Content Management at theAmerican College of Physicians Society for Scholarly Publishing Annual Meeting May 30, 2003
Content Management at the American College of Physicians1. How did we develop the overall strategy?2. How will we measure results?3. What is our basic design concept?4. What are our timelines and objectives?5. What tools and technologies are we using?6. How have our workflows changed?7. What lessons have we learned so far?
The Overall Strategy:Content UbiquityReadily accessible to authorized ACP staff andultimately, under access control, to authors, peerreviewers, and web end users.Cohesively indexed and searchable in a variety ofmethods so that interrelated subject matter is easyto find regardless of its originating source.Deliverable through automated systems thatsupport the ACP’s ability to publish the rightinformation in the right form at the right time to theright audience.
Business Needs • Cost reduction for content creation, management, and delivery • Timeliness to market • Ubiquity of content • Disciplined management of intellectual assets • Personalization of member information needs • Targeting of partner needs • Ability to provide multiple channels of distribution for content sales • Increased portability and re-use of content • Improved reliability and credibility of content Content Infrastructure Strategy Delivery of Content Creation of Content (Multi Channel) • Article solicitation Management of • Web sites • Authoring-origination Content • Products • Collaboration • Global/local access • Partners • Peer review • Content security • PDAs • Copy-editing • Version control • Print • Revision • Access restrictions • Retention • Inventory/reports • Metadata/indexing • Multiple file types Enterprise-wide IT Standards Existing technology Enterprise-wide Business & Corporate Processes strategies & platforms Technical Resources • Data integrity • Security • Database management systems• Corporate strategic planning • Existing technical staff in • Backup and recovery • Network operating systems• Resulting goals & objectives IS, IT, & individual departments • Disaster recovery • Applications development• Capital & operating budgets • RFP/contract administration • Availability & accessibility tools & platforms • Finance & legal staffs • Auditing • Content markup standards • Documentation
Results Measurements1. Shortened timeframes to bring new products to market.2. Increased ability to develop products targeting specific niche markets.3. Better ability to re-purpose already- developed content for additional uses.4. Quicker response to breaking news and fast-track market needs.
Results Measurements5. Better ability to meet the needs of licensees of the ACP’s content and other partners.6. Interlinking between ACP products of similar subject matter.7. More effective processes to update aging content.8. New processes to engage authors and peer reviewers in collaboration over the Internet.
Content Development/Deployment Conceptual DesignContent Creation Content Deployment Electronic Products • PIER • acpjc.org • annals.org • MKSAP • PIER • e-books • Journal Club • e-commerce • MKSAP • Annals • Others… Content Repository Business Partners • Allscripts • Ovid • EBSCO • Infotrieve Standardized content Print Product in prescribed formats • Annals of Internal Medicine Hybrid Products Content distribution • MKSAP • Bioterrorism web site • ACP Journal Club • Clinical decision support tools Content revisions
Timeline: 2001-20031. Convert content of all revenue-producing ACP publications to XML.2. Allow product delivery deadlines to drive progress.3. Use existing staff, existing technology, and existing budget.4. Optimize staff organizational structure.
Timeline: 2001-20035. Develop a disciplined content structure.6. Develop process-driven editorial workflows.7. Remain flexible regarding specific editorial and programming tools.
Timeline: 2003-20041. Move all appropriate product/publication content to a shared repository.2. Establish content access control, check- in/check-out, and versioning.3. Install automated workflow applications.4. Develop metadata assignment systems and editorial tools.
Timeline: 2003-20045. Implement automated deployment of content.6. Establish content update processes and mechanisms.7. Implement robust content querying for editorial and product development staff.8. Allow web end-users to create a “personalized” home page containing links to content specific to individual interests.
Timeline: 2004-20051. Progress towards a fully-featured, web-based collaborative authoring system.2. Implement a fully-featured, real-time (“dynamic load”) delivery system.
CM Systems Architecture Functional Design Content Creation Content Deployment External Data Sources XML-to-HTML Staging server: • PIER Conceptual Repository • acpjc.org • annals.org NLM MeSH, Lexi-Comp Drug XML-to-print: drug database, etc. information • Quark Citation Engine database Lexical tools • XyVision (Xindice) • PDF • XSL:FO Special Applications Databases PDA portal:ACP-Originated Content Applications Deployment • Palm(File check-in/check-out) • Pocket PC Ap Ed Primary Content Repository pl ito • XML files ic ri Author- at al • Non-XML files Internal staff iosubmitted ns XML prod. files Special XML files content to partners Non-XML Administrative Repository production files (Word, HTML, .jpg, .gif, .pdf, Quark, etc.) Internal Staff XML-to-DHTML, txt Administrative •CD-ROM Files
Editorial and Conversion Tools in Use (so far) XML-to-HTML and Word-to-XML XML-to-Print Editorial Tools Conversion Conversion Word Logictran XSLT XMetaL Python XSL:FO NotePad, Note Search & Tab, WordPad, Replace etc. Word macros XMetaL macros
Development and Infrastructure Tools in Use (so far) Other Special Development Applications Main Content Tools Databases Repository* Java Xindice Either: (XML database) Documentum Tomcat (web server) Oracle or XyEnterprise Xerces (XML Content@ parser) * under consideration; Ant (build tool) decision on or about 7/1/2003 JSP, servlets
Old Workflow Word rtf composition print SGML public web
New Workflow Word XML preview web public web composition print
Lessons Learned (so far)1. Implementing XML backwards up the workflow, step by step, not all at once, causes the least disruption and the most immediate benefits.2. Justifying each change in terms of clear, specific, and immediate benefits to productivity, quality, and deliverability determines what step is next and reduces the “fear factor.”3. Developing programming capabilities within your staff results in flexibility and reusability; outsource programming only when absolutely necessary and then transfer the technology to internal staff upon completion.
Lessons Learned (so far)4. Planning, organizing, and documenting the new production process are very necessary but also very labor-intensive.5. The new workflow significantly increases the number of pre-composition steps, and the brunt of the labor falls to the editorial staff, particularly editorial assistants.6. Training editorial staff one at a time on just those tasks they need to know to get their work done in the new environment keeps the confusion and disruption to a minimum.
Lessons Learned (so far)7. Traditional skilled copy-editors fear that the new environment will cost them productivity and quality; it is difficult to overcome this skepticism and build their trust.8. Developing, testing, and implementing a particular process as a “pilot” project for just one product ease the sharing of the new capability with other products because it is already proven and routine.9. Using project leaders with real-life “been to the mountain” experience provides champions and cheerleaders who can give encouragement, direction, and reassurance to the staff.
Helpful resources Web sites: www.econtentmag.com www.sys-con.com/xml/neww.cfm www.impressions.com Consulting firms: Really Strategies, Inc. (www.reallysi.com) Aaron Marcus and Associates, Inc. (www.amanda.com)