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
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…
Oil & Gas
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:
Business Case Development
Xpediant can help with…
Full life cycle deployment
Constructing the solution
Testing and deployment
Customized development of required functionality (applets, API, Java, Web services, etc.)
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.
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
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?
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
Great content resides all over but no one can get to it
business units/divisions want IT to Web-enable every piece of content
Business Reasons for CM
Rapidly changing workplace
Information explosion & glut
“ Media Rich” content
“ Always On” state
People and Markets
High “churn” - intellectual property, people
Intellectual property is very fluid
Unrelenting competition and the need for speed
Exposure and liability
To electronic discovery
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
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
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
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
Assemble an appropriate team
One senior champion – budget
Representation from content owners part of the effort
Decide on a methodology to gather requirements
Lead the users through a series of step that describe user action and system reaction
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
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?
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?
Cost Analysis to Select Vendors
Side-by-side comparison of each candidate package's cost in the following areas:
The package itself
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