Web Leader Defined:

WEB LEADER:  A web leader creates and maintains the web pages for his or her department.  To be chosen as a web leader, the director of a department or committee chairperson appoints a person who agrees to serve on a voluntary basis.  Most web leaders are trained in and use FrontPage as their text editor.  A web leader’s technical skills can vary greatly.  Many of the web leaders can effectively create and edit their department’s pages using FrontPage, but there are some who seem to continuously have problems. Very few web leaders know HTML.

Recommended Web Procedures for Administrative Updates

1:

Process: Send and email to help_desk.

Description:  In the email he/she will request access to the web server for the purpose of creating new web pages for editing existing pages.  Some areas may have more than one web leader, and the main department folder may contain subfolders.

Processor:  The Department director or web leader

2:

Process: Enter email in HEAT.

Description:  The email requesting access is sent to the help_desk account, which is administered by the Help Desk Manager.  The Help Desk manager enters the job into the HEAT database, and assigns it to the Internet Manager.

Processor:   UIS Help Desk Manager

3:

Process:  Define request type.

Description: Determine if request will involve the creation of a form(s), PDF document, or only involved the creation/edit of a web page.  If the web leader requests a form only, skip to step 9.

Processor:  UIS Internet Development.

4:

Process:  Determine folder status.

Description:  If the folder is new, continue to step 5.  If the folder is an existing folder, skip to step 8.

Processor: UIS Internet Development

5:

Process: Determine the appropriate placement of the folder.

Description:  Refer to the site architecture document for appropriate placement.

Processor:  UIS Internet Development

6:

Process:  Create a new folder.

Description:  The folder should contain the 2 standard templates, and standard image folder.  One standard template, called DEFAULT.HTML, contains the headers, foot, a table for a sidebar, and a table for a picture or graphic.  The second template, called DEFAULT2.HTML, contains the headers, footer, and a table for the body.  The folder, which currently contains the above templates, can be found in a folder on the web server called TEMPLATES.  The path of the header and footer images will need to be changed so they will not be broken when copied over to the web server.

Processor:  UIS Internet Development

7:

Process:  Update design document

Description:  Once the appropriate placement of the folder has been determined, the site architecture documents needs to be updated to reflect the current layout of the web site.

Processor:  UIS Internet Development

8:

Process: Grant access.

Description:  The Internet Manager will grant the web leader access to the folder.  Once access has been granted, an email is sent to the web leader, via journal entry through HEAT.

Processor:  UIS Internet Development

9:

Process:  Request Meeting.

Description:  A meeting date and time is requested.  The web leader is also asked what HTML editor that he/she prefers to use.  The meeting time is entered into the HEAT database as a journal entry.

Processor:  UIS Internet Development

10:

Process: Determine if HTML editor is installed on machine.

Description:  If FrontPage needs to be installed on the web leader’s machine, continue to step 11.  If it is not necessary to install software, skip to step 14.

Processor:  UIS Internet Development

Timing:  At this point, we only offer support on Microsoft FrontPage and the text editor, Notepad.

11:

Process: Send an email to help_desk requesting software install.

Description:  Request that FrontPage be installed on the web leader’s machine.  The email should also be recorded as a journal entry in HEAT.

Processor:  UIS Internet Development:

12:

Process:  Meet with the web leader.

Description:  During this meeting, the following items are addressed:

·         Discuss form and/or PDF needs.  IF the web leader only needs a form or PDF document go directly to step 13.

·         Mapping his/her drive and,

·         Discuss page layout and guidelines and,

·         Providing Instruction on acquiring page headers and side bars and,

·         Providing Instruction on saving the pages to the folder(s) and,

·         Providing Instruction on having the page published and,

·         Determining training status.  If training is not required, step 14 may be omitted.

Processor:  UIS Internet Development

13:

Process: Create form or PDF document.

Description:  The form or PDF document is created, and set into the web leader’s folder.  If the request only involved the creation of a form, skip to step 19

Processor:  UIS Internet Development

14:

Process:  Schedule training with the web leader.

Description:  If the web leader requires training on the HTML editor, training is scheduled.

Processor: UIS Internet Development.

Timing:  Training is scheduled on an individual basis.

15:

Process:  Train web leader.

Description:  During training session, assist the web leader with creating, editing and publishing his/her pages to the mirror server.  This is usually done with some of the actual material that he/she will use in the web page.  Once the web leader is comfortable using the software, he/she is encouraged to complete the page(s).

Processor:  UIS Internet Development

16:

Process:  Complete update of the page.

Description:  The web leader updates his/her page.

Processor:  Web leader

Timing:  At this point, we receive approximately 60 requests per week for updates.  These requests can include multiple pages in multiple folders.

17:

Process:  Determine if additional assistance is needed.

Description:  The web leader may or may not require additional assistance once he/she begins to work on the page alone.  The web leader is encouraged to call for assistance, if needed.  If assistance is not needed, skip to step 20.

Processor:  Web leader.

18:

Process:  Edit the page.

Description:  If the web leader encounters problems, or problems exist with the page, we may physically edit the page, make suggestions on how to accomplish a particular task, or schedule additional training.  At this step, minor changes are also made to pages that do not meet SSU web standards.  Page content is not changed.

Processor:  UIS Internet Development

Timing: Many of the web leaders require assistance, especially those who do not update their pages often.

19:

Process:  Determine satisfaction.

Description:  After all modifications are complete, the web leader is now satisfied with the page, form, and/or PDF document and is ready for it to be uploaded.

Processor:  Web leader.

20:

Process:  Check page content

Description:  The person responsible for quality control in the web leader’s area should check the content to ensure that it is correct.

Processor:  Quality control person in the web leader’s department.

Timing:  This would be according to how frequently the web leader updates his/her content.

21:

Process:  Send email to help_desk

Description:  The web leader sends an email to help_desk, containing the name of the page(s), and appropriate file(s) to be uploaded.

Processor:  Web leader

22:

Process:  Check page(s) for technical accuracy and guideline compliance (refers to attached document, SSU Web Leader Guidelines, item 1.9).

Description:  The page should be technically accurate and meet all guidelines (refer to attached document, SSU Web Leader Guidelines).  IF there is a problem with the page, return to step 18, identify the problem, and repeat the remaining steps.

Processor:  UIS Internet Development

23:

Process:  Upload the page.

Description:  The page is uploaded to the web server.

Processor:  UIS Internet Development

24:

Process:  Determine if core pages will require updating.

Description:  For a detailed explanation on core updates, see the document entitled Current Web Procedures for Core Updates.

Processor:  UIS Internet Development.

Timing:  A core update would only occur if the web leader’s update affected one of the core pages located on the web server.

25:

Process:  Close job request in HEAT.

Description:  The web leader will receive an auto response indicating that the job has been completed.  Any additional information relating to the original job request will be received through journal entries.

Processor:  UIS Internet Development