The latest and greatest in WCM: Trends, traps & tips   By Toby Ward, Prescient Digital Media
    Stop the cart, push the horse
KM versus CM <ul><li>Knowledge Management (KM)   is the way and means that organizations create, store and access (reuse) ...
More acronyms please <ul><li>Content Management (CM)   is only one facet of KM, namely the technology and process by which...
WCM vs. ECM More info:   http://www.prescientdigital.com/articles/content-management/cms-or-ecm-2013-what-is-the-differenc...
ECM  vs.  WCM
Content Management System (CMS)  <ul><li>A content management system (CMS) is a technology (software) used to publish and ...
Content Management System (CMS)  <ul><li>The CMA allows the author or publisher to manage content without any coding (or t...
The vendors
Pssst, whaddya need? <ul><li>Size: </li></ul><ul><ul><li>Huge, big, intermediate, mid-level, small, tiny, open source </li...
CMSWatch.com Vendor Roadmap
Enterprise CMS (ECM) <ul><li>Complex, enterprise wide deployment (100s of publishers; 10,000s – 100,000s of users)  </li><...
Large Scale CMS <ul><li>Large, less complex installations (10s – 100 publishers; 1000s – 10,000s of users) </li></ul><ul><...
Intermediate Size CMS <ul><li>Robust solutions with less bells & whistles (5-10s of publishers; 1,000s of users) </li></ul...
Small & Niche CMS <ul><li>Basic, simple CMS (1-10 publishers; 1 – 10 publishers; 100s - 1000s of users) </li></ul><ul><ul>...
Open Source CMS <ul><li>All types and sizes  </li></ul><ul><ul><li>Free licensing  </li></ul></ul><ul><ul><ul><li>Plone </...
 
Joomla – HealthyCanada.com
Joomla – HealthyCanada.com
Joomla – HealthyCanada.com
RedDot <ul><li>In-context editing using “red dots” </li></ul>RedDot CMS
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?!?! <ul><li>Licensing: </li></ul><ul><ul><li>Typically represents 10 – 20% of the total cost </li></ul></ul...
Solution identification process <ul><li>Assessment & planning  </li></ul><ul><ul><li>Business requirements  </li></ul></ul...
RFP Objectives <ul><li>Make the vendors  *earn*  your business </li></ul><ul><li>Identify the best technical solution </li...
CMS Blueprint – Sample Project Timeline
Money-saving process <ul><li>Put the technology solution on  HOLD  for a few weeks and invest in a detailed blueprint </li...
Vendor evaluations <ul><li>Undertake macro evaluations </li></ul><ul><li>Tailored product demos </li></ul><ul><li>Open or ...
Criteria <ul><li>Prescient’s 6 key evaluation criteria: </li></ul><ul><ul><li>Vendor viability  30% </li></ul></ul><ul><ul...
Requirements - detail <ul><ul><li>Vendor overview </li></ul></ul><ul><ul><li>Vendor experience </li></ul></ul><ul><ul><li>...
Other Requirements for consideration <ul><li>Development platform </li></ul><ul><li>Bundled applications </li></ul><ul><li...
Evaluation & selection of CMS vendors <ul><li>Secure access to “sandbox” for hands-on testing/demo </li></ul><ul><li>Evalu...
Evaluation Matrix - Technology
Lessons
Trends <ul><li>Further blurring between portal & CMS vendors  </li></ul><ul><li>Further market consolidation (watch Vignet...
Traps <ul><li>Microsoft & IBM </li></ul><ul><li>“Selecting” versus being “sold” </li></ul><ul><li>Licensing represents 10-...
Tips <ul><li>Document detailed requirements (DETAILED) </li></ul><ul><li>Create your IA and design first </li></ul><ul><li...
Resources <ul><li>Portal vendors list: </li></ul><ul><ul><li>http://www.arnoldit.com/lists/portal-vendors.html </li></ul><...
<ul><li>Cost </li></ul><ul><li>Lack of understanding / education </li></ul><ul><li>Resistance to change (habit) </li></ul>...
Q & A Toby Ward Prescient Digital Media 416.986.2226 www.PrescientDigital.com  www.IntranetBlog.com www.blogs.ragan.com/Co...
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CMS Trends Traps & Tips 2008 Print

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Presentation on web content management (WCM) and content management systems (CMS) by Toby Ward, CEO, Prescient Digital Media (www.PrescientDigital.com). A focus on CMS best practices, trends, traps and tips for implementing a CMS (WCMS).

