On Boarding

Phase 1 – Prepare for On-Boarding

Follow Industry Best Practices

Customers are encouraged to follow industry best practices for a web site migration. Please keep in mind the CAWeb team is not involved in any way with customer web site cleanup. The following links may assist in the site cleanup process.

1. Broken links, orphaned pages, spell checker tools: http://www.inspyder.com/products/InSite (purchase product).

2. Follow the Google webmaster guidelines: https://varvy.com/tools/

3. Xenu’s Link Sleuth (open source link checker): http://home.snafu.de/tilman/xenulink.html

4. Search the Internet for “pre-migration website cleanup” for more helpful best practices and tools.

Sites Built on the State 2007 Template

The old 2007 State Template allowed for many top-level navigation menu items. CAWeb utilizes the latest State Template versions which allow for fewer main navigation links. Consequently, 2007 Template sites may need the top menu reorganized to reduce the number of links.

In addition, the 2007 State Template allowed for an “aside” column on both the left and right sides of a page. The CAWeb State Templates currently allow for an aside column only on the right side. The left side column content will need to moved to the right column or incorporated into other content areas of the site. Sites that Include Web Applications

CAWeb Publishing runs on WordPress and can use a number of approved plugins for “web application”-like functionality. However, if your web applications cannot be migrated to work with a WordPress plugin, you will need to host them under a sub-domain of your site utilizing:

– one of your own servers

– one of CDT’s On-Premise Web Hosting solutions

– one of CDT’s Off-Premise Cloud Services solutions, like AWS or Azure

– a 3rd-party hosting solution

Sites with Hosted Video or Sound Files

For hosting video content, we recommend what most government agencies use: YouTube. CAWeb Publishing does not host video files.

CAWeb Publishing can host sound files but does not provide a streaming service. Additionally, if you are publishing many large sound files you will quickly consume the base storage allocation and incur additional storage charges at the current storage rates published on the Department of Technology rates page.

ADA Compliance

Government agencies are required by law to publish website content in compliance with ADA accessibility standards. When preparing for building your content into the CA Web Publishing service you should also plan on a review of your content for ADA compliance. Fix any accessibility errors prior to migrating your content and use the ADA compliant CAWeb Publishing content types during site migration. The Google Chrome browser Dev Tools has a free Audit feature that includes Accessibility validation.

With the passage of AB434, State of California will require accessibility certification for all state government web sites:

This bill, before July 1, 2019, and before July 1 biennially thereafter, would require the director of each state agency or entity and the chief information officer of that state agency or entity to post on the home page of the agency’s or entity’s Internet Web site a signed certification that the agency’s or entity’s Internet Web site is in compliance with specified accessibility standards. The bill would require the director to create a standard form that each state agency’s or state entity’s chief information officer would be required to use to determine whether the state agency’s or state entity’s Internet Web site is in compliance with the specified accessibility standards.

For more information on ADA compliance and tools, review the resources at: http://webtools.ca.gov/web-content/web-accessibility/

Too Many PDF Documents

Many government agencies still heavily utilize “old school” content publishing methods, including an overuse of PDF and other document types, rather than utilizing HTML equivalents. But these “document” base publishing methods create a number of problems:

1. They often are not ADA compliant.

2. They are not “responsive” in their design, meaning they are not optimized for viewing on mobile devices.

3. Some PDFs even have embedded web links which are not managed well and become broken over time.

4. PDF document content is not, by default, “search engine optimized” (SEO) and can be impossible to find in searches, especially on mobile devices. Search engines do not index an entire PDF; therefore, using PDFs as web content delivery documents actually prevents much of the content from being found via search engines.

CAWeb Publishing provides specialized content types that are highly SEO with semantic attribution. Key examples include news type articles and events. These content types should be considered as alternatives to PDF and other document formats when migrating content to the CAWeb Publishing Service.

Archive Old Pages

By viewing the data on your site analytics dashboard, you will discover that some pages receive very few hits. These pages are candidates for archiving or removal. Site traffic measurement tools provide the needed information to make archiving decisions based on user demand. The tool available for most State websites for obtaining this information is Google Analytics.

All CAWeb customers receive a Site Assessment Report that includes analytic metrics showing (among other things) the links on your site that have had the fewest “hits” in the last year. Note: the analytics report is only available if the web site uses the Google Analytics JavaScript code that collects the site visit data.

Note: In order to produce meaningful reports with Google Analytics, it must be configured correctly and collecting data in the “no Bots” mode for at least 30 days. The “no Bots” setting keeps traffic related to web crawlers filtered out of the results. Only real “human” traffic gets counted in your metrics.

To configure “no Bots” mode in Google Analytics, under the “Admin” tab, go to “View Settings” and check the “Bot Filtering” check box.

Reports to pay attention to:

Google Analyticshttps://www.google.com/analytics/

Behavior/Site Content/All Pages – This report shows traffic to your web pages and can be configured to show 30 days, a year, or even multiple years worth of data. You can increase this report to show up to 5,000 pages, and sort it in a “least traffic” order. Then you can consider these “least traffic” pages for archiving.

Behavior/Site Content/Landing Pages – Like the report above you can configure it for “least traffic” results. Additionally, this report implies human page demand because people came directly to these pages via a search engine, a link from another site, or they manually typed in the URL. Whereas the previous “All Pages” report includes this traffic, and people who may have browsed over the page as they looked at other pages.

Google Webmaster Toolshttps://www.google.com/webmasters/tools/home?hl=en

Search Traffic/Search Analytics – This report can be sorted in reverse order to see what is searched for the least. These least desired pages may be candidates for archiving off of your site. Furthermore, those pages that are never searched for should be considered for archiving also.

