Copyright © 2008 AllscriptsMisys Healthcare, Inc.
To CMS or Not to CMS?
Leigh W. White
Expert Technical Writer
November 3,...
2
What this isn’t…
› Info on specific CMSs
› Your definitive answer
3
What this is…
› Ideas and tips for identifying your “pain points”
› Ideas and tips for evaluating your complexity
› Some...
4
Content Management vs. Content
Management System
› Content Management
− Categorizing & characterizing your content
− Reu...
5
Do you already have a CMS?
› If you track your content & output in any way, you have a
CMS!
› A CMS is not necessarily a...
6
Do you need a BETTER CMS?
› Is what you’re doing now working for you?
› Do you anticipate changes that will make it no l...
7
“Where does it hurt?”
› If it’s not working, where is it not working?
− Missed deadlines
− Less than optimal quality
− L...
8
“Where does it hurt?” (con’d)
› These pain points not a reason to assume you need a
CMS
› Also not a reason to despair
9
Remember:
› A CMS is a collection of processes and procedures that
enable you to implement the principles of content
man...
10
Identify pain points and solutions
PROBLEM
› Too general:
− “We can’t keep up with updates.”
› Better:
− “We can’t keep...
11
Problems>solutions>implementation
Identify the problems
Identify the solutions
Determine how to implement the solutions
12
CMS: solution or problem?
› A CMS is not a solution! A CMS is a system or tool for
implementing a solution!
› If not pr...
13
Can you handle a CMS?
› Cost
› Ongoing support
› Implementation timeline
› Current personnel structure - everyone will ...
14
Whaddya have? Evaluate your
complexity
--The Content Management Bible, Bob Boiko
Content Contributors
Change Publicatio...
15
Evaluate your complexity (con’d)
› Content
− Number of topics? Number of documents? Do you include
images & other conte...
16
Evaluate your complexity (con’d)
› Contributors
− Number of contributors?
− Their relationship to you?
− Complexity of ...
17
Evaluate your complexity (con’d)
› Change
− Amount of change, not volume, determines complexity
− [Number of components...
18
Evaluate your complexity (con’d)
› Publications
− Number of publications
− Degree of personalization (none, some, most,...
19
Yeah, we need a CMS!
20
The suits want numbers
Evaluate your pain points in terms of cost:
5 writers 200 hours @ $30/hr. to update 1000 pages =...
21
The suits want numbers (con’d)
Evaluate your pain points in terms of cost:
200 clients @ 1 personalized manual/client @...
22
Alternatives to a CMS
› Optimize folder structure
23
Alternatives to a CMS (con’d)
› Optimize document organization
− Chunk for reuse (workflow, audience, etc.)
− By menu o...
24
Alternatives to a CMS (con’d)
› If you’re using unstructured Frame, move to structured!
25
Alternatives to a CMS (con’d)
› Frame 8’s native filtering function
− Include/exclude information based on attributes
−...
26
Alternatives to a CMS (con’d)
› ABCM FrameMaker plug-in
− Include/exclude information based on attributes
− Can build f...
27
Alternatives to a CMS (con’d)
› InsetPlus FrameMaker plug-in
− Insert topics from a “topic library”
− Source in only on...
28
Alternatives to a CMS (con’d)
› Create your own tracking tool
− For example, Oyster CTS—created for internal team use
−...
29
Other resources
› www.cmsInfo.org
› www.CMSReview.com
› www.Content-Wire.com
› www.Gilbane.com
› www.OSCOM.org
› Conten...
30
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To CMS or Not to CMS?

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While a Content Management System (CMS) is often an important part of many groups' content strategy, it's not the strategy itself. Not all groups have the resources to implement a CMS. This presentation suggests some ways to help you determine if a CMS is your logical next step and provides some alternative methods you can implement without any special software.

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To CMS or Not to CMS?

