Content Management System

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CMS an Intro, different types of CMS's with advantages and disadvantages

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Content Management System

  1. 1. Content Management System Deepak Devadasan deepakd.com
  2. 2. Content Management System <ul><li>Content Management System (CMS) is a combination of large database, File System, and other related software modules which are used to store and later retrieve huge amounts of data. </li></ul><ul><li>These systems are different from the databases in the sense that these can index text, audio clips, video clips, or images in a database. </li></ul><ul><li>Users of the content management system can find relevant content from within a database by </li></ul><ul><ul><li>searching for keywords </li></ul></ul><ul><ul><li>Authors </li></ul></ul><ul><ul><li>date of creation </li></ul></ul><ul><li>Content Management Systems can also be used to create information portals that serve as the backbone of data management. </li></ul><ul><li>In addition to the database handling facilities, the software modules also allows anyone to contribute information to a website via a graphical user interface (GUI). </li></ul>
  3. 3. Content Management System (contd.) <ul><li>CMS are usually based on a pre-written template that acts as a platform for each page in the site as those pages are created. </li></ul><ul><li>CMS helps to store and manage company’s electronic document and Web content so that the employee of the company can reuse the information across different applications. The web content can also be distributed to customers and business partners outside the organization. </li></ul><ul><li>The core application of the CMS is to manages content during its entire lifecycle that is from creation through publishing. </li></ul><ul><li>Web Content management system enables you to establish a consistent look and feel throughout your site, but gives your non-technical content authors the power to publish and update their own content using simple, but powerful, browser-based tools. </li></ul><ul><li>Some of the CMS systems integrate with content delivery applications to deliver the content via a web site. </li></ul>
  4. 4. CMS Workflow Login in the CMS Choose a website from the weblist 1. Edit Web site properties 2. Preview a site 3. If administrator, set the access rights for different users Choose a predefined workflow OR Create a new workflow Adding new pages in a Section of a web site after creating the index page Create sections for adding new content in the site Changing the order of sections OR Changing the properties of a section Choose a predefined template OR create a new template Upload media files on the Web server Display the content on the screen
  5. 5. Players of CMS <ul><li>The basic participants in the CMS are: </li></ul><ul><ul><li>Content Editors (players who decide what content to publish and where) </li></ul></ul><ul><ul><li>Content Publishers (players who publish the content on the web) </li></ul></ul><ul><ul><li>Content Authors (players who create the content for the web) </li></ul></ul><ul><li>CMS allows non-technical authors and editors to easily and quickly publish their content, which is otherwise done by technical programmers. This is an important issue for the modern organization. The quicker you get key content published, the more value and emphasis it creates. </li></ul><ul><li>CMS establishes defined publishing processes and specific publishing rights to various individuals. By using these facilities, the company can save the time for training, while facilitating more people to publish. </li></ul><ul><li>CMS helps the company in reducing the stream of inbound calls for changes to the website. </li></ul>
  6. 6. CMS Content Categorization <ul><li>A wide range of content can be published using the CMS: </li></ul><ul><ul><li>Simple pages for normal presentation </li></ul></ul><ul><ul><li>Complex pages, with specific layout and presentation </li></ul></ul><ul><ul><li>Dynamic information sourced from databases and will change on regular time intervals </li></ul></ul><ul><ul><li>Training material </li></ul></ul><ul><ul><li>Online manual </li></ul></ul><ul><ul><li>General business documents </li></ul></ul><ul><ul><li>Thousands of pages in total for different categories of customers </li></ul></ul><ul><ul><li>Extensive linking between pages </li></ul></ul>
  7. 7. Basic CMS Features <ul><li>Some of the basic CMS features that is needed for a effective CMS includes: </li></ul><ul><ul><li>CMS database or the central repository for corporate content. </li></ul></ul><ul><ul><ul><li>This should be accessible to a wide range of technical and non-technical individuals. </li></ul></ul></ul><ul><ul><ul><li>Its interface must be easy to use, and its architecture must fit within the framework defined by the IT organization. </li></ul></ul></ul><ul><ul><ul><li>It should be menu driven so that the pages can be added and linked easily. </li></ul></ul></ul><ul><ul><ul><li>It should be powered by the latest database and internet technologies and should be used in any operating system on any computer platform. </li></ul></ul></ul><ul><ul><ul><li>The database model should not be rigid but it should be able to analyze the