The Ohio State University

OK…we’re fooling around here, but we’ve gotten comments that indicate there may be some confusion about some of the terminology we’re using in describing the functions of the intranet. It seemed that a glossary (LIPP Gloss…) might help.

First is the term intranet.

An intranet is a private network designed to share company information and computing resources among the company’s employees, and facilitate working in groups. Although some pages on an intranet may link to the Internet, an intranet is not accessed by the general public.

Here at the Libraries, the “organization information” has historically been made available through what we currently call the “staff web.” It is accessed from the Libraries’ home page, by clicking the staff web link, which takes you to a page with links to information for Libraries’ faculty and staff.

From a practical standpoint, and for our purposes, the terms “staff intranet” and “staff web” are synonymous for now. We are in the process of creating an intranet that will provide better navigation and resources for the Libraries’ staff in carrying out their everyday tasks.

Hopefully, this helps everyone better understand an intranet. Are there other terms we should define? Let us know.

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The Content Management System evaluation officially started on May 21^st with a kickoff meeting with the CMS evaluators. The CMS evaluators have been tasked with providing feedback about each CMS using a rating system for various categories.

The web content migration process will start in October 2008 and conclude in mid 2009. Starting in October, members of the CMS implementation team will assist individuals responsible for web content with moving their content to the chosen CMS. Part of the migration process will consist of CMS training that will also be provided on an ongoing basis in partnership with the Training Advisory council.

CMS evaluation\implementation tentative schedule:

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We’re putting up two design possibilities for the staff intranet –we’ve labeled them “A” and “B” to help you when providing us with feedback. Because the new designs include customizing features that help you access web resources you use frequently, they have been set up to reflect the way Larry Allen, communications coordinator, would set up his personal version of the intranet home page.

A

B

Here’s a “viewer’s guide,” starting from the top:

Navigation buttons:
There are a number of “buttons” at the top of both designs that offer immediate access to a specific page: “staff directory,” “committees,” “forms.” There is also a link to the automated timekeeping system, and an “emergency” button that links to information to help you respond to and manage a crisis. Both versions also feature a site “search” box at the top.

Navigation bar:
Directly under the buttons is the main navigation bar. Navigation will be through a series of drop-down menus that give you further choices (not visible on these preliminary designs).

My Links and My Tools:
The “My Links” navigation bar on the left will come with preset selections, but you will be able to add to or replace those with links to sites you want to access frequently. The “My Tools” links will go to blogs and wikis many staff members contribute to or maintain, and will also be a place to access tools being planned for the future, such as project management software.

Library News:
The “Library News” box will feature library activities–staff meetings, lectures, special programs–that are targeted for faculty and staff. This section of the page will be updated most frequently; we’re hoping it becomes a place staff check at least once a day, to keep informed about the latest Libraries’ happenings.

Events and Spotlight:
“Events” will highlight activities around campus–including library events and exhibits, as well as major events sponsored by other OSU units. “Spotlight On…” will focus on the accomplishments of Libraries’ staff and faculty, special collections, new acquisitions and other news we need to highlight.

So there you have it. We’d appreciate your comments on the two designs–likes, dislikes, suggestions. Comments and concerns about the site navigation as it is presented would be especially helpful. We’ll leave the two mock-ups displayed through the end of May, then review the suggestions we get and work toward a final version of the new staff intranet home page.

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We launched a two-week web survey on May 5. The survey will help the web site redesign team develop a profile of our current users, so we have a better understanding of how they view and use our services. The survey is available from a graphic residing on the Libraries’ home page for the two week period, or through a pop-up window that will appear when people come to our home page. If a user declines to take the survey, they won’t get the pop-up again on future visits.

The redesign team is also working on setting up focus groups to also help us evaluate how the current site is used, as well as determining its strengths and weaknesses.

We’ll let you know the results of the web survey when we have them.

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A bit more information on links to the Libraries on the redesigned OSU pages.

The new design will feature the “Top 10″ links on the entire OSU web site. This dynamically loaded feature will display the most popular sites at the moment. The Libraries is one of the most popular links on the site, so we should show up in the Top 10 frequently.

Another link on the home page features the Libraries as a visitor destination. There is also a rotating “image of the day” that will include photos of campus activities and locations, including the Libraries.

The new OSU home page design features a navigational bar that includes “future students,” “current students,” “alumni and friends,” “faculty and staff,” “visitors,” “academics,” “research” and “outreach.” Clicking on any of the tabs takes you to a page related to that subject. There is a link to the Libraries’ web site on each of those pages.

So even though “Libraries” is not a choice at the top of the OSU home page the way it is now, a link to the Libraries web site will be featured in multiple locations on that page, as well as the individual pages mentioned above.

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The Web Implementation Team is finishing up the configuration of five Content Management Systems. We will be evaluating Drupal, MODx, Plone, Silverstripe, and TYPO3 from mid-May until end of August, 2008. Each CMS will be evaluated by the individuals listed below to provide feedback. This is one of the factors, along with those listed in the CMS User Requirements document, that will be used to determine which CMS will best meet the needs of the OSU Libraries.

