A General Catalog Content Management System: How Can This Help Us To Be More Effective and Efficient?

Transcription

1 A General Catalog Content Management System: How Can This Help Us To Be More Effective and Efficient? Jan Brunstein, Associate Registrar Guangming Du, Database Administrator

2 The University of Iowa Demographics Enrollment of 30,400 21,000 Undergraduate Students 5,500 Graduate Students 4,000 Professional Students 11 Colleges Approx. 170 departments and programs

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4 Current Catalog Cycle--Initial Process Registrar Departments University Relations Registrar Collegiate deans

5 Catalog Document Sent to Colleges/Departments

6 Catalog Document Returned From Colleges/Departments

7 Current Catalog Registrar Word Document :m.113:107 Gendering India :sh.3 s.h. Aspects of Indian culture, including nation, family, sexuality, work, and religion, through the lens of gender; Hindu India, differences in region, caste, and class. Prerequisite: :pre.113:003 or :pre.131:010. Same as :cr.131:107. :m.113:110 Indians of North America :sh.3 s.h. History, culture of American Indian peoples; emphasis on North America. GE: cultural diversity. Same as :cr.149:110. :m.113:112 Understanding Africa :sh.3 s.h. Introduction to anthropological study of sub-saharan Africa; continuing impact of colonialism and globalization, identity and nationalism, political and economic organization, belief systems, family life, environment, art, music, religion. :m.113:113 Africans in the New World :sh.3 s.h. Social, cultural history of African descendants in the New World..

8 Current Catalog Registrar Word Document :m.113:107 Gendering India :sh.3 s.h. Aspects of Indian culture, including nation, family, sexuality, work, and religion, through the lens of gender; Hindu India, differences in region, caste, and class. Prerequisite: :pre.113:003 or :pre.131:010. Same as :cr.131:107. :m.113:110 Indians of North America :sh.3 s.h. History, culture of American Indian peoples; emphasis on North America. GE: cultural diversity. Same as :cr.149:110. :m.113:112 Understanding Africa :sh.3 s.h. Introduction to anthropological study of sub-saharan Africa; continuing impact of colonialism and globalization, identity and nationalism, political and economic organization, belief systems, family life, environment, art, music, religion. :m.113:113 Africans in the New World :sh.3 s.h. Social, cul.

9 Catalog Edit

10 Current Catalog Cycle--Proof Copy Process Registrar Departments University Relations Registrar Collegiate deans

11 What we do With the Completed Yearly Catalog PDF The static document is kept for historical purposes as well as the official source of requirements for the academic year.

12 What we do With the Completed Yearly Catalog PDF The static document is kept for historical purposes as well as the official source of requirements for the academic year. Online Catalog This is a dynamic document that can be changed at any time. There are over 750 live links in the Catalog, directing users both inside and outside of the Catalog.

13 What we do With the Completed Yearly Catalog PDF The static document is kept for historical purposes as well as the official source of requirements for the academic year. Online Catalog This is a dynamic document that can be changed at any time. We have over 750 live links in the Catalog, directing users both inside and outside of the Catalog. Printed booklets We now supply booklets to Admissions and colleges/departments at their request.

14 Drawbacks to Our Current Catalog System Generate reams of paper that are eventually thrown away (environmental concerns)

15 Drawbacks to Our Current Catalog System Generate reams of paper that we throw away (environmental concerns) Course data exists in a legacy mainframe environment

16 Drawbacks to Our Current Catalog System Generate reams of paper that we throw away (environmental concerns) Course data exists in a legacy mainframe environment Registrar s Office must enter all approved course information by hand--chance for human error

17 Drawbacks to Our Current Catalog System Generate reams of paper that we throw away (environmental concerns) Course data exists in a legacy mainframe environment Registrar s Office must enter all approved course information by hand--chance for human error Registrar s Office enters all college/department text changes chance for human error

18 Drawbacks to Our Current Catalog System Generate reams of paper that we throw away (environmental concerns) Course data exists in a legacy mainframe environment Registrar s Office must enter all approved course information by hand--chance for human error Registrar s Office enters all college/department text changes chance for human error Necessity to enter changes in more than one place--word document and web site

