Acquiring a Web Content Management System at the University of Canberra: the need, the process and the decisions.

Sally Burford, Online Manager, University of Canberra. Email: Sally.Burford@canberra.edu.au

Keywords

Content Management, Open Source

Abstract

Like most large organizations, the University of Canberra’s web site grew over many years as a collection of static HTML pages. Content ownership and authorship were very devolved and campus units enjoyed a history of independence in site creation and design. In recent years, the University became clear in its intention for its online presence, stating in internal reports ‘ the centrality of the internet to the future operations of the University’ and describing its web site as ‘a very public face of the University that must be managed, coordinated and maintained in the most professional way’. With the desire for a corporate, coherent design and central management of UC Online, the need for a Web Content Management Systems was paramount, clear and urgent!

During 2003, a working party was formed to carry out a preliminary investigation of the University’s needs and the Web CMS marketplace. In its final report it considered the business goals of the University’s web presence, current problems, detailed needs analysis, benefits of a CMS, scenarios of use, the current CMS marketplace and final recommendations.

The working party recommended that an open source solution would be the most appropriate within the UC context, allowing ownership of the system, extra functionality to be added by existing in-house development teams and the opportunity for independence from a specific vendor should the need arise. Control and choice over future systems development remains within the University. With the software being free to educational institutions, upfront and ongoing software licensing costs would be avoided – a significant benefit at a relatively small tertiary institution. The available budget could then focus on implementation, support and services.

<>At this point in the process, a vendor neutral consultant was contracted by the University, to review the working party’s report and recommended direction for a Web CMS. This proved to be an excellent strategy. Much research and learning had been done by UC staff at this stage, and the interaction with the expert consultant was informed, efficient, productive and motivating. Insights were gained, such as, focusing on key requirements within a 2 year time frame and the importance of building internal skills and expertise for the future. The written report by the consultant confirmed the overall direction recommended by the working party.

With this ‘narrowing’ of the product field, it was possible to restrict evaluations to leading open source solutions from companies with active service provision and growth. Thus, instead of publishing a request for tender, a more detailed investigation of leading open source products was made by the UC Online team. On making the final decision, a request for quote was prepared for services from the chosen vendor. Thus vendor services, hardware and human resources make up the significant cost for the implementation which will occur in mid 2004.

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