Satoshi Iritani2018.01.01

Do not run away, confront you! "Transition" management of large-scale Web renewal

Suddenly, it is a problem.
You are in charge of renewal project of 7,000 pages of existing content!
About 50 pages, I will design it with designers.
So what about the remaining 6,950 pages ?

Information design ⇒design ⇒coding ⇒CMS development …
While Web production workflows are introduced with various books, the process of “migration” is often overlooked.

In the Web renewal project, we must integrate diverse existing pages made with “free” policy in the past along with new concepts and objectives. Introduction of CMS is the foundation of it, but content groups that are not easy to follow, such as tables, images, complicated layouts, animation and original programs, are usually present, and at the end of the project they are troubled with their treatment It will be done. This process centered on content registration to CMS is called “transition” in loft work.

Migration is difficult.

It is difficult to imagine difficult tasks, but in fact many projects cause “flames”, bringing schedule delays and cost overruns . For example …

  • A bug in the template is found after registering work, and it will wind down input again …
  • Although it worked according to the assumed procedure, the layout collapsed considerably
  • Forget to prepare the thumbnail image for the list page, all pages will be reworked
  • The schedule continues to rush, 500 pages have to be confirmed in 3 days (impossible)
  • Link broken, I forgot to paste the link, the test destination is the test environment etc …

In order to deal with this, in loftwork, members shared know-how from time to time and accumulated in- house shared knowledge such as “migration rush temple” .

In this column, I will introduce one part of it. Incidentally, at the Kyoto Sangyo University project which dealt with “7,000 pages” at the beginning, we were able to smoothly proceed the transition process as much as we wrote that “transition was good” by using posteriori questionnaires . Director who separates the transition project · Please read from the viewpoint of PM.

(1) Strategic design - purpose is all

In order to deal with “migration” exceeding several hundred pages , “strategy” from a broad perspective is necessary first. The key is the purpose of the Web and the budget.

Prioritization for purpose

First of all, check the purpose of Web renewal – whether acquiring inquiries, requesting materials, selling goods, advertisement revenue as a media site, customer support … and so on, and checking the roles of each existing content in the light of “purpose” Let’s organize. The goal of this work is to prioritize .

In the case of Kyoto University, the key concept of a site where students can be proud of” is listed first, and about 1,000 pages with high transition priority are extracted in light of the following judgment criteria.

1. “I want you to see” page ⇒ Archive of extracurricular activities and research introduction that conform to the key concept
2. “Viewed” page ⇒ The number of PVs in the most recent 3 years exceeded the fixed standard by access analysis
3. “Easy to see” page ⇒ What is within two clicks along the new site information design
4. “Pages that need to be seen” ⇒ “Public information” of university public relations Pages that require updating for business purposes

In this way, the transition strategy is closely related to “information design”. From the very early stage of the project, it is important to be conscious of organizing and using existing content.

Streamlining the amount in light of cost

Even if there are 14,000 HTML files on the Web server (true story), it is impossible to do a base with manually registering everything on the CMS. Experience, “It is 2 to 300 pages” that something is possible with the spirit, the limit that can be migrated manually is “1,000 pages”. If you exceed 1000, you will need a completely different approach.

Manual migration work costs one page at a time . The cost also varies depending on the difficulty level of work per page. In light of the budget that can be spent on the project as a whole, let’s cut down the transition volume to a realistic amount. There are the following kinds of viewpoints “truncating” a page with a low priority.

  • Cut by the “depth” of the directory (eg: Do not shift to the fifth level or lower in principle)
  • Cut by the “freshness” of the article (example: news articles older than two years ago will not be transferred)
  • Cut by the “update possibility” of the page (Special site after expiration date will not be transferred)

Definition of "migration" and methods other than migration

What I would like to examine in the migration strategy is “Remaining” .

Existing pages that are different in design, such as past pages and special site made from static HTML but can be safely browsed, can be treated as “keep the directory up as it is in the new server” . Although it will look like a separate site on the user’s experience, you can redirect the main menu and update the content HTML if necessary.

If the old site is running with another dynamic CMS, it can not be helped if it can not be left in the first place, but effective use of “remnant” is one weapon as a method of maintaining information without cost I will.

There is “Header footer replacement” in a similar way. Replace only the header and footer of the old HTML with the new design, and the body part is a way to keep the old design. This is effective to relieve the sense of incongruity when coming back and forth between old and new pages.

However, replacing the header footer requires a procedure to be adjusted for each composition pattern of the old HTML, especially in the case of newly designed smartphone correspondence, which is a method with a higher risk of malfunction than imagined . We recommend that you examine it in a limited way, such as when there are a lot of articles in the same template. Besides, depending on the function of the CMS, you can earn a number by “CSV collective registration” etc.

(2) Planning - Draw success

Now, once you see the total amount of transitions, let’s plan the registration procedure concretely. In stages, it is vital that you make a plan with definite agreement with the client.

Write "transition plan"

“Transition plan” is such as “project plan of transition project” or contract. We will agree with the stakeholders the plan of the entire migration work in the following items.

