Cms overview & landscape review020120416

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CMS Landscape Review by Beaconfire's Jeff Herron.

CMS Landscape Review by Beaconfire's Jeff Herron.

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  • 1. CMS Overview & LandscapeBriefing for Kripalu TeamApril 2012
  • 2. Goals of BriefingContent Management System Overview • Educate team about CMS concepts and terminology • Explore CMS Features and functionality • Review typical CMS Selection Process. Confidential – ©2012 2
  • 3. CMS Overview & Landscape ReviewWhat is a CMS? • What does a CMS do? • What’s NOT in the box?CMS Features • Content Entry and Management • Metadata and categorization • Workflow • Users, Groups and PermissionsCMS LandscapeSelection Process Overview • Decision Criteria Confidential – ©2012 3
  • 4. What is a CMS? Content Management System “A set of business rules and editorial processes applied to content by people and organizations to align online publishing efforts with business objectives.” – Tony Byrne, CMSWatch Confidential – ©2012 4
  • 5. What is a CMS? Confidential – ©2012 5
  • 6. What does a CMS do? • Web site management - assists with management of most aspects of your web site. • Distributed Publishing: Enables many people/departments to contribute to Web site(s) • Role-based Access: Capabilities in system based on access rights (by dept, by role, by logical site section, by type of content) • Content Workflow: Process of moving content through the editing, approval, publishing, and archiving process • Promotes Brand Consistency: Consistency of design, message and content across family of sites and/or types of display • Helps Separate Elements of Web Management: Design, from content, from programming • Content Re-use: Headline, short description used across site, part of single content asset. Edit in one place, show in many places. • Creates opportunity to better engage constituents • Supports Multiple Sites: Leverages templates, functional elements, workflows, users/groups, and may allow for sharing of content assets. Confidential – ©2012 6
  • 7. What’s NOT “in the Box”? In a CMS project, certain processes and steps occur outside of the content management system • Defining business goals; getting organizational buy-in • Writing content; (translating or localizing content) • Defining content creation process – staff roles and responsibilities for editing, approving, publishing, and archiving • Creating design or branding elements; • Determine site navigation or information architecture; • Training internal staff to contribute content • Content Migration from old to new site. Confidential – ©2012 7
  • 8. What’s NOT “in the Box”? In a Web site, certain functionality may be outside the core functions of the CMS. These “gaps” between what the CMS can handle and what the site must do are typically accomplished by “extending” CMS modules, “developing” custom software, and/or other off the shelf 3rd party solutions. • CRM – user registration, data collection ( • Communication tools – mailing lists, newsletters, email tools • Commerce tools – shopping cart, donations • Ticketing and event systems • Digital asset management – repository and management of images, videos etc. • Document Management – shared file management, intranet, collaboration tools • Community tools – Chat, forums, bulletin boards • Site Search – search for site visitors • Polls & Surveys More and more CMSs include at least elements of these items though are not often the tools’ core features or strengths. Confidential – ©2012 8
  • 9. CMS Overview & Landscape ReviewWhat is a CMS? • What does a CMS do? • What’s NOT in the box?CMS Features • Content Entry and Management • Metadata and categorization • Workflow • Users, Groups and PermissionsCMS LandscapeSelection Process Overview • Decision Criteria Confidential – ©2012 9
  • 10. Standard Features in a CMS • Create, edit, and publish workflow management • Content entry and management • Content Re-use • Metadata and categorization ‒ Taxonomies and Tagging (Related Content) ‒ Categories & Navigation • Template and design management ‒ Separation of content from design • Users, Groups and permissions • Content scheduling and archiving • Content publishing ‒ Dynamic or static page assembly and publication ‒ Content repurpose and reuse • Content delivery in multiple formats (print-friendly, cell phones, emails, etc.) • Site Hierarchy / Distributed Content Sharing • Content aggregation and syndication • Multi-lingual Support (characters/management) • Content localization and personalization • Community Features & Web 2.0 – user profiles, ratings, comments, blogs Confidential – ©2012 10
