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Portal User Group Meeting

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Title: Portal User Group Meeting Author: mollisonc Last modified by: TaetzA Created Date: 7/15/2009 1:43:29 PM Document presentation format: On-screen Show – PowerPoint PPT presentation

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Title: Portal User Group Meeting


1
Portal User Group Meeting
  • September 3, 2009

2
Agenda
  • Updates
  • Accessibility Committee
  • Work Intake
  • USA Search
  • Stock Photos
  • Census 2010
  • Who Has Access to your Site?
  • Connecticut Recovery Initiative

3
Agenda
  • DSF.Net Upgrade
  • Project Update
  • Project Schedule
  • Upgrade Process Information
  • Training Plan
  • Social Networking Policies
  • DSF.Net and PMG
  • WebTrends SDC

4
Agenda
  • Reminders
  • Exporting WebTrends Reports
  • New File Types
  • Effective Dates Content Expiring Notifications
  • Office 2007 Saving Versions Down
  • Upgrading to IE 8
  • System Admin Communications

5
State of Connecticut Web Site Accessibility
Committee
  • Pam Casiano
  • Chair
  • pam.casiano_at_ct.gov
  • http//www.access.state.ct.us/Default.htm

6
Accessibility Committee
  • Listserv
  • Policy
  • Committee meeting (October)
  • Workshops
  • Basic Training
  • PDF Documents
  • Video Compliance

7
Updates Work Intake
  • All requests should go to the Help Desk by
    calling or using the online forms
  • Any urgent issues should be called into the Help
    Desk at 622-2300
  • Online service request form
  • Incident
  • RFS
  • Consultation
  • http//www.ct.gov/doitservices/cwp/view.asp?a1200
    Q257978

8
Work Intake Overview PMG User Group
9
Work Intake
Improves DOITs ability to understand how limited
resources are being allocated by achieving the
following objectives
  • Establish work channels for incoming work
    requests
  • Establish a common DOIT work request database
  • Close back door DOIT work requests which never
    get tracked
  • Apply the right level of methodology rigor to
    work requests based on risk, size complexity
  • Provide management reports of DOIT work requests
    across all work channels
  • Position DOIT for effective resource forecasting
    and expectation-setting with Agencies

9
10
BACK DOOR
  • Phone Calls
  • Drive By
  • Email

Black Hole
11
WORK CHANNELS
Back Door
Services
Projects
Break Fix
Enhancements
Consultations
IMPACT
12
DOIT Work Intake Channels
Criteria
Methodology Used
Description
  • SDM Standard
  • SDM Lite
  • RAD
  • ITSM
  • Total calendar time gt 8 weeks AND
  • Total IT Cost gt 50,000 OR
  • Delivers an Enterprise Solution

New IT project requests that are larger/more
complex than application or infrastructure
expansions. These projects are riskier, where
requirements may be unclear/more challenging and
business impact is significant.
Project Channel
  • Total calendar time 8 Weeks or less AND
  • Only impacts 1 Application AND
  • Total IT cost lt 50,000

IT work requests to expand current application
functionality or system infrastructure. Larger
than a routine Request for Service, but is very
low risk and very straight-forward.
Enhancement Channel
  • SDM Checklist
  • (New)
  • ITSM
  • Total calendar time 2 Weeks or less AND
  • No more than 50 hours AND
  • Activates routine service offering AND
  • Introduces no new Application DB

Routine IT request to execute a repetitive
service request (e.g. phone jack activation, IP
address request, VPN request, RFP Review)
  • ITSM

Service Channel
Break Fix
  • Introduces no new functionality
  • Corrects production defects

Application or system outages.
Business-impacting defects.
  • ITSM
  • Total 4 hours or less AND
  • Produces only advice or recommendations
  • ITSM

Meetings to seek clarity or to solicit subject
matter expertise
Consultation
13
13
14
How am I Impacted???
  • Impacted Business Areas
  • Online Forms Request Process (Impacted areas
    Agencies, DOIT) Re-designed Portal landing page
    to provide new look feel Introduction of new
    online form to capture Consultation request,
    which will route through the new Consultation
    work channel
  • Impact Assessment Very Low.

14
15
Q A
16
Appendix
17
Report Samples
18
(No Transcript)
19
Sample Reports
20
(No Transcript)
21
Sample Reports
22
Confidential - Internal Use Only
September 2009
Work Intake Project
23
Sample Reports
24
Updates USA Search
  • Sites on USASearch 18
  • All V3 template sites switched to USASearch
  • Global change on Classic DSF sites
  • Search Code for non-hosted portal sites
  • Convert to USASearch
  • October 16, 2009

25
Updates Stock Photos
  • Purchase Order expired in April 2009
  • Agencies can put in a requisition directly with
    the istockphoto
  • Once budget is passed we know if we have funds
    available to purchase more

