise team
Training - User             See 223      224   Commercial support
    Support                 See 223      225   Commercial training
                            RFP          226   Online help (Integrated and content sensitive online help)
                            RFP          227   Public forum (Vendor and/or internal active community of developers/users)
                            See 227      228   Public mailing list
                            See 227      229   Users conference
                            See 227      230   Active Community of Developers




                             Add        231    Blog
                             Add        232    Chat
                             Add        233    Classifieds
                             Add        234    Contact management
                             Add        235    Data entry
                             Add        236    Database reports
                             Add        237    Discussion / forum
                             Add        238    Document management
                             Add        239    Events calendar
                             Add        240    Events calendar
                             Add        241    FAQ management
                             Add        242    File distribution
                             Add        243    Graphs and charts
                             Add        244    Groupware
                             Add        245    Guest book
   Built-In                  Add        246    Help desk / bug reporting
 Applications                Add        247    HTTP proxy
                             Add        248    In/Out board
                             Add        249    Job postings
                             Add        250    Mail form
                             Add        251    My page / Dashboard
                             Add        252    Newsletter
                             Add        253    Photo gallery
                             Add        254    Polls
                             Add        255    Product management
                             Add        256    Project tracking
                             Add        257    Site map
                             Add        258    Surveys
                             Add        259    Tests / quizzes
                             Add        260    Time tracking
                             Add        261    User contributions
                             Add        262    Web services front end




                             Add        263    Affiliate tracking
                             Add        264    Inventory management
                             Add        265    Pluggable payments
                             Add        266    Pluggable shipping
  Commerce                   Add        267    Pluggable tax
                             Add        268    Point of sale
                             Add        269    Shopping cart
                             Add        270    Subscriptions
                             Add        271    Wish lists
Criteria from the Original FileNET Requirements Doc. (For reference only)

1. Aggregation
Control of elements is consolidated centrally but access is distributed to unit level and roles are assigned based
on security. This would provide a consistent look and page styles including easy image updates. Also need
ability to code one document to appear in several different locations on a site and to associate similar
documents with each other. Easy to find referenced documents if file/image is deleted/removed.


2. Integration
Content is stored in a central location separately from design templates for delivery as a Web page, for re-use
in different web pages, or for integrating with legacy data systems and existing authentication protocols


3. Accessibility
Output meets ADA requirements and W3C protocols, and is browser/platform independent

4. Reporting
Ability to develop custom reports on Web use statistics as well as content contributor reporting, searching and
statistics.

5. Authoring
Self-service authoring of content can be accomplished with a template and basic word processing skills.
Authors should be able to submit original documents in a variety of native formats. Please explain exactly
how this would be accomplished and define what exactly is meant by “native formats”.


6. Workflow
Submission, review, approval, and archiving processes are handled via e-mail or through CMS interface.
Manage documents from initial draft to final approval, to publishing online and/or in print including document
storage, reviews and revisions. Easy managerial capability to monitor these. Email notification if user has
documents to review. Please indicate how many steps can be handled in the workflow management
system, and how many roles can be defined within the CMS.

7. Searching
Metadata managed so that all content and multimedia elements are searchable and retrievable through either
CMS bundled or external search engine. Even if the CMS is “pushing” content to a web server, can the
metadata (e.g. title, author, categories, etc.) still be searched by both contributors and end users?
Is a Search engine included or recommended? If an add-on, at what cost?


8. Privilege Management
Authentication available for internal and external users. Various approved users should have different levels of
access to content materials at different stages. Does the system support X.500 authentication for users?


9. Document Management
Input of content in native file formats is supported. Very important – please elaborate.
Is this capability a one-way (can import documents into system initially) or a two-way capability (can retrieve
and then edit documents in native format once they are initially imported)?
How are documents stored in the system?

10. Localization Support
Ability to manage creative changes to templates, build new concepts, and to program additional functionality
at the local/unit level using a SDK: Software Developer's Kit as an add-on module. **Indicate what specific
tools are available and how much training is required to use them.

11. Versioning
Archive of all transactions for retrieval, reuse, or roll-back and to allow more than one person to work on a
document at the same time

12. Transformation
Ability to export content for use in other file formats. Ideally, archive and maintain one original document with
a variety of output options (e.g. PDF, print publication, and “printer-friendly” personal use, HTML, wireless
display, email option, plain text for ADA compliance. Key feature – please use an additional page to fully
describe support for this feature if necessary.

13. Client Support
Access to CMS functionality off-network via browser

14. Sunsetting
Support for scheduling go-live or expiration dates. Ideally, this would include email alerts to author or
administrator.

15. Asset Support
Full-range of multi-media formats supported

16. Syndication
Support for channels; the ability to push data to secondary site or pull data from secondary site into Web
interface. Capability to code items for inclusion in channel feed. Ability to generate .rss XML file for U of MN
portal feeds.

17. Vending
Ability to display output to a wide array of external display devices, for example IPACs and cell phones

18. Migration
Migration of existing documents should be as easy as possible requiring the least amount of manual effort.
Several hundred web pages will be imported. Provide information on batch tools, if any, that are available.


19. Ease of Learning/ Ease of use
Especially for occasional users

20. Security
How secure is the Content Server from unauthorized outside access, and how is this accomplished?

21. End User Authentication
How does your system security deal with privacy and intellectual property issues (i.e. how can we indicate on
the Content Server that certain pages need X500 restricted access on the Web server (like an Intranet page))

				
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