0
One Management System to Rule
Them All?
Noz Urbina - @nozurbina
Blogger - www.urbinaconsulting.com/blog
Content Strategy P...
Agenda
~ Introductions
– The session
– Look who’s talking now (Me/Mekon)
– What is an MS? (vs. a Database?)
– Why do we ne...
Photo (C) http://www.flickr.com/photos/hhoyer/3249473645/
This Session is About Differentiation
~ A comparative overview, ...
Me
~ Mekon Content Strategy Practice Owner
~ noz.urbina@mekon.com @nozurbina
~ Mekon has 20 years in content-driven busine...
Cross-Industry Experience
What makes an MS?
~ Storage
~ Metadata
~ Integration
~ Capture
~ Indexing
~ Retrieval
~ Distribution
~ Security
~ Workflow...
An MS is not a DB
~ Management Systems are “business logic
layers” (basically a special kind of application)
built on a re...
Reasons to use an MS
~ Content Agility
– Right content, right platform, right format, etc..
~ Efficiency
– Publishing auto...
MSs for Another Day
~ We’re leaving out:
– LMS – Learning MS
– TMS/LMS – Translation/Localisation MS
– PLM – Product LifeC...
Common MS Types
Component
Content Management
System
e.g. IXIASOFT, Trisoft
(LiveContent Achitect),
XDocs, Vasont,
“Source ...
Differentiation
~ Manageable Units:
~ Documents
vs
~ Components (aka
modules)
~ Fragments
~ Variables
DMS
WCMS/CCMS
Differentiation
~ Structure & metadata:
~ Unstructured, or
Structure &
metadata is UI-
driven
vs
~ Structured source
~ Str...
SYSTEMS OVERVIEWS
DMS
Documents, compliance, release, libraries
congility.com
Document Management System
~ AKA EDMS (Electronic Document Management Sys)
~ Static and Live Documents
~ Liv...
congility.com
Document Management System
~ Usually internal but often delivers either to secure
extranet or hands off to W...
congility.com
Document Management System
Strong on:
~ Finance (Accounts
Payable/Receivable, Records
Management)
~ Supplier...
WCMS
Web Publishing, Analytics, Communities
congility.com
Web Content Management
System
~ Websites and web content (HTML, HTML5)
~ You consume content from WCMSs ever...
congility.com
Some information
typing on modules.
congility.com
(Simple) Semantic Metadata, but
completely custom-form driven,
and only on the whole module. No
sub-structur...
congility.com
Reusable, but
limited. Needs IT
intervention.
congility.com
Web Content Management
System
~ Strong on
– Websites
~ Including responsive
design and mobile web if
impleme...
CCMS
Multi-platform, multi-format, source-material management
congility.com
Component Content Management
System
~ Structured, “typed” content components
~ Enables compilation of delive...
congility.com
Component Content Relationships
~ Changes in status of any
related files will be
visible to the owners
~ Cro...
congility.com
CCMS versioning and status
~ CCMS systems can support complex composite objects
– Able to reuse, compare and...
congility.com
Composite Image Objects
~ CCMS topics link to “image objects” which handle all format
and version relationsh...
congility.com
DMS
WCMS
Case Study
CCMS
Doc Owner: “I’m going to publish
soon. I want to see what’s
happened to every secti...
congility.com
congility.com
CCMSs Need a Publishing Tool
CustomersB
CustomersA
Partners
…out to multiple formats
Check /
Manage
Plan /
Write
Use multi...
congility.com
Component Content Management
System
~ Strong on
– Complex documents
~ Tech Docs – manuals,
help, web help
~ ...
Unification
Unification
~ The systems can share content either
programmatically or with manual updates
across MSs
~ Metadata is the ke...
Standardisation Enables Reuse &
Integration
~ Some standards are
company-wide,
some are local
MSs in an Enterprise Systems Context
CustomersB
CustomersA
Partners
Translate
…and back comes business
intelligence (metri...
Socially enabled across silos
Let users build and
share their own
deliverables, for any
format
Hits are tagged with
their source
Search across MS
and silo boundaries
Conclusion
~ The common types exists for very different
reasons
– Apples, Oranges and Bananas can be compared,
but they ar...
Conclusion
~ Some vendors are looking to buy up a “whole
set”
~ Few are still pushing the “master system”
approach
Choosing a CMS: One Management System to Rule Them All?
Choosing a CMS: One Management System to Rule Them All?
Choosing a CMS: One Management System to Rule Them All?
Choosing a CMS: One Management System to Rule Them All?
Upcoming SlideShare
Loading in...5
×

Choosing a CMS: One Management System to Rule Them All?

634

Published on

[Originally Presented as part of the DCL Learning Series http://bit.ly/Wgfmfx]

With so many “MSs” on the market today — CCMS, CMS, DMS, WCMS, ECMS, LMS, PLMs, CRMs and more — what do you need, and how integrated can or should they be? Can you have the sought-after unified content strategy without a common software platform?

