Content Management System

Content Management System Strategic Advantage in using Information Assets (CMS / ECM) Anand Subramaniam

“ It is not the crook in modern business that we fear, but the honest man who does not know what he is doing .”

- Owen D. Young

Highlights

Records Management - Overview

Definitions / Differences

CMS – Why & What

CMS – Process Overview

CMS – Types

ECM – Overview

CMS – Selection

Records Management - Overview

Records Management Register / Classify Archive / Dispose Protect / Publish Records Mngt Rules / Policies Fax E-mail Retention Archiving VITAL Records Work flow Capture Integrity Classify Records Life cycle Conversion Disposal Security Security Access Procedure Access Restric-tions Audit trails Backup & Recovery User groups Docs/W-sheets Declassi-fication Tracking

Why an organisation should look at CMS…

To seek a strategic advantage in using information assets in creative ways

To network business partners / agents who seek varying information needs

To combine structured and unstructured information to and from both humans and applications

To those struggling with the volume, accuracy or timeliness of information on their intranet or internet sites

Definitions / Differences

Definitions Enterprise Content Management Technique used to capture, manage, store, preserve, and deliver content and documents related to organisational processes Metadata “ Data about Data,” information about the content such as author, date created, date retired, subject category and types of output (web, print, PDA). Portal Web site or service that offers a broad array of resources and services (e-mail, forum, search engine, on-line shopping malls) LDAP Lightweight Directory Access Protocol (LDAP), which communicates and manages account identity information across network services Knowledge Management Integrates people, process and place - to provide learning opportunities and capturing knowledge that can be readily shared

Difference – Content vs. Knowledge Mngt Content Management Output of knowledge management processes Concerned with the medium. Define the editable formats of content. Knowledge Management KM is more concerned with the message Defines the consumable formats of content

CMS – Why & What

Content Management System (CMS)

CMS helps to organise, control, and publish a large body of documents and multimedia content

PDF files Word documents Photos and images Audio files Video files

Why CMS?

People

Mobile workforce

High “churn” – people

Intellectual property is very fluid

Unrelenting competition and the need for speed

Environment

Rapidly changing workplace

Information explosion & glut

“ Media Rich” content

“ Always On” state

Attention limits

Exposure

To electronic discovery

Improper behavior

Loss of Intellectual Property

CMS – What it can do for you? Keep content timely and accurate Gain more control over content, presentation Delegate content creation & maintenance into the hands of the content owners Eliminate the file forest Employ tools and features: Separate content from presentation

CMS – What it can NOT do for you? Write the content Set up a publishing process for writing, editing, and maintaining content Quell mission- and scope-creep issues Convince reluctant content providers to use the software Provide governance

CMS – Weakest Link Content is poorly written, unedited, out of date, and / or not there Weakest Link Lack information architecture (a key component) of the CMS Content is misplaced, redundant or standards / governance not in place Users not trained, high staff turnover or ownership in the long run is not established More focused on the design than content and to ensure it supports users / customer requirements Don’t understand audiences’ needs do not have access to the critical information

CMS – Process Overview

Content Lifecycle Workflow Dispose Storage Store Publish Archive Authoring Create Review

CMS - Features

CMS - Components Application Server Database Authoring Templates Publishing User Interface HTML Pages Templates

CMS - Process Design Templates Configure Site Staging Server Create/edit Publish

CMS - Architecture / Integration Integration Framework Process Automation Application Services Web Services - SOA IT Services Portal Data Integration Publishing Content Management Personalisation XML Security Messaging Fault Tolerance Load Balancing Integration [EAI] Audience Employee Supplier Customer Executive IT Admin Applications Foundation Services Application Server Middleware Foundation Layers OS / Database Platform Hardware & Network Services Collaboration Financial Apps Staffing CRM Apps SCM Apps HRMS Apps

CMS Design - Information Architecture (IA) Authoring Templates Content / Metadata Model Presentation Templates Web Pages User Requirements IA Definition Business Strategy Workflow Content Presentation Content Audit Publishing Process

Content Lifecycle – User Management

Security

User rights defined by role

Management only can view certain documents

User (Dis) allowed to edit, submit etc documents

CMS - Types

CMS - Types Learning (L-CMS) manages web learning content life cycle Document Imaging Systems general CMS family Publica-tions (P-CMS) manages publications life cycle Integrated (I-CMS) manages enterprise documents and content. Enterprise (E-CMS) vary in functionality Transac-tional (T-CMS) manages e-commerce transactions Web CMS automates various aspects of web publishing Types

