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Website Migration Project

Website migration project

Virginia-Maryland College of Veterinary Medicine

CMS
Jan. 7, 2021

PROGRESS REPORT: DVM PROGRAM WEBSITE and FACULTY BIO PAGES

  • Shane Ryan, director of assessment for the Office of Academic Affairs, has created a great deal of new content, much of it geared toward faculty development, for the DVM program's revamped website, while  DVM student Sarah Rollins has migrated all of the program's existing content from the current website.
  • For the college's Research microsite, Sarah has also migrated all faculty research lab pages. 
  • MFA student Sarah Boudreau, a writer on the college's Communications and Marketing team, has migrated all Department of Population Health Sciences faculty bios and has helped Department of Biomedical Sciences and Pathobiology administrative assistant Dawn Bradbury migrate 90% of DBSP faculty bio pages. Sarah is now helping Department of Small Animal Clinical Sciences administrative assistant Keely Arbenz-Smith migrate DSACS faculty bio pages.
  • Mindy Quigley, DSACS clinical trials coordinator, has migrated more than a dozen DSACS faculty bio pages and the bulk of the clinical trials content.
  • A ROUND OF FIST BUMPS FOR ALL!

Dec. 17, 2020

PROGRESS REPORT: FACULTY BIO PAGES

  • Ruth Meade, the administrative assistant for the Department of Large Animal Clinical Sciences (DLACS), has finished building faculty bio pages for the department's clinicians. FIST BUMP!
  • Sharon Peart, the administrative assistant to the director of the Marion duPont Scott Equine Medical Center, has begun building faculty bio pages for the center's clinicians, who are DLACS faculty.
  • Dawn Bradbury, administrative assistant for the Department of Biomedical Sciences and Pathobiology, is in the process of building departmental faculty bio pages.

Nov. 6, 2020

SITE LAUNCHED

  • The new website for the Animal Cancer Care and Research Center in Roanoke, Virginia, has been launched and is available at cancercare.vetmed.vt.edu.
  • FIST BUMP!

Oct. 20, 2020

PROGRESS REPORT: VETERINARY TEACHING HOSPITAL WEBSITE

  • Dr. Funk, Dr. Bogers, and Carrie Nowlin have migrated or are migrating content as quickly as Secretariat's final panel in the 1973 Kentucky Derby ... or the filly Swiss Sky Diver's win against the boys in the Oct. 3 Preakness, just .28 off the fastest time in Preakness history (set, of course, by Secretariat).

Oct. 12, 2020

SITE LAUNCH REQUESTED  

  • A Jira request has been submitted to initiate the launch of vitals.vetmed.vt.edu, the website for ViTALS (Virginia Tech Animal Laboratory Services). Built by Alexandra Shelor Fox, a clinical laboratory scientist with ViTALS, the new site will be available once the DNS updates on Tuesday, Oct. 13.
  • FIST BUMP!

Oct. 7, 2020

CANCER CARE CENTER WEBSITE UNDER REVIEW

  • Andy Mann created beautiful photo and video assets for the new website for the Animal Cancer Care and Research Center.
  • All existing content has been migrated. At present, stakeholders are creating additional content to flesh out the center's services page.
  • Once the new content has been edited and integrated, a Jira request to publish the site at cancercare.vetmed.vt.edu will be submitted.

Oct. 1, 2020

ViTALS WEBSITE UNDER REVIEW

  • Megan Quesenberry edited and uploaded all photos for the new website for ViTALS (Virginia Tech Animal Laboratory Services).
  • The site is presently under review by stakeholders. Once updates have been integrated, a Jira request to publish the site at vitals.vetmed.vt.edu will be submitted.

Sept. 10, 2020

WEBSITE REQUESTED

  • A Jira request has been submitted for the creation of a new domain within the CMS: ViTALS (Virginia Tech Animal Laboratory Services) — vitals.vetmed.vt.edu
  • Alexandra Shelor Fox has already migrated all content for the ViTALS website into the CMS.
  • FIST BUMP!

Sept. 8, 2020

WEEKLY TRAINING SESSIONS PAUSED

  • Because the project team needs to focus on both building web pages and producing the next edition of Tracks Magazine, the weekly training sessions will be paused for now. We can't thank you enough for finding extra time to help move content. Keep up the great work, and don’t forget to check this blog for more tips and videos.
  • Please let us know if you have any questions or concerns, and don’t hesitate to contact us to schedule a one-on-one session.
  • We will continue to keep you updated on the migration progress and to add new content here.