Inventory Site: Storage, Page views, Applications 

Do your best to estimate total allocated site storage space and page views. Also, note any applications hosted on your current site infrastructure. CAWeb Publishing WordPress can host some smaller web applications using a plugin called ToolSet, but large apps that currently require dedicated server resources cannot be hosted on a CAWeb site.

Phase 2 - Site Assessment

Submit a CAWeb Publishing Service Request via Remedy

Submit a Remedy REQ for “CAWeb Publishing Service”. Select either Site Assessment or Site Assessment and Subscription. See the online instructions in the service request definition for more information about these two options. Contact your CDT, Office of Customer Engagement account lead if you need assistance. The current cost for the Site Assessment and other costs are published on the CDT Rates Page. See Remedy Request Entry screenshot below:

Schedule Customer Engagement Meeting

The customer’s account lead from the CDT Office of Customer Engagement (OCE) will contact the customer and schedule this meeting to coincide with the completion of the Site Assessment. This meeting takes place after the assessment is completed and emailed to the customer, but can be scheduled ahead of time to keep the on-boarding process moving forward.

Prepare and Deliver the Site Assessment Report

The CAWeb customer liaison will thoroughly review and inventory the website to assess the types of content discovered, the volumes, and any issues that need to be discussed with the customer. The findings from this step will be compiled into an Assessment Report which will be delivered to the customer for review prior to the Engagement Meeting.

Meet to Review Assessment Report

This is the Engagement Meeting scheduled in step #2. During this meeting the Assessment Report will be discussed in detail with the customer including any issues that need to be addressed before moving on to the next step: the writing of a Statement of Work. In addition, initial users of the system will be identified at this time.

Prepare and Deliver the SOW Agreement

Based on the discussions and agreements obtained during the Customer Engagement Meeting, the CAWeb liaison will prepare a Statement of Work (SOW). The SOW will identify the full scope of work necessary to complete a build of the customer’s current website within the CAWeb Publishing Service. As such, it becomes the key document that must be later submitted with any request for site building and subscribing to CAWeb. Additionally, the SOW identifies what content is out of scope. This SOW is the final deliverable of the Site Assessment Phase.

Note: The SOW gives customers the knowledge of the work effort required to build their content into CAWeb Publishing Service. With that knowledge, the customer (especially if their site has a large amount of content) may exercise the option to contract separately with a vendor to build their content into the new website. For large websites, the option of using internal or contracted resources may save both time and money for the customer.

Phase 3 – Site Build and Subscription

Attach Statement of Work (SOW) Agreement

After reviewing and discussing the SOW, the customer decides to subscribe to the CAWeb Publishing Service. If the initial service request (SR) was “Site Assessment” only, customer submits a second SR for Subscription and attaches the SOW. If the initial SR was “Site Assessment and Subscription”, attach the SOW to the initial SR. Billing will then commence for the following items:

  • Site Implementation (includes moving pages and documents to new site)
  • The monthly service subscription fee

Rates are published on the CDT Rates Page.

Site Creation and Content Import Based on SOW

The new web site is created in CAWeb and content from the existing site is imported into the new site. After the content is imported, the site still needs to be “built”, that is, laid out and placed appropriately. The top-level page structures (columns, navigation, logo, agency tags, etc.) and all the identified content types suitable for content reuse (contacts, news, locations, events, etc) also need to be set up. This work is the responsibility of the customer; however, the CAWeb team can be contracted to do this work on a consulting basis.  See the CDT Rates Page — “Migration Package” a.k.a.”Content Provisioning” for the current rate.

Complete Website Build

The customer may choose to complete the site build themselves (with or without contractor assistance), or the customer may request the CDT CAWeb Publishing team to do the work. If requesting the CAWeb team to perform the full site content build-out, the customer must submit an additional service request for “Migration Package”, a.k.a “Content Provisioning”. CDT will provide a cost estimate and charge the customer for building the site content based on the current published rates.

Training Class and Resources

The CAWeb team provides WebEx-based training to all customers at no additional charge. A training session will be scheduled for all new customers through your OCE account lead as part of the On-Boarding process.

Additionally, the following resources are provided via this CAWeb Support Site as reference materials:

  • Training Overview for Editors (PowerPoint)
  • FAQs
  • Video How To’s
  • More to come…

Phase 4 – Release and Go Live

Synchronize Sites

The Release and Go Live phase begins with the release of site control to the customer and ends when the DNS change replaces the old site with the new. The customer will use the login IDs issued to them at the Training Class to access the CAWeb Publishing authoring tier. Prior to the DNS cut-over that puts the new CAWeb site in production, the customer will make all content updates necessary to keep the new site content synchronized with the current live site.

Production Ready Notification

The customer notifies their CAWeb liaison and/or OCE account lead via email that the new site is ready to be cut-over into production. The customer will indicate the date and time desired for the DNS cut-over. The CAWeb team will schedule the DNS change with the CDT Network Management team. On the cut-over day, the DNS change will execute at the exact time indicated by the customer. The CAWeb team will enable search engine access to the site (and a number of other go-live tasks) and notify customer when the site is live.

DNS propagation across the Internet can take up to 48 hours; however, the CDT DNS servers will update within 5 minutes of cut-over. Sometimes a site has an alias or two that point to the site domain. The customer is advised to request the DNS change for any alias names as well. We consider the www. version of the domain name an alias (CNAME). If that is not possible for your web site, please inform your liaison prior to cut-over.

Note: Search engine vendors (Google, Bing, etc.) can take several weeks to re-crawl and index the new site into their search collections. To speed up this process, see the next Phase 4 step: Submit a Sitemap.

Ongoing Support Requests

For support, email or call the CDT Service Desk:

* ServiceDesk@state.ca.gov

* 916-464-4311

* For additional training resources, visit the CAWeb Support site training pages.