database structure and build the forms for database tables accordingly. </li></ul></ul></ul><ul><ul><li>Creating, designing and deploying the web content through a automated system according to the need of the organization. </li></ul></ul><ul><ul><ul><li>It should reduce the time programmers have to spend on building custom forms for content management. (The programmer can spend that time on the front-end of the web site.) </li></ul></ul></ul><ul><ul><li>Template driven user interface design of CMS. </li></ul></ul><ul><ul><ul><li>Different templates for different level of users should be present. </li></ul></ul></ul><ul><ul><li>Availability of CMS Management Tool to be used to manage groups, users and rights from a central point. </li></ul></ul><ul><ul><ul><li>A facility to import groups and users in the domains like Windows or Unix. </li></ul></ul></ul>
  8. 8. Basic CMS Features (contd.) <ul><li>Some of the basic CMS features that is needed for a effective CMS includes: </li></ul><ul><ul><li>CMS should facilitate better content security. It should control who is allowed to publish to the website, and who is allowed to see what content. </li></ul></ul><ul><ul><li>Capability to eliminate the constant and large volume of updates by redistributing the publishing work among the content authors, who can now publish and update their own content using easy-to-use, browser-based tools. </li></ul></ul><ul><ul><ul><li>It should reduce Web site maintenance time and costs. Most of the maintenance operations should be automatic. </li></ul></ul></ul><ul><ul><li>Inclusion of content authors specific features such as selecting different types of content from the inbuilt content library, cut & paste from other applications, set publication dates and times for finished pages in advance and have them publish automatically and easy, automatic page indexing and linking should be present. </li></ul></ul><ul><ul><li>Capability to provide tools for adding and managing content for administrators including Content Owners, Content Editors, Page Owners and Site Administrator. </li></ul></ul><ul><ul><li>Ability to scale in terms of performance, integration with other applications and the addition of custom features. </li></ul></ul><ul><ul><li>Capability to provide multi user options for controlling the user privileges at multiple levels. The security keys should be provided to restrict the users to work according to their access rights. </li></ul></ul>
  9. 9. Need for CMS? <ul><li>Any company or organization will need the CMS if it meets minimum 4 requirements in the following list: </li></ul><ul><ul><li>A big organization where web publishing is spread over many places, and to communicate the content between different branches is very time consuming </li></ul></ul><ul><ul><li>The web site of the company is big and there are frequent updates of content or structure </li></ul></ul><ul><ul><li>The online operation perform personalization </li></ul></ul><ul><ul><li>Very frequent content integration between the web site and retail outlets, call centers, email newsletters or other channels </li></ul></ul><ul><ul><li>Strong requirement to manage specifications from R&D to customer support </li></ul></ul><ul><ul><li>Company has customers which also contribute to the site </li></ul></ul><ul><ul><li>One individual has intimate knowledge of the entire site (and others have intimate knowledge over their own sections) so if there is a requirement for changes then it is not possible to change it without the help of a specific individual. </li></ul></ul>
  10. 10. Selection of a Effective CMS <ul><li>The most difficult decision for any organization is the selection of a effective CMS. To select a suitable solution, the organization has to compile a detailed requirements document that reports the following things: </li></ul><ul><ul><li>What content types are needed to be managed ? </li></ul></ul><ul><ul><li>How much content data has to be integrated with enterprise data ? </li></ul></ul><ul><ul><li>The security requirements of the organization </li></ul></ul><ul><ul><li>Plans to manage content from creation, publication to deletion. </li></ul></ul><ul><ul><li>Web content management or an enterprise content management solution. </li></ul></ul><ul><ul><li>Conducting a thorough assessment of an organization's specific business application or processes prior to installation. </li></ul></ul><ul><li>Based on the assessment aided by response for the elementary queries as stated and implementing solutions, any organization has to make its decision that is most suitable and that which can lead to </li></ul><ul><ul><li>increased productivity </li></ul></ul><ul><ul><li>customer satisfaction </li></ul></ul><ul><ul><li>profitability </li></ul></ul>
  11. 11. CMS Benefits <ul><li>Depending on the business needs and the CMS used, the benefits can be summarized as: </li></ul><ul><ul><li>Increased control of user's management of their web content </li></ul></ul><ul><ul><li>Increased interactions with customers </li></ul></ul><ul><ul><li>Simplified, cost efficient management of content to web sites and portals </li></ul></ul><ul><ul><li>Streamline of content management processes </li></ul></ul>
