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Your role in CMS selection
Kerry-Anne Gilowey
Confab Higher Ed · Atlanta · 14 November 2014
Getting Your Specs In a Row
@kerry_anne
O frabjous day!
Callooh! Callay!
This is Myra
This is Myra
She’s excited.
This is Myra
Her university
is getting a
new CMS.
This is Myra
Her university
is getting a
new CMS.
This is Myra
They want
her input!
This is Myra
They want
her input!
Myra’s rollercoaster ride
Myra’s rollercoaster ride
Despair
Myra’s rollercoaster ride
Despair
Excitement
Myra’s rollercoaster ride
Despair
Excitement
Uncertainty
Myra’s rollercoaster ride
Despair
Excitement
Uncertainty
Fear
Myra’s rollercoaster ride
Despair
Excitement
Uncertainty
Fear
Self-doubt
Myra’s rollercoaster ride
Despair
Excitement
Uncertainty
Fear
Self-doubt
Confusion
Myra’s rollercoaster ride
Despair
Excitement
Uncertainty
Blind panic
Fear
Self-doubt
Confusion
“Ideally, a content
strategist is on board
at the very start of a
CMS project.”
Paula Land
Strategic Content LLC
CONTENT STRATEGIST
^
Getting Your Specs in a Row – Confab EDU – Atlanta GA, 2014-11-14
Imagecredit:www.flickr.com/photos/dey
The PROCESS
seems intimidating.
You’re not a CMS expert.
So what?
Content management is the
systematic planning, development,
organisation, distribution, evaluation,
and preservation of all information
within an organisation.
Erik M. Hartman
@erikmhartman
Content management is the
SYSTEMATIC PLANNING, development,
organisation, distribution, evaluation,
and preservation of all information
within an organisation.
Erik M. Hartman
@erikmhartman
Content management is the
systematic planning, DEVELOPMENT,
organisation, distribution, evaluation,
and preservation of all information
within an organisation.
Erik M. Hartman
@erikmhartman
Content management is the
systematic planning, development,
ORGANISATION, distribution, evaluation,
and preservation of all information
within an organisation.
Erik M. Hartman
@erikmhartman
Content management is the
systematic planning, development,
organisation, DISTRIBUTION, evaluation,
and preservation of all information
within an organisation.
Erik M. Hartman
@erikmhartman
Content management is the
systematic planning, development,
organisation, distribution, EVALUATION,
and preservation of all information
within an organisation.
Erik M. Hartman
@erikmhartman
Content management is the
systematic planning, development,
organisation, distribution, evaluation,
and PRESERVATION of all information
within an organisation.
Erik M. Hartman
@erikmhartman
Content management is the
systematic planning, development,
organisation, distribution, evaluation,
and preservation OF ALL INFORMATION
within an organisation.
Erik M. Hartman
@erikmhartman
CONTENT MANAGEMENT is the
systematic planning, development,
organisation, distribution, evaluation,
and preservation of all information
within an organisation.
Erik M. Hartman
@erikmhartman
You’ve got this.
GATHER
Your role is to...
content
requirements
UNDERSTAND
Your role is to...
content
requirements
PRIORITISE
Your role is to...
content
requirements
COMMUNICATE
Your role is to...
content
requirements
Your role is NOT to...
know the feature set of every CMS in
existence, be able to recommend the best
system, know all the technical ins and outs
of CMS integration, know what Gartner
thinks about all these CMSes, know how
your CMS will integrate with the other
platforms your institution is using,
understand what hardware is required to run
What should you focus on?
Information architecture
What should you focus on?
Information architecture
Metadata
What should you focus on?
Information architecture
Metadata
Authoring and review
What should you focus on?
Information architecture
Metadata
Authoring and review
Governance
What should you focus on?
Information architecture
Metadata
Authoring and review
Governance
Analytics and reporting
What should you focus on?
Information architecture
Metadata
Authoring and review
Governance
Analytics and reporting
Publishing and distribution
What should you focus on?
1. INFORMATION ARCHITECTURE
Information architecture
Information architecture
Information architecture
Information architecture
Information architecture
Information architecture
2. METADATA
Metadata
Metadata
Metadata
Metadata
Metadata
3. AUTHORING AND REVIEW
Authoring and review
Authoring and review
Authoring and review
Authoring and review
Authoring and review
Authoring and review
4. GOVERNANCE
Governance
Governance
Governance
Governance
Governance
Governance
5. ANALYTICS AND REPORTING
Analytics and reporting
Analytics and reporting
Analytics and reporting
Analytics and reporting
6. PUBLISHING AND DISTRIBUTION
Publishing and distribution
Publishing and distribution
Publishing and distribution
Publishing and distribution
Getting Your Specs in a Row – Confab EDU – Atlanta GA, 2014-11-14
Three words:
nuance, nuance, nuance
Image from www.cmswire.com
Getting Your Specs in a Row – Confab EDU – Atlanta GA, 2014-11-14
Gartner Magic Quadrant
“Do not simply select vendors in the
Leaders quadrant; vendors from the
Challengers, Niche Players or
Visionaries quadrants may better
match your business goals and
requirements.”