19 Drawbacks to Our Current Catalog System Generate reams of paper that we throw away (environmental concerns) Course data exists in a legacy mainframe environment Registrar s Office must enter all approved course information by hand--chance for human error Registrar s Office enters all college/department text changes chance for human error Necessity to enter changes in more than one place--word document and web site Inconsistencies and inaccuracies between different entities across campus that list requirements and between what appears in the Catalog: --Deans offices web sites --Departmental web sites --Degree evaluation (DARS) maintained in the Registrar s Office (Graduation Analysis area)

20 Drawbacks to Our Current Catalog System Generate reams of paper that are eventually thrown away (environmental concerns) Course data exists in a legacy mainframe environment Registrar s Office must enter all approved course information by hand-- chance for human error Registrar s Office enters all college/department text changes chance for human error Necessity to enter changes in more than one place--word document and web site Inconsistencies between different entities listing requirements and the Catalog: --Deans offices web sites --Departmental web sites --Degree evaluation (DARWIN) maintained in the Registrar s Office (Graduation Analysis area) Slower process than desired (target Campus Mail turnaround)

21 Issues We Pondered Before Making The Decision To Move Forward Could we provide a web-based system that was easy for departments and colleges to manage?

22 Issues We Pondered Before Making The Decision To Move Forward Could we provide a web-based system that was easy for departments and colleges to manage? How could we integrate a flexible workflow process?

23 Issues We Pondered Before Making The Decision To Move Forward Could we provide a web-based system that was easy for departments and colleges to manage? How could we integrate a flexible workflow process? How could we minimize the extraordinary amount of paper that was sent back and forth?

24 Issues We Pondered Before Making The Decision To Move Forward Could we provide a web-based system that was easy for departments and colleges to manage? How could we integrate a flexible workflow process? How could we minimize the extraordinary amount of paper that was sent back and forth? Could we ensure a secure environment?

25 Issues We Pondered Before Making The Decision To Move Forward Could we provide a web-based system that was easy for departments and colleges to manage? How could we integrate a flexible workflow process? How could we minimize the extraordinary amount of paper that was sent back and forth? Could we ensure a secure environment? Should we maintain a General Catalog with one voice to the outside world or allow departments to showcase their own styles?

26 Issues Pondered Could we devise a way to supply a CMS with accurate course information from our student information system database?

27 Issues Pondered Could we devise a way to supply a CMS with accurate course information from our student information system database? How could we ensure security and utilize what we already have on campus?

28 Issues Pondered Could we devise a way to supply a CMS with accurate course information from our student information system database? How could we ensure security and utilize what we already have on campus? Could we use the CMS to transfer pieces of information to other offices, such as our Admissions Office, for use in publications or for other purposes?

29 Issues Pondered Could we devise a way to supply a CMS with accurate course information from our student information system database? How could we ensure security and utilize what we already have on campus? Could we use the CMS to transfer pieces of information to other offices, such as our Admissions Office, for use in publications or for other purposes? What about a boxed system in contrast to a system we could customize?

30 Issues Pondered Could we devise a way to supply a CMS with accurate course information from our student information system database? How could we ensure security and utilize what we already have on campus? Could we use the CMS to transfer pieces of information to other offices, such as our Admissions Office, for use in publications or for other purposes? What about a boxed system in contrast to a system we could customize? Would a CMS system actually increase efficiency and effectiveness of the Catalog process?

31 Issues Pondered Do we want to continue printing General Catalog booklets?

32 Issues Pondered Do we want to continue printing General Catalog booklets? Do we want to wait for the new student information system (MAUI) to get further ahead in implementation?

33 Issues Pondered Do we want to continue printing General Catalog booklets? Do we want to wait for the new student information system (MAUI) to get further ahead in implementation? Could we utilize a system that would make it easier to insure that Catalog information was consistent across campus?