  • Scope (working range)
  • Work procedure definition
  • Quality standard
  • Schedule

In deciding these, for example, “How to work based on the data at what point in time” “How to update from the time of work to the release is done (there is a procedure called difference reflection or double update)” “Calibration It is necessary to finely decide procedural matters such as the procedure and the point of view of “Approval flow” and so on. Conversely, if you proceed with ambiguous these arrangements, you can lead to a failure like “Redo from the beginning when the whole 80% work is finished” (true story).

Write migration guidelines

Once the migration plan is agreed, we will describe more detailed “procedures”.

“Transition guidelines” is a material that defines how pages are created while matching the elements such as headings, text, images, and links while comparing the old and new page designs. It consists of two parts, “Principles” that conform to the specifications of CMS and “Irregular correspondence edition” which is not obedient to it.

Transition guidelines are highly practical documents that are also used as instructions to staff who perform registration work and also become documents to be compliant at the time of proofreading. On the other hand, in order to comprehensively incorporate irregular correspondence, it is necessary to see suspicious things by visually checking the page to be migrated over and over again. To make “usable” guidelines, experience and “time” are necessary .

Perform sample migration

Make a series of transition guidelines and start moving!

… It is too dangerous to start suddenly. Something like jumping into the pool without preparatory exercise. The preparation necessary here is “sample migration” . In the Kyoto University project which challenges the transition of 1,000 pages, we registered the test of “100 pages” corresponding to 10% of the total, reviewed the results thoroughly, adjusted the transition guidelines, and worked on the remaining 90% work .

There is a great divergence from the plan of “Desk” and the result actually registered by CMS. Let’s face this reality, after seeing the director, the workers, the clients, and looking forward.

(3) Monitoring and Control - Cover

In order to manage hundreds of pages without leaking, the power of the tool is indispensable. Let’s use the various Web services to defeat and make the transition smoothly.

Create an entire list and update status

The “page list” is indispensable for the migration work. There is a list of “all pages list” (this is created using web server data and crawlers) mainly used for narrowing down the migration range and a list of all migration target pages, but here we will explain the latter.

In the migration page list, “ID” is assigned to all pages to be worked, and “status” can be switched. If you have dozens of pages you can do Google Spreadsheet, but if you have hundreds of pages, you need the “database” tool. Traditionally Cybozu Dizier, recently Airtable is useful.

For each page, prepare the working status in the following form, for example.

  • 00_ not yet started
  • 10_ Migration completed
  • 20_ Calibration work done
  • 21 _ Questionable
  • 30_LW confirmation
  • 31_ necessary correction
  • 40_LW pending
  • 50 _ LWOK
  • 60_FIX

In addition, add the confirmation status (OK / NG) for the client in a separate item (It may be included in the status, but it is often easier to separate it depending on the checking system). If you maintain this status so that it always updates correctly and all pages are “Client OK”, the transition project is complete .

For detailed interactions with Backlog

As work progresses, questions and comments are advanced on a page-by-page basis, but in order to exchange questions such as cross-page or procedure changes, it is recommended to separately prepare task management tools such as Backlog . If the page list becomes overly informative, listiness will be lowered, so if you challenge individual issues with Backlog, the tempo will be better.

If workers and directors are not necessarily in the same place, multiple communication lines are required . Also at Kyoto University Project, we used Chatwork · Backlog · Cybozu Dizier together, but Chatwork was able to proceed quickly without making a phone call almost only by hurrying contact (like what number of Backlog you looked at).

The power of "proofreading" which can not be minded

“Double check” is an iron rule . Even though double-checking between workers, such as reading off guidelines and interpreting irregularities, costs much more, the quality is quite stable.

When requesting calibration, “calibration” work definition is required. Let’s agree on this as of the transition plan. It is necessary for the proofreader to decide the rule of “not to get lost”, such as extracting Nukemore at the time of writing copies using a text comparison tool such as difff , specifying a confirmation method when the link destination is different until release, proofreading It leads to quality improvement.

Finally: Commit to "content" that holds the key to PJ success

Well, what is the meaning of “transition” that goes through such a heavy procedure?

That means “content” is the value of a website .

For example, “case example” contents telling the specific usage of products on marketing sites.
For example, a news release archive that leads to past performance appeals.
For example, a faculty profile and a student activity report on a university site.

It is too wasteful to discard such content with superficial renewal. Web is a medium to nurture, making the most of the accumulated contents may be even one of the “back purpose” of the renewal project.

To provide valuable content to user’s needs. A project manager that realizes this requires a lot of “time” on the one hand.

Time to make detailed planning, time to explain to team members and clients carefully and consensus formation, visually inspect irregular lists over several hundred page lists, answer questions and raise the quality Time to go.

But I think that committing to “content” in this way is the key to successfully renewing the Web renewal project . I hope that the knowledge of migration introduced in this article will help at least one project.

Satoshi Iritani

Author Satoshi Iritani (Creative Director / Facilitation Evangelist)

Iritani is a creative director at Loftwork Kyoto, leading website creation projects. He is one of the most logical people at Loftwork, and a reliable project manager. His excellent skills in organizing information, understanding concepts, and transforming them into words, are the drive behind many successful creative projects so far. Iritani is a PMI certified PMP(*) and has a one child.

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