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Wirral Health Informatics Service User Manual for
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1. Foumat z aii Keform He began his career in loc K Council m the m seri ip jam merti akem e internet Figure 12 Adding an anchor within text editor l Page 17 01 11 2011 17 User Manual for Content Management Svstem Adding Documents p 1 FITO content management system NF ke admin admin Superlisor C ae mu Current Level gt Top Level Staff and Heath Profession als i pial and Heath Professionale IT document hale apply cancel a pee Page Details Tite Staff and Heath Profes sio Page stale Arive Approved Elsows x ORE RRR ST lo ah i Be Page active Jays t E l ERIE Sanja A t Page owner adninggAden Q ca PIER r RRR n wa Live date amme E a E zjFemw C Fert df Sire Archive dale 14 05 2006 Bl Jim 48 1 Rene dale 14 0 2007 Bl Created 14 08 2008 11 13 36 Ey adeningzadmie com Approved Nol Approved By admini fdmirn com SEF Page a afta hbml Page Documents Document Template View Edit Delete D 2006 CHS f 2 0 WHIS Figure 13 Adding a document To start with vou have to add the document to the Document Librarv click document highlighted red in figure 13 above If a category does not appear click Create Category You will then be asked to give that category a name when filling in the category name ensure you use lowercase text and admit any Spaces e g about us or clinica
2. Created 150917006 10 35 46 By admin Admin com Approved MeolApareved By aman AdMin com SEF Page PCT Publications Publicat Page Documents Document Template none Edi Golete a Figure 21 Edit a document D 2006 LS 2 0 du E ES Deleting It is not possible to delete the homepage The delete button will be greyed out Whenever you delete anything it is never actually deleted but instead it is stored in the archive To delete a homepage you must go up one level to the previous section and delete the entire section Meaning any pages within the same section as the homepage you want to delete will also be deleted Deleting text from within the editor cannot be retrieved and will be lost forever If you wish to keep some text it is best to copy and paste it into a word document Website Archive If something has disappeared from the website click on Archive you will go to a User Admin Screen that looks similar to the website but you can only restore from here you cannot edit or delete Look for the lost material in the relevant section use the restore button to replace it on the website Page 25 01 11 2011 25 User Manual for Content Management Svstem Website Config Depending on the set up of vour website depends on the number of options vou have available in the website config section For completeness all are included but thev mav not be implemented on vour website i content
3. If the content does not provide the information needed by users the web site will provide little value no matter how easy it is to use the site The primary goal of a website is to communicate key messages Keep in mind your purpose and goals and the target audience What Is the purpose of your website What do you hope to achieve with it What are your goals Write down your aims and objectives for the site This will help keep you focused on working towards and achieving the goals you set out Take some time to think about your target audience It s easy to just write and write with no particular reader in mind The problem with this sort of writing is that few people will read it Think of the audience as busy Impatient people who are on the web to find out something What do you plan to say to them and how will you say it Ask yourself Is this clear legible and understandable Remember you don t know if your audience has language or learning difficulties Is there a simpler way to say this Is there a shorter way to say this Is this necessary In accordance with the Data Protection Act 1998 please make sure when you are uploading information that there is no personal information going onto the website this can be in the form of people s home address or personal email addresses 3 0 PREPARING THE CONTENT When preparing content for a web site use familiar words and avoid the use of jargon abbreviation and acronyms Termin
4. t Your Local NHS amp e a X Your views count a V E W GEEEEEEEEE S050 SD woo x Home a amp amp 2006 CMS v2 0 WHIS Figure 4 Adding a menu To add a menu Select add menu as highlighted above in figure 4 you will then see the below screen where you need to fill out the following content management system i NHS admin admin SuperUser tet e 3 oo your messages werbacibr admin archive users website config log out help L pm ADI a M E MI a CurrentLevel gt Top Lewel Hero Details Stage 1 Menu parent Top Level Menu description Search Engine Friendly Menu owner wih tr contentiginhs nei 7 Template Default Template Active FI Protected FI POLL CHS V7 1 WHIS Figure 5 Adding a Menu 2 Menu description This is what will appear on the menu for example in figure 5 a menu description would be About Us Page 10 01 11 2011 10 User Manual for Content Management Svstem Search engine friendly Depending on your website configuration this may be filled in automatically by the CMS This is the quick link to the section For example for About Us you could use about It must end in a and all in lowercase letters f you want to add a space between the words use a hyphen e g about us Menu owner In most cases it will automatically come up with your e mail address if not click on the down arrow and select your e mail address Template f there
5. this will have now added a table to the text You will now be able to add information into each cell within the table by simply clicking within the square Page 16 01 11 2011 16 User Manual for Content Management Svstem Creating Anchors Anchors allow vour users to jump from one section of vour web page to another section on that same page A common use for anchors is when vour page displavs a large amount of text If vou have a lot of information on a page it can make the page hard to navigate and to read so we would use anchors to easily jump between each question and answer Firstly click your curser in front of the first paragraph of text and click on the anchor icon circled red in figure 12 below In the anchor properties window which has popped up you need to give the anchor a name for example paragrapgh1 admitting any spaces then click OK Once this has been done highlight the first question at the top on the page and click the button insert edit link highlighted blue in figure 12 below Change the link to Anchor in this page and select the anchor you have inserted paragraphl E Source BIBIBIE DEMMI A LIE Ss E 9 c fel E B z Ux E iz se e EE E 2 8 pe e E is x anchor Properties Webpage Dialog E xl E https fwww northwest nbi uk admin CE editor editor Fokdialog Fibr TI Anchor Properties Mark Ogden was appoi Economic Reform for NF this he had been Director Information Management
6. www w3 org QA Tips noClickHere Data Protection Act 1998 http www legislation gov uk ukpga 1998 29 contents Plain English Campaign http www plainenglish co uk useit com Jakob Nielsen s Website http www useit com Gerry McGovern http www gerrymcgovern com Author Caroline Hudd Wirral Health Informatics Service Guidelines for Writing Content for Web Sites and Intranets Version 4 0 Page 6 of 6