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CMS Trends Traps & Tips 2008 Print

  1. 1. The latest and greatest in WCM: Trends, traps & tips By Toby Ward, Prescient Digital Media
  2. 2.     Stop the cart, push the horse
  3. 3. KM versus CM <ul><li>Knowledge Management (KM) is the way and means that organizations create, store and access (reuse) knowledge to accomplish enterprise goals. KM requires: </li></ul><ul><ul><li>organizational processes and rules (taxonomy); </li></ul></ul><ul><ul><li>innovative and participatory individuals; </li></ul></ul><ul><ul><li>and the appropriate technology to support knowledge sharing. </li></ul></ul>
  4. 4. More acronyms please <ul><li>Content Management (CM) is only one facet of KM, namely the technology and process by which online content is created and published </li></ul><ul><li>Web Content Management (WCM) – via a CMS for a website or an intranet or an extranet </li></ul><ul><li>Enterprise Content Management (ECM) – the STRATEGY and the technology (CMS) for medium-to-large organization content management </li></ul>
  5. 5. 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
  6. 6. ECM vs. WCM
  7. 7. Content Management System (CMS) <ul><li>A content management system (CMS) is a technology (software) used to publish and manage content on a site </li></ul><ul><li>Content is published using templates or wizards </li></ul><ul><li>The CMS consists of two major parts: </li></ul><ul><ul><li>the content management application (CMA) </li></ul></ul><ul><ul><li>the content delivery application (CDA) </li></ul></ul>
  8. 8. Content Management System (CMS) <ul><li>The CMA allows the author or publisher to manage content without any coding (or techies) </li></ul><ul><li>The CDA does the actual publishing and updating on the site </li></ul>
  9. 9. The vendors
  10. 10. Pssst, whaddya need? <ul><li>Size: </li></ul><ul><ul><li>Huge, big, intermediate, mid-level, small, tiny, open source </li></ul></ul><ul><li>Focus: </li></ul><ul><ul><li>Document management, Web Content Management, Enterprise Content Management, Application Integration, Multimedia, Content Syndication, Multiple Languages, Search, Portals, BI, RM, etc. </li></ul></ul><ul><li>Cost: </li></ul><ul><ul><li>$Millions, $100,000s, $10,000s, $1,000s, free </li></ul></ul>
  11. 11. CMSWatch.com Vendor Roadmap
  12. 12. Enterprise CMS (ECM) <ul><li>Complex, enterprise wide deployment (100s of publishers; 10,000s – 100,000s of users) </li></ul><ul><ul><li>US $200-250k+ for base licensing. </li></ul></ul><ul><ul><ul><li>Vignette </li></ul></ul></ul><ul><ul><ul><li>Oracle (Stellent) </li></ul></ul></ul><ul><ul><ul><li>Documentum (EMC) </li></ul></ul></ul><ul><ul><ul><li>IBM </li></ul></ul></ul><ul><ul><ul><li>Interwoven </li></ul></ul></ul><ul><ul><ul><li>Microsoft (now SharePoint) </li></ul></ul></ul>
  13. 13. Large Scale CMS <ul><li>Large, less complex installations (10s – 100 publishers; 1000s – 10,000s of users) </li></ul><ul><ul><li>$US 125-175k base licensing (most) </li></ul></ul><ul><ul><ul><li>RedDot (OpenText) </li></ul></ul></ul><ul><ul><ul><li>CoreMedia </li></ul></ul></ul><ul><ul><ul><li>Day Software </li></ul></ul></ul><ul><ul><ul><li>Percussion </li></ul></ul></ul><ul><ul><ul><li>FatWire </li></ul></ul></ul><ul><ul><ul><li>Mediasurface </li></ul></ul></ul><ul><ul><ul><li>SDL Tridion </li></ul></ul></ul>
  14. 14. Intermediate Size CMS <ul><li>Robust solutions with less bells & whistles (5-10s of publishers; 1,000s of users) </li></ul><ul><ul><li>US $50-125k in base licensing </li></ul></ul><ul><ul><ul><li>PaperThin </li></ul></ul></ul><ul><ul><ul><li>Serena </li></ul></ul></ul><ul><ul><ul><li>Vyre </li></ul></ul></ul><ul><ul><ul><li>Escenic </li></ul></ul></ul><ul><ul><ul><li>Hannon Hill </li></ul></ul></ul><ul><ul><ul><li>Ingeniux </li></ul></ul></ul><ul><ul><ul><li>Sitecore </li></ul></ul></ul>
