UNIVERSITY OF SOUTH FLORIDA. CMS User Guide FOR PORTAL. Getting Started. Template Specs

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1 UNIVERSITY OF SOUTH FLORIDA CMS User Guide FOR PORTAL Getting Started Template Specs

2 Welcome! We are pleased to introduce some new resources to assist you in building your unit s portal site. You probably have a lot of questions about this initiative: What is a portal site? How is it different from a website? What kind of content will live there? How will I build and maintain it? This manual will answer many of your questions, and will provide you with specific guidance that will help you migrate your portal content successfully. Section One: Let s Get Started It s important for you to have a baseline understanding of what a portal site is. Here the answers to the most commonly asked questions. What is the MyUSF Portal? The MyUSF Portal is a tool designed to help all USF System faculty, staff and students conduct university business. Individuals use the portal to access university business systems (GEMS, FAST, FAIR, etc.) as well as accounts, calendars, class schedules, internal announcements, HR forms and more. The information displayed within the portal is personalized to the individual. Who can access the portal? The MyUSF Portal is meant to serve the needs of the university s internal audiences. This group is strictly limited to USF System students, faculty and staff who have an active USF NetID. The information posted in the portal is password protected and is not available to the general public. How do I login to the portal? You can log in from a Mac or a PC, from either on or off campus. Simply go to usf.edu and look in the upper-right corner of the webpage. Click on the link titled MyUSF, which will take you to the portal login page. Use your NetID and password to log in. What will I see when I log in? You will see header navigation that displays the following links: Use this drop down menu to access your Outlook account if you are a university employee, or your Gmail account if you are a student. 2

3 Teaching Tools: Use this drop down menu to access Blackboard, Canvas, library services and more. Business Systems: Use this drop down menu to access GEMS Self-Service, FAST, Data Marts and other university business systems. My Resources: Use this drop down menu to view a list of common resources, including links to parking services, campus safety and more. Manage My NetID: Click here if you need help managing your NetID. This includes resetting your password. Logout: Click here to log out of the portal. In addition to the header navigation, you will see a variety of content in the center of the page that is personalized for you. For example, if you are an employee, you will likely see sections titled Employee Announcements, Inside USF, Today s Events, Employee Leave Balance and Team Sites. Will IT add additional content to the portal? Yes. In the coming weeks, you will see a new button added to the header navigation titled Departments. When you click on Departments, you will see an alphabetized listing of all the units on the Tampa campus that have migrated their internal content into the portal. At first, there will only be a few portal sites, but over time, most units will have a presence in the portal. What is a portal site? Each unit on the USF Tampa campus has been asked to migrate all their current website content into USF s content management system, known as the CMS. External content will live on unit websites. Internal content will live on unit portal sites. What is the difference between a website and a portal site? A website is a tool that helps you market your unit s offerings to the public also known as your external audiences. External audiences include all website visitors who do NOT have a USF NetID, including prospective students and their families, alumni, donors, jobseekers, sports fans, patients, campus visitors, legislators, the media and vendors, to name a few. Content for external audiences includes academic program information, admissions requirements and processes, financial aid and scholarship information, maps, directions, parking information, job postings and much more. In contrast, a portal site is a tool that helps you share information with university insiders- 3

4 individuals who have an active USF NetID, including all current students, faculty and staff. Content for internal audiences should include your unit s business processes and forms. As you review the content on your current website, you will need to decide whether it belongs on your unit s website, or on your unit s portal site. To learn more about this process, please review the CMS User Guide. Is a portal site the same as a team site? No, a portal site is different from a team site. A team site is a collaboration tool used by a group of people who are working together on a specific project. You might have a team site for your staff, or you might have a team site for a committee or workgroup you re on. Team sites are a good place to post shared working documents, such as minutes from your latest staff meeting, or a staff contact list. In contrast, a portal site is an intranet site meant to serve internal audiences. This is the place where you post documents that you want other university employees and students to use. Portal sites are a good place to post business processes and forms. For example, HR might post information about how to apply for family medical leave, or how to join the sick leave pool. This is information that employees need, but it is not relevant to the general public, and therefore it belongs on the unit s portal site, not the unit s website. Does my unit need a portal site? If you have business processes and forms you need to share with current students and with your colleagues around the USF System, then yes, you need to produce a portal site. How do a build and maintain my portal site? Each unit on the USF Tampa campus has identified content manager(s) and content contributor(s) who will be responsible for building and maintaining websites and portal sites. Your unit s content manager (CM) will be the main point of contact for your unit s website and portal site, and will be held accountable for facilitating the migration, and for maintaining the sites after they launch. To learn who is leading the website and portal site migration process on behalf of your unit, view the USF CMS Production Schedule online at: (LINK) I ve been asked to serve as my unit s CM or CC. How do I get started? Your first step is to read this guide, which includes template specifications that show you the 4

5 various templates you will be able to use in building your portal site. In the near future, this guide will also include a technical manual that will teach you how to use the CMS to build and maintain your portal site. This resource is in development and will be added to the guide shortly. Finally, we have provided wireframe forms to help you organize your content. To learn more about the forms, visit our forms library. (LINK) Are there other resources to help me? Yes. If you have specific questions, contact your CMS liaison for assistance. Section Two: Portal Toolbox Now that you understand what a portal site is and you ve learned a bit more about the CMS migration process, it s time to focus your attention on organizing your content. The following template specs will help you understand what your portal site will look like, and how to organize your content appropriately. Please note: We have created wireframe forms for the portal templates to help you. You can find them by visiting the UCM website: 5

6 MyUSF Portal Template USF Departmental Site Text Page Template Specs Unit Name Top Navigation Portal Logo BANNER Content Title SIDE NAVIGATION CONTENT WELL FOOTER Link to Your Unit s Business Processes and Forms Your Unit s Contact Info 6

7 MyUSF Portal Template USF Departmental Site Text Plus Widgets Template Specs Unit Name Top Navigation Portal Logo BANNER Content Title SIDE NAVIGATION WIDGETS CONTENT WELL Widget Heading Text Widget Description Widget URL FOOTER Link to Your Unit s Business Processes and Forms Your Unit s Contact Info 7

8 MyUSF Portal Template USF Departmental Site Widgets Template Specs Unit Name Top Navigation Portal Logo BANNER SIDE NAVIGATION Widget Heading WIDGETS CONTENT WELL Widget Description Widget URL FOOTER Link to Your Unit s Business Processes and Forms Your Unit s Contact Info 8

9 MyUSF Portal Template USF Departmental Site Info Section Template Specs Unit Name Top Navigation Portal Logo BANNER Content Title Info Section Navigation SIDE NAVIGATION INFO SECTIONS CONTENT WELL Info Section Title Info Section Summary FOOTER Link to Your Unit s Business Processes and Forms Your Unit s Contact Info 9