Web Advisory Committee
M E E T I N G M I N U T E S - M AY 1 , 2 0 1 3
In Attendance: Cal Anderson, Beverly Bavaro, Brandie Davis, John Fitzimmons, Kate Kirkpatrick, Jayde Look (Web
Services student worker), Echo Lynch, Brandy Scarnati, Chantal Smithson, Craig Rodrigue, Chris Winslow
Meeting Called to Order: 11:00 a.m.
Current Business
Web Content Management Software (CMS) Migration and New Site Design
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Build Phase: Continuing
Cal discussed the current status of the migration and implementation of Terminal Four (T4) Site Manager. Finishing
up the build review. Web Services staff are testing functionality and reporting bugs/issues to T4 to resolve. About
200 support tickets were initially submitted to T4, down to about 40 or so currently in progress.
Issues regarding hosting have been resolved: TMCC is hosting the CMS server. Also, PHP issues have been
resolved.
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Next Phase: Content Migration
Web Services is working with T4 to enable WebDav for mass file and image uploads.
Content migration will involve many tasks, such as: creating new structure, copying content into CMS, cleaning up
and fixing content once in the CMS, updating forms, images, FAQs, etc.
Cal thanked Web Services' student worker, Jayde Look, for her hard work in assisting with the content structure
set up and cleanup.
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Events Calendar
The built-in CMS events calendar will replace what we have now, which is a third-party product for which we no
longer pay for support. The new calendar will not have popup windows and will have a slightly different grid layout,
but won't be too much of a change overall.
Cal will be emailing calendar administrators as we approach the launch date to be sure that all calendar
information is in place and to avoid any loss of information during migration.
Web Services will communicate when and how departments will be affected by the migration of calendar and
departmental content.
Page 1 of 3; Meeting Minutes - May 1, 2013
TMCC is an EEO/AA institution. See http://eeo.tmcc.edu for more information.
Created: 5/1/2013; Rev: 5/2/2013
W eb Advisory Committee Meeting Minutes - May 1, 2013
Challenges
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Unveiling the Site
Cal discussed the logistically complicated issue of deciding whether to roll out the new website one department at a
time or all at once. Still working out the details. It was noted that this issue is common to all entities instituting an
overall change to their entire website structure, and during the initial discovery stages of this process it was noted
by other colleges that this issue needed to be carefully considered.
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Workflow
Once CMS is rolled out, workflow will need to be created and established. Web Services will need to work with the
web content providers (and confirm one or two people per department site as "leads"). There will need to be
sufficient training, including "how to write for the web" to help ensure the consistency that the TMCC website
currently has in place.
CMS Demonstration, Forms
Cal provided a demonstration of the CMS (cms.tmcc.edu) site structure, media library, samples of department pages, FAQ
and the contact (form) pages.
Cal discussed how many of the online forms -- such as the contact forms -- utilize the WuFoo form-building tool. Using the
WuFoo tool frees up time from the old time-intensive method of coding forms so more time can be devoted instead to
other/bigger projects. Nothing will change for the end user and how they receive/view the data collected.
Echo Lynch asked if WuFoo forms can be used in conjunction with Hyland/OnBase (which is currently being assessed for
converting some Financial Aid forms from PDFs). Cal said this hasn't yet been explored, and asked if Hyland/OnBase
supports accessiblity? WuFoo forms are fully accessible.
Future Phases
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Outliers
Web Services currently maintains several separately-branded "Mini Sites" which will ultimately need to be migrated
into CMS (such as: Cafe, Child Care, Meadow, Washoe Community Ed, Online Tour, Online Orientation, etc.).
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Mobile Web
Not yet optimized; however, the CMS will allow mobile users to view the TMCC website with style sheets once
enabled. This is a project to be undertaken in the future, once the basic CMS for the website has been completed.
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Training
Web Services will need to create materials and training modules on use of the CMS for all web content providers.
Timeline
There is not currently a firm timeline in place. It depends on how quickly the build and migration phases can be completed
by the Web Services team. If the plan to implement rolling out the CMS departmentally (versus all at once) goes forward,
some departments could conceivably go live this summer. Tentatively, the home page and some of the higher traffic
departments would roll out first.
Page 2 of 3; Meeting Minutes - May 1, 2013
TMCC is an EEO/AA institution. See http://eeo.tmcc.edu for more information.
Rev.: 5/2/2013
W eb Advisory Committee Meeting Minutes - May 1, 2013
Campus Community Buy In
It will be important for the campus community to be educated and support the website changes. Over the last year or so
Cal has addressed the President's Advisory Council with a demo of the new site, which was positively received, and sent
several email communications to keep faculty and staff informed of the coming changes.
Chris Winslow suggested that PIO could assist Web Services in further communicating and educating.
Other Updates
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Google Analytics
As of April 2013 there is no longer support for Webtrends, though for now it is still available at
webtrends.tmcc.edu. Instead, Google Analytics will be the primary analytical tool for tracking web activity. Web
Services is currently working on new Google Analytics reports that will be automated and will go out as PDF reports
via email to departments who want them.
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Ongoing
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Training: Web Services continues to provide PDF training and workshops on branded templates through
Professional Development. There will be additional training required for the CMS. including educating
content providers about when information should be available as a PDF document vs. making the
information available as html content on their department's site. Web Services will be phasing out the use
of PDF documents whenever html can be used instead.
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Student Worker: Web Services is still in need of a replacement for their second student worker who
recently graduated (work study preferred).
Meeting Adjourned: 12:00 p.m.
Page 3 of 3; Meeting Minutes - May 1, 2013
TMCC is an EEO/AA institution. See http://eeo.tmcc.edu for more information.
Rev.: 5/2/2013