7. Source alla S _ MB sm ss 1 AA 5 A r 3 Table Properties Web Page Cabo T b i E 11 IER F c wR Ho ie z Jox x jis Table Properties az aoe Q d pose fF with m9 mk 5 Style Format Column E Height pent gt dl da eimi o da 3 Border size hn Lal spacing AN The teams will bring together a rany TIT That set e Cel padding 1 Semces to deliver universal to targe Capii There will be fourteen teams in tata district sIructure The newsletlers give further details Pitp is being taken forward by workslream leaders For turner information about cnibdren an young peoples multi agency teams contact a programme office an 0161 234 7536 Figure 11 Adding a table To add a table within the text editor click on the table button highlighted in red in figure 11 above This will bring up the window shown in figure 11 Choose the number of rows and the number of columns Set the width if it is to go across the screen then set the width to 10096 If you do not want a border set the border size to 0 setting the border size to 1 will add a border to the table Choose the alignment of the table this can be centre left or right on the screen Tables generally should be used for data Therefore give the table a caption e g number of patients and a summary e g This table contains figures of the number of patients in each PCT across the country When you have filled in the form press OK
8. TEEN ET rehenes Editing YOU PRO Era sine a aa da in g tit E Adding information to the website 000000 KEEA KEEA REAREREAEEEEEETEETA Ordering OF ems on Men taa i B a ba Qa g a one Ane d na Sa ati Differences between menus and pages LAKE KE ARE menn nennen nnn nnn nnne nnn nns Adding Me AT 10 Adding PIJES carcassa o EN uaa tice anys 11 EI qz met M mL 12 Cobylng ahnd Pasting from WO drid taz baa a g sud ton g a Ste UR V a 12 Changing RONS EET LIU 13 POEM MCU Vie TEX a HET 13 A ccr 13 POGING NMAC TA 13 Creating NKS IN text Edito 55 ski tiela ua ds War ld Maen be bra 15 Page 1 01 11 2011 User Manual for Content Management Svstem Adding O 16 Creating ACM FS fetus hans utet dad di aa a g troie inane su amet 17 Adding Documents Boni a ie aa Deva a tuU bd aun 18 Addaln Do umentsonto a Dade ea 20 Adding Documents within the Teis ds 20 A e NE 21 Editing tne Webster ee ME 23 A a ae an ata erence 23 A 23 A ENT 24 Etna DOCUMEN srs a PIT b i anna 24 TSENG i i a um 25 ii oclix pi goa TD P 25 Website Config oo eH ada 26 Se a a pil A O RI O E T 26 CMS Users Group Manada Me tirado 21 Establishing the moderator editor relationship oococcocccccnccnncnncnnncnncnncnnnnnnnnnnnnnnnnonnnnnos 27 Assigning Users to areas of the website 00000 seen nnnnnnnnnnnnnn nn mme nnne nnns 27 Websites Users Management 222 KEEA mee nnn nnns 21 Manchester PET Website On adds 27 Staff ClassiMeds nit da DUN a
9. a a d 28 A Z OP SET VIGES ten ied ra a a a a ea 28 PET SONICO PRETIO TULLIUM 28 A a a a A E 28 Newsletter comment admin 2 2 EEA m nnne nnns 28 AGGING d i teria ai 29 APPrOVINO COMMENTS ia a E a A finta t 30 CO mel A COIE arce ciao odos 31 Newsletter Arca ss 31 Front page Gadgets i a SS ba 31 A A l ann ae 31 PP 8 JA ta L l L MI 32 PET Gale usa lin 32 A ate sp ceases eaieieeenees 32 Advanced Features i e ieee B io dan IN 32 Page 2 01 11 2011 2 User Manual for Content Management Svstem POI FOM Sezanas ana innate tacaeuta Sorte csse om cdadieetaraume ean Lbs o Hemera sees eee 32 o solidae ue ions times dol Renee A 32 Addino New Templates eiye vt ey RR dre ica 32 Password Protecting Arado 32 lOs a a RN 34 Page 3 01 11 2011 3 User Manual for Content Management Svstem I ntroduction Considerable effort and money goes into developing and setting up a website unfortunately all too often little thought has been given to its maintenance A common criticism of websites is that the information on them is frequently out of date The content management system CMS has been developed to enable PC users with no specialist web design training to maintain a website at a basic level Access to this content management svstem means that an authorised user can make changes to the content of the website e g alter or correct text delete old and add new material In this system there are three levels of user to ensure that any mater
10. image This will open a pop up window Click the Browse Server button This will display all the images you have uploaded If you would like to upload a new image at the bottom click the browse button this will open the file system on your computer Select the image you would like to upload and then press the upload button Having uploaded the image you then select it from the list which will take you back to the image properties box figure 10 below Here you need to make sure you fill in the Alternative Text it is important to ensure the website meets accessibility guidelines and the text explains what the image is about You can also choose how you want the images aligned either in the centre left or right side of the page Page 14 01 11 2011 14 User Manual for Content Management Svstem Image Properties Image Info undefined Upload Advanced URL usemiles imaqe Antenatal antenatall jpg Altemative Text Babies Face wi Figure 10 Adding an image Creating links in text editor To add a link highlight the phrase to be hyperlinked click on the link icon highlighted in green in figure 9 above e If you want to add a url choose the link type url type in the web address in the url box If you want to add an email address choose link type email In the email address box enter the email address then click ok Page 15 01 11 2011 15 User Manual for Content Management Svstem Adding Tables E
11. management system 7 admin admin Superliser AMAR xw dX XM JE WEBSITE CONFIGURATION Site Administration Hame of Site Mane fester Binawi manchesterprt ns uk ME CMS Users Group Management Hame of Site WAL Manchester bip wwe manchesserprt nig uk 4 Website Users Management ama of Site URL Wimar Statistics Hame of Site URL View Manchester bite manchesterpct nhs uk u A E Services ER Hame af Site URI Wiger PCT Staff Classifieds ama of Site URL Wierw pS Pio A manchesterprt nhs uk un PCT Services ama of Site URL View 20 ONS VZD WHIS Figure 22 Website Config Site Administration The site administration area is the more technical area Options include Caching enabling clearing and resetting the cache Registrations gives the option of suspending registrations for the CMS and website Search Engine friendly enabling the SEF menus and changing the extension WARNING it is not advised to change these options without talking to WHIS first as this could cause the website to stop working Page 26 01 11 2011 26 User Manual for Content Management Svstem CMS Users Group Management Establishing the moderator editor relationship content MAAAGemMent system admin admin Superliser S en NOW Ines website admin SITE ADMINESTRATICH User Groups Mame of Group Moderators Home f Select Children and young people Children The PCT PET You
