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Project Principle at Uts

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					  SUMMARY PAPER ON THE REDEVELOPMENT OF UTSWEB INFORMATION ARCHITECTURE (IA)


INTRODUCTION

Beginning in 2006, the UTS website will undergo significant redevelopment, beginning with the
revision of the information architecture.

This paper summarises the approach that is being proposed to redevelop the UTSWeb information
architecture. It is the intention of this paper to outline a rationale for the needed change and to
put forward a proposed project strategy. It provides an indication of the range of stakeholders that
need to be consulted in making such a change and puts forward a recommended new UTSWeb
information architecture structure, together with recommendations for development and an
indicative timeline for development.


RATIONALE FOR THE UTSWEB IA REDEVELOPMENT PROJECT

The current UTSWeb information architecture was developed and launched in 2000. It was based
on a user-centred and research-based process, and its design was underpinned by principles
derived from the research literature available at the time. In the intervening 5 years some of UTS’s
internal requirements have evolved, as have those of the UTSWeb’s target users. Other changes
occurring during this time include the availability of new web services and the emergence of new
web technologies and standards.

A review of the existing UTSWeb publishing environment has identified the following issues for
consideration:

      UTSWeb policies. The Publishing on the UTSWeb policy was approved by Council in
       December 2004. According to the policy, a key feature has been the introduction of “a
       category system that enables a clear distinction to be made between the different types of
       information generated from time to time that may need to be published.” It also outlines
       the conditions for publication specific to each category. This development means that
       some categories must also conform to UTS Web Style guidelines and standards, such as
       information from categories 1 – 3. The policy also includes a condition for the publication to
       Category 1 (Core UTS Information) such that the information is published from a single
       source only (i.e. referenced or fed via a link from the authoritative source).

      New developments. There is opportunity to incorporate new UTSWeb initiatives currently
       under development into the next generation of the UTSWeb IA. Two of these are the UTS
       News Room and the ”MyUTS” profiled areas for staff and for students. Similar to the UTS
       Events Calendar, the UTS News Room initiative proposes enabling news to be submitted to a
       single repository for authorised publication across different subsites such as those relevant to
       specific faculties or audience-based subsites. Once fully functional, the News Room will
       enable information to be available for display on other web pages or websites. Users could
       also “subscribe” to new items of interest to them. The ”MyUTS” profiled areas for staff and for
       students provides opportunity to further break down the silo-based approach to information
       provision. Much of this information is currently available to staff or students only by visiting
       different UTSWeb operational area sites (such as on the HRU, IML, FSU, Staff notices and
       other administrative unit subsites). This will provide better profiled and personalised access
       to information than the long lists of links currently on the Current students and Working at UTS
       web pages

      New technologies. New technologies enable content from one authoritative source to be
       available for display across multiple web pages or on other websites. The UTS Events
       Calendar is one example, enabling multiple authors to enter event data into a centralized
       system to display aggregated events listings or to publish specific event listings to selected
       sites or pages. The UTSUnion web site uses this technology to display events listings on its

                    Summary paper on the redevelopment of UTSWeb information architecture,              1
                 Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
       homepage and event category areas as well as publishing the same data to the UTSEvents
       calendar pages.

       Another available option is the use of RSS (Really Simple Syndication) that enables the
       content from one authoritative source such as news headlines and announcements to be
       available for display on other web pages via a feed or link. These types of syndication
       technologies facilitate compliance with the new Publishing on the UTSWeb policy as they
       enable the use of direct feeds or links to UTS core information from its authoritative source.
       The Course Information System (CIS) already provides feeds based on this principle,
       enabling course information to be published directly from the one authoritative source to
       UTSWeb faculty and subsites.

       Web logs or “Blogs” have become a popular format for personal web publishing via
       content management systems in the commercial, local and global World Wide Web. The
       potential of Blogs for use in learning and teaching as well as administration applications
       such as knowledge management is only just being trialed at UTS. The next generation of the
       UTSWeb IA needs to consider the ways in which Blogs might be influential in determining
       information provision, structure and publishing at UTS. A pilot project involving provision of
       student blogs relating to their UTS experience will be undertaken during Autumn semester
       2006 for example.


