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Design of school content management framework

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 Design of School Content Management Framework

Shaha T. Al-Otaibi* and Samir El-Masri **

* College of Computer and Information Sciences, Princess Nora Bint Abdulrahman University, Riyadh

** College of Computer and Information Sciences, King Saud University, Riyadh

Abstract
The Content Management System (CMS) becomes an important technology in any educational
portal that will be used for organizing and facilitating collaborative construction of contents within a
consistent framework. The CMSs have a wide range of features that will satisfy the school
communication needs between students, faculty, administration, and community that are well served
by dynamic web sites. Consequently, the primary goal of this work is designing an appropriate
framework for the School Content Management System (SCMS). This system adopts CMS features
for creating, editing, organizing, and publishing content relating to different schools' activities. These
activities include school administrative works, course management, and classroom management. We
applied the Web Engineering Method (WEM) which combining the characteristics of UML based
Web-engineering (UWE) and the Unified Software Development Process (UP), a method used for
situational development of CMS-based Web applications.
Key Words: CMS, WEM, UWE, UP.

1. Introduction
The Internet is the most powerful information media. Dynamic and effective website
becomes an essential component for any institution. A few years ago, the administration of
website such as updating, or adding new contents needs assistance from IT companies or web
designer. Today with a few skills in computer, it is easy for users to create and manage their
websites. The CMS application allows nontechnical users to manage a comprehensive website.
It used for creating, editing, organizing, and publishing content of the website. There are many
benefits of this technology for the educational institutions to communicate with their students
and outside community.
The use of CMS makes the school's activities become more reliable and easy to perform. It
should support schools from the following perspectives: Communication, CMS will enhance
the communication between students and school faculty. The dynamic website keeps up the
communication with coursework while away from the school and the forum modules provide an
online interaction where students and teachers can discuss course materials, as well as events at
the school. Usability, CMS for schools should be facilitating the tasks to optimize a user’s time
spent in managing their website. Determining the appropriate utilization of modules, menus,
managers, the visual design and physical place of the interface elements can improve the user’s
capability to navigate successfully through the tasks. Content Publishing, the CMS should be
made easy to publish and manage all school contents. School contents refer to the textual and
multimedia contents that exchanged inside the school environment. Furthermore, schools need
specific modules that serve the educational activities for the school's community. For example,
Course Management which provides a full range of features to help teachers planning and
managing the course contents. As well as, it assists students to conduct online learning. In
addition to, Classroom Management which encourages the alternative collaborative learning. It
provides features including modules for assignments, chat, forums, and quizzes.
There are a lot of CMSs in the market, some of them released as an open-source software.
Unfortunately, many systems have more functionality and most of them useless modules for the
school community. The huge number of functionalities complexes the use of these systems and
they become not user-friendly for nontechnical persons. In addition, other systems miss the
essential functions that needed to handle school activities such as course and classroom
modules. Of course, some of them provide an opportunity to add customized features or
integrate with other systems, which offer some features needed for educational systems.
However, the school faculty in most cases misses the technical skills that required to
understand these features. These reasons orient the CMS users to establish a customized CMS
which satisfy their needs through easy and direct interface. The contribution of this paper is the
design of CMS Framework for schools. It determines the fundamental requirements that should
be offered by CMS that serve the school community and should be fulfilled the above
perspectives.
The rest of this paper is organized as follows: Section 2 presents the literature review.
Section 3 defines the problem statement of this research. Section 4 presents the framework
development and describes the key functions of SCMS. Section 5 discusses some issues related
to the proposed framework. Finally, a conclusion of this paper in Section 6.

2. Literature Review
This research has been studying the existing CMSs and investigated some experiences of
schools which already migrated for using CMSs to manage their websites. As well as, it
reviewed the literatures that related to managing the school website's contents.
2.1 Examples of Web Content Management Systems
At the beginning of this section, we will provide an overview of the two popular open-
source CMSs that can be used to manage the school's website.
1. Joomla, which is considered the most powerful CMS. It is very widely used by users and
includes many features, which allow users to create a website and manage their content. Joomla
established JoomSchools which is a reasonable CMS that provides both primary and secondary
schools with the ability to modify their websites. There are thousands of functions that can be
used for school. The standard package includes modules such as email, calendar, document
manager, file Repository, menu. Besides, optional modules such as room and resource online
booking, e-Learning (LMS), and discussion Forum [28].
2. Drupal, which is used to create the personal blogs, as well as, enterprise applications. It
includes thousands of add-on modules that assist to build any website. It recently incorporates
the school administration module that responsible for storing information of students, faculty
and non-academic staff. This module enables parents to view information of their kids. It
contains some other modules for managing classes, lessons, class lists, and rooms booking
[26].