12. reminding that the content needs Page 11 01 11 2011 11 User Manual for Content Management Svstem renewing Archive date this is the date you want the content to drop off the website e Page Active Click this button to make the page live if you are working on the page and don t want it to go live then leave it blank till vou are readv e Type any text you require on the page into the text editor box formatting as you would in Word refer to Copying and Pasting from Word instructions below e Save or apply the changes Pa content management system admin admin SuperUser C M c Wa E your messages website admin archive users website config log out help l ADD PAGE Title m Pareto Page active ElSouc ES B E X 85 8 S Bb EO IA S O jise izzzzjan 4 a M fal eei m Bl Gil Page owner wih tr conten IB Z Use CHZE S CIS SSSIQaS Live date 19 10 2011 210 0 9 4 Archive date m Dates Es Format y Font 7 Size ki Renew date DI H daria E aj Ta i E A g Created Label By Label Approved Label By Label Text Editor Figure 7 Adding a page screen Text Editor The User Guide for the text editor can be found at http docs fckeditor net FCKeditor_2 x Users_Guide Some common features for the text editor are explained below Copying and Pasting from Word When copying and pasting from Microsoft Word please use the button circled in r
13. superuser and give you appropriate access rights Once you login you will be at Your Messages page of the CMS Forgetting your password If you have forgotten your password click the link Forgotten your password Fill in your email address on the form This will email you back a new password Next time you login it is recommended you reset the password to something memorable For security reasons all passwords are stored as one way encoded hashes Therefore it is not possible to find out what your original password was Logout You can use this button or you can just exit from the system you will automatically be logged out after 20 minutes if the system is not in use Your Messages content management system NH IHS admin admin Supertiser YOUN MERO obs adrnin archiva weers website config log cut YOUR MESSAGES WEBSITES Manchester a Filit add news CONTENT TO BE APROVED CONTENT REVIEW DATES Page Name Username Review Date Extend End Hospitals acdminzedlmin cam 14 09 2006 00 00 00 y 2c aes e pP Pre Ate Z of services dming Admin com 14 09 2006 00 00 00 w AL Ed my P Pre kI 006 LAS 72 0 WES Figure 3 My Messages Superusers and Moderators Approving Content Superusers or moderators have to approve the work of their editors before it goes live on the website The moderator will then log on to the website and in your messages there will be a note that there is content to approve The superuser or m
14. Document Format You will need to install some software to do this please contact your IT helpdesk for further information Please note if you are adding lots of documents with the same filename please rename them as the original file would be overwritten when you upload the new document with the same filename e Tick the box to make the document active if your document doesn t appear in the library you have forgotten to tick this box Page 19 01 11 2011 19 User Manual for Content Management Svstem Live date Archive date gt will automatically be filled in you can overwrite this information Renew date Once all the above information is completed click apply as figure 14 and you will be taken to the below screen see figure 15 Po A ae AJM content management system content content SuperUser S NS tal your messages website admin archive users website config l DOCUMENT ADMINISTRATION Current Level gt Top Level r upload Document Items Add Edit Delete eet Q t E animmcriTa na f 1a LE na 2011 CMS V2 0 WHIS Figure 15 Document Library Adding Documents onto a page Once you have added a document to the Library you can add it to the relevant page of the website First you will need to edit the page and then click the document link highlighted red in figure 13 above If you have uploaded the document it will appear in the library if it doesn t follow the instructions on adding a document t
15. NHS A Wirral Health Informatics Service Wirral Health Informatics Service User Manual for Content Management System Version 4 0 Date Published September 2011 Owner Caroline Hudd Corin Hennessy Contact wih tr content nhs net Review date September 2012 Copyright Wirral Health Informatics Service 2011 User Manual for Content Management Svstem Contents nisge e Oleo pM TEETH User Levels E de E A E EE att fa oe Your Role as an Edi io Tour Role as a MOdera to t an tg TA A ai tr MEE NOUN ROIC aS a SUD SF US ef a a o os dua Getting Started is si i taa Minimum system Requirements uranio atiudees HOW to access the GM Si ie bii bord diede on MEL DU I Uca I LEE I Registering Log in and Log OUt LL EA menn nnne nnn nnn nnns A a a a aa a e eaea A cC IR TTC My Messages ineo ni a cial eM ua ues Nu om di hee D Ces Moderators and SUDCFUSEMS cin cia dine tii Ponte irte tu deu i apad ATL o UN Do diee PLA EL UD PTOI OW ITM COMENT asos ule duit esepetiat usur oda euntes done d dd atari zeugen ES Content erecto cb Lo oae fct i pd cedo EXD CONTENT TE Users Superusers i RA Approvina USCIS ut iia Changlnd a USeF O aa A Ba kd l at a G a An a AL Editing a user s Droe S sa si att e etta mao a dda deheb tots T REMOVING a Users Drole epos ina raa Sadi etienne o daa Resetting PaseWOLUS ter ise i da edt la dea di Mia a Users Moderators and Editors 0 0000oooooococooconcononcnnoncn nn
16. W DELETE Health information w A 5 P 58 Drugs amp Alcohol a P dk A look at lifestyles w Mm P 9 PACE Aa Y JE s Living with Chronic Disease Vv Gn P x Stop Smoking e e ju X Sexual heath ev 3 P X Leaflets FY E p E Look al this video clips a P E uem ay JEN Voluntary groups e r3 P X E rection Conti e VY P Ei Useful Links w 9 P x E 2006 CAS 423 0 WHIS Figure 16 Adding a link Click the add link button highlighted red in figure 16 when you want to add a link to the link library Page 21 01 11 2011 User Manual for Content Management Svstem a a rr L content management system li HS admin admin Supeirliser m o eo E ES EO bir O website simin user il website con log eut help UNK LIBRARWT Current Legal 3 Top Level Link name Ji Edit Add Delete Classifieds an D D AtoZ of services p mit Press Releases a gt mis Vulnerable children and adults E gt gt Discussion Board asn a x mis About the POT Fr gt Website feedback Ya gt Your Health Services ra gt Freedom of Information requests Fr lt gt 2006 CHS 2 0 WHIS Figure 17 Link Library Click add a link highlighted in green in figure 17 A screen will appear for you to enter the URL and Description e g URL http www nhs uk Description NHS Choices Press apply this will now have added the link into the link library To add the link to the pa
17. YH RA VID BE This is a menu clicking on it will show you its submenu items This icon allows you to go back to the previous menu set This icon denotes a homepage This icon denotes a page This icon denotes a document pdf word excel etc This icon denotes a link This icon allows approving content and also applying changes This icon allows disapproving content and also cancelling changes This icon allows you to re order sections moving up This icon allows you to re order sections moving down By clicking on this icon it allows deletes archives an object or an entire section This previews the site or current page This edits content and menu properties This removes a link from the link library This icon adds a link to the link library This restores an object from the archive to the CMS This registers you with the system This logs you on to the system This adds a new section This adds a new page to the current section This adds a document from library or new This adds a link to the link library and adds to a section This shows you what content needs approving due to expire This shows you all websites and is the main editing screen Page 34 01 11 2011 34 User Manual for Content Management Svstem This shows vou the website archive This sets up users groups and permissions This allows vou to edit users and change the website configuration This logs vou out of the svstem This is where vou will a
