Medschool Website Engagement Procedures

  1. The SoM Office of Communications can provide a list of Duke-approved web design and development vendors. Please contact the SoM Office of Communications (jill.boy@duke.edu) to obtain the names of web vendors who have been approved by Duke. Note that Duke University OIT Web Services is considered a third-party web development provider and can be used by SoM units.

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  2. Sample web development RFPs also can be obtained by contacting the SoM Office of Communications. (jill.boy@duke.edu)

     
  3. Department/institute/center representatives in the School of Medicine Communicators Network can offer guidance to individuals/units within their departments who have a need for a web presence. Often, the most efficient solution may be for groups/units to create a sub-site or additional pages on their departmental website or incorporate content into dukemedicine.org, the Health System’s site for patients and potential patients - rather than creating a new stand-alone website. List of SoM communications representatives. 

     
  4. Any group or individual embarking on a web development project is asked to inform the SoM Communications Office (Jill Boy) and DHTS (Donald Phillips) PRIOR to signing a contract or beginning any new project. Prior to beginning work with a third-party web development vendor, departments or units should facilitate a meeting between the external vendor, the SoM Communications Office, and DHTS to discuss the web project including applications, and other technical and security policies and requirements. 

     
  5. All SoM units will be responsible for payment to third-party vendors. In accordance with Duke University and Duke Medicine guidelines, all units are urged to obtain bids from 3 Duke-endorsed web vendors for all major web projects. Projects that may exceed $10,000 must be approved by the Dean’s Office prior to the beginning of the project. The contact is Billy Newton, Vice Dean for Finance and Administration, (billy.newton@dm.duke.edu) Duke University School of Medicine.

     
  6. Third-party vendors MUST WORK WITH DHTS to ensure a new website built in Drupal can be hosted at Duke. DHTS should be closely involved in all new SoM web projects to ensure a smooth transition from vendor to Duke once the site is completed. 
     

Roles & Responsibilities 

DHTS will provide the following services:

  • Web Hosting

  • Server maintenance and repair

  • Application support for Drupal and Sharepoint

  • Security

  • Basic site provisioning (prep work to provide vendor, set-up basics)

  • Release Management (work with third-party vendors on release of new sites on duke.edu domain)

  • Specification/Review

  • Training for vendors and end users
     

Third-party web vendors provide the following services:

  • Web development/design

  • Web development updates/repairs (maintenance) NOTE THAT SoM UNITS ARE RESPONSIBLE FOR ONGOING MAINTENANCE AND REPAIR OF THEIR WEBSITES DEVELOPED BY THIRD-PARTY VENDORS. UNITS ARE STRONGLY ENCOURGAGED TO HAVE A MAINTENANCE AGREEMENT WITH THEIR WEB DEVELOPMENT VENDOR FOR ONGOING MAINTENANCE NEEDS.
     

SoM Departments/Units provide the following services:

  • Departments and units are responsible for drafting and updating content on their site, unless that work is contracted out and paid for by the department/unit. 

 

Functional Requirements

Drupal is the CMS of choice at Duke University, and is the hosted CMS offered by DHTS Web Services. So, Drupal 7 should be considered the CMS of choice. Please plan to engage with DHTS Web Services early and often on the process.

  • Integration with Scholars at Duke for faculty profiles.
  • Integration with Duke Events Calendar for events listings.
  • Integration with Duke NetID (Shibboleth) for authentication for the purposes of authoring and user management. Shibboleth is pre-configured and log-ins are available within Duke Medicine’s firewall only.
  • Integration with DukeAlert emergency system
  • This puts a red banner at home page top when the system is activated.
  • Google Analytics
  • Video served from YouTube
  • Ability to create unlimited administrator-defined categories and tag for use with all content and media.
  • Ability to create blogs and microsites within the site, e.g. for an event blog, investigator lab microsite.

Content migration: any bid should include a provision for migrating content from the current sites to the new site.