The value of iSites

Course iSites are typically recreated each year. Not so with standard iSites.

iSites are important administrative tools,

used for:

• Public facing communication

• Administrative functions

• Private collaborations

• And so on – iSites can do everything!

But the iSites platform is built on old technology and is no longer sustainable.

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What does this mean for iSite owners?

Migrating an iSite is not always a simple process. It might require the owner to:

• Review and confirm business requirements

• Find a platform that meets those requirements

• Confirm access to that platform

• Learn how to use the new platform

• Get buy-in from stakeholders

• Inventory the iSite

• Migrate navigation, content, images, video and files

• Launch a new site, with a new domain name

But we are here to help.

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We have a process

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With over 1,100 iSites in FAS and no easy way to identify the owners or their department, we have to be efficient. Our process is:

• Empty sites - Make Inactive

• Affiliation – Match administrators to departments using Midas

• Liaisons – Find someone to help manage the iSites in departments

• Emails – Send to liaisons with list of iSites and status updates

• Survey – Collect metadata for each iSite that will migrate to other platforms

• Support – Partner with you to help with migrations

• Tracking – Update iSite status in Salesforce

We planned on two phases

The plan:• Phase One – FY15

– Identify all iSites that will NOT migrate and retire them (make them inactive)

• Phase Two – FY16

– Migrate all remaining iSites to a new platform

The reality: – It’s not that simple…

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Web platforms - not available to everyone

• OpenScholar – anyone with a Harvard ID

• Harvard Wikis –anyone with a Harvard ID

• Harvard Blog – academic content only

• Harvard SharePoint – for CA, HDS, HSPH, FAS, GSE, GSD, and Radcliffe

• Harvard Google Sites – for FAS

• Harvard Qualtrics –anyone with a Harvard ID except HMS, Dental, and HBS

• Canvas –informal learning experiences only

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There are feature gaps

Retiring the iSites platform leaves some gaps in our web service delivery, especially around:

– Permissions

– Signup tools

– Granular access

– Video publishing

This process has also raised other issues:

– Accessibility standards

– Confidentiality (Level 3) standards

– Collecting metadata for tracking and reporting

– Redirects and domain naming processes

– Replacing applications

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Comparison chart on website

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Library iSites – where are we now?

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It’s not just retiring the platform

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We are working towards these outcomes:

• Sustainable web platforms that meet key website owner needs

• Improved overall user experiences

• Strategic solutions to issues identified during discovery process

• Comprehensive, accurate reporting

• Repository of website data for future

• Informed and satisfied customers

• Retirement of the iSites platform

Open issues – what stands in the way of migrations?

• Custom group permissions solution to replace the iCommons API

• User-friendly templates, customer support and training for SharePoint

• Clarity around support and training plans for the Wiki and Wordpress

• Decisions about accessibility and level 3 data for web platforms

• Video hosting solution

• Clarity on cost of using HUIT web platforms

• Reluctance to support multiple platforms

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Group permissions –system of record and custom

Progress

• Convened a working group to collect business requirements

• Agreement by IAM to put development on roadmap for winter 2016

Challenges

• Platforms are responsible for integrating permissions solution

• Needs of other departments such as ATS and the Cloud might impact progress

• Work cannot start until after January

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Confidentiality – many iSites still have level 3 data

Progress

• Discussing options with the Office of Security

• SharePoint and Harvard Google are solutions for many (not all) users

Challenges

• Not all schools have access to SharePoint and Harvard Google

• OpenScholar, the Wiki and Wordpress require development effort to meet standards

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Accessibility – only OpenScholar meets WCAG 2.0 AA

Progress

• There is an ongoing effort to define solutions for accessibility compliance

• Currently, only OpenScholar meets these standards

Challenges

• Any iSites that require compliance to WCAG 2.0 AA should migrate to an accessible platform

• There are no controls in OpenScholar to ensure that site owners are maintaining compliance

• Sites that want/need to use the Wiki, Google Sites, or Wordpress will not be compliant

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Video hosting – for non-course videoProgress

• We have business requirements

• Most schools have their own video solution (or will have)

Challenges

• FAS has no non-course video solution when iSites retires

• There are 6000 FAS and CA videos uploaded to VPT

• iSite videos are currently hosted on AWS but users cannot manage videos there

• Funding model for video hosting platforms such as Mediasite

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Archiving – an open question

Progress

• We are collecting data about archiving needs of retiring iSites for retention

• We are working with the Library Archivist to define requirements for preservation

Challenges

• The GRS has retention requirements for administrative documents

• If a solution is not provided, many users will want to migrate their iSites to a new platform even though they no longer need them except for reference

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The good news is…

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• HLS has retired or migrated 99% (278/281)

• HKS has retired or migrated 97% (158/163)

• CA has retired or migrated 91% (949/1,039)

• HUIT has retired or migrated 86% (473/553)

• HSPH has retired or migrated 82% (494/604)

• GSD has retired or migrated 81% (175/215)

• HDS has retired or migrated 76% (66/87)

• GSE has retired or migrated 74% (744/999)

• FAS has retired or migrated 74% (889/1,196)

• DCE has retired or migrated 13% (13/104)

But we still have a long way to go…1,054 iSites

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We will continue to plan, adjust, communicate, partner, and push until we get there.

Standard iSite Migration Support

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Please contact me at kathleen_stuart@harvard.edu or visit our website http://standardisites.harvard.edu for more information.

If you have an iSite and want help with your next steps:

• Submit a ticket to ithelp@harvard.edu or

• Complete the form on our website http://standardisites.harvard.edu/support-form or

• Contact your IT support team at your school or department or

• Contact me directly