Sept. 3, 2020

FACULTY and STAFF PORTRAITS AVAILABLE for BIO PAGES

  • All faculty and staff portraits have been edited/cropped and uploaded into the Faculty and Staff Portraits folder in vetmed_vt_edu Assets.
  • Portraits have been organized into the following sub-folders:
    • Academic Affairs
    • Advancement
    • Biomedical Sciences and Pathobiology
    • Dean's Office
    • Information Systems
    • Large Animal Clinical Sciences
    • Population Health Sciences
    • Research and Graduate Studies
    • Small Animal Clinical Sciences
    • Veterinary Teaching Hospital
    • ViTALS
  • If a new portrait is needed, contact photographer Andy Mann.
  • If you are unable to locate a portrait in the Assets folder, contact Megan Quesenberry.

Sept. 2, 2020

TIPS for CREATING FACULTY BIO PAGES

  • Step-by-step instructions for creating faculty bio pages are available in the training videos below:  Aug. 19  •  July 9  •  July 8
  • All faculty bio pages are to be built in vetmed_vt_edu in the "Faculty" folder. If you do not have access to vetmed_vt_edu, please contact Julie Crichton.
  • All faculty bio pages must use the following naming convention: last name-first name (e.g., ahmed-ansar, allen-coy, arendse-avril). This naming convention will allow the bio pages to be sorted by file name (i.e., last name) in the List component.
  • File names should NOT use capital letters or spaces; also, use hyphens instead of underscores.
  • Because faculty bio pages require information to be entered in the page's Properties, it is recommended that users copy the existing example page: EXAMPLE FILE TO COPY - Tanya LeRoith, DVM, PhD, DACVP–Anatomic Pathology  (vetmed_vt_edu/faculty/lastname-firstname).
  • Once copied and pasted into the Faculty folder, the new file can be moved and renamed. The "Move" function must be used to rename a file.
  • A review of the steps for copying and moving/renaming a file is available at the 14:52 mark in the Aug. 26 video below.
  • Not only is the EXAMPLE FILE a guidepost for naming conventions, it contains formatting and style choices that must be followed to ensure that all faculty bios are consistent.
  • The following tips are also included in the EXAMPLE FILE's Properties in the "Internal Notes" field:
    • After you've completed all fields, delete the content in the "Internal Notes" box.
    • In the "Title" field, use abbreviations (without periods) for academic degrees (e.g., PhD, DVM, MS, BS).
    • Do NOT use "Diplomate" in the "Title" field (e.g., DACVIM, DACVP–Anatomic Pathology, DACVIM–Neurology, DACVS–Large Animal).
    • Always replace & with the word "and" (e.g., Biomedical Sciences and Pathobiology).
    • In the "Tags" field, select ONLY the department (e.g., Small Animal Clinical Sciences) and/or the hospital affiliation (e.g., Veterinary Teaching Hospital).
    • The information in the "Description" field should be separated by commas because line breaks are not recognized (e.g., Clinical Professor, Anatomic Pathology).
    • Change the placeholder image in the "Page Image" tab.

Aug. 26, 2020

CMS TRAINING: REVIEW of BASIC TASKS

  • Reviewed homepage layout of the Center for Public and Corporate Veterinary Medicine site currently under development
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TIPS


Aug. 25, 2020

SITE LAUNCH REQUESTED  

  • A Jira request was submitted to initiate the launch of centaur.vetmed.vt.edu, the website for the Center for Animal-Human Relationships (CENTAUR). Built by Alexandra Freeze, an assistant researcher and science communicator with the CENTAUR team since August 2018, the new site will be available once the DNS updates on Thursday, Aug. 27.
  • FIST BUMP!

Aug. 19, 2020

CMS TRAINING: CREATING BIO PAGES

This training session focuses on creating faculty bio pages in the CMS.

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Aug. 12, 2020

CMS TRAINING: CREATING PHOTO GALLERIES, Session 2

This training session presents a detailed demonstration of creating photo galleries in the CMS.

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TIPS for PREPARING PHOTOS

  • Aspect ratio: 2 x 3
  • Resolution: 72 dpi (dots per inch)
  • Recommended minimum width: 1800 px (pixels)

"HERO" IMAGES in the CMS

  • See an example.
  • In the One theme, "hero" images, as the name implies, are quite large. To ensure that these images render well on high-resolution displays, some as large as 32 inches, images between 2000 px to 2400 px wide at 72 dpi are preferred.

