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Web Content and Administration Policy

Policy Reference

Category Application Design and Development
Approval Date  01-29-2010
Scope All personnel who in any way are responsible for content placed on the COLS  web site

Purpose

The quality of information presented on the City of Lee's Summit (hereafter, COLS) web sites/pages plays an important role in shaping the image of the COLS. This policy proposes to set the standards for (a) establishing acceptable use of the medium, (b) enhancing the COLS mission by clarifying responsibilities of authors, and (c) encouraging accurate, effective and attractive presentation of information. This policy applies to all personnel who in any way are responsible for the content placed on the COLS web site.

Policy

  1. Policy Statements
    1. Content Management System (CMS).   A single CMS will be adopted as a standard for City web sites.
    2. To the extent possible, a standard content management system will be used for all City Web Sites (internal and external). This will allow employees to best utilize the knowledge they gain in the CMS tools to manage content across multiple web sites.
    3. CTO will establish the standard CMS system/tools and will be accountable for ensuring they remain viable and appropriate based upon evolving industry standards.
    4. Web Administrator will provide training options and offer support for employees in the use of the CMS system.
    5. Content Administrators will use the provided tools to create all web content.   Use of non-standard editing tools, inline style sheets and non approved custom style sheets is prohibited.  
    6. Reformatting of documents may be necessary when copying/pasting from other sources to ensure consistency with the Web Site Design and Style Standards.  
    7. The use of video is subject to the approval of the Web Administrator due to the unique impact video can have on server/browser/network performance and web space storage implications.
    8. No redundant information. Content is to be owned by the department/division from which it originates and changes should be directed to the appropriate Content Administrator. Links should be utilized as the primary method to redirect visitors to relevant content that may already exist on another page.
    9. The use of sounds on web pages is discouraged and subject to the approval of Web Administrator. Sounds are most often viewed as a distraction rather than an aide to the effective communication of information.
    10. Confidentiality.   All web pages within the COLS web site must:
      1. Comply with all appropriate HIPPA and COLS policies concerning confidentiality of employees and city business as appropriate.
      2. Comply with Missouri Sunshine Law (Section 610.011, RSMo), which requires public records to be made open to the public for inspection and copying.
    11. Problem Reporting. All defined web pages within the COLS web site must have a link on the portal or sub-portal where visitors can report operational problems. The Content Administrator must routinely monitor and resolve reported problems in a timely manner.
    12. Broken Links.   Web Administrator will routinely check the web pages for broken links and report findings to the identified Content Administrator. The Content Administrator must monitor and repair all broken links within their web content.
  2. Responsibilities
    1. Web Administrator
      1. Manage all internal and external infrastructure used to host the COLS web sites.
      2. Identify, evaluate and provide technical support for software tools for the creation of COLS web pages.
      3. Consult with content administrators on the appropriate tools for their needs and provide instruction concerning creation and maintenance of COLS web pages.
      4. Provide ongoing communication with overall changes such as upgrades and enhancements.
      5. Maintain a "Web Site Design and Style Standards" document to establish standards in regard to font size, colors and styles used by departments when posting content.
      6. Ensure the web site data gets backed up per IT S back-up policies.
      7. Works with outside vendors to troubleshoot any connectivity or software issue.
      8. Consults with the CTO and PCC to approve any requested deviations made by departments. Provide recommendations regarding requested deviations to the Web Oversight Committee when necessary.
    2. Chief Technology Officer (CTO)
      1. Will work closely with the Web Administrator to address any issues related to the hosting service, software updates and changes, change requests from departments, data backups, etc.
      2. Approves requests for deviation from adopted policies/standards.
      3. Approves selection of hosting services, CMS platforms, web tools and related technology.
    3. Public Communications Coordinator (PCC)
      1. Provides oversight regarding the site content and utilization in general and recommends modifications/enhancements in an effort to ensure the site meets the goals of the city.
      2. Approves requests for deviation from adopted policies/standards.
    4. Content Administrators and Sponsors
      1. For a current list of Content Administrators and Sponsors refer to the "Public Electronic Information Responsibilities Matrix".
      2. Maintains sub-portal and department specific content including providing updates and corrections as necessary.  
      3. Content Administrators and Sponsors are accountable for establishing approval processes for department specific content. Any required review/approval by a Sponsor, Department Director, etc must be completed prior to making the content publicly available. A content administrator may fulfill the role of publisher and approver for the department content; but they are still responsible for ensuring and obtaining departmental approval(s).
      4. Must follow the style guide within the editor tool and not insert unique styles.
      5. Responsible for training new department staff on how to add and/or update content on relevant sub portal pages.
  3. New Pages and Requests for Exceptions to Web Standards
    1. Content Administrators are encouraged to discuss design concepts and intentions with the Web Administrator as early as possible when considering new or modified content. Any content which is not consistent with "Web Design and Style Standards" may be removed or modified by the Web Administrator until the issue can be resolved.
    2. New pages which require the addition of new 1st level menu items require prior approval by the Web Administrator to ensure the placement of the new page is appropriate within the existing pages and consistent within the design of the entire web site.
    3. In the event the Web Administrator and Sponsor do not agree on how to resolve a discrepancy or deviation from existing standards; the topic will be escalated to the CTO and PCC for review. In the event mutual consensus by CTO and PCC is not possible, the topic will be taken to the Web Oversight Committee for a final decision.
  4. Policy Violations
    1. Violations of all policy and procedures will be referred to the Web Administrator for resolution.   Violations will be discussed with the designated Content Administrator and Sponsor. ITS will work with the Content Administrators and Sponsors to ensure web pages are brought into compliance with the policy. Depending upon the nature of the violation, the pages may be removed or modified until the violation is addressed.
  5. Policy Questions
    1. Direct all questions regarding this policy to the Web Administrator.