2.2 Experiences of Schools

Many schools around the world already started the migration to CMS to gain advantages of
Information Technology (IT); where there is a web-based system helps school's community to
create and manage their website contents without any need of technical skills in web design.
The Queensland (a state of Australia) education ministry used Joomla [28] to move their
schools from fixed websites to a CMS and help schools to publish and managed their content
by offering many pre-installed templates [7]. Additionally, the plan performed by the Education
Technology Plan (ETP) which is a program for the technology modernization of Portuguese
schools that aim to improve the educational environment by developing school portals, that
offering content publishing, course management, and virtual learning environments [20].
Moreover, the Malaysian Smart School is one of leading schools in using IT in education and
management, these schools provided an educational portal to enable the knowledge sharing and
improving the learning process [6, 8].

2.3 Survey of Literatures

We have not found related works regarding the school CMS, but there are many literatures
present some issues related to the school CMS. The web service oriented resource-based
system named E-School which is a platform independent. The E-School simplifies the
interaction between the students, teachers, administrators and the policy makers. Furthermore,
the system provides management for reading materials, references, student reports, multimedia
tools, central databases, and helps to standardize the education in both urban and rural
institutes [3]. A school resource management system is a platform designed to help primary
schools in developing and sharing the school's resources. These resources refer to digital
teaching materials include documents, video, pictures, and other coursework materials [4].
In addition, a Web-based course plays a vital role in the educational system; the web-course
platforms presented in [5,11] organize all course resources and realize the overall process of
building a web-based course. The web-based learning system of computer course [9] that
supports teachers in lesson preparation, teaching process, and implementation of online
assessment as well as, a discussion, and providing student self-learning. Additionally, the
platform that uses learning object to organize all the resources and content related to the web-
course. It performs the whole process of building a web-based course, from creating a new
course, editing the course content to publishing the course content [1].
Moreover, a classroom management is the powerful ability for any teacher, and can only be
accomplished by establishing an effective interaction among teachers and students. Reference
[10], constructed a web-based classroom management system using the concept of E-commerce
technologies as well as, using the tools for building a dynamic website. Furthermore, the author
[12] designed a Web-based teaching system for information retrieval. This system
characterized by the active teaching which improves the student's ability in searching the
Internet information resources. At the same time, it is helping teachers to monitor the overall
affairs of students’ learning process, and is providing content flexibility to optimize the
effectiveness of teaching.

3. Problem Statement
All schools in Saudi Arabia's educational system already used computerized management
system to achieve school administrative functions, and most of school have its own website to
publish school information. The website has extremely limited or out-of-date information.
Typically, school website contains only general information that is updated each semester. If
data from the management system wants to be published on the web, it should be manually
transmitted to the website by website designer such as grading result at the end of semester.
Additionally, teachers and students are missing the effective interaction. Teachers cannot
upload their course materials on the website while the students cannot use it for supporting
their learning. Furthermore, parents lack the ability to follow up their child's learning progress
or check their attendance. Consequently, these systems loosely comply with the current school
needs. In order to address the above problems, this paper proposes the use of CMS solutions,
which have a wide range of features that will satisfy the school community needs. Using CMS
in schools ranges from managing school activities and creating teacher blogs, to extended
community discussion forums, to online course offerings. We aim to design framework of
SCMS that satisfy school needs and present required functions through user-friendly interface.

4. System Development
The next step is the selection of the methodology-which will apply of the framework design.
There are several approaches have been proposed in the field of web engineering. Though, the
CMS is an application which merges the Web technology and manages the unstructured data.
The existing approaches for the requirements engineering of web applications fail to implement
the CMS system [19]. We apply the engineering method developed specifically for CMS-based
Web applications which built by merging components of two methods: UML-based Web
Engineering (UWE) and the Unified Software Development Process (UP). This Engineering
Method (WEM) proposed by Souer in [16, 19] and it was applied successfully in several cases
for WCM systems [16].

