The latest and greatest in WCM: Trends, traps & tips By Toby Ward, Prescient Digital Media

Stop the cart, push the horse

KM versus CM Knowledge Management (KM) is the way and means that organizations create, store and access (reuse) knowledge to accomplish enterprise goals. KM requires: organizational processes and rules (taxonomy); innovative and participatory individuals; and the appropriate technology to support knowledge sharing.

Knowledge Management (KM) is the way and means that organizations create, store and access (reuse) knowledge to accomplish enterprise goals. KM requires:

organizational processes and rules (taxonomy);

innovative and participatory individuals;

and the appropriate technology to support knowledge sharing.

More acronyms please Content Management (CM) is only one facet of KM, namely the technology and process by which online content is created and published Web Content Management (WCM) – via a CMS for a website or an intranet or an extranet Enterprise Content Management (ECM) – the STRATEGY and the technology (CMS) for medium-to-large organization content management

Content Management (CM) is only one facet of KM, namely the technology and process by which online content is created and published

Web Content Management (WCM) – via a CMS for a website or an intranet or an extranet

Enterprise Content Management (ECM) – the STRATEGY and the technology (CMS) for medium-to-large organization content management

WCM vs. ECM More info: http://www.prescientdigital.com/articles/content-management/cms-or-ecm-2013-what-is-the-difference?searchterm=ECM Plus integrated scanning or imaging Built in editors, integration with MS Office Create To the web, to the desktop client, to other software and systems, to print, etc. To the web including mobile devices Deliver Long term archiving, more integrated with storage Snapshots of websites and content Preserve Sophisticated storage management including integration with storage hardware – “single instance” Work in progress, staging & ‘live’ environments may all hold copies of same version Store Plus records retention and disposal. Complex workflow as part of Business Process Management Library services and metadata management, approval or editorial workflows Manage Large 10,000 + Small (100s – 1000s) Scope ECM WCM Function

ECM vs. WCM

Content Management System (CMS) A content management system (CMS) is a technology (software) used to publish and manage content on a site Content is published using templates or wizards The CMS consists of two major parts: the content management application (CMA) the content delivery application (CDA)

A content management system (CMS) is a technology (software) used to publish and manage content on a site

Content is published using templates or wizards

The CMS consists of two major parts:

the content management application (CMA)

the content delivery application (CDA)

Content Management System (CMS) The CMA allows the author or publisher to manage content without any coding (or techies) The CDA does the actual publishing and updating on the site

The CMA allows the author or publisher to manage content without any coding (or techies)

The CDA does the actual publishing and updating on the site

The vendors

Pssst, whaddya need? Size: Huge, big, intermediate, mid-level, small, tiny, open source Focus: Document management, Web Content Management, Enterprise Content Management, Application Integration, Multimedia, Content Syndication, Multiple Languages, Search, Portals, BI, RM, etc. Cost: $Millions, $100,000s, $10,000s, $1,000s, free

Size:

Huge, big, intermediate, mid-level, small, tiny, open source

Focus:

Document management, Web Content Management, Enterprise Content Management, Application Integration, Multimedia, Content Syndication, Multiple Languages, Search, Portals, BI, RM, etc.

Cost:

$Millions, $100,000s, $10,000s, $1,000s, free

CMSWatch.com Vendor Roadmap

Enterprise CMS (ECM) Complex, enterprise wide deployment (100s of publishers; 10,000s – 100,000s of users) US $200-250k+ for base licensing. Vignette Oracle (Stellent) Documentum (EMC) IBM Interwoven Microsoft (now SharePoint)

Complex, enterprise wide deployment (100s of publishers; 10,000s – 100,000s of users)

US $200-250k+ for base licensing.

Vignette

Oracle (Stellent)

Documentum (EMC)

IBM

Interwoven

Microsoft (now SharePoint)

Large Scale CMS Large, less complex installations (10s – 100 publishers; 1000s – 10,000s of users) $US 125-175k base licensing (most) RedDot (OpenText) CoreMedia Day Software Percussion FatWire Mediasurface SDL Tridion

Large, less complex installations (10s – 100 publishers; 1000s – 10,000s of users)

$US 125-175k base licensing (most)

RedDot (OpenText)

CoreMedia

Day Software

Percussion

FatWire

Mediasurface

SDL Tridion

Intermediate Size CMS Robust solutions with less bells & whistles (5-10s of publishers; 1,000s of users) US $50-125k in base licensing PaperThin Serena Vyre Escenic Hannon Hill Ingeniux Sitecore

Robust solutions with less bells & whistles (5-10s of publishers; 1,000s of users)

US $50-125k in base licensing

PaperThin

Serena

Vyre

Escenic

Hannon Hill

Ingeniux

Sitecore

Small & Niche CMS Basic, simple CMS (1-10 publishers; 1 – 10 publishers; 100s - 1000s of users) US $10-125k in base licensing The Level Ektron CrownPeak Clickability Immediacy Hot Banana Enonic Atlantic WebFitters

Basic, simple CMS (1-10 publishers; 1 – 10 publishers; 100s - 1000s of users)

US $10-125k in base licensing

The Level

Ektron

CrownPeak

Clickability

Immediacy

Hot Banana

Enonic

Atlantic WebFitters

Open Source CMS All types and sizes Free licensing Plone Drupal Joomla OpenCms eZ Systems Alfresco TYPO3 Magnolia Daisy

