Printer FriendlyWeb Services has implemented a content management system or CMS, which allows users to edit and update Web content in an easy-to-use format. Below is an overview of the CMS and some of the most frequently asked questions. If you have additional questions, please contact Elaine Keough, web communications director, or Gerry Nelson, web director.
- What is a CMS?
- Why do we need a CMS?
- What are the benefits of a CMS?
- What does content include?
- What product did the campus purchase?
- What does this mean to me?
- Why are we using templates? I like my existing design.
- How do I make updates?
- What is a workflow? Does that mean I can’t add what I want?
- What if I don’t want to make my own updates?
- How soon can my site be done?
- Do I have to put my site into the CMS?
- What about faculty pages?
What is a CMS?
A content management system or CMS is a browser-based software solution that makes it easier to maintain web sites. The content (text) is separated from the graphical design and navigation. Web site maintainers do not need to know HTML editors such as Dreamweaver or FrontPage. Instead, content can be edited using a text editor within the software.
Why do we need a CMS?
The university hosts more than 125,000 pages from approximately 200 sites. While many departments maintain their pages themselves and do a good job, the majority of departments do not have the time and expertise to maintain their own pages. This results in a lot of outdated and redundant information on the web site. There is also a lack of consistency across pages. Both of these problems will be resolved with the CMS.
What are the benefits of a CMS?
More frequently updated, more consistent and less redundant content will be some of the immediate benefits. There is also the capacity to share information to make the site even more dynamic. For example, news that is published by the Public Affairs Office about a new research grant could also be featured on the Research Administration page, the department’s page and the center’s page – without having to physically add it to those pages.
The CMS allows the University to be better positioned in search engines and to adhere closer to American with Disabilities Act standards (508 compliance) by forcing the use of metadata and alt tags for each page. Also, a navigation menu has been created to expand as necessary, allowing page readers to work well on all the sites.
What does content include?
Content includes words and images on a website. There is also some room for customization of the navigation structure.
What product did the campus purchase?
Serena Collage was chosen by a committee after seeing demos of several products. Serena was determined to be the easiest to use for the typical user and also powerful enough to do the “backend” tasks.
What does this mean to me?
You don’t need to know HTML to maintain your page. Collage is as easy to use as a word processor. Training will be provided by Information Technology.
Why are we using templates? I like my existing design.
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Wireframe of template option for new university website. |
How do I make updates?
Each department will be asked to designate a content maintainer. This person will be trained how to use the software and will make updates to the new website as needed using a workflow within the software.
What is a workflow? Does that mean I can’t add what I want?
Each department will work with a content writer to establish a workflow specific for the department. A workflow is a series of approval steps within the software. For example, the maintainer for the department may be a grad student. The grad student makes the changes, which are then sent onto the department chair for approval, once the chair signs off, it is sent to the web content manager for final approval. Final approval is simply to make sure there is consistency, no typos, etc. It is not intended to be a watchdog feature.
What if I don’t want to make my own updates?
We are encouraging all departments to designate a faculty or staff member to maintain their web sites. Students can be trained to maintain sites. It is recommended that the student's supervisor also be trained. Training will be provided by Information Technology.
How soon can my site be done?
A simple site (just a few pages) may only a few weeks to develop. More complex sites with lots of content and special web applications could take several months.
Do I have to put my site into the CMS?
Yes. All “promotional” pages of the university will be required to be in the CMS. There are a few reasons for this – to maintain consistency, to more easily update pages and to eliminate redundant information.
What about faculty pages?
Faculty pages are not part of this current implementation. For now, faculty can continue to host their pages on the faculty server and link from faculty profiles on the department pages.
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