Document status: This is the current version. Please ignore earlier versions.Most recent version but currently under revision to prepare key messages and presentation for F&S
What is the current situation?
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- Who to contact
- Staff profiles
- Subjects and programmes - undergrad and postgrad (this traffic is likely to come in via the site and external search)
- Admin info for current students (eg, facilities, building access hours, academic transcripts, faculty handbook, forms)
- Accessing centres and institutes.
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- The Victoria University website represents a single organisation. A key aspect of this is that all core sites are being integrated with the main site (referred to as the 'mainsite' or 'homesite').
- The Victoria University website is topic, task and audience based. We're moving towards having all increasing organising the website content organised on this basisaround task (and some by audience then by task), rather than by our organisational structure.
- There will be no less duplication of content duplicates: all Increasingly, information will have a single source . However, the site will provide the ability to display some content in different locations when needed (eg, news, events, staff profiles).
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- yet be surfaced in multiple places according to need.
New initiatives
- The current information architecture (IA) is under review, including top menu items and second-level navigation options.
- Work to improve the site search will be undertaken as part of WIP2BAU, with priorities influenced by WIP2 need.
- Improvements to staff profiles have been proposed by the WIP2 project team, who are having discussions about this with ITSare in scope for WIP2, ITS are informed and Fronde are being engaged to do the system plumbing.
- Scoping work is underway to provide an information page that sits 'behind' every site page, and can be accessed by staff . This (i.e. some of the analytics). This would provide detail on the page's purpose, target audiences, content owner, core analytics (eg, number of views of the page, average time spent on page) and similar things.
- The effectiveness of both News and Events is being considered and solutions discussed to bring about improvements.
- Keyword tagging will enable an item of content to be centrally authored then presented in relevant locations on the site ('reusable content').
- Victoria's association with related third-party sites will be made clearer, when this is appropriate.
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- Each faculty and each school will have an area (or subsection or space) rather than a distinct site.
- Faculties and schools that are combined, or wish to be combined on the web, will have with only one school (or that wish the same solution) will be offered a blended area. Combined areas could be provided for: Faculties where this might be suitable include Law, Engineering and CS, Education, and possibly Graduate Research (this only leaves Architecture and Design (to be discussed)., Humanities and Social Sciences, Science, and VBS)
- The faculty areas and school areas will must be different from one another: they won't have duplicate content, and each of the two types of area will be tightly focused on a Each has a clear purpose and identified target audiences. They will , so the content should be different. They will be much simpler than the current sites.
Where content is general and outlines a standard university approach, it Content that is currently on these sites that follows a standard university approach (i.e. isn't unique or truly faculty-specific) will be located in a common the appropriate area of the mainsite, rather than duplicated across Homesite (cf distributed across different faculty areas or school areas).
For example:
- Student wellbeing well-being and support will be located in 'Current students'.
- Alumni will be located in a new 'engagement hub' that is being planned.
- Overseas exchanges will be located in 'Victoria Abroad'.
Content that is of high interest to Victoria's audiences best viewed as university owned/curated will be centrally located on the mainsite, rather than in faculty areas or school areas. on Homesite (but can be surfaced on faculty and school sites as and when required). For example:
- Courses, subjects and programmes will be located in 'Future Students (might be renamed Study at Victoria' (currently called 'Future students’). The structure, presentation and content will be improved. ).
- Diplomas, certificates and professional development courses will also be located in 'Study at Victoria'. Where these are postgrad (or 'graduate'), improving their content is in scope for the WIP2 project. Where they are 'pre-degree', improving their content of is out of scope.
- Profiles of research projects (current projects and significant past projects), research funding and research partnerships will be located in the 'Research' section. with the Centres, Institutes and Chairs, where appropriate.
- Scholarships information will be located in the Scholarships section of 'Current students' (which includes the Scholarships database) wherever possible.
- Information about the location of faculties and schools (including maps, information about getting there and parking, and similar) will live in an improved version of the area that is currently called Our campuses.
- Student study materials and other learning resources that are currently on school sites are likely to eventually live in a student learning area of the homesite. This is a longer-term projectHomesite, but this will take time.
Other content:
- Research reports are extensive and diverse, and need careful consideration. One proposal is that they are They could be located in the Library, or in the Research hub, or stay attached to their faculties and schools.
- Research centres, institutes and chairs are also diverse, and will be considered located in the 'Research centres' phase of the WIP2 projectResearch hub, at least until Engagement have a better plan.
Centrally authored content:
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Faculty and school content that is on the mainsite Homesite will be clearly discoverable from within the faculty areas and school areas.
