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Posted: June 27th, 2020
This assignment is aimed to introduce students to how a project is to be managed and developed. This project is about planning for the project management of the move of a large corporate website from static HTML version to a data driven system based on a Web Content Management System. To plan for the project an evaluation for three options has to be made between Joomla, Drupal and SharePoint. As the project plan is to be for a 9 month period the time scheduling have to be made within this period. Also have to do Gantt chart and resource utilization in Microsoft project & Microsoft excel and make lesion learned report.
Project Management is the application of knowledge, skills, tools and techniques to project activities in order to meet or exceed stakeholders’ needs and expectations from a project.
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Project management is the discipline of organizing and managing resources in such a way that the project is completed within defined scope, quality, time and cost constraints.
This document serves as a course requirement of ITPQM assignment given by Greenwich University. It supersedes the previous HTML version to a data driven system for Web Content Management System (WCMS). Key parts of this report will be the choice of the content management system and the evaluation of M.S Excel and M.S project. A business criterion has to be selected regarding the chosen WCMS, which would be chosen after evaluating it in MS Excel. This assignment helps us to understand whether MS Excel and MS Project have features and functions that would support in a Project management.
CMS stands for Content Management System, a software application used for the creation, storage, and management of web content in many formats.A Web Content Management System (WCM, WCMS or Web CMS) is content management system (CMS) software, implemented as a Web application, for creating and managing HTML content. It is used to manage and control a large, dynamic collection of Web material (HTML documents and their associated images). A WCMS facilitates content creation, content control, editing, and essential Web maintenance functions. The software provides authoring (and other) tools designed to allow users with little knowledge of programming languages or markup languages to create and manage content with relative ease.
Most systems use a database to store content, metadata, or artifacts that might be needed by the system. Content is frequently, but not universally, stored as XML, to facilitate, reuse, and enable flexible presentation options.
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Administration is done through browser-based interfaces, but some systems require the use of a fat client.
A presentation layer displays the content to Web-site visitors based on a set of templates. The templates are sometimes XSLT files.
Most systems use server side caching boosting performance. This works best when the WCMS is not changed often but visits happen on a regular basis.
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Unlike Web-site builders, a WCMS allows non-technical users to make changes to a website with little training. A WCMS typically requires an experienced coder to set up and add features, but is primarily a Web-site maintenance tool for non-technical administrators.
This means users will not need to hire a web design company every time they want to update the site or add content.
Upon completion of this project plan WCMS derives following benefits:
The objectives of WCMS scope:
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Several elements lack sufficient clarity without further analysis to determine whether they are in or out of scope:
Other deliverables that are out of scope for the WCMS Project include:
The dependencies below introduce risk that must be mitigated and, therefore, are included in the Risk Management Plan.
Other Web Program Components
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The WCMS project will rely upon Web Governance to develop policy where needed for implementation or operations.
Drupal is a free software package that allows an individual or a community of users to easily publish, manage and organize a wide variety of content on a website. Tens of thousands of people and organizations are using Drupal to power scores of different web sites, including
The built-in functionality, combined with dozens of freely available add-on modules, will enable features such as:
Joomla is an award-winning content management system (CMS), which enables you to build Web sites and powerful online applications. Many aspects, including its ease-of-use and extensibility, have made Joomla the most popular Web site software available. Best of all, Joomla is an open source solution that is freely available to everyone.
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Joomla is used all over the world to power Web sites of all shapes and sizes. For example:
Joomla is designed to be easy to install and set up. Many Web hosting services offer a single-click install, getting your new site up and running in just a few minutes. Since Joomla is so easy to use, as a Web designer or developer, we can quickly build sites for your clients. Then, with a minimal amount of instruction, we can empower our clients to easily manage their sites themselves.
SharePoint is a collection of products and software elements that includes, among a growing selection of components, web browser based collaboration functions, process management modules, search modules and a SharePoint can be used to host web sites that access shared workspaces, information stores and documents, as well as host defined applications such as wikis and blogs. All users can manipulate proprietary controls called “web parts” or interact with pieces of content such as lists and document libraries.
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Content management systems manage content creation, review and approval processes for web site content. Content management system provides content version control, collaboration utilities, and user or document level security.
Some of the functions of CMS are:
The objectives of WCMS with the original scope:
Criteria to which alternative to choose for Web Content Management System (WCMS):
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When most people think of content management, they are thinking of the creation, deletion, editing and organizing of pages. They assume all content management systems do this and so take the functionality for granted. However that is not necessarily the case. There is also no guarantee that it is done in an intuitive fashion.
Not all blogging platforms for example allow the owner to manage and organize pages into a tree hierarchy. Instead the individual ‘posts’ are automatically organized by criteria such as date or category. In some situations this is perfectly adequate. In fact this limitation in functionality keeps the interface simple and easy to understand. However, in other circumstances the absence of this functionality can be frustrating.
The majority of content management systems have a WYSIWYG editor. Strangely this editor is often ill considered, despite the fact that it is the most used feature within the system.