18. a per paragraph Remember short copy is good copy Tell your user the full story For example don t just tell your user that they will need to fill in a form to get something done Tell them where to find the form provide the link along with details of where to send the form links to contacts Author Caroline Hudd Wirral Health Informatics Service Guidelines for Writing Content for Web Sites and Intranets Version 4 0 Page 4 of 6 Housekeeping Almost all content has a sell by date so regularly monitor your site for out of date content Basic elements of good practice All content on your site must be relevant accurate up to date and useful Publishing is a two way process content must be taken down as well as uploaded Your website is not an archive for storing out of date documents it is the responsibility of you the author to keep master copies of publications 4 0 SUBMISSION PROCESS The WHIS Internet Division is here to help you with the process of getting content onto your web site or your section of a larger web site Once you have put your material together following the guidelines in this document you are very welcome to pass the material to the Division for posting onto your site Please e mail it to wih tr content nhs net You can also e mail it to that address if you would like a second opinion on whether it is ready and suitable for publication 5 0 FORMATS Saving Files When saving any documen
19. are different templates in your website for example Communications section choose Communications To make the section live you must tick the active box You would only ever tick the protected box if the section of the website is password protected so this can be left blank if it is not set up with this feature Once all the form fields are complete click apply The CMS will now prompt you to add a homepage which is the same as adding a page Adding Pages content Management yst mj admin admin Superlisor 8 YOU THE eee website acimin WEBSITE ADMINISTRATION Current Level 2 Tog Level Heath information MENU ITEM RE ORDER e Heakh inform tson E f B Drugs amp Alechol ra P A look at lifestyles bo 23 P O race ay gP Living with Chronic Disease v 3 P step Smoking A Y 2 Sexual health amp V A P Leaflets e aM P OI Look at this video clips Y oe pP Local projects 9 E P Voluntary groups Y P E rection Control e e P Useful Links ev E P amp thie CHS 7 0 WHIS Figure 6 Adding a Page Click add page highlighted in red in figure 6 e Type ina title for the page as highlighted in figure 7 below e Type in the live renewal and archive dates Choose from the calendar or alternatively in put them in yourself using the keyboard Live date this is the date that you would like the page to become active Renewal date this is the date that you would like
20. ccess the most current CMS manual Page 35 01 11 2011 35 Wirral NHS Health Informatics Service Wirral Health I nformatics Service Guidelines for writing content for websites and intranets Version Date Published C Hudd WHIS I nternet Division Contact wih tr content nhs net Copyright Wirral Health I nformatics Service 2011 Review date Author Caroline Hudd Wirral Health Informatics Service Guidelines for Writing Content for Web Sites and Intranets Version 4 0 Page 1 of 6 Contents 1 0 INIRODUCTEQONUS I A 3 2 0 WRITING WEB CONTENT GENERAL PRI NCI PLES 3 3 0 PREPARING THE CONTENT err aiana EERRRRNERRRFERERNERENEEEKFEIERRSENENEARER 3 4 0 SUBMISSION PROCESS A a KA 5 5 0 FORMATS TE ei A E ssi anne ESE RA EERRE 5 6 0 CONSENT AND COP WRU GI A ARKA A MARKA RS 6 Author Caroline Hudd Wirral Health Informatics Service Guidelines for Writing Content for Web Sites and Intranets Version 4 0 Page 2 of 6 1 0 INTRODUCTION This document has been produced by the WHIS Internet Division and distributed to all NHS organisations for which the Division produces web sites and systems If you have any questions relating to this document please e mail wih tr content nhs net 2 0 WRITING WEB CONTENT GENERAL PRINCIPLES Writing for the web needs a different approach from writing for print Unlike print which is passive i e the reader doesn t interact with the text the web is active
21. e website then they will be sent an email to confirm that it is the correct email address If they click on the link within that email they then will automatically get access If a user with an email address ending in other than manchester nhs uk registers then the superuser will need to approve them Page 27 01 11 2011 27 User Manual for Content Management Svstem Staff Classifieds This is where vou can approve and disable classified ads that have been put onto the website A Z of services The A to Z of services can be edited here PCT Services This is the area of the CMS where you can edit and add doctors dentists opticians and pharmacists details News Here you can add edit and delete news stories There can be a number of different types of news that can be added to the website depending on your website configuration e g News press releases Official press releases News local Localised stories Smart Practice smart practice stories Health Stories in the NW press releases from around the North West News Women and Children s section wuth women and children s stories only News Kaizen section wuth kaizen news stories only News GP section GP news stories All stories are added in a similar manner by adding headlines extracts and the main story For Health Stories in the NW only the story needs to be added Newsletter comment admin To enable users to comment on newslet
22. e No 26 Summer 2007 17 12 2007 11 39 52 2007 CMS V2 1 1 WHIS Figure 28 Newsletter Archive The newsletter archive section allows you to view and delete old newsletters from the comment facility This is useful to see the last newsletter that was archived Front page Gadgets This is the area that allows you to edit the gadgets or movable boxes on the homepage Select the name of the gadget you wish to edit click the edit button make the changes and click update To add a new gadget you will need to contact WHIS PCT Pages This is the area that allows you to edit the PCT pages of the website Select the name of the PCT you wish to edit click the edit button This will then present to you the options of the PCT page Make the changes and click update Page 31 01 11 2011 31 User Manual for Content Management Svstem PCT Statistics Here vou edit the statistics for the PCT area of the site These appear on each PCT page and are randomiv chosen from the statistics input into to the database for that PCT Select the PCT vou wish to edit and either vou can add a new statistic or edit an existing one If vou wish vou can choose to delete a statistic from the database PCT Gallerv The PCT Gallerv is viewable on each PCT page Here vou have the option of adding new photos to each PCT gallerv Select the PCT vou wish to edit and either delete an existing image or upload a new one Help Clicking the help button will br