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- The faculty areas and school areas will have a new design that is engaging and appealing, matches the homesite and works well on mobile deviceseither utilising an appropriate presentation layer technology (e.g. we used Angular JS for Topics and Degrees) or, if this doesn't pan out using responsive templates in Squiz (similar to Homesite).
Content improvement
- Most of the content that is currently on faculty and school sites will be improved as part of the project. Skilled web editors will ensure it is focused on its target audiences and written in plain language. It will be moved pretty much as is, with some trimming and some rewriting as resource allows. Attention should be given to the needs of the target audiences and therefore the writing should be in plain language, formatted for online readers, have more visual elements and be more engaging.
- 'Features' (eg, student experience and project profiles) will be rationalised: we'll plan more We will consider carefully what they cover, align them more closely with News, and include more multimedia. We'll , reuse those used on topic pages where possible, and ensure they're always recent.
- Guidance will be provided to faculties and schools to help them address some of the content management issues they mentioned at the workshops. This will include advice on content planning, and tools and techniques for keeping content current. It will draw on effective practices identified in the workshops, and expertise and prior experience within the web team.
- Findings will be shared from user sessions where Victoria students were asked which channels they prefer for getting information and updates from faculties and schools.
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- Provide a profile of the school and its activities, demonstrating its strengths and relevance to the key audience groups (see table below).
- Provide a base for school-specific study and research material and information for current students . (Longer longer term, this may live in a student learning area of the homesiteHomesite).)
Audiences
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- Surface Homesite content as appropriate in a school setting.
Audiences
Audience | Information needs |
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Prospective staff
| Current students - both coursework and research | Study and research material and information that is distinct to the school/programme. |
Prospective students, including international and postgraduate students, and their influencers | Understand the strengths and features of the school. Why would I choose to study here? What would it be like being a student here? |
Prospective |
staff | Is this somewhere I'd like to work? What do they do? Who else works here? |
| Prospective research partners (industry and business, government (central, local), other universities) | Understand the strengths and features of the school. Why would I work with them? Who are their people? What are their areas of expertise? |
Home
Contact block.
| Introduction |
| Brief intro block, linking to Introduction page in About Us section | |
| Our services | Overview of services school offers (what is taught (via a topics/subjects widget) and what is researched (content or a filtered search result?)), with rest on About Us section. |
| Our people | People finder widget for academic and general staff, as well as research-focused PG students |
| Contact us | Block with key contact details. |
| News | Research projects, student achievements etc. Surfacing from Homesite based on tags |
| Events | Seminars, conferences, careers events, lectures etc. |
| Surfacing from Homesite based on tags |
Content
The content outline below represents a general example of what a school area might contain. While some content will be in all school areas (eg, Introduction, What we do), other content won't be required by all schools - and some schools may have additional content needs.
About us
| Introduction | Strengths, unique features. Vibrant, exciting, makes an emotional connection. Like a walk down Cuba St? Include a video tour? Consider including a 1-minute video from HOS. |
| Our services | A fuller version of what is in the Home section/page.Link to Homesite content when ever possible (eg: Subjects/topics; UG Degrees and PG programmes; Research projects; Centres, institutes and |
chairs). May be a series of visual 'promo' links. |
Link to Our campuses on the homesite.
Retain info about facilities, buildingCould have a course widget to show courses taught by the school (or staff in the school). | |
| Research capability | Profile of areas in which research is under taken and can be supported. Links to examples, staff profiles, etc |
| Location and facilities | Link to Our campuses on the homesite. Retain info about facilities, building/floor access, health and safety, and similar |
(although potentially this should be located in 'Current students' |
), but maybe have an overview here and the detail in the Student Information section | |
| Students | A small collection of features covering the university experience of recent students. |
Are these stories? Projects? | |
| Alumni | Medium term plan is to move much/all alumni information to the new 'engagement hub' and link to it. |
However, a short-medium term solution might be required to retain it on the |
new school site. | |
| Positions | Appointments and important positions outside the normal management chart (e.g. Academic Visitors' Programme, Fellows, Curator in Residence (School of Art History). |
| Partners | Accreditation, affiliations, |
| professional bodies, industry |
| associations and partnerships, sponsors, donors. | |
| Forms | If any. Could be improved (to be online forms) and moved to Current Students in future |
| Publications |
Links to |
core publications (e.g. School Prospectus, Faculty Handbook |
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) Does this include research reports/publications (that are not by an individual (therefore in staff profiles) or a centre/institute/chair (therefore in Research hub) if they can't go to the library? |
Student information
Purpose: School-specific information for current students by coursework and research students.