26
Census 2010
  • Governors Office created a state website to
    inform the public about what to expect next year
  • An accurate Census count ensures that Connecticut
    receives adequate federal funding for its
    residents and its fair representation in Congress
  • They are requesting that each agency assist in
    the States outreach efforts by placing a link to
    the Census 2010 website on their agency website
    until preliminary Census efforts are completed,
    approximately May 2010
  • An email will be going out with more information
    and a graphic to place on your site
  • http//www.ct.gov/census2010

27
Who Has Access to your Site?
  • Periodic checks should be made to see who has
    access to your site
  • Most Portal sites are accessible from home
  • Are people who are no longer responsible for the
    website still able to admin it?
  • Employees who are
  • Retired
  • Promoted
  • Transferred
  • Moved on

28
Who Has Access to your Site?
  • You can find out
  • Create a new eAlert
  • Select a role (ex. System Admin)
  • Send a test e-mail message
  • Enter YOUR email address
  • A list of all people on your site with the System
    Admin role will be emailed to you
  • http//www.ct.gov/cpi/PPT_Mailer/AddMessage.asp

29
Who Has Access to your Site?
30
Connecticut Recovery Initiative
  • If an Agency is engaged TO ANY DEGREE with
    Recovery Act programs, a web presence should be
    created
  • Help constituents better understand the Agencys
    role

31
Connecticut Recovery Initiative
  • At the outset, Agencies were asked to use a
    template to provide similar information
  • Descriptions of programs
  • Central contacts
  • Planning
  • Correspondence
  • Agencies have done a very nice job

32
Connecticut Recovery Initiative
  • Federal Agencies have shifted away from the
    initial, standard look
  • State Agencies can also begin to redesign their
    sites
  • Effectively capture the Agencys involvement and
    programs
  • Must maintain the core components required in the
    initial template
  • WWW.Recovery.CT.gov State Recovery Initiative
    Site
  • Adding more mapping functionality
  • Moving away from Word documents to Excel
    spreadsheets
  • Creating a photo gallery
  • Specifying more information on projects and
    job/training opportunities
  • Agencies can definitely help with these areas

33
Connecticut Recovery Initiative
  • State Agencies are in the 3rd month of reporting
    to the Governors Office on their Recovery Act
    activities
  • The State has to make its first comprehensive
    report on October 1
  • The Governors Office expects break out the
    reporting information as much as possible to
    provide a clearer picture as to the States
    Recovery activities

34
DSF.Net Project Update
  • Completed first round of testing in June 2009
  • Cimbrian is fixing bugs that were found and they
    are also re-writing some features based on
    quality issues and our feedback
  • Schedule for implementation has been pushed back

35
DSF.Net Project Schedule
  • August 17 Cimbrian delivered a build to CT that
    we can use for migration testing
  • October 30 Cimbrian delivering build for system
    testing
  • Nov 5 Nov 20 PMG will be performing extensive
    system testing
  • Nov 20 Dec 11 Cimbrian will fix issues found
    during system testing
  • Dec 15 Dec 18 User Acceptance Testing will be
    performed
  • Dec 31 Production Build delivered
  • January 6, 2010 Start migrations to the new
    system

36
DSF.Net Upgrade Process
  • To get in the upgrade queue, agencies need to
    fill out the online form at http//www.ct.gov/cpi/
    cwp/view.asp?a1766q439074
  • We currently have 22 Sites in the queue
  • We will be migrating 3 pilot sites to the new
    system first. The sites are DMV, DSS, and OPAPD
  • Once they are complete and weve streamlined the
    process, we will be begin with the sites in the
    queue.

37
DSF.Net Upgrade Process cont.
  • Majority of process will be automated.
  • Areas that will require input from agencies
    include roles and permissions, eAlert topics,
    Workflow groups, and folder and subfolder
    permissions
  • We have decided not to move public users into the
    new system. Well have to send emails out to
    them that they need to re-register
  • Agency url will change to www.agency.ct.gov. Old
    url will redirect to the new site

38
DSF.Net Training Plan
  • We are working on two training options, Online
    Learning and Classroom Training
  • Training will not be preformed until agencies are
    actively working with PMG to upgrade their site
    to the new system

39
DSF.Net Social Networking Policies
  • DOIT will be working on statewide policies
    related to the use of social networking features

40
DSF.Net and PMG
  • Angela, Mario and Craig are primarily working on
    DSF.Net
  • Scott Hoang has take over for Rich Nucci as the
    primary person fielding requests and problems
  • We would like to limit any new training to only
    essential requests
  • We are short-staffed with two retirements this
    year and no ability to refill the positions
  • We will be unable to do some of the content work
    we have done in the past to help agencies

41
WebTrends SDC
  • How WebTrends Will Work in DSF.Net

42
WebTrends The Way It Is Now...
  • WebTrends is using IIS Log Files for analysis
  • WebTrends analyzes 2 days worth of data per hour
    (Portal sites)
  • 2 days of Portal Log files is over 4 GB of data
  • 1 years analysis takes approximately 9 days

