Overview

v0.2

Background

In 2013/14 development work will commence on the new CMS (Drupal. As part of the transition, a content audit and large scale migration of content, structures, users and workflow will be required from Polopoly to the new CMS.

A separate, ongoing project UWS004 is developing the Polopoly search so that a significantly larger range of criteria can be searched within the CMS. However, whilst these new features have gone a long way to provide the information required for an audit/migration planning some gaps still remain. This project aims to address these gaps in functionality.

Scope, Objectives and Deliverables

Information about the key areas of Polopoly that this project will address are:

Complete structure of existing sections and articles
Breadth and depth of users/groups access permissions
Breadth and depth of users/groups workflow permissions
Use of shared content (references tab (when working) records inbound links, but not outbound links)

Objective	Deliverable	Success Criteria	Priority
1. To audit the structure and metadata of the CMS content in preparation for migration to the new CMS and export this audit in csv file format	A means of auditing the CMS Structure and metadata which produces: The complete content structures from any section or subsection in the CMS and should include the UoE, Media bank and Development Zone areas of Polopoly The facility to export Polopoly structures to .csv including information such as key metadata fields, published/unpublished status and all out bound links for further analysis	Scripts which can be run by either run by CMS Managers or run at their request through a support call. The output is in the form or a csv file. Ability to produce complete content structures from any section or subsection in the CMS and should include the UoE, Media bank and Development Zone areas of Polopoly Ability to export Polopoly structures to .csv including information such as key metadata fields, published/unpublished status and all out bound links for further analysis	2
2. To express the relationship between users, groups, workflow and permissions on sections to allow CMS managers to compare this with the CMS structure and metadata. This will inform and simplify the recreation of workflows in the new CMS.	A means of auditing the CMS group permissions, workflow associations which produces : An audit of which sections each group is associated with An audit of which groups are associated with a section and it’s children An audit of the breadth and depth of groups workflow permissions An audit of which which groups an individual user is associated with An audit of which workflows each group is associated with The functionality to export this information to .csv for further analysis	Scripts which can be run by either run by CMS Managers or run at their request through a support call. The output is in the form or a csv file. Ability to see what sections each group is associated with Ability to see what groups are associated with a section and it’s children Ability to export this information to .csv for further analysis Breadth and depth of groups workflow permissions - mandatory Ability to see what groups an individual user is associated with Ability to see what workflows each group is associated with Ability to export this information to .csv for further analysis	3
3. To have the information on shared content references within the CMS in order to rebuild these references within the new CMS.	A bug fix for the reference tab and additional functionality: Address article references tab bug (should correctly log inbound links for a particular article) – currently under investigation Unidesk call I110316-0389 Addition of the references tab on sections	All historical inbound references appear correctly within the references tab.	1
4.To ascertain the CMS usage at normal and peak times in order to assist capacity planning for the new CMS.	A means of auditing CMS usage as follows: Who is using the system at which times (peak times for usage) What common tasks are being completed in specific areas of content (range and type of task).	A report that details correct information on CMS usage: Who is using the system at which times (peak times for usage) What common tasks are being completed in specific areas of content (range and type of task).	4

Not in Scope

The information will not be presented in a UI (Dashboard), but will be supplied as an export from the Polopoly CMS that support can run for UWP on an as and when basis.

Benefits

With the delivery of the above reports the input into the planning, development and configuration of the new CMS. This information is vital in planning the migration strategy and capacity planning for the new CMS infrastructure.

Ability to quickly generate structures of existing content
- To support the content audit
- To greatly improve editor productivity during migration
Easy generation of site-wide CMS usage stats
Analyse existing content to encourage reduction during migration
Robustly track and manage reused content during migration
Quantify true number of regular and occasional users
Develop better capacity and performance strategies and planning.

What objectives could be addressed by current UWP systems?

Current UWP systems Project objectives	Polopoly User Database (PUD)	Polopoly quick edit Firefox plugin (analytics)	Audit tool		Polopoly search (UWS004)	UWP editor
1. To audit the structure and metadata of the CMS content in preparation for migration to the new CMS and export this audit in .csv file format	N/A	N/A	The externally published content and structure could be audited. However unpublished or draft content would not be included. Also content in the Media bank Development Zone would not be audited. Could the audit tool be adapted to analyse the backend?		Content within a specific area, could be search for. However no structural information could be expressed or exported.	See notes below.
2. To express the relationship between users, groups, workflow and permissions on sections to allow CMS managers to compare this with the CMS structure and metadata. This will inform and simplify the recreation of workflows in the new CMS.	The relationship between users, groups and workflow could be extracted from PUD. However the relationship between workflow and sections and access permission and section is not available.	N/A	N/A		N/A	See notes below.
3. To have the information on shared content references within the CMS in order to rebuild these references within the new CMS.	N/A	N/A	N/A		N/A	See notes below.
	Cannot be addressed via any existing UWP 3^rd party tools. As such this must be investigated by a Polopoly developer. Callum Kerr reviewing Unidesk call and will create a consolidated bug brief ready for the team/developer to review.
4. To ascertain the CMS usage at normal and peak times in order to assist capacity planning for the new CMS.	N/A	High level figures for a percentage of users available. However no specific details on total usage or particular activities being completed.	N/A	N/A		See notes below.

Suggested UWP editor activities to achieve project objectives

Objective 1:

Structural data from within the CMS would need to be manually logged in spread sheet.

Time required to complete activity would depend on the size of site, quantity of draft/unpublished content and quality of archiving process used in Polopoly.

Objective 2:

Would need to manually review each section.
Review workflows and report on which units have multiple workflows set up.
Check access permissions on the deepest section of the site to final out all groups that have permissions granted.

Objective 3:

Callum Kerr reviewing Unidesk call and will create a consolidated bug brief ready for the team/developer to review.

Objective 4:

Further investigation of Joe’s original setup/guidance for this tool is needed.

MM- I was unable to find the guidance notes for analysing the results in the secure area of the O: drive.

Link to estimate (at plan stage)

Link to plan (at plan stage)

This article was published on Oct 18, 2016