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UWA Website Project
CMS Recommendation Report
25 May 2007
CMS Upgrade: Risk Analysis and Recommendation
Prepared by:
Sarah Delfante
Library Web Coordinator

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CONTENTS
Executive Summary ……………………………………………………………. 3
Introduction …………………………………………………………………….. 5
Methodology …………………………………………………………………….. 5
Summary of results …………………………………...…………………………... 6
Recommendation …………………………………………………………………. 7
Appendix 1: CMS Functional Requirements …………………………………… 8
Appendix 2: Risk Register ……………………………..………………………… 29
Appendix 3: Risk Treatment Plan…………. …………..………………………… 35
Appendix 4: Issue Register ………………. …………..………………………… 38
Appendix 5: Expected Benefits…………… …………………………………… 42
Appendix 6: Case Study: Department of Justice………………………………… 43
Appendix 7: Case Study: Monash University …………………………………… 45
Appendix 8: Case Study: University of Melbourne……………………………… 46
Appendix 9: CMS Matrix Comparison of CMS Products……………………… 47

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EXECUTIVE SUMMARY
MySource Classic Web Content Management System(CMS) was implemented by the
University in 2002 and is currently used to maintain most official websites.
The current CMS is now an aging system and a number of reports and reviews have identified
issues with MySource Classic. Replacing the CMS is a significant and necessary step towards
resolving other web-related issues.
The University Library has 18 months experience with a newer version of the same product
MySource Matrix (http://matrix.squiz.net/). The Library Website Coordinator was seconded to
the UWA website project to undertake a CMS evaluation to
 gauge the University’s CMS requirements based on existing reports and further consultation
with critical stakeholders;
 measure the University’s requirements against vendor responses and the Library’s
experience;
 identify risks and opportunities through three case studies of CMS implementations;
 compare MySource Matrix against prominent CMS products from other vendors;
 complete a risk and issue analysis of the upgrade path; and
 recommend whether the Matrix upgrade path is an appropriate solution for the University.
The outcome from the evaluation process is
 all of the University’s mandatory requirements are met by MySource Matrix;
 all risks associated with the upgrade as minor or low; and
 a number of significant benefits will flow from an upgrade to MySource Matrix.
On the balance of the evidence available, it is recommended that the University plan to upgrade
its current CMS to MySource Matrix.

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INTRODUCTION
This recommendation report summarises a risk analysis undertaken to evaluate upgrading the
university CMS to MySource Matrix without performing a full evaluation of CMS products in
the broader market.
ISSUE TO RESOLVE
The MySource Classic Web Content Management System (CMS) employed by the University
to publish most official websites was implemented in 2002.
The Information Management Review project undertaken by Information Technology Services
in 2006 recommended that, given the importance of the website as one of the University’s main
marketing assets, the CMS should be regarded as a critical application.
The issues and risks associated with the current CMS solution (as identified in the UWA CMS
Review) revolve around the following shortcomings:
 Usability
 System to system integration
 Transactional functionality
 Accessibility
 Versioning
 Scalability
The following broad factors are considerations in resolving the current shortcomings and
arriving at a CMS solution that will support the delivery of a website which aligns with the
objective of the web site project to meet or exceed national and international exemplars and
standards, and to meet or exceed the expectations of users:
 Platform agnostic
 Robust versioning
 Tools to streamline content quality assurance
o XHTML compliant output
o W3C compliant pages
o Link validation
o Metadata enforcement
o Automated content review cycles
 Highly usable
 Highly scalable
 Not necessarily a content delivery platform
 Extensible
 Flexibility of workflow
 Flexible deployment of content
 Compatible with UWA portal i itiative
n
 Exit path
The options considered regarding the University’s current CMS were:

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1. Retain and undertake development of the current CMS
2. Go to market for a replacement CMS
3. Evaluate possible CMS upgrade path
It was acknowledged that the time taken to replace the CMS could be compressed by upgrading
to a new version of the current CMS, although it was identified that an analysis of fitness for
purpose and the risks involved needed to be adequately assessed before making a decision.
The University is currently using MySource Classic version 2.8.6 developed by Squiz.net.A
number of other CMS solutions are in use around the University. The University Library
undertook a requirements gathering and a ‘Request For Proposal’ process before implementing
a more recent version of the Squiz.net product, MySource Matrix version 3.10 in January 2006.
Given the Library’s experiencewith MySource Matrix, the Library Web Coordinator was
seconded to the UWA website project to:
 gauge the University’s CMS requirements based on existing reports and further
consultation with Information Technology Services;
 measure the University’s requirements against the Library’s experience;
 undertake a risk analysis of the upgrade path;
 recommend whether the upgrade path is an appropriate solution for the University as a
whole.
The results of this exercise are detailed below in this recommendation report.
METHODOLOGY
The methodology employed to evaluate the suitability of an upgrade path emphasizes existing
knowledge and experience and includes the following approaches and phases.
CMS Functional Requirements
A comprehensive set of functional requirements for a replacement CMS were developed based
on requirements developed by the University Library and additional requirements identified in
the Web@UWA Review (2005) and UWA CMS Review (2007). Additional consultation was
undertaken with critical stakeholders and an invitation for comment was sent to the University
web-authors mailing list.
Vendor responses and the Library’s experiencewere used to measure the performance of
MySource Matrix against the functional requirements.
Risk and Issue Registers and Treatment plans
A Risk Analysis was undertaken in line with the University’s Risk Management process which
is closely aligned to the relevant national risk assessment standard AS/NZS 4360.
The following steps were performed:
 Step 1 – Establish the context - Understand the Business and Clarify Objectives
 Step 2 - Identify Risks (via a Risk Register and Treatment Plan)
 Step 3 – Assess Risks (via a Risk Register and Treatment Plan)
In order to ensure a structured and consistent rating of risks and to ensure risk relativity across the
organisation, the University Risk Matrix was be used to assess consequence, likelihood and
calculate risk rating.

