Utilizing a content management system to increase your organization's web presence

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Abstract

Staff of TECH CORPS Texas needed an effective way to manage website content without having a dedicated IT person. Additionally, the organization needed the system to include a variety of features, such as the ability to create reports, upload documents and pictures, and accept donations. By implementing a content management system, TECH CORPS Texas was able to easily update information on their website, as well as offer a range of other items. AmeriCorps*VISTA member, Tuan Amith submitted this effective practice in November 2006.

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Issue

Keeping an organization's website current can be a challenge for programs that don't have dedicated IT staff to perform these higher level technical functions.

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Action

A content management system (CMS) is web-based software that enables users to manage, store and share content on a hosted website. Most individuals are familiar with blogs, which are a simplified version of a CMS program.

A standard HTML website is static and fixed-which means that to change any text and images the page files that make up the site must be edited and then uploaded to the web server. (Doing this requires some knowledge of web programming.) However, with a content management system, the content within the pages that make up the site is not pre-written into the pages, but drawn from an online database when a user requests a page. Consequently, altering the content within the database at any time is easy, via an interface between an administration view and the web browser. (For more on content management systems go to the website, smallbizonline at http://www.smallbizonline.co.uk/glossary_of_internet_terms.php )

Depending on the CMS chosen, with a minimum of technical expertise, users can:

  • Add new pages
  • Change current content
  • Upload pictures and documents
  • Create custom forms
  • Manage projects
  • Transform the total look and feel of their website

In addition to displaying basic pages about TECH CORPS Texas, CMS technology enabled TECH CORPS Texas to include the following on their website:

Media Gallery: Assortment of photos of the organization's activities

Forum: Online bulletin board promotes communication among AmeriCorps*VISTA and staff members

Individual Blog: Aids in fulfilling reporting requirements from AmeriCorps*VISTA members

Chat: Real time discussion for team meetings

News Postings: Archive of current and past organizational activities

Form Builders: Survey building and evaluation tools for collecting data

User Management: Provides usernames and passwords to AmeriCorps*VISTA and staff members, including regulating permissions to specific areas of the website

Banner Management: Advertisement placement and record keeping tool for partner organization banners

Document Manager: Storehouse of public relation materials (brochures, flyers and AmeriCorps*VISTA-related documents) for download

Site Statistics: Records page views and number of visits to the website

Donation Module: Donation links that can be placed anywhere on the site

*Additionally, a variety of add-ons and extensions are available for further enhancement of the website, if desired.

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Context

CMS packages come in a variety of types, including discussion forums and e-learning.
Initial installation may require a professional IT staff member or outsourced help from the community (such as a student volunteer) who can also provide training or back-up support. Overall most systems require no high-level programming knowledge to implement, although some amount of training may be necessary.

TECH CORPS Texas (TCTX), based in Houston, is a 501(c) 3 nonprofit organization. Incorporated in June 2002, the mission of TCTX is to enhance K-12 education through the innovative use of technology resources and mobilizing volunteers in schools to support teachers, students, infrastructure and programs. In Texas, technology assistance is comprised of Managed Volunteer Programs (MVP), including the Student TECH CORPS (STC) student-run technology help desk program. TCTX also manages and assigns AmeriCorps*VISTA members within other nonprofit educational support organizations.

TECH CORPS Texas began as an affiliate of the national TECH CORPS organization, founded in 1995. The TECH CORPS mission is implemented on a local level through the organization's more than 20 state chapters. Managed by state directors and governed by boards and committees composed of leaders from a state's education, government and business communities, TECH CORPS state chapters couple the expertise and enthusiasm of committed teachers, principals and school district officials with the volunteer contributions of technology-literate members of the community.

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Outcome

With its current content management system, TECH CORPS Texas has improved its web presence by offering updated material of the organization and its services to the community, as well as experiencing enhanced marketing, data collection, communication and reporting functions. Previously some of the information on the website was outdated and required outsourced help to make the necessary changes.

A more thorough explanation of the advantages of CMS technology can be found at http://cms.ucdavis.edu/benefits.html .

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Evidence

  • With minimal training from the web administrator, staff members are able to update the website independently without any knowledge of high-level programming.

  • Progress reports from AmeriCorps*VISTA members are paperless, submitted (with little effort) on a weekly basis and stored in a database.

  • Client surveys are collected and saved through the website as a result of the form builder.

  • AmeriCorps*VISTA team meetings are held online via chat rooms and recorded on a bulletin board. This serves both as a valid documentation of meeting "minutes" and also enables members to add comments at a later time.

  • Promotional documents (brochures, photos and flyers) are archived as downloads for visitors, and AmeriCorps*VISTA-related material (handbook, training manual, and forms) are stored online for AmeriCorps*VISTA access.

  • Site and page views are recorded.

  • Donation collection is regulated through the website with the use of custom forms and placement modules.

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Posted On

February 22, 2007

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Resources

Website Baker
Robust and simple CMS software with a wide range of add-ons
http://www.websitebaker.org

Mambo
Feature-rich and popular content management system. The TECH CORPS Texas website is powered by Mambo
http://www.mambo-foundation.org

Limbo
Variation of Mambo that does not require database to store data
http://www.limboportal.com

Joomla
Derivative development of Mambo
http://www.joomla.org

DotNetNuke
Popular content management system for windows-based web hosts. Student TECH CORPS portal uses DotNetNuke for online certification training courses for students.
http://www.dotnetnuke.com

Moodle
Mature and well-documented e-learning content management system for online training courses. A widely used CMS for e-learning.
http://moodle.org

Open Source CMS
Directory of free and open-source content management systems, along with demos.
http://www.opensourcecms.com

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