This proposal includes OTO funds for a one-time license fee, and a production fee for moving existing catalog content into the content management software.  Base funds for the annual contract to use the software.

These values are estimates since the software has not yet been selected and purchasing rules limit contact with vendors prior to issuing an RFP.

The proposal is for the purchase of hosted content management software for the MSU catalog. Conversion to a managed process will require a one-time transfer of existing information into the software, and identification of content owners. After the conversion, content owners will be able to update their content as needed.

The content management software separates the information content from the presentation format and allows the information to be formatted for a web presentation, a web presentation designed for mobile devices, and print format. Because the content is managed separately from the display of the information, updating the content causes the display to be updated in any and all presentation formats.

The timing of the proposal is a challenge because the best content management software for our needs has not yet been identified, but the process is underway. Costs of the different solutions varies widely, and the costs included in this proposal represent the lower end of the range on the presumption that cost will be a significant factor in the selection of the software. If it is determined that the feature set of the more expensive product is required, additional funding will be identified.

The software needs to be identified, selected, and installed before Fall 2013 if we are going to get the next print catalog completed in time for summer orientation in 2014.

The use of content management software for the MSU catalog has three primary benefits:

• Less hassle for the content owners – they will be able to submit changes and know that their changes will be made.
• Fewer errors – by involving fewer steps and fewer people between the content owners and published data there are significantly fewer opportunities to introduce errors.
• Higher quality catalogs – MSU’s online presence will be dramatically improved with better presentation of information and improved access to that information. The ability to present content in a format suitable for mobile devices meets a need of our students.

Staff from the Provost’s Office, Registrar’s Office, and University Communications are currently gathering information on the available products in order to prepare an RFP (if required) so that the software can be identified, purchased, and installed before the end of summer. We will work with ITC to ensure that this timeline is workable.

Once the software is installed and the existing content is transferred, we will begin working with departments and other content owners to update the MSU catalog by January 2014 so that a new print version can be prepared in time for summer orientations in 2014.

The assessment will be tied to the three primary benefits listed above:

• Less hassle for the content owners
• Fewer errors
• Higher quality catalogs

We will contact the content owners and users after the next catalog is published to see if the intended benefits were achieved.

If the content owners and users feel that the new method has not improved the process, we can always go back to the historical method of catalog preparation.

Note: I have been a little creative in the use of the signature email addresses in the next section since department head and dean signatures do not apply. Instead I have included Bonnie Ashley (my co-author) so that she can indicate her support, Jim Rimpau as VP Student Success (Bonnie's supervisor) and Martha Potvin (my supervisor).