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Case Studies
Three institutions with CMS implementations were selected for the purposes of identifying
additional risks, requirements and opportunities. Two universities and one state government
department were selected. One using MySource Matrix, two using another CMS, one of which
is using the same portal technology recently selected for the UWA portal. The institutions
selected were University of Melbourne, Monash University and the Department of Justice.
Feature Comparison of CMS Products
The decision not to go directly to market for a replacement CMS introduced a risk that other
systems that might meet or exceed our requirements would be excluded fromevaluation. In
order to highlight additional requirements, a feature comparison of some leading CMS products
was conducted via the comparison tool at CMSMatrix.org. CMS products compared were
MySource Matrix, Drupal, Interwoven Teamsite, and RedDot CMS.
Expected Benefits
Brief statements of expected benefits accruing from an upgrade to MySource Matrix were
compiled into a list.
SUMMARY OF RESULTS
CMS Functional Requirements
Functional requirements for a University CMS were compiled from:
 The Library’s CMS functional requirements (adapted for University-wide solution)
 Web@UWA Review
 UWA CMS Review
 Information Management Review
 Liaison with ITS
 Liaison with Schools currently outside the CMS
From Squiz.Net’s response, the experience of the University Library and that reported by the
University of Melbourne (Appendix 8), it was determined that all mandatory functional
requirements were met by MySource Matrix. (Appendix 1)
Risk and Issue Registers and Treatment plans
A risk analysis was performed in-line with the University’s Risk Management process which
produced a Risk Register and Risk Treatment Plan. Additionally an Issue Register was started
and expected benefits documented.
Feedback into the risk analysis was sought from Safety and Health (Stuart Spouse), ITS (Peter
Morgan, Paul Blain, Roger Hicks), those with technical expertise and experience with the
current CMS (Dan Petty, Mark Tearle) and Faculty representatives (Di Arnott, Narelle Molloy,
Heather Merritt, Jason Pascoe).
Risks identified concerned
 Governance
 Scalability
 Security
 Custom functionality
 Extensibility

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 Integration with other systems
 Complexity
 Infrastructure
 Short time-frame of project
 Product support and development
 Usability
It was established that all identified risks with upgrading to MySource Matrix had existing
controls or treatment options, and that all identified risks were assessed as minor or low.
(Appendices 2, 3, & 4)
The risk and issue registers and treatment plans are intended to be live documents that would
evolve as an implementation was planned and as each risk and issue was addressed.
Case Studies and Feature Comparison of CMS Products
The decision not to go directly to market for a replacement CMS introduced a risk that other
systems that might meet or exceed our requirements would be excluded fromevaluation.
For example, Gartner Research lists Interwoven TeamSite in the leading quadrant of Enterprise
CMS solutions. References were sought from the Department of Justice (Appendix 6) and
Monash University (Appendix 7), both of whom use Interwoven TeamSite as their CMS.
Screenshots and live demonstrations of the Interwoven TeamSite editing interface revealed it to
be significantly more complex to use than front-end, in-context editing in MySource Matrix.
This may have been a factor in the relatively small number of staff trained to use the product at
each site examined relative to the 2,000 staffusing the current version of MySource Classic at
UWA.
However the Interwoven MetaTagger product used at both the Department of Justice and
Monash University was of particular interest. MetaTagger can be trained to classify documents
according to agreed schemas, thereafter automatically classifying documents with a high degree
of accuracy. MetaTagger would significantly reduce the work entailed in classifying web
information and would very likely improve the quality of classification. Local vendors have
confirmed that MetaTagger is available as a standalone product with an interface that should
allow integration with a range of enterprise applications including MySource Matrix.
A comparison was conducted by CMSMatrix ( ttp://www.cmsmatrix.org) between MySource
h
Matrix, Interwoven TeamSite, Drupal and RedDot CMS.
The case studies and CMSMatrix comparison did not uncover any functionality missing
from MySource Matrix that would be desirable. Although the University should
investigate the feasibility of integrating a standalone classification tool such as
MetaTagger with the CMS.
Expected Benefits
A number of benefits (Appendix 5) may or will accrue from the University’s upgrade to
MySource Matrix. Generally these benefits fall into two categories: benefits derived from
upgrading from an older to new version of a related product and benefits ofMySource Matrix
versus other CMS products including MySource Classic.
Simplification of site migration through the vendor’s experience in supporting this upgrade
path, reduction in retraining through familiarity of some aspects of the user interface and

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processes and reduction in time and cost to migrate custom functionality in Classic to Matrix
through common elements of the architectures are some significant benefits flowing from an
upgrade to Matrix.
Reduced cost through open source licensing, utilisation of existing infrastructure and
architecture, access to comprehensive CMS feature set and better support for legislative
requirements.
RECOMMENDATION
Based on the
 vendor response to the Univers ity’s functional requirements
 risk analysis performed
 issues and benefits identified
 references from other intuitions and government departments
 CMS Matrix comparison of CMS products
it was determined that:
 all mandatory functional requirements were met by MySource Matrix
 all identified risks with upgrading to MySource Matrix were assessed as minor or low
 a comparison of CMS products did not uncover any functionality missing from
MySource Matrix that would be desirable
Based on the evaluation of MySource Matrix against the University’s requirements and the risk
analysis of the upgrade path performed it is recommended that the University upgrade to
MySource Matrix.

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APPENDIX ONE: CMS FUNCTIONAL REQUIREMENTS
http://teams.admin.uwa.edu.au/sites/projectserver_114/Identification/Architecture/CMS%20Functional%20Requirements%20(Squiz).doc
Item Description Technical issues Criticality Code Respondent’s comments
General
1. The solution must fully support the W3C Web Is this facilitated Mandatory Y/FC MySource Matrix may be used to publish sites that conform to W3C Web Content
Accessibility Initiative (WAI) for compliance through HTML Tidy Accessibility guidelines.
with disability access to online information. or are there - Prompts authors to add additional info for accessibility req. (e.g. ALT tags)
additional
mechanisms? - Allows authors to publish alternate versions of material (PDF, Flash)
- Automatically corrects invalid tags (HTML Tidy)
The admin interface of Matrix is itself not web accessible however it is possible to create
templates that allow web accessible updating of content through the front-end ‘Simple Edit’
interface.
2. Built using open standards with a license that Please describe. Mandatory Y/FC The software is free and has no licensing fees. Clients have full access to the source code
allows UWA staff to make modifications. which is open and available for modification by you. Matrix is an open source product which
operates well on an open source platform (Apache, Linux and PHP) and uses other open
source software to offer additional functionality.
3. There should be a clear exit path from the Please provide Mandatory Y/FC MySource Version 4 is an entirely SOAP orientated architecture and there will be an upgrade
CMS where content can be exported in a detail on the way in path between versions 3 and 4.
variety of flexible formats (e.g. XML). which content can Some assets include XML interfaces, however these need to be built with the asset when it is
be exported from created.
the CMS.
Matrix is an open source product and the API to the system is available, allowing you to
write a script to perform a complete export of content in whatever format is preferred. Squiz
can provide a script to export content in an agreed format if required.
Squiz provide a script that allows you to export the entire contents of your MySource Matrix
repository and move it to external storage. Content may also be sent to other backup media
such as tape.
Content is exported either as a dump file (tar.gz), in a proprietary XML format (which can
then be imported) or in a custom format as defined by an asset listing. The asset listing
allows you to print all information about an asset in whatever format you define using
MySource Matrix keywords.
Content can be exported from Matrix in XHTML format, for use in third party document
management systems (TRIM).
4. A pricing model where a flat fee for unlimited Highly Y/FC The software is free and has no licensing fees.
end-user licenses can be issued. desirable
Interface