23. ed in figure 8 below rather than any other button This button will remove word formatting and strip out poor coding Page 12 01 11 2011 12 User Manual for Content Management Svstem Our mission is ta maintain and improve the health of the people in the North Vest of England and lo ensure the delivery ofworld class services for those who need care The Department of Health DH has stated that the role of the new strategic health authorities is e To provide strategic leadership for local trusts and primary care trust PCTs e Develop organisations and their workforce u Ensure that systems and processes are in place that provide patients with the best care and treatment possible Our organisation faces a number of key challenges and these are To ensure that we have a truly patient led NHS for people in the north west Figure 8 Copying and Pasting from Word Changing Fonts The website is set up so that the size and font of the text is automatically formatted for you By changing the text size this no longer makes your website accessible as it is not possible for users to change the text size Formatting the Text To create a new paragraph press the ENTER key the editor will create a new paragraph To make the text appear on the line immediately below press the SHIFT ENTER keys simultaneously Bullet Points To add bullet points to the text it is very similar to word You may find that by adding bullet poin
24. formance e Screen resolution 960 pixels wide or greater e Javascript enabled How to access the CMS Open Internet Explorer and type in www yourwebsiteaddress nhs uk admin at the address bar where yourwebsiteaddress Is the url of the website you wish to edit This will bring up the CMS login page Registering Log in and Log out content management system you rt not logged on d qe w EE Em i i acie TEE website contig bog oant help LOMA Content Management System Login Email Address Roo Password Ro Save amp Subri gt gt Forgotten your passwond Click here Figure 2 Login Screen Register if this is the first time you have used the system or Login if you are already registered Register Complete the boxes by typing in your valid work email address and a password consisting of a combination of letters and numbers that is at least 6 characters long e g ab1234 You will not be able to log on until your registration has been approved by the superuser Authorisation will be sent to you at the email address you have provided All new users will receive an email with their password and email will also be sent to all superusers notifying them a new user has registered Page 6 01 11 2011 User Manual for Content Management Svstem Login If vou have alreadv registered enter vour email address and vour password The svstem will recognise whether you are editor moderator or
25. ge click the link Add highlighted red in figure 17 Page 22 01 11 2011 User Manual for Content Management Svstem Editing the website Editing the website is verv similar to adding information The pages that vou use to add information are the same as those vou want to edit Editing menus 5 fi ji content management system N B Ly admin admin Superliger ON ME ME ee WOO ITRERSEHHOR RE Ld nan archive WENE item Iil Kar jifir ko mA help WEBSITE ADMINS TRATION Tureni Lei gt Top Level EN i add mena E add page E edd document gt add link E MENU ITEM Children and young people amp gt e Health irfarmatian a tali He A Y E Heap in touch amp v t News A Y E Staff and Hoalth Profossionals amp P ru The PET ew pi Your Local NHS Aa F Your views count v e z Me 9 fi if m 2006 CHS V2 0 WHIS p Figure 18 Editing the menu To edit the menu properties click the edit button highlighted red in figure 18 Editing Pages admin admin Superilser RR A jet WEBSITE ADMINISTRATION Current Level E Top Level Children and young propii El add menu li add pego T add document MENU ITEM RE ORDER HOME EDIT PREVIEW DELETE children amp Young People E P Di 2006 CMS 2 0 WHIS Figure 19 Edit page To edit the page click the edit button highlighted red in figure 19 Page 23 01 11 2011 23 User Manual for Content Ma
26. ial placed on the website has been checked and authorised e Editor e Moderator e Superuser User Levels Your Role as an Editor e You can receive messages e You can make changes to specified areas of the websites and submit these for approval to the Moderator e You cannot view details of other users There will usually be several editors to a website In the My Messages section editors can e access content e read whether content edits previously submitted to the moderator have been accepted or rejected e Click on website admin or one of the website headings to access the content for which you are editor e Submit all your edits to your Moderator e Click on users to edit your registration Your Role as a Moderator Can send messages to and receive messages from several editors Has overview of status of designated areas of the website Can approve or reject edits Can view but not edit details of other users There may be more than one moderator In the My Messages section moderators can e access content approve or reject the editors content changes view the status of time sensitive documents Click on one of the website headings or website admin to access the relevant editor Click on Content to be Approved to view edits and approve or reject Page 4 01 11 2011 4 User Manual for Content Management Svstem e Click on users to view user registrations Your Role as a Superuser Has overv
27. iew of all messages and status of entire website Has access to all areas Has access to all users details Uploads approved edits There will usually be only one superuser In the My Messages section Superusers can e access all content e suspend extend or review all time sensitive documents e Click on one of the website headings or website admin to access the top level of administration which enables you to add menus pages documents links preview the changes and delete e Click on user admin to view change or suspend any user s registration or to authorise or reject a new user The below graph explains the work flow of user level access 1 2 3 Colleague in Editor checks amp Moderator receives your edits item for message in My department compliance and Messages of Asks the puts it into CMS submission checks Editor item on CMS and to put item approves or rejects on website Item Item Approved Rejected Automatically Editor receives goes live message in My Messages Figure 1 Editor Moderator Flowchart Page 5 01 11 2011 User Manual for Content Management Svstem Getting Started Minimum System Requirements To use the CMS successfully your computer should meet or exceed the following specification e Microsoft Windows XP Vista 7 or later e Internet Explorer 6 or later e Internet connection with bandwidth of at least 256Kbps quarter megabit but at least 1Mbps for best per
28. ing vou to this help guidance Advanced Features Adding Forms To add a form to the website design the form in the text editor WHIS will need to know what the form needs to do and then thev will design it Adding Scripts If vou want to add anv scripts to vour page this cannot be done from within the text editor in the CMS Please contact WHIS for assistance Adding New Templates Templates need to be added bv the WHIS web development team Password Protecting Areas Before password protecting an error please speak to WHIS first for assistance as work will need to be done on the website before it will work correctiv To add password protection to an area within the site you need to tick the box on the menu that says protected Users will now only be able to access this area by registering with the website and entering the password they registered with Page 32 01 11 2011 32 EN WEN e Edit Menu Details 23006 CMS 2 0 WHIS User Manual for Content Management System coment management system admin admin Superlisor Qo jesa WEEE cba condim Ios nus LI Maru parent Mong description Chitdren and young people Search Engine Friendly Mena Children Menu owner admin Admin com Template Main Are fe Protected F Figure 29 Password Protect Areas Page 33 01 11 2011 33 User Manual for Content Management Svstem Q u u y lt SHY OVBV
