FHSMUN's Web-Based Application
From LIS5313
| Model United Nations Web-Based Application |
Contents |
[edit] Introduction:
Florida High Schools Model United Nations Conference, Inc (FHSMUN) is entering its 29th year as a regional high school Model UN conference. Located in Orlando, it is respected, well established, and known for its academically oriented conference.
For years leading up to 2004, they experienced issues with their website and content management. Each year a new volunteer webmaster was introduced. And each year, the new webmaster had different strengths and weaknesses, availability, and ideas on which technologies to use and how to implement them. FHSMUN wanted a standardized system for use within their organization that was custom oriented for their needs.
This report will introduce and summarize Florida High Schools Model United Nations (FHSMUN) Web Application and how it uses web 2.0 / participatory culture (*not* user-generated content) to appeal and deliver information to its audience.
[edit] What is Model United Nations?
Model United Nations is an authentic simulation of the [United Nations] General Assembly and other multilateral bodies (UN CyberSchool Bus, n.d.). In recent years, this co-curricular activity has become more mainstream and is performed by educational, not-for-profit, and similar organizations.
[edit] Background
With increased membership and participation in such Model UN events, there has been a need for a new and efficient method of registration and communications efforts among staff and attendants. Acceptable costs of paper-based registration were sustainable until the late 1990's and early 2000's, when participation rose dramatically (Sutliff, B. Interview). Such an intense financial burden on mostly not-for-profit and educational institutions called for a new method:
Their needs were simple:
- To have a system that allowed for geographically separated staff and users to access information and up-to-date content at any given moment.
- To have a financially viable and sustainable method of communication
- To have a system widely available to most users, open and separate from proprietary modes of accepting communications efforts.
- To have a system that allowed them to perform their needed functions effectively and efficiently, without burden or worry of failure.
[edit] Proposed Solution
Such requirements lead to the formal statement of objectives, which listed a custom web-based application was needed for FHSMUN's efforts. The system would:
- be a feature-rich application intended for both internal and external users,
- be scalable t o allow for future growth of the conference and/or organization,
- be cost effective whereas no experienced webmaster would be needed to revise content or pages on the site,
- capable of providing real-time updates to disseminate up-to-date information for both internal and external users,
- be accessible and revisable with minimal computer and technological requirements so that users of all kinds (with an Internet browser and connection) could access and/or revise the website,
- provide the ability to offer multi-user permission levels and hierarchy in order to limit certain capabilities to certain defined users,
- provide intuitive information architecture, incorporating navigation tied heavily to the niche MUN market,
- provide a consistent navigation and layout, so that future revisions would not alter the "look and feel" of the site,
- maintain a back-end application capable of logging and storing content revisions, users, and a "country matrix,"
- be made so as to allow for future modifications should the system require any,
- provide a method for online user registration so as to reduce costs of postage, paper, and labour, and
- be cost effective in its product lifecycle compared to their previous method of registration, communication, and logistics.
[edit] Application Overview
FHSMUN web app allows any number of their staffers to log in remotely and revise the website as needed using a very simple text box. There is no "what-you-see-is-what-you-get" (WYSIWYG) editor, as the site's style sheets are embedded and require no variations. Simple HTML code can be placed and used within the text boxes as needed. The application contains a registration center, allows for staff permission levels and hierarchy, manages contacts, photos, new and old staff, and also acts as an archive where documents, topics, and pages are all stored and easily accessible.
The application allows for multiple authorized users to submit files, upload information, and revise the content of the website. Best yet, their staff is (and has traditionally been) heavily geographically separated (like our class!). Users can work together in real time or turn-based efforts to complete the revision or other task at hand remotely.
Screen recording of features
You can view a 12 minute overview video here.
Front- and Back-end Flow Charts
The system topography/ flowchart is available to your right. The front end is what a typical web-user would see upon browsing the site. The back end is what an administrator would see and use once logged into the system.
[edit] Usability & Development
There was over a year of development that went into creating and refining this particular system. Of course, since the original development, several other similar systems have been created and implemented based on features and capabilities first defined in the FHSMUN project.
[edit] Why Web 2.0?
Ambiguous in definition among some circles, this project was labeled "Web 2.0" because of its decentralized user-base, user-generated authorship, and rich media capabilities.
Furthermore, external (end-user) users reported via both survey (quantitative) research and round table discussion (qualitative research) what they truly wanted as far as features go. The survey results revealed users wanted an easier, more manageable system that could provide them access to all necessary information, including registration and billing, fro ma central, online location.
They expressed their desires for more pertinent conference information as well as staff biographies, time lines and deadlines, as well as itineraries, updated contact information, and driving locations to near-by cafes and restaurants.
Clearly, the end user had a list of wants and desired not previously addressed in FHSMUN's long-standing efforts.
The capabilities and services available using newer, web-based technologies allowed FHSMUN to address several reported needs all while building a stronger participation base and lowering annual costs. However, the initial project would prove a major investment.
[edit] Extensive Usability Testing
Following the writings and recommendations of Steve Krug, the team at 37Signals, Jacob Nielson, and Joel Spolsky, great care was taken to create a system that provided the most intuitive information architecture for such a niche target audience.