The editor is the interface through which content is added and amended. Traditionally, it has also allowed the content provider to apply basic formatting such as the selection of fonts and color. However more recently there has been a move away from this type of editor to something that reflects the principles of best practice.
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The danger of traditional WYSIWYG editors is twofold. First, they give the content provider too much design control. They are able to customize the appearance of a page to such an extent that it could undermine the consistence of design and branding. Second, in order to achieve this level of design control the CMS mixes design and content.
The new generation of editors takes a different approach. The content provider uses the editor to markup headings, lists, links and other elements without dictating how they should appear. Ensure your list of requirements includes an editor that uses this approach and does not give content providers control over appearance. At the very least look for content management systems that allow the editor to be replaced with a more appropriate solution.
The editor should also be able to handle external assets including images and downloads. That brings us on to the management of these assets.
Managing images and files are badly handled by some CMS packages. Issues of accessibility and ease of use can cause frustration with badly designed systems. Images in particular can cause problems. Ensure that the content management system you select forces content provider to add alt attributes to imagery. You may also want a CMS that provides basic image editing tools such as crop resize and rotate. However, finding such a CMS can be a challenge.
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Also consider how the content management system deals with uploading and attaching PDFs, Word documents and other similar files. How are they then displayed to users? What descriptions can be attached to the files and is the search capable of indexing them.
Search is an important aspect of any site. Approximately half of users will start with search when looking for content. However, often the search functionality available in content management systems is inadequate.
If you intend to gather user feedback, your CMS must provide that functionality or allow third party plug-in to do so. Equally, if you want a community on your site then you will require functionality such as chat, forums, comments and ratings.
As a minimum you will require the ability to post forms and collect the responses. How easy does the CMS make this process? Can you customize the fields or does that require technical expertise? What about the results? Can you specify who they are emailed to? Can they be written to a database or outputted as an excel document? Consider the type of functionality that you will require and look for a CMS that supports that.
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As the number of content providers increase, you will want more control over who can edit what. For example, personnel should be able to post job advertisements but not add content to the homepage. This requires a content management system that supports permissions. Although implementation can vary, permissions normally allow you to specify whether users to edit specific pages or even entire sections of the site. As the number of contributors grows still further you may require one individual to review the content being posted to ensure accuracy and consistent tone. Alternatively content might be inputted by a junior member of staff who requires the approval of somebody more senior before making that content live.
In both cases this requires a cms that supports multiple roles. This can be as simple as editors and approver, or complex allowing customized roles with different permissions.
Finally, enterprise level content management systems support entire workflows where a page update has to go through a series of checkpoints before being allowed to go live. These complex scenarios require the ability to roll back pages to a pervious version.
Being able to revert to a previous version of a page allows you to quickly recover if something is posted by accident.
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Some content management systems have complex versioning that allow you to rollback to a specific date. However, in most cases this is overkill. The most common use of versioning is simply to return to the last saved state.
Although this sounds like an indispensable feature, in my experience it is rarely used expect in complex workflow situations. That said, although versioning was once a enterprise level tool it is increasingly becoming available in most content management systems. This is also true of multi-site support.
With more content management systems allowing you to run multiple websites from the same installation, I would recommend that this is a must-have feature.
Although you may not currently need to manage more than a single site, that could change. You may decide to launch a new site targeting a different audience.
Alternatively with the growth of the mobile web, you may create a separate site designed for mobile devices. Whatever the reason, having the flexibility to run multiple websites is important.
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It is easy to dismiss the need to support multiple languages. Your site may be targeted specifically at the domestic market or you may sell a language specific product. However think twice before dismissing this requirement.
Even if your product is language specific, that could change. It is important that your cms can grow with your business and changing requirements.
Also just because you are targeting the domestic market does not mean you can ignore language. We live in a multicultural society where numerous languages are spoken. Being able to accommodate these differences provides a significant edge on your competition.
That said; do think through the ramifications of this requirement. Just because you have the ability to add multiple languages doesn’t mean you have the content. Too many of my clients have insisted on multilingual support and yet have never used it. They have failed to consider where they are going to get the content translated and how they intend to pay for it.
After Evaluation of WSM criteria I have created this WSM model which can help me to choose best CMS system for WCMS.
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Project Name: Web Content Management System
Develop content management activities
The high-level timeline follows for implementation. [A key weakness in estimating dates is the current unknown availability date of the vendor. Here we assume availability to develop SOW as soon as the contract is finalized.]
Assumptions for the following timeline include:
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The strategy to implement the new centrally supported WCMS site process includes the following work elements.
A core team including team leads will be responsible for deployment planning, will develop a checklist of activities and tests that must be performed prior to deployment, and will be accountable for their successful completion prior to deployment.
This team will be responsible for assuring that documentation to be handed off to the service team is created by the appropriate sub-teams and is stored/ organized in the appropriate place prior to project close. This includes:
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