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Implementing a Content Management System: A Practical Guide for Missouri State University

This guide provides a comprehensive roadmap for implementing a Content Management System (CMS) at Missouri State University, encompassing the primary campus in Springfield and additional campuses in West Plains, Mountain Grove, and China. With approximately 20,600 students and over 200,000 web pages to manage, the guide outlines key features of a CMS, from automated templates to workflow management, as well as the importance of administrative support, necessary timelines, and committee formation. This resource aims to facilitate effective document control and improve user experience across the university's digital platforms.

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Implementing a Content Management System: A Practical Guide for Missouri State University

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  1. Implementing a Content Management System A Practical Guide

  2. About Missouri State • Primary campus in Springfield with additional campuses in West Plains, Mountain Grove and China • Approximately 20,600 students • Over 200,000 web pages

  3. CMS Defined A web content management system is used to manage and control a large, dynamic collection of web material (HTML documents and their associated images). A CMS facilitates document control, auditing, editing, and timeline management. A Web CMS provides the following key features: • Automated templates • Easily editable content • Workflow management http://en.wikipedia.org/wiki/Content_management_system

  4. Administration Buy-In • Administration support is critical • Many cost factors involved in CMS • Software costs (may be mitigated by Open Source) • Personnel costs • University image/marketing costs

  5. Necessary Timelines • Needs Analysis • Where are we and where do we want to be • Selection and Acquisition • Develop RFP and evaluate responses • Acquire selected product • Implementation • Install, training, rollout

  6. Formation of Committees • Business Process Review Committee • Build a business case • Define Requirements • CMS Selection Committee • Develop RFP, review proposals, make recommendation • Implementation Committee

  7. Types of CMS • Staged vs real-time • Component of larger system • Editor interface requirements • *User account authorization/setup

  8. CMS Research • Education Related Networks • Listserv U-WebD • Conferences • Web Sites • CMS Matrix – www.cmsmatrix.org • CMS Watch – www.cmswatch.com • Content Management Portal – www.contentmanager.net • Open Source CMS – www.la-grange.net/cms • Reference checks for finalists

  9. CMS Research • Costs – One-time vs ongoing • License structure • Administrator vs user • Negotiable • Sand box • Level of IT staff hand-holding of users • Training, open labs, etc.

  10. Purchase and Implementation • Select and acquire product • Select and acquire hardware • Hire or reallocate personnel • Install • Initial training • Develop templates • Pilot project • User training

  11. Staffing It’s a big software package so it runs on autopilot. Not! • Systems support • Expert designer • Training • Help desk

  12. User Training • Critical to project success • Methodical and ongoing • Not everyone can attend an initial mass-training session • New adopters • New-to-campus users

  13. Rollout Your method of rollout can help determine the results. • Isolated or large • Huge success • Visible failure • Little notice • Branding

  14. Post-ImplementationBenefits Gained • User-friendly, non-technical editing • Staged solution with workflow • Standard templates ensure accessibility and usability by computers, handhelds and other devices • Web-based; no external editor

  15. Work That Remains • More departments to convert • Local extension and customization of CMS package • Ongoing monitoring of new technology and devices

  16. Questions? • Questions • Comments

  17. More Information • Brian HeatonContent Management Programmer/AnalystWeb ServicesMissouri State UniversityBrianHeaton@MissouriState.edu

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