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5. Separate layers for managing content, Mandatory Y/FC Design templates.
presentation and site structure must exist in
the CMS.
6. Navigational functions in the CMS must be Mandatory Y/FC Navigation is provided via an intuitive asset map which looks like Windows Explorer.
presented consistently and be understandable
by the novice user.
Content Creation
7. Easy and intuitive WYSIWYG interface where Mandatory Y/FC Includes WYSIWYG editor. System does not require programming skills to operate.
content may be edited with no prior
knowledge of HTML and minimal training.
8. The content creation/editing interface should Mandatory Y/FC Windows: IE 6+ and Mozilla 1+.
be accessed through a standard web browser Mac: Safari 2+ and Mozilla 1+.
and not require a separate dedicated client or
software application. The requirement of Camino also supported for Windows, Mac and Linux.
browser plug-ins is acceptable. Requires Java JRE 1.4 or above.
9. The content creation/editing tool should be Mandatory Y/FC Matrix includes the provision of a filtered functionality view. Administrators can restrict the
configurable in its functionality and amount of functionality a content author can see so they only need to learn the elements
appearance with the ability for system that are relevant tot heir job.
administrators to “lock” certain formatting
options to preserve an institution-wide “look
and feel”.
10. Standard authoring features such as spell Mandatory Y/FC The editor supports spell checking, search and replace, copy and paste and table editing.
checking, search and replace, undo and redo
and clipboard with cut, copy and paste
functionalities should all be supported.
11. Authors need to be able to preview and test Mandatory Y/FC MySource Matrix allows an author to preview a page as it will appear in the published site by
content prior to live delivery as they would selecting the ‘Preview’ function for the given asset.
appear in their published state. This should be
either supported from within the tool or in a
target web browser.
12. Supports creation and deployment of Please describe. Highly P/ALT Matrix can interface with other development environments but the creation and serving
JavaScript, ASP .NET, J2EE, Perl, Python, PHP, desirable would not occur within Matrix.
SSI, C and cgi scripts. Functionality can be added to Matrix through the use of modules (also known as custom
assets) which are applications written in PHP. PHP is capable of calling information from
many other application types, such as applications written in Java or scripts called from
system calls.
http://www.php.com
A COM interface on a dedicated Windows server could be developed to provide .NET
integration.
Additionally the Remote Content tool could be used.

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13. Ability to import files, such as HTML, XML, Please describe. Highly Y/FC Clients may choose to add a third party application such as the XML module from Open
JavaScript and CSS, created in external desirable Office to automatically transform standard office documents into XML before being stored in
authoring tools. the CMS. Squiz is happy to provide a quote to implement a suitable third party (open source)
tool for transforming specific document types to XML as required by the client (~$20,000).
MySource Matrix provides the ‘Structured File Importer’ allowing you to import MS Word
documents into Matrix and create a structured tree of pages. The tool converts the file to
HTML, creating a new page for each heading it finds.
Bulk upload files from either your PC or the server using the Bulk File Import tool.
14. Supports an API or similar to assist with bulk Are there any plans Highly Y/FC As above.
importing and exporting of files. for WebDAV desirable MySource Matrix provides the ‘Structured File Importer’ allowing you to import MS Word
support to assist documents into Matrix and create a structured tree of pages. The tool converts the file to
with bulk importing HTML, creating a new page for each heading it finds.
of files?
Bulk upload files from either your PC or the server using the Bulk File Import tool.
Squiz are currently monitoring the WebDAV standards as they evolve and have created a
prototype interface. It is estimated the full WebDAV interface development will be available
for approximately $30,000.
Templates and Presentation
15. Must support separation of content and Mandatory Y/FC MySource Matrix separates content from presentation through the use of “design” templates,
presentation via templates. which are used to define the layout of pages.
16. Ability to centralise control of site design Mandatory Y/FC
elements.
17. Template creation should not require Is there any way to Highly Y/FC Design templates must have some Matrix specific tags added tot hem before being loaded to
advanced programming skills. create templates desirable the CMS in order to allow the CMS to interact with the design. These tags and their use are
other than using documented and available for free download from the MySource Matrix website.
the Matrix specific
XML tags?
18. The CMS should be able to handle multiple, Is this done Highly Y/FC Matrix allows you to create an unlimited number of designs. Multi-level nesting is achieved
multi-level nested templates. through design desirable via design customisations.
customisations?
19. Presentation is to be applied to the content Mandatory Y/FC You can specify a CSS part of the design which controls the look and feel of your content.
through the use of stylesheets.
Metadata
20. Metadata collection must be automated so Mandatory Y/FC Matrix allows metadata to be enforceable where pages with incomplete metadata will not be
that appropriate metadata, depending on the allowed to go live.
type of object, is mandatory and captured at
input.
21. Metadata collection, storage and output must More info required Mandatory Y/FC Squiz suggested implementation of a classification system:
be able to be implemented inline with current on automatically Let's say you have a product website. One section of your site is a list of Cameras. A sub-
UWA requirements (based upon Dublin Core implementing section is for Digital Cameras only.
You would tag the Cameras section with the word quot;Camerasquot; and give it a weighting of quot;1quot;.

