Climbing Migration Mountain: 200+ Sites from the Ground Up

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Published on September 22, 2014

Author: hannonhill

Source: slideshare.net

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Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 1 CLIMBING MIGRATION MOUNTAIN 200+ 270 Sites from the ground up Liz Hunter, Web Developer – lizhunter@siu.edu Jessica Mann, Assistant Director – jmann@siu.edu Web Communications, University Communications and Marketing Southern Illinois University Cascade Server User Conference Monday, September 15, 2014

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 2 Southern Illinois University • Public research university • 18,000 students • 8 colleges and School of Law • Approx. 60 academic departments • Made the switch to Cascade in 2011 • 500+/- websites!

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 3 Background: Websites (pre-Cascade) • Very few standards • Almost 500 independent sites • Multiple Platforms • Webmasters were faculty, staff, students = bad websites and manual migration View slide

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 4 Background: The University • New chancellor • Complete rebrand (including all websites) • Reorganization • Declining enrollment • Faculty strike • Mistrust in administration View slide

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 6 WE HAD TO GET IT DONE (& WE WANTED TO) Organization | Buy In | Communication | Work

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 7 Organization We knew we wanted to: • Standardize/streamline the process • Move quickly • Have clearly set goals Three things that kept us organized: • Writing a detailed plan • Creating visual timelines (both yearly and projects) • Whiteboards, spreadsheets, & forms

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 8 Organization: A written detailed plan • WE DID THIS FIRST! • Set goals • Gain continuity in designs and system • Migrate core University websites • Defined priorities • Raised questions and possible roadblocks • Outlined methods of meeting goals Download our detailed plan

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 9 Organization: A written detailed plan Methods of meeting the goals • Needed to work closely with departments • Needed to work with groups of 6-8 websites • Needed to outline the basic steps for each project Basic steps toward completion 1. Kick-off meeting 2. Communicate to learn key info about each site 3. Develop site architecture 4. Training 5. Enter content 6. Check accessibility/brand compliance 7. Launch

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 10 Organization: visual timelines

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 11

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 12 Organization: Whiteboards

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 13 Organization: Spreadsheets

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 14 Organization: Forms Old School Online!

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 15 WE WERE READY, BUT WERE THEY?

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 16 Buy In • We needed to not only inform the campus about the change, we needed to gain the confidence of the campus and reassure stakeholders that we would give full support to the mission of the university and departments. • Large town-hall style meetings & CMS demos • “Look, it’s easy!” • Meetings (or project kick-offs) with stakeholders • Deans, directors, chairs, editors • Never say never: problem-solve instead!

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 17 “MUCH UNHAPPINESS HAS COME INTO THE WORLD BECAUSE OF BEWILDERMENT AND THINGS LEFT UNSAID” - Fyodor Dostoyevsky

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 18 Communication • We were clear about the plan (internally too) • Welcomed and encouraged input • Followed up

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 19 Communication • An internal communications plan • Tools we used to communicate internally • Tasks on a calendar • Whiteboard • Post-its • Siri Download our internal communications plan

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 20 Communication: A clear plan • Displayed plan details on our website • Notified chairs and webmasters 4 weeks before project • Kick-off meetings • Bring cookies! • We were as transparent as possible

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 21 Communication Welcomed input • “We are here to help.” • We said it out loud! • Let them pick the time for meetings • Doodle.com polls • Take all suggestions and needs into consideration Followed up • Courtesy calls • Check-in emails • Scheduled 1-on-1 meetings if needed • No contact usually indicated a problem • Followed up with surveys to improve

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 22 THE WORK Someone Everyone has to do it

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 23 The Work • 2011 - Purchased Cascade • Migrated 3 sites – outsourced 3 templates • SIU created 3 templates • Created migration plan • 2012 – Migrations of “First 50” sites (but really 65) • Created 1 template • 2013 – Migrations of “Second 50” sites (but really 81) • 2014 – Migration of remaining 100 sites That doesn’t equal 270 ??? “In-house” migrations were started by the end of 2012

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 24 The Work- How did we get it done? • Outsourced 4 of our 8 templates • Added 10 student employees • Offered limited writing assistance • Trained departments • All hands on deck! • May 2014 – hired one more full time person - Alexis!

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 25 Wrapping it up Things we could have done better • Each year we improved • Better knowledge of Cascade • Consistency of naming conventions • Terminology list for users • Cleaner code from the start What now? • Responsive • Fix inconsistencies • Continue improving • Get back to our real jobs • It’s time for a redesign, but at least we have a CMS!!!

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 26 What did we accomplish? • Staff can update websites easily and often • SIU has a consistent look • Our department can better support the campus • End web users should *hopefully* be able to find what they are looking for on our websites!

Monday, September 15, 2014 Climbing Migration Mountain: 200+ Sites from the ground up 27 THANK YOU! Our deepest apologies to Edvard Munch. Liz Hunter, Web Developer – lizhunter@siu.edu Jessica Mann, Assistant Director – jmann@siu.edu Web Communications, University Communications and Marketing Southern Illinois University Cascade Server User Conference Monday, September 15, 2014

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