1. Strategic uses of Web Content Management Systems
Manager ITS Web Centre

2. Strategic uses of Web CMS
Organisational strategies (and the web)
Goals for a CMS
Choosing an appropriate CMS
Some Monash examples

3. Strategic uses of Web CMS
Organisational strategies (and the web)
Goals for a CMS
Choosing an appropriate CMS
Some Monash examples

4. Organisational strategies (and the web)
Most organisations have an over-arching vision or strategy
When it comes to the web, the vision can often be translated in simple terms e.g.:
Increase customer base
Generate revenue
Improve customer service
Enhance corporate image
Improve staff productivity

5. Organisational strategies (2)
At Monash, for example:
Excellence and Diversity (high level strategic vision)
Excellence in research and scholarship
Excellence in education
Excellence in Management
Diversity
Innovation and Creativity
International Focus
Fairness
Engagement
Integrity
Self-reliance

6. Organisational strategies (3)
Excellence in education (some goals)
foster an environment that attracts the highest quality staff and students
continue to enhance teaching and learning by development and application of advances in information technology and apply such advances to increase flexibility in teaching and learning whether on or off-campus

7. Organisational strategies (4)
Information Management Strategy (principles)
Corporate Importance: Information is a strategic resource, and will be managed appropriately. In general, university-wide information will be centrally managed to ensure integration and avoid fragmentation.
Availability: Information should ideally be accessible (subject to security and acceptable use guidelines) to anybody who needs it, at anytime, anywhere, and anyhow (i.e. on any device).

8. Organisational strategies (5)
Monash Web Strategy
The web presence must attract, support and retain the staff, students and partners most likely to help Monash in the attainment of its strategic goals, in the most cost-effective manner
Monash brand guidelines
Monash web style guide

9. Strategic uses of Web CMS
Organisational strategies (and the web)
Goals for a CMS
Choosing an appropriate CMS
Some Monash examples

10. Goals for a CMS
Enabling web authorship without complex technical knowledge – ease of use
Enabling collaborative authoring of web pages,
Enabling workflow processes including authorisation processes and audit trails
Ensuring consistency of look and feel,
Enabling multi channel output – content re-use
Enabling simple migration of existing web content into the system,
Management of metadata to enable personalisation, searching and syndication,
Fitting into an existing IT environment,

11. Goals for a CMS (2) Not exceeding available budget,
Fulfilling legal compliance requirements,
Fulfilling archival, retention and disposal schedules,
Ensuring timely updating of web content,
Enabling raid development and deployment of new sites by non-technical staff,
Enforcing centralised control,
Enabling devolved administration,
Producing accessible web content,
Managing a range of content formats,
Desktop integration,
Supporting a wide range of author environments.

12. Strategic uses of Web CMS
Organisational strategies (and the web)
Goals for a CMS
Choosing an appropriate CMS
Some Monash examples

13. Choosing an appropriate CMS
A CMS should produce web sites that align with organisational goals
This sounds easy
Develop your web site’s goals
Based on site goals, decide the functionality you require from a CMS
Evaluate available CMS and choose the best fit

14. Choosing an appropriate CMS
CMS come in all shapes and sizes
Some are open source, some cost a great deal of $$$
Some publish stand-alone sites, some are tightly integrated with the published web site
Some we don’t even think of as CMS at first

20. But … Not all web sites have the same goals and needs
For example intranets may have very different goals compared to public sites
The CMS that delivers on one goal may struggle to deliver on others if the goals are vastly different
And we don’t always have a choice

21. Strategic uses of Web CMS
Organisational strategies (and the web)
Goals for a CMS
Choosing an appropriate CMS
Some Monash examples

22. Victorian College of Pharmacy
Goals
Eliminate publishing bottleneck
Empower content authors to directly publish content
Ensure brand compliance and site consistency
Approach
Template all html content
Develop governance model
Train authors

23. Faculty of Information Technology
Goals
Ensure brand compliance and consistency
Centralise content management and delivery
Support re-structure
Control authorship

24. Policy Bank Goals Approach Legal compliance Enforce process
Ensure regular revision cycle
Owning groups to maintain policies
Approach
Define needs and processes
Develop specialised policy and procedure templates
Build workflow to support business rules
Train staff

25. Library Intranet Goals Separate public and restricted content
Access intranet via my.monash portal
Develop scalable university intranet model to support web strategy
Allow authorised users to edit portal content via CMS
Approach
Developed intranet infrastructure and authentication model
Integrated portal and CMS
Migrated library intranet content
Developed portal/intranet components

27. Finally some different approaches to CMS
Archiving web sites
Monash events
Open web form to submit events
Then managed via CMS
Arts Faculty news
Variation on a Wordpress blog
Not part of CMS
Seamlessly integrated into Arts web site
Monash Cluster Computing
Builds on a wiki
Good collaboration tool
Facilities and Services
Uses drupal as a CMS
Not following university standards in a number of ways