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(Note that longer term, study and research material and resources may live in a student learning area of the homesite.)
| Facilities |
Details behind overview in About Us section above. Includes:
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| Resources | Study and research resources - eg: |
databases, software, online written resources. Example: School of Linguistics | |
| Study groups | Student study groups. |
Is this also where we put research groups (even though it seems buried)? | |
| Work experience and internships | (Amend nav label as relevant to the content) Will only be required by a few schools - eg, ECS |
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Links
(A tentative list) | Areas of study (topics, degrees, postgrad programmes): Although this might need a smarter widget if we wanted to surface them in the school site, rather than link away. Centres, Institutes and Chairs: Research information |
including |
Research projects (in Research expertise?) |
and Research reports ( |
maybe cared for by the Library?) 'Current students' - eg: Student services and support / New students / Wellbeing / Clubs |
Centres, Institutes and Chairs - if located elsewhere
Faculty area
Purpose
- Provide a profile of the faculty, including its purpose, roles and responsibilities; structure and affiliations.
- Enable staff in different roles at the faculty to be easily identified and contacted.
Audiences
Audience | Information needs |
|---|---|
Prospective staff | Understand the strengths and features of the faculty. Is this somewhere I'd like to work? Who else works here? |
| Current students - both coursework and research | Find out about Student and Academic Services - what they can help with, how to contact them. |
Home
| Intro | Intro block - brief. Linking to main intro in 'About us'. |
| Who to contact | Contact block. Include Student and Academic Services. |
| Our schools | 'Quicklinks' to schools. |
Content
The content outline below represents a general example of what a school area might contain. While some content will be in all school areas (eg, Introduction, What we do), other content won't be required by all schools - and some schools may have additional content needs.
| About us | Purpose and role of faculty. Strategic objectives. Strengths and features. Org chart. |
| Location | Link to Our campuses. Include faculty-specific info about facilities if necessary. |
| Staff / Faculty staff | People finder tool? All staff associated with the school. Not presented in a table. Student and Academic Services - who, what, when (counter hours), where. |
| Forms | As on faculty sites now - large number of downloads. (May move to 'Current students' in the future.) |
| Mission, vision and values | If required |
| Committees and boards | If required. Complex information needs to be simplified or 'flattened' out - not nested too deeply. |
| Affiliations | If relevant at faculty level (rather than school level) |
Dean's list | Dean's list, Dean's award. |
| Publications | Link to mainsite for relevant publications - eg: School Prospectus, Faculty Handbook. |
Links
| (A tentative list) | Areas of study (topics, degrees, postgrad programmes) Research Centres, institutes and chairs (if located elsewhere) |
Summary of approach
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Risks
| Risk | Description | Likelihood | Impact | Mitigation |
|---|---|---|---|---|
| True buy-in from faculties and schools is not gained prior to starting work | Faculty and school staff may not support the approach; or may support it on face value, but not truly understand how it works. | H | H Approval for the approach may be obtained, but when work starts there could be repeated rounds of negotiation required, putting stress on relationships and timeframes. F&Ss could go along with the approach, but build their own sites, wikis (etc) independently. | Approach communications and consultation on the approach as a process of change and education. In particular, staff in faculties and schools (who? the decision makers? administrators? managers? academic staff?) need to understand and buy in to the user-centred approach to IA (rather than organisational unit-centred) and plain language. This may mean having more mini-workshops and meetings with groups of staff. Showing built examples of key deliverables will help stakeholders visualise where they need to get to (eg, topic area and example page, UG degree page (if changed), F&S area). Reiterate the benefits (better design, reduced content management, their content more accessed in other areas, evidence that it works for their target audiences). |
| Approach takes a long time to implement | Content on faculty and school sites encompasses a wide range of significant areas. Improving and relocating the content, and associated areas of the homesite, is a big job. | H | L-M Faculty and school sites won't change for some time: they may continue to have old design and content. Current issues will persist for longer than we'd like. | Prioritised approach to the required work. Careful planning: this is underway in the project team. Request more project content resource. |
| Loss of 'online identity' for faculties and schools | Much of the content that is currently on faculty and school sites will be merged with similar content on the homesite, or moved to a central location on the homesite. Faculty and school sites will be decommissioned: instead, there will be much smaller faculty and school 'areas'. Faculty and school staff may feel that their presence and importance as organisational entities is significantly diminished on the Victoria website. | H | M There may be resistance to the approach. Socialisation of the approach may take a long time. F&Ss may build independent sites/wikis etc. | Explain the benefits of the approach for them as a faculty or school. Present the example faculty and school area mockup (in test environment). The example mockups show that the areas have:
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| Diminished sense of content ownership across faculties and schools | Much of the content that is currently on faculty and school sites will be merged with similar content on the homesite, or moved to a central location on the homesite. Faculty and school staff may have a diminished sense of ownership of content that is no longer on distinct faculty and school sites or areas. | H | M Faculty and school staff may not update the centralised content.