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metadata standards). classification You would then tag your Digital Cameras sub-category with the phrase quot;Digital Camerasquot;
system – potential and give it a weighting of quot;2quot;.
use of Interwoven When a product is added under the Cameras category, it would get the quot;Camerasquot; tag with
Meta Tagger or weighting quot;1quot;. If you added it under Digital Cameras, it would get the tag quot;Camerasquot; with
similar product in weighting quot;1quot; and quot;Digital Camerasquot; with weighting quot;2quot;. This tells Matrix that while this
conjunction with content is about Cameras, it is more about Digital Cameras. Matrix can use this information
Matrix. to find related content more easily.
Setting this tag structure allows for the information architecture to define the metadata, not
the content.
To make it easier, you can choose to structure your thesaurus in the same way to make it
easier for your staff to tag content correctly and for Matrix to find related content by
following word relationships in the thesaurus.
If this functionality is inadequate, Squiz would need to work with UWA to create a detailed
work specification and quote. Squiz can provide this specification for a fixed price of $5,000
+ GST
We are not aware of any clients using a third party metadata tool.
22. Ability to support the input of metadata Please describe. Highly Y/FC Lexicon Thesaurus tool.
selected from manageable, controlled desirable
vocabularies.
Workflow
23. All content must be able to go through a task- Mandatory Y/FC Features comprehensive, customisable workflow functionality.
based workflow process which includes sign-
off / approval before being published to
production.
24. There will be a management tool for Mandatory Y/FC Features comprehensive, customisable workflow functionality.
customising and managing workflow to
capture existing work processes.
25. Ability to define roles for each stage of the Mandatory Y/FC You can grant permissions to roles and include them in steps within a workflow schema.
workflow process and assign them to Users assigned to roles are not fixed – you can define which users or user groups are
users/groups. assigned to a role for individual assets.
26. Ability for administrators to override the Mandatory Y/FC Matrix allows an administrator to override a workflow if required by temporarily removing the
workflow process. workflow and directly publishing the asset. Alternatively the administrator could add
themselves to the appropriate user, group or role in order to approve and publish.
27. Must support workflow tracking and reporting Mandatory Y/FC The workflow details screen provides information about the status of a workflow, shows the
with the ability to annotate comments upon approvals and comments made o date and allows the authoriser to either approve or reject
actioning a workflow stage. the work. This view may be made available both through the admin and simple edit
interfaces.
28. Workflow processes should issue notifications Can email Highly Y/FC Email notifications are created as both text and HTML versions, and therefore are compatible
to users. Notifications should take place via notification include desirable with most standard operating environments.
email and use a standard SMTP protocol. comments?
Workflow notification cannot include comments – a trigger would have to be setup to do
this.
29. The workflow interface should integrate with Highly Y/FC MySource Matrix allows an author to preview a page as it will appear in the published site by

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the preview function so that approvers can desirable selecting the ‘Preview’ function for the given asset.
review an item as if live.
30. Permits automatic expiration / review of Please describe. Highly Y/FC MySource Matrix allows you to specify a duration for the approval period for each step in a
content based on a variety of criteria, desirable workflow. If the approvals have not been completed by this period after the workflow has
including date. commenced, an email notification is sent to the administrator.
31.  Supports content expiration / review Highly Y/FC Upon up-for-review an email is sent to the users defined in the first step of the workflow for
notification to content creators. desirable that asset.
32.  Supports both manual initiation Highly Y/FC Manual initiation and automatic initial – via Future status – available.
(edit/approve/make live) and desirable
Also Matrix workflow schemas are roles based and therefore designed to allow you to define
automatic initiation (expiry/up-for- workflows according to your business rules such that proxy workflow approvals are
review/archiving) of workflow. automatically invoked.
33. Support for nested workflows. Please describe. Highly [No response offered by vendor]
desirable
Versioning & Rollback
34. Must support locking of assets when in use, Mandatory Y/FC Provides asset locking before editing.
such as the check in / check out method.
35. Must support robust versioning where versions Please describe. Mandatory Y/FC The administrator has the ability to manually change the major version number of the site.
of content are stored upon publishing. This change can be cascaded down to all pages in a site.
Versioning should be able to be implemented
automatically and manually (user-specified).
36. Must support version reporting with Highly P/ALT Features transparent versioning including who made which change when.
annotations of content changes for each desirable Workflow comments can be viewed at and stage (don’t have to be in rollback view) to see
version. what change was made when.
37. Capability to view the history of a content item Highly Y/FC Appropriately authorised users may view the history of the system, or asset, or group of
and its various versions, as well as version desirable assets (sites) and rollback to view information from a specific point of time in the past.
control over the site or sub-sites. In rollback view you see the entire system at the point in time you roll back too.
38. Past versions of pages can be retrieved from Please describe. Mandatory Y/FC Individual pieces of old content may be copied and used to replace current content versions.
the CMS (rollbacks). Old versions of content can be restored using one of two strategies:
- restore from backup
- copy and paste content from roll-back view over the current content version
39. Capability to deploy an archived (historical) Any other method? Desirable P/ALT Clients may use the open source website copier product HTTrack to copy a website and host
version of the entire site or sub sites. on a website or save to CD-ROM, tape etc.
40. Capability to automatically capture web-based Desirable Y/FC Squiz provide a script that allows you to export the entire contents of your MySource Matrix
records and export them as records for repository and move it to external storage. Squiz recommends that archived content is
management within an external records retained in the system until records management policies deem it appropriate for the files to
management system be moved. Administrators may purge content older than a nominated date. Content that has
been purged from the system will not be available in roll back mode. Content may also be
sent to other backup media such as tape. User intervention does not have to be required as
the system can be entirely managed with Cron scripts.

