Website Content Management Solutions for the
United Nations World Informatics Organization
Systems Report
July 26, 2005
Presented to:
Presented by:
Professor Denis Caro
School of Management
University of Ottawa
2020 Informatics Solutions
http://2020informatics.tripod.com
Ottawa, Ontario, Canada
ADM 3379 Team Members:
Erek Barsczewski * (2855636)
Saif Hussain (2933678)
Edward Lam (2956563)
Bouchra Lamnabhi (3580182)
Statement of Academic Integrity
See www.uottawa.ca/academic/info/regist/crs/home_5_ENG.htm
I have carefully read the School’s academic integrity rules and this work conforms to the rules on academic integrity of the
University of Ottawa.
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Table of Contents
1.0 Executive Summary .............................................................................................. iii
1.1
1.2
1.3
Purpose .........................................................................................................................................iii
Scope and Method.........................................................................................................................iii
Recommendations/Summary Findings..........................................................................................iii
2.0 Introduction ............................................................................................................ 1
2.1
2.2
2.3
2.4
Background.................................................................................................................................... 1
2020 Informatics Solutions: Contact Information........................................................................... 1
About the UNWIO and the WIPO .................................................................................................. 1
About 2020 Informatics Solutions.................................................................................................. 1
3.0 Systems Development Life Cycle (SDLC) Methodology.................................... 2
3.1
3.1.1
3.1.2
3.1.3
3.2
3.2.1
3.2.2
3.2.3
3.2.4
3.3
3.3.1
3.3.2
3.3.3
Systems Planning........................................................................................................................ 2
Initiating and Planning ................................................................................................................... 2
Project Feasibility ...................................................................................................................................... 2
E-Privacy Issues ............................................................................................................................ 3
Systems Analysis ........................................................................................................................ 4
Requirements Determination................................................................................................................... 4
Content Creation Issues........................................................................................................................... 4
Structuring Requirements: Modeling the Web Publishing Process ................................................... 5
Selecting the Best Alternative Design Strategy.................................................................................... 5
Systems Design ........................................................................................................................... 6
Designing the Human Interface .............................................................................................................. 6
Content Management Tools .................................................................................................................... 6
Designing Templates: Web Presentation Standards ........................................................................... 6
3.3.4
3.3.5
3.3.6
3.4
3.4.1
3.4.2
3.4.3
General CIHR System View .................................................................................................................... 8
Administrator System View...................................................................................................................... 8
Feedback and Help................................................................................................................................... 8
Systems Implementation and Operation................................................................................... 8
Implementation Process........................................................................................................................... 8
Maintaining the System............................................................................................................................ 9
Full Solution Capability............................................................................................................................. 9
3.3.3.1 Accessibility Standards...............................................................................................................................................6
3.3.3.2 Search Engines............................................................................................................................................................7
3.3.3.3 W3C Recommendations.............................................................................................................................................7
4.0 Management Issues .............................................................................................. 9
4.1
4.2
4.3
4.4
Economic Analysis......................................................................................................................... 9
Technical Feasibility .................................................................................................................... 10
Organizational Feasibility ............................................................................................................ 10
Contingency Plan .................................................................................................................................... 10
5.0 Future Developments........................................................................................... 11
5.1
5.2
5.3
XHTML......................................................................................................................................... 11
PHP vs. ASP................................................................................................................................ 12
Evolving Role of the Database Administrator (DBA) ......................................................................... 12
6.0 Conclusion ......................................................................................................................... 12
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List of Appendices
Appendix A – References........................................................................................................................ 13
Appendix B – Letter to Dr. Wu........................................................................................................................... 15
Appendix C – Workflow Diagrams ......................................................................................................... 16
Appendix D – Accessibility Testing Process ........................................................................................ 17
Appendix E – CIHR Interface Designs ................................................................................................... 18
Appendix F – Interview Transcript ................................................................................................................... 19
Appendix G – Letter of Acknowledgement............................................................................................ 22
Appendix H – Proposal............................................................................................................................ 23
Appendix I – Presentation Handout ....................................................................................................... 27
Appendix J – Presentation Slides .......................................................................................................... 28
Appendix K – Glossary............................................................................................................................ 34
Appendix L – Indices ............................................................................................................................... 36
List of Figures
Figure 1: Standard Content Workflow........................................................................................................ 16
Figure 2: CIHR Distributed Web Authoring Workflow........................................................................................ 16
Figure 3: The Common User Interface View.............................................................................................. 18
Figure 4: The Administrator View............................................................................................................... 18
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1.0 Executive Summary
Established in 1995, 2020 Informatics Solutions specializes in systems development in the area of
website content management. 2020 helps people and businesses throughout the world realize their full
potential through providing content management solutions.
1.1
Purpose
The objective of this report is to demonstrate the benefits of website content management and to show
the United Nations World Informatics Organization (UNWIO) that 2020 Informatics Solutions is the best
company for developing the UNWIO’s content management system.
1.2
Scope and Method
•
This report begins with a brief profile of three organizations: the UNWIO, WIPO and 2020
Informatics Solutions.
•
The report presents the process of planning, analyzing, designing, and implementing a content
management system (CMS). This includes content creation tools, publishing, e-privacy issues,
presentation standards to ensure usability and accessibility, and the full solution capability that
2020 offers to meet the UNWIO’s needs.
•
The report also focuses on the systems development life cycle (SDLC) methodology of 2020
Informatics through a CIHR case study.
•
Presented next are important management issues related to implementing and operating website
content management systems, as well as a contingency plan.
•
Finally, the report discusses technological advances in building websites, the evolving role of
database administrators, and the benefit of using each of the following technologies: Active
Server Pages (ASP), Hypertext Preprocessor (PHP) and Extensible Hypertext Markup Language
(XHTML).
1.3
Recommendations/Summary Findings
•
2020 Informatics Solutions is the right company that will provide the UNWIO with the right
“complete” solution to manage their web content.
•
2020 is committed to providing a full system solution that will be efficient, effective, and
compatible for all levels of the UNWIO.
•
UNWIO will benefit from 2020’s global web standards experience.
•
2020 is a reputable company known for its quality service throughout the SDLC process.
•
Before a solution can be implemented, 2020 must determine the system requirements and
exactly how the system will operate, by working closely with UNWIO personnel to determine the
needs for the management of its websites.
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2.0 Introduction
2.1
Background
The United Nations World Informatics Organization’s (UNWIO) Strategic Partnership Initiative Program
has given 2020 Informatics Solutions the esteemed honour of providing this report to the UNWIO Board
and presenting our expertise on website content management systems.
This report will focus on the various aspects of website content management systems, including:
content creation issues, content management tools, publishing, e-privacy, presentation standards, and full
solution capability. Furthermore, the systems development lifecycle (SDLC) will be discussed through a
client case study, as well as management issues related to implementing and operating website content
management systems and future advancements in this field.
2.2
2020 Informatics Solutions: Contact Information
2020 Informatics Solutions can be found on the web at: http://2020informatics.tripod.com. In addition, the
following company representatives may be contacted to discuss administrative, financial, and strategic
issues related to website content management systems:
Name
Erek Barsczewski
Edward Lam
Bouchra Lamnabhi
Saif Hussain
2.3
Position
Chief Executive Officer
VP, Sales and Marketing
Chief Information Officer
VP, International Projects
Email
ebars041@uottawa.ca
lam.edward@gmail.com
blamn087@uottawa.ca
saif33@gmail.com
About the UNWIO and the WIPO
The United Nations World Informatics Organization (UNWIO) has its headquarters located in Stockholm,
Sweden and Dr. Paul Wu acts as Secretary General. A world body responsible for financing systems
development initiatives in the private and public sectors, the UNWIO has regional offices in Beijing,
Brasilia, Cairo, Kolkata, Lagos, Madrid, San Francisco and Tokyo.
The World Intellectual Property Organization (WIPO) is a specialized agency of the United
Nations, focusing on promoting the use and protection of intellectual property. The organization
administers 23 international treaties dealing with these protected works, and counts 182 nations as
member states. Through its work, WIPO plays a crucial role in enhancing quality of life and creating real
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wealth for nations. WIPO is considering upgrading its intellectual property database to a comprehensive
web-based system.
Recently, the UNWIO commenced a Strategic Partnership Initiative Program and issued an
invitation for 2020 Informatics Solutions to present its systems development expertise to the UNWIO
Board in the possibility of becoming a strategic partner. A partnership under this program would aid 2020
Informatics Solutions in furthering its goal of continually expanding its focus across the globe and serving
the world community.
2.4
About 2020 Informatics Solutions
Established in 1995, 2020 Informatics Solutions is located in the heart of Ottawa, Canada’s capital city,
which is also known as Silicon Valley North. It develops, implements, and maintains software and
provides management consulting services to its various public and private sector clients, both
domestically and internationally. 2020 specializes in web-based content management systems, offering
its clients comprehensive and customized solutions to meet their diverse array of needs and to keep them
operating efficiently and competitively in the rapidly changing global economy.
