IT Department Website 2011 Overhaul

1. IT Department Website 2011 Overhaul Cath Noble – IT-DI-LCG February 2011

2. Overview • Motivation • Proposal • Roles, workflow, training • Migration & retirement • Prototype • Summary 2

3. IT website has a problem… • Information fragmented and hard-to-find • 300+ independent websites • Majority based on previous department structures • Lots of sites, lots of conflicting information • “Variations on a theme” template make usability difficult and unpredictable • Navigation is unstructured & has often disintegrated • Search doesn’t work • Target audience is not clear 3

4. IT website still has a problem… • Information is unreliable • Content maintenance… hit-n-miss! • Owners come, owners go • No archive policy • Overall consistency, coherency and usability has been lost. 4

5. Overview • Motivation • Proposal • Roles, workflow, training • Migration & retirement • Prototype • Summary 5

6. Proposal – our main audiences • Analysis of search keyphrases, top URL hits & information-gathering missions show three main audiences • CERN-wide • New users and visitors • Other departments • Users – general • Users – specialised • IT Staff • Interested Public Help Access to IT-related Services Information about IT and Dept ‘Internal’ site for IT staff About IT and Dept, Computing at CERN 6

7. Proposal - the aim • An official hub/portal for all IT-related communications and services • audience- and service-based architecture • complements the Service Catalogue • centralised management of structure • Coherent ‘storyline’ in navigation, look&feel • automated wherever possible • Reduce manual intervention • regularly maintained • Trusted, reliable content • Change the way the IT website is managedand hosted. 7

8. Proposal – in practice • As much official content as possible will be: • migrated and created using Drupalcontent management system • managed under one address:cern.ch/departments/it/ • provisional URL – to be approved 8

9. Overview • Motivation • Proposal • Roles, workflow, training • Migration & retirement • Prototype • Summary 9

10. Who? • Concrete implementation of new site • New build & initial information structure • IT Webmaster • Routine site maintenance & co-ordination • IT Webmaster • Drupal backbone • Drupal Support Team / OIS 10

11. Who? • Providing and publishing content • Web Content Team • IT Webmaster • Service Content Providers - SCP • Ideally your Service Catalogue person • Helpdesk MoD, Secretariat, willing individuals • No longer ‘Group Webmaster’ role 11

12. Who? • Decision on ‘official’ content depends on the Service Owner or GL of SCP • Total flexibility on content • Complement Service Catalogue where necessary • You have 100% decision over what is published • Delegate to SCP for decision • Prototype framework provided for guidance 12

13. Who? • Content maintenance • Service Content Provider (SCP) is responsible • No need to notify the IT Webmaster every time there is an update • IT Webmaster responsible for: • Some top level content, general landing pages • IT Webmaster to trigger regular, general maintenance overviews • Early stages: “Chase’n’check” the SCPs ~2 months • Less frequent with stabilisation of Service Catalogue, SCP familiarity with content maintenance duties 13

14. Workflow – new content 14

15. Workflow – revising content DRAFT 15

16. Drupal Training • New site designed to minimise need for SCP training. • Content structure provided – very easy to add content • No formal training sessions planned • Informal basic training can be provided by IT Webmaster • www.cern.ch/entice community is helpful 16

17. Overview • Motivation • Proposal • Roles, workflow, training • Migration & retirement • Prototype • Summary 17

18. Migration – first stage • All “turquoise template” sites • All sites listed under “Additional Information” in the Service Catalogue • Will go to the IT site Reference section 18

19. Migration – second stage • All “no-template” sites will follow. 19

20. Migration - optional • Twikis have their own universe • In principle will not be touched. • However more than welcome to join cern.ch/departments/it/… if desired 20

21. Migration - unlikely • “Self-contained universe” or established/branded IT websites will not be migrated 21

22. Retirement • Implement ‘Good Housekeeping’ and Archiving as a policy • Archive sites if of value • Delete if obviously rubbish • How? • Archiving options under discussion • Identifying sites…. Big task…. • T. Bell, A. Wagner, D. Noyes • Content maintenance-tracking possibility in Drupal. • Process not perfect but better than what we have now. 22

23. Overview • Motivation • Proposal • Roles, workflow, training • Migration & retirement • Prototype • Summary 23

24. The prototype www.cern.ch/it-test A working Search Respects the CERN graphic charter Consistent global navigation across entire site Targeted audiences Complements the Service Catalogue Automated 24

25. Presentation title - 25

26. Summary • A tool: Drupal • Site hosted & managed on one address • Create a dedicated Web Content Team • Working prototype: www.cern.ch/it-test • GLM help needed • Review proposal + prototype • Feedback for improvements • Support the set-up of the Web Content Team • Ensure SCP role is taken seriously • The go-ahead to build… 26

27. Supplementary material

28. When? 28

29. Example ? 29