Web content management system project in full swing
A major project to implement a new web content management system (WCMS), called Adobe CQ, is out of the starting gate. Under the direction of University Communications Services (UCS) and Instructional and Information Technology Services (IITS), the project grew out of a series of web improvement initiatives dating back to 2007.
The WCMS project is aimed at providing Concordia with superior private platforms for faculty and staff, and students, while enhancing the university’s public website. Over and above delivering an easy way to update and replicate information, the project will also bring together, onto a single system, most of Concordia’s 300 websites. This will allow users to manage information more quickly and efficiently.
The project, which was approved as part of the Strategic Framework in 2009, went through a rigorous approval process before its official launch in March 2012. Through a request for proposals process, an external firm was retained to work with and train existing human resources on how to install and manage Adobe CQ. A project manager and a change management lead have also been hired to ensure that thorough consultation and needs assessment processes are undertaken.
“By the time the project is fully implemented in two years, we expect to have built robust digital communications platforms that satisfy the requirements of the majority of our audiences and partners,” says Lucy Niro, director of Web Communications at UCS.
“Our current work efforts are either manual or rely on smaller tools — all of which make it very cumbersome to update information and ensure it’s consistent and accurate across hundreds of disparate sites. Adobe CQ will help automate the maintenance process and its built-in workflow will facilitate quality assurance before content is published.”
The initial phase of the project includes revamping the current public site (Concordia.ca), which caters to various audiences that include prospective students, parents, prospective faculty and employees, alumni, donors, media, and the general public.
The new site will lead to an enhanced student experience, communications and community engagement efforts — per the university’s strategic priorities. It will also improve the overall user experience by facilitating ease of use and information gathering, navigation and web accessibility. The platform will also allow for a seamless integration of social media and mobile communications.
“The new public site will reflect the results of our intensive requirement-gathering sessions that will take place over the summer and fall. It will also structure content, information architecture and navigation based on what our internal and external users tell us. Finally, we plan to conduct usability testing to gain even more insight into how the end user navigates throughout the site,” says Niro, who also serves as project director.
A private platform is also being built to improve internal communications, knowledge sharing and collaboration among Concordia’s faculty and staff members, as well as students. The platform will include links to MyConcordia, which houses several third-party applications, such as Moodle.
"We are very excited that the project, which has been five years in the making, is off to a great start!" says UCS Chief Communications Officer Philippe Beauregard. "Over the last few years, it has become clear that Concordia needs a web content management system to manage its websites.
“Since September 2010, UCS, in close collaboration with IITS, has worked toward finding the right solution through a thorough evaluation and approval process, as well as finding the right implementation partners, leveraging existing resources and hiring additional ones that are needed to manage the project full time over the course of the two-year implementation of the system."
In June 2012, the project team launched an awareness campaign, which consists of a series of discussions with individuals across the university who will be directly affected by the project, to shed light on Adobe CQ, gain insight into initial reactions, field questions and gather feedback. The campaign continues until the end August.
"Because we understand that the project is really not about the system but more about the people who will manage the system and the content, we brought on a change management lead who has already reached out to many internal constituents involved in the project and is available to field questions, listen to concerns and provide feedback on a continual basis,” says Beauregard, who is also the project’s sponsor.
"This project will greatly enhance Concordia's web presence and make it easier for every unit across the university to develop greater digital communications to reach their key stakeholders.”
The initial phase of the project is expected to be launched in spring 2013.
Related links:
• Concordia homepage
• MyConcordia portal
• FAQs about the WCMS project