Overview of the Transition Process for Colleges and Divisions

Posted on 4/14/2008 12:19:52 PM

Below is the overview of the transition process that was distributed at last Friday’s Web Task Force meeting. Please note that during the transition, we welcome continuing contributions from authors and approvers, especially submissions of news and events. If keeping up with these submissions becomes problematic, we will let web maintainers know.

1. Collect Materials on the X: Drive (Task Force Rep)

Task Force Representatives begin collecting new website materials in their designated X: drive folders. This includes text, PDF files, graphics, and media files. Note that when text/materials currently on the old website can be used as is, there is no need to collect anything.

2. Meeting (Joint)

a. Determine Key Audiences and Their Questions

Draw up a simple document listing the presumed audiences for this site and the questions we expect them to be trying to answer.  E.g., if the audience is Prospective Students, we might list questions such as “What kind of job can I get with this degree?,” “Are internships available?,” or “Can I take my classes in Monroeville?”

b. Set Priorities within the College/Division

Create a prioritized list of units in the college or division. Presuming that materials are available, this is the order in which the Web Team will work on the websites.

c. Review the Content Inventory

Review the content inventory of the old site(s), noting items that do not have to be brought over, and the general destination for content that is coming over. Compare this with the Key Audiences document.

d. Identify Needed Graphics

Determine the images needed for key pages on the site, and not this on the content inventory. Compare this with the Key Audiences document.

3. Identify and Collect New Content (Task Force Rep)

Identify any new content that will need to be provided to the Web Team. Compare this with the Key Audiences document.

4. Create Site Maps (Web Team)

Create in simple, bulleted outline form, a site map for the new site(s). Decide how far down the site tree our resources allow us to go. Compare this with the key audiences document. Send to Task Force Representative

a. By Request: Joint Review of Site Map

On request, the Web Team can meet to review the site map with the Task Force Representative.

5. Cut, Paste, Rewrite, Repeat (Web Team)

Working from the site map, construct the site, including content, breadcrumbs/menus, and graphics.

6. Site Review (Joint)

Review the completed site with the Task Force rep, to see if the questions of key audiences are being answered.

7. Site Checkout (Web Team)

Final technical checkout to make sure the site is ready to go, with all menus, breadcrumbs, and content in place. Shut down the old site and remove the badge on the new one.