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Content is exported either as a dump file (tar.gz), in a proprietary XML format (which can
then be imported) or in a custom format as defined by an asset listing. The asset listing
allows you to print all information about an asset in whatever format you define using
MySource Matrix keywords.
Content can be exported from Matrix in XHTML format, for use in third party document
management systems (TRIM).
41. Ability to display differences between versions Functionality was Mandatory Y/WM Matrix allows you to visually compare the Safe Edit version of pages to the current Live
of a page. not available in 3.6 version by highlighting the differences in content – version 3.12 only.
(3.12)
of the release –
has it since been
included or are
there any future
plans for
incorporating it in a
general release?
Content Delivery & Deployment
Content Delivery & Re-use
42. Output from the CMS must comply with Specifically Mandatory Y/FC Matrix supports HTML 4.01 or XHTML 1.0 and W3C’s Web Accessibility Initiative Web
current UWA Web guidelines. accessibility and Content Accessibility Guidelines priorities 1, 2 and 3.
metadata. Compliance with the web guidelines beyond the capacity to publish valid X/HTML and meet
WCAG 1/2 Priorities is a product of how designs and content are implemented in the CMS
rather than the CMS itself.
43. The CMS should produce XHTML compliant Please confirm. Mandatory Y/FC Matrix supports HTML 4.01 or XHTML 1.0. Content created in the WYSIWYG editor is filtered
output. through the open source tool HTML Tidy to ensure it forms valid HTML or XHTML.
44. A solution that decouples content from Please describe. Mandatory Y/FC Matrix allows users to define their experience by choosing between multiple designs when
presentation, enabling an item of content to visiting your site i.e.
be delivered via a wide range of presentation - HTML/XHTML page using standard website design
media and devices and into a variety of
formats. - printer friendly format
- low bandwidth version
- text-only version
- PDA suitable format
45. Ability to re-use single instances of content in Please describe. Highly Y/FC Each asset is a separate entity that may be easily re-used in many different places by
multiple locations/sites in the CMS to avoid the desirable creating a link to the original data source rather than duplicating it. When content is
duplication of information. presented on multiple pages/sites, it inherits the destination page/sites design and style
sheet applicable to each location.
46. Ability to automatically provide and generate Desirable Y/FC Matrix allows users to define their experience by choosing between multiple designs when
printer-friendly versions of pages. visiting your site i.e. printer friendly format.
47. Ability to provide both static and on-demand Mandatory P/ALT Matrix uses a dynamic publishing model rather than publishing content to a separate server
generation of content. for deployment.

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Third party tool HTTrack (open source) can be used to create a separate, static version of
the Matrix site.
48. The CMS should provide the option to not be Highly P/ALT Matrix uses a dynamic publishing model rather than publishing content to a separate server
the delivery platform (CMS unavailability would desirable for deployment.
not affect the live website). Third party tool HTTrack (open source) can be used to create a separate, static version of
the Matrix site.
49. Ability to dynamically produce and Mandatory Y/FC Implemented via design templates.
automatically update site navigation on output
based on site structure.
50. Ability to provide dynamic site map Desirable Y/FC Site Map page template allows you to create a self generating site map that updates as the
generation. site structure updates.
51. Ability to provide search engine functionality Mandatory Y/FC MySource Matrix may be extended with a powerful search engine module. Indexing includes
that searches HTML and XML pages, Microsoft Word/PDF documents as well as native HTML pages including metadata. The module is free
Office documents and Portable Document to government, educational and not-for-profit organisations.
Format (PDF) files. Search manual provided.
Deployment
52. The CMS supports secure deployment or Please describe. Mandatory P/ALT Matrix uses a dynamic publishing model rather than publishing content to a separate server
publishing. for deployment.
Matrix does allow you to secure different areas of your site independently. You can set areas
to be publicly accessible, others to require authentication and even set certain areas of your
site to require SSL authentication.
At the MySource Matrix level, the access control mechanisms of the underlying operating
system are utilised to ensure that only the webserver user has write access to the public
data directory (which is needed for storing uploaded files and cached content) and write
access is denied to the PHP source code. The access control mechanisms of the database
restrict access to the MySource Matrix and the HIPO Server processes.
Additionally, it is important to ensure physical access to your web server is restricted, and
the user accounts are strictly controlled.
External access to your server hosting the CMS should also be protected through a perimeter
firewall, a firewall on the CMS server itself, and through the configuration of Apache
directives, and the use of SSL.
Finally, your server could be configured so that the Apache web server is the only process
listening to the network externally.
53. The CMS supports deployment to test and Please describe. Mandatory P/ALT As Matrix is open source it can be installed on as many servers as necessary and testing can
production servers. be performed of new versions before upgrading the production environment.
In terms of content, Matrix allows you to host your live site and your test environment within
a single system. You can create a test site with a test URL, and link the existing assets in
whatever hierarchy you like.
54. The CMS must be capable of publishing Please describe. Highly Y/FC There is no duplication - Each asset is a separate entity that may be easily re-used in many
content to multiple sites, or multiple locations desirable different places by creating a link to the original data source rather than duplicating it. When
on the same site, with presentation depending content is presented on multiple pages/sites, it inherits the destination page/sites design and

16. Page 16 of 47
on the target site. style sheet applicable to each location.
55. The CMS supports scheduled deployment of Please describe. Desirable Y/FC Future status functionality.
content.
User Authentication & Management
Authentication
56. Accessing CMS management and authoring Mandatory Y/FC
functions will require authorised users and
groups to authenticate.
57. Supports and integrates with Directory Please describe. Mandatory Y/FC Matrix can be configured to interface to an LDAP directory for user and role information via
Services for user authentication, such as the LDAP bridge.
Active Directory / LDAP.
58. All password related transactions must be via Please describe. Mandatory Y/FC SSL is used for authentication and session security is handled through PHP sessions/cookies.
a secure encrypted channel, such as SSL. A login key is used for authentication to stop stolen requests or cookies. Client side PKI
There must be no plain text password certificate authentication requires appropriate configuration of Apache.
communications.
59. Ability to integrate with an enterprise-wide Please describe. Mandatory Y/FC MySource Matrix is an open source system to which the full API is available. Integration with
single sign-on user authentication solution via other systems tends to be easier because the source code is open and based on open
the use of a plug-in or provision of an API. standards (e.g. PEAR)
60. Login should be simple and straight-forward, Mandatory Y/FC Login is only required once per browser window session.
and kept to a minimum.
61. The interface should clearly identify who has Mandatory Y/FC Displayed in the top left corner of the browser window.
logged in.
User Management
62. Supports tiered users i.e. super-users / site Please describe. Mandatory Y/FC Allows you define the functions available to each user, and the assets to which they have
administrators / site developers / site access.
contributors. Matrix has the following types of user, each of which has varying access levels:
- Normal user
- Backend user
- Administrator
- Root User
63. Ability to use existing Directory Services Please describe. Mandatory Y/FC MySource Matrix supports authentication from LDAP or Active directory and single sign on
groups or roles and apply them in the CMS. using Kerberos authentication.
64. Supports multiple groups. Please describe. Mandatory Y/FC
65. Supports roles-based permissions with the Please describe. Mandatory Y/FC Roles are a specialised form of user group – you can grant permissions for roles and include
ability to assign users and groups to particular them in steps within a workflow schema. However, unlike user groups, the users who are
roles. assigned to roles are not fixed. Rather you can define which users and user groups are
assigned to a role for individual assets.

