HPU.EDU SITE MIGRATION PROCESS October 15 th, 2001

Transcription

1 HPU.EDU SITE MIGRATION PROCESS October 15 th, 2001

2 The Timeline for the Build, Training and Migration Task Expected completion Responsibility Hannon Hill QuickStart Service 8/27 Hannon Hill Template review/modification 10/19 Tony, WS CMS training 10/27-10/29 Tony Content development Migration 10/27-12/10 Tony, content owners/developers Pipeline links External links review & check 11/5-12/10 Tony, content owners/developers Site review/ adjustments 12/5-12/10 Tony Web Steering Committee Site launch 12/15 Tony, WS

3 Initial Migration Steps 1. AUDIT all existing pages for your department/parent in the current HPU CMS ( 1. DELETE any offline pages in your parent directory (anything that is displayed in red.) 2. DELETE any outdated pages or pages not currently in use.

4 Initial Migration Steps AUDIT all existing pages and check to see if content is updated, timely and correct (check contact information, addresses, etc.). Make the necessary corrections as needed. If it s information you don t need delete it. This will be vital in insuring information migrated to the new site will be updated.

5 Migration Steps Overview 1. CONTENT PREPARATION These steps are to be followed to retrieve and save content from the current CMS for placement into the new CMS. This process insures you have: The content of your page(s) The files (pdf, word docs, etc.) that the content link to The images used within your content The links (left hand navigation column links in the old template, the top blue navigation links in the Academic template) Any multimedia elements the content contains (flash elements, ISSUU PDF elements, YouTube video links, etc.) These steps will be detailed on further in this document.

6 Migration Steps Overview 2. DIRECTORY PREPARATION All departments will have to decide upon a FOLDER STRUCTURE on how to organize their pages. Within each directory there will be top-level pages, subfolders (sub directories) and pages within those subfolders. Within this structure you will save your content retrieved from the current CMS. You will also create an internal IMAGES subfolder within your folder structure. Within that IMAGES subfolder you will have also create subfolders to organize you images into.

7 Migration Steps Overview 3. WEB PRODUCTION TEAMS All departments will have to decide a workflow for a web production team. Content owners should immediately assign appropriate resources to update and edit content on the web. Basic Content Contributor: Will be given rights to add content, edit content, and place images. Publisher: Will have the same rights as the Content Contributor but will have final say whether a page will be published and switched to live or be placed back into the workflow to be re-edited. A workflow will be created in the new CMS so that there will be accountability and a process of production. If the Content Contributor is the Publisher then only one role will be assigned to that directory.

8 Migration Steps Overview DON T PANIC Prioritize We are approaching this in methodical stages. Prioritize what content is NECESSARY for your viewer/reader to have upon first entry to HPU s website. Those must migrate first. Don t feel everything has to be done NOW. It just needs to be done timely and methodically.

9 Content Retrieval 1. Within your computer drive or flash drive set up the directory structure you d like to use to organize your pages. Create Folders and name them according to categories. Create SubFolders within those top level Folders according to the organization you want. Please remember to create an IMAGES folder within your directory as well.

10 Content Retrieval 2. Open Microsoft Word. This will be the software you will be using to PASTE your content into from the current CMS. 3. Open a browser and go to Sign in using your login/password. 4. Go the directory/parent you want to retrieve and open a page:

11 Content Retrieval 5. Go to the main content editing window (the WYSIWYG) where your content is edited. 6. Click your cursor anywhere inside that window. 7. On your keyboard press the CTRL key AND the A key at the same time. You will be selecting all the content within the window. 9. RIGHT-CLICK your mouse inside the editing window (with the content highlighted as selected) and in the pop-up window select COPY. Or you can press the CTRL key AND the C key on your keyboard to copy the content as well.

12 Content Retrieval 10. Open your Microsoft Word window and PASTE the content you ve copied unto a new document. 11. SAVE your document in the FOLDER structure you created in your drive. NAME the document what the title of the page was on the web (i.e. if the title of the page on the site was Admissions Policy your file name should be Admissions Policy.doc ). Don t close the file yet.

13 Content Retrieval 12. Go back to the CMS in your browser and you will now RETRIEVE THE LEFT HAND NAV LINKS. Scroll up and look for the PREVIEW PAGE button. Click on it and a new window appears with your page displayed.

14 Content Retrieval 13. Within the PREVIEW window, LEFT CLICK at the top of the Left- Hand Navigation column and DRAG the mouse to select all the links. RIGHT-CLICK and select COPY (or press CTRL and C keys on your keyboard simultaneously.) 14. Open your Microsoft Windows document and scroll to the bottom of the content you ve just pasted earlier.

