Roles

EITS - Roles and Responsibilites for DPBH Website

Meet with Division of Public & Behavior Health (DPBH) personnel

• Give an overview of Ektron - DBPH Presentaion-Overview
• Explain Staging versus Production website Environments
• Explain the MENU function (gold bar) and how it works
• Synchronization (Sync)
  • Method of moving data entered into Ekron Staging to Production
  • Sync schedule – available on http://staging.nv.gov
• Discuss roles/responsibilities of EITS & DPBH staff
• Discuss Timeline (based on DPBH)
• Discuss EITS Requirements
  • Sitemap from each program area
  • 2 trainers per program
  • DPBH Program Owners Responsibility

Meet with DPBH CIO/Deputies

• Give a presentation of their Ektron program (prototype)
• Ensure that the direction the website is moving towards is approved by them
• Comments/Clean up
• Discuss Wish list/future enhancements (after site goes into production)

Help DPBH design & build a Division website Based on DPBH requirements

• Wanted a user friendly site - 3 clicks
• Program centric

Train designated personnel & provided necessary documentation

• Training Worksheet – 06.25.2015
• Initial Training - DPBH Website Training Notes
• Initial Training - DPBH Asset Upload Procedure Revised

Support requested design requirements

• Separation of section/unit/bureau information from program information
• Common information (staff, location, etc.) roll out automatically when program is updated

After production

• a. Interaction with support personnel involved with Overall Website Framework
  • Design changes
  • Framework changes
  • Ektron errors or issues
• A normal helpdesk ticket should be used for EITS support

Program Owners - Roles and Responsibilities for DPBH Website

Maintain their own designated programs

• Provide a detailed sitemap to EITS
• Attend training given by EITS to learn how to build & support their program
  • Use on-line training provided at http://it.nv.gov/web
  • Use policies & procedures being built by EITS/DPBH (see online training link above and the procedures below)
  • Initial Training - DPBH Website Training Notes
  • Initial Training - DPBH Asset Upload Procedure Revised
  • Procedure to Delete Content Block
  • Procedure to Create New Folder in the DTA folder
  • Procedure to Create New Content Block
  • Procedure to Create New Folder
  • Procedure to Add Image to Left Content (Metadata) on Landing Pages
  • Link to Tips & Tricks
• Follow the rules on how to build/maintain Program & Regulatory content
  • Landing pages under Sections/Programs/Regulatory/Bureau should not contain any Burueau information
  • Documents should only be uploaded to the docs folder, not to the dta folders.
  • Images should only be uploaded to the Images folder
  • 4. Landing pages should not contain any Right Content items that are not being displayed using metadata so it will only have to be updated once and will roll out in multiple locations (on the landing page and under Resources on the appropriate page)
  • The main program landing page must display Right Content
  • Right Content - content block/file names should spell out the program name (see Programs and Regulatory pages and the type of content.
  • Right Content - the following items are Mandatory: Acronyms, Complaints, Forms, FAQs, Grants, Office Locations, Staff Listing & Statutes
  • Right Content - If an item in the Right Content area applies to more than one program, build the content in one program's main folder and link to it from all dta folders for all the program so updates are only made in one location and roll out to multiple locations.
  • Right Content - each folder in the dta folder can only contain 1 file
  • Right Content - Content blocks in the dta folder must conform to the naming convention "xxxxxx xxxxxx - xxxxxxxx" (Ex: Temporary Mass Gatherings - Publications) as they are used to populate the Resources pages
  • Right Content - Boards/Commissions/Councils Meeting Information - If it applies to more than one program request a folder be built under the main site Boards or build a folder within the main program folder and link to it from each program so updates are only made in one location.
• Continue to maintain their program section after production
  • Ensure links are active
  • Keep content current
• Make sure any changes are reported to Overall Website framework personnel if framework is changed
  • i.e., add another topic on right side of their program that needs to be added to the RESOURCE page

Before Go Live - Delete unused Right Content, content blocks in dta folder

• How to delete content blocks

Use Procedures on http://it.nv.gov/web/ as needed to maintain the site.

• See list of specific procedures from http://it.nv.gov/web/

What to do if a program is added to your Bureau

• Email stateweb notifying them that a new program folder needs to be added to either the Program or Regulatory folder. Make sure you provide the acronym you want used for the folder name and if there is a board, council or commission that applies.
• Once stateweb has notified you that the new program folder has been built, build out the new program content and upload any documents
• Notify Admin personnel about the new program so it can be added to the common areas of the site.