43
IIS Logs Background
  • IIS Logs are created on the server itself
  • IIS Logs were designed to troubleshoot server
    issues
  • IIS Logs were not envisioned as statistical
    visitor tracking (marketing) tools

44
IIS Logs Challenges In Reporting
  • IIS Logs contain much information WebTrends does
    not use
  • IIS Logs do not gather some information WebTrends
    could use to provide more accurate and relevant
    reporting
  • IIS Logs are impersonal

45
IIS Reporting Challenges Visitors by IP Address
ONLY
  • Falsely deflating Visitor Counts
  • Everybody using the same proxy tracks as 1
    visitor
  • Companies
  • Some ISP Service Providers
  • State of Connecticut
  • Falsely inflating Visitor Counts
  • Round Robin proxy set-ups could greatly
    increase the number of visitors tracked

46
IIS Reporting Challenges Dynamic Content
Information
  • IIS does not track dynamically-generated
    information
  • Portal Page Titles
  • JavaScript on page
  • Forms
  • Data
  • Submission

47
WebTrends Solution SmartSource Data Collection
(SDC)
  • SDC is a different model of data collection
  • No IIS Logs are used
  • JavaScript and (session) cookies collect data

48
SDC Benefits
  • Data collected can be customized
  • Data is more accurate
  • Dynamic data can be collected
  • WebTrends performance is improved
  • Only necessary data is analyzed
  • Each site analyzes its own information only

49
Drawbacks to Using SDC
  • JavaScript will have to be added to every page
  • Portal sites will be easier to implement due to
    the template
  • Historical data (pre-SDC) will still have to use
    IIS Logs
  • SDC reports will be separate reports from
    historical
  • Potentially large discrepancies between SDC and
    IIS Log reports
  • SDC is more accurate than IIS, but some numbers
    may drop or rise noticeably

50
SDC Implementation
  • Agencies will begin using SDC when they launch
    their DSF.Net website(s)
  • SDC will be included in the DSF.Net Upgrade
    Project Plan for each agency
  • Creation of SDC Java
  • Implementation of SDC Java
  • Review of reports generated by SDC prior to site
    launch

51
Reminders Exporting WebTrends Reports
  • WebTrends Reports can be exported ad hoc
  • They can also be scheduled to export
  • If scheduled, the export jobs become jobs in the
    WebTrends process queue
  • While they do not take much time to export, they
    are subject to the queue
  • While they do not take much time to export, the
    more jobs there are, the more time is taken away
    from processing the data itself
  • Fill out a Work Request for assistance

52
Reminders New File Types
  • If a new file type is added to your site,
    WebTrends needs to know to accept that file type
  • This will also be important in the Upgrade, as
    PMG must define accepted file types for DSF.Net
  • In general, please contact PMG before adding any
    new file types to your website

53
Reminders Effective Dates
  • Effective Dates have been reaching their
    expiration date
  • When the expiration date is reached, the content
    automatically unpublishes itself
  • Pay attention to emails you receive from the
    system
  • If the content should stay published, adjust the
    End Date to a further date
  • Furthest date is 12/31/2099

54
Reminders Office 2007 Files
  • Most files created in Office 2007 products (Word,
    Excel, PowerPoint, etc.) are not backwards
    compatible
  • Without special converter downloads, Office 2003
    and lower cannot read them
  • Many (if not most) citizens do not have Office
    2007 products
  • When saving Office 2007 files for the web, save
    them down (to a lower version)
  • 2003 is usually acceptable

55
Reminders Upgrading to IE 8
  • Classic DSF System Admins should NOT upgrade to
    Internet Explorer 8 (IE 8)
  • IE 8 causes some errors within the Editor
  • DOIT has not yet pushed out IE 8, and IE 8 is not
    standard State of Connecticut software

56
Reminders
  • Do not use the underline
  • When linking to an external site, have it open it
    in a new window
  • Do not link pages to staged version (PM1)
  • Meaningful titles should be used on pages

57
Reminders System Admin Communications
  • PMG sends out communications to System Admins
  • Portal Maintenance/Issues
  • Issues that affect State websites
  • General Webmaster information
  • Portal User Group Meetings
  • System Admins are responsible for passing
    necessary information along to their Content
    Admins
  • PMG does not know all Content Admins
  • System Admins should use their discretion as to
    which information should be passed along

58
Reminders System Admin Communications
  • Content Admins should contact the System Admin
    with any questions, requests, or issues
  • If the System Admin cannot help the Content
    Admin, they should contact PMG
  • Please use the Work Intake Forms
  • Communication from Content Admins should not come
    directly to PMG
  • This keeps communication streamlined
  • This keeps the System Admins in the loop on all
    facets of their Agencys website(s)
  • Ensures we do not do something that is not
    authorized

59
Questions, Comments, Discussions
60
Portal User Group Meetings
  • December 3, 2009 900-1200
  • Please Register

61
Thank you
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