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					UMR: Official Web Migration Project




             Official Web Migration
                        Plan Proposal




                                 Prepared by:
                                     John Bax
                              Andrew Careaga
                                Cheryl McKay
                                Lorie McMillin




                                   Version 2.0
                                  May 4, 2007

                     Status: For Approval




             i
                                                  Table of Contents

BUSINESS OPPORTUNITY ............................................................................................... 1
   Opportunity Statement (Current State) ................................................................................ 1
   Vision Statement (Future State) ........................................................................................... 1
   Benefits Analysis .................................................................................................................. 1
SOLUTION DEFINITION ................................................................................................... 1
   Assumptions ......................................................................................................................... 1
   Constraints ............................................................................................................................ 1
   Usage Analysis...................................................................................................................... 2
   Scope of Work ....................................................................................................................... 3
MIGRATION BUDGET ..................................................................................................... 7
FUTURE PROJECTS ....................................................................................................... 7
PROJECT T EAM: ........................................................................................................... 8
   Key Stakeholder(s) ................................................................................................................ 8
   Project Team Members ......................................................................................................... 8
PROJECT PLAN APPROVAL ............................................................................................ 9
REVISION HISTORY ....................................................................................................... 9
APPENDIX A – SITE PRIORITIZATION AND T IMELINE ........................................................ 10
APPENDIX B – DOCUMENTUM T RAINING T IMELINE .......................................................... 10
APPENDIX C – SITE CREATION HELP T ICKET T EMPLATE ................................................. 10




                                                                     ii
BUSINESS OPPORTUNITY
  Opportunity Statement (Current State)

      Over the past 3 years the University of Missouri – Rolla has been developing a consistent,
      secure, and supportable web platform for the university’s official web presence. While
      improvements to the web platform will continue, the platform is ready for a migration of
      existing official websites and the development of new sites in the system. With the pending
      change of the university’s name to Missouri University of Science and Technology (to take
      effect on Jan. 1, 2008), migration is a high priority not only for the official web team, but
      also for the university as a whole. The migration of official sites to this platform will also
      take advantage of Documentum’s centralized features and search-and-replace utility for re-
      branding activities.

  Vision Statement (Future State)

      The web platform is ready to house the majority of the existing official web presence. The
      web platform will continuously improve through a managed process guided by the key
      stakeholders. As new functionalities are identified and developed the platform application
      portfolio will grow.

      As of the signing of this document, all new official websites will be created in Documentum.
      By migrating into Documentum, the EMarComm team will have greater control and
      flexibility of site branding for the name change.

  Benefits Analysis

         Recognized roles and responsibilities for the maintenance of the UMR web presence.
         Official websites reside on a single, supportable, secure web platform.
         Consistent Marketing identity.
         Search and Replace utilities and centralized global file management.
         Content reusability and syndication.

SOLUTION DEFINITION

  Assumptions

         Official Web definition – Academic and Administrative sites, including Research
          Centers. Does not include Student Organizations.
         The web presence will be divided into designation types with policies developed and
          enforced for each.
         All new official websites are created and maintained in Documentum.
         Existing official websites will be migrated into Documentum.
         Google Mini will be the search engine and integrated into any search calls from
          Documentum.
         Global Navigation and include files are provided and maintained by EMarComm.
         Policies set forth by this project will be approved and supported by campus
          administration as represented by the project sponsors.

  Constraints

         Due to time constraints, migration of sites with existing custom-coded features will be
          deferred to a future project. For the purposes of the name change, they will be re-
          branded in place.



                                                1
      Sites must be migrated “as is” with current content and structure. Generic banners and
       visuals will be used until re-branding is applied.
      One Documentum license issued per site unless negotiated for additional licenses.
      Due to the large volume of sites for migration, IT recognizes the need for assistance
       from Tier I support for general Documentum issues.
      Sites will be maintained by site content author unless previously contracted to
       EMarComm.

Usage Analysis

   These are the actors in the processes as determined to date.

   Actor                      Brief Description

   Content Author             Provides content for web presence
   Content Maintainer         Creates/maintains content in
                              Documentum.
                              This could overlap Content Author.
   Content Recruiter          Persons responsible for seeking out
                              and acquiring web information
   Content Cataloguer         Persons responsible for associating
                              taxonomy and meta-data with web
                              material
                              This could overlap Content
                              Maintainers
   Information Architect      Works with Content Authors to
                              determine site content and
                              organization, reusable content,
                              information architecture, and local
                              navigation.
   Documentum                 Maintains Documentum System
   Administrator
   Developer                  Develops new functionality for
                              Documentum System.
   Documentum Support         Provides Documentum end user
   Personnel                  support.
   Marketing Content          Writes content or provides media for
   Author                     the web presence.
   Graphical User Interface   Visual web development such as
   Designer                   CSS and visual templates.
   Audience                   Persons interested in UMR
                              information including internal and
                              external sources
   Systems                    Documentum, Oracle, Google Mini
   Advisory Group             Makes policy and standards
                              recommendations regarding the web.
   Other                      Other actors may be identified during
                              the project.




