Presentation on theme: "Implementing a Content Management System “Do Your Homework”"— Presentation transcript:
1 Implementing a Content Management System “Do Your Homework” Xpediant SolutionsFarida HasanaliKnowledge/Content Manager
2 Table of Contents Who we are – Xpediant Solutions Definition and terms Content LifecycleOur ApproachCase examplesQ&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.
6 Our Philosophy Technology should Enable your business BY: supporting your business processes.enabling your employees to work more efficientlyEnabling your employees to work more effectivelyto drive it to profitability and be competitive in the marketplaceWe 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/GoalsIT Stake Holder’s GoalsShould be alignedIT/Project GoalsUnderstand the impact of IT changes on the organizationIdentify measures of successPut the appropriate governing structures in place
8 Technical Approach Inception: Establish Vision, Mission, Business Case & High Level RequirementsElaboration:Detail Level RequirementsCommunicate SolutionVia Prototype(s)Construction:Build The SolutionTransition:Ensure Smooth Roll-out OfApplication. Deploy SolutionObjectiveProject Scope, Risk Mitigation Strategies Report, High Level RequirementsSolutions Blueprint,Architecture & Web Design Report, Prototypes & ModelsCreative, Business &Technological FrameworksAgreed Upon MilestonesTransition Plan & WorkshopsApplication & SystemDocumentationDeliverables
9 Xpediant can help with… We offer stand alone:Strategy workshopsROI WorkshopsRequirements GatheringVendor AnalysisBusiness Case DevelopmentAND/OR
10 Xpediant can help with… Full life cycle deploymentConstructing the solutionProject managementTesting and deploymentCustomized development of required functionality (applets, API, Java, Web services, etc.)Taxonomy creationCustomer usability
11 What is Content Management? Doing your HomeworkWhat is Content Management?
12 The Nature of Knowledge Easier to replicateLeads to competencyExplicitTacitHard to articulateHard to transferHard to stealHigh competitive advantageContributes to efficiencyEasier to document and share20%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. library.ahima.org/xpedio/groups/public/documents/ahima/pub_bok1_ htmlis 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 rightinformation 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 pagesTower of Babelevery department and community has created its own Dewey Decimal SystemThe Hemingway SyndromeEveryone thinks they are an author and proudly publish their workContent InterruptusGreat content resides all over but no one can get to itDump Truckingbusiness units/divisions want IT to Web-enable every piece of contentAPQC
18 Business Reasons for CM People and MarketsMobile workforceHigh “churn” - intellectual property, peopleIntellectual property is very fluidUnrelenting competition and the need for speedExposure and liabilityTo electronic discoveryImproper behaviorLoss of Intellectual PropertyThe EnvironmentRapidly changing workplaceInformation explosion & glut“Media Rich” content“Always On” stateAttention limits
19 What can Content Management do for you? Automate the process for deploying contentCreate, manage and deploy content more quickly and accuratelyProvide a consistent process for managing contentEffectively manage Web sites, portal content and other mediaAutomate the process for deploying contentFree IT from direct responsibility of day-to-day publishing activitiesSophisticated approach for targeting content to multiple destinationsCreate, manage and deploy content more quickly and accuratelyReduced complexity of managed content to multiple channelsAgility to changing competitive landscape and business strategiesProvide a consistent process for managing contentCombine content from various sources into a single viewCollaborate and route content together for approval and publishingEffectively manage Web sites, portal content and other mediaAlign 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; andDesign the support processes and organizational structure to make the initiative successful.
