From Vision to Use Cases for CMS selection

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How to start with a vision statement, then a list of use cases, then development of use cases. Delivered to DC Web Content Mavens April 20th, 2010.

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From Vision to Use Cases for CMS selection

  1. 1. from vision to use cases for CMS selection DC WEB CONTENT MAVENS APRIL 20th, 2010 @jdavidhobbs
  2. 2. what is a use case? • A description of the business actions that a user needs to take … • for all types of users … • to enable your site goals DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 2
  3. 3. example use case Jane is a content editor for the Northeast region, and she needs to enter the latest weather update. She enters the CMS and then selects the option to enter a weather update. She cuts and pastes and then edits the individual reports from the reporting offices. She enters core metadata (defaulting to Northeast region since she is the region’s content contributor) and then submits to workflow. Her boss Lucy then receives notification, and Lucy then accepts the update. The update then appears automatically to all blocks on all pages based on this metadata (for instance, the Northeast home page, each state in the Northeasy home page, and as a flag on the main weather page map). There is not option to override. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 3
  4. 4. why use cases? • Allow you to see how different systems would implement important user interactions • Notably not a checklist • Concrete enough for internal team to understand http://hobbsontech.com @jdavidhobbs DC Web Content Mavens April 2010 4
  5. 5. a use case for selection is not: • implementation details • specification of a solution • complete enough for implementation They should not be any of these DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 5
  6. 6. when to apply use cases • Buy-in • RFP • Demonstrations • Proof of Concepts • Pilot • Implementation Depends on complexity of implementation http://hobbsontech.com @jdavidhobbs DC Web Content Mavens April 2010 6
  7. 7. use cases easier for CMS selections • Only need use cases necessary to differentiate CMSes • For each use case, only the level of detail necessary to differentiate between CMSes is needed • Opportunity to better understand your requirements after concrete demonstrations by vendors DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 7
  8. 8. use cases also harder for CMS selections • Discretion / prioritization needed • Long-standing issues come to fore (perhaps tempted to ignore them) • CMS use cases a bit abstract for many • Purchasing rush compromises • Often developed without overall vision DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 8
  9. 9. so just write the use cases? Problems with jumping in: • All issues raised above • Lose forest for the trees • After lots of work has been put into use cases, difficult to simplify later • Difficult for everyone to understand DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 9
  10. 10. process to define use cases for CMS selection Define vision Set CMS priorities List use cases Write use cases DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 10
  11. 11. your goals and needs DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 11
  12. 12. your goals and needs DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 12 • Need a tree • Need someone handy to build it • Can use spare parts • Kids only • Security not issue • Never become castle
  13. 13. your goals and needs DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 13 • Need roads • Need a driver • Buy pre-built • Families can use • Must lock • Never become castle
  14. 14. not CMS problem if you acquire based on inappropriate goals DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 14
  15. 15. also not core CMS product issue if not implemented well • Inconsistencies • Uneccessary complexity • Sloppy coding • Not well thought out approach to standardization DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 15
  16. 16. no CMS is perfect Even “normal” houses have roof leaks DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 16
  17. 17. cms selection just part of implementation process Vision Plan Pilot Implement Maintain DC Web Content Mavens April 2010 this slide: http://bit.ly/9YqLw1 @jdavidhobbs 17 here
  18. 18. success not just technical DC Web Content Mavens April 2010 this slide: http://bit.ly/cA1zUs @jdavidhobbs 18
  19. 19. good CMS selection should help other aspects as well • One driver to define compelling vision • Developing use cases drives important discussions (not directly related to technology) • Gets a bit more concrete than vision alone DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 19
  20. 20. vision and use cases Vision: Why you want to move to a new CMS Use Cases: What evaluate CMSes against to see how different tools accomplish them DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 20
  21. 21. what is a compelling vision? A compelling vision is a simple statement, in terms that all stakeholders can understand, of how the migration will result in a substantially improved site. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 21
  22. 22. do you have a compelling vision? • Most stakeholders say it’s compelling • Vision is for substantial improvement • Translates to prioritization for moving forward • Justifies doing the migration • Short (a sentence to page max) DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 22
  23. 23. example compelling vision 1. Reduce web production cost as an organization by editorial centralization 2. Improve user experience by centralizing template control and automated content pulls from multiple repositories DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 23
  24. 24. why a compelling vision? • Anchors your project • Helps prioritize issues as project progresses • Creates energy and shared direction • Narrows the scope, indicating what is not included • Allows useful metrics to evaluate migration DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 24
  25. 25. how to develop use cases 1. Define Vision 2. Define CMS Priorities 3. List Use Cases 4. Write Use Cases DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 25
  26. 26. get buy-in at each step • One of the reasons for this approach is to get buy-in incrementally • So make sure to get buy-in at each step before continuing to the next DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 26
  27. 27. 1. define vision • Isolate why you want / need to move to a new CMS (using criteria above) • May involve creative thinking of what is unifying about all the little issues For large site, may want to develop a high level implementation strategy to confirm vision possible DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 27
  28. 28. quick aside: it’s not just the CMS One reason to do an implementation strategy is to ensure you have sufficient: – Staff – Governance – Consistency in various technical systems – Content Strategy – Taxonomy / IA / Design – Technical know-how DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 28
  29. 29. example vision A. Reduce web production cost as an organization by editorial centralization B. Improve user experience by centralizing template control and automated content pulls from multiple repositories DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 29
  30. 30. 2. define CMS priorities • What are the CMS priorities to enable the vision? • These should be high level, unifying, and short (perhaps ten total), and prioritized amongst themselves • Ensure that a) priorities enable all elements of the vision, and b) that anything that does not match the vision is carefully scrutinized DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 30
  31. 31. example CMS priorities 1. Centralized hierarchical templates 2. Blocks within templates automatically pulling content based on metadata 3. Hook to centralized automated concept extraction engine 4. Dramatically simple (and locked down) content contributor interface 5. Streamlined editorial interface for small editorial team 6. Easy to modify templates centrally DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 31
  32. 32. 3. list use cases • Map your use cases back to the priorities • Concentrate on ensuring the use cases will support your priorities • In your RFP, you can also provide this mapping DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 32
  33. 33. example use case list a. Define hierarchy of templates (including adding functionality to all pages later) b. Enter content that automatically flows c. Add new subsite based on template (including concept extraction rules) d. Editor changes automatic pull rules for specific block on their subsite e. …. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 33
  34. 34. 4. write use cases • Again keeping the overall vision in mind, write the use cases to support that vision DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 34
  35. 35. example use case Jane is a content editor for the Northeast region, and she needs to enter the latest weather update. She enters the CMS and then selects the option to enter a weather update. She cuts and pastes and then edits the individual reports from the reporting offices. She enters core metadata (defaulting to Northeast region since she is the region’s content contributor) and then submits to workflow. Her boss Lucy then receives notification, and Lucy then accepts the update. The update then appears automatically to all blocks on all pages based on this metadata (for instance, the Northeast home page, each state in the Northeasy home page, and as a flag on the main weather page map). There is not option to override. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 35
  36. 36. example flow from vision to use case DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 36
  37. 37. Thanks David Hobbs Guiding CMS Migrations http://hobbsontech.com @jdavidhobbs david@davidhobbsconsulting.com Define vision Set CMS priorities List use cases Write use cases

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