New Website: Migration Agreement

This agreement is intended to identify and document the agreements between the University of Oklahoma Marketing and Communications and CMS users regarding migration in to the CMS, Adobe Experience Manager (AEM). This page outlines expectations for a successful migration and includes a form to submit your agreement.

The CMS and pre-defined functionality is available to all departments at no cost to the department.

The Project Lead is the departmental project manager who will be the point of contact for the Web Communications CMS team. The Department Head is the top-level decision-maker in the department. Major decisions and actions will need approval from the Department Head.

Any communication from the CMS team regarding the CMS will be sent to the Project Lead for the site. It will be the responsibility of the Project Lead to disseminate information to other authors in the department.

Information Technology provides administration and technical support for AEM servers. This includes system security, maintenance, back-ups and disaster recovery for everything within the CMS.

All content and code will be housed in storage managed by IT, unless otherwise discussed.

The Marketing and Communications CMS team will do everything possible to notify the Project Lead of system maintenance, downtime or other times authors may not be able to access the system. However, there may be emergency outages or fixes that do not allow for a timely notification from Web Communications.

Permissions will be granted by the CMS team and ONLY to users who have completed training with the CMS team. More information on training can be found here.

All content in the DAM must follow recommendations for saving assets for the web. Assets that are too large may be deleted if it causes issues with the system.

All users must complete training with the CMS team. After training, users may reference the CMS training content on this site to serve as a refresher on specific issues. 

In additon, migrating sites may schedule weekly to bi-monthly meetings for additional questions and content guidance.

Office Hours are held on Wednesdays from 2:30-4pm in the Web Communications Office (schedule an appointment here), located upstairs in the Boomer Theatre, Suite 209. Use the doorway in front of Chipotle's patio, head up the stairs and go down the first hallway. This is a time to get one-on-one guidance, assistance, etc.

The department is responsible for migration of all content (text, images and documents) into the CMS.

The URL for your department must be approved by Web Communications. Only top-level sites are granted ou.edu URLs. If your department/program/office is nested inside of another entity, a top-level URL will not be granted unless permissions granted by CMS team (email cmshelp@ou.edu with questions).

Example:
Top-level: ou.edu/admissions
NOT top-level: ou.edu/admissions/nationalscholars

Domain Names (DNS) are no longer granted, only granfathered in if already in existence (bestprogram.ou.edu).

The timeline for a migration is generally 4-16 weeks. This can be impacted by special requests, and delays in content migration.

NOTE: Web Communications requires 2 weeks after content is finalized to review the site before go-live.

The purpose of a site review is to ensure the website meets OU’s Web Guidelines. (see Web Guidelines). At the end of the content migration process, OU Web Communications will conduct an audit of site’s accessibility, compatibility across multiple browsers, and overall content layout. Periodically, Web Communications will review sites for compliance.

OU Web Guidelines must be met for all sites in the CMS  (such as Web Requirements, Writing for the Web, Accessibility).

The CMS team is available to help departments if you wish to change your site's template. Contact the CMS team to initiate this process.

IA is required from the department before migrating into the CMS. IA will be approved by the Web Communications Office.

Analytics will be added to your site as part of the whole ou.edu account. Departments may gain access to the analytics to see statistics on their site by creating an office Gmail account and contacting the CMS team. This information will help authors understand web traffic and plan appropriate web content.

Additional functionality, such as online forms, requires solutions outside of the CMS. OU Web Communications will not guarantee technical support or compatibility with additional functionality requests. If such functionality is needed, discuss this with the CMS team.

Many sites outside the CMS are updated by one person due to the technical skills needed to manage and create content. However, with the Content Management System (CMS), those who actually create and ‘own’ content can now easily create and update it on the site as well. While the idea of distributing the ownership of content across multiple people in a department may be a departure from the current business process, this is one of the largest benefits of the CMS: distributed content ownership.