1
“About WIPO.” 2005. WIPO [accessed May 2005] http://www.wipo.int/about-wipo/en/
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3.0 Systems Development Life Cycle (SDLC) Methodology
This section will focus on the systems development life cycle as it pertains to 2020’s web content
management (WCM) systems process. The section also uses as a case study the system developed in
2003 for the Canadian Institutes of Health Research (CIHR). Formed in 2000, CIHR serves as Canada’s
premier health research funding agency, with 8,500 researchers across the nation and a budget of $662
2
million for 2004-2005. In developing the content management system (CMS), 2020 worked extensively
with the Web Services Centre (WSC), a department of the Information Technology Management Services
(ITMS) division. WSC is responsible for the administration of all website content, both on CIHR’s Internet
and Intranet sites. While administering projects and publishing content in English and French, WSC must
adhere to standards established by CIHR (WSC Style Guide) and the Government of Canada (Common
Look and Feel Standards).
The process of developing implementing a content management system (CMS) for an
organization is a large undertaking and is often becomes one of the principal Information Technology (IT)
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projects that a firm will face. Since costs for such a system can reach up to seven figures , an
organization must select a CMS carefully and ensure that it meets its need for content organization,
workflow, publication, and presentation.
Content management involves organizing and structuring content, which can include text,
images, and media, so that it can be managed efficiently and effectively. A CMS facilitates this through
software and hardware by providing a centralized system where an entire website is located where an
organization’s members can access, create, modify, and publish content in a user-friendly environment.
Due to rapid advancements in technology and the widespread use of the Internet globally, it is crucial for
all organizations to have a mechanism for managing the content of their websites.
3.1
Systems Planning
3.1.1 Initiating and Planning
Once a web content management system becomes the focus of an organizational development project,
2020 can bring its expertise to the initial and planning process, which is often 10 to 20 percent of the
entire development effort. The purpose of this early stage is to generate a concrete project plan and a
description that the departments in question can agree upon. The scope, risks, benefits, costs, and
resource requirements are outlined in the Baseline Project Plan, which is summarized in the Statement of
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Work document delivered to the client.
For CIHR, the main purpose of the WCM project was to give access and control of their website
to individuals within their organization. Implementing a content management system would give users the
ability to edit their own content in a web format, rather than be outside of the web process and simply
submit their work to web editors. Here, content creators could participate in the process and hence be
part of a more decentralized publishing system. Initially, content was submitted to the Web Services
Centre by email, whereupon it was edited into HTML format by WSC staff using software such as
Dreamweaver, and then uploaded to the live Internet site through a File Transfer Protocol (FTP) program.
The thirteen institutes, an assembly of health professionals and directors located across Canada,
especially desired a WCM system to both give them more control and speed up the publishing process.
3.1.2 Project Feasibility
Before the project could proceed into the next stage, a feasibility analysis was necessary to determine if
the project was possible and if the benefits outweighed the costs. The project was analyzed with attention
given to economic, technical, and organizational factors.
The first aspect, economic feasibility, studies the financial benefits and costs and is often termed
as a cost-benefit analysis. Some of the tangible benefits for CIHR were a reduction of errors, since the
system was to include quality assurance processes; increased speed of activity, since the process was to
be more automated; and improved management planning and control, which the system was to provide
2
“About CIHR.” 2004. CIHR [accessed July 2005] http://www.cihr-irsc.gc.ca/e/24418.html
Robertson, J. 2002. “How to evaluate a content management system.” KM [accessed July 2005]
http://www.steptwo.com.au/papers/kmc_evaluate/
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Valacich J. et al. 2004. Essentials of Systems Analysis & Design. Second Edition. New York: Prentice-Hall. 84-86.
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with its administrative functions. Some of the intangible benefits included increased flexibility in the
organization, as more users would be given access to and limited control over the system; improved
morale, as users from the institutes would appreciate being given more of a say in controlling the flow of
content; and an improved website, as content managers would be more involved in the website’s design
and more information would be uploaded on a regular basis, keeping it more up-to-date. On the other
side, one-time costs encompassed system development and software costs, user training for the new
system, and conversion of the data already on the website into the new system. Recurring costs included
software maintenance (patches and security updates), data storage costs for the software’s server, and
office supply costs such as the printing of training manuals.
In terms of technical factors, items of risk such as hardware or software failure had to be
considered, as did whether the project could be completed within the given time frame of approximately
six months and whether the organization had the physical resources and knowledge to work with the
system. For organizational feasibility, aspects such as the operational objectives of effectiveness and
efficiency had to be met, in addition to political, legal, ethical, and user acceptance issues being
considered. The WCM project was cleared politically, legally, and ethically, as it was within the
government’s framework of dealing with websites and was approved by the Chief Information Officer
(CIO) of the Information Technology Management Services (ITMS) division. The project was accepted by
users at a general level after internal surveys, and overall, objections were not raised since the system
did not require mandatory participation and requests could still be sent to WSC staff for the posting of
content.
3.1.3 E-Privacy Issues
Nearly 75% of the population in countries such as Britain have concerns of exactly how their personal
5
information is stored and managed electronically by organizations. With doubts about security and the
actions of companies with respect to the sharing of personal data, e-privacy has become one of the most
important management issues facing organizations today. Identity theft, spyware, fraud, and unlawful use
of data are all realities in an environment with technology continually advancing and privacy concerns
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rising. In the planning and feasibility analysis stage, e-privacy concerns and issues must be addressed to
ensure that the privacy rights of individuals are being protected.
While universal principles are yet to be established, many countries such as Canada have
enacted privacy legislation such as the Personal Information Protection and Electronic Documents Act
(PIPEDA). PIPEDA covers the collection, use, and disclosure of personal information through commercial
transactions. The law ensures that organizations are only able to use the data in a manner for which
consent was given, and that companies protect the data using adequate security measures. As a result,
most companies have adopted PIPEDA’s guidelines as part of their privacy policies in dealing with
customers online. 2020 is committed to proactively taking into account privacy concerns on any client
projects. Often, privacy violations can be halted at the feasibility stage of the systems development life
cycle by simply analyzing the system in comparison with the privacy guidelines outlined in legislation such
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8
as PIPEDA. Fair information practices include the following privacy principles:
•
•
•
•
•
•
5
Provide accountability and let the user know precisely which parties in the organization are
responsible for protecting personal information and privacy.
Tell the user why the organization collects, uses, or discloses personal information.
Before personal information is collected, consent from the person must be obtained, and an
organization must not use the information for any purpose other than for which the user has
consented.
The information contained within the database must be accurate and up-to-date.
The organization must safeguard the data through security measures so that it is not leaked to
unauthorized third parties.
Provide a mechanism for openness in allowing individuals to access their files and make
changes if necessary.
“E-privacy complaints soar.” 2001. BBC News [accessed July 2005] http://news.bbc.co.uk/1/hi/uk/1433208.stm
“Analysis: E-privacy debate faces a long road ahead.” 2000. CNN [accessed July 2005]
http://archives.cnn.com/2000/TECH/computing/10/04/privacy.fuss.idg/
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Boufford J. “Incorporating Privacy Requirements into the Systems Development Life Cycle.” 2005. Doc-Depot [accessed July
2005] http://business.admin.uottawa.ca/doc-depot/adm3---/adm3379/GuestSessions/Boufford_%20PrivacySDLC_July05.ppt
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Ibid.
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Provide individuals with the ability to challenge or complain about how the organization is using
the personal data, to ensure that privacy rights are respected.
E-privacy issues and methods of safeguarding privacy will also be discussed in the later stages of
the systems development life cycle.
3.2
Systems Analysis
3.2.1 Requirements Determination
After the initiation and planning stage, 2020 gathers information from several sources to determine
exactly how the system will operate. In the case of CIHR, information was collected from interviews with
users currently managing the website and future potential users, direct observation, meetings with
management and employees, analyzing existing documents such as procedure manuals, the Common
Look and Feel (CLF) guidelines, and existing documentation. These techniques of information gathering
are typically regarded as traditional methods. As another method in the analysis stage, 2020 has also in
the past engaged in Joint Application Design (JAD) sessions, which involve key participants such as
users, managers, and analysts in intensive and collaborative discussions to simultaneously collect data
for analysis. Through use of these workshops, faster development times can result as well as increased
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satisfaction from clients through their greater involvement in the process. Prototypes of systems often
form as a result of JAD sessions, so that basic requirements can be tested and modified to suit user
needs. To address e-privacy issues, legal requirements should be analyzed, in addition to user access
being considered in terms which individuals require access to certain sections of confidential data, and
data integrity issues such as data validation routines should be explored to make sure that the data being
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maintained will be accurate and up-to-date.