All types and sizes

Free licensing

Plone

Drupal

Joomla

OpenCms

eZ Systems

Alfresco

TYPO3

Magnolia

Daisy

Joomla – HealthyCanada.com

Joomla – HealthyCanada.com

Joomla – HealthyCanada.com

RedDot In-context editing using “red dots” RedDot CMS

In-context editing using “red dots”

RedDot RedDot CMS Screenshot(s) used during workshop

RedDot RedDot CMS Screenshot(s) used during workshop

Plone – Prescient Digital Media

Plone – Prescient Digital Media

Plone – Prescient Digital Media

Plone – Prescient Digital Media

Plone – Prescient Digital Media

Choosing a CMS

The price Licensing All the other costs

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: Not included Content: Not included

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:

Not included

Content:

Not included

Solution identification process Assessment & planning Business requirements Functional requirements Technology requirements Evaluation criteria Vendor short list RFP

Assessment & planning

Business requirements

Functional requirements

Technology requirements

Evaluation criteria

Vendor short list

RFP

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

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

CMS Blueprint – Sample Project Timeline

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 CMS

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 CMS

Vendor evaluations Undertake macro evaluations Tailored product demos Open or closed (invitation) RFP Open vs. Closed RFP (shorter process) RFP process is normally 2 weeks to 2 months depending on the complexity of the project Send out RFP Short-list 2-3 vendors

Undertake macro evaluations

Tailored product demos

Open or closed (invitation) RFP

Open vs. Closed RFP (shorter process)

RFP process is normally 2 weeks to 2 months depending on the complexity of the project

Send out RFP

Short-list 2-3 vendors

Criteria Prescient’s 6 key evaluation criteria: Vendor viability 30% Technology / functionality 30% Cost 30% Implementation Services 5% Demonstration 5%

Prescient’s 6 key evaluation criteria:

Vendor viability 30%

Technology / functionality 30%

Cost 30%

Implementation Services 5%

Demonstration 5%

Requirements - detail Vendor overview Vendor experience Solution functional specifications Solution technical specifications Product demo or screenshots Licensing AND implementation costs Product technical requirements Project team bios, skills overview & experience Client portfolio Client references Detailed timeline Ongoing service & support commitment

Vendor overview

Vendor experience

Solution functional specifications

Solution technical specifications

Product demo or screenshots

Licensing AND implementation costs

Product technical requirements

Project team bios, skills overview & experience

Client portfolio

Client references

Detailed timeline

Ongoing service & support commitment

Other Requirements for consideration Development platform Bundled applications Integration connectors Amount of personalization and customization Multiple languages Standards (JSR-168, 170, US 508, WAI, HIPPA, CMIS) Multimedia (e.g., images, audio, video, etc.) Dating and version control Frequency of content publishing / changes Content types: static and/or dynamic Training and supporting content authors Access platforms (PDAs, WAP phones)

Development platform

Bundled applications

Integration connectors

Amount of personalization and customization

Multiple languages

Standards (JSR-168, 170, US 508, WAI, HIPPA, CMIS)

Multimedia (e.g., images, audio, video, etc.)

Dating and version control

Frequency of content publishing / changes

Content types: static and/or dynamic

Training and supporting content authors

Access platforms (PDAs, WAP phones)

Evaluation & selection of CMS vendors 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 !

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 !

Evaluation Matrix - Technology

Lessons

Trends Further blurring between portal & CMS vendors Further market consolidation (watch Vignette) Increasing focus on usability CMIS (interoperability services) standard Easier personalization (role-based) More Web 2.0 (blogs, wikis, etc.)

Further blurring between portal & CMS vendors

Further market consolidation (watch Vignette)

Increasing focus on usability

CMIS (interoperability services) standard

Easier personalization (role-based)

More Web 2.0 (blogs, wikis, etc.)

Traps Microsoft & IBM “Selecting” versus being “sold” Licensing represents 10-20% of the cost Not CMIS compliant Small, local vendors Choosing a CMS instead of a portal

Microsoft & IBM

“Selecting” versus being “sold”

Licensing represents 10-20% of the cost

Not CMIS compliant

Small, local vendors

Choosing a CMS instead of a portal

Tips Document detailed requirements (DETAILED) Create your IA and design first Host an RFP Keep your selection committee small (<6) Demand provided AND OTHER references Fixed fee project w/ 6 months of trouble-shooting Overrated: Worfkow Personalization Web 2.0

Document detailed requirements (DETAILED)

Create your IA and design first

Host an RFP

Keep your selection committee small (<6)

Demand provided AND OTHER references

Fixed fee project w/ 6 months of trouble-shooting

Overrated:

Worfkow

Personalization

Web 2.0

Resources Portal vendors list: http://www.arnoldit.com/lists/portal-vendors.html Portal solutions (reviews): www.CMSWatch.com Intranet blog: www.IntranetBlog.com

Portal vendors list:

http://www.arnoldit.com/lists/portal-vendors.html

Portal solutions (reviews):

www.CMSWatch.com

Intranet blog:

www.IntranetBlog.com

Cost Lack of understanding / education Resistance to change (habit) Lack of “what’s in it for me” Internal politics Local geographic silos Technology infrastructure Time Internal Barriers to Success

Cost

Lack of understanding / education

Resistance to change (habit)

Lack of “what’s in it for me”

Internal politics

Local geographic silos

Technology infrastructure

Time

Q & A Toby Ward Prescient Digital Media 416.986.2226 www.PrescientDigital.com www.IntranetBlog.com www.blogs.ragan.com/ContentMatters