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Lessons Learned in Building a Comprehensive Virtual Documents Room
Erik Bowe, Lead IT Professional
Ed Rugg, Accreditation Liaison
Kennesaw State University CS-81 Monday, December 10, 2007
KSU’s Success
8 gigabytes of reports & linked supporting documentation were easily accessible online
30 megabyte PDF’s were retrievable in seconds
No user problems arose with our Virtual Documents Room
Review Committees were highly complimentary of the Web site’s contents and ease of use
Interactive features of the Web site worked well
Disaster recovery and redundancy saved us one time
Highly positive reviews of compliance were received
Six Key Dimensions
1. Vision for virtual access to all information1. Vision for virtual access to all information
2. Technological architecture of the Web site 2. Technological architecture of the Web site
3. Content Management issues3. Content Management issues
4. Document management issues 4. Document management issues
5. Scalability features to ensure Web site performance5. Scalability features to ensure Web site performance
6. Disaster recovery and backup options6. Disaster recovery and backup options
We will examine six key dimensions in the next sixty minutes:
Agenda
Six Key Dimensions
LessonsLearned
QuestionsAt the End
Vision for Virtual Access
Recovery
TechnologyContent
Documents
Scalability
Vision
5 minutes
Vision
KSU’s critical success factors (CSFs):
The decision to build an efficient, large, dynamic virtual documents room on the Web
The Accreditation Liaison’s early call for IT support & his collaborative involvement
Recognizing the expanded role for IT professionals under the new Principles
Identifying a lead IT Professional with a broad perspective & long-range view
Lessons Learned
1. Start the IT planning early1. Start the IT planning early
2. Emphasize the importance of technology2. Emphasize the importance of technology
3. Dedicate sufficient technology resources 3. Dedicate sufficient technology resources
Vision for Virtual Access to all information
4. Strengthen liaison role of Lead IT Professional4. Strengthen liaison role of Lead IT Professional
Architecture of the Web site
Recovery
VisionContent
Documents
Scalability
Technological Architecture
10 minutes
KSU’s CSFs
KSU’s Technology Architecture
ExistingTechnologies
ResourcesAvailable
AlternativeTechnologies
BackupOptions
KSU’s Technology Stack
The software stack:
Microsoft Word XP Adobe Acrobat 7.x Professional HTTrack Website Copier 3.x Oracle Application Server 10g Release 2
Portal
Oracle Database 10g Release 1 Enterprise Edition
KSU’s Technology Stack
The hardware stack:
Dell PowerEdge 1855 blade server Two CPU’s (central processing unit) per
server 12 GB (gigabyte) of RAM Two internal hard drives, mirrored (replicated)
EMC CLARiiON CX-500 storage area network (SAN) Allocated 100 GB disk storage per server
Campus network
Technology Diagram
EMC2
Dell/EMC CX-500
Dell PowerEdge 1855
PowerVault51F
McData FlexPort PowerVault51F
McData FlexPort
SP-A (x10) SP-B (x10)
SP-A SP-B
Lessons Learned
1. Do not underestimate technology needs1. Do not underestimate technology needs
2. Build in excess capacity2. Build in excess capacity
3. Stress test the architecture3. Stress test the architecture
4. Assign the most talented IT professionals4. Assign the most talented IT professionals
Technological Architecture of the Web site
Content Management Issues
Recovery
VisionTechnology
Documents
Scalability
Content Management
10 minutes
What is a Content Management System?
