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  • We don’t promote technology for technology’s sake… there must be a positive business impact.
  • Source: Managing Content and Knowledge, APQC Consortium Study, 2001
  • Automate the process for deploying content Free IT from direct responsibility of day-to-day publishing activities Sophisticated approach for targeting content to multiple destinations Create, manage and deploy content more quickly and accurately Reduced complexity of managed content to multiple channels Agility to changing competitive landscape and business strategies Provide a consistent process for managing content Combine content from various sources into a single view Collaborate and route content together for approval and publishing Effectively manage Web sites, portal content and other media Align organizational objectives and streamline processes
  • Lessons Learned in developing a business case for content management Economic gains should be as high a priority as functionality CM should be a business initiative, even if lead by IT Integrate with larger strategic initiatives Roll out in waves or phases, providing value for the next phase Steering Committee is key to approval Involve financial people in the team from the outset Lessons Learned in design and implementation Creating and Acquiring Content Conduct a content audit: prune ruthlessly Authors own the content Publishing tools must be “ridiculously easy to use” Content Management Processes Spend enough time creating business rules Maintenance is as important as creation Create content stewards in each domain / unit Allocate enough time to these roles Content Delivery No dead ends; always have a help desk somewhere
  • Content Creation and Acquisition Content Management Content Delivery Author and acquire Edit Manage access and security Attach metadata Validate Deliver the content via the Internet (in most cases) Submit to system Classify (via a taxonomy) Keep fresh ------Put measures in place to track progress and change----- Figure 2.2

Farida.ppt Farida.ppt Presentation Transcript

  • Implementing a Content Management System “Do Your Homework” Xpediant Solutions Farida Hasanali Knowledge/Content Manager
  • Table of Contents
    • Who we are – Xpediant Solutions
    • Definition and terms
    • Content Lifecycle
    • Our Approach
    • Case examples
    • Q&A
  • Who We Are
    • We are a software consulting and systems integration firm.
    • We specialize in delivering full lifecycle, systems development projects.
    • We are experts in enterprise portal, collaborative, content management, and business process management solutions.
    • Our core team consists of highly experienced senior architects, Java developers, project managers, and functional experts.
  • Some of our Customers…
  • Industries Represented
    • Automotive
    • Consulting
    • Education
    • Entertainment
    • Financial
    • Government
    • Healthcare
    • Insurance
    • Non Profit
    • Oil & Gas
    • Pharmaceutical
    • Telecommunications
  • Our Philosophy
    • Technology should Enable your business BY:
      • supporting your business processes.
      • enabling your employees to work more efficiently
      • Enabling your employees to work more effectively
    • to drive it to profitability and be competitive in the marketplace
  • Business Approach } Should be aligned Understand the impact of IT changes on the organization Put the appropriate governing structures in place Identify measures of success Business Strategy/Goals IT Stake Holder’s Goals IT/Project Goals
  • Technical Approach Inception: Establish Vision, Mission, Business Case & High Level Requirements Project Scope, Risk Mitigation Strategies Report, High Level Requirements Objective Deliverables Elaboration: Detail Level Requirements Communicate Solution Via Prototype(s) Solutions Blueprint, Architecture & Web Design Report, Prototypes & Models Construction: Build The Solution Creative, Business & Technological Frameworks Agreed Upon Milestones Transition: Ensure Smooth Roll-out Of Application. Deploy Solution Transition Plan & Workshops Application & System Documentation
  • Xpediant can help with…
    • We offer stand alone:
    • Strategy workshops
    • ROI Workshops
    • Requirements Gathering
    • Vendor Analysis
    • Business Case Development
    • AND/OR
  • Xpediant can help with…
    • Full life cycle deployment
    • Constructing the solution
    • Project management
    • Testing and deployment
    • Customized development of required functionality (applets, API, Java, Web services, etc.)
    • Taxonomy creation
    • Customer usability
  • Doing your Homework What is Content Management?