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66. Ability to add, modify, and delete directories Please describe. Mandatory Y/FC Allows you define the functions available to each user, and the assets to which they have
and files based on user/ group/role access.
permissions.
67. Ability to cascade / inherit permissions at Mandatory Y/FC Matrix gives you the option of cascading privileges to all assets beneath a specified page in
specified tree levels rather than only site or the hierarchy.
page level.
68. Users and permissions must be easy to Mandatory Y/FC System administrators can create and manage user accounts via an intuitive point-and-click
administer for super-users and site interface.
administrators.
69. Supports an unlimited number of content What is this Mandatory Y/FC No system limitations on the number of content contributors. For optimum performance you
contributors. dependant on? will require adequate hardware.
Memory?
70. Has no restrictions on the number of What is this Mandatory Y/FC No system limitations on the number of concurrent users. For optimum performance you will
concurrent users of the CMS i.e. the number dependant on? required adequate hardware.
of users logged in at one time. Memory?
Reporting & Review Tools
71. All activity in the CMS should be automatically Please describe. Mandatory Y/FC Comprehensive audit logs are generated for every change to every asset in the system log:
logged including unauthorised attempts to - permission changes
access the CMS/database.
- attribute changes
- links created
- assets created
- status changes
- schema changes
- login/logout
- workflow changes
72. There should be tools that validate the Please describe Mandatory P/ALT Metadata entry can be enforced, defaults specified and controlled vocabularies (select fields,
metadata stored with resource. options for thesaurus) used to ensure correct metadata entry.
validating
metadata.
73. Tools for analysis of the CMS logs should be Please describe. Mandatory Y/FC Error message generated by the system are recorded. You can configure if errors are logged,
included in the CMS management the level of logging including whether to include the file line and number, and a stack trace.
/administration and reporting should be
provided including error and exception
reporting.
74. The CMS should issue appropriate alerts What options are Mandatory Y/FC The system can be configured to automatically email an administrator when certain errors
whenever exception conditions occur so that there for issuing are encountered.
prompt action may be taken to resolve the alerts – Email? MySource Matrix uses standard email to deliver alerts. You could use a third-party email-to-
condition. SMS? SMS gateway to deliver those messages via SMS. Squiz monitor our servers using SNMP

18. Page 18 of 47
monitoring (outside MySource Matrix).
75. There should be reporting on when content is Please describe. Mandatory Y/FC Logs are generated for all status changes.
published to production, either manually or
dynamically as part of a scheduled deploy.
76. There should be review tools that can check Highly Y/FC Links report.
internal and external links. These tools should desirable Version 3.14 of Matrix will have the ability to display Links Reports on the front-end and
provide reporting that also identifies schedule them to be regenerated.
permanent redirects and problem resources. It
should be possible to conduct such checking Currently Links reports don’t identify the text of the broken link i.e. the text within the <a
on a specified section of the site and reports href> tag. An enhancement request (via bug tracker) is required.
should be exportable in HTML format.
77. Online link management should provide an Please describe. Mandatory Y/FC If a page or site is moved within MySource Matrix, any links to that asset on other pages are
option to automatically update links upon updated automatically and instantly. Attempts to remove an asset or group of assets will
moving a file or provide alerts regarding alert the use to potential link problems (e.g. broken links) and allow the user to take
broken links as a result of a deleted document. remedial action.
78. Tools for the analysis and management of web Highly P/ALT AWStats (open source)
server logs should be included in the CMS desirable Webalizer (open source)
management/administration for producing
statistical reports on web usage. Reporting WebTrends (commercial)
should provide comprehensive statistical Neither AW Stats or Webalizer map user pathways through the site.
analysis of usage to at least the depth of
popular web server log analysis tools. It
should also be able to map and display user
pathways through the content.
79. The CMS should contain an asset reporting Please identify all Mandatory Y/FC
providing comprehensive information on the information
assets stored in the CMS and operations on provided per asset.
them, including:
80.  Date resource was created and last Please describe Mandatory Y/FC System log reports on asset created, workflow and status changes.
updated.
81.  Activity by user and group access Please describe Mandatory Y/FC
levels.
82.  Expired resources and resources Highly Y/FC Up For Review status indicates the Live version of an asset is due for review. If workflow is
nearing expiry. desirable applied to the asset, each of the users in the first step of workflow receive a message
notifying them it is time to review the asset.
83.  Orphan resources. Highly P/ALT Matrix does not allow pages to become orphaned, since pages can only be created beneath a
desirable site or page.
To identify pages that have no NOTICE links to them you could perform a DB query.
84. Review tools that streamline quality assurance Is this done by Desirable Y/FC Automatically corrects invalid tags via HTML Tidy.
processes by validating the page output HTML Tidy? Any
against technical standards. other mechanisms?