SIZE IMAGES to OPTIMIZE PAGE SPEED and APPEARANCE

  • Web images need to strike the right balance between size and resolution: the higher the resolution, the larger the file size. On the web, large, high-resolution images can significantly slow down a webpage's loading speed, which affects user experience and, eventually, search engine ranking. Large images and slow load times are especially annoying for mobile visitors.
  • Resolution for web images: Resolution is the quality or density of an image, measured in dpi. A higher resolution is overkill and makes an image unnecessarily large.
  • Aim for optimal file size: A 15 MB (megabyte) image is huge; a 125 KB (kilobyte) image is reasonable. A very large file size indicates that the image's dimensions are excessive or its resolution is too high.
  • Most photo-editing software has the option to "save for web," which enables saving an image at a low, web-friendly resolution.

Aug. 5, 2020

CMS TRAINING: CREATING PHOTO GALLERIES, Session 1

This training session focuses on creating photo galleries in the CMS.

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July 22, 2020

DITIGAL ASSETS for the VMCVM WEBSITE

  • As part of a larger content-gathering process for the VMCVM website migration project, the college's Communications and Marketing team in the Office of Advancement has launched an initiative to create digital assets.
  • Megan Quesenberry and Andy Mann have identified the priority areas for which digital assets are needed and will be contacting college members to schedule photo/video shoots.
  • A Google spreadsheet is available for those who wish to review the priority areas and track the team's progress.

July 21, 2020

PROJECT TEAM UPDATE

  • Project manager Olivia D’Amato, the administrative assistant in the Office of Advancement, has accepted a position outside Virginia Tech and will no longer be employed at the veterinary college, effective July 22.
  • Megan Quesenberry, VMCVM's graphic designer and art director, will now manage the migration project.
  • Please contact either Megan or Julie Crichton if you have questions or want to schedule one-on-one training sessions.
  • Megan and Julie will begin holding weekly check-in meetings for CMS users both to ask questions and to report on their progress. Designated "power users" will receive an email with more details in the next two weeks.

July 17, 2020

UPDATE on MIGRATION PROGRESS

  • All users have been trained in the CMS functions necessary for basic migration of content from the current VMCVM website.
  • Multiple opportunities to have questions answered and to participate in one-on-one training have been made available.
  • All users have been trained in creating faculty bios in the CMS; users have been encouraged to contact the team directly for support.
  • An Equine Medical Center (EMC) staff member is currently being trained to update the EMC site, which is in CMS, but does not yet use the university's One theme. The EMC site will not be converted to the theme until Virginia Tech branding has been finalized.

FULLY MIGRATED into the CMS, READY for EDITING and REORGANIZATION

  • Center for Animal-Human Relationships — centaur.vetmed.vt.edu
  • Center for Public and Corporate Veterinary Medicine — career-transition.vetmed.vt.edu
  • Equine Field Services — within vth.vetmed.vt.edu
  • Veterinary Clinical Research Office — within vetmed.vt.edu
  • ViTALS: Virginia Tech Animal Laboratory Services — within vetmed.vt.edu
  • VMCVM news stories and editions of the college newsletter — within vetmed.vt.edu
  • The Public Health program website, long in the CMS, has transitioned to the One theme and is fully operational.

IN the PROCESS of MIGRATION

  • Department of Biomedical Sciences and Pathobiology — dbsp.vetmed.vt.edu
  • DVM Program — dvm.vetmed.vt.edu
  • Equine Podiatry Service — within vth.vetmed.vt.edu
  • Food Animal Veterinary Field Services — within vth.vetmed.vt.edu
  • Large Animal Clinical Services (medicine and surgery) — within vth.vetmed.vt.edu

NEXT STEPS

  • Project team members will begin to work directly with departments as needed to continue the project. Those interested in one-on-one sessions are encouraged to contact the team.

July 9, 2020

CMS TRAINING: CREATING BIO PAGES, Session 2

This training session focuses on creating faculty bio pages in the CMS.

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July 8, 2020

CMS TRAINING: CREATING BIO PAGES, Session 1   

This training session focuses on creating faculty bio pages in the CMS.

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June 15, 2020

CMS MIGRATION 'POWER USER' CHECK-IN, Session 2

This session answers CMS user questions and reviews the migration processes.  

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June 11, 2020

CMS MIGRATION 'POWER USER' CHECK-IN, Session 1

This session answers CMS user questions and reviews the migration processes.  

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June 11, 2020

CMS MIGRATION TRAINING for ACADEMIC AFFAIRS

This training session focuses expressly on the DVM program website in the CMS.

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May 28, 2020

CMS MIGRATION TRAINING, Session 2

This initial training session introduces users to Virginia Tech's content management system (CMS) and reviews the processes for creating pages.