PRELIMINARY RESULTS OF THE UTSWEB IA REVIEW

A preliminary audit of the existing UTSWeb information architecture has identified the following
issues:

      New core services have been added to the current UTSWeb since the inception of the
       current IA in 2000. These include the UTS Events calendar, CIS (Course Information System),
       MyStudentAdmin, Neo, and products of LDAP such as the Staff Directory.

      Core information services, tools and facilities are scattered throughout the UTSWeb IA and
       could be made more accessible if grouped together under a meaningful label. Access to
       this group of core information tools and facilities could be located in a prominent position
       with other UTS wide utilities on every UTS webpage. These resources include the new core
       information services as listed above as well as the Staff Directory, Web Publishing, Course
       development, Handbook, Calendar, UTS Legislation, Rules & Policies, News, Library,
       UTSOnline, Email, Class timetables.

      There is an increasing amount of both regular and irregular temporary information items that
       need to be available on the UTSWeb for specific periods of time. Many of these are related
       to either regular promotional activities (Advisory Day, Information Day, Orientation) and
       academic year announcements (Exam results notifications, Graduation ceremonies,
       Student applications and enrolment notifications, International students announcements) or
       UTS infrastructural activities that need to appear for a period of time on a one off basis
       (Kuring-gai update, Projects and reviews of the Senior Executive, Student Service Delivery
       Review, Student Rules Review, New Developments, Course development, Athens,
       UTS4Science). There is a need to highlight many of these information items from time to time
       and to ensure they are available from appropriate areas of the UTSWeb.

    There is an ongoing need to breakdown “silo-based” approach to information provision on
       the UTSWeb. Much core UTS information resides within organisational sub-sites rather than
       under meaningful categories relevant to UTSWeb target user information seeking behaviour.




                    Summary paper on the redevelopment of UTSWeb information architecture,              2
                 Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
RECOMMENDED STRATEGY FOR REDEVELOPMENT OF UTSWEB IA

An option exists to redevelop the UTSWeb IA by making modifications to the following areas based
on consultation with key UTSWeb content stakeholders and user testing:

      Structure
       If agreement was reached to consolidate UTSWeb subsite content to key top level pages
       then it would be possible to both meet the needs of UTSWeb key target user as well as
       improve access to new and existing UTSWeb initiatives (including key UTSWeb core
       information tools and services). It is recommended that the “industry standard” of using an
       “information for” and “information about” grouping of information be adopted to improve
       the findability of information.

      Navigation
       It is recommended that the redesign of the UTSWeb include some additional navigational
       elements in reference to the newly proposed information architecture. These would
       complement a new interface design.

      Interface & Design
       It is recommended that the UTSWeb homepage interface be redesigned to meet the needs
       of the new information architecture. The following homepage interface elements are
       recommended for consideration within the new design (some of these may or may not be
       also included on sublevel pages):
             o Unified Global Brand and Utility Banner
             o Significant Visual promotional billboard area for news and promotions (including
                Orientation, Advisory Day, Info Day) - this area might be able to change according
                to time of academic year and or at random or time of day (depending on
                requirements)
             o Inclusion of a “For” grouping navigational system (it is possible that this menu only
                needs to be available on the homepage interface and not across all other UTSWeb
                pages)
             o Inclusion of an “About” grouping navigational system
             o Feature areas for visual and textual promotion of specific events, news or
                announcements
             o Headline display areas for dynamically generated content for news, events and
                announcements.
             o “Breadcrumbs” (a “you are here” link trail display)
             o Footer

      Content
       It is recommended that content at the top level pages of the UTSWeb be reviewed in
       regard to the proposed UTSWeb information architecture. Newly defined sections will
       require content to be written or provided by relevant areas.


Attachment 1 lists new and consolidated sections of the UTSWeb that would meet the needs of all
UTSWeb user groups:

Attachment 2 depicts the new structure as a hierarchical blueprint.

Attachment 3 details major changes from current UTSWeb IA to the new structure.