3.2.2 Content Creation Issues
When creating content for publication, users of a CMS require functionality and integration that goes far
beyond traditional word processors and file transfer systems. The key requirements of content creation
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for users of a CMS are:
•
•
•
•
•
•
•
9
Integrated Authoring Environment: All the features of the CMS must be readily available to
user in an easy-to-use format that will enable and facilitate its use across an entire organization.
Separation of Content and Presentation: Users must have access to screens where the focus
is on content and editing options, rather than presentation, which can instead be viewed through
preview screens.
Multi-User Authoring: Since the system is intended for use among many individuals, the CMS
must support options that lock pages while they are in use and allow users to place their name on
a page in order to “reserve” it for current or future modifications.
Single-Sourcing (Content-Reuse): Often content (such a header or a paragraph) is intended to
be used in multiple places on a website. In this case, content “fragments” can be created within
the CMS and simply linked in the locations where they are needed.
Metadata Creation: Metadata (“data about data”) can be used not only to describe pages
through descriptions and keywords, but it can also be used in a CMS to generate content on
pages automatically through dynamic links.
Powerful Linking: Hyperlinks from page to page must be dynamic and must adapt automatically
if names or addresses of certain pages change. A good CMS will also delete hyperlinks for pages
that no longer exist.
Non-Technical Authoring: Content creators unfamiliar with Hypertext Markup Language (HTML)
must be able to operate the system as well as technical users, so web editors in the CMS must
be provided that require no knowledge of HTML code.
“Joint Application Development.” 2005. Wikipedia [accessed July 2005] http://en.wikipedia.org/wiki/Joint_application_development
Boufford, J. op. cit.
Ibid.
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Ease of Use and Efficiency: An effective CMS needs to be user-friendly and must operate in an
efficient manner if it is to be successfully implemented and adopted.
3.2.3 Structuring Requirements: Modeling the Web Publishing Process
This step involves graphically representing the processes and components within a system. After the
information has been gathered in the requirements determination step, the information system must be
represented meaningfully so that it can be properly designed in the design stage. Key deliverables for
structuring requirements are typically data flow diagrams that show the movement of data between
entities.
A web content management system uses a database and other software modules to store and
access data or content. Further to this, the system allows non-technical users the ability to quickly and
easily approve and publish content without the need for programmers or IT administrators. The web
publishing system within the CMS allows for a uniform look and design for the website, as pages are
created through templates with dynamically-generated menus and users need only enter in required data
such as titles, text, and media using browser-based tools.
The most important part of the web publishing process in the CMS is the content workflow (see
Figure 1 in Appendix C), which allows for content to be approved before publication and publishing rights
to be granted for designated individuals. This system can save organization a great deal of time through
speeding up publication by making the approval and publishing system electronic and more automated.
In the publishing process, there are three participants who create, modify, approve, and publish
content:
•
•
•
Authors create and sometimes modify content (text, images, audio, video, etc.).
Editors decide what content is to be presented online and approve the work of authors.
Publishers send the finished pages to the test and live servers for publication.
Figure 2 (see Appendix C) shows a diagram of the web content workflow as it relates to CIHR’s
process from creation to final publishing and notification. First, external to the content management
system (CMS), an author creates content and obtains approval for the posting of that information from
their department. Then inside the CMS, a web content manager (a person delegated the responsibility of
overseeing a section of the website) receives the content and creates or modifies the page associated
with the content. A web editor then checks the page for quality, making edits as necessary, and submits
the content to the translation department if the content did not arrive in both English and French. After
approving the overall page and the translated text (if necessary), the editor then notifies the web content
manager for him/her to run the final copy by the original author and depending on the manager’s user
privileges, the page is uploaded to the test (Staging) server by the manager or the Web Services Centre
(WSC). Once the page is tested and viewed on Staging in compliance with WSC’s quality assurance
guidelines, the page is promoted to the live (Production) server and the web content manager is notified
of this development. The manager then checks the content for quality, and then notifies the original
content author so that he/she can finally verify that the content has been posted satisfactorily on the CIHR
website.
3.2.4 Selecting the Best Alternative Design Strategy
Once several approaches to developing the system have been put forward, the preferred strategy must
be selected. For CIHR, there were several ways to structure the information system, from a tree-like
structure to a folder-based view, as well as structuring the workflow and publishing in terms of individual
folders or sections, or managing the website workflow as one entire entity. The “most likely” alternative
can be selected by using a score sheet, ranking the choices with their requirements and constraints as
criteria. The eventual choice for CIHR involved a folder-based view for the organization of the content
(similar to Windows Explorer) and a single workflow for the entire content, through which all pages pass.
With the best alternative in hand, the Baseline Project Plan is updated with a preliminary description, an
assessment of the feasibility of the system, and a summary of the management issues in preparation for
the next stage.
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Systems Design
3.3.1 Designing the Human Interface
In the design stage, 2020 devised a system through which the thirteen institutes could work on their
subsites individually, and not be forced to wait in a queue for their content to be modified into an HTML
format suitable for upload. The forms (for user inputs) and reports (outputs of generated data) are created
in the design process, as well as interfaces and dialogues for user interaction with the system.
3.3.2 Content Management Tools
An integral part of the CMS involves the many tools that support the user in the editing and publication
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processes. The key requirements for effective tools are:
•
•
•
•
•
•
Version Control and Archiving: Storing copies of every modification made to a page in a CMS
is crucial for legal, backup, and recovery issues.
Workflow: The workflow model for a CMS must facilitate the approval and publishing process for
content, and be adaptive to changes in the organization.
Security: To protect the integrity of the content being posted and the system itself, security
processes and audit trails must be present in the CMS.
Integration with External Systems: Often, a CMS is used in conjunction with other systems
already present in the organization and as such, the CMS must be integrated to fit existing
systems with appropriate documentation for future reference.
Reporting: An effective CMS is able to provide a wide range of customized reports for low-level
users and high-level administrators. In addition, it should report proactively on issues as they
arise in the system.
Audit Trails: Keeping track of user activities is important in enforcing disclosure rules with regard
13
to e-privacy, and serves to enhance the accountability and security aspects of the system.
3.3.3 Designing Templates: Web Presentation Standards
In this stage of the SDLC, templates for pages of the website are designed that are used later in the
creation of pages by users for publication. All pages and documents posted to the web should comply
with international best practices, guidelines which ensure accessibility to these resources for all persons,
including those with disabilities. For web standards, important resources include the W3C standards from
the World Wide Web Consortium and the Common Look and Feel (CLF) standards from the Government
of Canada. Presented below is a discussion of standards that websites should uphold to ensure
maximum usability and accessibility.
3.3.3.1 Accessibility Standards
All organizations want to reach the widest audience possible with their online presence, and once a
website is located by a user, it must be accessible if the content is to be absorbed. The proportion of
14
people with disabilities in some populations can range up to 20 percent , and as such makes online
accessibility standards critical. Websites accessed through screen readers and voice-activated devices
require that the HTML code be formatted in a particular way, otherwise the material becomes
inaccessible to this audience. In Canada, accessibility standards form part of the Common Look and Feel
Standards (CLF) for government websites. These guidelines stipulate text standards, such as the coding
of acronyms so that can they can be read by screen readers, as well as the proper method for formatting
15
tables and pictures.
2020 has partnered with Watchfire to provide our clients with the software tool Bobby 5.0, which
is able to run through an entire website, perform over 90 accessibility checks, and generate reports and
12
Ibid.
Boufford, J. op. cit.
“Watchfire – Bobby 5.0.” 2005. Watchfire [accessed July 2005] http://www.watchfire.com/resources/bobby-overview.pdf
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“Common Look and Feel (CLF) for the Internet, Version 3.1.” 2005. Published by CIHR’s Web Services Centre.
13
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recommended code modifications. Watchfire also provides online a free website tool called WebXACT
that can check individual pages and display them as they would be read by a screen reader. Since
content is often pasted in from software such as Microsoft Word, 2020 also includes a macro program
with its content management package that converts text from a word processor into HTML, ensuring at
the same time that acronyms and tables are properly formatted with regard to accessibility. In
collaboration with third parties such as Watchfire, 2020 consistently aims to achieve the highest level of
accessibility for its clients’ websites. For a look at how organizations can ensure high accessibility
standards through a rigorous testing process, see Appendix D.
3.3.3.2 Search Engines
In order to make sure that a website and its pages are easily found by the public, certain HTML options
such as metadata should be used so that the pages can be properly indexed by search engines. When
indexing a page, robots, in addition to archiving content and following hyperlinks, look to the <head>
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section of the page and the following tags :
•
•
•
•
<title> tag: displayed in the top of the browser, this text is used by search engines in the hyperlink as
the title to reference the page as it exists on the website.