  • 11. CMS Overview - Workflow An overview of the process VIEWS 1 Create / Add 2 Edit / Approve 3 Publish Web Content goes here. Content Approvers Content Creators (all online properties) (all online properties) Multiple Audience Email Automated Email notification Member Center Content Management System Confidential – ©2012 11
  • 12. Workflow Questions• Used for content items that go through approval process before publishing. Not all content is treated the same.• Level of workflow complexity needed is a big factor complexity and likely cost of CMS• Identify WHO is involved in content approval process• Consider workflow process notifications (e.g. email to let approvers know content is in queue) or that content that can be shared across sites is available• Consider workflow differences for different properties or site areas• Create workflow that supports business process, not one that inhibits it Confidential – ©2012 12
  • 13. Workflow (CrownPeak) Confidential – ©2012 13
  • 14. Workflow (Sitecore) Confidential – ©2012 14
  • 15. Workflow Confidential – ©2012 15
  • 16. Content Entry and ManagementNavigation & editing methods vary • Web Site View • Folder ViewStructured vs. non-structured contentContent entry methods • Browser based forms • MS Word • Rich Editor (thin client) Confidential – ©2012 16
  • 17. Content Entry: Site View (Sitecore) Confidential – ©2012 17
  • 18. Content Entry: Site View (eZ Publish) Confidential – ©2012 18
  • 19. Content Entry: Site View (RedDot) Confidential – ©2012 19
  • 20. Content Entry: Folders (eZ Publish) Confidential – ©2012 20
  • 21. Content Entry: Folders (Sitecore) Confidential – ©2012 21
  • 22. Content Entry: Folders (RedDot) Confidential – ©2012 22
  • 23. Structured Content• Each type of content is a collection of discrete units of data – “structured data” • Press Release • Event • Job Opening• Consider how different content types are created, categorized, and managed• Enables Reuse and discrete searching Confidential – ©2012 23
  • 24. Structured Content: (Sitecore) Confidential – ©2012 24
  • 25. Structured Content: (eZ Publish) Confidential – ©2012 25
  • 26. Metadata and Categorization Taxonomies • Structured vocabularies or hierarchy of terms. • May be used to drive navigation as a browse able list of issues. Categories • Often drive content reuse, content organization and segmentation Tagging • unstructured, free form keywords associated with a content item Confidential – ©2012 26
  • 27. Metadata and Categorization (Sitecore) Confidential – ©2012 27
  • 28. Metadata and Categorization (eZ Publish) Confidential – ©2012 28
  • 29. TemplatesTemplates include the design elements of a site • Logo, images, colors, styles (fonts), etc. • Also describe layouts – 1, 2, 3 column etc. • Some systems use template to mean content type templatesContent is stored separately from the template and logic • The combination of content elements, template, and modules create the view the user sees in their browserSeparation permits: • Content created once, used many ways • Templates changed once, change many pages • Modules changed once, change throughout site • Managing discrete components is more efficient Confidential – ©2012 29
  • 30. Templates: (Sitecore) Confidential – ©2012 30
  • 31. Templates: (RedDot) Confidential – ©2012 31
  • 32. Standard Features in a CMS • Create, edit, and publish workflow management • Content entry and management • Content Re-use • Metadata and categorization ‒ Taxonomies and Tagging (Related Content) ‒ Categories & Navigation • Template and design management ‒ Separation of content from design • Users, Groups and permissions • Content scheduling and archiving • Content publishing ‒ Dynamic or static page assembly and publication • Content delivery in multiple formats (print-friendly, cell phones, emails, etc.) • Site Hierarchy / Distributed Content Sharing • Content aggregation and syndication (feeds) • Multi-lingual Support (characters/management) • Content localization and personalization • Community Features & Web 2.0 – user profiles, ratings, comments, blogs Confidential – ©2012 32