CMS – Active Content Challenges

Events

Content Changes

Exception Triggers

Policy Changes

Stakeholder

Details

Database records

Correspondence

Enterprise Apps Inter-operability

ERP/CRM

Email Mngt

Legacy systems

Lifecycle

Records

Case creation to closure

Funding / grants

Business Rules

Policy

Service levels

Processing time

Compliance

Security

Roles / rule based access control

Content

Images

eForms

Reports

Documents

Business Process

Approval

Exceptions

Resolution

Closure

CMS – Fixed Content

Electronic Documents

Contracts, Claims, Financial Spreadsheets

Email, Attachments and Presentations

CAD/CAM designs

Rich Media

Conventional (Digital Film, GIS, etc.)

News/media, Video Clips, Security Surveillance

Audio, Voicemail, Emergency Management Radio

Digital Records

Documents, Employee Records, Checks

Photographs and other images

System Monitoring Charts, GIS

CMS – Small to Large Content Management (CM) Has great many facets and also includes - Web Content Management, Content Syndication, Digital or Media Asset Management, and Enterprise Content Management

Enterprise Content Management (ECM)

Most comprehensive form of content management software, which handles all types of shared data in an organisation.

Includes WCM as well as capabilities to manage office docs, e-mails attachments and graphic content (PDF, JPEG)

Web Content Management (WCM)

One module of a ECM system that focuses specifically on web data (website). Can be purchased separately from ECM to manage only web content.

Enables web developers to better organise, customise, streamline and automate web pages

Implementing CMS Business / Strategy Goals } Aligned Understand the impact of CMS on the organisation Appropriate governance structures in place Identify measures of success Stakeholder Goals

CMS – Implementation Challenges Requirement Scope, prototype, change Mngt Data Migration – old to new Extensive Customi-sation CMS - vendors, functionality, benefits, cost Training – authors, editors, users Workflow management Interface / integration with other systems Complexity – from select, design, to implement Challenges

ECM - Overview

Why Enterprise Content Management?

Business mandate

Intranets unmanageable

Current system unscaleable

Content life cycle unmanageable

High client expectations on content

What is ECM? Technology used to capture, manage, store, preserve, & deliver content and documents related to organisational processes – regardless of document type or media Manages unstructured information – regardless of where the information exists

ECM – Detail Definitions Capture Move content -paper / electronic, into content repository for reuse, storage or distribution Human created – forms, rich media, microfilm Application created – ERP, XML Manage Tools & techniques to move content around and monitor tool performance Store Store content and access Central / Shared Repository Security – Groups & Roles Repository – file systems, CMS, database Services – check in / out, audit trail, version control Technologies, SAN, DVD, RAID Preserve Long term archival & storage ( paper, film, optical, SAN Record Mngt – File Plans, Retention Schedules Deliver Right content, to right audience on the right device Layout – paper, extranet, intranet Publishing – portal, email. Fax, mobile, e-statement, security

ECM – Functionality

Scan Interface

Store

Search

Retrieve

Records Management

Basic Security

Email Management (Manual)

Simple Workflows

ECM - Connected Enterprise eProcurement Research & Development B2B Colloboration Sales Force Automation eMarketing Manufacturing Order Fulfillment Customer Portal eLearning Employee Portal ECM XML Docu-ments Web Content Rich content

ECM - Benefits Manages content throughout lifecycle Improve & protect (IP) content access and retrieval Reduces risks / litigation cost Meets regulatory / compliance needs Automated workflow & speed up business processes Infor share & collabo-rative work environ-ment Operational efficiency reduced costs & delays Assists business continuity strategies Benefits

Integration with ECM ECM Application Framework ECM Managed Elements Web Assets Industry Widgets Web Content and Feeds Mashup Hub Included Elements Personal / Departmental Content Databases, ERP/ CRM Systems of Record ERP/ CRM Data Sources Work List Inbox Doc Viewer Form Viewer Metrics Reports Info Server

CMS – Selection

CMS - Initial Analysis Content Mngt Process (Decentralise / Centralise) Company Size (Small ~ Enterprise level) Incremental Scope (High level ~ Detailed level require-ments) Publishing Channels (Course ~ Finer granularity) Metrics (Financial & Non Financial) Project Mngt Maturity (Adhoc ~ Optimised) Media Types (Website ~ Digital Media) Building Blocks (Content Variation low ~ high) Initial Analysis

CMS - Evaluation Criteria