Description <meta> tag: a short description of the page; often websites with many pages will create a
general description of the site or particular sections and copy the description over all of the relevant
pages.
Keyword <meta> tag: words that are associated with the page or website and that people would use
when searching for the website. Again, sites often create lists of keywords for certain sections and
then simply apply these words to all the pages in every section.
Robot <meta> tag: this code tells the visiting search engine robot whether the page should be indexed
in the search database or not indexed and that the robot should visit the hyperlinks found on the page
instead.
Every search engine has procedures set in place for URL submission for new websites to be indexed.
After a URL is submitted, it can takes months for a website to appear in a search engine'
s listings. When
a website'
s address changes, the new URL should be resubmitted to the search websites to ensure that
users are aware of the new location. When it is necessary for a page to not be indexed or archived by
search engines, commands can be stored in a “robots.txt” file in the root folder, a protocol that most
search engines follow. The use of a search engine constitutes the most popular method for web users to
discover new websites, and as such the HTML standards noted above should be adhered to if a website
is to be fully accessible to the public.
3.3.3.3 W3C Recommendations
The World Wide Web Consortium (W3C) is a member organization that began in October 1994 and
develops standards for the Internet called W3C Recommendations to promote the evolution of the web
and to ensure its interoperability. The W3C wants the web to be accessible to all users, and so develops
its standards through consultation with experts and its members, which include IBM, Microsoft, AOL,
Apple, Adobe, Macromedia and Sun Microsystems. HTML, the markup language used to display
websites, was developed until the year 2000 into several versions up to version 4.01, after which point it
18
began developing a series of Extensible Hypertext Markup Language (XHTML) standards. XHTML is
next step in HTML'
s evolution, and uses Extensible Markup Language (XML), which was developed as a
means to exchange data, as its base. In attempting to lead the Internet to its full potential, the W3C has
seven main goals with regard to its recommendations: universal access, semantic web, trust,
19
interoperability, evolvability, decentralization, and better multimedia. All templates for websites
generated in conjunction with 2020’s clients are continually tested for compliance with the latest W3C
recommended standards.
16
“Bobby – Web Accessibility Testing.” 2005. Watchfire [accessed July 2005]
http://www.watchfire.com/products/desktop/bobby/default.aspx
17
“Web Presentation Standards.” 2004. MnSCU [accessed July 2005]
http://www.its.mnscu.edu/portal/subgroups/presentation/webstandardsfulldocv2_0.html
18
“W3C HTML Activities.” W3Schools [accessed July 2005] http://www.w3schools.com/w3c/w3c_html.asp
19
“W3C in 7 points.” W3C [accessed July 2005] http://www.w3.org/Consortium/Points/
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3.3.4 General CIHR System View
For the general user at CIHR, the first screen appearing after the login screen is the list of folders, which
in turn contain all of the pages on the CIHR website. Figure 3 (see Appendix E) shows this view,
highlighting the News and Media Resources section of the website. From here, the user can navigate
folders, preview pages, or select a particular page for editing by clicking its name. Once the name is
clicked, the page is loaded and several options for modifying the page are presented. The most common
tool accessed is the editor, which is a “what you see is what you get” (WYSIWYG) program similar to
Microsoft FrontPage or Macromedia Dreamweaver. Users can make changes to the text, add tables or
images, and see their modifications immediately. Editing the HTML code itself is not necessary, but the
HTML side can be accessed by right-clicking the screen and selecting “See HTML.” Once the user is
finished, he/she can click “OK” to save the changes, or “Cancel” to reject them. Once a user begins
editing a page, that page is locked and inaccessible to other users. When the necessary changes have
been made to the page, the user submits the page workflow (this can be accomplished by clicking an icon
on the page). After this, a web content manager can check the changes and “release” the page so that
the changes are visible to everyone. The next stage after this is publishing, which is accomplished in two
steps: Staging and Production. The Staging server is for testing and quality assurance purposes, to see if
the page displays correctly on the Internet. The Production server contains the live website accessible by
the public, and pages are only published to the live site after they have been verified to be compliant with
the WSC’s quality assurance guidelines.
3.3.5 Administrator CIHR System View
The CMS for CIHR also contains an administrator view, where users with advanced privileges can
modified the website’s structure, delete pages, and create or modify templates. Advanced publishing
options can be accessed as well, such as scheduling pages to publish on a specific time, or exporting the
entire website for backup purposes. Figure 4 (see Appendix E) shows this view in the CMS, which is
displayed in a tree-like structure where branches can be expanded or contracted to show various page
characteristics and options.
3.3.6 Feedback and Help
When options are selected or when errors occur, users are provided with feedback in the system, such as
prompting cues or error messages. A help section is also provided to address users’ questions and
concerns regarding the system’s features, and facilitate individual training. Help screens in general should
be simple in providing only necessary information, in addition to organizing this information into a
manageable format and using examples to guide the user in demonstrating the proper use of the
20
system. Once a suitable system has been designed and usability has been assessed, the systems life
cycle enters its final stage.
3.4
Systems Implementation and Operation
3.4.1 Implementation Process
The purpose of the final step in the SDLC is to turn the design specifications into a final working system,
document the work being done, and to help future users to both use and maintain the system. In the
coding activity, the physical design is turned into computer code by programmers. CIHR’s system was
programmed using Microsoft’s Active Server Pages (ASP) technology, which allows for the system to be
dynamically generated within an Internet browser. In the testing phase, test scenarios are run using test
data to ensure that the system runs as it should without errors. These tests and the results from them are
documented for future system maintenance. For tests related to e-privacy, anonymous data should be
used to ensure that technical users and testers do not have access to confidential data during this
21
process. To operate ethically with a collection of personally identifiable information from users, an
organization requires a clear privacy policy outlined on the web, in addition to a secure infrastructure that
20
21
Valacich J. et al. 2004. op. cit. 292-294.
Boufford, J. op. cit.
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serves to protect the data. Such a system will greatly aid in establishing trust with users through gaining a
better understanding of the steps being taken to ensure their privacy in the online environment.
Once the system is installed, users are provided with guides and training plans to show them how
to use the system. The full documentation is useful both to maintenance personnel and day-to-day users
to understand the system fully. For CIHR’s Web Services Centre, training was provided over the course of
a week through user tutorials in groups. Full training to the rest of CIHR was conducted through first a
pilot plan, then to particular groups of users at different points in time. The full implementation of CIHR’s
22
content management system occurred over a time period of approximately three months.
3.4.2 Maintaining the System
The process of maintaining an information system in general involves returning to the beginning of the
systems development life cycle. This means obtaining the requests for maintenance, transforming them
into changes, designing these changes, and then implementing them. The final deliverable from these
activities is the new version of the system, as well as the modified documentation and training manuals.
CIHR, in its subscribing to an annual maintenance contract, receives security patches as they are issued
and technical support from 2020. Changes to the system can be corrective, fixing flaws in the design,
coding, or implementation; adaptive, changing functionality to meet business needs; perfective, to
23
improve performance through new features; or preventive, to avoid the possibility of future difficulties.
3.4.3 Full Solution Capability
2020 Informatics Solutions is an organization that is committed to provide UNWIO with full solutions that
will meet their every need. 2020 will not only concentrate on providing implementation and support on our
leading edge content management software, but the company is also committed to providing everything
that is needed to implement a full system.
Right from the start, 2020 will work closely with UNWIO personnel to determine the needs and
requirements of the management of their web sites. The firm will not only compile a basic needs and
requirements, but will get below the surface and investigate all the current components, including
hardware, software, and network components. Once the report is compiled, 2020 personnel will present
multiple complete solutions to the UNWIO. These solutions will include the following components:
1. 2020 Informatics Solutions will recommend the software required in order to allow the custom
tailored system to perform at maximum capability.
2. We will also recommend the type of hardware that will work best with the overall system. 2020
Informatics Solutions will work with leading edge hardware manufacturers to provide the best
equipment at the best price.
3. We will provide full installation and support for the all the software and hardware that it provides.
The software and hardware comes with a standard full coverage 3-year warranty and 24/7
support.
4. We will provide training for UNWIO staff members working with the web content management
system.
By providing all the components above, 2020 Informatics Solutions can provide UNWIO with the
right “complete” solution to manage their web content.
4.0 Management Issues
4.1
Economic Analysis
2020 Informatics Solutions is a company dedicated to providing the right solution for the right
organization. This means that 2020 Informatics Solutions will not be able to set a definite cost for the
system at this point, but the cost will be guaranteed to be competitive. In order to determine the complete
cost of the system, 2020 will look at the following areas:
22
23
Perry, B. Personal Interview. 13 Jul. 2005.