  • 33. CMS Overview & Landscape ReviewWhat is a CMS? • What does a CMS do? • What’s NOT in the box?CMS Features • Content Entry and Management • Metadata and categorization • Workflow • Users, Groups and PermissionsCMS LandscapeSelection Process Overview • Decision Criteria Confidential – ©2012 33
  • 34. Thousands of Choices Confidential – ©2012 34
  • 35. CMS Landscape Terminology Buy Rent Open Source License Lease DownloadA software or application A software or A software or applicationthat you can buy (like a application that you developed and licensedhouse). lease monthly or openly by the community annually (like an (not proprietarily owned) apartment). You can download the source code often without any license fee and configure it to suit your needs. Not always FREE.“Product” means that there is a roadmap (schedule) for future enhancements.Otherwise it is essentially custom development. Confidential – ©2012 35
  • 36. Making Sense of CMS Landscape Buy Rent Open Source License Lease Download CMS CMS + eCRM CMS + Community Framework CMS CMS Product Product CMS Product ASP & Purchase Options Blog Portal Portal Build Custom CMS Confidential – ©2012 36
  • 37. Making Sense of CMS Landscape Buy Rent Open Source License Lease Download CMS Framework CMS + eCRM CMS + Community InterWoven, FatWire, Convio, Kintera, Drupal, WordPress, TYPO3, Sitecore, SharePoint Orchid Xoops, Expression Suites, CitySoft Engine, Scoop, PHP CMS Product others Nuke, etc Stellent, RedDot, Day, CMS ASP Percussion, Ektron Atomz, CrownPeak, CMS Product CommonSpot, Serena, Clickability Plone, eZ Ingeniux, CitySoft, Publish, Midgard, Joomla,, Hot Banana, Sitefinity, Open CMS, Trideon ASP & Purchased Blog Portal Portal CitySoft, Ingeniux MovableType, GlueCode BroadVision, Epicentric HotBanana (common WordPress MamboPortal now) Confidential – ©2012 37
  • 38. CMS Overview & Landscape ReviewWhat is a CMS? • What does a CMS do? • What’s NOT in the box?CMS Features • Content Entry and Management • Metadata and categorization • Workflow • Users, Groups and PermissionsCMS LandscapeSelection Process Overview • Decision Criteria Confidential – ©2012 38
  • 39. Selection Process OverviewInterviews & Requirements• CMS Briefing – An educational session on CMS systems and their benefits to ensure that team members start from a shared understanding• Stakeholder Interviews – Beaconfire usually conducts 4-6 interviews to get input from staff.Decision Criteria• Identify Key Decision Criteria / Define Priority Features – Beaconfire creates a decision criteria matrix by combining key features, business, vendor and technical considerations, used to evaluate CMS products.Prioritized Features List• Features Workshop – Beaconfire typically conducts a workshop(s) to inventory, discuss and prioritize features, as well as business and technical considerations.Evaluation• Software Research – Beaconfire will then take approx 6 prospective candidates and narrow down to 4 based on selection criteria. Together we’ll review the 4 preliminary options and narrow down to 2 options for demos.• Demos – Client will typically see demos top 2-3 products and provide feedback, impressions and opinions on which tools would be best for you.• Selection Memo – Based on your criteria and impressions, Beaconfire will summarize its recommendations. Confidential – ©2012 39
  • 40. Decision Criteria The key decision criteria represent those considerations that rise to the top. If something MUST be in the CMS then it is a key decision criteria. Some criteria are useful for initial vetting (going from 6-4 products), some are weighted more in the ultimate decision. This list is typically is pretty short as these are the “key” decision criteria. • Priority Features – what distinguishing features will be critical to the success of the system? What must the system DO? • Business Considerations – what are the business parameters for deciding on a system? (timeline, cost, ease of use, staff skills) • Vendor Considerations – how do we rate this vendor in the marketplace? (reputation, product roadmap, support, training, customer service) • Technical Considerations – what technical requirements do we have for the product? (platform, licensing model, performance, integration) Confidential – ©2012 40
  • 41. CMS Overview & Landscape ReviewQuestions? Confidential – ©2012 41