Medschool Website Engagement Procedures
- The SoM Office of Communications can provide a list of Duke-approved web design and development vendors. Contact the SoM Office of Communications (andrea.s.martin@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.
- Sample web development RFPs also can be obtained by contacting the SoM Office of Communications. (andrea.s.martin@duke.edu)
- 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. 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.
- Any group or individual embarking on a web development project is asked to inform the SoM Communications Office (Andrea Martin) and DHTS (Karen Bencke) 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.
- 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.
- 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:
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Web Hosting
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Server maintenance and repair
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Application support for Drupal and Sharepoint
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Security
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Basic site provisioning (prep work to provide vendor, set-up basics)
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Release Management (work with third-party vendors on release of new sites on duke.edu domain)
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Specification/Review
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Training for vendors and end users
Third-party web vendors provide the following services:
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Web development/design
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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:
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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.