News and Updates

Hello,

University Communications continues to make significant progress on the implementation of Sitecore XM Cloud, development of a robust library of web components and the migrations of sites from the current version of Sitecore (Sitecore XP) to the new version (Sitecore XM Cloud).

If you haven’t heard from us about the migration of your site yet, you will soon. When you do, it will be important for us to work together to minimize the time it will take to launch your site. As we have communicated in the past, we have a contractual obligation to complete all migrations early 2025.

We included some information below on our progress as well as some information about the migration process for your awareness and to help you prepare.

Migration project update

• Foundational components have been completed.
• Many sites that only require foundational components have been migrated or are in the process of migrating.
• Training has been conducted or has been scheduled for owners of sites that have been migrated or are nearing completion.
• Advanced feature components (news, events, people directory, academic program finder and Sprinklr Gallery embed) are in development and nearing completion.
• Sites requiring advanced feature components will begin migration soon.

Note: Please continue to update your content in Sitecore XP. There is no need to wait for the migration. All content in your Sitecore XP site at the time migration begins will be migrated.

Migration and review process and launch scheduling

Below are the primary steps of the migration process.

1. Migration notification: Site owners are notified when the migration process is scheduled to begin and are advised to track changes they make to their site once the process begins. All content already in the site at the time migration starts will be migrated. Content added, removed or changed after the process begins likely will need to be updated by the unit.
2. Site migration: Your site will be built in Sitecore XM Cloud, and all content will be migrated (except for changes made after migration starts) for you.
3. Site review: The migration work will be thoroughly reviewed before being considered complete. Site owners will not have to do their own reviews.
4. Training and launch schedule notification: As reviews are nearing completion, the site owner will be notified, and training and the site launch will be scheduled. Since sites will be thoroughly reviewed prior to training, launch schedules will consider the time needed to complete training and to complete updates made after migration started.
    

For additional information and answers to common questions, please visit our Frequently Asked Questions page. We will continue to update as more information becomes available.

Please feel free to contact me if you have additional questions.

Regards,

Katie

Katie Kelly

Director, Digital Engagement Optimization
University Communications 

Good afternoon, 

As you’re aware, University Communications and MSU IT are working to implement a new content management system – Sitecore XM Cloud – and migrate MSU’s existing websites from the old Sitecore XP system to this new upgraded system. This all needs to be completed by January 31, 2025. Please read below for an update on this project.

Completed work 

University Communications and MSU IT Sitecore migration project staff have made significant progress on the transition from Sitecore XP to Sitecore XM Cloud (XMC).  

• All foundational phase work has been completed. This includes platform implementation and development of foundational page components. 
• Content migration for approximately 20 sites has been completed or is in progress. University Communications will contact these units to initiate the website review and launch process and schedule staff training. 
• Through this early migration work, we’ve learned that the process of migrating an individual website is faster than what was originally thought. Part of this is thanks to MSU IT; their staff members were able to develop tools to automate some of the process.  
• Today we launched the first live website in XMC. The MSU Brand Studio is now running live on the new platform.

Looking ahead 

Migration project staff are continuing to work through the list of websites that can be migrated using only the available foundational components. Website owners will be contacted individually as we approach the start of the migration time frame for their website.  

In our current phase of the project, we are working on creating specifications and working towards development of additional components and functionality. Websites currently using these components in Sitecore XP will need to wait until this XMC development work is completed before we can begin their migration. We plan to migrate these websites starting in the late summer or early fall.  

Training plans 

For websites migrating from Sitecore XP to Sitecore XMC: We will initially offer site-specific training sessions to unit staff as each website content migration completes. Unit staff will be trained on how to use the system and will receive system access prior to receiving their migrated website for review. This will allow unit staff to make updates to the website while reviewing it prior to launch. As our migration process continues and more sites come online, we may adapt this training model to a group approach.  

For units waiting to begin work on new websites: We will begin rolling out training and access to units soon. Please note that not all components and features will be available until development is completed later this year. Units may begin working on pages using foundational components and can add these additional features (e.g., news, calendar, people directory) when they become available. 

Demo 

We’ve created a short demo reel where you can view how simple it is to create and populate a page in XMC’s new Pages feature. Watch the demo here. An extended demo showing a build of a full page is also available.  

We appreciate your patience and collaboration as we work through this technology transformation. As always, please let me know if you have any questions. 

Regards, 

Katie Kelly 
Director, Digital Engagement Optimization
University Communications

Good afternoon,

As you’re aware, University Communications and MSU IT are working to implement a new content management system – Sitecore XM Cloud – and migrate MSU’s existing websites from the old Sitecore XP system to this new upgraded system. This all needs to be completed by January 31, 2025. Please read below for an update on this project, as well as information about what units should expect during the migration phase.