34 Issues Pondered Do we want to continue printing General Catalog booklets? Do we want to wait for the new student information system (SIS) to get further ahead in implementation? Could we utilize a system that would make it easier to insure that Catalog information was consistent across campus? How would we handle the training for the whole campus?

35 Issues Pondered. Do we want to continue printing General Catalog booklets? Do we want to wait for the new student information system (MAUI) to get further ahead in implementation? Could we utilize a system that would make it easier to insure that Catalog information was consistent across campus? How would we handle the training for the whole campus? How could we secure monetary funds for the CMS?

36 Issues Pondered Do we want to continue printing General Catalog booklets? Do we want to wait for the new student information system (MAUI) to get further ahead in implementation? Could we utilize a system that would make it easier to insure that Catalog information was consistent across campus? How would we handle the training for the whole campus? How could we secure monetary funds for the CMS? What about the future?

37 What We Decided To Do Formed a General Catalog CMS Committee composed of staff from the Registrar s Office/Admissions Office/University Relations/ITS Created a list of priorities for a CMS system Devised a list of questions we had for potential vendors Identified potential vendors Wrote and submitted a Request for Information (RFI) According to established priorities, we charted compatibility features we desired for each system

38 Content Management System Questions Developed a list of Content Management System questions that were important to ask potential vendors: --Editing --Usability --Compatibility --Search Capability --Templates --Validity Checks --Multiple User Capability --Effective Dating and Record of Changes --Workflow Services --Security --Backup Capability --Print Capability --Reporting Tools --Customer Service and Support --Customer Catalogs --The Future

39 Process For Determination of Vendor RFI generated seven vendor responses Charted vendors as to whether they met our priorities Demo specifically of our Catalog system by the vendors Rewrote our RFI into a Request for Proposal (RFP) which made our request official Assigned questions to certain categories on the score sheet

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41 Catalog CMS Committee Priorities Printing print on demand/printer-friendly capability for online and printer-ready version

42 Catalog CMS Committee Priorities Printing print on demand/printer-friendly capability for online and printer-ready version Specific Catalog Focus vs. Generic CMS Focus (Higher Education Focus)

43 Catalog CMS Committee Priorities Printing print on demand/printer-friendly capability for online and printer-ready version Specific Catalog Focus vs. Generic CMS Focus (Higher Education Focus) System to Interact with MAUI to Validate Course Information

44 Catalog CMS Committee Priorities Printing print on demand/printer-friendly capability for online and printer-ready version Specific Catalog Focus vs. Generic CMS Focus (Higher Education Focus) System to Interact with MAUI to Validate Course Information Distributed Workflow Feature with Online or E- Mail Notification/Workflow Controls

45 Catalog CMS Committee Priorities Printing print on demand/printer-friendly capability for online and printer-ready version Specific Catalog Focus vs. Generic CMS Focus (Higher Education Focus) System to Interact with MAUI to Validate Course Information Distributed Workflow Feature with Online or Notification/Workflow Controls Ability for Administrators to Easily Track Changes/Ability to Override or Revert to Earlier Edition

46 Department Can Access Own Document But Not Others

47 Department Can Access Own Document But Not Others Templates for Different Utilities

48 Department Can Access Own Document But Not Others Templates for Different Utilities Easy Integration of Current System to New System/Implementation Timing

49 Department Can Access Own Document But Not Others Templates for Different Utilities Easy Integration of Current System to New System/Implementation Timing Versioning/Effective Dating/Efficient Backup and Ability to Archive

50 Department Can Access Own Document But Not Others Templates for Different Utilities Easy Integration of Current System to New System/Implementation Timing Versioning/Effective Dating/Efficient Backup and Ability to Archive Accessible to Accommodate Significant Number of Users

51 Department Can Access Own Document But Not Others Templates for Different Utilities Easy Integration of Current System to New System/Implementation Timing Versioning/Effective Dating/Efficient Backup and Ability to Archive Accessible to Accommodate Significant Number of Users Editing Features various head structures/lists/formats

