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Gilbane Selection Workshop

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Slides form How to Select A Web Content Management System Workshop. For more information see: http://blog.contenthere.net/search/label/selection

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Gilbane Selection Workshop

  1. 1. <C O N T E N T H E R E/> How to Select a Web Content Management System Seth Gottlieb Gilbane Conference Boston, MA 10/09/2007 © Copyright 2007 Content Here. 1
  2. 2. < C O N T E N T H E R E /> Agenda >> Introductions >> Horror story >> The selection process .. Business context .. Requirements analysis .. Solution definition .. Market filtering .. Selection 11/2/2008 © Copyright 2008 Content Here. 2
  3. 3. < C O N T E N T H E R E /> Introductions: Seth Gottlieb >> Content Here, Inc. (est. March 2007) ..Vendor neutral strategic consulting and advisory services around content technologies: commercial, open source, and SaaS ..Clients from high tech, media and entertainment, government, and professional services industries >> Seth Gottlieb ..Former CMS customer, integrator, vendor ..Dislikes them all (sometimes) 11/2/2008 © Copyright 2008 Content Here. 3
  4. 4. < C O N T E N T H E R E /> Introductions: And you are... 1. Type of Site? ..Marketing? ..Media? ..Internal? 2. Selecting a WCMS for the first time? 3. A veteran of a selection train wreck? 4. Just came to gloat after a wildly successful selection? 11/2/2008 © Copyright 2008 Content Here. 4
  5. 5. < C O N T E N T H E R E /> Why is WCMS selection so hard? >> Fragmented market place >> Platforms not applications >> Convergence of process and technology >> Information management is immature >> Are we on Web 2.0 or 3.0? 11/2/2008 © Copyright 2008 Content Here. 5
  6. 6. < C O N T E N T H E R E /> It’s not just software 11/2/2008 © Copyright 2008 Content Here. 6
  7. 7. < C O N T E N T H E R E /> It is a solution Solution app. support customization configuration support & maintenance governance process 3rd party add-ons hosting 11/2/2008 © Copyright 2008 Content Here. 7
  8. 8. < C O N T E N T H E R E /> Plenty of other chances to fail Badly designed customizations + Ineffective integrator + Insufficient training + Failed content migration + No real usability testing = Same mess, different container 11/2/2008 © Copyright 2008 Content Here. 8
  9. 9. < C O N T E N T H E R E /> A cautionary tale... 11/2/2008 © Copyright 2008 Content Here. 9
  10. 10. < C O N T E N T H E R E /> Too busy to create content 11/2/2008 © Copyright 2008 Content Here. 10
  11. 11. < C O N T E N T H E R E /> Let’s solve it with tools! 11/2/2008 © Copyright 2008 Content Here. 11
  12. 12. < C O N T E N T H E R E /> 11/2/2008 © Copyright 2008 Content Here. 12
  13. 13. < C O N T E N T H E R E /> 20 product “short list” 11/2/2008 © Copyright 2008 Content Here. 13
  14. 14. < C O N T E N T H E R E /> Demo burnout I think I like “FatSite” the best You mean that system that did that thing with the assets? I don’t think I saw that one. I liked the one with the cute He was cute sales guy. wasn’t he? 11/2/2008 © Copyright 2008 Content Here. 14
  15. 15. < C O N T E N T H E R E /> Demo burnout What about the workflow requirement? He said it would be possible with customization They ALL said that for everything! 11/2/2008 © Copyright 2008 Content Here. 15
  16. 16. < C O N T E N T H E R E /> Math, don’t fail me now! I think I When you add Maybe we But that one hate them all. it all up, the had our Let’s start over. was so hard to Can we build winner is pretty weightings use. something clear. wrong. custom? 11/2/2008 © Copyright 2008 Content Here. 16
  17. 17. < C O N T E N T H E R E /> When numbers fail... Can’t we just go with the vendor who will endure the most punishment? 11/2/2008 © Copyright 2008 Content Here. 17
  18. 18. < C O N T E N T H E R E /> After the decision I guess we should call a couple of references now. 11/2/2008 © Copyright 2008 Content Here. 18
  19. 19. After < C O N T E N T H E R E /> a long and costly implementation ...the users hate it. 11/2/2008 © Copyright 2008 Content Here. 19
  20. 20. < C O N T E N T H E R E /> And the cycle begins again 11/2/2008 © Copyright 2008 Content Here. 20
  21. 21. < C O N T E N T H E R E /> What went wrong? 11/2/2008 © Copyright 2008 Content Here. 21
  22. 22. < C O N T E N T H E R E /> There has to be a better way! >> Business context >> Leading requirements objective/ viability >> Solution definition >> Market filtering subjective/ >> Short list evaluation fit 11/2/2008 © Copyright 2008 Content Here. 22
