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From Vision to Use Cases for CMS selection

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How to start with a vision statement, then a list of use cases, then development of use cases. Delivered to DC Web Content Mavens April 20th, 2010.

How to start with a vision statement, then a list of use cases, then development of use cases. Delivered to DC Web Content Mavens April 20th, 2010.

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  • 1. from vision to use casesfor CMS selection DC WEB CONTENT MAVENS APRIL 20th, 2010 @jdavidhobbs
  • 2. what is a use case?• A description of the business actions that a user needs to take …• for all types of users …• to enable your site goalsDC Web Content Mavens http://hobbsontech.com 2April 2010 @jdavidhobbs
  • 3. example use caseJane is a content editor for the Northeast region, and she needs to enter the latest weather update. She enters the CMS and then selects the option to enter a weather update. She cuts and pastes and then edits the individual reports from the reporting offices. She enters core metadata (defaulting to Northeast region since she is the region’s content contributor) and then submits to workflow. Her boss Lucy then receives notification, and Lucy then accepts the update. The update then appears automatically to all blocks on all pages based on this metadata (for instance, the Northeast home page, each state in the Northeasy home page, and as a flag on the main weather page map). There is not option to override.DC Web Content Mavens http://hobbsontech.com 3April 2010 @jdavidhobbs
  • 4. why use cases?• Allow you to see how different systems would implement important user interactions• Notably not a checklist• Concrete enough for internal team to understandDC Web Content Mavens http://hobbsontech.com 4April 2010 @jdavidhobbs
  • 5. a use case for selection is not:• implementation details• specification of a solution• complete enough for implementationThey should not be any of theseDC Web Content Mavens http://hobbsontech.com 5April 2010 @jdavidhobbs
  • 6. when to apply use cases• Buy-in• RFP• Demonstrations• Proof of Concepts• Pilot• ImplementationDepends on complexity of implementationDC Web Content Mavens http://hobbsontech.com 6April 2010 @jdavidhobbs
  • 7. use cases easier for CMS selections• Only need use cases necessary to differentiate CMSes• For each use case, only the level of detail necessary to differentiate between CMSes is needed• Opportunity to better understand your requirements after concrete demonstrations by vendorsDC Web Content Mavens http://hobbsontech.com 7April 2010 @jdavidhobbs
  • 8. use cases also harder for CMS selections• Discretion / prioritization needed• Long-standing issues come to fore (perhaps tempted to ignore them)• CMS use cases a bit abstract for many• Purchasing rush compromises• Often developed without overall visionDC Web Content Mavens http://hobbsontech.com 8April 2010 @jdavidhobbs
  • 9. so just write the use cases?Problems with jumping in:• All issues raised above• Lose forest for the trees• After lots of work has been put into use cases, difficult to simplify later• Difficult for everyone to understandDC Web Content Mavens http://hobbsontech.com 9April 2010 @jdavidhobbs
  • 10. process to define use cases for CMS selection Define Set CMS List use Write use vision priorities cases casesDC Web Content Mavens http://hobbsontech.com 10April 2010 @jdavidhobbs
  • 11. your goals and needsDC Web Content Mavens http://hobbsontech.com 11April 2010 @jdavidhobbs
  • 12. your goals and needs • Need a tree • Need someone handy to build it • Can use spare parts • Kids only • Security not issue • Never become castleDC Web Content Mavens http://hobbsontech.com 12April 2010 @jdavidhobbs
  • 13. your goals and needs• Need roads• Need a driver• Buy pre-built• Families can use• Must lock• Never become castle DC Web Content Mavens http://hobbsontech.com 13 April 2010 @jdavidhobbs
  • 14. not CMS problem if you acquire based on inappropriate goalsDC Web Content Mavens http://hobbsontech.com 14April 2010 @jdavidhobbs
  • 15. also not core CMS product issue if not implemented well• Inconsistencies• Uneccessary complexity• Sloppy coding• Not well thought out approach to standardizationDC Web Content Mavens http://hobbsontech.com 15April 2010 @jdavidhobbs
  • 16. no CMS is perfect Even “normal” houses have roof leaksDC Web Content Mavens http://hobbsontech.com 16April 2010 @jdavidhobbs
  • 17. cms selection just part of implementation process here Vision Plan Pilot Implement MaintainDC Web Content Mavens this slide: http://bit.ly/9YqLw1 17April 2010 @jdavidhobbs
  • 18. success not just technicalDC Web Content Mavens this slide: http://bit.ly/cA1zUs 18April 2010 @jdavidhobbs
  • 19. good CMS selection should help other aspects as well• One driver to define compelling vision• Developing use cases drives important discussions (not directly related to technology)• Gets a bit more concrete than vision aloneDC Web Content Mavens http://hobbsontech.com 19April 2010 @jdavidhobbs
  • 20. vision and use casesVision: Why you want to move to a new CMSUse Cases: What evaluate CMSes against to see how different tools accomplish themDC Web Content Mavens http://hobbsontech.com 20April 2010 @jdavidhobbs