| Gain true buy-in to the approach during the initial consultation (education) and while working with faculties and schools on the content changes. Develop strong web author/editor networks to ensure people remain connected. |
| Complexity around page ownership and page edit permissions | Some of the content currently on school or faculty sites will be integrated into existing homesite pages.
| H | M No-one may update a page, or there may be ongoing small edits.
| Plan content management with the Web BAU team. |
Content ownership of important, centralised pages could fall to the web team | Topic and programme pages are highly important for undergrad recruitment. The topic page is a media-rich marketing page; and the undergrad degree page presents complex information in a way that makes sense to school students. To avoid these pages becoming ineffective over time, they will need to be maintained by people who fully understand the strategy behind them and have specialist web content and copy writing skills. The web team are under resourced to do this work. | M | M This could put stress on the web team. However, the team will gain an extra web writer at the end of 2015. And topic and programme pages are unlikely to need frequent review.
| Plan content management with the Web BAU team. |
| The Faculty of Engineering may be resistant to moving away from using a wiki for web publishing | The Faculty of Engineering (and school) uses a wiki to author and display some of their website content.
The faculty may feel be resistant to having to move some of their activities to university-standard methods.
| M | M
| Faculty and Marketing managers meet to clarify the best approach to be taken. The features of the new university approach need to be communicated (ie, it's now better).
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Upgrade of Squiz: The timing of this might affect how and when we do certain work. When will admins be trained in the new approach? Will this be on top of helping with the new pages?
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Social media sites (eg, Facebook) |
Questions
- Is Student Information better labelled Supporting students in study and research?
- Is Resources different or does it include Publications? Facilities? Forms?
- What do we do when facilities are not necessarily for teaching/students but either for research or available to industry (e.g. specialised equipment)?
- Where do we plan to put outputs from (historic) research funding?
- Publications and forms seem to fit as well in Student Information as in About Us. Are there a subset there and others on About Us? references?
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Faculty area
Purpose
- Provide a profile of the faculty demonstrating its strengths and relevance to the key audience groups (see table below)
- Present the value add functions the faculty offers, both on behalf of its composite schools and in activities that cross school boundaries. This includes responsibilities, structure (i.e. schools) and affiliations.
- Surface Homesite content as appropriate in a school setting.
- Surface school content as appropriate (e.g. an aggregation of some content from composite schools (e.g. news, events, staff)
Audiences
Audience | Information needs |
|---|---|
| Current students - both coursework and research | Find out about Student and Academic Services - what they can help with, how to contact them. |
| Industry/external stakeholders | Building channels for research and funding We heard this but how true is it? |
Prospective staff | Understand the strengths and features of the faculty. Is this somewhere I'd like to work? Who else works here? |
Home
| Introduction | Intro block - brief. Linking to main intro in 'About us'. |
Our services | Overview of services faculty offers (what is administered and managed 'Quicklinks' to schools. 'Quicklinks' to research centres, institutes and chairs. Do we (via widgets and filtered search results) also show what is taught and researched by the schools in the faculty? Could save user time searching, but would it be misleading? |
| Our people | People finder widget for academic and general staff. Could have option to expand search to cover all staff and research-focused PG students in the composite schools. |
| Contact Us | Contact block, including Student and Academic Services. |
| News | Research projects, student achievements etc. Surfacing from Homesite based on tags Could include items created by the composite schools, especially if cross-school (and maybe engagement or alumni) focused? |
| Events | Seminars, conferences, careers events, lectures etc. Surfacing from Homesite based on tags Could include items created by the composite schools, especially if cross-school (and maybe engagement or alumni) focused? |
Content
The content outline below represents a general example of what a school area might contain. While some content will be in all school areas (eg, Introduction, What we do), other content won't be required by all schools - and some schools may have additional content needs.