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85. Review tools that identify similar pages (i.e. Desirable P/ALT The only way to achieve this would be to setup metadata search pages i.e. keywords. The
via metadata) and reporting that provides a results would list all pages with the same unique keyword.
list of these pages which may be duplicates or
partial duplicates of each other.
Help Facilities, Error Messages and Documentation for Administrators
Help Facilities & Error Messages
86. Availability of context-sensitive help messages Please describe. Highly Y Contextual online help is available from within Matrix and the WYSIWYG editor, and tool tips
using language understandable by the novice desirable are displayed. This is augmented by user documentation available online, written clearly in
user. simple language and which includes workshops to help authors through the process of
creating content.
87. Availability for all system failures to generate Please describe. Highly Y Matrix employs many strategies to reduce the need for error messages to be generated at
context-sensitive error messages using desirable all, including sensible messages explaining the consequences of certain actions and the
language understandable by the novice user. removal of functionality for users not trained in their operation. In the event these strategies
fail, errors are recorded in a log file and also in the internal messaging system. The system
can be configured to automatically email an administrator when certain errors are
encountered.
88. Ability to locally customise help and error Highly P/MAJ A custom translation for all error messages could be written and the translation system to
messages to express desired remediation and desirable install them. This would require a fair amount of work, but it is possible.
suggestions appropriate for separate user
interfaces. This requirement can vary depend on the amount of error messages etc and estimate this
would take around 2 weeks (10 days @ $1,200 + GST per day of people time)
89. Ability to provide hyperlinks on any page to Please describe. Desirable P/ALT There is no help within the MySource Matrix system.
online help and references. Online help consists mainly of large PDF manuals that could be linked to, but would not be
very efficient in locating specific information.
Links could be provided to useful threads/posts in the user forum.
Documentation for Administrators
90. Availability of comprehensive electronic Please describe for Mandatory Y/FC As below
documentation, with permission to excerpt and all and/or link to
adapt this documentation for institutional use, where appropriate.
including:
91.  functional descriptions of major Please describe. Mandatory Y/FC System Administrator manual:
components (e.g. interface http://matrix.squiz.net/__data/assets/file/0016/11770/SysAdminManual_3.10.0b.pdf
configuration and navigation,
workflow, versioning, metadata,
user authentication, etc.)
92.  help and error messages, including Please describe. Highly P/ALT The error messages describe the problem themselves; that is all the documentation currently
default message texts. desirable available. Each has an error code that allows the Squiz Support team to debug any problems
in code.
93.  user authentication and access Please describe. Highly Y/FC Fundamentals manual:
functionality. desirable http://matrix.squiz.net/__data/assets/file/0003/12639/Fundamentals_3.10.0a.pdf

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Also DAP package manual.
94.  workflow customisation options. Please describe. Highly Y/FC System Administrator manual:
desirable http://matrix.squiz.net/__data/assets/file/0016/11770/SysAdminManual_3.10.0b.pdf
95.  system level options for customising Please describe. Highly P/ALT Customising the application:
the application, including any tools desirable System Administrator manual:
for transferring local customisations http://matrix.squiz.net/__data/assets/file/0016/11770/SysAdminManual_3.10.0b.pdf
to upgraded software.
There are no tools for transferring local customisations to upgraded software. If you change
the source code, we can't automatically bring those changes across.
96.  system level diagnostic and recovery Highly Y/FC Server Administration manual, along with the MATR401 Server Administration course that
tools. desirable covers system level issues.
Demonstrations
97. Availability of onsite or easily accessible Highly Y/FC Via VPN.
demonstrations of the latest version of the desirable
CMS.
Compatibility with existing UWA hardware and software systems
Hardware and Software Requirements
98. Ability to host the application locally. Mandatory Y/FC
99. Ability to integrate into a diverse office Please list all Mandatory P Compatability testing performed for IE 6+ only.
environment and be accessed by Internet browsers that can Need to perform testing for IE 5.5.
Explorer 5.5+ and Mozilla Firefox 1.3+ web be used to access
browsers. Matrix. Camino also supported for Windows, Mac and Linux.
100. The CMS should be accessible to web authors Mandatory P MySource Matrix is entirely browser based and therefore is compatible with a wide range of
and end-users on any operating system client standard operating systems. (Need to test IE 5.5).
supporting the browsers described in 99.
101. Provision of a secure web-accessible Mandatory P/ALT Admin interface is accessible via a web browser and requires authentication via login to
administrator interface. access.
The admin interface of Matrix is itself not web accessible however it is possible to create
templates that allow web accessible updating of content through the front-end ‘Simple Edit’
interface.
102. Provision for complete and robust recovery in Please describe. Mandatory Y/FC Matrix ships with a backup script that can create a full point-in-time backup of the Matrix
case of operating system failure. system (which incorporates all websites contained within the system).
103. The CMS should integrate with and support Mandatory Y/FC Redhat and Debian Linux are both supported.
deployment to Windows and/or Linux Squiz does not currently support production versions of MySource Matrix on Microsoft
operating systems. Windows.
104. The CMS should integrate with Oracle DBMS. Highly Y/FC Matrix uses the PEAR database abstraction layer to provide greater database support
desirable including PostgreSQL and Oracle (9i or 10g).
105. Is extensible through an API and provides Please describe. Mandatory Y/FC MySource Matrix is an open source system to which the full API is available. Integration with
support for a standards based data exchange other systems tends to be easier because the source code is open and based on open

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(e.g. XML) to facilitate integration with other standards (e.g. PEAR)
systems and information sources within the There are several ways to interface with external systems / data sources;
University’s environment.
1. DB Data Source
2. RSS Data Source
3. Remote Content
4. Custom assets
5. Asset bridge (LDAP)
Matrix also provides the DB Data Source to allow you to connect to a local or external
database and execute a query. The DB data source asset contains a GUI interface to build
simple queries. The results of the query will be displayed as shadow assets in the asset map,
and you can display the query results using an Asset Listing.
Matrix fully supports outbound content syndication with the creation of RSS feeds with the
RSS Feed asset which generates a valid RSS (1.0 or 2.0) or Atom (1.0) feed from an existing
Asset Listing asset. Inbound information can be syndicated via the RSS Data Source which
allows you to connect to any valid RSS feed and show external RSS items as shadow assets
within your MySource Matrix system. You can then display the feed within your own site by
using an Asset Listing to list the RSS items in the feed.
Inbound content can also be managed using a tool known as Remote Content – a screen
scraper application. Irrelevant information can be stripped and formatting replaced on screen
scraped content. URL info may also be replaced to allow users to surf through the remote
content without leaving your Matrix site.
The system can be extended by adding new asset types (custom assets). For example an
asset class could be developed to deal with output from an external application allowing
simple and powerful integration.
Squiz can provide training so that you can create custom assets yourself. Pre-requisites for
this training would be a basic knowledge of PHP and XML and would run for approx 2 days.
Using the custom asset architecture of Matrix and the functions available with PHP, it is
possible to build interfaces to other applications using WDSL, UDDI or SOAP.
Version 3.12 of Matrix includes a generic tool which allows the loading of WDSL files and
configuring a web services interface to other applications using SOAP via a graphical user
interface.
Matrix does not currently support interfacing with TRIM but are currently investigating this
subject on behalf of a number of clients. Squiz propose to develop an interface with TRIM
Context version 5.2.1 and to support newer versions as they are released. Squiz propose a
pooled development approach to build a middleware application that will be installed on the
same server as TRIM Context and will manage the interface between TRIM and MySource
Matrix. The middleware application (which may be written in Java or PHP) will employ the
COM protocol to communicate with the TRIM API. For the first stage of the project Squiz
intend to create a one-way interface to TRIM allowing records stored in TRIM to be used in
Matrix. The ability to input/update records in TRIM is likely to be added in the future but is
unlikely to be included in the scope of this project.

