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Implementing a Content Management System “Do Your Homework”

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1 Implementing a Content Management System “Do Your Homework”
Xpediant Solutions Farida Hasanali Knowledge/Content Manager

2 Table of Contents Who we are – Xpediant Solutions Definition and terms
Content Lifecycle Our Approach Case examples Q&A

3 Who We Are We are a software consulting and systems integration firm.
We specialize in delivering full lifecycle, systems development projects. We are experts in enterprise portal, collaborative, content management, and business process management solutions. Our core team consists of highly experienced senior architects, Java developers, project managers, and functional experts.

4 Some of our Customers…

5 Industries Represented
Automotive Consulting Education Entertainment Financial Government Healthcare Insurance Non Profit Oil & Gas Pharmaceutical Telecommunications

6 Our Philosophy Technology should Enable your business BY:
supporting your business processes. enabling your employees to work more efficiently Enabling your employees to work more effectively to drive it to profitability and be competitive in the marketplace We don’t promote technology for technology’s sake… there must be a positive business impact.

7 Business Strategy/Goals IT Stake Holder’s Goals
Business Approach } Business Strategy/Goals IT Stake Holder’s Goals Should be aligned IT/Project Goals Understand the impact of IT changes on the organization Identify measures of success Put the appropriate governing structures in place

8 Technical Approach Inception:
Establish Vision, Mission, Business Case & High Level Requirements Elaboration: Detail Level Requirements Communicate Solution Via Prototype(s) Construction: Build The Solution Transition: Ensure Smooth Roll-out Of Application. Deploy Solution Objective Project Scope, Risk Mitigation Strategies Report, High Level Requirements Solutions Blueprint, Architecture & Web Design Report, Prototypes & Models Creative, Business & Technological Frameworks Agreed Upon Milestones Transition Plan & Workshops Application & System Documentation Deliverables

9 Xpediant can help with…
We offer stand alone: Strategy workshops ROI Workshops Requirements Gathering Vendor Analysis Business Case Development AND/OR

10 Xpediant can help with…
Full life cycle deployment Constructing the solution Project management Testing and deployment Customized development of required functionality (applets, API, Java, Web services, etc.) Taxonomy creation Customer usability

11 What is Content Management?
Doing your Homework What is Content Management?

12 The Nature of Knowledge
Easier to replicate Leads to competency Explicit Tacit Hard to articulate Hard to transfer Hard to steal High competitive advantage Contributes to efficiency Easier to document and share 20% 80%

13 Definitions of Knowledge Management
Capturing, organizing, and storing knowledge and experiences of individual workers and groups within an organization and making this information available to others in the organization. html is the industry buzzword used to describe a set of tools for capturing and reuse of knowledge. Systematic approaches to help information and knowledge flow to the right people at the right time so they can act more efficiently and effectively. Find, understand, share and use knowledge to create value. APQC

14 Definitions of content Management
Content management, whether electronic or not, and web content management focus on the management of the data within a document. (Narrow) The activity of acquiring, collecting, authoring/editing, tracking, accessing, and often delivering both structured and unstructured digital information - collectively "content". The content can include financial data, business records, customer service data, marketing information, images, video, or other types of digital information. (Broad)

15 Definition of a CMS CMS is the enabler that provides the right
Content Management is a system to provide meaningful and timely information to end users by creating processes that identify, collect, categorize, and refresh content using a common taxonomy across the organization. A content management system includes people, processes, technology, and most importantly, the content itself. CMS is the enabler that provides the right information at the right time to the right person -APQC

16 The Relationship Between KM & CM
Content is the output of knowledge management processes. KM is more concerned with the message; CM is more concerned with the medium. KM requirements should define the consumable formats of content. CM requirements will define the editable formats of content. Source: Managing Content and Knowledge, APQC Consortium Study, 2001

17 Symptoms of Needing CM? Orphaned Content Tower of Babel
junkyards of abandoned Web pages Tower of Babel every department and community has created its own Dewey Decimal System The Hemingway Syndrome Everyone thinks they are an author and proudly publish their work Content Interruptus Great content resides all over but no one can get to it Dump Trucking business units/divisions want IT to Web-enable every piece of content APQC

18 Business Reasons for CM
People and Markets Mobile workforce High “churn” - intellectual property, people Intellectual property is very fluid Unrelenting competition and the need for speed Exposure and liability To electronic discovery Improper behavior Loss of Intellectual Property The Environment Rapidly changing workplace Information explosion & glut “Media Rich” content “Always On” state Attention limits

19 What can Content Management do for you?
Automate the process for deploying content Create, manage and deploy content more quickly and accurately Provide a consistent process for managing content Effectively manage Web sites, portal content and other media Automate the process for deploying content Free IT from direct responsibility of day-to-day publishing activities Sophisticated approach for targeting content to multiple destinations Create, manage and deploy content more quickly and accurately Reduced complexity of managed content to multiple channels Agility to changing competitive landscape and business strategies Provide a consistent process for managing content Combine content from various sources into a single view Collaborate and route content together for approval and publishing Effectively manage Web sites, portal content and other media Align organizational objectives and streamline processes

20 Goals of a Content Management Initiative
Provide a consistent stream of appropriate content to users; Tag and classify the content, using technology tools to make it easier to find and use it; Establish a content validation process; and Design the support processes and organizational structure to make the initiative successful.