  23. 23. < C O N T E N T H E R E /> Your selection team >> Representatives from: ..Contributors ..Site owners ..Site developer/ maintainer ..Visitors (or their advocates) >> Size: < 10 decision makers >> Onlookers welcome for transparency 11/2/2008 © Copyright 2008 Content Here. 23
  24. 24. < C O N T E N T H E R E /> Step 1: business context 11/2/2008 © Copyright 2008 Content Here. 24
  25. 25. < C O N T E N T H E R E /> Business context >> Organizational context ..Role of content in your business ..Processes and tools ..Breakdowns and pain points >> Technology context ..Current infrastructure ..Supported technologies 11/2/2008 © Copyright 2008 Content Here. 25
  26. 26. < C O N T E N T H E R E /> A necessary digression: ROI 11/2/2008 © Copyright 2008 Content Here. 26
  27. 27. < C O N T E N T H E R E /> ROI exercises lead to... Unrealistic expectations 11/2/2008 © Copyright 2008 Content Here. 27
  28. 28. < C O N T E N T H E R E /> Part of a broader initiative >> Clean up/reorganize your content >> Redesign (with wireframes and mockups) >> Reorganize responsibilities Before you implement your new WCMS 11/2/2008 © Copyright 2008 Content Here. 28
  29. 29. < C O N T E N T H E R E /> One possible result >> Clean up content >> Revise content model >> Streamline workflow >> Reward employees for good content management >> Upgrade existing CMS to the current version 11/2/2008 © Copyright 2008 Content Here. 29
  30. 30. < C O N T E N T H E R E /> Step 2: leading requirements 11/2/2008 © Copyright 2008 Content Here. 30
  31. 31. < C O N T E N T H E R E /> Leading requirements are... >> Important to your business >> Powerful filters 11/2/2008 © Copyright 2008 Content Here. 31
  32. 32. < C O N T E N T H E R E /> Two categories of requirements >> Non-Functional: the “ilities” >> Functional: features that the system interacts with 11/2/2008 © Copyright 2008 Content Here. 32
  33. 33. < C O N T E N T H E R E /> Non-functional requirements >> What is the budget? >> Who is going to be supporting this solution? What are their skills? >> What are the hosting capabilities? >> The structure and inter-relatedness of the content >> What kind of traffic will this site get? >> What other systems does the system need to integrate with? 11/2/2008 © Copyright 2008 Content Here. 33
  34. 34. < C O N T E N T H E R E /> Content modeling 11/2/2008 © Copyright 2008 Content Here. 34
  35. 35. < C O N T E N T H E R E /> Content modeling Pages or Objects? 11/2/2008 © Copyright 2008 Content Here. 35
  36. 36. < C O N T E N T H E R E /> Content modeling >> Data types: string, numeric, date, etc. >> Validation: required, format >> Structure: nestedness, inter-relatedness >> Organization: folder based, faceted 11/2/2008 © Copyright 2008 Content Here. 36
  37. 37. < C O N T E N T H E R E /> Content model example: Quiz >> Title (string) >> Description (rich text) >> Instructions (rich text) >> Questions (ordered collection) ..Question (complex type) – Question text (string) – Points (numeric) – Answers (ordered collection) –Answer (complex type) »Answer text (string) »Answer explanation (rich text) »Correct (boolean) 11/2/2008 © Copyright 2008 Content Here. 37
  38. 38. < C O N T E N T H E R E /> Functional requirements >> Scenarios based: ..Not if but how ..Phased >> Think of three classes of personas: ..Contributor/Editor ..Developer/Administrator ..Visitor 11/2/2008 © Copyright 2008 Content Here. 38
  39. 39. < C O N T E N T H E R E /> Typical contributor scenarios >> Edit semi-structured page >> Create article >> Create unstructured page >> Create re-usable image/video/audio >> Build photo gallery >> Edit section landing page >> Build interactive form >> Search repository >> Run content aging report 11/2/2008 © Copyright 2008 Content Here. 39
  40. 40. < C O N T E N T H E R E /> Create article questions >> Task assignment? >> Are there different types of articles? >> How are articles organized? >> Associations with other content >> Template selection >> Preview scenarios >> Approval rules >> Approval notifications >> Scheduled vs. immediate publishing >> Teasing/promoting article 11/2/2008 © Copyright 2008 Content Here. 40
  41. 41. < C O N T E N T H E R E /> Typical visitor scenarios >> Register >> Login and view restricted content >> Rate article >> Comment on article >> Search site 11/2/2008 © Copyright 2008 Content Here. 41
