West Virginia University’s Catalog Management Implementation
Contents • Introduction • Implementation • Workflow • Access • Training • DegreeWorks • Lessons Learned
Introduction • Moved from PDF catalog on Web to online Catalog Management System during 2011-2012 • Made decision to improve accuracy and efficiency of the update process as well as to have • In addition, wanted to improve the presentation to the general public • WVU publishes three catalogs: Undergraduate produced each year and Graduate and Health Sciences Catalogs produced every other year. • All three were up for review this year • Decentralized system for editing
Implementation • RFP process during Summer 2011, made selection in late summer • Phone call and in person kick-off meetings with vendor during the early fall • Great deal of clean up required once catalog migration took place • Initial training provided by vendor over two days in November/December 2011 • Department and College editing started immediately after this and continued into June • Published last week of June
Workflow • We chose Roles over Individuals. • Pro- Individuals move in and out of roles. So now when someone moves out of a role, we only update their information in one place. • Con- Its difficult for users to tell who is part of a workflow because the system displays the workflow name instead of the individuals’ names.
Workflow • To build the workflows, it was important to understand how the catalog information flowed prior to CMS. • Ideally we would have had at least two more information fields on our Workflow forms: user name and email address.
Access • Our Future Catalog site requires an entry in the User Provisioning Table as well as a User Name and Password. • This means that only specified users have access. • The User Name and password are in sync with WVU’s MyID system, which means that its not an additional user name and password for users to remember.
Training • Nate Lawless and Bryan Blackwell from LeepFrog did our initial trainings. • Bryan helped us develop an outline. • We set up several training dates across all three campuses. • We set up open labs for users who needed specific help with their pages.
DegreeWorks • DegreeWorks is the last step in the CMS workflow • The process for reviewing and updating scribe from CMS is currently ad-hoc • Scribe Start will help streamline this process. • Next cycle DegreeWorks changes will only be made in conjunction with catalog updates.
Lessons Learned • Start early • Know your software • Migrate catalog content early with time for reviewing and cleaning before giving it to the departments. • Develop a timeline and stick with it • Test Workflow • Cultural issues need to be addressed early • Tie access to training • Style Guide
Jerry.Ross@mail.wvu.edu Kent.Campbell@mail.wvu.edu Kylie.Edmond@mail.wvu.edu Contact Information