  • The Nature of Knowledge Easier to replicate Leads to competency Explicit Tacit Hard to articulate Hard to transfer Hard to steal High competitive advantage Contributes to efficiency Easier to document and share 20% 80%
  • Definitions of Knowledge Management
    • Capturing, organizing, and storing knowledge and experiences of individual workers and groups within an organization and making this information available to others in the organization. library.ahima.org/xpedio/groups/public/documents/ahima/pub_bok1_025042.html
    • is the industry buzzword used to describe a set of tools for capturing and reuse of knowledge. www.functionalknowledge.com/glossary.html
    • Systematic approaches to help information and knowledge flow to the right people at the right time so they can act more efficiently and effectively. Find, understand, share and use knowledge to create value.
      • APQC
  • Definitions of content Management
    • Content management, whether electronic or not, and web content management focus on the management of the data within a document . (Narrow) www.intellectuk.org/sectors/document_management/glossary.asp
    • The activity of acquiring, collecting, authoring/editing, tracking, accessing, and often delivering both structured and unstructured digital information - collectively "content". The content can include financial data, business records, customer service data, marketing information, images, video, or other types of digital information. (Broad) www.cylogy.com/library/glossary.html
  • Definition of a CMS
    • Content Management is a system to provide meaningful and timely information to end users by creating processes that identify, collect, categorize, and refresh content using a common taxonomy across the organization.
    • A content management system includes people, processes, technology, and most importantly, the content itself.
    • CMS is the enabler that provides the right
    • information at the right time to the right person
    • -APQC
  • The Relationship Between KM & CM
    • Content is the output of knowledge management processes.
    • KM is more concerned with the message; CM is more concerned with the medium.
    • KM requirements should define the consumable formats of content. CM requirements will define the editable formats of content.
  • Symptoms of Needing CM?
    • Orphaned Content
      • junkyards of abandoned Web pages
    • Tower of Babel
      • every department and community has created its own Dewey Decimal System
    • The Hemingway Syndrome
      • Everyone thinks they are an author and proudly publish their work
    • Content Interruptus
      • Great content resides all over but no one can get to it
    • Dump Trucking
      • business units/divisions want IT to Web-enable every piece of content
      • APQC
  • Business Reasons for CM
    • The Environment
      • Rapidly changing workplace
      • Information explosion & glut
      • “ Media Rich” content
      • “ Always On” state
      • Attention limits
    • People and Markets
      • Mobile workforce
      • High “churn” - intellectual property, people
      • Intellectual property is very fluid
      • Unrelenting competition and the need for speed
    • Exposure and liability
      • To electronic discovery
      • Improper behavior
      • Loss of Intellectual Property
  • What can Content Management do for you?
    • Automate the process for deploying content
    • Create, manage and deploy content more quickly and accurately
    • Provide a consistent process for managing content
    • Effectively manage Web sites, portal content and other media
  • Goals of a Content Management Initiative
    • Provide a consistent stream of appropriate content to users;
    • Tag and classify the content, using technology tools to make it easier to find and use it;
    • Establish a content validation process; and
    • Design the support processes and organizational structure to make the initiative successful.
  • Clarification of Terminology
    • Record Management Systems
      • Books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics made or received by an agency of the U.S. Government. Technology vendor examples are Insci, Towertech.com, Laserfiche, Easylink, Legato, etc.
    • Document Management Systems
      • Repository, metadata, editorial history, relationships between documents, search and retrieval
      • Technology vendor examples are Interleaf (Broadvision), Astoria, Poet, Documentum, Xyvision, etc.
      • All vendors are blurring the line between document management and content management
  • More Terminology
    • Web Content Management
      • Adds a layer to document management, it enables publishing content to Intranet and Internet sites
      • Enables maintenance and integration of content to online process such as e-commerce and automated syndication
    • Learning Content Management Systems
      • Subset of Web content management
      • Ability to structure online content to comply with online education standards such as SCORM and AICC
    • Content Management Vendors
      • Documentum, Rhythmx, Fatwire, Stellent, Interwoven, Opentext, Vignette, Cofax, Midgard, Zope, etc.