With the myriad of options, many potential users, and worse, the procurement staff who need to supply them with tools, don’t know really know the real, detailed differences between them. This session will help you navigate the forest of MSs by looking at three common types—Component CMS, Web CMS, Document MS—the differences between them, how they can be combined to support some common content scenarios like technical communications, web delivery, and document regulation and audit-trail control (and a little on mobile devices while we’re at it).

Published in: Technology
0 Comments
4 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
634
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
10
Comments
0
Likes
4
Embeds 0
No embeds

No notes for slide

Transcript of "Choosing a CMS: One Management System to Rule Them All?"

  1. 1. One Management System to Rule Them All? Noz Urbina - @nozurbina Blogger - www.urbinaconsulting.com/blog Content Strategy Practice Owner, Mekon - www.mekon.com Congility Events Chairperson - @congility / www.congility.com congility.com
  2. 2. Agenda ~ Introductions – The session – Look who’s talking now (Me/Mekon) – What is an MS? (vs. a Database?) – Why do we need MSs? ~ MS overviews by type – DMS – WCMS – CCMS ~ Unification & Conclusion congility.com
  3. 3. Photo (C) http://www.flickr.com/photos/hhoyer/3249473645/ This Session is About Differentiation ~ A comparative overview, not master-class or specific product recommendations CCMS DMS WCMS
  4. 4. Me ~ Mekon Content Strategy Practice Owner ~ noz.urbina@mekon.com @nozurbina ~ Mekon has 20 years in content-driven business processes ~ Technology independent consultancy, tool selection support, training and systems integration ~ Congility Events Chairperson – Today’s content needs agility! – www.congility.com @congility ~ Co-Author – Content Strategy: Connecting the Dots Between Business, Brand, and Benefits www.thecontentstrategybook.com
  5. 5. Cross-Industry Experience
  6. 6. What makes an MS? ~ Storage ~ Metadata ~ Integration ~ Capture ~ Indexing ~ Retrieval ~ Distribution ~ Security ~ Workflow ~ Collaboration ~ Versioning ~ Searching ~ Publishing
  7. 7. An MS is not a DB ~ Management Systems are “business logic layers” (basically a special kind of application) built on a repository (almost always a database) MS Application – Behaviours, user interfaces, features, integration, application programming interfaces (API) Repository – Storage, transaction management, fail-over
  8. 8. Reasons to use an MS ~ Content Agility – Right content, right platform, right format, etc.. ~ Efficiency – Publishing automation/single sourcing – Collaboration ~ Metrics, control & measurement – Publishing analytics – Workflow and auditability – Regulatory or procedural compliance and governance – Security ~ All vendors will tell you their system is great at all of these.
  9. 9. MSs for Another Day ~ We’re leaving out: – LMS – Learning MS – TMS/LMS – Translation/Localisation MS – PLM – Product LifeCycle MS – CLM – Client LifeCycle MS – CRM – Client Relationship MS – And Wikis...
  10. 10. Common MS Types Component Content Management System e.g. IXIASOFT, Trisoft (LiveContent Achitect), XDocs, Vasont, “Source materials” Building blocks and media ready for reuse in any document/format/output Document Management System e.g., SharePoint, Documentum... Whole, formatted documents Web Content Management System e.g., Drupal, Alfresco, WordPress, OpenCMS... Web sites, web pages, media files and downloadable documents CCMS WCMS DMS
  11. 11. Differentiation ~ Manageable Units: ~ Documents vs ~ Components (aka modules) ~ Fragments ~ Variables DMS WCMS/CCMS
  12. 12. Differentiation ~ Structure & metadata: ~ Unstructured, or Structure & metadata is UI- driven vs ~ Structured source ~ Structure survives across platforms regardless of UI DMS/WCMS CCMS
  13. 13. SYSTEMS OVERVIEWS
  14. 14. DMS Documents, compliance, release, libraries
  15. 15. congility.com Document Management System ~ AKA EDMS (Electronic Document Management Sys) ~ Static and Live Documents ~ Live = updated during day-to-day work ~ Static = unchanged until circumstance or schedule requires and update ~ e.g. Archives, Reference libraries, Authoritative Copies ~ Organisation-wide document control ~ Document numbering ~ Final formal release
  16. 16. congility.com Document Management System ~ Usually internal but often delivers either to secure extranet or hands off to WCMS ~ DMS + WCMS in one packaged application = Enterprise Content Management System (ECMS) ~ List of systems: http://bit.ly/nysDMs
  17. 17. congility.com Document Management System Strong on: ~ Finance (Accounts Payable/Receivable, Records Management) ~ Supplier & Contract Management ~ Audit and compliance ~ HR and Policy Management (Benefits Admin, Performance Review) Challenges: ~ Requirements management ~ Content reuse and fine-grain publishing ~ Technical documentation ~ Any sort or content structural control – DMS manages at file level ~ XML management
  18. 18. WCMS Web Publishing, Analytics, Communities