52 Department Can Access Own Document But Not Others Templates for Different Utilities Easy Integration of Current System to New System/Implementation Timing Versioning/Effective Dating/Efficient Backup and Ability to Archive Accessible to Accommodate Significant Number of Users Editing Features various head structures/lists/formats Full Graphics and Layout Functionality

53 Spell Check/Search/Find/Replace Capabilities

54 Spell Check/Search/Find/Replace Capabilities Hyperlinks Live and Validity Checks

55 Spell Check/Search/Find/Replace Capabilities Hyperlinks Live and Validity Checks Content Indexing Capabilities

56 Spell Check/Search/Find/Replace Capabilities Hyperlinks Live and Validity Checks Content Indexing Capabilities Ease of Use

57 Spell Check/Search/Find/Replace Capabilities Hyperlinks Live and Validity Checks Content Indexing Capabilities Ease of Use Compatibility for PC and Mac Users

58 Spell Check/Search/Find/Replace Capabilities Hyperlinks Live and Validity Checks Content Indexing Capabilities Ease of Use Compatibility for PC and Mac Users Security

59 Spell Check/Search/Find/Replace Capabilities Hyperlinks Live and Validity Checks Content Indexing Capabilities Ease of Use Compatibility for PC and Mac Users Security Responsive and Helpful Service Department

60 Score Sheet Categories 1. Adherence to specifications Functionality (20%) 2. Adherence to specifications Technical (20%) 3. Implementation (10%) 4. Compliance (5%) 5. Value-Added Opportunities (5%) 6. Vendor References (10%) 7. Pricing (30%) Purchasing scores this category

61 Important Issues to Take into Account If you decide to explore possibilities for a General Catalog CMS, ask the vendors to devise a demo based on what your Catalog looks like or what you want it to look like. Never hesitate to ask questions of the vendors at every stage of your process. Document, document, document. Make sure that someone takes notes at your meetings and the vendor provides documentation of the process.

62 What is a CMS system? What is the General Catalog? product inventory Similar to Amazon.com A dynamic website driven by massive databases Real time information regarding products Customized interface to accommodate individual taste

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64 What is a CMS system? Content Management System (CMS) Content refers to text, image, web link, etc., i.e., all typical items in a catalog Provides a framework/engine to allow rapid development of a dynamic website Provides a system of managing the content (cont d)

65 What is a CMS system? Provides workflow to control the publication process Allows information exchange/storage by databases Amazon.com as an example How current online catalog works

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70 What do we need in a CMS? Workflow Editor edits/creates pages Approver receives Denies/approves change Publishes new page Sends it back to Editor

71 What do we need in a CMS? Version control Keeps track of changes made during the life of the Catalog Enables rollback to a different version Keeps snapshots of Catalog

72 What do we need in a CMS? Central management of content Enables sharing of content For example: images will be maintained by University Relations and shared throughout the Catalog Enables consistency regarding Catalog For example: Department websites different from Catalog

73 What do we need in a CMS? Security Authentication: if user can get in Integration with the UIOWA HawkID system Authorization: what user can do General public: can see published site Editor/Approver/Administrator Tied to workflow: roles define what they can do. Workflow defines how they interact System Administrator

74 What do we need in a CMS? Easy integration with current system Database (mainframe, MAUI) Development tools and tech support University user authentication: UIowa HawkID and Active Directory

75 What do we need in a CMS? Good price and service If we had all the (fill the blank here) we wanted

76 Project Implementation What do we have in the Catalog? Static v. dynamic Image v. narrative Database-driven v. manual input What do we do with them?

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80 Dataflow Example The course listing Identify data elements Do we have these in a database? What to do if we don t?

81 Dataflow Example The course listing ID Data elements: title, curriculum number, semester hours, course number, Do we have these in a database? Elements come in through timed data extract What to do if we don t Allow free flow text entry Anticipate future data needs Catalog backfeeds to DarWins or MAUI

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87 Where are we? Pilot implementation Completed server configuration Data movements/imports/exports Implemented major feature requirements Don t know you need it until you see it Pilot group set up and training soon System goes live in Fall 2008

88 The University of Iowa Jan Brunstein Guangming Du