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The original document editor, HTML Assistant was not capable of handling tables and other Netscape extensions well. As a result, several other tools were evaluated. These included:
Image Editing
At the beginning of the project, three tools were used in combination to manipulate images and produce transparent backgrounds. The most recent version of LView Pro will handle the whole process. However, due to the comfort level of AFRD's graphic artists with Corel Draw, Corel is used for image manipulation and LView Pro is used to produce the transparent background needed for drawings and maps.
Photos are scanned in as a colour bitmap. Corel Draw is then used to export them in the appropriate format for display on the web.
Communications Software
Initially, Trumpet Winsock 2.0 was used for dial in connections. Some problems were encountered on some workstations with conflicts between Trumpet Winsock and Netscape. These problem were alleviated by upgrading to Trumpet Winsock 2.1.
Most of the initial document creation was performed by private contractors. They were provided with a set of standards for document creation, sample documents, and WordPerfect files for each web page. These files were given file numbers to fit into the planned Agdex file numbering scheme. The Communications Division tested the resulting HTML documents for validity and consistency with standards. Depending on the extent of necessary changes, the documents were corrected by the Communications Division or sent back to the contractor for correction.
Several sets of documents were produced on a periodic basis from within AFRD. These included:
Initially, a document template was set up and distributed to the staff member responsible for maintaining the document on a regular basis. This template was to have necessary links already set up so that only the content need be edited for each new document.
This procedure worked well for documents whose content format did not vary significantly from one time period to another. However, for documents which included internal links, tables of varying sizes and other complications, it was necessary to provide editing tools and HTML training to the staff responsible for the document. In addition, propagation of template changes into the copies actually used for editing proved difficult.
Transfer to the Communications Division
Initially, a disk was sent to the Communications Division with the HTML documents. Occasionally the disk was sent via inter office mail, adding additional time to the process. Several different methods were tested in order to streamline the document transfer process. By the end of the Barley project, the use of a shared folder on the AS/400 proved to be the most efficient process.
The documents were then tested, links were added to them from the appropriate table of contents page and they were placed in their proper position in the directory structure by the Communications Division.
Transfer to UNIX Server
Prepared and tested documents were sent from the Communications Division to ITSD for transfer to the UNIX server. The process at the beginning of the Barley project was to:
Link Validation
During the Barley project, link validation was a manual process. It was performed by manual testing and cross referencing of error reports. It was often impossible to locate the source of an error manually. There are currently more than 600 files in AFRD's web site. These files contain 4262 references (links within a document, links to other AFRD documents, and links to external web sites). Since references may occur many times throughout the site (for instance, the reference to the logo graphic at the top of each content page), there are 552 unique URLs referenced in AFRD's site, 165 of which are links to external web servers.
Backup
At the beginning of the project, one working copy and one backup copy of the entire web site was maintained in the Communications Division. In addition, a backup copy was maintained by ITSD. The current procedure is for the Communications Division to maintain a mirror of the web site on the AS/400. This mirror is maintained daily. In addition, a working copy and a backup copy that is updated weekly is maintained in the Communications Division.
By the end of the project, subtle differences among documents were apparent due to the way each page author interpreted the standards. Formatting decisions made toward the end of the project have not yet been applied to all pages.
Training and support of internal staff preparing web documents was necessary. In order for document "look and feel" to remain consistent across the system, it is necessary to monitor all documents as they are prepared.
It is difficult for staff in different work areas who prepare documents to build cross links from their documents to those prepared by others. This task must be done in the Communications Division.
The current standard page layout works well. The signature graphic at the top of each page was very effective in identifying the department as the author of the page.
It was difficult to ensure a common look and feel across documents produced by various contractors and internal authors. Existing standards will need to be updated to reflect the current practice and all new documents checked to ensure they meet standards. Simple formatting changes that do not affect an author's content, are often easier to make in the Communications Division than to return the document to the author for correction.
Using imagemaps for regional agricultural information and adding a search engine would greatly improve the ease of finding and extracting information.
The directory structure (based on the Agdex numbering system) used to store documents worked well for information such as the Barley manual. It was more difficult to determine where to place information on topics such as food processing and generalized engineering information (for instance, parts sources).
The following italicized comments are from the Price Waterhouse Evaluation Report for the project:
There is a need to provide more linkages between information
There were mixed feelings on graphics but generally producers preferred speed over graphics and would like options on whether graphics are displayed. While they generally felt the home page was very professional looking, many thought the repeat of the logo in the centre of the page was not necessary and the space could have been better used.
Some would like to see a list of useful sites provided on the barley site.
Content people feel there is an important role for communications staff to co- ordination presentation style and format of material being put on - should not be just turned over to specialists to do directly.
Combine FBMINet and Internet
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