  15. 15. Small & Niche CMS <ul><li>Basic, simple CMS (1-10 publishers; 1 – 10 publishers; 100s - 1000s of users) </li></ul><ul><ul><li>US $10-125k in base licensing </li></ul></ul><ul><ul><ul><li>The Level </li></ul></ul></ul><ul><ul><ul><li>Ektron </li></ul></ul></ul><ul><ul><ul><li>CrownPeak </li></ul></ul></ul><ul><ul><ul><li>Clickability </li></ul></ul></ul><ul><ul><ul><li>Immediacy </li></ul></ul></ul><ul><ul><ul><li>Hot Banana </li></ul></ul></ul><ul><ul><ul><li>Enonic </li></ul></ul></ul><ul><ul><ul><li>Atlantic WebFitters </li></ul></ul></ul>
  16. 16. Open Source CMS <ul><li>All types and sizes </li></ul><ul><ul><li>Free licensing </li></ul></ul><ul><ul><ul><li>Plone </li></ul></ul></ul><ul><ul><ul><li>Drupal </li></ul></ul></ul><ul><ul><ul><li>Joomla </li></ul></ul></ul><ul><ul><ul><li>OpenCms </li></ul></ul></ul><ul><ul><ul><li>eZ Systems </li></ul></ul></ul><ul><ul><ul><li>Alfresco </li></ul></ul></ul><ul><ul><ul><li>TYPO3 </li></ul></ul></ul><ul><ul><ul><li>Magnolia </li></ul></ul></ul><ul><ul><ul><li>Daisy </li></ul></ul></ul>
  17. 18. Joomla – HealthyCanada.com
  18. 19. Joomla – HealthyCanada.com
  19. 20. Joomla – HealthyCanada.com
  20. 21. RedDot <ul><li>In-context editing using “red dots” </li></ul>RedDot CMS
  21. 22. RedDot RedDot CMS Screenshot(s) used during workshop
  22. 23. RedDot RedDot CMS Screenshot(s) used during workshop
  23. 24. Plone – Prescient Digital Media
  24. 25. Plone – Prescient Digital Media
  25. 26. Plone – Prescient Digital Media
  26. 27. Plone – Prescient Digital Media
  27. 28. Plone – Prescient Digital Media
  28. 30. Choosing a CMS
  29. 31. The price Licensing All the other costs
  30. 32. How much money?!?! <ul><li>Licensing: </li></ul><ul><ul><li>Typically represents 10 – 20% of the total cost </li></ul></ul><ul><li>Implementation: </li></ul><ul><ul><li>Typically runs 4x – 8x licensing </li></ul></ul><ul><li>Support: </li></ul><ul><ul><li>Typically run 10% - 30% of the licensing cost – every year </li></ul></ul><ul><li>Application integration: </li></ul><ul><ul><li>Not included </li></ul></ul><ul><li>Staffing: </li></ul><ul><ul><li>Not included </li></ul></ul><ul><li>Content: </li></ul><ul><ul><li>Not included </li></ul></ul>
  31. 33. Solution identification process <ul><li>Assessment & planning </li></ul><ul><ul><li>Business requirements </li></ul></ul><ul><ul><ul><li>Functional requirements </li></ul></ul></ul><ul><ul><ul><ul><li>Technology requirements </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Evaluation criteria </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Vendor short list </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>RFP </li></ul></ul></ul></ul></ul>
  32. 34. RFP Objectives <ul><li>Make the vendors *earn* your business </li></ul><ul><li>Identify the best technical solution </li></ul><ul><li>Identify the best functional solution </li></ul><ul><li>Identify the best team </li></ul><ul><li>Identify the best price </li></ul><ul><li>Ensure the vendor / solution is solid </li></ul>
  33. 35. CMS Blueprint – Sample Project Timeline
  34. 36. Money-saving process <ul><li>Put the technology solution on HOLD for a few weeks and invest in a detailed blueprint </li></ul><ul><li>Contract a planning consultant </li></ul><ul><li>Blueprint must be TECHNOLOGY NEUTRAL </li></ul><ul><li>Use blueprint to build requirements and criteria for CMS </li></ul>
  35. 37. Vendor evaluations <ul><li>Undertake macro evaluations </li></ul><ul><li>Tailored product demos </li></ul><ul><li>Open or closed (invitation) RFP </li></ul><ul><li>Open vs. Closed RFP (shorter process) </li></ul><ul><li>RFP process is normally 2 weeks to 2 months depending on the complexity of the project </li></ul><ul><li>Send out RFP </li></ul><ul><li>Short-list 2-3 vendors </li></ul>
  36. 38. Criteria <ul><li>Prescient’s 6 key evaluation criteria: </li></ul><ul><ul><li>Vendor viability 30% </li></ul></ul><ul><ul><li>Technology / functionality 30% </li></ul></ul><ul><ul><li>Cost 30% </li></ul></ul><ul><ul><li>Implementation Services 5% </li></ul></ul><ul><ul><li>Demonstration 5% </li></ul></ul>