29. l for Content Management Svstem oxi tae i CMS Website Contig i content management system Corin Hennessy SuperUser ee e 3 de A your messages website admin archive users website config log out help LIHNN Newsletter Admin Newsletter Archive Comment_Archive New Coments Add Newsletter Newsletter Title Figure 25 Adding a Newsletter Once in the newsletter admin section you must first add the name off the latest newsletter as this will enable users to comment on it Using the Add Newsletter button navigate to the Add Newsletter section type the name of the newsletter in the textbox as highlighted in red in Figure 24 and then click this insert button Approving comments VE uw JE Untitled Page content management system Corin Hennessy SuperUser ge a de ko your messages website admin archive users website config log out help LIHNN Newsletter Admin Newsletter Archive Comment_Archive Mew Coments Add Newsletter HE New Comments Please use the Table below to prview delete and aprove new comments NamejEmail Comment Newsletter Approve Preview Delete David daveeg24 msn com this is a test comment No 26 Summer 2007 eview 2007 CMS V2 1 1 WHIS Figure 26 Approving Comments Once you have added a newsletter users are able to comment on this newsletter When a user adds a comment this comment will not be visible to the public until it has bee
30. l skills Once you have created the category the folder will appear in your document library click on the folder icon and select upload highlighted green in figure 15 to start uploading your document Page 18 01 11 2011 18 User Manual for Content Management Svstem The below screen will then appear content management system admin admin SuperUser OS o your messages website admin archive users website config log out DOCUMENT UPLOAD Current Level gt Top Level About the Trust About the Trust Document Details Document Parameters Title Docstate nia PO age FI Abstract Owner carolinehuddi Live date 9102011 Lj Archive date 19 10 2014 l Renew date aio Created nia Category about us v By n a Approved n a Upload file By n a Browse Figure 14 Adding a document e Complete the details in new screen re title abstract etc Title is the title of the document Abstract is to provide more information about the document e g who asked for the update This information will not appear on the website only in the document library Category this is where your document will be stored in the document library Upload file browse for the document you want to upload When uploading a file please consider the file size To decrease the file size and prevent users from changing the document it is possible to convert them to a pdf Portable
31. n approved by a member of the admin team To check for new comments that need approving navigate to the new comment archive using the menu at the top of the page Once here if there are any new comments they will be displayed in a table like the comments are shown in figure 25 You have three options for each comment you can preview approve and delete these comments If they are approved they will then be shown on the public website and other users will be able to see them Page 30 01 11 2011 30 User Manual for Content Management Svstem Comment Archive Fr l gt content management system A HS Corin Hennessy SuperUser RS ae your messages website admin archive users website config log out help LIHNN Newsletter Admin Newsicior nchwe Comment Adie Now Comens arem Comments Archive Please Select a Newsletter To refine Search NamejEmail Place Date Comment David David testemail com Liverpool Uk 17 12 2007 11 50 40 This is a test comment David daveeg24 msn com liverpool 24 12 2007 12 04 17 this is a test comment Figure 27 Comment Archive The comment archive section displays all old comments that have been approved you can delete old comments from this section Newsletter Archive content management system f HS Corin Hennessy SuperUser NNNM WEE E a NL EN Je 4s AS your messages website admin archive users website config log out help LIHNN Newsletter Admin ELT Delet
32. nagement Svstem Editing Links content management syste admin admin Superllser si y e FOUT ITHHEBdHpOR obio acim anii WEBSITE ADMINEETRATION Currentilewel gt Top Level Keepin touch 7 add preci di add page Keep in touch About the PCT Tour Health Senices Freedom of Information requests YY vwu Wabeite feedback A 2006 LAS Fe WHIS Figure 20 Edit Link To edit a link click the edit button highlighted red in figure 20 Editing Documents To edit a document from a page you need to click in the page and scroll to the bottom where you can edit the document see figure 21 below Once you click edit it will take you back to the document library where you can overwrite the document and change the dates Page 24 01 11 2011 24 User Manual for Content Management Svstem content management s ysEmm admin admin Superliser 4 e W m 4 ki ji r LUTTE LT LJ SLT activo UE B webe e combi EDIT PAGE ireni Lewi Top Level f The PCT PCT Publications Annual Reports L E E document E nmt j prese Page Details Page Parameters Tine Anrwal Reports Page siale Activa E Approved Ese SORE ARES Sl AAA eee ae In ruo x SSPE EEE EB IBA Page owner admins dm y IC Qc WIEN P c m BP RR zd Live dale 15 09 2006 B sige Format Fort Sie archive date 5082008 M mil t 10 Renuw date aasam E
33. o the library Select the document you want on the page by ticking the box add as shown highlighted red in figure 15 and either saving or applying the change It will now be listed on the page By default all documents added to the page in this way will appear at the bottom of the page underneath the content where you have the option to re order if you have more than one document Adding Documents within the text It s always advisable when you are writing about something e g this month s board papers you create a link to the document you are referring to To do this you still need to upload the document to the document library In figure 15 above you can see Board Papers has been uploaded and is highlighted blue click on this link to get the URL copy the link and go back to your page by using the breadcrumbs current level Once you are on the page highlight the text that you want to add a link to e g April 2011 Board Papers are now available Add a link and copy your copied link into the url box Please refer to creating a link for further information Page 20 01 11 2011 20 User Manual for Content Management Svstem Adding Links BRLENE management stem fi H amp admin admin Superlisor SS qe Nom tej EE WORT TP ee eee website admin anc hee SEDs website config fieq mu help WEBSITE ADMINISTRATION Durrani Level gt Top Level Health information TI MENU ITEM RE ORDER HOME EDIT PREVIE