  42. 42. < C O N T E N T H E R E /> Typical developer scenarios >> Create, test, deploy presentation template >> Configure workflow >> Create user (with permissions) 11/2/2008 © Copyright 2008 Content Here. 42
  43. 43. < C O N T E N T H E R E /> Step 3: solution definition Solution app. support customization configuration support & maintenance 3rd party add-ons hosting 11/2/2008 © Copyright 2008 Content Here. 43
  44. 44. < C O N T E N T H E R E /> Solution providers Delegated DIY • SaaS + SI • SaaS + You • COTS + You • SaaS + SaaS • COTS + SI + You • FOSS + You • COTS + SI + • FOSS + SI + You Managed Hosting • FOSS + SI + Managed Hosting 11/2/2008 © Copyright 2008 Content Here. 44
  45. 45. < C O N T E N T H E R E /> Step 4: market filtering 11/2/2008 © Copyright 2008 Content Here. 45
  46. 46. < C O N T E N T H E R E /> Market filtering >> Educate one of your own ..CMS Report ..Web Content Management in Java ..Gartner ..Walk the exhibition floors ..Call peers >> Hire a vendor neutral consultant 11/2/2008 © Copyright 2008 Content Here. 46
  47. 47. < C O N T E N T H E R E /> Market filtering >> Technology filters ..Architectural patterns ..Technology stack >> Company filters ..Company viability ..Experience in your industry ..Company health (gossip) 11/2/2008 © Copyright 2008 Content Here. 47
  48. 48. < C O N T E N T H E R E /> A necessary digression: WCMS Architecture I: Baking vs. Frying 11/2/2008 © Copyright 2008 Content Here. 48
  49. 49. < C O N T E N T H E R E /> They all do it When? 11/2/2008 © Copyright 2008 Content Here. 49
  50. 50. < C O N T E N T H E R E /> Different architectures Request Publish Time Time != delivery publisher delivery repository repository management management 11/2/2008 © Copyright 2008 Content Here. 50
  51. 51. < C O N T E N T H E R E /> Each has its advantages Performance/ Dynamism Stability personalization availability high traffic access control cost savings “website in a decoupling box” 11/2/2008 © Copyright 2008 Content Here. 51
  52. 52. < C O N T E N T H E R E /> Most products are based on one of the strategies 11/2/2008 © Copyright 2008 Content Here. 52
  53. 53. < C O N T E N T H E R E /> Each has its coping strategies Performance/ Dynamism Stability caching code publishing fragment publishing clustering structured publishing 11/2/2008 © Copyright 2008 Content Here. 53
  54. 54. < C O N T E N T H E R E /> For more information Read Enter Content Here: CMS Deployment Patterns (http://blog.contenthere.net/ 2007/06/cms-deployment-patterns.html) 11/2/2008 © Copyright 2008 Content Here. 54
  55. 55. < C O N T E N T H E R E /> We are back! What does this mean? >> Visitor facing behavior ..Commenting, Rating ..Registration >> Traffic >> Integration with existing front end functionality 11/2/2008 © Copyright 2008 Content Here. 55
  56. 56. < C O N T E N T H E R E /> Another necessary digression: WCMS Architecture II: Central vs. Distributed 11/2/2008 © Copyright 2008 Content Here. 56
  57. 57. < C O N T E N T H E R E /> Stand-alone vs. Distributed *Drupal *FatWire *Ektron *Ektron *OpenCMS *Magnolia *Plone *Sitecore *Typo3 *Tridion *Vignette 11/2/2008 © Copyright 2008 Content Here. 57
  58. 58. < C O N T E N T H E R E /> Stand-alone clustered 11/2/2008 © Copyright 2008 Content Here. 58
  59. 59. < C O N T E N T H E R E /> Other architectural factors >> LDAP Integration: not “yes/no” but “how” >> Backup: what happens to the site? >> Search integration: how to notify index >> Templating: language and your skills >> Configuration managemement: how do you deploy code production content code/ qa configuration development 11/2/2008 © Copyright 2008 Content Here. 59
  60. 60. < C O N T E N T H E R E /> Another necessary digression: A word about vendor risk 11/2/2008 © Copyright 2008 Content Here. 60
  61. 61. < C O N T E N T H E R E /> Another necessary digression: What about open source? 11/2/2008 © Copyright 2008 Content Here. 61
  62. 62. < C O N T E N T H E R E /> And you thought commercial software was confusing cheap! *con enterprise committer grade ? we IRC zzz forge rock! leading easiest foundation sprint integrator to use hack- not leading license integrator fest dead! leading meetup integrator 11/2/2008 © Copyright 2008 Content Here. 62
  63. 63. < C O N T E N T H E R E /> Remember the stack Solution app. support customization configuration support & maintenance hosting 11/2/2008 © Copyright 2008 Content Here. 63
