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Choosing An Intranet Technology Platform (January 2011)
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Choosing An Intranet Technology Platform (January 2011)

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In this 60 minute webinar, experts Toby Ward and Heather MacFayden present the findings of a recently whitepaper on how to choose an intranet technology platform. The webinar is a practical approach ...

In this 60 minute webinar, experts Toby Ward and Heather MacFayden present the findings of a recently whitepaper on how to choose an intranet technology platform. The webinar is a practical approach to this topic, informed by the presenters' day-to-day interactions with real clients and years of experience working in the industry. Both presenters are considered thought-leaders in their field and bring their own skill sets to the table: Toby's expertise in strategic planning for global intranet projects coupled with Heather's experience implementing technology solutions for hundreds of clients will ensure a unique perspective into intranet technology platforms difficult to find elsewhere. The webinar is a must for organizations wanting an insider's perspective of what the technology decision process looks like from start to finish.

The webinar video can be viewed by clicking the link on the first slide.

Please contact prescient@prescientdigital.com for a copy of the webinar deck.

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Choosing An Intranet Technology Platform (January 2011) Presentation Transcript

  • 1. Choosing AnIntranet Technology PlatformWatch the webinar videoDownload the whitepaper Toby Ward, Prescient Digital Media Heather MacFayden, Falcon-Software 1 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 2. Prescient Digital Media We build highly effective websites & intranets. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 2
  • 3. Falcon-Software Co. Specializing in web content management solutions. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 3
  • 4. Agenda Technology platforms  Web content management systems (WCMS)  Enterprise content management systems (ECMS)  Portals Selecting a solution Planning for success Q&A Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 4
  • 5. @tobyward@intranet2#intranet2 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 5
  • 6. Web Content Management Systems(WCMS) 6 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 7. A WCMS  Web software solution for creating, publishing and managing content such as HTML and XML on intranet, extranets and websites  Database driven solutions that allow non-techie business users, to self- publish and manage their own content Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 7
  • 8. Key characteristics  WYSIWYG editor – easy to use  Search – a search engine  Templates – pre-configured templates for different content  Image management – feature set for managing photos  Link management – links always point to the right content  Multilingual publishing – create, publish and manage content in multiple languages  Content syndication – publish content once and have it update and syndicate to multiple pages and sources  Versioning / Archiving – ability to retain and restore content Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 8
  • 9. Sitecore 9
  • 10. WCMS example - Sitecore Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 10
  • 11. Sitecore example from Falcon Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 11
  • 12. Pros / ConsProsQuick, easy web page publishingLow cost publishingMinimal publisher trainingComparatively quick deployment cycleNavigation and design standardsComparatively lower implementation costs (out-of-the-box)Improved managed accessibility complianceConsModerate to poor securityLimited feature setLimited or no taxonomies for tagging and classifying contentFulfilling legal and regulatory compliance for information management Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 12
  • 13. Key vendors •IBM Lotus Web Content Management •OpenText Vignette Content Management •Oracle Universal Web Content Management •Day •Fatwire •Percussion •Sitecore •SDL Tridion •Clickability •Ektron •Kentico •EPiServer •Telerik Sitefinity •DotNetNuke (open source WCMS) Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 13
  • 14. Enterprise Content ManagementSolutions (ECMS) 14 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 15. An ECMS  Bigger, broader solutions for organizing and storing enterprise content that often include multiple CMS solutions including:  Web content management  Document management  Records management  Digital asset management Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 15
  • 16. Key characteristics  Workflow management / Business process management – approval and governance processes  Enterprise Search – a search engine that indexes the content and returns search query results for content from a variety of sources, including web pages, various databases, document repositories, etc.  Document management – publishing, storing, and managing documents (e.g. Word, PDF)  Web content management (WCMS)  Digital asset management – the annotation, cataloguing, storage, and retrieval of digital assets. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 16
  • 17. ECMS example - Alfresco 17
  • 18. ECMS example - Alfresco 18
  • 19. Alfresco Workflow Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 19
  • 20. Pros / Cons Pros Structured and rule-based information management Built-in security Multiple business requirement functions Fulfilling legal and regulatory compliance for information management Taxonomies for tagging and classifying content Defined roles and responsibilities Cons Poor usability Lengthy and complex user training Poor web content management publishing Vendor documentation and support Confusing interfaces Non-compliant accessibility Licensing costs Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 20
  • 21. Key vendors Alfresco Enterprise (open source ECM) Autonomy Interwoven (ECM and search) EMC Documentum IBM Filenet Mindtouch (Social media platform and ECM) OpenText Oracle ECM SpringCM Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 21
  • 22. Portals 22 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 23. A Portal  Provides a framework for integrating many different applications and processes across organizations and is noted for three over-arching characteristics:  Application integration  Federated / enterprise search  Security (authentication / authorization) Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 23