Progress update

We are wrapping up phase one of this work. During this phase we established the foundations for Sitecore XM Cloud, developed the base components and built our first website in the system. Once final testing is complete, we will be ready to begin migrating websites that can be constructed using the foundational components. Some websites require additional components that will be developed during our next phase of work. These websites will be eligible to migrate once those components are completed and tested. Units that will be starting over in the new system will be similarly scheduled, depending on the components needed for their website.

We’ve also been confirming with website owners which websites need to be migrated and noting any timing constraints around these migrations. Thank you to all who have provided information to facilitate these efforts.

Migration plan

In late March we announced that university leadership made additional resources available for migration. Previously, units would have had to rebuild websites and migrate the content into the new system. This will now be handled for units by central project staff.

To complete the migration, there are around 100 websites that need to be built in the new system over the next nine months. To accomplish this, we’ve mapped out a scheduled order of all websites that we have confirmed need to be migrated. We’ve done our best to take unit timing constraints into account whenever possible. The migration order was informed by many factors, including unit availability, components needed for the website, migration staff availability and efficiency of build order.

What to expect during migration

Two weeks prior to the anticipated start date for a unit’s website migration the website owner will receive notification and confirmation of timing for their website migration. We can’t provide specific start dates for all websites right now because migrations will happen on a rolling basis and some sites will move faster than others.

Once migration begins, content changes will need to be minimized to ensure that all content is accurately migrated. Any changes made after the initial migration data export will need to be done in both systems prior to the site launches in Sitecore XM Cloud.

Websites will be migrated as-is. This will not be a time to reimagine layouts or change website structure. Website owners may receive communications from the assigned migration staff throughout the migration process if there are questions related to the content and website.

Owners will be able to review the migrated website before it is launched. Users will receive training and will be able to return to managing the website once it is live in XM Cloud.

Making updates or finishing websites

If your website is nearing completion in Sitecore XP but has not launched, please continue to work on and finish the website. It will be easier to migrate a complete, live website than a work-in-progress.

Units can continue to make updates to their live Sitecore XP websites until their migration. If you have major changes in mind and have questions on whether it is best to make these ahead of your migration or after, please contact me for more information.

Demos and questions

We will host demo sessions where you can view the platform in action on a live MSU website that has been migrated to Sitecore XM Cloud. Please look for an invitation to these in the coming weeks.  

We’ve created a webpage with Frequently Asked Questions, which we will continue to update as more information becomes available. If you have additional questions, please feel free to contact me.

Regards,

Katie Kelly

Director, Digital Engagement Optimization

University Communications

Good morning,

University Communications and MSU IT previously announced a system upgrade for Sitecore. I’m now writing with an update on plans for migration of websites in production (i.e., live websites).

University leadership has provided additional migration resources to migrate live websites into the new platform, Sitecore XM Cloud. Previously, units would have had to rebuild websites and migrate the content into the new system. This will now be handled for units by central project staff.

How will migration work?

University Communications will coordinate with units to determine a migration time frame. During the website’s migration window, a website freeze will be put in place. The freeze duration is dependent on the website size and complexity but will typically last 1-2 weeks. No changes can be made to the website during this time. During the website freeze, migration project staff will migrate the website, as-is, to Sitecore XM Cloud. After migration, the unit can review and approve the new website and then the website will launch. Following launch, unit staff can begin updating and managing the website in Sitecore XM Cloud. Training will be provided. The old website in Sitecore XP will be retired. We expect migrations to be scheduled beginning May 1.

Note: we are confirming details for the migration process of QA (unpublished) websites. An update on this process will be provided in the future to those impacted.

What are the next steps?

Website owners should have received an email yesterday with a migration decision form link. Units need to submit this form for each website to confirm if the website should be migrated and to provide information regarding dates that could impact migration timelines. University Communications will use this information to build the migration schedule. Please submit your form by April 9.

We will host demo sessions where you can view the platform in action on a live MSU website that has been migrated to Sitecore XM Cloud. These are slated to begin in April. Please look for an invitation to these in the coming weeks. 

We’ve created a webpage with Frequently Asked Questions, which we will continue to update as more information becomes available. If you have additional questions, please feel free to contact me.

Regards,

Katie Kelly

Director, Digital Engagement Optimization

University Communications

Good afternoon, 

Last Friday University Communications and MSU IT announced a system upgrade for Sitecore. We will be transitioning from Sitecore XP to Sitecore XM Cloud in 2024. As part of this process, departments with sites in XP will need to rebuild their site and migrate content to XM Cloud by Jan. 31, 2025. 