                                           2
 Scope of Work

        Migration Sizing, Planning & Resourcing
             Conduct Web Volume Inventory & Priority
             Perform site designation (where) and categorization (what template)
             Create consistent, efficient process for new site creation, site migration and
                retirement of old site
             Create process for additional functionality requests and resourcing
             Identify migration personnel resources, roles and responsibilities
             Establish migration & training timelines

        Migration Deployment – May 14 through September 15, 2007
             Deploy sites in order of priority from EMarComm
             Clean-up Legacy


Web Volume Inventory & Priority

     o    Completed – See Appendix A - Migration Priority Inventory

Site Designation & Categorization

     o    Documentum
            Administrative Units
                  Documentum administrative template
            Academic Units
                  Documentum academic template
            Official Research Centers & Labs (as recognized by OSP)
                  Documentum research template)
            Official Campus Projects (for projects such as committees)
                  Documentum admin template
            Conferences
                  Documentum admin template (until conference template is available)
            UMR Affiliated Programs deemed official
                  Documentum admin template
            Gateway & other special sites such as Campaign
                  Documentum RAD template with special CSS/Design/Functionality

     o    Documentum Department Site, Research Center Site or Blackboard*
           Non-official Research Labs & Projects
           Class Projects
              *Blackboard is not considered part of the official web as defined previously

     o    Student Council (StuCo) Server
           Student Organizations

     o    Hosted Solution
           Personal Web Sites
           Generic Requests




                                                        3
Create consistent, efficient process for new site creation, site migration and retirement of
old site

   Pre Migration Tasks: Complete by May 15, 2007

   1. Migration budget established and allocated to the project (See Budget Section)
   2. EMarComm establishes inventory of sites to migrate and their priority.
   3. EMarComm & IT denote sites with high level of complexity and mark them for rebranding in
       place, not to be migrated this summer. Refer sites to IT Applications. Instances of
       Perl/CGI must be addressed by the IT team, as they will break if left on legacy beyond our
       legal use of the UMR domain (5/1/2008).
   4. EMarComm determines designation and timeline for each site.
            a. Designation determines which template the site goes in (i.e. Research, Admin,
                 etc.).
   5. EMarComm & IT Apps work with IT Training to schedule several (10-12) training sessions
       for the summer.
   6. IT to negotiate Tier I Documentum support. IT to train Tier I in Documentum and establish
       Tier I level of Services.
   7. EMarComm establishes “War Room” in Campus Support Facility
   8. IT locates machines in War Room with standard campus install, Java and Registry needed
       for Documentum
   9. EMarComm hires and oversees student staff to complete migration.
   10. IT and EMarComm explore any and all possibilities for bulk movement of content where
       possible.
   11. EMarComm provides StuCo team with sites they must migrate onto the StuCo server.

   Repeatable Migration Process: Complete by September 15, 2007

   1. EMarComm provides each site owner with a map of their existing site and questionnaire to
       define their site structure and other required information to create the actual site in
       Documentum. Document requires return for Provost/Chancellor approval by specific date
       (to ensure compliance.)
   2. EMarComm notifies site owner of their projected migration date. Site owner is informed we
       will use current content and structure. For the purposes of this migration, we will issue one
       license per site unless the site is extremely large.
   3. EMarComm enters cname creation ticket if needed with a request that it be pointed to the
       Documentum server.
   4. EMarComm enters site creation ticket using the Site Creation Help Ticket Template, which
       includes structure, pointers to forms and location of old site - See Appendix C.
   5. IT Apps receives site creation ticket and acts on ticket as follows…
            a. Site is created in correct template (i.e. Research, Administrative, etc.).
            b. Site banner is created and uploaded from Photoshop file.
            c. Documentum account is set up and master license list is updated.
            d. Web Content author mailing list is updated.
            e. IT sends training invite to content author and coordinates their training.
   6. IT Apps hands ticket back to EMarComm after site creation.
   7. IT creates Forms as needed including any forms for sites currently in Documentum.
   8. EMarComm oversees migration staff doing actual content migration.
   9. EMarComm verifies keywords are created with pages to ensure site searchability.
   10. EMarComm creates Javascript or Flash functionalities as needed.
   11. Where possible and reasonable, EMarComm will create reusable chunks of data to be
       used across sites.
   12. EMarComm verifies content completed and oversees site testing in standard set of
       browsers.
   13. EMarComm enters site deployment and web volume clean-up ticket.
   14. IT Apps receives site deployment ticket and acts on ticket as follows...