Valacich J. et al. 2004. op. cit. 386-387.
2020 Informatics Solutions
•
•
•
•
•
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Cost of hardware
Cost of software
Installation and implementation of hardware
Installation and implementation of software
Cost of training the staff to work with the system
Depending on the exact needs of the UNWIO, 2020 Informatics Solutions will be able to provide a
competitive quote for the proposed system.
4.2
Technical Feasibility
2020 Informatics Solutions will assist the UNWIO in completing a full technical feasibility report. We will
look at the following areas to determine the overall technical feasibility of the web content management
system:
•
•
•
Time Resources: 2020 Informatics Solutions, together with personnel from UNWIO will meet,
discuss, and determine the timeline for the web content management system.
Risk: 2020 will continually perform risk analysis throughout the project to ensure that the risks are
acceptable at all times.
Technical Systems: 2020 has a vast amount of experience will all types of computer systems.
This will ensure that the proposed solution will integrate smoothly with current UNWIO systems.
The key point is that the technical feasibility study will certainly be performed at the start of the
project, but 2020 Informatics Solutions is also committed to provide support and perform analysis
throughout the project in order to ensure that the project will be a success.
4.3
Organizational Feasibility
We here at 2020 Informatics Solutions realize that the UNWIO is a big organization with lots of
stakeholders. That is exactly why we are committed to complete a series of analysis to ensure that the
solution we provide will be the most complete and most suitable solution for the UNWIO. We will proceed
with completing the following analyses:
•
•
•
SWOT Analysis: We will be looking at the Strengths, Weaknesses, Opportunities, and Threats
24
surrounding the environment of the UNWIO.
User Acceptance: We will be studying the environment in which the UNWIO operates to assess
the likelihood of overall acceptance of the system, in addition to user acceptance testing, which
will aid in co-opting end users through exposing them to system before the launch.
Stakeholder Analysis: We will be studying the stakeholders of the UNWIO to ensure that this
system will be compatible and agreed upon by all stakeholders of the UNWIO.
The overall goal for these analyses is to ensure that we provide a solution that will be efficient,
effective, and compatible for all levels of the UNWIO. The solution needs to be efficient so that the users
of the system will be able to become more proficient as compared to the older web content management
system. The solution needs to be effective so that the users will feel a satisfaction when using the web
content management system. Also, the system must be compatible with all users so that the people will
feel comfortable using the web content management system.
4.4
Contingency Plan
2020 Informatics Solutions is a modern and responsible firm that recognizes security and disaster
recovery is especially important for organizations such as the UNWIO. One of the first item we look at
when designing a system is to study the immediate threat to the system, they include:
24
“SWOT Analysis.” 2004. QuickMBA [accessed July 2005] http://www.quickmba.com/strategy/swot/
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•
Viruses: These can include the thousands of viruses that can penetrate the web content
25
management system through the internet, e-mails, or another source.
•
Hackers: Since our system will be providing content onto the Internet, the system will be
vulnerable to hackers.
•
Theft: Since the system will be connected to the internet, theft from outside the organization can
certainly exist, but also theft from somebody inside the organization is also a possibility.
•
Sabotage: Sabotage can exist within or outside the organization.
•
Disaster: Disasters can include topological disasters, technological disasters, meteorological
disasters, and social disasters.
These are all immediate threats that can disrupt the system. 2020 Informatics Solutions will be
implementing different types of deterrents and safeguards into the system to prevent such threats. Each
system recommended by 2020 will include security systems that will comprise of:
•
•
Hardware monitors
Software monitors
On top of this, 2020 Informatics Solutions will also be completing full analyses in the following
areas of UNWIO in relation to the web content management system:
•
Facility Security: We will examine the security systems in place for the current web content
management system and all the information systems that relates to that.
•
Personnel Security: We will do a complete analysis of the personnel that will be working with the
web content management system and install software monitors that will be able to log the
modifications performed to the web content management system.
•
Cryptosecurity: As part of a communications security analysis to control access to information,
2020 will analyze what type of cryptosecurity is currently employed and ensure that the
26
cryptosecurity used in our system will be capable and compatible.
From the information we gather through the analyses, we will then be able to build a business
contingency plan. The business contingency plan will look at all areas including hardware and software.
2020 Informatics Solutions will be providing backup recommendations such as backup hardware systems
and backups software systems as part of our solution package. 2020 also works closely with other firms
that specialize in data protection. We will recommend the UNWIO protect their data by employing one of
these firms to ensure that all their data will be safe.
Overall, 2020 Informatics Solutions will provide the UNWIO with the safest and most reliable web
content management system. At 2020, we take security extremely seriously. We will also provide the
UNWIO with one of the most complete and detailed business contingency plan as part of our “Full
Solution Capability.”
5.0 Future Developments
5.1
XHTML
Extensible Hypertext Markup Language (XHTML) is a combination of traditional HTML with Extensible
Markup Language (XML). It contains the same basis of language and tags as HTML, but follows the
structure of XML. XHTML has the benefits of both languages and eliminates the requirement of making
multiple websites to suit different browsers or user platforms. The language also eliminates many of the
errors typically received by users in their browsers by conforming to logical markup rules. Accessibility is
25
“Computer Virus Resources.” 2004. Carnegie Mellon University [accessed July 2005]
http://www.cert.org/other_sources/viruses.html
26
“Communications Security (COMSEC).” 2001. ATIS [accessed July 2005] http://www.atis.org/tg2k/_communications_security.html
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one of its greatest features, as it is able to be used on a wide variety of devices such as palm pilots, cell
27
phones, and screen readers. XHTML is now the language standard employed by the W3C and will
continue to be integrated into 2020’s web content management system as the language evolves.
5.2
PHP vs. ASP
Hypertext Preprocessor (PHP) is a scripting language that is embedded inside HTML code to create
dynamic pages on the web. Active Server Pages (ASP), on the other hand, is Microsoft’s scripting
technology for much the same purpose, with ASP programmers using mostly Visual Basic (VB) Script or
Microsoft’s implementation of JavaScript, called JScript. In terms of speed, PHP is often much faster and
more stable than ASP, as PHP has no overhead and the entire process runs in its memory space. Its web
pages are treated exactly the same as regular HTML pages, as the PHP code in simply inserted inside
28
the HTML. Alternatively, ASP is a server-side scripting code built on a Component Object Model (COM)based architecture so that when the program connects to the database there is overhead on the server,
29
and each ASP language compiler runs in its own processes. In terms of price, PHP is open source,
cheaper to install and is often used in conjunction with the free relational database server mySQL
(Structured Query Language). On the ASP side, the code runs on an Internet Information Server (IIS),
which requires a Windows server such as NT, 2000, 2003, or XP. ASP programmers commonly use
Microsoft SQL Server as the back end to the system and third party components to upload files, which is
more expensive than the PHP alternative. Implementation using PHP or ASP often depends on client
preference, and 2020 is capable of working either language into a client’s web content management
system.
5.3
Evolving Role of the Database Administrator (DBA)
One of the recent trends in web content management is the increase of database administrators
undertaking the function of website content management as their central role. This was especially evident
when we worked with one of our clients at the Canadian Museum of Civilization. As we were discussing
the framework of the project with the database administrator (DBA) at the museum, we noticed that the
Internet has become a major tool employed by all the stakeholders of the museum. The DBA informed us
as to how easy and efficient it was to deploy new web applications and databases over the company’s
intranet and public website. By deploying these databases and programs through the web, all employees
and stakeholders were able to access these new contents right away. Also, with the help of new web
application creation programs such as Microsoft’s .NET, it is very easy to create quality web applications
30
in a short period of time. This is certainly a trend that will continually take place as the reach of the
Internet extends into the mobile devices we carry, the cars we drive, and the houses we live in.
6.0 Conclusion
As a full solution provider, 2020 Informatics Solutions is committed to offering clients the best web content
management that fits each individual organization’s needs. Our experience with global web standards,
operating in both the public and private sectors, means that our systems are able to produce websites
that are accessible to the widest audience possible. Our knowledge of technology and web content
management focus results in the development of quality software, which is rigorously tested and updated
on a continual basis. This high level of quality service is present throughout the entire systems
development life cycle process and beyond, through system maintenance and technical support. 2020
operates under the mindset that “there are no such things as problems – only temporary situations
without a solution,” and we are confident that we can provide the right web content management solution
for the UNWIO.
27
“Web Presentation Standards.” op. cit.