    • Jumping into the game, Project Management Systems, business process management systems……
  • Develop a business case Develop a strategy for handling explicit knowledge and infrastructure Design and launch the content management system Maintain and extend the content management system Expand and integrate. Use the system as a tool for collaboration and delivery Phases of a CM Initiative
  • High Level Logical Architecture Integration Framework Process Automation Application Services Web Services - SOA IT Services Portal Data Integration Publishing Content Management Personalization XML Security Messaging Fault Tolerance Load Balancing Integration [EAI] Audience Employee Administrator Customer Executive Partner Applications Foundation Services Collaboration Financial Applications Staffing Manufacturing Apps Inventory Applications HR Applications Application Server Middleware Foundation Layers OS / Database Platform Hardware & Network Services
  • Do Your Homework!
    • Establish structure and roles for design process
    • Determine user requirements
    • Conduct content audit/assessment
    • Conduct as-is and to-be process analysis
    • Conduct workshops to define taxonomy and metadata
    • Estimate value
    • Assess current and future technology
    • Prioritize technology requirements for vendor assessment
    • Evaluate and select technology
    • Finalize project plan and roles (and request for implementation funding if not done in initial business case)
  • Governance Structure Steering Committee KM or CM KM/CM Support Group Steward Steward Steward Business Unit Business Unit Business Unit
  • User Requirements
    • Assemble an appropriate team
      • One senior champion – budget
      • Project Manager
      • Business Analyst
      • Architect
      • Representation from content owners part of the effort
    • Decide on a methodology to gather requirements
      • Use Cases
        • Lead the users through a series of step that describe user action and system reaction
  • Conduct Audit
    • Garbage in…garbage out
    • Study showed 60% of content is non-value
    • Determine criteria for audit
      • Dated – how old is the content?
      • Importance to business-Organization’s core intellectual capital
      • Validity – applicability or currency of subject matter within the artifact
  • As-Is to be process analysis Organizational Analysis As-Is Analysis To-Be Design Human Change Management
  • Build Taxonomy/Metadata
    • Taxonomy – classification schema
      • Helps organize content into recognizable categories
      • May be the basis of a navigation structure
      • Standardizes how and where content is stored
    • Metadata – information about information
      • Values such as content owner, expiration date, taxonomy
  • Steps 6-9 – value and selecting technology
    • Baseline your existing environment
    • Set up realistic expectations
      • What are the expectations for this system?
      • How will this system impact the company?
      • How will automation or redeployment of this system:
        • Provide a strategic advantage to the company?
        • Reduce stress?
        • Save time?
        • Save money?
        • Satisfy a statutory requirement?
      • How many users will this system impact?
      • What is the life expectancy of this system?
      • Is this system going to satisfy:
        • An immediate need?
        • A long-term need?
        • Both?
  • Cost Analysis to Select Vendors
    • Side-by-side comparison of each candidate package's cost in the following areas:
      • The package itself
      • Customizations
      • Training
      • Maintenance
      • Estimated support
      • Implementation
  • A Model of The Content Lifecycle
    • User rights defined by role
    • Communications sends out press releases
    • Legal authors agreements
    • Management only can view certain documents
    • Employees can edit and submit what level of documents
  • Actions that need to happen in each phase Content Delivery Content Management & Delivery Content Creation Content Authoring Document Version Control Check In / Check Out Browse (navigate) Input Templating Import / Export Format renditions Multi-Language Versions Access control Categorization (tagging) Full-text indexing Audit trail Content Analysis Search / Retrieve Usage reporting Usage Analysis User profiling Usage logging Personalization Multi-channel re-purposing Simple Work Flow Complex, integrated Work Flow Template Authoring DocBase Replication DocBase Federation Component re-purposing INTRAnet Content Deployment Subscription Services DocBase Intallation Internet Content Deployment Output Templating Aggregate Version Control
  • Implementation Plan Phase III Focus- Implementation Develop Plan Content Audit Taxonomy Creation Phase II Focus- Planning and Design System Test System Cut-Over System Design Document Mostly what we have covered Prototype (Optional) Gap Analysis Understand User Requirements Develop End User Documentation Custom Program Development Data Migration User Acceptance
  • Questions? Farida Hasanali [email_address] 713-297-8867
  • Xpediant’s Experience
  • Pay By touch Technology: Spring, Hibernate, JSR 168, Internationalization technologies Store Locator applet
  • BP Technology: Vignette Portal
  • APQC Knowledgebase Technology: ATG Verity Interwoven
  • Bank of America