Cms recommendation Report



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UWA Website Project

CMS Recommendation Report
25 May 2007

CMS Upgrade: Risk Analysis and Recommendation


Prepared by:
Sarah Delfante

Library Web Coordinator



Contents

Executive Summary ……………………………………………………………. 3


Introduction …………………………………………………………………….. 5
Methodology …………………………………………………………………….. 5
Summary of results …………………………………...…………………………... 6
Recommendation …………………………………………………………………. 7
Appendix 1: CMS Functional Requirements …………………………………… 8
Appendix 2: Risk Register ……………………………..………………………… 29
Appendix 3: Risk Treatment Plan…………. …………..………………………… 35
Appendix 4: Issue Register ………………. …………..………………………… 38
Appendix 5: Expected Benefits…………… …………………………………… 42
Appendix 6: Case Study: Department of Justice………………………………… 43
Appendix 7: Case Study: Monash University …………………………………… 45
Appendix 8: Case Study: University of Melbourne……………………………… 46
Appendix 9: CMS Matrix Comparison of CMS Products……………………… 47

Executive Summary

MySource Classic Web Content Management System (CMS) was implemented by the University in 2002 and is currently used to maintain most official websites.


The current CMS is now an aging system and a number of reports and reviews have identified issues with MySource Classic. Replacing the CMS is a significant and necessary step towards resolving other web-related issues.
The University Library has 18 months experience with a newer version of the same product MySource Matrix (http://matrix.squiz.net/). The Library Website Coordinator was seconded to the UWA website project to undertake a CMS evaluation to

  • gauge the University’s CMS requirements based on existing reports and further consultation with critical stakeholders;

  • measure the University’s requirements against vendor responses and the Library’s experience;

  • identify risks and opportunities through three case studies of CMS implementations;

  • compare MySource Matrix against prominent CMS products from other vendors;

  • complete a risk and issue analysis of the upgrade path; and

  • recommend whether the Matrix upgrade path is an appropriate solution for the University.

The outcome from the evaluation process is



  • all of the University’s mandatory requirements are met by MySource Matrix;

  • all risks associated with the upgrade as minor or low; and

  • a number of significant benefits will flow from an upgrade to MySource Matrix.

On the balance of the evidence available, it is recommended that the University plan to upgrade its current CMS to MySource Matrix.




Introduction

This recommendation report summarises a risk analysis undertaken to evaluate upgrading the university CMS to MySource Matrix without performing a full evaluation of CMS products in the broader market.



Issue to Resolve


The MySource Classic Web Content Management System (CMS) employed by the University to publish most official websites was implemented in 2002.
The Information Management Review project undertaken by Information Technology Services in 2006 recommended that, given the importance of the website as one of the University’s main marketing assets, the CMS should be regarded as a critical application.
The issues and risks associated with the current CMS solution (as identified in the UWA CMS Review) revolve around the following shortcomings:


  • Usability

  • System to system integration

  • Transactional functionality

  • Accessibility

  • Versioning

  • Scalability

The following broad factors are considerations in resolving the current shortcomings and arriving at a CMS solution that will support the delivery of a website which aligns with the objective of the web site project to meet or exceed national and international exemplars and standards, and to meet or exceed the expectations of users:




  • Platform agnostic

  • Robust versioning

  • Tools to streamline content quality assurance

    • XHTML compliant output

    • W3C compliant pages

    • Link validation

    • Metadata enforcement

    • Automated content review cycles

  • Highly usable

  • Highly scalable

  • Not necessarily a content delivery platform

  • Extensible

  • Flexibility of workflow

  • Flexible deployment of content

  • Compatible with UWA portal initiative

  • Exit path

The options considered regarding the University’s current CMS were:




  1. Retain and undertake development of the current CMS

  2. Go to market for a replacement CMS

  3. Evaluate possible CMS upgrade path

It was acknowledged that the time taken to replace the CMS could be compressed by upgrading to a new version of the current CMS, although it was identified that an analysis of fitness for purpose and the risks involved needed to be adequately assessed before making a decision.


The University is currently using MySource Classic version 2.8.6 developed by Squiz.net. A number of other CMS solutions are in use around the University. The University Library undertook a requirements gathering and a ‘Request For Proposal’ process before implementing a more recent version of the Squiz.net product, MySource Matrix version 3.10 in January 2006. Given the Library’s experience with MySource Matrix, the Library Web Coordinator was seconded to the UWA website project to:


  1. gauge the University’s CMS requirements based on existing reports and further consultation with Information Technology Services;

  2. measure the University’s requirements against the Library’s experience;

  3. undertake a risk analysis of the upgrade path;

  4. recommend whether the upgrade path is an appropriate solution for the University as a whole.

The results of this exercise are detailed below in this recommendation report.



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