“PHP.” 2005. Wikipedia [accessed July 2005] http://en.wikipedia.org/wiki/Php
“Active Server Pages.” 2005. Wikipedia [accessed July 2005] http://en.wikipedia.org/wiki/Active_Server_Pages
30
“Basics of .NET.” 2005. Microsoft [accessed July 2005] http://www.microsoft.com/net/basics.mspx
28
29
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Appendix A – References
“About CIHR.” 2004. CIHR [accessed July 2005] http://www.cihr-irsc.gc.ca/e/24418.html
“About WIPO.” 2005. WIPO [accessed May 2005] http://www.wipo.int/about-wipo/en/
“Active Server Pages.” 2005. Wikipedia [accessed July 2005]
http://en.wikipedia.org/wiki/Active_Server_Pages
“Analysis: E-privacy debate faces a long road ahead.” 2000. CNN [accessed July 2005]
http://archives.cnn.com/2000/TECH/computing/10/04/privacy.fuss.idg/
“Basics of .NET.” 2005. Microsoft [accessed July 2005] http://www.microsoft.com/net/basics.mspx
“Bobby – Web Accessibility Testing.” 2005. Watchfire [accessed July 2005]
http://www.watchfire.com/products/desktop/bobby/default.aspx
Boufford J. “Incorporating Privacy Requirements into the Systems Development Life Cycle.” 2005.
Doc-Depot [accessed July 2005] http://business.admin.uottawa.ca/doc-depot/adm3--/adm3379/GuestSessions/Boufford_%20PrivacySDLC_July05.ppt
“Browser Statistics.” W3Schools [accessed July 2005]
http://www.w3schools.com/browsers/browsers_stats.asp
“Common Look and Feel (CLF) for the Internet, Version 3.1.” 2005.
Published by CIHR’s Web Services Centre.
“Communications Security (COMSEC).” 2001. ATIS [accessed July 2005]
http://www.atis.org/tg2k/_communications_security.html
“Computer Virus Resources.” 2004. Carnegie Mellon University [accessed July 2005]
http://www.cert.org/other_sources/viruses.html
“Content management system.” 2005. Wikipedia [accessed May 2005]
http://en.wikipedia.org/wiki/Web_content_management
“E-privacy complaints soar.” 2001. BBC News [accessed July 2005]
http://news.bbc.co.uk/1/hi/uk/1433208.stm
“Enterprise Content Management by RedDot Solutions.” 2005. RedDot [accessed May 2005]
http://reddot.com/
“Joint Application Development.” 2005. Wikipedia [accessed July 2005]
http://en.wikipedia.org/wiki/Joint_application_development
“Microsoft Content Management Server.” 2005. Microsoft [accessed May 2005]
http://www.microsoft.com/cmserver/
“OpenCms – The Open Source Content Management System.” 2005. OpenCms [accessed May 2005]
http://www.opencms.org/opencms/en/
Perry, B. Personal Interview. 13 Jul. 2005.
“PHP.” 2005. Wikipedia [accessed July 2005] http://en.wikipedia.org/wiki/Php
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“Plone: A user-friendly and powerful open source Content Management System.” 2005.
Plone [accessed May 2005] http://plone.org/
Rapoza, J. 2004. “Web Content Management Face-Off.” eWEEK.com Reviews [accessed May 2005]
http://www.eweek.com/article2/0,1759,1627957,00.asp
“RedDot Pilot Plan.” 2004. Published by CIHR’s Web Services Centre.
Robertson, J. 2002. “How to evaluate a content management system.” KM [accessed July 2005]
http://www.steptwo.com.au/papers/kmc_evaluate/
Rogers, C. et al. 2003. “Developing a Content Management System-based Web Site.”
D-Lib Magazine [accessed May 2005] http://www.dlib.org/dlib/may03/kirriemuir/05kirriemuir.html
“SWOT Analysis.” 2004. QuickMBA [accessed July 2005] http://www.quickmba.com/strategy/swot/
Valacich J. et al. 2004. Essentials of Systems Analysis & Design. Second Edition.
New York: Prentice-Hall.
“W3C HTML Activities.” W3Schools [accessed July 2005] http://www.w3schools.com/w3c/w3c_html.asp
“W3C in 7 points.” W3C [accessed July 2005] http://www.w3.org/Consortium/Points/
“Watchfire – Bobby 5.0.” 2005. Watchfire [accessed July 2005]
http://www.watchfire.com/resources/bobby-overview.pdf
“Web Content Management System Reports.” 2005. CMSWorks [accessed May 2005]
http://www.cmswatch.com/
“Web Content Management Using Sitekit CMS.” 2005. Sitekit Solutions [accessed May 2005]
http://www.sitekit.net/
“Web Presentation Standards.” 2004. MnSCU [accessed July 2005]
http://www.its.mnscu.edu/portal/subgroups/presentation/webstandardsfulldocv2_0.html
“WIPO Advisory Commission Endorses Use of Intellectual Property as a Tool for Development.” 2003.
WIPO [accessed May 2005] http://www.wipo.int/wilma/pressinfo-en/200311/msg00004.html
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Appendix B – Letter to Dr. Wu
1451 WELLINGTON STREET OTTAWA ONTARIO CANADA K1A 0S5
2020INFORMATICS.TRIPOD.COM
July 26, 2005
Doctor Paula Wu
Secretary General
United Nations World Informatics Organization
Stockholm, Sweden
Dear Doctor Wu,
The attached report, which you requested on May 3, represents our findings regarding the need for a
comprehensive web content management system at the United Nations World Informatics Organization
(UNWIO).
Our report includes an introduction to 2020 Informatics Solutions; an in-depth analysis of the mechanics
of content management systems (CMS); the systems development life cycle of a CMS; the various
management issues related to managing CMS; and finally, future developments in CMS.
The CMS systems development life cycle outlined in our report reflects the results of our research and
experience in managing and implementing CMS in different organizational settings, both domestically in
Canada and in the international marketplace. We are especially grateful to the staff at the Canadian
Institutes of Health Research, in particular Mr. Benoit Perry and the Web Services Centre, for their
assistance in providing us with research information and specifics for this report.
I look forward to discussing our recommendations with you and will be happy to meet with you and your
staff regarding our report and its exciting implications for the UNWIO.
Sincerely,
Erek Barsczewski
Chief Executive Officer
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Appendix C – Workflow Diagrams
Standard Content Workflow
Work in progress
Edit
Draft
Folder
Staging / Final Review
Web
Pages
Publish
Workflow
Active Live Site
Publish
Release
Review all changes
Published to web site
31
Figure 1: Standard Content Workflow: the stages involved in a web content management system.
Create
Content
Obtain
Approval for
Web
Publishing
Web Content
Manager
WCM or Author
CIHR Standard Web Content Workflow
Check
Web Pages
Check
Web Pages
Notify
Author
Web Editor
Create Web Pages, Coordinate Schedule, Track Progress, Troubleshoot, and Escalate Problems
Submit Web
Pages for
Translation
Approve
Translation
Web Services
Edit Web
Pages
Test Web
Pages
Outside RedDot Web Content
Management System
In RedDot
(Staging Server)
Promote to
Production
(Live) Server
Notify Web
Content
Manager
On Live Website
Figure 2: CIHR Distributed Web Authoring Workflow: outlines the steps from creation to publication.
31
32
“CIHR RedDot Training Manual for Web Content Managers. Version 2.0.” op. cit.
“RedDot Pilot Plan.” 2004. Published by CIHR’s Web Services Centre.
32
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Appendix D – Accessibility Testing Process
Organizations should have in place methods for testing new and existing pages in terms of their
33
compliance with accessibility standards. One such methodology of testing a page comprises of the
following steps:
1. Test the page using a validator for HTML, such as the W3C HTML Validation Service or the WDG
HTML Validator. These tools check pages for syntactical correctness and conformance with
recommended HTML standards.
2. View the page using many Internet browsers. Since browsers often interpret HTML code in different
ways, this step is to ensure that users with different browsers see a comparable format to the one
originally intended. Currently, there are four main browsers that have captured the Internet market.
According to the W3C, Internet Explorer is the most used at about 65% of the market, Mozilla'
s Firefox
34
second at 30%, Opera third at 2%, and Netscape in last place at 1%.
3. Test the page using software accessibility tools in order to ensure that persons with disabilities can
access the content on the page. A tool such as WAVE analyzes a given page, showing how a screen
reader would read it, and gives suggestions through graphic icons on how to improve accessibility for
users. Other accessibility tools include Watchfire’s WebXACT and Dreamweaver'
s Accessibility
Feature.
4. Have a visually-impaired person check the accessibility of the page using assistive technology. This
software, also known as screen readers, reads information from the computer screen with synthesized
speech. Using specialized commands, clients can edit documents, run programs, and read pages from
the Internet. In addition, braille output can be generated to supplement or replace the synthesized
speech. Popular screen reading programs include JAWS, Window-Eyes, and VoiceOver.
5. Test the pages with added features such as style sheets and JavaScript disabled. This not only gives
the editor a better idea how the page would look on older browsers, it also shows the materials likely
to be read by screen readers.