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The current proposal is to create a new asset type in MySource Matrix called a “TRIM
record”. This asset may have several sub types denoting the type of file. This TRIM record
asset will be used to store certain metadata required to manage the interface to TRIM such
as the URI (TRIM’s term for Unique Row Identifier) and access restriction information. In
this model the middleware application would implement the TRIMEventProcessor method of
TRIM so that when changes are made to records within TRIM, the middleware application
will notify MySource Matrix of the change and update the record in MySource Matrix
accordingly.
Through this model, selected files (records) stored in TRIM would be in effect “synchronised”
with MySource Matrix allowing those records to be treated as normal assets in MySource
Matrix. In other words this content could be:
 Included in pages (eg images).
 Aggregated along with other content using templates such as the site map or asset
listing templates.
 Discovered by the MySource Matrix search engine.
 Access restricted like other content in MySource Matrix.
 Have designs, permissions, metadata, logging, versioning and workflow applied like
all other assets.
However, content managed by TRIM will not be able to be updated from within MySource
Matrix in this first stage project. Rather the content would need to be updated in TRIM which
would then automatically update the content in MySource Matrix.
Content can be exported from Matrix in XHTML format, for use in third party document
management systems (TRIM).
106. Ability to interoperate with an enterprise portal Please describe. Mandatory Y/FC Matrix fully supports outbound content syndication with the creation of RSS feeds with the
overlay (RSS/JSR168). RSS Feed asset which generates a valid RSS (1.0 or 2.0) or Atom (1.0) feed from an existing
Asset Listing asset.
MySource Matrix can produce a harvest control list as defined by the National Archives. This
metadata list can be used by other appropriately configured systems to get a snap shot of
the current state of information published by the CMS.
Customisation would be required to extend Matrix to acts as a producer in a WSRP, JSR or
WebPart environment. Assets could be extended to act as portlets or WebParts, whilst Matrix
itself could become a producer.
107. Ability to integrate enterprise portlets Please describe Highly Y/WM Customisation would be required to extend Matrix to act as a consumer for remote portlets
(JSR168). desirable hosted on other producers.
108. Ability to support and interoperate with Please describe for Highly
existing and future plug and play integrated plug and play web desirable
web applications, such as: apps in general.
109.  Client subscriptions to particular Highly P/ALT To do this in Matrix would require extensive development or an extremely convoluted and
content / assets desirable high maintenance setup:
The way to do it is to create a user group for membership and use triggers to sent to that

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group when something is updated. This is very easy, the issue is that if you want to
individually pick out pages you would have to create a group and trigger for each page, then
a way to manage the membership of groups. The common implementation is to create a
group for each section of the site and use a what's new listing to list the latest stuff then
trigger an email that links back to the what's new when something is updated in that section.
This is easier to set up and maintain.
Matrix does allow you to include a link to a form containing a ‘Send to a friend’ field into the
design of your page. MySource Matrix allows you to flexibly define the contents of the ‘Send
to a friend’ email and allows you to include the URL, Subject, a message, the ‘From’ email
address and additional ‘To’ email addresses. This could be nested in the footer or another
part of your design.
110.  Email subscriptions lists and Please describe. Highly Y/FC The Bulk Email Module provides online registration for and delivery of emails to selected User
newsletters. desirable Groups. You can create a specific Page asset as the HTML email to send as the bulk mail,
and include keyword replacements to personalise the content. You can also set up multiple
Bulk Mail Post Offices for different delivery methods, as well as Bulk Mail Subscriber ages to
allow users to subscribe to different lists.
111.  ‘News & Events’ type applications. Is an Asset Listing Highly Y/FC RSS modules includes News Asset asset type:
the best way to desirable http://matrix.squiz.net/__data/assets/file/0004/15367/MySource-Matrix-News-
achieve this? Manual_3.12.0a.pdf
Also Asset listings can be used.
112.  Shopping cart template. Please describe. Mandatory P/ALT Matrix has its own E-commerce module that could be used in place of the shopping cart
template.
113. Microsoft Office documents, Adobe Portable Highly Y/FC Any type of file may be loaded and used by MySource Matrix, as long as the file does not
Document Format (PDF) documents and rich desirable exceed the size requirements nominated by the server.
media objects such as graphics and
shockwave flash files can be integrated and
stored with the content in the CMS.
114. The CMS can enforce naming conventions for Please describe. Mandatory P/ALT MySource Matrix preserves the filenames of imported documents, and therefore supports
files and directories. any naming conventions that you already have in place. However, it does not enforce any
conventions for files and directories created in MySource Matrix
115. The CMS can use persistent and human Please describe. Highly Y/FC MySource Matrix publishes human readable URLs, rather than a complex GET string
readable URLs. desirable composed of question marks, ampersands and apparently meaningless strings of characters.
Application Administration
116. Support for role-based system administration. Please describe. Mandatory Y/FC
117. The CMS should be extensible with the ability Please describe. Mandatory Y/FC MySource Matrix can be extended with modules (also known as custom assets) that allow
for UWA to add functionality as required appropriately authorised users to create interactive content without XML/HTML or any
locally. programming knowledge.
You can choose to purchase one of the currently available modules or to write your own, the
complexity being the same as writing any application in PHP.
118. Provision of programmer tools for UWA to Please describe. Highly Y/FC