Compliance

  1. Section 508 of the Rehabilitation Act Amendments of 1998
  2. W3C/WAI's Web Content Accessibility Guidelines 1.0, Conformance Level A
  3. Americans With Disabilities Act

Definitions

  1. Web Space. Disk space on the server(s) that can be allocated to house all the web pages for a web site.   This server space can be managed internally or externally to the organization.
  2. Web Address. Also called the URL; this is the internet name for a web site or specific pages.   ITS is the official registrar to obtain and maintain City web addresses.
  3. Web site. A collection of one or more inter-related web pages, organized under a main or home page that is coordinated by an individual, organization or group. A web site is a related collection of World Wide Web files that includes a beginning file called a home page. The city of Lee's Summit home page is at www.cityofls.net. All city web sites are subject to the Web Hosting and Authority Policy.
  4. Web page. A specific page of information on a Web Site.   Each page has a unique web address.
  5. Portals.   The City of Lee's Summit is utilizing a Main Portal and Sub Portals.   The Main portal is the City Home Page.   It provides a director of all of the Sub Portals - which are topic specific collections of web pages such as those related to Environmental Services or Transportation information. Sub Portals may also have a secondary web address (www.lslandfill.net) for ease of reference in marketing and bookmarking the page by visitors.
  6. Content Management System (CMS). A software-based system that assists Web Administrators in the construction of the web site framework and enables Content Administrators to add, edit and remove content from web sites. Using standard features like templates and style sheets, the CMS will allow the COLS to maintain a consistent look and feel across its web site.
  7. Sponsor. The supervisor (Director, Manager, Supervisor, etc) of the department or division authorizing the web site content within the COLS web site.
  8. Content Administrator.     Department/Division designated employees responsible for using content management tools to structure and organizes content within the COLS's web site infrastructure.
  9. Web Administrator.     An ITS employee responsible for site layout and design, technical design, creation of draft policies/standards/procedures, and support of the web site infrastructure.   Provides oversight regarding the implementation and consistent adoption of standards and resolves deviations when identified.   Makes recommendations on proposed deviations to standards to the Public Communications Coordinator and the Chief Technology Officer.
  10. Public Communications Coordinator (PCC).   Responsible for the approval of design standards and having authority to approve deviations to standards.
  11. Chief Technology Officer   (CTO).   Responsible for the approval of design standards and having authority to approve deviations to standards.   Provides oversight and final approval on web tools and technical design.
  12. Web Oversight Committee.   Cross organizational committee of employees appointed to represent interests of Departments/Divisions in the development of web related policies/procedures and standards.   Committee has authority to adopt web policies/procedures/standards.   Committee will provide final decisions on deviations to standards which are denied by the PCC and CTO, upon request by a Sponsor.
  13. Editor tool.   The editing tool is used to add web content to the web pages.     Use of this editing tool follows the recommended usage of graphic elements designed to create a uniform look across promotional materials and web sites. Establishes best practices for use of logos, typography, colors and layout in order to develop brand equity through visual consistency.