15 Content Retrieval 15. Paste the links you have copied unto your Microsoft Word document. Don t close the file yet. This is done so that you have documentation of the links that you place on this page. When you create the other pages in the new CMS, you will recreate these links in the navigation column in the new site design.

16 Content Retrieval 16. Go back to your PREVIEW PAGE and document other elements you have in your navigation column. In your Microsoft Word document, detail what else is on that left hand navigation site, such as any Close-Up modules (especially if you have any specific Close-Ups unique to that page ), any banner ad modules, and multimedia modules. Write those down in your document.

17 Content Retrieval 17. For pages with the ACADEMIC templates, the top navigation links are in the template and inaccessible to CMS users. Either the Webmaster or Eddie Merc will have to retrieve those links and coordinate with you to place on your content documents..

18 File Retrieval 18. There will be pages that will link to PDFs, Word Documents and the other forms of files that are housed in the current CMS database. There are two ways to retrieve those files: a) By using the Preview Page mode in the CMS or b) Going into the CMS File Directory

19 File Retrieval 19. In the PREVIEW PAGE process, in your CMS editing mode click on the PREVIEW PAGE button to bring up the PREVIEW window.

20 File Retrieval 20. Find the link to the file (PDF, Word doc, etc.) and RIGHT CLICK with your mouse on the link. A pop-up window will appear and you will choose the SAVE TARGET AS

21 File Retrieval 21. A pop-up window will appear asking where you want to save the File. Save the file on the Folder Structure where you saved your Content pages. Create a Folder titled FILES within your directory. Name the file with the title of the file, i.e. if it s an Application Form then name the file ApplicationForm.PDF.

22 File Retrieval 22. If you want to use the CMS File Directory method, go to the CMS, under Edit Content find File Manager. In the pop-out window select View Files. Click into the directory where your files and images are housed and find the file you want to retrieve.

23 File Retrieval 23. You want to find the Preview link (the text in blue and underlined) and RIGHT CLICK on that link. A pop-up window will appear and you will choose the SAVE TARGET AS command.

24 File Retrieval 24. A pop-up window will appear asking where you want to save the File. Save the file on the Folder Structure where you saved your Content pages. Create a Folder titled FILES within your directory. Name the file with the title of the file, i.e. if it s an Application Form then name the file ApplicationForm.PDF.

25 Image Retrieval 25. There will be images that you will want to use placed within your page and that are housed in the current CMS database. There are two ways to retrieve those files: a) By using the Preview Page mode in the CMS or b) Going into the CMS File Directory

26 Image Retrieval 26. In the PREVIEW PAGE process, in your CMS editing mode click on the PREVIEW PAGE button to bring up the PREVIEW window.

27 Image Retrieval 27. Find the image on your Preview Page and RIGHT CLICK with your mouse on the image. A pop-up window will appear and you will choose the SAVE PICTURE AS

28 Image Retrieval 28. A pop-up window will appear asking where you want to save the Image. Save the Image in the Folder Structure where you saved your Content pages. Find the Folder titled IMAGES within your directory. Name the file with the title of the image it was named already. Delete any characters or file appendices (i.e. _a29953 ) if you want.

29 Image Retrieval 29. If you want to use the CMS File Directory method, go to the CMS, under Edit Content find File Manager. In the pop-out window select View Files. Click into the directory where your files and images are housed and find the image you want to retrieve.

30 Image Retrieval 30. You want to find the Preview link (the text in blue and underlined) and RIGHT CLICK on that link of the Image you want to retrieve. A pop-up window will appear and you will choose the SAVE TARGET AS (not Save Picture As ) command.

31 Image Retrieval 31. A pop-up window will appear asking where you want to save the Image. Save the Image in the Folder Structure where you saved your Content pages. Find the Folder titled IMAGES within your directory. Name the file with the title of the image it was named already. Delete any characters or file appendices (i.e. _a29953 ) if you want.

32 The Timeline for Content Retrieval Task Dates Responsibility Content Retrieval NOW 12/10 Everyone who has access to the current CMS CMS training 10/25-10/27 Tony Content Migration (priority content) 10/28-12/10 & Ongoing Tony, content owners/developers Pipeline links External links review & check 11/5-12/10 Tony, content owners/developers Site review/ adjustments 12/5-12/10 Tony Web Steering Committee Site launch 12/15 Tony, WS

33 Pipeline Links, Redirects, Links Used in Print Material 32. Have someone in your department audit the links used in your Pipeline tabs, as redirects in online campaigns or links used in Print Material. DOCUMENT THOSE LINKS to recreate those same links to the same files or content pages in the new site design. STAFF LISTINGS: Do not forget the Staff/Faculty Listings when you do a search for staff and faculty. Retrieve that content much in the same way you retrieve other content.