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May 27, 2020

CMS MIGRATION TRAINING, Session 1

This initial training session introduces users to Virginia Tech's content management system (CMS) and reviews the processes for creating pages.

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May 22, 2020

ORIENTATION FOLLOW-UP

  • Project overview document shared with designated "power users"
  • Designated "powers users" authorized to access assigned site in CMS
  • Two intial training sessions scheduled: May 27, 1-2 p.m., and May 28, 11 a.m.-12 noon
  • "Power users" instructed to view Ensemble CMS training video for an introduction to CMS basics prior to training session
  • "Power users" encouraged to have intradepartmental conversation to determine responsibilities for moving pages and to share plans with project manager

May 21, 2020

ORIENTATION and PROCESS OVERVIEW

  • Department-designated "power users" will be trained to create pages, including faculty bio pages, and to move content from the current VMCVM website into the CMS.
  • Project team members will clean up content and file names and establish site structure.
  • Project team members will create and load photo assets.
  • When all content has been migrated and edited, site launch will be requested via Jira.
  • New Virginia Tech websites are launched on Tuesdays and Thursdays following the DNS restart between 1 and 3 p.m.
  • Newly launched sites that are separate from the main VMCVM website (vetmed.vt.edu) will still be accessible from the main website.

PROJECT TEAM GOALS

  • Every VMCVM department/program will have a CMS user who has been adequately trained to make edits and updates to the department/program's webpages.
  • CMS users at VMCVM will be familiar with Virginia Tech's training resources and will have access to the university's CMS-user community.
  • Updates on the progress of the website migration project will be shared regularly.
  • The project team will schedule standing meetings for all stakeholders and "power users" if the need arises.

May 18, 2020

ORIENTATION for 'POWER USERS'

  • Department-designated "power users" identified
  • Introductory meeting scheduled for Thursday, May 21, at 1:30 p.m.
  • Calendar invitations emailed

May 11, 2020

OVERVIEW

  • Moving VMCVM's current website into the CMS will help align the college with university branding and will allow the Communications and Marketing team to train college members to make updates to their departments or program pages as needed. Trained departmental designees will greatly reduce the waiting time now experienced with website-update requests.
  • Following the precedence set by the college's Biomedical and Veterinary Sciences program and Public Health program websites, discrete websites will be built out in the CMS for the following entities:
    • Animal Cancer Care and Research Center — cancercare.vetmed.vt.edu
    • Center for Animal-Human Relationships — centaur.vetmed.vt.edu
    • Center for Public and Corporate Veterinary Medicine — career-transition.vetmed.vt.edu
    • Department of Biomedical Sciences and Pathobiology — dbsp.vetmed.vt.edu
    • DVM program — dvm.vetmed.vt.edu
    • Research — research.vetmed.vt.edu
    • Veterinary Teaching Hospital — vth.vetmed.vt.edu
  • All current content will be migrated into the CMS, and each distinct website will be accessible from the main college website.

GENERAL PROCESS

  • Department-designated "power users" will be trained to move content from the current website into the CMS.
  • Once the content is in the CMS, the communications manager will build out the structure of the site.
  • The graphic designer and the digital content producer will create, select, and edit assets for use in the CMS.

FACULTY and STAFF BIO PAGES

  • Each faculty and staff member will have one bio page. Departments will have access to make changes to these bio pages as needed, which will increase accuracy in faculty and staff listings on the site. Any changes made to a bio page will update the information wherever it appears on the site.

April 2020

NEW WEBSITES REQUESTED

  • Jira requests were submitted for the creation of the following new domains within the CMS:
    • Animal Cancer Care and Research Center — cancercare.vetmed.vt.edu
    • Center for Animal-Human Relationships — centaur.vetmed.vt.edu
    • Center for Public and Corporate Veterinary Medicine — career-transition.vetmed.vt.edu
    • Department of Biomedical Sciences and Pathobiology — dbsp.vetmed.vt.edu
    • DVM program — dvm.vetmed.vt.edu
    • Research — research.vetmed.vt.edu
    • Veterinary Teaching Hospital — vth.vetmed.vt.edu

Project team


This blog was created to share the progress of the veterinary college's project to migrate its web properties into Virginia Tech's content management system (CMS), Ensemble, which is powered by Adobe Experience Manager.

Relevant materials and instructional videos created for training purposes are included for easy access by CMS users collegewide.

If you wish to take part in the project or would like to have a hand in your unit's web presence, please contact one of the project team members in the college's Office of Advancement.