21 Clarification of Terminology
Record Management Systems Books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics made or received by an agency of the U.S. Government. Technology vendor examples are Insci,, Laserfiche, Easylink, Legato, etc. Document Management Systems Repository, metadata, editorial history, relationships between documents, search and retrieval Technology vendor examples are Interleaf (Broadvision), Astoria, Poet, Documentum, Xyvision, etc. All vendors are blurring the line between document management and content management

22 More Terminology Web Content Management
Adds a layer to document management, it enables publishing content to Intranet and Internet sites Enables maintenance and integration of content to online process such as e-commerce and automated syndication Learning Content Management Systems Subset of Web content management Ability to structure online content to comply with online education standards such as SCORM and AICC Content Management Vendors Documentum, Rhythmx, Fatwire, Stellent, Interwoven, Opentext, Vignette, Cofax, Midgard, Zope, etc. Jumping into the game, Project Management Systems, business process management systems……

23 Phases of a CM Initiative
Develop a business case Develop a strategy for handling explicit knowledge and infrastructure Design and launch the content management system Maintain and extend the content management system Expand and integrate. Use the system as a tool for collaboration and delivery Phases of a CM Initiative

24 High Level Logical Architecture
Employee Administrator Customer Executive Partner Audience Integration Framework Portal Financial Applications Staffing HR Applications Manufacturing Apps Inventory Applications Applications Application Server Middleware Application Services Web Services - SOA IT Services Integration [EAI] Publishing Security Data Integration Content Management Messaging Foundation Services Process Automation Personalization Fault Tolerance Collaboration XML Load Balancing Foundation Layers OS / Database Platform Hardware & Network Services

25 Do Your Homework! Establish structure and roles for design process
Determine user requirements Conduct content audit/assessment Conduct as-is and to-be process analysis Conduct workshops to define taxonomy and metadata Estimate value Assess current and future technology Prioritize technology requirements for vendor assessment Evaluate and select technology Finalize project plan and roles (and request for implementation funding if not done in initial business case)

26 Steering Committee KM or CM
Governance Structure Steering Committee KM or CM KM/CM Support Group Steward Business Unit

27 User Requirements Assemble an appropriate team
One senior champion – budget Project Manager Business Analyst Architect Representation from content owners part of the effort Decide on a methodology to gather requirements Use Cases Lead the users through a series of step that describe user action and system reaction

28 Conduct Audit Garbage in…garbage out
Study showed 60% of content is non-value Determine criteria for audit Dated – how old is the content? Importance to business-Organization’s core intellectual capital Validity – applicability or currency of subject matter within the artifact

29 As-Is to be process analysis
Organizational Analysis As-Is Analysis To-Be Design Human Change Management

30 Build Taxonomy/Metadata
Taxonomy – classification schema Helps organize content into recognizable categories May be the basis of a navigation structure Standardizes how and where content is stored Metadata – information about information Values such as content owner, expiration date, taxonomy

31 Steps 6-9 – value and selecting technology
Baseline your existing environment Set up realistic expectations What are the expectations for this system? How will this system impact the company? How will automation or redeployment of this system: Provide a strategic advantage to the company? Reduce stress? Save time? Save money? Satisfy a statutory requirement? How many users will this system impact? What is the life expectancy of this system? Is this system going to satisfy: An immediate need? A long-term need? Both?

32 Cost Analysis to Select Vendors
Side-by-side comparison of each candidate package's cost in the following areas: The package itself Customizations Training Maintenance Estimated support Implementation Lessons Learned in developing a business case for content management Economic gains should be as high a priority as functionality CM should be a business initiative, even if lead by IT Integrate with larger strategic initiatives Roll out in waves or phases, providing value for the next phase Steering Committee is key to approval Involve financial people in the team from the outset Lessons Learned in design and implementation Creating and Acquiring Content Conduct a content audit: prune ruthlessly Authors own the content Publishing tools must be “ridiculously easy to use” Content Management Processes Spend enough time creating business rules Maintenance is as important as creation Create content stewards in each domain / unit Allocate enough time to these roles Content Delivery No dead ends; always have a help desk somewhere

33 A Model of The Content Lifecycle
Content Creation and Acquisition Content Management Content Delivery Author and acquire Edit Manage access and security Attach metadata Validate Deliver the content via the Internet (in most cases) Submit to system Classify (via a taxonomy) Keep fresh ------Put measures in place to track progress and change----- Figure 2.2 User rights defined by role Communications sends out press releases Legal authors agreements Management only can view certain documents Employees can edit and submit what level of documents

34 Actions that need to happen in each phase
Content Creation Content Management & Delivery Content Delivery Content Analysis Categorization (tagging) Search / Retrieve Component re-purposing Usage Analysis User profiling Full-text indexing Format renditions Multi-channel re-purposing Output Templating Personalization Usage logging Content Authoring Check In / Check Out Aggregate Version Control Multi-Language Versions Internet Content Deployment Browse (navigate) Usage reporting Template Authoring Import / Export Document Version Control Access control Audit trail INTRAnet Content Deployment Subscription Services Input Templating Simple Work Flow DocBase Intallation DocBase Federation DocBase Replication Complex, integrated Work Flow

35 Phase III Focus- Implementation Phase II Focus- Planning and
Implementation Plan Mostly what we have covered Phase III Focus- Implementation Phase II Focus- Planning and Design Custom Program Development Content Audit Understand User Requirements Prototype (Optional) Taxonomy Creation Develop End User Documentation Develop System Test User Acceptance System Cut-Over System Design Document Plan Gap Analysis Data Migration

36 Farida Hasanali 713-297-8867
Questions? Farida Hasanali

37 Xpediant’s Experience

38 Store Locator applet Pay By touch Technology:
Spring, Hibernate, JSR 168, Internationalization technologies

39 BP Technology: Vignette Portal

40 APQC Knowledgebase Technology: ATG Verity Interwoven

41 Bank of America

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