We’ve created a webpage with additional information, including Frequently Asked Questions. We will continue to update the page as more information becomes available. 

We are also hosting several Q & A sessions throughout the next three weeks. University Communications staff will be available to speak to any questions you might have that were not addressed on the FAQs page.  

Click an event link below to register for a session and add it to your calendar. 

Q & A Session Schedule

• Session 1: Monday, February 26, 11 a.m.–12 p.m. 

• Session 2: Tuesday, February 27, 4 p.m.–5 p.m. 

• Session 3: Tuesday, March 5, 3 p.m.–4 p.m. 

• Session 4: Thursday, March 14, 3 p.m.–4 p.m.

Regards, 

Katie Kelly 

Director, Digital Engagement Optimization

University Communications

Good morning,

University Communications and MSU IT are excited to announce a system upgrade for Sitecore. We will be transitioning from Sitecore XP to Sitecore XM Cloud in 2024. The new system offers many benefits over the current system, including a streamlined process for managing content, but it will require departments with sites in XP to rebuild their site and migrate content to XM Cloud by Jan. 31, 2025. Please continue reading to learn about some of the benefits of XM Cloud and important information about the transition process.

When is this happening?

Work has already begun! University Communications and MSU IT have been working with our agency of record, RDA, on the foundational work for the system. We’ve been rebuilding components in the new system, developing site and page templates and testing everything extensively. We want to ensure that the system is fully functional and that all the components are working well before we invite others into the system.

This foundational work is scheduled to be completed in April 2024, and we plan to begin scheduling department migrations in May 2024. Please note this timing could change to accommodate testing and development needs.

What does this mean for our website?

The new system is not just an upgrade but a rebuild from the ground up. This will require all websites currently in Sitecore XP that need to remain active to be migrated to Sitecore XM Cloud by Jan. 31, 2025.

Units have two options to consider regardless of whether their site has launched or is in process:

• If the website is no longer needed, University Communications and MSU IT can work with the unit to shut it down.
• If the website is needed, the unit can rebuild the site in Sitecore XM Cloud and migrate the content or rebuild in another system of its choosing. This must be done by the Jan. 31, 2025, deadline.

University Communications will provide support to content authors and site owners in the form of training, documentation and reference materials. Units also can work with our preferred vendor, RDA, if assistance with the build and migration is needed. Any work done by RDA will be at the department’s expense. Our goal is to make site migrations as smooth a process as possible.

What are the advantages of moving to XM Cloud?

Below are a few of the benefits of this new system:

• Improved workflows and tool integration for a better author experience: Sitecore XM Cloud has a more intuitive, drag-and-drop interface. Additionally, site templates and site section templates are available to speed page and site creation. The process of adding images to a website has been improved. Content changes are saved automatically throughout the production process, so there’s no risk of losing work. Campus communicators can focus on their content and make it work harder for their unit.
• Component enhancements based on author feedback and user testing: Components in Sitecore XM Cloud have been rebuilt based on learnings from MSU’s experience in the old system. The content author experience has been improved, where possible, and components have been updated based on feedback from units and from user testing.
• Cutting-edge technology and faster updates: Shifting to XM Cloud will allow MSU to grow our marketing and communications capabilities to take advantage of the latest product enhancements and future technology developments from our vendors. Rather than schedule large updates every few years, we can push out product and system updates much more quickly and frequently. We’ll be able to address newly available technologies as they become available, such as generative artificial intelligence, or genAI.

For more information about these benefits and others, please review the XM Cloud Benefits webpage.

What are the next steps?

We are sure that units will have questions regarding this process. We’ve created a webpage with Frequently Asked Questions, which we will update as more information becomes available.

We also will host information sessions where you can learn more and ask questions. Please look for an invitation to these in the coming weeks.

We will send a Migration Decision Form email out to site owners this spring. This form will allow you to indicate your course of action, so we can begin planning for your site migration (or site shutdown process).

We are excited about the prospects that this system upgrade brings for the university, but we recognize that there is a substantial amount of work involved in making it happen. The decision to shift to XM Cloud was not made lightly. We believe it is in the long-term best interest of the university to make this shift, and we appreciate your understanding and efforts to make the transition a reality. We will work to be as transparent as possible and share information as we can. In the meantime, if you have questions, please contact Katie Kelly (kkelly@msu.edu).

Regards,

Carmen Crist

Assistant Vice President for Marketing Operations

University Communications