What to do if a Program has been Discontinued

• If the program has been discontinued but the content needs to stay on the website, no action is needed.
• If the program has been discontinued and the content needs to be removed from the site, notify stateweb@admin.nv.gov which folder needs to be deleted. Please be aware this will break any links from other pages to this content that is not in the main or left navigation.

Administration Level Person - Roles and Responsibilities for DPBH Website

Personnel is responsible for Overall Website Framework:

• Attachment D: DPBH Procedure to Use Website Analytics to Determine Homepage Quicklinks and Add them to the Homepage
• Google Analytics Help
• Find Your Way Around Google Analytics

Other Home Page Procedures

• Procedure to Add, Replace or Delete Photos from Carousel and Slide Areas
• Procedure on Locating the Initiatives Content Block
• Procedure on Creating, Editing & Deleting Hyperlinks in a Link / List Field
• Other procedures found on http://it.nv.gov/web/

Landing Pages

• Clicking an item in the Menu (Gold Bar)
• Landing pages are the responsibility of the Program Owner
• Sample Programs page, Regulatory Page and subsequent sample program landing pages

About Menu

• DPBH Overview and all content that break out from this page that don't belong to a specific program.
  • Administrative Services Branch
  • Billing Unit
  • Clinical Services Branch
  • Community Services Branch
  • Regulatory and Planning Services
  • Program Guide
  • Chief Medical Officer/Administrator
  • Medical Epidemiologist
  • Grants and Funding
• Use the following Procedures to update these pages:
  • Procedure to Update DPBH Overview, Program & Regulatory Pages
  • See list of specific procedures from http://it.nv.gov/web/

• Other Useful Procedures can all be found on http://it.nv.gov/web/
  • Ektron Template Masters (Wireframes) to assist in using metadata
  • Metadata: What it is, How it Works
  • Adding (Editing) Content in a Smart Form
  • Deleting Content in a Smart Form
  • Create, Edit or Delete Hyperlink in a Rich Area Text Field
  • Create, Edit or Delete Hyperlinks in a Link / List Field
  • How to Add a Table to a Smart Form
  • Creating a new content block or page using Smart Forms
  • Overwriting or Replacing a Document Previously Posted
  • Adding a document to a smart form
  • Adding a document to a smart form
  • Deleting a document or image previously posted
• Staff listing of Administrative personnel
• List of programs under their administration

Jobs Menu

• currently links to NEATS – however could be its own landing page
• See list of specific procedures from http://it.nv.gov/web/

Programs & Regulatory Menus

• Responsible for displaying information from Metadata and maintaining links
• Use Procedure to Update DPBH Overview, Program & Regulatory Pages

Community, Providers, Boards & Resources Menus

• Responsible for displaying information from Metadata
• Cross reference worksheet – is used to identify & assist the Administration Level personnel when they are updating & modifying any of the RESOURCES listed under the Resource tab (menu/gold bar)
• Procedure to add Common Elements to Site (Community, Providers, Boards, Resources)

Contact Menu

• Responsible for creating and maintaining links to information
• See list of specific procedures from http://it.nv.gov/web/

What to do if a new program needs to be added

• Add the new program dta folders to the common areas of the site using metadata
  • Community
  • Providers
  • Boards
  • Under Resources add the new program to each category page

What to do if a program needs to be deleted

• Modify the metadata for each common area listed above by removing the check mark next to the program's line item.

Trainer - Roles and Responsibilities for DPBH Website

Trainers

• Establish a designated time when website needs to be reviewed & tested
• Checklist of what needs to be addressed
• Refresh your knowledge by reviewing specific procedures from http://it.nv.gov/web

What to do when a person who has Ektron access leaves

• Contact: Send an email to: stateweb@admin.nv.gov & tell them who’s login needs to be deleted and who needs to be added
• Ensure there is someone who will be taking this person’s place or designate someone to pickup/include this area
• Refresh your knowledge by reviewing specific procedures from http://it.nv.gov/web

What to do when a new person is going to need access to Ektron

• Contact: Send an email to: stateweb@admin.nv.gov
  • Provide section/folder new user needs access to in DBPH website
  • Provide new users full name and email address
  • Provide your full name, email address and telephone number

When training new personnel, the following needs to be included

• Initial Training - DPBH Website Training Notes
• Initial Training - DPBH Asset Upload Procedure Revised
• See list of specific procedures from http://it.nv.gov/web/