  12. 12. CMS Market Survey You Decide … <ul><li>Macromedia Contribute </li></ul><ul><ul><li>Advantages </li></ul></ul><ul><ul><ul><li>Easy to use user interface. Anyone with MS office or any basic computer skills can update website content </li></ul></ul></ul><ul><ul><ul><li>Ability to publish to the web in three simple steps: Browse. Edit. Publish </li></ul></ul></ul><ul><ul><ul><li>Ability to choose from different CSS </li></ul></ul></ul><ul><ul><ul><li>Ability to edit images directly on the Website. Can also insert video file on a webpage </li></ul></ul></ul><ul><ul><ul><li>Compatible with file-based content management systems, and automatically adheres to all existing file server, website and network security controls </li></ul></ul></ul><ul><ul><ul><li>Works seamlessly with Dreamweaver </li></ul></ul></ul><ul><ul><ul><li>Availability of Approval System that let's to review before publish </li></ul></ul></ul><ul><ul><ul><li>Allows for greater administrator control: </li></ul></ul></ul><ul><ul><ul><ul><li>Administrators can place appropriate permissions on the editing experience, expanding control so web administrators can determine who has the ability to publish directly to websites and who will send it for review </li></ul></ul></ul></ul><ul><ul><ul><li>Provides a server module for centrally managing the site connections </li></ul></ul></ul><ul><ul><ul><li>Helps to transform any printable document into a fast loading, web-friendly format that includes full text search and selection with FlashPaper 2 technology </li></ul></ul></ul><ul><ul><ul><li>Ability to Support & Community - Best on the web </li></ul></ul></ul><ul><ul><ul><li>Supported by Macromedia - A web products company. With the power of macromedia, we can be assured to be on the edge of technology with future upgrades (only with a minimum extra cost) </li></ul></ul></ul><ul><ul><li>Recommendation: </li></ul></ul><ul><ul><ul><li>Contribute would be the ideal solution that will seamlessly fit in our system, importantly in very less time and will adapt to future requirements. </li></ul></ul></ul><ul><ul><ul><li>It would also not require any kind of training to adapt & start using the software. </li></ul></ul></ul>
  13. 13. CMS Market Survey You Decide … <ul><li>EKtron eWebEditPro </li></ul><ul><ul><li>Advantages </li></ul></ul><ul><ul><ul><li>Simple easy-to-use visual interface </li></ul></ul></ul><ul><ul><ul><li>Can edit page from inside MS Word </li></ul></ul></ul><ul><ul><ul><li>Spell check capabilities </li></ul></ul></ul><ul><ul><ul><li>Cost $359 (10 licenses) </li></ul></ul></ul><ul><ul><li>Disadvantages </li></ul></ul><ul><ul><ul><li>As against contribute, very few administrator controls </li></ul></ul></ul><ul><ul><ul><li>No integration with Dream weaver </li></ul></ul></ul><ul><ul><ul><li>No integration for eCommerce and eMail Marketing </li></ul></ul></ul><ul><ul><ul><li>Doesn't support search engine optimization </li></ul></ul></ul>
  14. 14. CMS Market Survey You Decide … <ul><li>Code4Design Content Manager </li></ul><ul><ul><li>Advantages </li></ul></ul><ul><ul><ul><li>$295 per site license (unlimited users) </li></ul></ul></ul><ul><ul><ul><li>Supports Dreamweaver, Frontpage integration </li></ul></ul></ul><ul><ul><ul><li>Simple easy to use user interface </li></ul></ul></ul><ul><ul><ul><li>Supports search engine optimization & site search </li></ul></ul></ul><ul><ul><ul><li>Step-by-Step guides </li></ul></ul></ul><ul><ul><li>Disadvantages </li></ul></ul><ul><ul><ul><li>As against contribute, very few administrator controls </li></ul></ul></ul><ul><ul><ul><li>Technical Support is chargeable </li></ul></ul></ul><ul><ul><ul><li>Code4Design is not an established brand! </li></ul></ul></ul>
  15. 15. CMS Market Survey You Decide … <ul><li>iProsite </li></ul><ul><ul><li>Advantages </li></ul></ul><ul><ul><ul><li>Free (Professional License $20 - Single Website) </li></ul></ul></ul><ul><ul><ul><li>Open Source </li></ul></ul></ul><ul><ul><ul><li>Simple & Easy-to-use </li></ul></ul></ul><ul><ul><ul><li>Would fulfill our current requirements </li></ul></ul></ul><ul><ul><li>Disadvantages </li></ul></ul><ul><ul><ul><li>Admin controls least compared to any other </li></ul></ul></ul><ul><ul><ul><li>Lack of dependable technical support </li></ul></ul></ul><ul><ul><ul><li>Community - Nil </li></ul></ul></ul><ul><ul><ul><li>Developed by a small team of developers </li></ul></ul></ul><ul><ul><ul><li>Will not fit in for our future requirements </li></ul></ul></ul><ul><ul><li>Issues with iProsite (open source CMS) </li></ul></ul><ul><ul><ul><li>Most of the CMS available over the Web are customizable Web portals (for example: http://tikiwiki.org/). They stand good from a portal point of view. </li></ul></ul></ul><ul><ul><ul><li>Like for example. to get the code for a Poll, or a discussion board and so on. However these CMS solutions doesn't allow changing the design template completely as we would require. They provide us with web templates that can be customized to a great extend. This may not help us. </li></ul></ul></ul><ul><ul><ul><li>Secondly these solutions needs to customized to our requirement, which again requires development resources involving time. To put it simple it doesn't behave as a desktop application. </li></ul></ul></ul>
  16. 16. CMS the easy way to manage content ….. Questions???
  17. 17. Thanks

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