CMS Trends Traps & Tips 2008 Print

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.

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

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)

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 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

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)

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

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

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

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

Joomla – HealthyCanada.com

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

RedDot RedDot CMS Screenshot(s) used during workshop

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

Solution identification process
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

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

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

Criteria
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

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)

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 !

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.)

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

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

Resources
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

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

CMS Trends Traps & Tips 2008 Print

by Prescient Digital Media

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