                   Summary paper on the redevelopment of UTSWeb information architecture,              3
                Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
BENEFITS TO BE DERRIVED FROM THE SUCCESSFUL IMPLEMENTATION OF NEW UTSWEB IA

   •   Improved user experience of the UTSWeb as one unified organisation rather than a
       collection of separate gateways of information
   •   Logical access to new web initiatives (e.g.: News room, Neo, One Stop Student
       Administration)
   •   User expectations met by adopting the “industry standard” approaches to; category
       grouping (Information For, Information About methodology), nomenclature and clustering
       of university information
   •   Improved access to corporate information (e.g. About the University)
   •   Improved access to course information
   •   Improved access to core UTS information, tools and services
   •   Better profiling and consolidation of information for key target users (students, staff, visitors)
   •   Reduced duplication of core UTSWeb Information resulting in greater accuracy
   •   Improved access to information by consolidation of information previously accessible only
       from organisational sub-sites
   •   Better access to enterprise wide utilities (search, site map, site index, contacts, news &
       events)
   •   Improved usability and accessibility of UTSWeb pages by semantic grouping and labeling of
       categories
   •   Improved access to contact information available on every UTSWeb page
   •   Improved navigability of the UTSWeb via enterprise-wide navigation elements
   •   Improved management of the UTSWeb IA achieved by implementation of standards and
       guidelines



MANAGEMENT OF UTSWEB IA AND RELATED SUBPROJECTS

The Web Management Group is the nominated Project Sponsor for UTSWeb IA redevelopment. In
addition, an Operational Project Team within IML has been formed to manage the UTSWeb IA
redevelopment and related subprojects.

There may also be merit in establishing a Reference Group to provide advice and feedback to the
Operational Project Team within IML on an as needs basis.


ASSISTANCE THAT WILL BE PROVIDED BY THE OPERATIONAL PROJECT TEAM

The following actions will be resourced from IML:

   •    Project management of all phases of the project
   •    Facilitation of consultation and feedback gathering forums with key UTSWeb stakeholder
        representatives
   •    Development of IA blueprints and plans
   •    Production of structural prototypes
   •    User testing evaluations
   •    Identification of content area development
   •    Content development planning & management
   •    Development of standards and guidelines




                    Summary paper on the redevelopment of UTSWeb information architecture,              4
                 Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
STAKEHOLDERS

An indicative outline of the UTSWeb content stakeholders has been identified as follows:

                                  Grouping
                     Top level Categories              Content Stakeholders
                     The University                    GSU, FMU, FSU, PQU, MCU
About UTS:




                     Faculties                         (All faculties)
                     Research & Innovation             Research & Innovation Office
                     UTS International                 International Office
                     Courses                           Faculties, GSU. UGS
                     Teaching & Learning               IML, PQU, ELSSA, Library, TLC

                     Prospective students              SAU, SSU, MCU
                     Current students                  SAU, SSU, ITD, ELSSA, GSU, UTSUnion, Library, E&D
Information For:




                     International students            International Office
                     Prospective staff                 HRU
                     Current staff                     HRU, IML, E&D, FMU, FSU, EHS, PQU, GSU
                     Graduates & Alumni                Alumni Office/Graduate Connections
                     Industry & Community              Research Office, SSU, Shopfront, UTS Connections, UTS Childcare,
                                                       Acupuncture Clinic, UTSUnion, UTS Community Legal Service
                     Visitors                          All


                     News & Events                     MCU, All



COMMITMENT REQUIRED FROM STAKEHOLDER GROUPS

In order to fulfil the objectives of this project the UTSWeb content stakeholders will need to commit
to undertaking the following:

•                  Engage in a process of decision making to resolve all structure and content development issues
•                  Agree on the proposed new UTSWeb IA structure
•                  Cooperate with other content stakeholders to plan and produce consolidated content areas
                   as identified in the proposed UTSWeb IA structure
•                  Produce content outlines and actual content identified in the proposed UTSWeb IA structure by
                   the required dates


KEY STAGES OF THE PROJECT

Stage 1                         Consultation with key stakeholders to gather feedback on proposed new UTSWeb IA
                                structure

                                Outcomes:        agreement on: the proposed UTSWeb IA structure,
                                                 identification of: IA structure & UTSWeb content development issues.