4.1. System Analysis

The definition phase of WEM defines the actual requirements analysis and specification
[19]. A school's environment composed of psychological, social, and academic dimensions. The
interaction among students, teachers, administrators, parents, and the community help to shape
a school's environment [18]. This definition gives an overview of all school components. The
school system requirements acquired by collecting information for existing system
specifications, documents evaluation, and literatures investigation. These requirements covered
all schools activities which relating to students, teachers, and administrators. Thus, the
derivation of the accurate requirements will assist in developing a framework for school CMS.
Several problems found and converted into the overall needs.
4.2. System Design
System design is the core of this paper and it is usually considered a crucial for the success
of any system. The SCMS is a framework for a tool that will help in building dynamic websites
for schools. It will be used, to create, edit, manage, and publish content at runtime in an
organized fashion. Content managed may include blogs, documents, images, audio, and video
files. Figure 1 depicts the system architecture of SCMS. The CMS gets and puts all its contents
and the corresponding metadata into its database. Different users connect to the CMS by
standard browser clients. If users have access rights, then they can create and manage web
contents. Otherwise, they can only browse web pages depending on their privileges.

Web contens Students

Internet Browser

√
Content authors Parents
(authorized teachers & Staff)

School Website
Web visitors
Approvers
(authorized teachers & Staff)

Database

System Administrators

WCMS
Fig. 1: System Architecture for SCMS.

According to the objective and the design principle, the SCMS framework should include the
following main functions: system and members manager, web pages manager, module manager,
file manager, page editor, and template editor. The function modules diagram of the proposed
framework shown below in Figure. 2.
 School Administration

Course

Classrooms

System and Members Test

Manager
School Content Management

Web pages Manager Calendar and Events

System(SCMS)

Module Manager Search

File Manager News

Short Message Services

Page Editor

E-mail
Template Editor

Chat room

Forums

Menus

Fig. 2: Function Modules Diagram of SCMS

The description of SCMS components is presented below:

1. System and Members Manager. This manager organizes and maintains the system
information. It is handling the database backup and the system configuration functions such as
themes, website title, language, date format, and user privilege. There are four types of
WCMS members: system administrator, faculty and staff members, students, and parents.
Each type of users has different access rights. The system administrators have the highest
privileges. They can add or approve different users, and give other users the creating and
managing privileges. Faculty and staff members can create, edit, manage and publish contents
in a different format such as text, graphics, video, documents, etc. Students can browse the web
contents and have additional functionality, such as submitting assignment or quizzes. Parents
can view their child's record to follow up their learning progress or check their attendance.
2. Web pages Manager. This manager handles sections, categories, and web pages of the web
sites. Section refers to a collection of web pages that can display in a menu. Category allows to
create an extra hierarchal in the website menu and categorize pages within a section. Through
this manger, the authorized users can create, edit and delete sections, categories, and web pages.
Once the page created, different types of contents can be published such that text, images, links,
news, etc.
3. Files Manager. Files uploaded from the user's computer on to the server where the SCMS
manager is running. It can be used in wherever and at whatever time on the school site. Files
can be organized by different categories, such as text, picture, flash, video and audio. It allows
to create directories for different categories. From there, teachers can upload their lecture notes
and laboratory experiments in audio and video format. These files can be added to web pages
and to course contents or to classroom activities. Authorized users can create and delete
directories and files.
4. Page Editor. The SCMS should be offered a fully featured editor to edit pages. The resultant
files should be compatible with any web browser.
5. Template Editor. This editor helps nontechnical persons to create sophisticated templates for
the website. It should provide easy tools and menus to handle the layout of different parts of the
webpage. Additionally, any SCMS system should be offered preinstalled Templates.
6. Module Manager. Module is a program that can perform a determined function in the web
page. These functions include school administration, course, classroom, test, send email and
messages, search, calendar, forum, links, news, and etc. The authorized users can use these
functions in their web pages by selecting the module name from modules list. The following
modules should be included in SCMS:
 School Administration Module. This module is responsible for administrative daily
works such as handling records of students, teachers and non-academic staff. Student
records keep general information and medical records, as well as, grading information.
Through this module, parents can get access to their kids' information and follow up
their learning progress and attendance. Additionally, this module performs student
registration, grades handling and reports generation. It is also organizing the usage of
rooms and managing the subject's schedule.
 Course Module. Each course object represented by many units of the subject, so we
need to develop each unit contents and then can form one unified course. The course
index holds links to all course units. Teachers can create and edit course page as well
as, collaborative teachers can participate in the development of one course. The course
development process includes new course object creation, course index building to
provide links to course pages, course content management, course content approval
and publishing. This module allows teachers to add a new course or edit existing one.
 Classroom module. Classroom is a key component in the school environment.
Classroom management is the most powerful skill for any teacher, and can only be
accomplished by establishing an effective interaction among teachers and students.
This module intended to create classroom object and support management of the
 learning resources and teaching activities. Authorized teachers can create, edit, view
and approve classroom contents for publishing. Teacher (Class manager) can add new
students in the classroom with their e-mails. An e-mail service sends mail to the
students when a new change in the classroom contents.
 Test Module. This module is responsible for developing and publishing quizzes for
students. It creates quiz object and provides different test format which added to the
web pages.
 Calendar and Events. Different calendars and related events can be created and added
to web pages. The announcement published for different events in the calendar.
 Search module. This engine generates results from the current page where the search
engine is located or applies search in the whole website.
 News module. News pages can be created on the website about the school activities,
such as the important events, announcement, policy, examination, schedule changes
and general directions for students. The authorized users can add, edit, delete and
manage the news contents which can be published on the website.
 Short Message Services (SMS) module. This module provides short messages as a
communication tool for all users. Different messages published through this system.
For example, messages from the school administrator sent about different occasions.
 E-mail module. This module allows users to send email to a valid address for different
persons in the school. E-mail module can be added to different pages on the website.
 Chat room module. Teachers and students can communicate through chat messages.
These chat rooms may be closed or open to the site visitors depending on creator
preferences. Messages can be exchanged between chat room participants.
 Forums module. Forums used as a communication platform among the administrators,
teachers and students. Teachers and students can exchange their points of view for
different subjects. Many forums can be established between different groups by adding
this module.
 Menu module. This module responsible for providing navigation channel through the
website.

