District website conversion Project
Project Goals and Objectives
- Convert the District Websites currently in production on the Manila server to OmniUpdate by spring quarter 2015.
Project Scope
- Convert the current website layout to OmniUpdate using the templates developed for FHDA Foundation. Website re-design is not within the scope of this project.
- Migrate the Manila web server content to the OmniUpdate staging area for individual district departments; allow users to modify/add/delete the content using OmniUpdate tools.
- Identify the key maintenance user(s) of OmniUpdate for each department, ETS will work with the users on OmniUpdate, support questions and resolve problems before and after the conversion.
- Provide training to the department users through OmniUpdate (per contract) and ETS trainers.
- Support and provide conversion guidance to separate out the website content into intranet (for internal FHDA staff consumption only) and internet (open to public). The implementation of this initiative is still a "work in progress", a solution is yet to be fully researched at our (ETS) end. If an appropriate solution is arrived at in course of the first pilot department's conversion (ETS) time frame, we will include it in the project scope; otherwise, this will be deferred to "Phase 2" post-spring 2015.
- ETS will ensure the system security, performance and accessibility of the district website hosted in our internal server once it is in production. The project scope does not include the migration of De Anza website from external OmniUpdate server in house, or the migration of the Foothill website. These will be part of the follow-up projects after the district website conversion is completed.
- The News feed feature will be maintained centrally through the Chancellor's office and will only be displayed at the district home page.
- Implement the Google analytics and content search functions.
Critical Success Factors
- On time delivery of the migration of website content from the Manila server to the OmniUpdate staging server by ETS.
- On time cleanup of the website content by individual departments before migration to production.
- Identify the key personnel in individual departments who will be responsible for maintaining the department website content, participate in training sessions and work with ETS technical staff during content migration, and on-going maintenance of the website content after the system goes live.
Timely approval of website content changes by the department management.
Resources and time commitment during the conversion period for each department (estimated 8-10 weeks process).
User Training Materials (PDF files)
- TBD
Technical Documents (for internal use)
TBD
Project Team Organization
Omniupdate Implementation Team
ETS Website Implementation Team
HR Website Implementation Team
Purchasing Website Implementation Team
Business Website Implementation Team
Chancellor's Office Website Implementation Team
Facilities Website Implementation Team
Key Milestones
- TBD
Project Meeting Information
| Meeting Dates | Agenda | Minutes | Comments |
|---|---|---|---|
| January 27, 2014 Kick off Meeting | |||
| February 28, 2014 Conference Call | Minutes | ||
| March 5, 2014 Conference Call with Applied Storytelling | Minutes | ||
| March 18, 2014 Webinar with OU and Applied Storytelling | Minutes | ||
| April 4, 2014 Conference Call with OU | Minutes | ||
| April 9, 2014 Meeting with Foundation | Minutes | ||
| April 25, 2014 Webinar with OU | Minutes | ||
| May 5, 2014 Foundation Go Live Date | |||
| July 10, 2014 Project Team Meeting | Minutes | ||
| July 22, 2014 ETS Kick-Off Meeting | ETS Minutes | ||
| August 20, 2014 Project Team Meeting | Agenda | Minutes | |
| September 18, 2014 ETS Website Go Live Date | |||
| September 23, 2014 HR Website Kick Off Meeting | HR Minutes | ||
| September 24, 2014 Project Team Meeting | Agenda | Minutes | |
| October 30, 2014 Project Team Meeting | Agenda | Minutes | |
| November 4, 2014 Purchasing Website Kick off Meeting | Purchasing Minutes | ||
| December 3, 2014 HR Website Go Live Date | |||
| December 4, 2014 Project Team Meeting | Agenda | Minutes | |
| December 8, 2014 Business/Payroll/Finance Kick Off Meeting | |||
| January 13, 2015 Chancellor's Office Kick Off Meeting | Chancellor's Office Minutes | ||
| January 15, 2015 Purchasing Go Live Date (Actual Go Live Date January 6, 2015) | |||
| January 28, 2015 Project Team Meeting | Minutes | ||
| February 5, 2015 Project Team Meeting | Minutes | ||
| February 18, 2015 Business Go Live Date (Actual Go Live Date February 5, 2015) | |||
| February 19, 2015 Facilities Kick-Off Meeting | Facilities Minutes | ||
| February 25, 2015 Project Team Meeting | Agenda | Minutes | |
| March 11, 2015 Chancellor's Office Go Live Date (Actual Go Live Date February 13, 2015) | |||
| March 25, 2015 Project Team Meeting | Agenda | Minutes | |
| April 29, 2015 Google Analytics Training | |||
| April 30, 2015 Facilities Go Live Date | |||
| May 27, 2015 Celebration | |||
| September 8, 2015 Post-Production Meeting | Agenda | Minutes |