Stage 2                         Development of content as identified by UTSWeb IA plan

                                Outcomes:        production and delivery of: content outlines and new content for
                                                 identified consolidated areas,
                                                 delegation of: Owners of Information and Authorising Officers

Stage 3                         Development and testing of UTSWeb IA prototypes with target users

                                Outcomes:        finalisation of: UTSWeb IA structure,
                                                 user acceptance: of final UTSWeb IA prototypes
                                    Summary paper on the redevelopment of UTSWeb information architecture,              5
                                 Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
Stage 4           Implementation of the new UTSWeb IA

                  Outcomes:         production of: new UTSWeb structure based on IA plan

Stage 5           Ongoing Management

                  Outcomes:         development of: standards and guidelines detailing procedures for
                                    ongoing review and development of UTSWeb IA


INDICATIVE TIMELINE FOR THE IMPLEMENTATION OF PROJECT




PROPOSED RECOMMENDATIONS

    1.       That the UTSWeb IA be modified on agreement from the identified content stakeholders
    2.       That new consolidated content is created as identified by the UTSWeb IA plan
    3.       That prototypes of the new UTSWeb IA structure are tested with identified key target
             users
    4.       That new technologies such as RSS be considered for the provision of content in regard
             to the proposed new UTSWeb IA
    5.       That UTSWeb navigational and interface elements be designed in relation to the
             proposed new structure
    6.       That the UTSWeb IA is managed by the development of standards and guidelines that
             detail procedures for ongoing review and periodic change as required.


Note:

Further details on the background of the redevelopment of the UTSWeb information architecture project are available in a
full paper presented to the Web Management Group on 2 February 2006 entitled “Vision statement for the next generation
of UTSWeb information architecture”.



                       Summary paper on the redevelopment of UTSWeb information architecture,                              6
                    Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
  ATTACHMENT 1: NEW UTS WEB STRUCTURAL OUTLINE AND CONTENT DESCRIPTIONS
  Attachment 1:
                                 Grouping
                   Top level Categories          Description

                                                 A new category that provides high-level information that can
                                                 currently only be found within the GSU, FMU & PQU subsites. It also
                                                 includes information from the current “About UTS” section
                   The University
                                                 (Addresses & maps, Mission and strategy, UTS
About UTS:




                                                 Executive, Facts and Figures, Centres and Institutes, Administrative
                                                 divisions)
                   Faculties                     A complete list of all faculties and schools as on the current site
                   Research & Innovation         As on the current site
                   UTS International             As on the current site
                   Courses                       Moved here to a higher level to increase access to course
                                                 information (cross links to “prospective students” in the ‘For’ section)
                   Teaching & Learning           As on the current site
                   Prospective students          This section includes information as at the current site as well as
                                                 some relocated content specific to Prospective students; Why study
                                                 at UTS?, Applying & Enrolling, Fees & Scholarships, Jobs & Careers,
                                                 University Life, Virtual Open Day, Living in Sydney. Cross links to
                                                 “Courses” in the “About section. Content is consolidated from that
                                                 available on MCU, SSU, SAU subsites.
                   Current students              This section includes information consolidated from SAU, SSU, Library,
                                                 ITD, Student Help Web, UTSUnion, Orientation, ELSSA and Equity &
Information For:




                                                 Diversity
                   International students        As on the current site
                   Prospective staff             A new section for employment announcements & staff induction
                   Current staff                 A new section for current staff (incorporating the Working at UTS
                                                 project) and consolidating information from HRU, IML, FSU, PQU,ITD,
                                                 Equity & Diversity and staff notices
                   Graduates & Alumni            Consolidation of information available from the Graduate
                                                 connections and Graduations subsites
                   Industry & Community          A new category for those interested in working with UTS or utilising
                                                 UTS’s facilities & services: Gallery Functions Centre, Gallery, Shopfront
                   Visitors                      A new site intended to orientate external visitors (non-staff, non-
                                                 students) to key information available elsewhere on the UTSWeb
                                                 (cross links to Maps and directions, Access maps, Parking &
                                                 Accessible Parking, Functions Centre, UTS Gallery, The Library etc)
                                                                                                For: Students Staff
                   Webmail                       http://www.uts.edu.au/email/                            √           √
                   UTSOnline                     http://online.uts.edu.au                                √           √
                   One Stop Student              http://www.uts.edu.au/onestop/studentadmi               √           x
MyUTS