  19. 19. congility.com Web Content Management System ~ Websites and web content (HTML, HTML5) ~ You consume content from WCMSs every day ~ Content structures are controlled usually with forms or not at all (unstructured) – Modules are “info-typed” (blog, article, overview, ad, link bundle, etc.) and assembled into pages ~ Over 1500 known systems in the world – A short list (still huge): http://bit.ly/cmscrWCM
  20. 20. congility.com Some information typing on modules.
  21. 21. congility.com (Simple) Semantic Metadata, but completely custom-form driven, and only on the whole module. No sub-structure is allowed inside the main content. Can reuse whole module only
  22. 22. congility.com Reusable, but limited. Needs IT intervention.
  23. 23. congility.com Web Content Management System ~ Strong on – Websites ~ Including responsive design and mobile web if implemented properly – Community management – Analytics, metrics, measurement – Easy-to-source skills – Out of box social media integrations (twitter, facebook) ~ Challenges – Everything else – Professional quality print – Content structures are tied into the (forms) implementation (not portable like XML) – Single sourcing and reuse can often be a significant hack if not totally unfeasible
  24. 24. CCMS Multi-platform, multi-format, source-material management
  25. 25. congility.com Component Content Management System ~ Structured, “typed” content components ~ Enables compilation of deliverables from smaller, reusable components and fragments ~ Usually XML-based (often DITA these days) ~ Authors can restructure content without IT support ~ Web CMS and DMS publishing systems, CCMS is about creation and source management across publishing channels ~ List of systems (DITA only): http://bit.ly/ditawrCCM
  26. 26. congility.com Component Content Relationships ~ Changes in status of any related files will be visible to the owners ~ Cross-references can easily be managed: – Across chapters or documents – To any published deliverables with a known location (web, intranet) Fragment (Variable/Inset) Map (Collection) Sub-Map Image
  27. 27. congility.com CCMS versioning and status ~ CCMS systems can support complex composite objects – Able to reuse, compare and edit content from various points – Branching allows parallel work on topics – separate projects don’t disturb each other – Trace back metadata like specific requirements or for compliance – This table applies to collections/maps as well
  28. 28. congility.com Composite Image Objects ~ CCMS topics link to “image objects” which handle all format and version relationships. – The publishing process selects the appropriate image type for the output
  29. 29. congility.com DMS WCMS Case Study CCMS Doc Owner: “I’m going to publish soon. I want to see what’s happened to every section, image and text inset that my document uses.” ~ Interviewees regularly complain about content relationship issues: ~ “When stuff changes you don't know what's what. Things only go into the DMS once they are ready.” ~ CCMS allows flexible relationship management and auditing
  30. 30. congility.com
  31. 31. congility.com
  32. 32. CCMSs Need a Publishing Tool CustomersB CustomersA Partners …out to multiple formats Check / Manage Plan / Write Use multiple times... CCMS Rendering Engine ?
  33. 33. congility.com Component Content Management System ~ Strong on – Complex documents ~ Tech Docs – manuals, help, web help ~ (e)Learning material ~ Proposals and requirements – Automated publishing, reuse ~ Challenges – More complex by nature – Not many reliable open- source / very low cost options – Require implementation of publishing channels – Requires niche skills to implement and maintain – Some have usability issues
  34. 34. Unification
  35. 35. Unification ~ The systems can share content either programmatically or with manual updates across MSs ~ Metadata is the key – Tagging things with the same top-level metadata allows sharing without deep integrations – XML / DITA publish out in other formats like PDF and HTML to live new lives in the downstream systems (DMS/WCMS)
  36. 36. Standardisation Enables Reuse & Integration ~ Some standards are company-wide, some are local
  37. 37. MSs in an Enterprise Systems Context CustomersB CustomersA Partners Translate …and back comes business intelligence (metrics, user contributions, feedback) Review Testing & Quality Checks …out to multiple formats Check / Manage Plan / Write Use multiple times... CCMS WCMS DMS
  38. 38. Socially enabled across silos Let users build and share their own deliverables, for any format
  39. 39. Hits are tagged with their source Search across MS and silo boundaries
  40. 40. Conclusion ~ The common types exists for very different reasons – Apples, Oranges and Bananas can be compared, but they are not the same. Don’t end up with an Orange Pie or a Duck a la Banane ~ Large enterprises and even many small-to- medium enterprises need all 3
  41. 41. Conclusion ~ Some vendors are looking to buy up a “whole set” ~ Few are still pushing the “master system” approach
  1. A particular slide catching your eye?

    Clipping is a handy way to collect important slides you want to go back to later.

×