Enterprise content management systems

If you are building or redesigning a website, we want to help make your site great.

Your Web Communications Office (WCO) must approve all new or substantively changed public-facing website or web application plans before launch. Work with your WCO from the beginning to ensure your website or web application meets all VA policies and standards.

For new or substantially changed websites or applications, you must consult with the VA WCO before starting work, as it may require additional approvals or audits. Websites must use VA-provided templates, be accessible, and hosted on servers authorized by VA. Websites may not be created using other specifications or on other servers.

If contractor support is used, consult with the WCO for assistance in developing the contract Performance Work Statement.

All requests for new or substantially changed websites or applications must be submitted to the WCO for approval and incorporate a maintenance and sustainment plan.

Use the intranet-based VA Web Request ()VA Staff only platform to request the creation of a website, or web application, or to make significant changes to existing sites excluding SharePoint (see section below).

• This requirement also applies to all websites or web applications conducting business on behalf of VA.
• Significant changes will be processed using the appropriate change control procedure(s) as defined by each VA administration (Veterans Health Administration, Veterans Benefits Administration, National Cemetery Administration) or staff office. Examples of significant changes include changing technologies, adding a database application, or transferring a website to an approved Content Management System (CMS). An enterprise-approved CMS is preferred for public-facing websites provided they are hosted by Web Operations or a VA approved enterprise Software-as-a-Service (SaaS) platform. Mission requirements and hosting locations will dictate technology or system requirements. As with any request, the WCO can specify otherwise as part of their review.
• Updating content or authorizing routine website maintenance activities are not considered significant changes for VA Web Request purposes.

Coordinate your web request with your WCO prior to submitting it. You will need the following information to complete your VA Web Request:

1. Site location (internet, intranet, or both and desired URL). Per Office of Management and Budget Memorandum M-17-6 and VA Directive 6102, websites and web-based applications hosted in commercially-controlled infrastructures should use a *.va.gov or *.gov URL for public access. Refer to VA’s web policies for additional guidance.
2. New or existing site and site type.
3. General purpose.
4. Site points of contact (Content, Content Alternate, Content Supervisor, Subject Matter Expert, Technical Developer, Technical Developer Alternate, Technical Developer Supervisor, Information Security Officer, Privacy Officer).
5. Technical information (languages, technologies).
6. Types of information the site will present, retrieve, process, store, or transmit (VA Directive 6500 compliance)
7. Agreement and acceptance with Certification and Accreditation.

Drupal CMS is used for modernized VA.gov websites.

The Drupal CMS houses VA’s core benefit and health care service content for Veterans, service members, and family members (caregivers, spouses, dependents, and survivors).

VA.gov core benefit and health care content fits these criteria:

• Content speaks directly to Veterans, service members, or family members, and
• Content directly supports a Veteran, service member, or family member in discovering, applying for, tracking, managing, or using a VA benefit or service.

Work continues to migrate core benefit and health care content Drupal and train content authors across VA to manage that content. Further technical work continues to enable authoritative, API-driven, reusable content across channels. Governance work continues to determine Drupal’s potential for other types of content in the future.

WordPress VIP CMS is used for corporate websites that will not be migrated to the modernized VA.gov environment (e.g., News, VA Careers, Department, DigitalVA, DiscoverVA, etc.).

TeamSite ()VA Staff is used for legacy websites. TeamSite uses workflows for content promotion. A workflow model is a work process that has been configured and can be used repeatedly and guarantees consistent process flow and outcome. Each workflow model describes a process that may include user tasks that require user actions and a wide variety of automated tasks. The VA Workflow models are configured and maintained by VA Web Solutions.

TeamSite enhances website management capabilities, helps ensure standards compliance, reduces ongoing maintenance and update costs, and provides for enhanced web content authoring.

The (intranet) Web CMS Support site ()VA Staff only provides TeamSite help, site management guidance, training tutorials, tips, and tricks, and contact information for TeamSite users.

TeamSite is for websites hosted by VA Web Operations. Mission requirements and hosting locations will dictate the technology or system requirements. As with any request, the Web Communications Office can dictate otherwise as part of their review.

SharePoint ()VA Staff is software used to create websites for collaboration, file sharing, and document and content management. VA uses SharePoint, which is part of Microsoft 365 in the Government Community Cloud. VA’s SharePoint Online sites are only available to users with VA network accounts (no public access).  VA employees can create, design, and share sites and content using a point-and-click interface, with no coding skills needed.

SharePoint provides the back-end hosting of content for related Microsoft 365 Apps and productivity tools including Microsoft 365 Groups, Teams, and Planner.

The two basic types of SharePoint sites are Team and Communications sites:

• SharePoint Team sites are designed for the purpose of ongoing collaboration, such as work units sharing internal information, working together to draft documents, work on project deliverables, for planning events, tracking project status, discussion, or exchange of ideas.  Audience is generally made up of members of a work unit, group, or project team.
• SharePoint Communications sites are designed to tell a story or showcase services by sharing content for viewing, with editing limited to (or moderated by) subject matter experts. The purpose is generally to present information in its final authoritative form, such as serving as intranet sites or organizational information hubs which connect multiple sites.  Audience is usually large, such as an entire facility, program office, or VA-wide.