                                                4
           a. Requests IT Security to run security application against site.
           b. Enters Change Management ticket for promotion management
           c. IT updates the server host map file with the new url, verifies promotion, and checks
              that the site is live in production.
           d. IT updates Broken Link utility with old url’s that will now be broken.
           e. IT burns a CD of the old web volume and passes burned CD to content author
           f. IT deletes previous versions of web site from web volume server
   15. IT Apps passes ticket back to EMarComm team for closure
   16. EMarComm notifies site owner their site has been migrated and is complete in production.
   17. EMarComm closes ticket.


Create process for additional functionality requests and resourcing

   Additional functionality requests will be recorded in Portfolio Management system and deferred
   to a future project. This project only addresses sites marked for migration.


Identify Migration Personnel Resources for Official Web

       Required Resources, Roles & Responsibilities
            Migration Project Manager (EMarComm)
              (100 sites X 2 days per site = 9.5 months FTE * $45 = $72,000)
              *20 week time estimate based on May 1 – September 15
                    Establishes migration priority and timeline, creates site map
                    Communicates with content authors on migration (site map, estimated
                       migration date, doc and images in Documentum) (2 hour)
                    Enters cname creation tickets as needed (1/2 hour)
                    Freeze old site from updates
                    Enters site creation requests as tickets - See Appendix C – Site Creation
                       Help Ticket Template (2 hours)
                    Oversees migration staff doing actual content migration (5 hours)
                    Oversees site testing (2 hours)
                    Enters site deployment and web volume clean-up ticket (1/2 hour)
                    Project overhead (2 hours)
            Development Project Manager (ITApps)
              (100 sites X 1 day per site = 4.75 months FTE * $45 = $36,000)
                    Receives site creation ticket
                            Delegate site creation with html control and verify site created
                               with correct template (i.e. Research versus Administrative) (1/2
                               hour)
                            Crawl and scrape web volume for structure from site map, image
                               files and documents and place in Documentum.
                            Communicate/Delegate Forms creation and testing (1/2 hour)
                            Create and upload site banner from Photoshop file (1 hour)
                            Sets up Documentum accounts and maintain license master list
                               (1 hour)
                            Coordinate content author training with Documentum training
                               team (1/2 hour)
                    Hand ticket back to Migration PM after site creation
                            Assign site to worker
                            Migrate content using site map and current site for direction and
                               checklist
                            Assign to different worker to test/double check/browser test
                            Notify site owner for site check and approval



                                                5
                                Update Master List
                          Receives site deployment ticket.
                                Request site security review (1/2 hour)
                                Turn off html control and enters CM ticket if needed (1/2 hour)
                                Verifies site deployment (1/2 hour)
                                Passes burned CD to content author (1/2 hour)
                                Verifies web volume removal (1/2 hour)
                                Passes ticket back to Migration PM for closure
                        Coordinates Documentum issues with Tier 1 (1 hour)
                        Communications (1 hour)
                  Documentum Developer (ITApps)
                  (100 sites X 1 day per site = 4.75 months FTE * $45 = $36,000 + Forms work)
                        Creates Site based on ticket request (2 hours)
                        Deploys site to production (CM, Promotion Manager, Notify) (2 hours)
                        Provide burned CD of web volume to Development PM (1 hour)
                        Decommission and delete web volume after deployment (1 hour)
                        Handle Broken Link entries (2 hours)
                        Create and test web forms as needed (4 hours per form)
                        Tier II Documentum support (1 hour)
                  Migration Staff (EMarComm)
                  (100 sites X 3 weeks per site / 20 weeks* = 15 FTE x $10 = $120,000 )
                        Migrates content into Documentum including keywords for every page
                        Tests site
                  Documentum Trainer (IT Communications)
                  (100 sites X 1 author per site / ~15 per class times 4 hours * $45 = $1,500)
                        Conducts Documentum training sessions
                  Tier 1 End User Support (IT Tier I)
                        Assists with Documentum issues

Establish Migration Timelines

        See Appendix A for Site Prioritization and Timeline - Completion date for this project is
        September 15, 2007.

        See Appendix B for Training Timeline

Deploy Sites in Order of Priority as set by EMarComm

        See Appendix A for Site Prioritization - Completion date for this project is September 15,
        2007.

         Deploy sites using current content and information architecture.
         Schedule sites that may need additional functionality beyond what is currently available in
          the web portfolio. For purposes of rebranding, sites with a large scope of functionality will
          be re-branded in place.