33
34
“Web Presentation Standards.” op. cit.
“Browser Statistics.” W3Schools [accessed July 2005] http://www.w3schools.com/browsers/browsers_stats.asp
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Appendix E – CIHR Interface Designs
Figure 3: The Common User Interface View: the folder-based structure to the pages in the CMS.
35
Figure 4: The Administrator View: contains advanced options available for structuring website content.
35
36
“CIHR RedDot Training Manual for Web Content Managers. Version 2.0.” op. cit.
Ibid.
36
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Appendix F – Interview Transcript
Interviewee: Benoit Perry, Web Production Lead, Canadian Institutes of Health Research (CIHR)
Subject: The RedDot Content Management System (http://www.reddot.com) and the Systems
Development Life Cycle at CIHR.
Date: July 13, 2005
Questions:
1. What was the main purpose or goal of
establishing a web content management system for
the Web Services Centre (WSC) at CIHR?
Answer
The purpose was to give access and control of
the website to all members of CIHR, to distribute
the system to divisions beyond the WSC. As
opposed to simply using Dreamweaver, all of CIHR
now has the potential to access the content
management system.
2. Who or what group was behind the impetus for
bringing in a web content management system
(WCM) at CIHR?
Answer
The thirteen institutes in particular
(http://www.cihr-irsc.gc.ca/e/9466.html) wanted
more control over their content and wanted to be
more involved in the publishing process.
3. What was the system that was in place before
RedDot? What software was involved?
Answer
Dreamweaver was used to edit HTML, and File
Transfer Protocol (FTP) programs were used to
upload the files to the server. This system is still
used for our intranet, and we may also import these
pages into the RedDot system.
4. How was RedDot chosen in terms of system
requirements as the WCM system to implement?
Answer
The information management and development
firm XIST (http://www.xist.com/01/index.php) was
hired in the WCM project and was tasked with
selecting the WCM system.
5. How long did the RedDot implementation
process take?
Answer
I know it ended in September 2003; I would say
the whole implementation process lasted about
three months. The whole project began around
June or May 2003, so the planning/design/analysis
stages also lasted approximately three months.
6. What have some of the benefits been of using
the RedDot system?
Answer
Allowing individuals to manage content and
having web content managers has been a major
benefit, as well as the decentralization that has
come as a result of the system. The workflow
component has also proved beneficial: the approval
process for pages, as well as security (such as
being able to lock pages while in use).
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7. What have some of the disadvantages been of
using the RedDot system?
Answer
RedDot itself does not have a true web editor,
one that is as effective as a program like
Dreamweaver. RedDot also does not fully support
Common Look and Feel (CLF) standards, as it
often changes the HTML code in its own way
before publication. The help screens with the
system are also inadequate.
8. What sort of documentation was provided with
RedDot?
Answer
A RedDot user manual was initially provided by
XIST, which was a training manual that contained
too much detail for our purposes. Later, a RedDot
training manual was created internally and this is
the document now used in training sessions.
9. What level of support does RedDot provide?
Answer
RedDot provides a 1-800 number that we can
call to reach technicians on their side, and there
are also sales representatives from RedDot that we
can contact. If the help screens inside RedDot do
not contain enough detail or help us to solve a
problem, we can log on to a RedDot support forum
online where we can ask questions.
10. What is involved in the maintenance of
RedDot?
Answer
We have an annual maintenance contract with
RedDot that gives us support, providing us with
security patches and updates to the version of
RedDot we are using. The SQL server database is
managed by the Information Technology
Management Services (ITMS) division. In terms of
a backup strategy, repository exports are made
regularly of the RedDot data, and the RedDot
server is continually being backed up by the
network servers.
11. Were alternative systems considered in
addition to RedDot before it came into use? If so,
what were they?
Answer
Various software packages were considered, as
well as the status quo. The government has now
approved a different WCM, which may also have
been under consideration at that time.
12. What testing did RedDot undergo with WSC
before it was fully implemented?
Answer
The testing of RedDot was done by a firm other
than XIST, the name of which escapes me at the
moment.
13. What is the cost of implementing a web content
management system like RedDot?
Answer
The software itself can run around $100,000$300,000. Implementation can cost $200,000. In
total, a system is usually around $500,000, but can
sometimes run into the millions of dollars. Its high
cost is mostly due to the lack of a customer base
for these companies.
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14. Initially, how long did RedDot training take for
WSC staff?
Answer
Initially, there was a four day training process;
each person was probably afforded a week of
training in total.
15. Is RedDot intended to be rolled out to all of
CIHR? If so, when will such a project be fully
implemented/completed?
Answer
Yes, the intention now is to fully roll it out to
everyone. The RedDot Pilot Plan we are
conducting right now involves testing the system
with individual users and another 30-40 people will
be testing the system before this process ends in
September 2005. The full roll out can begin as
early as January 2006, and could end as early as
March 2006.
16. Will alternatives to RedDot be sought out in the
future?
Answer
This is one of the answers we are seeking with
this RedDot Pilot Plan: is RedDot the right tool for
CIHR? It is difficult to find expertise usually with
RedDot, as the company RedDot does not have as
many clients as some other web content
management systems. There is pressure from the
government to switch to the WCM that they have
approved, as volume pricing means a lowered
price. Also, using the government WCM would
mean there would be internal exports on a
“common system.” As such, there is always the
possibility that we may switch from using RedDot
as a WCM in the future.
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Appendix G – Letter of Acknowledgement
Date: July 13, 2005
Dear Mr. Perry,
RE: Thank You
On behalf of my team I sincerely want to thank you for your hospitality and graciously giving of your
invaluable time during our interview today. This was an excellent learning experience and it will greatly
help our systems project. We would be happy to forward a copy of our report at your request via email.
Thank you for your time and contribution to our education as future managers.
Sincerely,
Erek Barsczewski
Team Lead
a
cc. Saif Hussain, Edward Lam, Bouchra Lamnabhi
cc. Professor Denis Caro
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Appendix H – Proposal
Website Content Management Solutions for the
United Nations World Informatics Organization
Definition Report
Presented to:
Professor Denis Caro
University of Ottawa
School of Management
Company Name: 2020 Informatics Solutions
Ottawa, Ontario, Canada
Erek Barsczewski * (2855636)
Saif Hussain (2933678)
Edward Lam (2956563)
Bouchra Lamnabhi (3580182)
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Project Description
Copyright-based industries are thriving not only in the United States of America, but also worldwide. To
attain the full economic value of these industries for local growth, developing countries and countries in
transition need to establish intellectual property infrastructures and enforcement procedures. Such
37
measures would ensure that a country’s cultural assets realize their full economic potential.
The World Intellectual Property Organization (WIPO) is a specialized agency of the United Nations,
focusing on promoting the use and protection of intellectual property. The organization administers 23
international treaties dealing with these protected works, and counts 182 nations as member states.
Through its work, WIPO plays a crucial role in enhancing quality of life and creating real wealth for
38
nations. WIPO is considering upgrading its intellectual property database to a comprehensive webbased system.
The United Nations World Informatics Organization (UNWIO), the world body responsible for financing
systems development initiatives in the private and public sectors, has issued an invitation to our company
to present our systems development expertise as part of its Strategic Partnership Initiative Program. It
has specifically asked our company to send our website management team to present its findings on how
our content management system can be implemented to support its new web-based system, and to
present a 2020 client case study involving the systems development life cycle and the Canadian Institutes
of Health Research (CIHR).
Preliminary References
•
Content management system, 2005. Wikipedia.
http://en.wikipedia.org/wiki/Web_content_management [Online]
•
Enterprise Content Management by RedDot Solutions, 2005. http://reddot.com/ [Online]
•
Microsoft Content Management Server, 2005. http://www.microsoft.com/cmserver/ [Online]
•
OpenCms – The Open Source Content Management System, 2005.
http://www.opencms.org/opencms/en/ [Online]
•
Plone: A user-friendly and powerful open source Content Management System, 2005.
http://plone.org/ [Online]
•
Rapoza, Jim, 2004. Web Content Management Face-Off. eWEEK.com Reviews.
http://www.eweek.com/article2/0,1759,1627957,00.asp [Online]
•
RedDot Pilot Plan. Canadian Institutes of Health Research, Ottawa.
•
Robertson, James, 2002. How to evaluate a content management system. KM Column.
http://www.steptwo.com.au/papers/kmc_evaluate/ [Online]
•
Rogers, Clare and John Kirriemuir, 2003. Developing a Content Management System-based Web
Site. D-Lib Magazine. http://www.dlib.org/dlib/may03/kirriemuir/05kirriemuir.html [Online]
•
Valacich J. et al. 2004. Essentials of Systems Analysis & Design. Second Edition. New York:
Prentice-Hall.