A content management system (CMS) is used to manage the content of a Web site
The content includes computer files, image media, audio files, electronic documents and web content
The idea is to make these files available inter-office as well as for use in an archive setting
Content Management Issues
The internal debate of public versus private posting of information related to the compliance process & the logistics of password protection
Indexing of public information in Internet search engines such as Google and Yahoo
The decision to take static snapshots rather than hyper-links to other Web sites for evidence used in the Compliance Report
KSU’s CSFs
Leveraging five years of content management system experience
Reviewing other college and university SACS Web sites and asking questions
Assessing the Georgia Open Records Act (O.C.G.A. § 51-18-70) and opting for public posting of information, but limiting search engine linkages
Addressing the need to store massive quantities of digital documents on its website versus hyper-linking to the necessary sources
Lessons Learned
1. Write down agreed upon decisions1. Write down agreed upon decisions
2. Communicate the decisions frequently 2. Communicate the decisions frequently
3. Address massive storage needs3. Address massive storage needs
Content Management Issues
Document Management Issues
Recovery
VisionTechnology
Content
Scalability
Document Management
10 minutes
KSU’s CSFs
The review of several Web sites related to the reaffirmation process in order to determine what KSU thought might work or not work
The decision to publish all reaffirmation reports and supporting documentation in Adobe PDF format
The utilization of templates in Microsoft Word
KSU’s Document Lifecycle
5) Convert
4) Hyperlink
3) Disseminate
2) Revise1) Create
6) Publish
Lessons Learned
1. Document the process1. Document the process
2. Have easy to follow instructions 2. Have easy to follow instructions
3. IT professionals should provide feedback3. IT professionals should provide feedback
4. Hyperlink to durable URLs4. Hyperlink to durable URLs
Document Management Issues
5. Utilize Web 2.0 collaboration software5. Utilize Web 2.0 collaboration software
Scalability for Performance
Recovery
VisionTechnology
Content
Documents
Scalability Features
10 minutes
Scalability Issues
Questions to ensure proper performance:
What technologies could be used to deliver 30+ MB (megabyte) Adobe PDF documents in a matter of seconds from a Web site?
Does the technology architecture selected guide the efforts required to performance tune the Web site for optimal browsing capabilities?
KSU’s CSFs
The technology architecture selected The use of OracleAS Web Cache The use of 12+ gigabytes (GB) RAM per
host
The Lead IT Professional’s experience
The CIO’s emphasis on having excess capacity
Lessons Learned
1. Align the Web site design with the architecture1. Align the Web site design with the architecture
2. Have patience with the IT professionals 2. Have patience with the IT professionals
3. Outsource IT performance tuning3. Outsource IT performance tuning
Scalability features to ensure Web site Performance
Disaster Recovery & Backup
Scalability
VisionTechnology
Content
Documents
Disaster Recovery
10 minutes
KSU’s CSFs
Planning included the creation of a backup SACS Web site on a different server after the primary site had been completed
The Lead IT Professional’s role was established as the key player in ensuring that proper tape backups of KSU’s SACS web site were made
Why a Backup Web Site?
Due to the following business decisions:
The technological architecture Use of a content management system The document management lifecycle
and use of Adobe PDFs
…KSU generated approximately eight gigabytes (GB) of content…
Why a Backup Web Site?
CD-ROM DVD-ROMFlash Drive Web site
•700 MB limit•Instructions•Write speed•Read speed•Control (loss)
•4.7 GB limit•Instructions•Write speed•Read speed•Availability•Control (loss)
•4 GB limit•Instructions•Cost•Availability•Drivers•Control (loss)
•Dependable network•Maintain Control•Existing infrastructure
KSU’s pros and cons:
Lessons Learned
1. Perform a test recovery of the Web site1. Perform a test recovery of the Web site
Disaster Recovery & Backup Options
2. Plan for redundancy in hardware 2. Plan for redundancy in hardware
3. Plan for redundancy in accessability3. Plan for redundancy in accessability
Lessons Summary
Have a strong vision Plan the technological architecture to
include excess capacity Utilize a content management system Use a document management process Ensure proper scalability and
performance Have a working backup
References
Adobe http://www.adobe.com
Building Corporate Portals with XML http://www.amazon.com/Building-Corporate-Portals-Clive-Finkel
stein/dp/0079137059 Content Management Systems (CMS)
http://en.wikipedia.org/wiki/Content_management_system HTTrack
http://www.httrack.com/ KSU SACS Web site
https://sacs.kennesaw.edu/portal/page/portal/PG_SACS_INFORMATION_CENTER
Oracle http://technet.oracle.com
Contacts
Thank you for your time!
Contact Information: http://vic.kennesaw.edu/
Erik Bowe Ed RuggDirector Executive DirectorEnterprise Data Management Enterprise Information
ManagementKennesaw State University Kennesaw State University1000 Chastain Road, MD 0110 1000 Chastain Road, MD 5400Kennesaw, GA 30144-5591 Kennesaw, GA 30144-5591770.499.3360 [email protected] [email protected]
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