Content Migration



Website Technology Planner for GovernmentThis planner goes hand in hand with the presentation we gave at the Drupal GovCon conference, presented by Stephen Tidmore of Mighty Citizen. You can access those slides with notes here.This planner assumes you are undergoing a new website redesign. For each question below, consider your needs and/or requirements. If you don’t understand the terminology within some of these questions, we recommend that you share the planner with your IT team or consultant.Content Migration Will you be migrating content from an existing website to a new website? Will existing content fit into the structure of the new website?Will migrated content need to have new pieces of data added after migration? For example, your new event calendar might include filtering based on categories that didn’t exist on the previous website. Someone has to assign those categories to each event, since the content didn’t exist before.If you will have new pieces of data needed after migration, who will handle these updates?How will you handle redirects? Who is responsible for making sure they are done?Does someone truly understand the structure and meaning of the source data that needs to be migrated? In other words, does someone fully grasp how and why the current data was set up the way it was and the needs it met?Hosting You’ll need an estimate of your web traffic and current web host usage for these items:Visitor AnalyticsHard Drive spaceRAMCPUMonthly bandwidthRegular activity and during traffic spikesWhen will you need to scale up your hosting resources and how often? For example, you may have a certain event that causes traffic spikes at certain times of the year that you will need to plan for.Who will need access to the hosting environment and will they be able to work with the available access levels? Who is supporting the hosting environment vs. the website itself?Where is the DNS zone hosted?Is there an internal DNS server that needs to be updated as well for launch?Content Publishing Is your content up-to-date and relevant?What are your existing procedures for publishing content? What is your current workflow and who has to approve content before publication?Do you really need publishing workflow built into the CMS? Or, can the workflow happen outside of the CMS? Publishing workflows often add unnecessary complexity within CMS builds.Third-Party Systems What third-party systems or tools does the website need to interact with? Consider how your organization handles lead forms, tracking code, social feeds, newsletter sign-ups, events, etc. Many of those needs are handled by third-party platforms outside of your website.For each of these systems, answer these questions:What is the method of interaction? For example, will you connect the third-party system to your website via an embed code, link, one-way data feed, full API integration, etc.? Note: Don’t make it more complicated than it needs to be. Sometimes the integration really is just a link.To help figure out the method of interaction, ask: Do you need to share data back and forth between each third-party system and your website?Will your website and each third-party system both need to know you’ve logged in successfully?Third-Party System SkinsThird-party websites can often be customized with design elements (logos, colors, graphics, etc.) to make them match your brand. We call this process “skinning.” When your visitors log in to a third-party system that is linked from your website, you don’t want it to look completely disconnected. You want the third-party system to have elements of your brand colors, fonts, and imagery that tie it into your website design for a cohesive user experience.For example, if your website links to an event registration website, you might want to “skin” that event website to match elements of your brand.Which third-party sites should be skinned?Which third-party sites can be skinned at all and what are their limits? For example, can you only add your logo, or can you also change colors, add additional graphics, etc.?Who is responsible for skinning each third-party system?How long does it take and will this delay the main website project?Single Sign-OnSingle sign-on is a configuration that allows your website users to use one set of credentials to log onto multiple related systems. If your organization has different systems for, as an example, your main website, event registration, and calendar, requiring your users to log in to all three creates strain and security risks. Instead, you can offer them a single sign-on for all the integrated systems to create a seamless user experience. Does your website need single sign-on? Does your new website need to know that visitors to your website have signed in to a different application?Does your new website need to know information about the logged in user or just that they have signed in successfully?Which system will serve as the identity provider? For example, your website might serve as the identity provider for all integrated systems or it could be a membership database or CRM.What technologies can you support and what technologies are offered by the identity provider (SAML, LDAP, etc.)?Site SearchThis section assumes your new website will feature an internal site search (a search bar at the top of your site that searches the content of your website). This means your visitors can search the content on your website by keyword, category, date, or other configurations.Where does the data live that needs to populate the site search engine? Is it in multiple systems?Do you need to have the text of files such as PDF files indexed by your search engine?Is any of the content that needs to be indexed only available to logged in users?Does the data need to be categorized to offer filtered searches?Do you need to allow for non-technical users to modify the properties of your search engine through filtering rules, customized results for certain keywords, etc? For example, there are some great third-party solutions that give non-technical users a lot of control over how the search results appear and how the pages are indexed.Do you have any budget for a third-party search solution? It can often be cheaper to budget for an existing solution than to build a custom solution.Required StandardsWhat browsers does your website need to be compatible with? For example, do you still need to be compatible with IE 11?Are there any specific security requirements or policies in place in your organization? For example, is adhering to OWASP best practices enough or do you need to follow some other set of security standards?What privacy standards are you required to abide by (ex. HIPAA (Health Insurance Portability and Accountability Act), GDPR (General Data Protection Regulation), CCPA (California Consumer Privacy Act))?Do you have written or unwritten expectations for the performance of your new website? For example, does someone of influence in your organization believe that the new site will be a failure if every page doesn’t load in less than 1 second?AccessibilityWhat level of accessibility do you need to target? For example, any government project should meet Accessibility Requirements (Section 508) and best practices (W3C WCAG 2.1 AA).How will you test to make sure you’re meeting accessibility standards? You will need a combination of automated and manual testing.If all of these questions make you realize you need a partner to help you through this process, get in touch or download our Request for Proposals (RFP) Template.-6949430 ................
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