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West Virginia University’s. Catalog Management Implementation. Contents. Introduction Implementation Workflow Access Training DegreeWorks Lessons Learned. Introduction. Moved from PDF catalog on Web to online Catalog Management System during 2011-2012 - PowerPoint PPT Presentation
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WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
CATALOG MANAGEMENT IMPLEMENTATION
West Virginia University’s
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
CONTENTS• Introduction
• Implementation
• Workflow
• Access
• Training
• DegreeWorks
• Lessons Learned
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
INTRODUCTION• Moved from PDF catalog on Web to online Catalog Management System
during 2011-2012
• Made decision to improve accuracy and efficiency of the update process as well as to have
• In addition, wanted to improve the presentation to the general public
• WVU publishes three catalogs: Undergraduate produced each year and Graduate and Health Sciences Catalogs produced every other year.
• All three were up for review this year
• Decentralized system for editing
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
IMPLEMENTATION• RFP process during Summer 2011, made selection in late summer
• Phone call and in person kick-off meetings with vendor during the early fall
• Great deal of clean up required once catalog migration took place
• Initial training provided by vendor over two days in November/December 2011
• Department and College editing started immediately after this and continued into June
• Published last week of June
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
WORKFLOW• We chose Roles over
Individuals.
• Pro- Individuals move in and out of roles. So now when someone moves out of a role, we only update their information in one place.
• Con- Its difficult for users to tell who is part of a workflow because the system displays the workflow name instead of the individuals’ names.
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
WORKFLOW• To build the workflows, it was
important to understand how the catalog information flowed prior to CMS.
• Ideally we would have had at least two more information fields on our Workflow forms: user name and email address.
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
ACCESS• Our Future Catalog site
requires an entry in the User Provisioning Table as well as a User Name and Password.
• This means that only specified users have access.
• The User Name and password are in sync with WVU’s MyID system, which means that its not an additional user name and password for users to remember.
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
TRAINING• Nate Lawless and Bryan
Blackwell from LeepFrog did our initial trainings.
• Bryan helped us develop an outline.
• We set up several training dates across all three campuses.
• We set up open labs for users who needed specific help with their pages.
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
DEGREEWORKS• DegreeWorks is the last step in the CMS workflow
• The process for reviewing and updating scribe from CMS is currently ad-hoc
• Scribe Start will help streamline this process.
• Next cycle DegreeWorks changes will only be made in conjunction with catalog updates.
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
LESSONS LEARNED• Start early
– Know your software
– Migrate catalog content early with time for reviewing and cleaning before giving it to the departments.
– Develop a timeline and stick with it
– Test Workflow
• Cultural issues need to be addressed early
• Tie access to training
• Style Guide
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
QUESTIONS
WEST VIRGINIA UNIVERSITY Office of the University Registrar
304-293-5355
CONTACT INFORMATION
