Process Outline for Website Migration to the Drupal Federation

This is meant to be a starting point from which to develop a website migration plan. The actual timeline will depend on the size of the site, the number of people working on the project, the bandwidth of the people engaged in the process, and the deadline by which the new site is to be launched. Anticipate between 3-6 months to complete this project. All existing sites in Drupal 7 will need to be migrated into the Drupal Federation and launched by June 30, 2022.

    Assess current website

    • Develop a sitemap for current site – top-level pages are generally enough. See: Sitemap Examples
    • Establish which content should be migrated and which content is out of date or no longer needed
    • Check for accuracy and timeliness of information on the site that will be moved.

    Establish a sitemap for the new site (this could be minor edits to the old site or a major overhaul)

    • Determine which sections will be defined by which content types – landing page, unit/division page, program page, lab, etc. See: Content Types and Paragraphs (on the vpn)
    • Which sections will have blogs, news, faculty pages, etc.
    • Determine which paragraphs, etc. are desired on the front of the new content types. (Icons, news, social media, etc.)

    Update existing content and develop new content

    • Determine what new content needs to be written – new programs, initiatives, divisions, etc. updating old content. Start that process as early as possible.
    • Determine what new images are needed. Obtain them as early as possible. DHTS can download the site image folder from Drupal 7 into box upon request. Due to space constraints, units will have 5 business days to move the images from box onto another device. To request image files, submit a ticket with DHTS. Select "Get It" and then "Create a new request."

    Establish an approval process

    • Determine the level of leadership involvement in the process.
    • Consider which leadership at various levels of the unit might need to approve layouts, organization and content.

    Determine site branding – See Drupal 8 Style Set-up

    • Select secondary color for buttons, pull quotes, text + image shadow. One color for the entire site.
    • What color header option - white logo on blue or blue logo on white?
    • Is there a utility Bar above header? (directory, contact us, apply, donate, etc?)
    • What type of top level menu – traditional drop down menu or mega menu?
    • What will the footer include – address, phone number, social media icons, newsletter sign-up, etc.

    Determine what level of assistance is needed for migration – Attend migration training sessions

    • Determine whether all content will be migrated manually, or if you will contact a third-party vendor for assistance. *Vendor will assess your current site and advise on which content, if any, can be migrated via a script, and they will provide a timeline and cost estimate.
    • If you hire a vendor to assist with migration, the vendor must contact DHTS before they begin work. Please include both aaron.nelson@duke.edu and rob.cooper@duke.edu on the email.
    • Are additional people needed? Who can help?
    • Use the web editors forum for to answer questions about layout, migration, building sections, etc.
    • Confirm that DHTS hosts your current site and controls your URL
      ​​​

    The information on this page is meant to offer a broad outline of the necessary steps required to prepare for migration to a Drupal site on the School of Medicine Federation. Resources are supplemented by training classes, videos, MS Teams user group, and a documentation website (must be on VPN or Duke server) are available to assist users building their site.

    • Drupal 8 Content Types and Paragraphs (vpn required) - description of the content types and paragraphs available to units on the federation. 
    • Sitemap Examples - examples of how to create a basic layout of a new site and determine which content types go where.
    • Drupal Style Set-up Options - branding decisions that will need to be made at the development level before the staging area can be established

    Build the Site

    • Receive the staging site from OIT-DWS/DHTS
    • Layout top level menu/navigation (blank pages) See Building the Site
    • Layout additional content types as site is developed
    • Build new “home” pages for programs, units/divisions, labs, etc. – add desired paragraph types

     Migrate content

    • If editors are assisting, ensure that they have proper training, documentation, access to the site, and the approved sitemap for their section.
    • Complete an entire section at a time before moving to the next.
    • Use the new sitemap to ensure that all of the content for each section is moved and placed correctly in the new layout.
    • Test hyperlinks, etc. as they are built to prevent broken links.
    • Troubleshooting will be through the editors forum or if necessary ticketed for technical support.
    • Review https://web.accessibility.duke.edu/ to ensure that you are be following the proper guidelines for content entry and site setup.
    • Create a URL Redirect list. Copy the URLs to the most important or popular pages on the current site and list them next to the URL of where that page is on the new site. You'll submit this content to DHTS when you prepare to launch.

    Seek appropriate approvals as the site is developed to ensure that the process isn’t held up or major changes aren’t required at the end of the project

    As folks prepare to move to the new Drupal 8 infrastructure, we understand that even in these difficult budgetary times, many units will need assistance with migration. Here are some options, in order of preference. Keep in mind that the majority of migration efforts can be done by someone who takes the training that will be provided by SoM once the system is available.

    1. Find a person in your unit who can be recruited to assist with migration.
    2. Partner with another unit who has someone who can assist with migration.
    3. Hire someone temporarily, (temp service, student, staff, etc.) to assist with migration.
    4. Hire an outside vendor who can assist with migration.
      • If you hire an outside vendor/web developer, ensure that they know that this is a web migration project and NOT a web development project. Development may be required to write scripts for auto migration, but developers will not be able to create or edit the Drupal infrastructure.

    Keep in mind that whatever rout you choose, completing the pre-migration process as laid out in the pre-migration documentation, will significantly reduce the amount of time required to move content and thereby reduce costs.

    How to make requests:

    You will need to communicate with your business managers to acquire the appropriate documents and authorization for expenditures.

    • Requests to hire a student (or other staff), are made by submitting a Vacancy Management Approval Form.
    • Requests for temp services (including Duke Temps) are made by submitting the Expense Approval Request form and selecting “Contracts/Service Agreements/Temporary Services >$2,500 .”
    • Requests to hire a vendor are made by submitting the Expense Approval Request form and selecting “Web/Software Dev, IT consulting, Cloud-based offering. (any amount)

    The Options for Migration Assistance document which includes a list of vendors who can help with migration.

    • Submit a ticket in ServiceNow.
      • Include your staging site URL, the URL of your current site, and a timeline for launch (at least 2 weeks notice is required)
      • Include the redirect list
    • Ensure that Google Analytics is set up at the launch of your new website
    • Site is launched – URL redirected
    • Post Launch – review site again to ensure that it looks and functions as it should. Contact the Web Advisory Council to request new functionality
    • Visit the SoM Web Federation User Group in Teams to ask or answer questions or to provide support for others on the federation.