  37. 39. Requirements - detail <ul><ul><li>Vendor overview </li></ul></ul><ul><ul><li>Vendor experience </li></ul></ul><ul><ul><li>Solution functional specifications </li></ul></ul><ul><ul><li>Solution technical specifications </li></ul></ul><ul><ul><li>Product demo or screenshots </li></ul></ul><ul><ul><li>Licensing AND implementation costs </li></ul></ul><ul><ul><li>Product technical requirements </li></ul></ul><ul><ul><li>Project team bios, skills overview & experience </li></ul></ul><ul><ul><li>Client portfolio </li></ul></ul><ul><ul><li>Client references </li></ul></ul><ul><ul><li>Detailed timeline </li></ul></ul><ul><ul><li>Ongoing service & support commitment </li></ul></ul>
  38. 40. Other Requirements for consideration <ul><li>Development platform </li></ul><ul><li>Bundled applications </li></ul><ul><li>Integration connectors </li></ul><ul><li>Amount of personalization and customization </li></ul><ul><li>Multiple languages </li></ul><ul><li>Standards (JSR-168, 170, US 508, WAI, HIPPA, CMIS) </li></ul><ul><li>Multimedia (e.g., images, audio, video, etc.) </li></ul><ul><li>Dating and version control </li></ul><ul><li>Frequency of content publishing / changes </li></ul><ul><li>Content types: static and/or dynamic </li></ul><ul><li>Training and supporting content authors </li></ul><ul><li>Access platforms (PDAs, WAP phones) </li></ul>
  39. 41. Evaluation & selection of CMS vendors <ul><li>Secure access to “sandbox” for hands-on testing/demo </li></ul><ul><li>Evaluate documented responses </li></ul><ul><li>Schedule vendor demonstrations/presentations </li></ul><ul><li>Score presentations, responses </li></ul><ul><li>Client discussion, selection </li></ul><ul><li>Award contract, draft, sign-off </li></ul><ul><li>More information: </li></ul><ul><li>Cadillac vs. Hyundai CMSs </li></ul><ul><li>All Gassed Up and Ready To Go ! </li></ul>
  40. 42. Evaluation Matrix - Technology
  41. 43. Lessons
  42. 44. Trends <ul><li>Further blurring between portal & CMS vendors </li></ul><ul><li>Further market consolidation (watch Vignette) </li></ul><ul><li>Increasing focus on usability </li></ul><ul><li>CMIS (interoperability services) standard </li></ul><ul><li>Easier personalization (role-based) </li></ul><ul><li>More Web 2.0 (blogs, wikis, etc.) </li></ul>
  43. 45. Traps <ul><li>Microsoft & IBM </li></ul><ul><li>“Selecting” versus being “sold” </li></ul><ul><li>Licensing represents 10-20% of the cost </li></ul><ul><li>Not CMIS compliant </li></ul><ul><li>Small, local vendors </li></ul><ul><li>Choosing a CMS instead of a portal </li></ul>
  44. 46. Tips <ul><li>Document detailed requirements (DETAILED) </li></ul><ul><li>Create your IA and design first </li></ul><ul><li>Host an RFP </li></ul><ul><li>Keep your selection committee small (<6) </li></ul><ul><li>Demand provided AND OTHER references </li></ul><ul><li>Fixed fee project w/ 6 months of trouble-shooting </li></ul><ul><li>Overrated: </li></ul><ul><ul><li>Worfkow </li></ul></ul><ul><ul><li>Personalization </li></ul></ul><ul><ul><li>Web 2.0 </li></ul></ul>
  45. 47. Resources <ul><li>Portal vendors list: </li></ul><ul><ul><li>http://www.arnoldit.com/lists/portal-vendors.html </li></ul></ul><ul><li>Portal solutions (reviews): </li></ul><ul><ul><li>www.CMSWatch.com </li></ul></ul><ul><li>Intranet blog: </li></ul><ul><ul><li>www.IntranetBlog.com </li></ul></ul>
  46. 48. <ul><li>Cost </li></ul><ul><li>Lack of understanding / education </li></ul><ul><li>Resistance to change (habit) </li></ul><ul><li>Lack of “what’s in it for me” </li></ul><ul><li>Internal politics </li></ul><ul><li>Local geographic silos </li></ul><ul><li>Technology infrastructure </li></ul><ul><li>Time </li></ul>Internal Barriers to Success
  47. 49. Q & A Toby Ward Prescient Digital Media 416.986.2226 www.PrescientDigital.com www.IntranetBlog.com www.blogs.ragan.com/ContentMatters

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