34 Pipeline Links, Redirects, Links Used in Print Material 32. Have someone in your department audit the links used in your Pipeline tabs, as redirects in online campaigns or links used in Print Material. DOCUMENT THOSE LINKS to recreate those same links to the same files or content pages in the new site design. Cut and paste or type in those links in a Word Document titled REDIRECTS and place that file within your File Structure in a Folder titled REDIRECTS. You will need documentation of the links that outside of HPU s site to ensure seamless access from your marketing material or Pipeline to the site.

35 Homepage Review of the Templates

36 Portal Page Review of the Templates

37 Review of the Templates Content Page

38 The Timeline for New Material for HPU Redesign Task Deadline Responsibility Mega Menu by 11/19 Content owners/developers to Web master Portal Links by 11/19 Content owners/developers entered into new CMS support by Web Master Banner Ads by 12/10 Content owners/developers created & entered into new CMS support by Web Master Close Ups (initially for static use) by 12/01 Content owners/developers created & entered into new CMS support by Web Master Site review/ adjustments 12/5-12/10 Tony Web Steering Committee Site launch 12/15 Tony, WS

39 New Material Needed MEGA MENU- By 11/19 Initially just need the list of the links and once those pages have been created will be linked by the Web Master. Please organize them for priority links only and by category within each drop down menu

40 New Material Needed PORTAL PAGE By 11/19 1. Banner image and banner headline 2. Portal links- links to every page in your department 3. Any YouTube video (If none can be replaced with banner ad, promotional text, event listing, news.)

41 New Material Needed PORTAL PAGE By 11/19 4. Ad Banner images and banner copy and link 5. Wide ad banner images and copy and link 6. Single image banner ad (template to be distributed) and link 7. Any Social Media links unique to your department.

42 New Material Needed PORTAL PAGE By 11/19 4. Ad Banner images and banner copy and link 5. Wide ad banner images and copy and link 6. Single image banner ad (template to be distributed) and link 7. Any Social Media links unique to your department.

43 New Material Needed Close Ups By 12/01 You can repurpose the current ones. (Make sure to retrieve the Close- Ups in the same manner you retrieve content.)

44 Quick Introduction to the Cascade Server CMS Log in Page: Username and Password provided by Web master

45 Quick Introduction to the Cascade Server CMS Home Page Log In- Directories containing your pages and file on your left (to reflect the Folder Structure on your Retained Content)

46 Quick Introduction to the Cascade Server CMS Content Page Initial Edit Page- Initially you get a preview of the site.

47 Quick Introduction to the Cascade Server CMS Content Page Edit Page- It employs the same WYSIWYG editing software as the current one. It is here where you will copy and paste retrieved documents, assign side navigation links and place images.

48 The Timeline for the Build, Training and Migration Task Expected completion Responsibility Hannon Hill QuickStart Service 8/27 Hannon Hill Template review/modification 10/19 Tony, WS CMS training 10/27-10/29 Tony Content Migration (priority content) 10/28-12/10 & Ongoing Tony, content owners/developers Pipeline links External links review & check 11/5-12/10 Tony, content owners/developers Site review/ adjustments 12/5-12/10 Tony Web Steering Committee Site launch 12/15 Tony, WS

49 The Timeline for Content Retrieval Task Dates Responsibility Content Retrieval NOW 12/10 Everyone who has access to the current CMS CMS training 10/27-10/29 Tony Content Migration 10/28-12/10 Tony, content owners/developers Pipeline links External links review & check 11/5-12/10 Tony, content owners/developers Site review/ adjustments 12/5-12/10 Tony Web Steering Committee Site launch 12/15 Tony, WS

50 The Timeline for New Material for HPU Redesign Task Deadline Responsibility Mega Menu by 11/19 Content owners/developers to Web master Portal Links by 11/19 Content owners/developers entered into new CMS support by Web Master Banner Ads by 12/10 Content owners/developers created & entered into new CMS support by Web Master Close Ups (initially for static use) by 12/01 Content owners/developers created & entered into new CMS support by Web Master Site review/ adjustments 12/5-12/10 Tony Web Steering Committee Site launch 12/15 Tony, WS

51 Questions If you have any questions or comments you can contact the Webmaster at