Clean Up Legacy

         Migrated sites to be removed from Legacy servers. (Web volume and/or tilde - for sites
          already migrated and as new sites are moved).
         Site owner will be provided a burned CD for back-up.




                                                   6
MIGRATION BUDGET


                                                Migration Plan Budget Proposal


                                                        Description of     Unit Cost   Unit       Total
                               Product                     product
Hardware Total     Work Stations                                           $
                                                     w/standard build and Java 1,000     15 $      15,000
Software Total     Documentum Licenses                                    $      385    125 $      48,125
Advertisement                                                                                 $      350


Personnel          Migration Project Manager*        E Mar Comm           $       45   1600 $      72,000
                   Development Project Manager*      IT Apps              $       45    800 $      36,000
                   Documentum Developer*             IT Apps              $       45    800 $      36,000
                   Migration Staff                   E Mar Comm           $       10   12000 $ 120,000
                   Documentum Trainer*               IT Communications    $       45     60 $       2,700
                   End User Support*                 IT Tier 1                                $       -
Total Personnel                                                                               $ 266,700


Totals                                                                                        $ 330,175




FUTURE PROJECTS

        Formation of a Campus Web Team – Propose hired resources devoted specifically to
         the web as a form of electronic marketing communications
        Comprehensive Maintenance, Training & Support Plan
              Establish menu of services, service level agreements and contractual
                arrangements
              Provide on-line training module
              Establish change management process for site enhancements
              Policy for the development/maintenance of non-official web information such as
                personal web sites, small research entities.
        Continual Platform Improvement – this will be addressed as a series of projects
                    o Web Forms
                    o Campus Calendar Solution
                    o Digital Asset Manager
                    o Next Generation Web Management Tools




                                                       7
PROJECT TEAM :

  Key Stakeholder(s)

     Electronic Marketing Communications
     UMR IT
     UMR Web Committee

  Project Team Members

  UMR Communications
   Andrew Careaga, Director

  UMR Electronic Marketing Communications
   Cheryl McKay, Manager
   Mark Remer
   Kevin Tharp
   Migration Staff (to be hired)

  UMR IT Applications
   John Bax, Director

  UMR IT Applications Development
   Lorie McMillin, Manager
   Lance Callaway
   Perry Koob
   Brooke Sims
   Jennifer Song
   Rich Welch




                                            8
PROJECT PLAN APPROVAL
This project plan accurately reflects our technical, organizational, business inputs and estimates.
We believe the plan to be complete, well founded, realistic, and viable.

We, the undersigned, accept this document as a stable work product to be placed under formal
change control as described by the Change Control Procedure document.



                                                                                               Date
                        Name & Title                                     Signature
                                                                                              Signed

   UMR Executive Sponsor; Brian Buege

   UMR Executive Sponsor; Connie Eggert

   Director of UMR Communications, Andrew Careaga

   Director of IT Applications, John Bax

   Manager of IT Applications Development, Lorie McMillin

   Manager of Electronic Marketing Communications,
   Cheryl McKay



REVISION HISTORY

       Date         Version                                Description                        Author
       4/10/2007           1.0   Document Initiation                                   John Bax

       4/26/2007           2.0   Document Elaboration                                  Lorie McMillin

                                                                                       Bax, Careaga, McKay,
         5/4/2007          2.1   Documentum Refinement
                                                                                       McMillin




                                                       9
APPENDIX A – SITE PRIORITIZATION AND TIMELINE
Site prioritization and timeline - Insert from Migration Priority Spreadsheet

APPENDIX B – DOCUMENTUM TRAINING TIMELINE
Training will be conducted on a weekly basis beginning the week of May 21, and continuing
through the end of September. Scheduling of post migration sessions will be assessed based on
need. IT will coordinate training with each content author based on the migration schedule.


APPENDIX C – SITE CREATION HELP TICKET TEMPLATE

Requested By:
Requestor’s Email:
Site Department, Contact & Address:

Site Name (URL):

Full Site Name: (e.g. Admissions):

Web Author(s): (maximum of 1 for small sites, 2 for large sites)

Keywords:

Meta Description:

Site Title:
(Limit of x characters)

Web Publisher Parent Category:
(e.g. Admissions is under Enrollment Management)

Web Publisher Template:
(e.g. Research or Administrative)

Site Structure:
        Example –
                         Folder 1
                              o Subfolder1
                         Folder2
                         Folder3
                              o Subfolder1
                              o Subfolder2
                              o Subfolder3
                         Home
                         Folder4
                              o Subfolder1
                              o Subfolder2

Web Forms to Migrate:
      Example – Information Request Form 1 – http://www.umr.edu/formaddress.html

Web Volume(s) to Remove:
      Example – http://campus.umr.edu/cashiers



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