  64. 64. < C O N T E N T H E R E /> Remember the stack sales Solution app. support supplier customization configuration support & maintenance 3rd party add-ons hosting 11/2/2008 © Copyright 2008 Content Here. 64
  65. 65. < C O N T E N T H E R E /> Remember the stack sales Solution your i.t. app. support customization configuration support & maintenance 3rd party add-ons hosting 11/2/2008 © Copyright 2008 Content Here. 65
  66. 66. < C O N T E N T H E R E /> Commercial open source software is just like commercial software sales Solution app. support I.T. customization partner configuration support & maintenance 3rd party add-ons commercial foss hosting 11/2/2008 © Copyright 2008 Content Here. 66
  67. 67. < C O N T E N T H E R E /> sales Solution app. support customization configuration support & maintenance 3rd party add-ons Vendor hosting 11/2/2008 © Copyright 2008 Content Here. 67
  68. 68. < C O N T E N T H E R E /> Step 5: short list evaluation 11/2/2008 © Copyright 2008 Content Here. 68
  69. 69. < C O N T E N T H E R E /> The “RFP” F 11/2/2008 © Copyright 2008 Content Here. 69
  70. 70. < C O N T E N T H E R E /> RFP TOC Example 11/2/2008 © Copyright 2008 Content Here. 70
  71. 71. < C O N T E N T H E R E /> For more information Read Enter Content Here: The RFP is DEAD, Long Live the RFP (http:// blog.contenthere.net/2008/02/rfp-is- dead-long-live-rfp.html) 11/2/2008 © Copyright 2008 Content Here. 71
  72. 72. < C O N T E N T H E R E /> Demo Prep >> Coach suppliers ..Build relationship ..Validate understanding of requirements ..Recommend demo format ..Let them rehearse >> Prepare audience ..Assemble selection group ..CMS theory overview (so the suppliers don’t have to) ..Participation guidelines ..Scoresheets 11/2/2008 © Copyright 2008 Content Here. 72
  73. 73. < C O N T E N T H E R E /> Proposed demo agenda: Time (min) Description Audience 0 - 30 Vendor intro Selection Team, Technologists, Project Manager, Money Guy, Rubber Neckers 30-60 High level product walk through Selection Team, Technologists, Project Manager, Money Guy, Rubber Neckers 60-75 Break 75-135 Custom usage scenarios Selection Team, Technologists, Project Manager 135-150 Break 150-210 Technical walk through Technologists, Project Manager 210-240 Product licensing and terms Project Manager 11/2/2008 © Copyright 2008 Content Here. 73
  74. 74. < C O N T E N T H E R E /> Participation guidelines >> Read the proposals >> Mind your manners >> Attendance >> Ask questions >> Represent your colleagues >> Take notes 11/2/2008 © Copyright 2008 Content Here. 74
  75. 75. < C O N T E N T H E R E /> Postmortem facilitation >> Report scores >> Strengths/concerns >> Leave behind demo >> Follow on questions >> Call references >> Training >> Prototype (potentially) 11/2/2008 © Copyright 2008 Content Here. 75
  76. 76. < C O N T E N T H E R E /> For more information Read Enter Content Here: How to make the most out of a vendor demo (http:// blog.contenthere.net/2007/09/how-to- make-most-out-of-vendor-demo.html) 11/2/2008 © Copyright 2008 Content Here. 76
  77. 77. < C O N T E N T H E R E /> Step 6: selection 11/2/2008 © Copyright 2008 Content Here. 77
  78. 78. < C O N T E N T H E R E /> Alignment meeting agenda >> Initial survey (how close are we?) >> First elimination >> Open questions/concerns/risks >> Scenario winners >> Prioritization of relative strength areas >> Apache style voting for the front runner 11/2/2008 © Copyright 2008 Content Here. 78
  79. 79. < C O N T E N T H E R E /> Apache style voting >> -1: Over my dead body (veto) >> -0: I don’t like it but don’t let me stand in the way >> 0: No opinion >> +0: I like it but I don’t really know why >> +1: I like it and I will help make it happen! 11/2/2008 © Copyright 2008 Content Here. 79
  80. 80. < C O N T E N T H E R E /> Negotiation >> Make it a win/win >> Explore discounts >> Share risk/credit 11/2/2008 © Copyright 2008 Content Here. 80
  81. 81. < C O N T E N T H E R E /> Summary >> Understand what you are looking for - you may already have it! >> Leading requirements: ..non-functional are the coarsest filters ..scenarios describe desired functionality >> Demos determine fit: ..Functional fit ..Organizational fit >> Create a win/win partnership 11/2/2008 © Copyright 2008 Content Here. 81
  82. 82. < C O N T E N T H E R E /> Thank You Seth Gottlieb Content Here seth@contenthere.net http://www.contenthere.net For more information about selecting a CMS, go to: http://blog.contenthere.net/search/label/selection 11/2/2008 © Copyright 2008 Content Here. 82

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