Content Management

System (CMS)
- An overview
 Project Organisation

P r o je c t S p o n s o r
A l a n M c M e e k in

R e fe re n c e G ro u p

T e c h n ic a l G r o u p M e ta d a ta G ro u p T r a in in g G r o u p
 CMS Overview

“To implement a content management infrastructure

that captures, manages, leverages and distributes
content in a collaborative fashion that minimizes
the need for web authors to have significant
technical skills in web design, implementation and
publishing”
Content Management System – Project Charter
Version No. 0.4
 CMS Objectives
• Devolve content creation throughout the institution regardless of
contributors’ skills
• Provide security, governance and approval processes over content
published on the web
• Enable the creation, management, and usage of standardised metadata
• Continue to support a diverse array of existing technology platforms
• Consolidate the current technology environment wherever possible
• Improve the quality of Monash web sites through the implementation
of standards across presentation, metadata, governance, discovery, and
navigation
 Context Diagram
Web Surfers
Students, Staff
Interested Parties
Directory and Intranet
Security Servers
Services

Web Content
Web Pages

Web Authors Content

Management
System

Template Template
Designers Services Provided :-
 Ease of editing
 Collaborative Authoring
 Standard templates Extranet
Approved Page Servers
Approvers  Backup and Archiving


 Routing and Approval processes
 Version Control
 Metadata Management
 Technical Architecture
Web Web Surfers
Masters Students, Staff
LDAP Interested Parties
TCP/IP
TCP/IP Directory and Intranet
Network
Network Security Servers
Services

Web Authors HTML

XML
Pages
Template
Designers Future
2nd Production Machine
Sun Fire V480 Server :-
 900 Mhz
 2 CPU (moving to 4)
 4Gb Memory Extranet
 2 * 73 Gb drives Servers
Approvers

Future
Development
Machine
Storage Area
Network

Oracle Metadata Store

 A workflow with Metadata
Author Approver checks
CMS applies
Creates Work
Metadata
Content

Not Approved
Approved

CMS publishes to
Available on the web Metadata sent to the
the web servers
Search Engine
 Content Creation

Aim:
Simplify the processes of placing content on the web and obtaining
approval to do so
• Use templates to capture the content and to present it
• Use workflow to simplify the upload, approve and publish processes
• Embed Teamsite buttons in standard Microsoft applications if required
 Processes
Aim:
Implement approval workflows and enable security such that only
approved persons can publish to sites that are of importance to Monash
 Metadata
Aims:
• Implement automated gathering of metadata with the ability of the
authors and editors to correct if necessary
• Appropriately store and manage metadata
• Provide metadata to the search engine
 Platforms/Environment
Continue to support a diverse array of existing technology platforms
Consolidate the current technology environment wherever possible

Aims:
• Implement processes that automate the capture of content from a variety of
editing tools and simplify the presentation of that content
• Enable the embedding of sophisticated content on web pages without requiring
sophisticated web presentation skills from the author
 Quality

Aim: Improve the quality of Monash

web sites
• The implementation of standards across presentation,
metadata, governance, and navigation will enhance quality
• Ease of use will remove some of the barriers to quality
• The dimensions of quality in this instance are accuracy,
availability, discoverability, relevance, and timeliness of
information
 Quality - Actions
• Accuracy: Enable an approval process to confirm the accuracy of the
information
• Availability: Ensure that the information is published, backed up,
versioned, and restorable through automated Teamsite processes
• Discoverability: Ensure that the information can be located through
effective use of metadata driven searches
• Relevance: Enable a process to ensure relevance through the use of
approval processes
• Timeliness of information: Simplify and automate the publication of
web site information and enable removal of information through the
use of automated “sunset” processes.
 Implementation of TeamSite

• Methods of content authoring

– Use of standard content entry templates for
html pages known as data capture templates
– Use of web authoring applications for non-
templated html pages
– Use of Front-Office and TeamSite Briefcase for
non-html pages
Front-Office and TeamSite briefcase

• Front-Office is a TeamSite add-in to

Microsoft Office that enables .doc, .ppt
and .xls to be uploaded to the website
directly from the desktop
• TeamSite Briefcase is a TeamSite add-in to
Window’s Explorer enabling any file type
to uploaded to the website directly from the
desktop