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While we work on a redesign of library.osu.edu, University Relations (UR) is in the midst of a redesign of the OSU’s website, osu.edu. The redesign, which has been presented to the OSU community through a blog, includes major changes in both its overall look and its organizational architecture. Members of Libraries’ website redesign team recently met with Ted Hattemer, director of UR’s Marketing Communications’ New Media group. Ted reviewed the changes with the team, which includes some significant positives for the Libraries. Although the link to the Libraries’ from the top of the current site is being eliminated, it is being replaced with multiple links throughout the site. In addition to a front-page link placed about midway down the screen, there will be links to the Libraries at several logical places throughout the site.

Meanwhile, we’ll be utilizing an online survey and a series of focus groups to gather input from both current and potential users on their needs from OSUL’s web site. The survey, which will be administered randomly to users of the site during early May, will provide valuable information on how well the site is currently meeting customers’ needs, and what features or tools they would like to see added to enhance their online experience with the Libraries. We’ll also be looking to set up focus groups with both students and faculty, current users and non-users, to hear about their needs for Libraries’ web services.

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We’re continuing to look at organizing features of the staff intranet. The design of the intranet home page—which will replace the page called the “staff web site”—will greatly simplify navigation. The team has also been looking at additional features that provide faculty/staff with more information and more control over there use of the site:

•An “emergency” link will take users to information that would be needed in the event of a library or campus-wide emergency, as well as to prepare for a crisis.
•A “News” panel that will remind library faculty/staff of things they need to know in the next 48-72 hours.
•A “Spotlight” panel that would serve to highlight people, library events and special activities going on across campus and at the regionals.
•Sidebar navigation controlled by the users that will allow the set up of “quick links” to those portions of the intranet they use most frequently—information from HR, training, committees, etc. (think “favorites”).

Pam has mocked up several variations of the site…we’ll be posting one or two of them in the next few weeks.

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We’ve launched this blog to keep OSU Libraries faculty and staff updated on three projects currently underway: a redesign of the Libraries’ web site; the creation of a staff intranet, designed to replace the existing staff internet page; and the addition of a content management system to make putting content on both the internet and intranet sites fast and easy.

We hope that all libraries staff—University Libraries, Health Sciences, Law, and the regional campus libraries—will follow developments on this blog, and comment on the work that is being done.

By the way–”We” includes Beth Black, Jason Thompson, Russell Schelby and Jim Muir from the Web Implementation Team, and Pam McClung and Larry Allen from Communications.

Why these projects, and why now?

The Libraries Web Site: Last year, the Web Committee was split into two separate committees—the Web Implementation Committee and the Web Visioning Committee. The Visioning Committee was charged with developing a long-range plan for the Libraries’ presence on the Internet.

One of several priorities that emerged was a redesign of the Libraries’ web site. The committee agreed the redesign should coincide with the re-opening of the Thompson Library, assuming there would be an increase in visits to the site as students and faculty returned to the library after the three-year renovation.

A staff Intranet: Some staff departures over the past few years had Communications looking at the staff intranet page, which is accessed from the Libraries’ home page. The single page listing of links receives a great deal of use, but has grown so long it has become unwieldy and difficult to navigate. Communications began working with the Web Implementation Team to look at a different way of presenting news and information to the Libraries’ staff.

After reviewing the results of a staff online survey and comments at three focus group meetings, it was decided the best answer was a move toward a staff intranet…a site specifically for the Libraries’ faculty and staff, with a graphic interface and easier navigation.

A content management system: Surveys, interviews and focus groups with Libraries’ staff and faculty made it clear that most people found adding and maintaining content on existing web pages very difficult. The Web Implementation Team (a unit of the Information Technology Division) has begun devising a solution, the use of a content management system (CMS). Resembling a word processing program in its operation, a CMS would give Libraries’ personnel to the ability to modify web content on both the internet and intranet sites easily and quickly, without the need for complicated coding.

Specific details on each project are available at the three project updates links at the top right portion of this page.

We’re hopeful that the Libraries’ new web presence will provide patrons and staff with easier, more organized access to the information they need, as well as simplifying the manner in which content is manipulated. Be watching for some early designs of both the internet and intranet sites, as well as updates on the CMS installation, in the near future.

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Initial discussions have been held by this team, who has been charged with having a new Libraries’ web site ready to launch in July 2009 to coincide with the re-opening of the Thompson Library. The group will be relying on the Visioning Committee to provide input into the organizing architecture for the new site. A number of possible architectures are being considered.

The integration of the CMS is extremely critical to the success of a new web site, as it will provide the Libraries’ group of more than 100 content providers with a user-friendly means of updating pages. This capability is essential if the site is to be viewed as relevant and is populated with current information. Selection and implementation of the CMS will be concurrent with initial web site page designs.

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