website-based content management system employee-led training christina ferrante webmaster / systems...

Website-Based Content Management System

Employee-Led Training

Christina FerranteWebmaster / Systems Analyst

Presented By

Agendas / Minutes Manager

TRAINING DELIVERABLES• PowerPoint Presentation

• User-Guide Documentation

• Instructional Modules

GOALS

• Establish importance of communication

• Develop understanding of terms

• Explain procedural process

Why are we here?

Communication

ABSENCE OF INFORMATION

Phone

E-Mail

In-Person

Definition of Terms

C = Content

Definition• A software system which manages and controls the editing & storage of files

M = Management S = System

WHAT IS “CMS”?

CMS LOGIN LOCATION

http://www.ci.salinas.ca.us/login.cfm

CMS LOGIN PAGE

CMS LOGIN INFORMATION

Username & Password • Determined by Webmaster

• Provided after completion of successful training

• Case-sensitive

• Unique to each user

• Not to be shared between staff members

CMS OVERVIEW

CMS USER NAVIGATION MENU

NAVIGATION MENU LINKSSite

• Provides a list of all active pages within the City website

Reports• Webmaster privileges only – not applicable

Documentation• External link to a pdf user-guide provided by Savvy

Job Openings• Human Resources Staff - only• Add, edit, remove employment opportunities

Agenda/Minutes• City Clerk’s Office, Board, Commission, & Committee Staff - only

Log Out

• Add, edit, remove agenda & minutes files

• Exit content management system & return to normal view of City website

Agenda/Minutes Manager

AGENDA / MINUTES

OBJECTIVES – AGENDA / MINUTES

1. Meeting Type

2. Date of Meeting – MM / DD / YYYY

3. Time of Meeting – HH : MM am/pm

4. Agenda – pdf, zip

5. Minutes – pdf

6. Submit

AGENDA / MINUTES UPLOAD MANAGER

ADD AN AGENDA / MINUTES

POSTING TIPSCalendar Date

• MM/DD/YYYY • Example: February 21, 2009 = 02/21/2009

Agenda File• PDF document or ZIP file• Correct naming convention = no spaces or illegal

characters• ! @ # $ % & * ( ) + = . ? , < > / \ { } [ ]

Time• HH : MM am/pm

• Example: 3:30 pm

AGENDA / MINUTES UPLOAD MANAGER

AGENDA / MINUTES UPLOAD MANAGER

EDIT AGENDA / MINUTES POSTING

Edit original posting• Wrong meeting type• Incorrect date or time

• Uploaded file is incorrect or has been changed since original posting

Right click on the entry to bring up the edit dialog box• Choose “Edit Record”

Minutes file becomes available• Add to existing posting which contains Agenda file• Do not create a new posting for an existing entry of the same meeting type / date

EDITING WINDOW

Existing information

Change / remove PDF file• Delete original file to add a new one

“Submit” to save

Add new PDF file

REMOVE AGENDA / MINUTES POSTING

Right click on the entry to bring up the delete dialog box• Choose “Delete Record”

• The record will be deleted immediately and cannot be retrieved• You will have to re-enter the information if you accidentally delete a posting

FINAL STEP

Navigate to Agenda/Minutes page of City Websitehttp://www.ci.salinas.ca.us/leadership/agendas_minutes.cfm

Check all information for accuracy

Close Agenda / Minutes List Manager window

Log out of main CMS window

Select meeting type, date, and click “GO”

CHECK THE AGENDA / MINUTES PAGE

CONCLUSIONImportance of communication

File availability

Efficiency & timeliness

WHAT’S NEXT?• User-Guide Documentation

• Interactive Instructional Module

Questions?