We have over 300 sites and 70,000 pages to migrate from Polopoly into EdWeb – our new Drupal-based Content Management System. We are planning to do this over 3 main migration phases starting in March 2015. We recently started communication with our web publishing community to allocate them one of these phases.

The email that went to our leading web publishers is as follows:

Subject: ACTION REQUIRED – Timing of migration from Polopoly to new website content management system

Dear colleague,

We are contacting you as the lead publisher of a website managed using Polopoly.

We have developed a schedule for migrating all websites published using Polopoly to the new University CMS, and need you to confirm some initial details.

ABOUT THE MIGRATION PROCESS
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A proposed schedule has been drawn up to plan the migration of all 300 websites from Polopoly into the new Drupal-based CMS, EdWeb, over the course of 2015.

The migration is an automated process followed by an editorial tidy up which will be undertaken by the University Website Programme.

You will need to be involved at key points in the process, including: attending training, providing a suitable image for a new website banner, signing off the new site prior to switchover.

We’ll send you full details of the process in a comprehensive migration handbook later in October.

YOUR WEBSITE’S MIGRATION
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Your website’s migration phase is dependent on the Polopoly features it uses. As the development of EdWeb continues through 2014-15, so it will be able to cater for the requirements of increasing numbers of websites.

PHASE 3: Your website has been allocated to Phase 3, planned to take place March – April 2015.

or

PHASE 4: Your website has been allocated to Phase 4, planned to take place May – August 2015.

or

PHASE 5: Your website has been allocated to Phase 5, planned to take place August – November 2015.

If there are any business critical reasons preventing you migrating during this period please let us know. If there are specific dates to avoid within the phase we can schedule accordingly.

Once your migration phase is confirmed, we will contact you three months before the start of the phase with a more precise time slot. The duration of this will be up to a few weeks, dependent on the size of your site.

IF YOU MANAGE MORE THAN ONE SITE we also need you to confirm they are all included and grouped correctly.

WHAT YOU NEED TO DO NOW
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1. Check the attached ‘Migration phase overview’ document if you want to see how your allocated migration phase fits into the bigger picture.
2. Check the attached ‘Migration phase detail’ spreadsheet if you are responsible for more than one site. You need to make sure all your sites are logged.
3. Email website.programme@ed.ac.uk by Friday 24 October with confirmation of the plan, or a request for change.

DETAIL YOU NEED TO EMAIL US
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Send your email to website.programme@ed.ac.uk by Friday 24 October.

We suggest you use the following text, which you can copy, paste and amend as appropriate:

MY DETAILS
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NAME:

SCHOOL/UNIT:

WEBSITE(S):

CORRECTIONS
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Your records are incorrect. Please update with these details:

WEBSITE:

URL:

LEAD PUBLISHER NAME:

MIGRATION PHASE FEEDBACK
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I accept the allocated migration phase.

Please avoid these dates within the phase: <dates>

OR

I do not accept the allocated migration phase because <provide reason>

These time periods are workable for me: <propose date ranges>

Thanks very much for your help with this.

If you have any questions about the migration please email: website.programme@ed.ac.uk and a member of the University Website Programme team will get back to you as soon as possible.

Best regards,