34. oderator can either approve or reject the content If the content is rejected then a reason must be given Page 7 01 11 2011 User Manual for Content Management Svstem Editors Content Rejected If content is rejected bv vour moderator the content will appear in vour messages with the reason whv it is rejected Vou will have the choice to edit it and then re submit it for approval bv your moderator Expired Content 28 days before content is due to expire this information will appear in your messages Click the review option in Figure 3 above and review the content and fill out the archive and renewal dates with new dates Clicking the tick to extend will add 28 days to the renewal and archive dates Users Superusers Approving Users When a user signs up to use the CMS to make changes to the website it is up to the superuser to approve them and decide which area of the website they can have access to TO approve a user you go to the users section You then choose whether they would be a superuser moderator or editor If you do not want to authorise them then you would choose none from user level drop down To give them access to sections of the website then please look at website config Changing a user s userlevel You can change a user s userlevel by editing the user and changing the dropdown box User Level There are four options superuser moderator editor and none Editing a user s profiles Yo
35. of the image you should get them to sign a release form When photographing members of the public including patients you should always get them to sign a release form The only exception would be a photo with a lot of people in it illustrating a situation rather than a person or persons A shot of a hospital entrance with people coming and going for example wouldn t require release forms Copyright If you want to use images or photographs from other sources on your web site or intranet you must check whether you are allowed to use them Be aware that most photographs have an owner somewhere If you are looking for images on the Internet the web site you find may include a statement allowing its material to be freely re used or used for specific purposes and or with specific conditions Look for a statement or link on the home page of the site often labelled Copvright or Conditions of use If in doubt send an email to the site owner to ask for permission to use the image A recommended resource for NHS users and NHS health related imagery is available at http www photolibrary nhs uk If you would like any help or advice about the guidelines in this document the Content Administrators at WHIS will be pleased to assist Please e mail them at wih tr content nhs net For further knowledge on the following please view the recommended websites Web Content Accessibility Guidelines 1 0 http www w3 org TR WCAG10 W3C Guidance http
36. ology plays a big role in the NHS and it is important that your site s users staff patients understand what is meant e g Cancer Screening could be changed to testing for cancer If acronyms and abbreviations must be used ensure that they are clearly understood by users and defined on the page Scannable text People don t read web pages word for word they scan for information and have a much shorter attention span than they would with printed text Past experience indicates that people look at headings and subheadings first they scan for hyperlinks and keywords They jump around the screen scrolling and clicking their fingers never far from the browser s Back button To overcome this behaviour we need to keep information as brief as possible short is better Author Caroline Hudd Wirral Health Informatics Service Guidelines for Writing Content for Web Sites and Intranets Version 4 0 Page 3 of 6 Plain English Try to use the same terms and phrases in your content as your readers use when they talk or write about the subject matter in question This will help you write clearly and in a way that they will easily understand and have a higher chance of being picked up in searches The following points will help people understand your meaning Don t use long or difficult words when shorter or simpler ones will do Explain any technical or medical terms even if you think your audience will understand them Avoid words tha
37. r Local NHS local f 4 Keep in touch keep in tourch Select Jobs jobs Moni na ae Health information health Select Infection Control health infectiomf Select PET Publications PET Publications Select I a flit ONS M 0 WHIS Figure 23 Creating Groups To assign a moderator first you need to create groups Create a group for the section by clicking the new group link as highlighted in red in figure 20 e g For the Children and Young People section create the group childrenyp Once you have created the group you then need to add users into the group you do this by clicking the select link highlighted in blue in figure 20 You will then be given an option to add users to the group Please note that you must also have already assigned each user a particular role e g moderator or editor More information can be found in the section changing a user s userlevel Assigning Users to areas of the website Now that the groups have fullv populated vou then need to click the link select next to the section vou want to assign e g Children and voung people highlighted in green in figure 20 You will then have the option to assign a group to the menu Websites Users Management This section is so that vou can approve users so that thev can view the website To allow them to view the website click the active button Manchester PCT Website Only By default if a user with an email address ending in manchester nhs uk registers with th
38. t can have more than one meaning Use active rather than passive voice e g you should send your form to should be sent to Use minimum punctuation preferably just commas capitals and full stops Never assume the gender of your reader use they or include both genders father than vour form Presentation Do not use large blocks of italic or all caps text as it is difficult to read All caps text is also likened to shouting at your audience Avoid underlined text as it can be easily confused with a link Don t centre everything on your web pages Do not change the colour of text from black Avoid scrolling pages where possible This can be done in a number of ways Editing your content to make it shorter Breaking up large chunks of content into multiple pages Cutting unnecessary content Linking out to other supporting websites Signpost your reader to key points Provide obvious signposts to the key messages and chunks of content on your page to increase their usability and effectiveness Pick out keywords and phrases in bold Use headers to tell readers what large chunks of text are about Use graphics as visual clues to what your content is about Use bullet points or lists to summarise your page s content Link to information rather than duplicate Keep it concise Use short sentences and short paragraphs Keep your language and sentence structure simple Stick to one ide
39. t remember to keep the file name as short as possible replacing or omitting any spaces between the words e g Boardpapers 20011 doc becomes Boardpapers 20011 doc or Bp11 doc PDFs It is highly recommended that all documents are converted to Portable Document Format PDF PDF documents are created with Adobe Acrobat software PDFs protect the format of a document so that it will look exactly like the printed version when viewed on a computer This is the most common format for downloadable documents They cannot be amended and are compressed so they are usefully smaller than the original file They can also be opened on many different computer operating systems and the required reader software is free to obtain from Adobe s website I mages Images should be saved as either a jpeg jpg or gif file wherever possible at a screen resolution of 72 dpi dots per inch This ensures compatibility with web browsers but helps to keep the file size down to a minimum Always think of the end user when publishing images to the web Unless they specifically want a large or high resolution image most users will grow impatient and leave your site before they ve waited for the image to appear Links Links can enhance the content on any website making the information flow Make sure that your links are easily recognisable and consistent throughout the site How to link Links should describe the destination and make sense when read out of con
