DRAFT OIT Drupal Inventory Worksheet Hello We look forward to helping you create or move existing content into the OIT Web site The new OIT site uses the Drupal Web content management system

							  DRAFT: OIT Drupal Inventory Worksheet
Hello!

We look forward to helping you create or move existing content into the OIT Web site. The new
OIT site uses the Drupal Web content management system (CMS), which is quite a bit different
from conventional web/directory systems.

Please use this worksheet to prepare for an Inventory Review Meeting, which will be scheduled
with members of the Information Architecture Team This meeting will help us determine the
best Drupal “containers” (which are called Content Types in our Drupal instance) for your
content and how to assign access roles and responsibilities for your content providers. You will
be asked to attend a hands-on Drupal training class before being given access roles to enter
content in the new system.

If you need help completing this worksheet, please email oit_pubs@remedy.ncsu.,edu.


Name and OIT unit:
Email address:
Unity ID:

Follow these steps to prepare for the Inventory Review Meeting with the Information
Architecture Team:

   1. Describe the service or content you are planning to move to the OIT Web site.
      Ensure that your description is in terms of services offered, and is not based on your
      organizational units. This is important, because the objective of the OIT Web site is to
      present a cohesive, service-based portal for OIT services to efficiently and effectively
      contribute to our customers’ success. We want them to be able to identify and use our
      services without regard to our underlying organizational structure.
   Does your content have an existing Web site?

   Yes (please list all URLs)
   No

   If yes, do you anticipate deleting or modifying content when moving it into the Drupal
   system?
   Yes
   No
   Don’t know at this time

   Identify pages that use scripting code, such as PHP, ASP, JavaScript, or any other kind of
   scripting language. Please list URLS:




   Does the content you plan to move represent a single service or does it represent multiple
   services?

   Single

   Multiple


2. Identity where you think your information would best fit within the service and customer-
   oriented structure of the new OIT Web site. Hover over the word “Services” at the top of
   the http://oit.ncsu.edu page. Your services should fit (or be fitted) into this area if at all
   possible.

   While the services will no longer be associated with their units, there is a place to put
   content that describes your unit. Hover over the word “About OIT” on the
   http://oit.ncsu.edu page. Then select “OIT Units.” Consider any information about your
   unit that you’d like to place there.
   If you have content that doesn’t seem to fit in either of those areas, from the
   http://oit.ncsu.edu page, hover over “Help &Support” and “About OIT > For OIT Staff”
   to see if there is a fit in any of those areas.




3. List or sketch out the organization of your content
   Please create either a graphic or an outline of your content to take to the Inventory
   Review Meeting. (Use a separate document if necessary.)




4. Identify any web pages or content you would like to restrict from open/public
   NCSU only:
   OIT only:
   Closed list only (please describe):




5. Identify special features or content types for your website:

   Would you like your website visitors to be able to comment directly on your content?
   (see, for example the OIT Strategic Operations Plan forum http://oit.ncsu.edu/sp/sop-
   forum)


   Are there interactive features or portions of your existing site that will not be moved into
   the main OIT Drupal website system?


   Other issues or requests?



6. For each service or separate category of information (Content Type), please identify the
   users who will be responsible for providing and editing the content and who will need to
   have access to content container. (The initial row is filled out as an example.)

    Content type
     (Service name,   Name         Unity ID               Roles and Responsibilities
          etc.)
                     John                        John will be a content creator and the
   News              Martin                      backup editor for all pages, and he will need
                               jmartin3
   Releases                                      to be able to publish a reviewed page to the
                                                 site.




7. Identify your “site management workflow”

   The process used to update the pages representing your service needs to be articulated,
   agreed to, and perhaps documented. Consider answering these questions to help you
   devise an effective and efficient workflow:

      a. Will you have an editor who will edit pages for typos, grammar, style, and other
         things like adherence to naming conventions and site structure before an update is
         published?

          Yes

         No
      b. If you have an editor, will there be a backup person designated to cover in his or
         her absence?

          Yes
          No

      c. If you have an editor, will the ability exist to publish pages in certain instances
         without going through him or her?
             Yes
             No


             If yes, consider devising published criteria so that it's clear to everyone in your
             organization when they can and cannot circumvent the editor.

          d. Are you going to have multiple people with the ability to publish new or updated
             pages?

Things to consider when moving or creating your content in the Drupal site:

      Formatting issues (Keep it simple and accessible!)

      In keeping with industry trends toward multi-channel publishing, the Drupal content
      management system separates content (text, images etc.) from the presentation and
      formatting of the content. The OIT Drupal template will automatically provide a unified
      OIT look and feel and much of the navigation for the content you provide. This may
      require a shift in thinking for content providers who are also used to being web/interface
      designers.

      The tinyMCE HTML editor has only the most basic formatting features. As much as
      possible, strip fancy formatting from the content before moving into Drupal.

      However! Remember to keep accessibility features intact! For complex data tables, you
      may need to create in a more sophisticated HTML editor to assure the talbe has the
      proper “read order”; Excel renders accessible documents, so they may be saved as pdf
      and uploaded to the Drupal page)

      Page Titles
      Titles of pages are used to create the "breadcrumbs" (i.e., navigation history markers) and
      the URL in the Drupal system, which means they should be as concise as possible.
      (Double-check for spelling before saving a title in Drupal).

      Links
      URLs for internal as well as external information.

      Audience
      Whether your content is geared toward one of the following specific audiences: Student,
      Faculty & Professional Staff, Researcher, OIT Staff, or Administrative Staff.

      Page Types
      For each of your Drupal “Content Types,”you will have the option of chosing several
      “Page Types.” Drupal automatically uses these to provide an additional way to categorize
your information. Current Page Types include Contact Us, FAQs, Home Page, News and
Events, Online Forms, Reports, Rules & Regs, and Tutorials.

Training
You will be asked to attend a hands-on Drupal training session before you are assigned
your access permissions and roles to enter content in the OIT website: Sessions will be
posted at http://webapps.ncsu.edu/classmate/