Several series of revisions took place during development, especially in the wording and placement of the global navigation so as to reduce unnecessary (and potentially frustrating) "wading" through the website. Navigation titles are clearly labeled for their respective audience and provide fairly intuitive headings that direct the users to the appropriately defined area. However, this is a two-fold effort, as the content placed by FHSMUN staff must meet the expectations of users relying on the implications of the navigation structure.
[edit] Post-Production Feedback
Interviews
Speaking with Mr. Brian Sutliff, Chairman of the Board of Florida High School's Model United Nations Conference, Inc. and Mr. Asvin Srinivasan, Executive Director - both were very pleased at the end product and the achievements produced by the system's capabilities. They expressed how the conference has seen vast increases in participant registrations and more involvement from the all-volunteer staff.
FHSMUN noted that the last two years (the years the new web-based system has been in place) have resulted in record registration numbers. Reports indicate that new participants not previously involved have had an easier time registering and communicating with FHSMUN because of the interactive web-presence.
Furthermore, Ms. Andrea Costa, FHSMUN's Under-Secretary General for External Affairs indicated other MUN organizations have expressed interest in similar systems for their own use. Such an interest is indeed a nod of approval for this innovation.
Mr. Srinivasan noted his hopes that new upgrades and features will be added in the near future.
[edit] Future Applications and Features
In the time the system has been used, several differing groups of users, both internal and external, have expressed their wishes for improvements to the system via informal feedback.
Internal (Staff) Users
The all-volunteer staff has on many occasions expressed their frustrations over the permission levels and limited access to revising content on the site. FHSMUN administration removed major revision access from most staff members when one staff member wrote (what was considered to be) inappropriate content. Reportedly, her revision also contained multiple instances of typographical and spelling errors, which the organization considers unacceptable.
A future feature to help alleviate this issue was proposed in the form of a two-step process:
- The initial user would make his/her revisions to the website and submit for approval.
- An administrator (or individual with appropriate permission level) would review and approve/disapprove the request for live display on the website.
Alongside a built-in and active spell checker, this improvement would hopefully allay complaints.
This method of "submission for review" would also be used for photo galleries.
External (Participants) Users
Participants who use the website consist of high school students, teachers, and administration (such as principals, school board officials, etc.). These individuals request improved and more frequently updated content rather as opposed to adding features.
This may be an issue related to the staff's current complaint of permission levels and revision authority.
The school teachers and advisers expressed minimal interest in an online bill pay and invoicing system, but only the private schools were able to truly participate in such a feature as public schools required bureaucratic means of billing and payment.
Developers (System Creators)
The development team has created several similar systems for separate niche markets in the past years with differing features. This includes the Florida AFL-CIO website which also includes rich-text editing features which enables administrators to add more style and colors to the website. Unfortunately, this can also detract from site-specific style sheets that can reduce usability as a result of unfamiliar or just plain poor design.
Future development desires include a more feature-rich hierarchy system to allow for more detailed permission variables and settings. Furthermore, the team has expressed desires to have less "post-backs" by using AJAX when possible and safe.
[edit] Conclusion
Facing increased demand from participants, Florida High Schools Model United Nations Conference, Inc. commissioned a proprietary web-based application to help the organization:
- register more participants,
- communicate more effectively and efficiently with their internal and external audiences, and
- prepare a sustainable method of logistical development and communications delivery.
Using their web-based application, they have successfully acquired their needs. 2008 will be FHSMUN's third year using the system, which will have saved the postage and paper costs of approximately 2000 #11 envelopes and 1500 9x11.5 manila envelopes, not to mention associated printing and other inherent costs.
Participation for the 501(c)3 not-for-profit educational organization has increased from 325 registrants in 2005 to 430 in 2006 and 525 in 2007 (approximate numbers).
Both registrants and conference administrators agree the online registration feature increases efficiency and reduces confusion and frustration. External users can now expect timely and consistently updated content on the website, and internal users now have a way to upload and revise content without the need of a dedicated and knowledgeable webmaster.
The system's capabilities and intuitive usability structure allow for efficient browsing and immediate direction to pertinent and desired content and information. Furthermore, FHSMUN plans to increase the amount of content by a significant degree in the next two years, providing an even more robust experience with rich-media content and more interactivity.
[edit] References & Resources
37Signals (2006). Getting Real: The Smarter, Faster, Easier Way to Build a Successful Web Application, Chicago, Il.: Author
Cornell University Ergonomics Web (n.d.). Ergonomic Guidelines for User-Interface Design.
Krug, Steve (2000). Don’t Make Me Think: A Common Sense Approach to Web Usability. Indianapolis, Indiana: New Riders Publishing. ISBN 978-0321344755
Nielson, Jacob. (2006). Jakob Nielson’s Alertbox: 6 Ways to Fix a Confused Information Architecture.
Spolsky, Joel (2001). User Interface Design for Programmers. Berkeley, CA: Apress. ISBN 978-1893115941
United Nations CyberSchool Bus (2005). Frequently Asked Questions, Model UN Headquarters.
Usability Net (2006). Tools and Methods: Contents.
Model United Nations (2007)