About Us
| Introduction | More official/prestigious (than school), covering purpose/role., strategic objectives, strengths and features. Maybe organisation chart. |
| Location and facilities | Link to Our campuses. Retain info about facilities, building/floor access, health and safety, and similar (although potentially this should be located in 'Current students'), but maybe have an overview here and the detail in the Student Information section. |
| Research capability | Profile of areas in which research is under taken and can be supported. Links to examples, staff profiles, etc |
| Mission, vision and values | If required |
| Committees and boards | If required. Complex information needs to be simplified or 'flattened' out (i.e. not nested too deeply). |
| Partners | Accreditation, affiliations, professional bodies, industry associations and partnerships, sponsors, donors. If relevant at faculty level (rather than school level) |
Dean's list | Dean's list, Dean's award. |
| Forms | As on faculty sites now (where there are large number) Could be improved (to be online forms) and moved to Current Students in future |
| Publications | Links to core publications (e.g. School Prospectus, Faculty Handbook) Does this include research reports/publications (that are not by an individual (therefore in staff profiles) or a centre/institute/chair (therefore in Research hub) if they can't go to the library? |
Links
| (A tentative list) | Areas of study (topics, degrees, postgrad programmes) Research Centres, institutes and chairs (if located elsewhere) |
| Social media sites (eg, Facebook) |
Questions
- Should we consider a model where more of the action/glamour is at a faculty level (by including the aggregation of news and events from units within a faculty) and leave schools to handle supporting students? Why do we want a lite faculty site and have many more active school sites?
- Where do we show research centres that are attached to faculty (not school) level?
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Summary of approach
- Sections/areas, not separate sites.
- Much smaller and simpler - audience focused, clearly defined purpose.
- Content much more integrated/aligned with Homesite (i.e. strong links to and even content surfaced from Homesite.
- Focus is on the audience context for showing content and building a relationship between existing content, not the duplication of it.
- Flexible approach - 'local' content that has no logical home on Homesite remains on school site.
- Aligned with Homesite approach for content increasingly being organised by task, topic or user group - not by organisational structure.
- Encourage people to think about F&S content (rather than F&S 'sites').
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Risks
| Risk | Description of risk and consequence | Likelihood | Impact | Mitigation | |
|---|---|---|---|---|---|
| 1 | Consultation could be long and slow, with many objections | Based on recent experience with the subject groupings, the consultation process could be slow, maybe very slow. This consumes time and resources, as well as the possibility that it introduces changes in a disjointed/non-integrated way. | H | M | Start early, so timelines are not adversely impacted. Shield most of the team by using only the BA and PM, plus COMT management. Attempt to use 1-2-1's with senior people (e.g. PVCs), existing forums for others (faculty manager, school managers, faculty management teams, etc), and casual or relational/network conversations with those we know and work closely with. |
| 2 | True buy-in from faculties and schools is not gained prior to starting work | Despite obtaining approval and socialising the approach, f&s staff may understand or accept the approach. There are both many stakeholders and many layers (organisation hierarchy). This may lead to repeated rounds of negotiation (taking time and stressing relationships) and even lead to f&s doing their own thing (outside/around the website). | H | M | Ground our approach to communications/consultation in:
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| 3 | Approach takes a long time to implement | Improving and relocating the content on f&s sites is a big job. This may mean that some sites don't change for some time, continuing to have an old design and content. | M | M
| Planned and prioritised approach to the required work. Set and manage expectations carefully. Request more project content resource. |
| 4 | Loss of 'online identity' for faculties and schools | As content that is currently on f&s sites is merged or moved the new f&s sites will be much smaller/leaner/lighter. This may lead to f&s staff feeling that their importance as organisational entities is diminished. | M | M | Use all three consultation approaches listed in risk 1 above. Demonstration versions, as covered in risk 2 above
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| 5 | Diminished sense of content ownership across faculties and schools | Same cause as with Risk 4 above. This may lead to a reduced sense of ownership of the content, resulting in to slower updating / information out of date. | M | M
| Gain true buy-in to the approach during the initial consultation (education) and while working with faculties and schools on the content changes. Develop strong web author/editor networks to ensure people remain connected. |
| 6 | Complexity around page ownership and page edit permissions | As more content currently on f&s sites is integrated into existing homesite pages page ownership could become unclear and authoring permissions may become more complex | M | M
| Plan content management with the Web BAU team. Train and communicate effectively. |
| 7 | The Faculty of Engineering may be resistant to moving away from using a wiki for web publishing | The Faculty of Engineering (and school) uses a wiki to author and display some of their website content and be resistant to having to move some of their activities to university-standard methods. This may lead to the Web Team having to support two models, one for only one faculty and one school | H | L-M
| COMT management to initiate this conversation with the faculty management, trying to find a good way forward. Separation of presentation layer from content management offers flexible options not previously available.
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