CSU Channel Islands has been using an enterprise web content management (WCM) system since 2004 to maintain the content of www.csuci.edu.
In that time, the University web site has grown over 275% in content, and over 30 additional unique Web site domains have been added to and continue to be maintained through the current WCM system (known as Collage). Further, many employees are actively engaged in creating, editing and managing web content. Of the current 183 WCM users, 98 actively use the system (i.e., they have logged onto the WCM) at least once after 4/1/08.
This project aims to evaluate a number of web content management systems and select the best fit system for broad adoption within the University community.
Several factors contribute to the decision to undertake this project:
- The current WCM vendor has discontinued new development for the product we use; however they continue to provide minor patches and support for current clients.
- Years of experience using a WCM system has helped University web stakeholders develop a keen understanding of the pros and cons of centralized web content management.
- The marketplace has changed. Since 2003, WCM system features are more tuned to the needs of higher education, such as improved support of accessibility features as well as Web 2.0 technologies such as blogs.
- Continued growth of the University web presence dictates the need for a new level of constituent buy-in, and this requires direct involvement of stakeholders in the evaluation and selection process for a future web content management system.
Phase 1. Pre-Planning, Survey and Requirements (January - December 2009)
- Determine why the University should be selecting a new WCM system
- Establish project rules and answer policy/process questions
- Create campus buy-in to the project through communication with and feedback from key constituencies
- Build initial requirements
- Research marketplace for appropriate WCM system products
- Create product evaluation strategy and criteria
- Evaluate products based on initial requirements
Phase 2. RFP and Product Demos (January - March 2010)
- Create RFP based on Phase 1 findings and University requirements
- Invite vendors who successfully met Phase 1 requirements to complete RFP
- Conduct RFP process & evaluate responses
- Create demonstration agenda and demo evaluation criteria
- Invite vendors who successfully completed RFP to conduct demonstration
- Evaluate vendor demonstrations and determine Phase 3 participants
Phase 3. Sandbox Testing (March - May 2010)
- Create testing plan and evaluation criteria
- Invite campus community to participate in testing
- Configure and test products of Phase 3 finalists
- Discuss testing results with vendors & test participants
- Complete interviews with clients of Phase 3 finalists
Phase 4. Purchase (May - June 2010)
Sign contract and complete 1st year product purchase for a single web content management system
Phase 5. Implementation and Migration (July 2010 - March 2011)
- Create plan for implementation and migration
- Review existing content and ownership for migration
- Configure new system to accommodate existing accounts, access and content
- Migrate existing content into new system
- Obtain training from vendor for system administrators
- Provide training for end users on use of new system
Phase 6. Maintenance and project wrap-up (2011 and beyond)
- Ongoing use, training and system maintenance
- Regular evaluation of project success and service quality
About this Web Site
Project news, plans, timelines and other documentation for this project will be made available on this web site throughout the process.