40. ters first you must add the newsletter title to the newsletter admin section of the CMS To do this login to the CMS and navigate to the config section of the website using the menu button at the top of the page as highlighted in red in Figure 21 Once in the web config section click the newsletter admin button as highlighted in green in Figure 21 Page 28 01 11 2011 28 User Manual for Content Management Svstem Go e http www lihnn nhs ukJadmin superuserconfig default aspx B EEE w Re E CMS Web Configuration content management system f T IS gt l l 101 7 l 10 Corin Hennessy SuperUser lt IS your messages website admin archive users website config log out help WEBSITE CONFIGURATION Site Administration Name of Site LIHNN htto www lihnn nhs uk ae CMS Users Group Management Name of Site LIHNN htto www lihnn nhs uk ti Website Users Management LIHNN http www lihnn nhs uki un Statistics Name of Site URL LIHNN http www lihnn nhs uk ue Lihnn Events Admin Name of Site Lihnn Events Admin Lihnn Events Admin ue Lihnn Newsletter Admin Name of Site UB TN Lihnn Newsletter Admin Lihnn Newsletter win A Lihnn Contacts Database het waa on bs aaa anor uses roo dead aso Figure 24 Navigating to newsletter comment admin Adding a newsletter Page 29 01 11 2011 29 User Manua
41. text Therefore it is best to avoid the use of click here or link here for example Links need to be descriptive to adhere with W3C guidelines which support the Disability Discrimination Act For example Author Caroline Hudd Wirral Health Informatics Service Guidelines for Writing Content for Web Sites and Intranets Version 4 0 Page 5 of 6 BAD GOOD To access NHS Choice website click here Visit NHS Choices website Link here to access Januarv board papers Access a copv of Januarv s board papers To view this month s board papers Download this month s board papers Where to link to NHS sites should not normally link directly to commercial sites Commercial sites may contain biased or unbalanced content e g promoting particular products services or companies over others You can deny endorsement through a disclaimer but readers may still believe the link implies some level of approval 6 0 CONSENT AND COPYRIGHT Consent for Photographs When you are taking photographs of people be aware that in certain circumstances you should get them to sign a release form By signing that form the subject agrees that you can use their image In the case of NHS staff if you are taking a shot of a large group of people e g a group award ceremony or a department of staff at work at their desks there s usually no need for release forms But if you are taking a shot of one or two members of staff where they are the focus
42. ts it indents all the text below To undo this simply where you no longer want the bullet points to appear press the enter key to add a new paragraph and then press delete to delete the bullet point automatically put in Adding Images To add an image within the text editor click the image button highlighted in red in figure 9 Please read the information about Guidance on Images Page 13 01 11 2011 13 User Manual for Content Management Svstem F i content management system admin admin SuperUser a BO your messages website admin archive website config Current Level gt Home Women and Childrens 1 Having a Baby Having a Baby A i mini apply cancel v preview Page Parameters Page state Active amp Approved E Sure SO IBA ep EO dA 5 ED 7 ie E E wm oc Ru BE EB a Bai Page on menu yl E i Page owner wih tr conten Insert Edit image F B T 3 il FTA esas zi l Live date 10 09 2000 A Tbe Foma Font rjSge ri Arehivedate 10 09 2013 dm yr i G Je 8 53 Renewdate 10 09 2013 a Created 10 08 2010 12 45 47 Hospital has currently i By wih tr content nhs n undergone major internal ai F Approved Not Approved is Thee P HE 4 By wih tr content nhs n improvements to the building have resulted in Arrowe Park being able to offer one of the best facilities in the UK to 2011 CMS V2 1 3 WHIS Figure 9 Adding an
43. u can change a user s profile by editing the user but it is not possible to change their email address if this needs to be done please contact WHIS Removing a user s profile It is not possible to remove a user s profile If you no longer want them to access the CMS then set the user level to none Resetting Passwords You can reset a user s password by editing the user Users Moderators and Editors Editing your profile Here users can change their password or name but not their email address Page 8 01 11 2011 8 User Manual for Content Management Svstem Adding information to the website Before vou start setting up vour website please refer to the Guidelines for writing Content for the web sites and intranets to help vou make the most of vour website Editors can edit access pages created bv themselves or other editors moderators within their user group When an editor creates a new page or edits an existing one the page needs to be marked as inactive When all the changes have been made the page can then be ticked as active and this will sent it to a superuser or moderator for approval The editor cannot make anv changes until it has either been approved by the superuser or moderator or sent back for changes Moderators can create and edit pages created by themselves or other editors moderators within their group without the need to approve it If an editor creates a new menu all editors moderators within the gro
44. up will have access to create edit content within the new menu Moderators can access edit anv page menu thev wish within the sections thev have access to Ordering of Items on Menu All items on the menu can be re ordered However problems can occur as every item added to the menu initially has their priority set to 0 So sometimes by clicking the up and down arrows it doesn t display as you wish On the newer versions of the CMS system you have the option to re order the menu by inserting a number in the box and pressing the disc re order icon Differences between menus and pages In simple terms you use a menu when there is more than one page within it If there is only going to be one page of information it is better just to use a page When submitting names for menu headings or menu sub sections make them as concise and clear as possible Menu titles should ideally be kept to a maximum length of 3 words This ensures clarity and uniformity for the end user Page 9 01 11 2011 9 User Manual for Content Management Svstem Adding Menus content management system admin admin Superllser A A E A E archive renra mirtrnitie eoii lex out Curren Level add mena add pa B add documen aa MENU ITEM ee Ca EDIT l PREVIEW DELETE Children and young people amp P on Health information a gt e Jabs A Y 5j Keep in touch amp ee Staff and Health Professionals e v re The PCT X
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