                   Admin                         n/
                   Neo                           http://neo.uts.edu.au/                                  x           √
                   Class timetables              http://timetable.uts.edu.au/                            √           √
                   Library                       http://www.lib.uts.edu.au/                              √           √
                   Handbook                      http://www.handbook.uts.edu.au/                         √           √
                   Search                        As on current site
  Utilities




                   Site Map                      As on current site
                   Site Index                    As on current site
                   Staff Directory               As on current site
                   News & Events                 A new top-level section consolidating content available from the
                                                 “Newsroom” and “Events Calendar” as well as aggregation of UTS
                                                 Announcements.
                   Contacts                      A new top-level section providing access to contact information

                                   Summary paper on the redevelopment of UTSWeb information architecture,                7
                                Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
ATTACHMENT 2: DRAFT NEW UTSWEB IA BLUEPRINT




                 Summary paper on the redevelopment of UTSWeb information architecture,              8
              Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
ATTACHMENT 3: MAJOR CHANGES FROM CURRENT UTSWEB IA TO THE NEW STRUCTURE.




                                       Summary paper on the redevelopment of UTSWeb information architecture,              9
                                    Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06
ATTACHMENT 4: REFERENCE LIST OF UTSWEB URLS.

Advisory Day: http://www.advisoryday.edu.au
Athens: http://www.uts.edu.au/new/athens/
Calendar: http://www.handbook.uts.edu.au/cal/index.html
Class Timetables: http://timetable.uts.edu.au/
Course Development: http://www.uts.edu.au/work/coursedevelopment/index.html
Course Information System (CIS): http://datasearch.uts.edu.au/cis/edit_cis/documentation
Financial Service Unit (FSU): http://www.fsu.uts.edu.au
Handbook: http://www.handbook.uts.edu.au/
Human Resources Unit (HRU): http://www.hru.uts.edu.au
Information Day: http://www.infoday.uts.edu.au
Information for Current Students: http://www.uts.edu.au/students/index.html
Institute for Interactive Media and Learning (IML): http://www.iml.uts.edu.au
Kuring-gai update: http://www.uts.edu.au/about/executive/kuringgai/index.html
Legislation, Rules and Policies: http://www.gsu.uts.edu.au/lrp.html
Library: http://www.lib.uts.edu.au
Neo Finance and HR System: http://www.neo.uts.edu.au
New Developments: http://www.uts.edu.au/new/dev/index.html
One Stop Student Administration: https://www.onestopadmin.uts.edu.au
Orientation: http://www.orientation.uts.edu.au
Projects and reviews of the Senior Executive: http://www.uts.edu.au/about/executive/projects/index.html
Publishing on the UTSWeb Policy: http://www.gsu.uts.edu.au/policies/webpolicy.html
Staff Directory: http://email.itd.uts.edu.au/webapps/directory
Staff Notices: http://www.uts.edu.au/staff/notices
Student Administration Service Delivery Review: http://www.uts.edu.au/work/saservice
Student and Related Rules Implementation website: http://www.uts.edu.au/work/rules
UTS Email: http://www.uts.edu.au/email
UTS Events Calendar: http://www.events.uts.edu.au
UTS News: http://www.uts.edu.au/new/index.html
UTS Web Publishing: http://www.uts.edu.au/web
UTS4Science: http://www.uts.edu.au/about/executive/uts4science/index.html
UTSOnline: http://online.uts.edu.au
UTSUnion: http://www.utsunion.uts.edu.au
Working at UTS: http://www.uts.edu.au/work/index.html




                       Summary paper on the redevelopment of UTSWeb information architecture,              10
                    Prepared by Scott Bryant, Institute for Interactive Media and Learning, UTS, 16/3/06

				
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