From a simple Opac to a complete documentary portal
Since 2012, Rennes School of Business used to highlight resources of its documentary center through the OPAC that was fed directly from the PMB software. Its use was quite difficulte as Isabelle Robert explains : “it was no longer adapted to the evolution of the user practices because it wasn’t responsive. Its development and management also were complex : the librarians had to understand the HTML language and the infopages system to maintain the opac update”.
Over the years, the aging visual of the opac did not reflect the dynamism of the school and its documentary team. So, “in collaboration with our communication service and the information system Direction, we have started a reflection about the transition from a simple opac to a real documentary portal.”
A pre-sales consultation phase to specify the needs
After clarifying each person’s internal needs, Isabelle Robert contacted PMB Services in October 2017 for the installation of the portal. During the needs definition with the sales service, it was specified that the respect of the School’s graphic charter was an obligation. Consequently, the choice of the portal oscillated between a Pageo and an Open Clever. As the discussions progressed, the Open Clever portal was established like the most suitable solution : with its fully customised portal, the team of librarians at Rennes School of Business would enhance its resources, and the students could be offered a bilingual and efficient website, with a modern design, in order to facilitate their researchs.
One year later, the project is approved and PMB Services can support the Rennes School of Business team in implementing the portal. The different steps of the projects are then planned.
A personalized support
After this day, PMB Services drew up the specifications book, with a reports on the needs and constraints, but also of the zoning of different pages (home page and interiors), to confirm the guidelines of the project.
Once the elements were validated, PMB Services and Rennes School of Business worked together on the design of the future documentary portal, starting with the creation and validation of the models of the home page and interior pages. Once this phase was completed, the webmasters configured the portal so that its functionalities were adapted to the needs of the School, then integrated to the various models.
Isabelle Robert recalls that the portal was primarily intended for students, so it was essential to consult them during the design phase. “Five test students were consulted to give their opinion on the directions that were taken.”
In May 2019, an on-site day led by a PMB Services trainer enabled the Learning Center team to learn how to manage the portal. Then, for 2 months, the librarians fed the portal (entering links to databases, FAQS, pratical information, etc…).
Once this phase was completed, the webmasters configured the portal so that its functionalities were adapted to the needs of the school, then integrated to the various models.
A new portal for a new start of the school year
In August 2019, after six month of work, the documentary portal of Rennes School of Business is put online. Isabelle Robert explains : « This choice was strategic because it permited to enjoy the end of summer to do the latest modifications and refine few details. »
From the start of the school year, students could discover the school’s new portal and its functionalities. Now responsive, the portal is accessible from anywhere, whether on a computer, on a smartphone or on tablet. The search functions are really put forward as explains the head of the Learning Center. « From the home page, users can make a research from the School’s catalog of e-books and books, but also in the databases. Students are guided according to the nature of their research and the type of resources they desire. All the search functions are also accessible from any page of the website, so you do not have to systematically return to the home page. »
As a real tool to highlight the information, the portal can integrate a ponctual message directly on the home page in order to inform, for example, the students for an exceptional schedule or a inacessible resource momentarily. On the management side, a start and an end date of publication can be configured, in order to allow automatic updating. A practical information page with a tailor-made structure also allows users to acess map and timetables, loan conditions, available resources and photographs of the premises. Frequently asked questions (FAQ) including video tutorials also help users in their way of using the documentary portal.
All the PMB Services team thanks warmly Isabelle Robert for sharing her experience, on Novembre 7 2019 at Rennes PMB Tour, about the process of implementing a documentary portal with PMB Services.