  1. 1. Copyright © 2008 AllscriptsMisys Healthcare, Inc. To CMS or Not to CMS? Leigh W. White Expert Technical Writer November 3, 2008
  2. 2. 2 What this isn’t… › Info on specific CMSs › Your definitive answer
  3. 3. 3 What this is… › Ideas and tips for identifying your “pain points” › Ideas and tips for evaluating your complexity › Some examples of how to improve production without a CMS
  4. 4. 4 Content Management vs. Content Management System › Content Management − Categorizing & characterizing your content − Reusing content for multiple outputs (including localization, personalization) − Managing workflow − Tracking usage, statistical information › Content Management System (CMS) − Set of tools and procedures/processes to help you do the above OR − Application specifically designed to help you do the above
  5. 5. 5 Do you already have a CMS? › If you track your content & output in any way, you have a CMS! › A CMS is not necessarily a commercially-available system; it's anything that works for you….or not so much.
  6. 6. 6 Do you need a BETTER CMS? › Is what you’re doing now working for you? › Do you anticipate changes that will make it no longer work? − New/more writers? − New/more deliverables? − Shorter release cycles? − More personalization/localization?
  7. 7. 7 “Where does it hurt?” › If it’s not working, where is it not working? − Missed deadlines − Less than optimal quality − Limited opportunities for reuse − Redundant/omitted content − Writers stepping on each others’ toes − Content not organized/characterized − No personalization
  8. 8. 8 “Where does it hurt?” (con’d) › These pain points not a reason to assume you need a CMS › Also not a reason to despair
  9. 9. 9 Remember: › A CMS is a collection of processes and procedures that enable you to implement the principles of content management. › You can still develop those processes and procedures independent of a specific tool.
  10. 10. 10 Identify pain points and solutions PROBLEM › Too general: − “We can’t keep up with updates.” › Better: − “We can’t keep the ABC, XYZ and QRS manuals updated and in sync because the content changes so often.” SOLUTION › “We need to identify any content that is used among all of these manuals. Then we need to develop a way to indicate that this content is reused. Next, we need to consider rewriting for reuse. Finally, we need a system that allows us to actually reuse the content and track the reusages.”
  11. 11. 11 Problems>solutions>implementation Identify the problems Identify the solutions Determine how to implement the solutions
  12. 12. 12 CMS: solution or problem? › A CMS is not a solution! A CMS is a system or tool for implementing a solution! › If not properly implemented, a CMS can be just another problem.
  13. 13. 13 Can you handle a CMS? › Cost › Ongoing support › Implementation timeline › Current personnel structure - everyone will have to wear even more hats than they do now: − Manager − Business analyst − Design analyst − Developer − QA tester − Writer − Editor
  14. 14. 14 Whaddya have? Evaluate your complexity --The Content Management Bible, Bob Boiko Content Contributors Change Publications
  15. 15. 15 Evaluate your complexity (con’d) › Content − Number of topics? Number of documents? Do you include images & other content? − Number of kinds of items (KB articles, FAQs, checkists, conceptual info, task-based info, etc.) − How much current/potential reuse?
  16. 16. 16 Evaluate your complexity (con’d) › Contributors − Number of contributors? − Their relationship to you? − Complexity of content they provide? − Conversion from outside sources? − Need to enforce standards & uniformity
  17. 17. 17 Evaluate your complexity (con’d) › Change − Amount of change, not volume, determines complexity − [Number of components added/updated] x [unit of time] − [Number of components deleted/archived] x [unit of time] − Updates easy; locating components to change more difficult
  18. 18. 18 Evaluate your complexity (con’d) › Publications − Number of publications − Degree of personalization (none, some, most, all) − How many redesigns per year? (layout changes, navigation changes) − Any current separation of content from presentation?
  19. 19. 19 Yeah, we need a CMS!
  20. 20. 20 The suits want numbers Evaluate your pain points in terms of cost: 5 writers 200 hours @ $30/hr. to update 1000 pages = $6000 x 4 releases/year = $24,000 › How much of this time is rewrites/recompiles due to poorly-organized content? 50 hours = savings of $1500 x 4 releases/year = $6,000 › For purchase of $50,000 CMS, ROI 8-9 years
  21. 21. 21 The suits want numbers (con’d) Evaluate your pain points in terms of cost: 200 clients @ 1 personalized manual/client @ $50 = $10,000 › How much of a selling point would personalized documentation be? 5 new sales/year? 10 new sales/year? 5 @ $50,000 = $250,000 › For purchase of $50,000 CMS, ROI 5 years (current clients) › ROI .2/year [10 wks] (potential sales)
  22. 22. 22 Alternatives to a CMS › Optimize folder structure
  23. 23. 23 Alternatives to a CMS (con’d) › Optimize document organization − Chunk for reuse (workflow, audience, etc.) − By menu or window only if product strictly menu- or window- driven
  24. 24. 24 Alternatives to a CMS (con’d) › If you’re using unstructured Frame, move to structured!
  25. 25. 25 Alternatives to a CMS (con’d) › Frame 8’s native filtering function − Include/exclude information based on attributes − Can only build filters using attributes in current document − Each user must build own filters
  26. 26. 26 Alternatives to a CMS (con’d) › ABCM FrameMaker plug-in − Include/exclude information based on attributes − Can build filters using any attributes, for entire document set − Can build filters in central location so all writers can access − Free; http://www.weststreetconsulting.com
  27. 27. 27 Alternatives to a CMS (con’d) › InsetPlus FrameMaker plug-in − Insert topics from a “topic library” − Source in only one place, can propagate changes across all references − Based on DITA model − Free; http://www.weststreetconsulting.com
  28. 28. 28 Alternatives to a CMS (con’d) › Create your own tracking tool − For example, Oyster CTS—created for internal team use − Access database for tracking topics, maps, images − Tracks where used, versions, audit trail − Includes project scoping
  29. 29. 29 Other resources › www.cmsInfo.org › www.CMSReview.com › www.Content-Wire.com › www.Gilbane.com › www.OSCOM.org › Content Management Systems - Tools of the Trade by Dave Addey, James Ellis, Phil Suh, David Thiemecke › Content Management Bible by Bob Boiko › Managing Enterprise Content by Ann Rockley
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