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Implementing a Content Management System Do Your Homework Xpediant Solutions Farida Hasanali Knowledge/Content Manager.

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Presentation on theme: "Implementing a Content Management System Do Your Homework Xpediant Solutions Farida Hasanali Knowledge/Content Manager."— Presentation transcript:

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

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

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

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 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 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 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.

17 Symptoms of Needing CM? Orphaned Content –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 People and MarketsPeople and Markets –Mobile workforce –High churn - intellectual property, people –Intellectual property is very fluid –Unrelenting competition and the need for speed Exposure and liabilityExposure and liability – To electronic discovery – Improper behavior – Loss of Intellectual Property Business Reasons for CM The EnvironmentThe 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

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 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 Integration Framework Process Automation Application ServicesWeb Services - SOAIT Services Portal Data Integration Publishing Content Management Personalization XML Security Messaging Fault Tolerance Load Balancing Integration [EAI] Audience EmployeeAdministratorCustomerExecutivePartner Applications Foundation Services Application Server Middleware Foundation Layers OS / Database Platform Hardware & Network Services Collaboration Financial Applications Staffing Manufacturing Apps Inventory Applications HR Applications

25 Do Your Homework! 1.Establish structure and roles for design process 2.Determine user requirements 3.Conduct content audit/assessment 4.Conduct as-is and to-be process analysis 5.Conduct workshops to define taxonomy and metadata 6.Estimate value 7.Assess current and future technology 8.Prioritize technology requirements for vendor assessment 9.Evaluate and select technology 10.Finalize project plan and roles (and request for implementation funding if not done in initial business case)

26 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-Organizations core intellectual capital –Validity – applicability or currency of subject matter within the artifact

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

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

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

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

36 Questions? Farida Hasanali

37 Xpediants Experience

38 Pay By touch Store Locator applet 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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