New web site for Umeå University

Umeå University’s external web site is getting an update. It will result in a major change for many involved, as the content on our current web site will need to be reviewed and transferred.

The preparation and development work for a new web site is currently taking place with full momemtum. Here, you will find answers to common questions about the new web site. This page will be updated regularly.

Comments, requests and questions

If you have any questions that are not included in the FAQ section below, or if you want to submit comments and requests, you can send an email to the Communications Office at webb@umu.se.

Detailed information

If you are interested in following the work process in more detail and receive news updates on My startpage here on Aurora, you can choose to follow the New web site 2018 collaboration site (in Swedish only). It includes a project blog that will be updated on a regular basis.
New web site 2018 collaboration site (Samarbetsytan Ny webb 2018)

Trained web editors can find everything related to their work as an editor in the collaboration site Web publishing (in Swedish only). It includes information about changes, new functionality in Episerver, and the migration planning and release. The collaboration site is is accessible to all employees.

Web publishing (in Swedish only)

Questions and answers about the new web site 2018

A list of answers to the most common questions we have encountered so far about the new web site are listed below. The idea is to expand the FAQ thread when we can share more information.

Why are we updating the web site?

Because it is the single most important communication channel that currently is in an aged system. A tremendous amount of development has taken place in the web field over the past ten years and the university therefore needs to review the content and navigation structure based on the needs of visitors and what modern web solutions can offer. It is also necessary to replace the InfoGlue publishing system, which is outdated and has no future.

What does the university intend to accomplish with the new web site?

Our web site will give the visitor a better impression of Umeå University. Our web will be simple, clear and effective. It will demonstrate that the university has high quality research and education, and that Umeå University contributes to develop both the people here and the surrounding community.

What will be different?

Today, our web site consists of a mix of content for both internal and external visitors. The intention of the new web is to streamline the content and distribute it on three different web sites. Consider the idea of three restaurants where we "serve information on the Internet". One is open and two are member clubs - one for current students, the other for employees. They have different menus but the serving is handled by the same staff. Content is marketed outside the restaurant, for example in social media networks.

New web site - three restaurants for visitors with different needs. Image created with freepik.

Photo:

The change includes the following:

  • Changing the web publishing system (CMS) from InfoGlue to Episerver
  • New external web site with a new design, structure and navigation
  • New search function
  • New communication and content strategy
  • Updated content
  • New editorial organisation with fewer editors than today
  • Updated content at the university-wide level, faculty and departmental level, that is aimed for external visitors
  • New central research web site
  • New central web site for current students that replaces student.umu.se/english and Portalen
  • Transfer of content from InfoGlue to the new external web site, student web sitge and Aurora intranet.

How is the development of the new website progressing?

The work is being led by the Communications Office. The development work is carried out by the ITS unit on behalf of the Communications Office. The work includes various sections of the new web, involving a large number of employees and students through interviews, workshops and tests. In addtion, external visitor groups have been involved. The design process is to determine user needs, formulate problems, generate ideas, sketching prototypes, evaluate and test, refine, and test again.

What is the time plan for the new web site?

Here you can see an overview of the current planning for the work with the new external web site.
Timeline New external web site (in Swedish)

What has been released so far?

At the present time, the following elements have been launched:

What remains left to do?

The main focus of the work in the autumn lof 2018 will be for faculties, departments and units to transfer their content that is intended for external visitors. In parallel with this, development and refinement of the web publishing system will continue.

What will a department web site look like?


Work on the structure and content of deparment websites is ongoing.

This is a draft for what an idepartment  web site will contain:

  • Education (summary text / image / video, blurbs to subpages)
  • Programmes (Auto List)
  • Courses (Auto List of Subjects -> Courses)
  • Doctoral  level studies (short description of opportunities, contact routes)
  • Course evaluations (in some way)
  • Research (summary text / image / video, blurbs to subpages)
  • Research groups (Auto List)
  • Research projects (automatic list)
  • Publications (Auto List)
  • Collaboration (brief description of opportunities, contact routes)
  • About the deparment (summary text / picture / video; find here; blurb for articles, calendar, job vacancies, etc etc)
  • Staf directory (Auto List)

When will the content for my unit/department be transferred?