  • 24. Key characteristics  Application integration – linking enterprise applications such as Business Intelligence (BI), Customer Relationship Management (CRM), ECM, WCM, databases, etc.  Service oriented architecture (SOA) – framework for integrating disparate resources and applications written in different languages on different systems to be accessed and retrieved by a single composite application, such as a portal  Security – authentication and authorization of users (user personalization)  Federated / Enterprise Search – a search engine that indexes the content and returns search query results for content from a variety of sources, including web pages, various databases, document repositories, etc. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 24
  • 25. Portal intranet – SharePoint 2010 25
  • 26. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 26
  • 27. 2727+
  • 28. Portal Pros All-in-one type solutions negating the need for multiple solutions Powerful solution and feature sets that can satisfy dozens if not hundreds of business requirements One source and destination for information indexing and retrieval Defined roles and responsibilities Access controls to content Security rules and identity management policies Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 28
  • 29. Portal Cons Long deployment cycles Poor usability Application and ‘gadget’ overkill Non-compliant accessibility Non-standard coding Proprietary application servers and software Confusing interfaces Limited solution market Limited developer / skills / support market Expensive licensing Expensive support and maintenance Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 29
  • 30. Key vendors Broadvision K2(ecommerce and portal solution) IBM Websphere (portal solution) Microsoft SharePoint (web development platform & portal solution) OpenText Vignette Portal (portal and ECM) Oracle Webcenter (middleware and portal solution) Oracle Weblogic (middleware and portal solution) Red Hat JBoss Enterprise Portal (open source portal solution) SAP Netweaver (ERP portal) eXo Portal (open source portal) Liferay Portal (open source portal) Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 30
  • 31. CMSWatch.com Content Vendor Roadmap 31
  • 32. Selecting A Solution 32 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 33. Intranet Methodology Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 33
  • 34. Vendor evaluations  Assessment & planning will determine and detail all of your specific requirements  Business and functionality requirements become your solution requirements and evaluation criteria  Evaluation criteria are used to determine vendor short list Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 34
  • 35. Solution Evaluations Undertake macro evaluations Tailored product demos Open or closed (invitation) RFP Closed RFP to specific vendors will shorten the decision cycle but narrow the field RFP process is normally 2 weeks to 2 months depending on the complexity of the project Send out RFP Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 35
  • 36. Researching the right CMS solution  Build a detailed evaluation criteria  Map business requirements, desired features, constraints (e.g. budget), tiered solution (enterprise, SMB, open-source/“free”)  Prescient’s proprietary CMS Evaluation matrix  Based on dozens of evaluations, hundreds of vendor solutions feature list  Add/refine features list  Apply weighting to every feature and grouping  Score solutions out of 100  Top 3-6 scores are shortlisted for RFP Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 36
  • 37. CriteriaGartner’s 6 key evaluation criteria: 1. Functionality 30% 2. Technical architecture (IT fit) 10% 3. Investment Cost (buying, install, support, etc.) 20% 4. Services provided for implementation 15% 5. Vendor viability (finances, customer base, references, methodology) 15% 6. Vision of vendor (evolution of product) 10% Source: Gartner audio conference, January 14, 2003 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 37
  • 38. RFP Objectives  Make the vendors *earn* your business  Identify the best technical solution  Identify the best functional solution  Identify the best team  Identify the best price  Ensure the vendor / solution is solid Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 38
  • 39. RFP Requirements  Vendor overview  Vendor experience  Solution functional specifications  Solution technical specifications  Product demo or screenshots  Licensing & implementation costs  Product technical requirements  Project team bios, skills overview & experience  Client portfolio AND references  Detailed timeline  Ongoing service & support commitment Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 39
  • 40. Evaluation & selection  Secure access to “sandbox” for hands-on testing/demo  Evaluate documented responses  Schedule vendor demonstrations/presentations  Score presentations, responses  Client discussion, selection  Award contract, draft, sign-off More information:  Cadillac vs. Hyundai CMSs  All Gassed Up and Ready To Go! Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 40
  • 41. The price Licensing All the other costs Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 41
  • 42. How much money?!?!  Licensing:  Typically represents 10 – 20% of the total cost  Implementation:  Typically runs 4x – 8x licensing  Support:  Typically run 10% - 30% of the licensing cost – every year  Application integration:  Not included  Staffing ?? Content ?? Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 42
  • 43. CMS Blueprint – Sample Project Timeline Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 43
  • 44. Money-saving process  Put the technology solution on HOLD for a few weeks and invest in a detailed blueprint  Contract a planning consultant  Blueprint must be TECHNOLOGY NEUTRAL  Use blueprint to build requirements and criteria for intranet delivery solution (IDS) Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 44
  • 45. Additional Reading 45 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 46. www.Prescie ntDigital.comwww.PrescientDigital.com 46
  • 47. www.Prescie ntDigital.comwww.PrescientDigital.com 47
  • 48. www.Prescie ntDigital.comwww.PrescientDigital.com 48
  • 49. How to get the report www.prescientdigital.com Whitepapers Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 49
  • 50. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 50
  • 51. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 51
  • 52. 5252
  • 53. Communexions.comFor discussion & links to the slides 53 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 54. Q&A 54 Strictly Confidential © 2011 Prescient Digital Media Not For Distribution
  • 55. Strictly Confidential © 2011 Prescient Digital Media Not For Distribution 55