•
Web Content Management System Reports, 2005. http://www.cmswatch.com/ [Online]
•
Web Content Management using Sitekit CMS, 2005. http://www.sitekit.net/ [Online]
37
“WIPO Advisory Commission Endorses Use of Intellectual Property as a Tool for Development.” 2003. WIPO [accessed May
2005] http://www.wipo.int/wilma/pressinfo-en/200311/msg00004.html
38
“About WIPO.” op. cit.
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Proposed Final Project Paper Outline
Title Page
Table of Contents
Executive Summary
1. Introduction
2. About 2020 Informatics Solutions
3. About UNWIO
4. Website Content Management
•
•
•
•
•
•
Content Creation Issues
Content Management Tools
Publishing
E-Privacy Issues
Presentation Standards
o Accessibility Standards
Full Solution Capability
5. SDLC Methodology
•
•
•
•
Phase 1 – Systems Planning and Selection
Phase 2 – Systems Analysis
Phase 3 – Systems Design
Phase 4 – Systems Implementation and Operation
6. Management Issues
•
•
•
Cost
User Acceptance
Risks and Contingencies
7. Future Developments
•
•
XHTML
PHP vs. ASP
8. Conclusion
References
Indices
Appendices (including presentation slides, proposal)
Glossary
Website Content Management
Solutions for the UNWIO
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Appendix I – Presentation Handout
Website Content Management Solutions for the UNWIO
Strategic Partnership Initiative Meeting
Stockholm, Sweden – July 19, 2005
Mission Statement:
Established in 1995, 2020 Informatics Solutions helps people and businesses throughout the
world realize their full potential. This is our mission. Everything we do reflects this mission and the
values that make it possible.
Organization Hierarchy:
Agenda:
1.
2.
3.
4.
5.
6.
7.
Introduction
Web Content Management
Web Presentation Standards
Future Developments
Systems Development Life Cycle
Full Solution Capability
Conclusion
Why Choose 2020 Informatics Solutions?
Experience
Knowledge
Global Web Standards
Government & Private Sector
Technology
Specialized: WCM Focus
Quality of Software
Tested
Continual Updates
Quality of Service
SDLC Process
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Appendix J – Presentation Slides
Website Content Management
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Appendix K – Glossary
Accessibility: A term relating to the ease of receipt, use, and understanding of things. Accessibility on the
Internet refers to making web pages accessible to all persons, especially those with disabilities.
ASP (Active Server Pages): A server-side technology developed by Microsoft, used to create
dynamically-generated web pages.
CIHR (Canadian Institutes of Health Research): A funding agency for health research run by the federal
government of Canada, supporting over 8,500 researchers across Canada.
CLF (Common Look and Feel Standards): Guidelines set by the Government of Canada affecting all
Canadian federal government websites. Topics include standards relating to accessibility, collaborative
agreements, cybersquatting, email, navigation menus, and official language policy.
CMS (Content Management System): A system used to facilitate the creation and editing of documents
and content in a collaborative fashion.
DBA (Database Administrator): An individual responsibility for various aspects of a database, including:
availability, development, integrity, performance, recoverability, security, and testing.
FTP (File Transfer Protocol): A communications protocol that allows for the transferring of files from
computer to another over a network.
HTML (Hyper-text Markup Language): A common code used to implement pages on the Internet.
Intranet: A website accessible only by a set of internal users on a network.
IT (Information Technology): The use of computers and other electronic tools to store, access, protect,
process, and transmit data.
JAD (Joint Application Design): A methodology that involves clients and end users in the design and
development of a system through collaborative meetings called JAD sessions.
Live site: A website accessible by the general public.
Metadata: Information used by search engines to produce better search results. Metadata commonly
includes keywords, a creator, and a description.
PHP (Hypertext Preprocessor): An open-source programming language used in the development of
server-side applications to create dynamically-generated web pages.
PIPEDA (Personal Information Protection and Electronic Documents Act): An act created by the
Canadian federal government that oversees the use, collection, and disclosure of personal information by
commercial organizations.
Staging: A server that is used for testing pages before they are published to the live site.
Web page: A document, usually in HTML code, on a website.
Website: A set of interconnected Internet pages on a server that is prepared and maintained by a person
or organization.
W3C (World Wide Web Consortium): A group headed by the creators of web technologies such as the
URL, HTTP, and HTML whose goal is to create standards (called “W3C Recommendations”) for the web.
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WCM (Web Content Management): A system involving the creation, editing, approval, and publication of
pages to the Internet in a centralized software program and database.
Workflow: The work procedure of a set of tasks; in web content management, a workflow usually involves
an editor creating or modifying a page, sending that page for approval, and then the publication of the
page by an administrator.
WSC (Web Services Centre): A division of the Information Technology and Management Services
(ITMS), the Web Services Centre at CIHR is responsible for editing and posting content to CIHR'
s public
Internet site, Intranet, and Extranet.
XHTML (Extensible Hypertext Markup Language): A language involving the combination of XML and
HTML, with a stricter syntax, that is now the standard used by the World Wide Web Consortium (W3C).
XML (Extensible Markup Language): A general-purpose language used to facilitate the exchange of data
across various systems, usually across systems on the Internet.
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Appendix L – Indices
2020 Informatics Solutions..................................................................................iii, 1-4, 6-7, 9-12, 23-25, 27
Accessibility............................................................................................................................iii, 8, 12, 25, 34
Analysis .............................................................................................................. 2-4, 9-11, 13-15, 19, 24-25
ASP (Active Server Pages) ..............................................................................iii, 1-3, 6, 8, 12-14, 24-25, 34
Baseline Project Plan ............................................................................................................................... 2, 5
Bobby 5.0 ......................................................................................................................................... 6, 13, 14
CIHR (Canadian Institutes of Health Research) ................... iii, 2, 4-5, 8-9, 13-14, 16, 18-19, 21, 24, 34-35
CLF (Common Look and Feel Standards) ......................................................................... 2, 4, 6, 13, 20, 34
CMS (Content Management System) ............................................................. iii, 2, 4-6, 8, 13-15, 18, 24, 34
Content Creation ....................................................................................................... iii, 1, 4-6, 16, 25, 34-35
Content Management................................................................... iii, 1-2, 5-7, 9-16, 19-21, 23-25, 27, 34-35
Contingency Plan ............................................................................................................................. iii, 10-11
DBA (Database Administrator)............................................................................................................. 12, 34
Design ....................................................................................................... 3-6, 8-10, 14, 18-19, 24-25, 34
Dreamweaver ..........................................................................................................................2, 8, 17, 19-20
E-Privacy ...................................................................................................................... iii, 1, 3-4, 6, 8, 13, 25
Feasibility ........................................................................................................................................2-3, 5, 10
FTP (File Transfer Protocol)............................................................................................................. 2, 19, 34
Full Solution Capability................................................................................................. iii, 1, 9, 11-12, 25, 27
HTML (Hypertext Markup Language) ....................................... iii, 2, 4, 6-8, 11-14, 17, 19-20, 24-25, 34-35
Implementation.................................................................................................................8-10, 12, 19-20, 25
JAD (Joint Application Design)............................................................................................................... 4, 34
Metadata ............................................................................................................................................ 4, 7, 34
PHP (Hypertext Preprocessor) ...................................................................................... iii, 12-13, 19, 25, 34
PIPEDA (Personal Information Protection and Electronic Documents Act) .......................................... 3, 34
Planning .......................................................................................................................................2-4, 19, 25
Publishing..................................................................................................................... iii, 1-2, 5, 6, 8, 19, 25
SDLC (Systems Development Life Cycle) ................................................................. iii, 1-2, 6, 8, 13, 25, 27
Security ................................................................................................................. 3, 6, 9-11, 13, 19-20, 34
SQL (Structured Query Language) ...................................................................................................... 12, 20
Standards ........................................................................................... iii, 1, 2, 6-7, 12, 14, 17, 20, 25, 27, 34
Statement of Work ....................................................................................................................................... 2
UNWIO (United Nations World Informatics Organization) ...................................... iii, 1, 9-12, 15, 24-25, 27
W3C (World Wide Web Consortium) .......................................................................... 6-7, 12, 14, 17, 34-35
Watchfire ..................................................................................................................................6-7, 13-14, 17
WCM (Web Content Management)..................................................... 2-3, 5, 9-12, 14-16, 19-21, 24, 27, 35
Workflow......................................................................................................................... 2, 5, 6, 8, 16, 19, 35
WSC (Web Services Centre) ............................................................................ 2-3, 5, 8-9, 13-16, 19-21, 35
WIPO (World Intellectual Property Organization) .................................................................. iii, 1, 13-14, 24
XHTML (Extensible Hypertext Markup Language) .......................................................... iii, 7, 11-12, 25, 35
XML (Extensible Markup Language)................................................................................................ 7, 11, 35