21 Clarification of Terminology Record Management SystemsBooks, 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, Towertech.com, Laserfiche, Easylink, Legato, etc.Document Management SystemsRepository, metadata, editorial history, relationships between documents, search and retrievalTechnology 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 sitesEnables maintenance and integration of content to online process such as e-commerce and automated syndicationLearning Content Management SystemsSubset of Web content managementAbility to structure online content to comply with online education standards such as SCORM and AICCContent Management VendorsDocumentum, 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 caseDevelop a strategy for handling explicit knowledge and infrastructureDesign and launch the content management systemMaintain and extend the content management systemExpand and integrate. Use the system as a tool for collaboration and deliveryPhases of a CM Initiative
25 Do Your Homework! Establish structure and roles for design process Determine user requirementsConduct content audit/assessmentConduct as-is and to-be process analysisConduct workshops to define taxonomy and metadataEstimate valueAssess current and future technologyPrioritize technology requirements for vendor assessmentEvaluate and select technologyFinalize project plan and roles (and request for implementation funding if not done in initial business case)
26 Steering Committee KM or CM Governance StructureSteering Committee KM or CMKM/CM Support GroupStewardBusiness Unit
27 User Requirements Assemble an appropriate team One senior champion – budgetProject ManagerBusiness AnalystArchitectRepresentation from content owners part of the effortDecide on a methodology to gather requirementsUse CasesLead 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-valueDetermine criteria for auditDated – how old is the content?Importance to business-Organization’s core intellectual capitalValidity – applicability or currency of subject matter within the artifact
29 As-Is to be process analysis Organizational AnalysisAs-Is AnalysisTo-Be DesignHuman ChangeManagement
30 Build Taxonomy/Metadata Taxonomy – classification schemaHelps organize content into recognizable categoriesMay be the basis of a navigation structureStandardizes how and where content is storedMetadata – information about informationValues such as content owner, expiration date, taxonomy
31 Steps 6-9 – value and selecting technology Baseline your existing environmentSet up realistic expectationsWhat 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 itselfCustomizationsTrainingMaintenanceEstimated supportImplementationLessons Learned in developing a business case for content managementEconomic gains should be as high a priority as functionalityCM should be a business initiative, even if lead by ITIntegrate with larger strategic initiativesRoll out in waves or phases, providing value for the next phaseSteering Committee is key to approvalInvolve financial people in the team from the outsetLessons Learned in design and implementationCreating and Acquiring ContentConduct a content audit: prune ruthlesslyAuthors own the contentPublishing tools must be “ridiculously easy to use”Content Management ProcessesSpend enough time creating business rulesMaintenance is as important as creationCreate content stewards in each domain / unitAllocate enough time to these rolesContent DeliveryNo dead ends; always have a help desk somewhere
33 A Model of The Content Lifecycle Content Creation and Acquisition Content Management Content DeliveryAuthor and acquire Edit Manage access and securityAttach 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 2.2User rights defined by roleCommunications sends out press releasesLegal authors agreementsManagement only can view certain documentsEmployees can edit and submit what level of documents
34 Actions that need to happen in each phase Content CreationContent Management & DeliveryContent DeliveryContent AnalysisCategorization(tagging)Search /RetrieveComponentre-purposingUsageAnalysisUserprofilingFull-textindexingFormatrenditionsMulti-channelre-purposingOutputTemplatingPersonalizationUsageloggingContentAuthoringCheck In /Check OutAggregateVersion ControlMulti-LanguageVersionsInternet ContentDeploymentBrowse(navigate)UsagereportingTemplateAuthoringImport/ ExportDocumentVersion ControlAccesscontrolAudittrailINTRAnet ContentDeploymentSubscriptionServicesInputTemplatingSimpleWork FlowDocBaseIntallationDocBaseFederationDocBaseReplicationComplex, integratedWork Flow
35 Phase III Focus- Implementation Phase II Focus- Planning and Implementation PlanMostly what wehave coveredPhase III Focus- ImplementationPhase II Focus- Planning andDesignCustomProgramDevelopmentContentAuditUnderstandUserRequirementsPrototype(Optional)TaxonomyCreationDevelopEnd UserDocumentationDevelopSystemTestUserAcceptanceSystemCut-OverSystem Design DocumentPlanGapAnalysisDataMigration