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. library.ahima.org/xpedio/groups/public/documents/ahima/pub_bok1_ 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, Towertech.com, 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 fhasanali@xpediantsolutions.com 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