4.2.1. Conceptual Design for SCMS Key functions

Based on the WEM approach, the conceptual model provides a general design of the
domain which represents the key concepts and relationships of the problem domain derived
from the requirements document. After that, the navigation model created to identify the
navigation view. Then, the user interaction is clarified by using a business process model
(BPM) which represented by a set of activities performed by a web visitor interacting with the
WCM system [19, 22]. The following paragraphs present the detailed design of key functions
in SCMS.
1. Files Manager. The file repository can categorize by grade and subject. Furthermore, files
can be divided into four media classes: text, picture, audio, and video. The authorized users can
create directories and perform the adding, editing, deleting and publishing files. These files can
be used in different web pages or handled by some modules such as the course or classroom.
The business process model for file manager is presented in Figure 3.

Upload file ? No

Start Yes

User Rights ? No
Sign In
Yes

No Add file
User Rights ?
information

View Yes
categories
Upload files

View files
No
Approval ?

No Yes
file exist ?
Publish
Yes

Yes
Edit file
More files ?
No

End

Fig. 3. Business Process Model for files manager

2. School Administration module. School resources and records management are daily
functions for school administration staff. Records for students, faculty and non-academic staff
intended to store in the central database server. Student records keep general information,
attendance, and medical records, as well as, grading information. The authorized users can
access these records with no restriction of time or place. They are responsible for adding a new
record and updating existing record information. These records used to generate reports and
perform statistical analysis. Parent can monitor their child's learning progress. Additionally,
faculty and non-academic staff records include general information, contact numbers, and
qualification. Through this module, faculty members can create personal web pages or blogs to
publish their news and external information related to teaching courses. The business process
model for student record management presented in Figure 4. Furthermore, this module handles
room reservation which responsible for assigning rooms to subjects in the school's schedule and
determining teacher who will conduct this lecture.

Start

Sign In

No

User Rights ?

Yes

No

New student ?

Yes

Create student Edit student

record record

Verify student No
data ?

Yes

Save student
record

Yes
More students ?

No

End

Fig. 4. Business Process Model for student record management

3. Course Module. Authorized teachers can create a new course or modify existing one. This
process includes adding the basic information about the course, course index, course contents,
polices, grading system, and calendar events. The course contents can be added from the files
repository which are uploaded to the system from file manager. The following process is the
course content approval and publishing which accomplished by authorized staff. The business
process model for course module presented in Figure 5.
 Start No
New Course ?

Sign In Yes
No
User Rights ?
No
User Rights ? Yes

Input course Yes

id
Create course

No
Course exist ?
Create course
Yes Index

Course Index No
exist ?
Yes Add content
View index
contents

Course content No
exist ? Yes
Edit content Approval ?
Yes
No
Publish
content

Yes
More content ?

No

End

Fig. 5. Business Process Model for Course Module.

4. Classroom Module. New classroom object can be created and managed through this
module. Students who belong to one classroom should be added to a classroom object.
Classroom module intended to support different class activities. It manages the learning
resources and teaching activities. The learning resources include learning materials in any
format and teaching activities, which include a bulletin board, learning record, quizzes,
assignments, homework and announcement [14]. Additionally, Chat for each classroom should
be configured to support teachers and students interaction. In addition to, messages
broadcasted to classroom members. All these functions added to the classroom page using their
modules that mentioned above. Each classroom administrated by class manger (specific
teacher) who is responsible for managing classroom activities. The business process model for
classroom is shown below in Figure 6.
 Start

Sign In
New classroom No
?
No Yes
User Rights ?

