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War and Peace of CMS Selection


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Choosing the right CMS is like ‘War and Peace’ – it’s long, it features a great many characters and keeping track of the names can be quite a struggle!
The CMS selection process begins with gathering business requirements, building a business case and writing an RFP. Everything is possible at this stage. All opportunities are open. But the challenge lies in differentiating key needs from nice-to-haves, and keeping the number of requirements below one bazillion.
The next step is researching CMS marketplace, identifying key players, understanding their history and future potential, and getting to know industry analysts and experts, who’ve been there and done that.
Then there’s reading and evaluating vendors’ responses – War and Peace indeed, no less! – followed by skillfully rehearsed vendor demonstrations. Somewhere within reach there are also CMS implementation partners who keep your both feet firmly on the ground.
Then there’s an interesting part. Negotiations. If there were any doubts over how the licencing and pricing of CMS systems works, these are now multiplied many times over.
Then, finally, there’s a moment of peace. Or is it a moment of truth?

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War and Peace of CMS Selection

  1. 1. 8-10 May 2012 PhiladelphiaWAR AND PEACE of the CMS Selection Marianne Kolodiy Web Designer / CMS Administrator at Yorkshire Building Society, UK
  2. 2. CMS Selection:• Reasons to buy a CMS• CMS Marketplace, Shortlist• Collecting requirements• RFI / RFP• Business case for a CMS• Vendor demonstrations• Implementation partners• Negotiations• Decision making
  3. 3. Reasons to buy a CMS• increase revenues• reduce operational costs / increase efficiency• reduce or eliminate risks• consolidate multiple platforms, manage increasing complexity• simplify governance processes, automate record-keeping and archival acquisition and efficiency
  4. 4. CMS Marketplace …how many systems available?
  5. 5. Over 1,000 solutions (J.Boye)
  6. 6. Where to start?
  7. 7. Gartner for IT Leaders: $30,000 per year • Research • Analyst interaction • Peer connectGartner Magic QuadrantEnterprise Content Management
  8. 8. This report: $2495 (The Forrester Wave: ECM 2011) Subscriptions: • basic: ~$8K • core: ~ $30KThe Forrester Wave™:Enterprise Content Management, Q4 2011
  9. 9. Real Story Group • ‘Fit’ assessment instead of overall rankings • 42 solutions evaluated • Report: $2,450
  10. 10. J.Boye • Technology experts • Stubbornly vendor- neutral • Clear, simple, plain language
  11. 11. CMSs to considerPlone and its competition: Who should be on yourchoosing a CMS (2009) CMS shortlist? (2009)http:// /-and-its-competition • Day Software (Adobe)• OpenText • Drupal• Ektron • Ektron• SharePoint • EPiServer• Alfresco WCM • FatWire (Oracle)• Umbraco • Plone• Morello (Mediasurface, Alterian, • SDL Tridion SDL Tridion) • Sitecore • Typo3 • Umbraco
  12. 12. Leading Requirements (Filters)• Architecture, Technology, System requirements• Page based / asset based• Bake vs fry• De-coupled vs coupled• Open source / proprietary• Build, buy or rent (SaaS/cloud)
  13. 13. Other questions• Budget• Single vendor for all the content management needs, or separate ‘best of breed’ systems?• Other projects and needs within your organisation?• Dedication of the vendor to CMS• Implementation partners
  14. 14. “In the beginners mind there are many possibilities,in the experts mind there are few.” Shunryu Suzuki
  15. 15. Shortlist – how many?“Somewhere between 5 and 7 vendors is ideal,and more than 10 is too much.”(Irina Guseva @irina_guseva, 2009)
  16. 16. Homework – current state of affairs• Size & scope: - Number of pages - Number of page layouts (templates) - Online stats: pageviews, peak times• Content model - asset types, document types, navigation…• Complexity: - Web tools and online applications - Integration points: LDAP, analytics software, CRM / customer database
  17. 17. Homework (contd)• People: – developers (skillset) – trainers – authors (skillset) – approvers – technical support• Technology preference, architecture• Focus groups with current and future users of the system• Capture real tasks and build CMS Scenarios
  18. 18. RequirementsIf collecting requirements is a good thing, -collecting more requirements must be an evenbetter thing, right? Wrong.Prioritize Vision before Detail!Seth Gottlieb @sggottlieb, 2011
  19. 19. RFI / RFP• Deadlines• Background• Requirements• Response Format – Executive Overview – Company Background – Company / Product Vision – Pricing – Partner network – References• Selection criteria• NDA agreement
  20. 20. Questions from vendors “Like many RFP processes, this was gated by the ‘great wall of procurement’, determined to prevent any sort of collaboration with the key stakeholders to determine fit and scope.” Death by RFP: Don’t let it happen to you
  21. 21. Review the responsesRFI - 14 pagesResponse #1 Response #2 Response #3235 pages 120 pages 11 pages
  22. 22. CMS Licensing• Core product (CMS server) – Per site / per domain – Per CPU – Per number of users, number of concurrent users – Non-production environments: development, test, staging, production, disaster recovery• Modules – Personalisation, Social Media, Mobile-specific• Support fees (usually around 20%)• Vendor’s own Consultancy Services
  23. 23. Implementation costs• Scoping exercise with potential implementation partners• In particular, pay attention to requirements which are: – ‘partly met’, – can be done with ‘some customisation’, – not ‘out-of-the-box’ features
  24. 24. Business case• Executive Summary• Situation• Proposed Solution• Benefits (financial & non-financial)• Impacts• Alternatives Considered• Implementation Approach, Timelines & Resources• Governance• Financial Analysis• Risks and Success Factors (Writing a Business Case, Graham Oakes, 2011)
  25. 25. CMS Return on Investment (ROI)“ROI of a CMS Replacement project is like ROI of moving fromone office to another. It is a cost of doing business that has veryreal but complex and difficult to estimate value.”Seth Gottlieb
  26. 26. Vendor demonstrations:smoke, mirrors and magic tricks
  27. 27. Vendor demonstrations - Agenda• Background / Intro• Product demo which follows Scenario script• Implementation case study• Technology• Functional Requirements• Project approach• Explain licensing, implementation and migration costs
  28. 28. The Fili Council of War (1812). Aleksey Kivshenko, 1880.
  29. 29. Scoring matrix• Adherence to RFP• Company Strengths/stability• System Requirements• Functional Requirements• Ease of Use• Architecture• Integration with other systems• Additional modules, plug-ins and extensions• Quality of Support• Performance• Security
  30. 30. Negotiations• At least 3 shortlisted solutions• Sign the contract just before implementation starts (not years in advance)• Challenge up-front payment terms – consider small up-front payment, then the rest when the site goes live• License fees are negotiable, support fees are usually not
  31. 31. References•••••••••
  32. 32. Marianne Kolodiy Web Designer / CMS Administrator at Yorkshire Building Society