Magic Quadrant for Web Content Management, August 2010
CMS 5
CMS 2 CMS 3
CMS 6
CMS 7
CMS 9
CMS 10
CMS 1
CMS 4
CMS 8
“Dear CMS vendor, can your
CMS do XYZ?”
“Dear CMS vendor, can your
CMS do XYZ?”
“DEAR CMS VENDOR,
CAN
your CMS do XYZ?”
“DEAR CMS VENDOR,
HOW DOES
your CMS do XYZ?”
Traditional requirements-
gathering PROCESSES
are problematic.
Identify and prioritise
Discovery
Getting at the information you need.
Run group workshops
Image credit: www.flickr.com/photos/australianshepherds
Do one-on-one sessions
Image credit: www.flickr.com/photos/levendis
The questions
How to get the most out of your
workshop and interview sessions.
Process and workflow
Who are the
authors?
Who are
the
reviewers?
What are
the
workflow
paths? Where are
the
bottlenecks?
What tools
are being
used now?
Other existing systems
Are we
going to
keep using
them?
What
content
needs to be
pulled in?
What
content
needs to be
pushed?
In what
format?
Who is
responsible?
Other new systems
What new
systems need
to be
integrated? What
content
needs to be
pulled in?
What
content
needs to be
pushed?
In what
format?
Prioritising needs
CMS selection is a series of trade-offs.
How does this
feed into our
overall business
and content
strategy?
Image credit: www.flickr.com/photos/tambako
What happens
if we don’t
have this
feature/
functionality?
Image credit: www.flickr.com/photos/photolibrarian
What are we
prepared to
give up to have
this feature/
functionality?
Image credit: www.flickr.com/photos/annabelb
Do you speak
technology?
Pretty up your spreadsheet
Charlie Peverett
(@cpev)
quoting a colleague
Dare Conference 2014
Getting Your Specs in a Row – Confab EDU – Atlanta GA, 2014-11-14
Getting Your Specs in a Row – Confab EDU – Atlanta GA, 2014-11-14
Explain WHY
Image credit: www.flickr.com/photos/worldbank
Discuss compromises
Reasons to compromise
LACK OF
INTERNAL
SKILLS
Reasons to compromise
LEGACY
SYSTEMS
LACK OF
INTERNAL
SKILLS
Reasons to compromise
TECHNOLOGY
STACK
LEGACY
SYSTEMS
LACK OF
INTERNAL
SKILLS
Reasons to compromise
SYSTEM
DEPENDENCIES
TECHNOLOGY
STACK
LEGACY
SYSTEMS
LACK OF
INTERNAL
SKILLS
Reasons to compromise
SYSTEM
DEPENDENCIES
TECHNOLOGY
STACK
LEGACY
SYSTEMS
PLATFORM
CHOICE
LACK OF
INTERNAL
SKILLS
Reasons to compromise
SYSTEM
DEPENDENCIES
TECHNOLOGY
STACK
INTEGRATION
EFFORT
LEGACY
SYSTEMS
PLATFORM
CHOICE
LACK OF
INTERNAL
SKILLS
Reasons to compromise
SYSTEM
DEPENDENCIES
TECHNOLOGY
STACK
INTEGRATION
EFFORT
LEGACY
SYSTEMS
PLATFORM
CHOICE
LACK OF
INTERNAL
SKILLS
LICENSING
COSTS
Reasons to compromise
SYSTEM
DEPENDENCIES
TECHNOLOGY
STACK
INTEGRATION
EFFORT
LEGACY
SYSTEMS
PLATFORM
CHOICE
LACK OF
INTERNAL
SKILLS
POLITICAL
REASONS
LICENSING
COSTS
Reasons to compromise
Don’t be IDEALISTIC.
You’ll end up miserable.
Be willing to ask questions
Image credit: www.flickr.com/photos/audiolucistore
Devise use cases
Image credit: www.flickr.com/photos/vegard
Putting it in writing
A spreadsheet the whole team will love.
ID*
Category
Weighting/100
Short name*
The CMS should...
Priority
Explanation and extra notes
Columns
Category and ID
Sample requirement
Short name The CMS should...
Explanation and
further notes
Reviewer
role
Offer a specialised
reviewer role, with
commenting/
annotation capability,
but no editing
capability.
This is distinct from an
editor role - an editor
can edit content inline; a
reviewer can't edit inline,
but can annotate
content with comments.
Priority
Medium High Essential
Putting it all together
Let’s go over that again...
YOU DON’T HAVE TO BE A CMS
EXPERT.
SPEAK TO AS MANY PEOPLE AS
YOU CAN.
IDENTIFY, UNDERSTAND, AND
PRIORITISE CONTENT NEEDS.
COMMUNICATE REQUIREMENTS
EFFECTIVELY.
BE PREPARED TO COMPROMISE.
ASK QUESTIONS.
Image credit: www.flickr.com/photos/dougbrown47
Image credit: www.flickr.com/photos/mtsofan
Thanks for listening!
Kerry-Anne Gilowey
kerryanne@augustsun.co.za
http://augustsun.co.za · http://about.me/kerryanne
@kerry_anne

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