  • 21. what is a compelling vision?A compelling vision is a simple statement, in terms that all stakeholders can understand, of how the migration will result in a substantially improved site.DC Web Content Mavens http://hobbsontech.com 21April 2010 @jdavidhobbs
  • 22. do you have a compelling vision?• Most stakeholders say it’s compelling• Vision is for substantial improvement• Translates to prioritization for moving forward• Justifies doing the migration• Short (a sentence to page max)DC Web Content Mavens http://hobbsontech.com 22April 2010 @jdavidhobbs
  • 23. example compelling vision1. Reduce web production cost as an organization by editorial centralization2. Improve user experience by centralizing template control and automated content pulls from multiple repositoriesDC Web Content Mavens http://hobbsontech.com 23April 2010 @jdavidhobbs
  • 24. why a compelling vision?• Anchors your project• Helps prioritize issues as project progresses• Creates energy and shared direction• Narrows the scope, indicating what is not included• Allows useful metrics to evaluate migrationDC Web Content Mavens http://hobbsontech.com 24April 2010 @jdavidhobbs
  • 25. how to develop use cases1. Define Vision2. Define CMS Priorities3. List Use Cases4. Write Use CasesDC Web Content Mavens http://hobbsontech.com 25April 2010 @jdavidhobbs
  • 26. get buy-in at each step• One of the reasons for this approach is to get buy-in incrementally• So make sure to get buy-in at each step before continuing to the nextDC Web Content Mavens http://hobbsontech.com 26April 2010 @jdavidhobbs
  • 27. 1. define vision• Isolate why you want / need to move to a new CMS (using criteria above)• May involve creative thinking of what is unifying about all the little issuesFor large site, may want to develop a high level implementation strategy to confirm vision possibleDC Web Content Mavens http://hobbsontech.com 27April 2010 @jdavidhobbs
  • 28. quick aside: it’s not just the CMSOne reason to do an implementation strategy is to ensure you have sufficient: – Staff – Governance – Consistency in various technical systems – Content Strategy – Taxonomy / IA / Design – Technical know-howDC Web Content Mavens http://hobbsontech.com 28April 2010 @jdavidhobbs
  • 29. example visionA. Reduce web production cost as an organization by editorial centralizationB. Improve user experience by centralizing template control and automated content pulls from multiple repositoriesDC Web Content Mavens http://hobbsontech.com 29April 2010 @jdavidhobbs
  • 30. 2. define CMS priorities• What are the CMS priorities to enable the vision?• These should be high level, unifying, and short (perhaps ten total), and prioritized amongst themselves• Ensure that a) priorities enable all elements of the vision, and b) that anything that does not match the vision is carefully scrutinizedDC Web Content Mavens http://hobbsontech.com 30April 2010 @jdavidhobbs
  • 31. example CMS priorities1. Centralized hierarchical templates2. Blocks within templates automatically pulling content based on metadata3. Hook to centralized automated concept extraction engine4. Dramatically simple (and locked down) content contributor interface5. Streamlined editorial interface for small editorial team6. Easy to modify templates centrallyDC Web Content Mavens http://hobbsontech.com 31April 2010 @jdavidhobbs
  • 32. 3. list use cases• Map your use cases back to the priorities• Concentrate on ensuring the use cases will support your priorities• In your RFP, you can also provide this mappingDC Web Content Mavens http://hobbsontech.com 32April 2010 @jdavidhobbs
  • 33. example use case lista. Define hierarchy of templates (including adding functionality to all pages later)b. Enter content that automatically flowsc. Add new subsite based on template (including concept extraction rules)d. Editor changes automatic pull rules for specific block on their subsitee. ….DC Web Content Mavens http://hobbsontech.com 33April 2010 @jdavidhobbs
  • 34. 4. write use cases• Again keeping the overall vision in mind, write the use cases to support that visionDC Web Content Mavens http://hobbsontech.com 34April 2010 @jdavidhobbs
  • 35. example use caseJane is a content editor for the Northeast region, and she needs to enter the latest weather update. She enters the CMS and then selects the option to enter a weather update. She cuts and pastes and then edits the individual reports from the reporting offices. She enters core metadata (defaulting to Northeast region since she is the region’s content contributor) and then submits to workflow. Her boss Lucy then receives notification, and Lucy then accepts the update. The update then appears automatically to all blocks on all pages based on this metadata (for instance, the Northeast home page, each state in the Northeasy home page, and as a flag on the main weather page map). There is not option to override.DC Web Content Mavens http://hobbsontech.com 35April 2010 @jdavidhobbs
  • 36. example flow from vision to use caseDC Web Content Mavens http://hobbsontech.com 36April 2010 @jdavidhobbs
  • 37. Define Set CMS List use Write usevision priorities cases cases Thanks David Hobbs Guiding CMS Migrations http://hobbsontech.com @jdavidhobbs david@davidhobbsconsulting.com

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