Faculties, departments and units will transfer the content on their web sites according to individual plans during autumn 2018. The transfer will be conducted by the editors designated by each department or unit that have completed training in Episerver. There will be an opportunity to publish the new web sites once a week during the weeks 42-49. The final deadline is 13 December when InfoGlue will be permanently dissolved.

How much time will it take to complete the transfer of web content?

It depends, of course, on how much content the department or unit is responsible for. The content inventory, cleaning and review that each department or unit has made should have given a better grasp of how much work effort can be expected.

How will the new editorial organisation be comprised?

The editorial organization consists of four different roles:

  • Web Editor
  • Content Manager
  • Information owner
  • Function Editor

Read more about the roles and responsibility (in Swedish)

How will I be affected by this as an editor?

For those of you who are currently responsible for the content of a department or unit's web site in InfoGlue, it is time to start doing inventory and cleaning the content on your site. Information meetings for this are currently underway. Webmasters from all departments and units have been invited.

Some units that have content remaining on the external web that is aimed at employees will need to move it to Aurora. Those who do not have a collaboration site in Aurora need to order a site (samarbetsyta) and move the content to it. Those who manage the collaboration site will need to learn how to work with the content in SharePoint and then move the content to Aurora.

The editorial organization for our new external web site has not yet been decided. The access levels (responsibility roles) have not been established either. What we already know is that fewer will be allowed in Episerver than in InfoGlue and that there will be higher competency requirements for the editors.

Those who become editors for new external web sites in Episerver will undergo training in the autumn of 2018 and then given permission to publish in the editorial interface. The remaining content for departments will be moved to the external web site in autumn 2018. A more detailed timetable will be available soon.

How much time will it take to transfer the content?

It depends, of course, on how much content the department or unit is responsible for. After inventory and cleaning, you should have gained a better grasp of how much work effort can be expected for your department/unit.

What is expected of prefects and heads of department/unit?

As a head of department or unit, you are expected to:

  • Have a dialogue with your web editors about what needs to be done and how the work is to be distributed. On many web sites, there is much more than just the web pages that needs to be involved to determine whether the current content is up-to-date and accurarte.
  • Appoint an editor(s) who will receive training in Episerver if you have not already done so.
  • Provide future web editors the conditions (time) to perform a good job based on the requirements set by the new external web.

When will the training for editors take place?

Starting on 3 September, the editors appointed by their manager/supervisor will receive training in the Episerver publishing system and then start working with the CMS tool. The training is a web-based education with self-study and the possibility of questioning sessions in person. The training is scheduled for three periods in autumn 2018. It is estimated to take approximately eight hours per participant to complete.

Only web editors will be able to receive training at these sesssions. Content managers will receive training at a later stage. More information will be updated shortly.

When will InfoGlue be dissolved?

InfoGlue is likely to function in co-existence with Episerver for a period of time, as the transfer of content from departmental web pages will be implemented. InfoGlue is estimatedt to be dissolved on December 13 2018.

When and how can I get help, and in what way?

The Communications Office will provide support and assistance in various ways throughout 2018, for example in the form of:

  • Training sessions in Episerver during autumn 2018, starting on 3 september.
  • Web training sessions with a focus on content inventory and Aurora training sessions.
  • Collaboration site New Web 2018 with checklists and manuals (mostly in Swedish).
  • Information about structure and content for department/unit web sites.
  • User's manual and other support for working with collaboration sites.

Who has been informed about this?

The Communications Officer continuously informs about the work status on the new external web on the collaboration site New Web 2018. Be sure to follow it for ongoing updates via "My Start Page".


At the same time, meetings are being held with a large number of forums, groups, institutions and entities. All these meetings are added to the calendar on the new web site 2018. For example, all prefects will receive information at various prefect meetings at least once, but probably more, during spring 2018.

What applies for staff who use Umbraco?

Employees that use Umbraco as web publishing system will have the exact same process as those who use InfoGlue - inventory, cleaning and migration (with the exception of Bildmuseet and Sliperiet). Meetings with school and institutes that use Umbraco have been implemented and more are planned.

What applies for staff who use Wordpress?

Web sites built in Wordpress and Joomla will not be are affected during this phase.

David Meyers
10/10/2018