User rights ? No
Input
Yes
Classroom id
Yes

Classroom exist No Create

? classroom
Yes

No
Content exist? Add contents

Yes
Select
Edit Contents
Contents

Add learning Add teaching

Send E-mail Send SMS Add student
materials activities

No Approval ?

Yes
Yes
More content ? Publish content

No

End

Fig. 6. Business Process Model for Classroom module.

5. Test Module. This module allows teachers to incorporate quizzes as classroom activities.
Different templates and categories of the test should be offered as well as an automatic
mechanism for grading student's answers. The business process model for test module is shown
below in Figure 7.
 Start

Sign In

No
User Rights ?

Yes

Enter Test id

Test Exist? Yes

No

Enter Test
description

Choose Test
Templates

Set Test Settings

Add content

Yes No
Approval ?

Edit content
Publish content

End

Fig. 7. Business Process Model for Test module.

4.3. Presentation Design

This phase is part of WCM implementation. It is related to the construction of the visual
presentation of the website. The presentation usually developed by an external graphical
designer such as XHTML prototype [16]. Additionally, the implementation consists of using
other technologies to support CMS-based Web applications. We intended to use eXtensible
Markup Language (XML) [29] to support CMS framework. There are many areas in CMS
where XML plays an important role such as communication, authoring, interoperability,
storage, query processing, and publishing [22]. In communication, a number of XML based
interaction formats designed to maintain the flow of information between different groups.
There is a need to pass messages among different system modules and different groups of user.
These messages can be carried out using XML Remote Procedure Call (XMLRPC), the Rich
Site Summary (RSS) and NewsML [3,22]. Additionally, the use of XML-aware editor as part
of a CMS will simplify the authoring of school information. The Interoperability, where most
of the schools already have school management system. There is a need to connect the CMS
with other information systems. The solution is the use of web service platforms, such as Sun’s
J2EE or Microsoft’s NET [22]. Furthermore, The XML schema and the XML DTDs can be
used to determine the set of rules for the data storage [3]. Finally, we can use the XQuery [30],
the XML-based query language to create the query response. Then the result can be published
by Extensible Stylesheet Language Transformation (XSLT) [31] which offers a separating of
the presentation from the contents to support multiple published formats depends on user
preferences.

5. Discussion
This research studied the essential requirements for WCM system that suitable for managing
school web sites. The school's activities decomposed into a set of coherent functions. The
principal functions should be implemented in separated modules, which help nontechnical
persons such as teachers to use it in a few easy steps. For example, the course module which
provides a full range of features. It will help teachers to build and organize course's contents.
They can add this module to the webpage and follow a set of steps to produce a full course
contents. Classroom module, which provides a collaborative learning. It offers features
including modules for assignments, chat, forums, and quizzes. In addition to, the test module
which allows test creation in different formats and provides automatic grading scheme which
helps teacher easily to assess the student's learning. These modules integrate the learning
management system features into the web content management to produce SCMS framework
that fulfills the school requirements. Furthermore, the school administration module which is
handling the daily works in the school. It is responsible for handling records of student and
staff, as well as, organizing different school resources. The school environment is different
from any other organization from educational and pedagogical aspects. These aspects should be
taken into consideration when designing WCM framework for schools. The rest of functions
contained in this framework is shared with other WCM systems. These functions provide
website creation and content development as well as to offer communications tools.

6. Conclusion
A flexible framework for school content management system was presented in this paper
based on the study of school requirements. This framework aims to support content
management and activities accomplishment. It provides an efficient management process that
needed to construct and manage website contents. Additionally, it offers special modules that
incorporate educational and pedagogical features to this framework. These features represent
the main difference between WCM system that appropriate for the school environment and
other general WCM systems. Finally, we plan as a continuation of this research to present an
implementation for the proposed framework.

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[25] Campusuite http://www.campusuite.com/cms-for-schools/
[26] Drupal. http://drupal.org/
[27] Sharepoint. http://sharepoint.microsoft.com/en-us/Pages/default.aspx/
[28] Joomla. http://www.joomla.org/
[29] XML. http://www.xml.org/
[30] XQuery. http://www.w3.orgITRlxquery/
[31] XSLT. http://www.w3.orgITRlxslt/

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