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Local Government Web Network conference 2010

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http://lgwebnetwork.org/conferences/2010/presentations/why-features-lists-shouldnt-drive-your-content-management-system-sele

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Local Government Web Network conference 2010

  1. 1. Factors to consider when selecting a CMS<br />Or, why features lists shouldn't drive your CMS selection process<br />
  2. 2. Agenda<br />Introductions<br />Lack of choice isn’t the problem: a look at what’s out there<br />‘One size fits all’ doesn’t apply to CMSs, nor should it apply to the evaluation process<br />CMS selection process must haves:<br />Business objectives (vs features lists)<br />Narrowing the field<br />User stories/scenarios (vs functional ‘requirements’)<br />Demos<br />19/08/2010<br />Selecting a CMS/LG Web Network<br />2<br />
  3. 3. Who I am<br />Malini Raha <br /> malini.raha@gmail.com<br /> @atomic_anu<br /> 0448839716<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />3<br />
  4. 4. About you?<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />4<br />
  5. 5. A look at what’s out there<br />Sources of information<br />Industry reports<br />What counts as a CMS<br />CMS paradigms<br />CMS vendors & implementers<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />5<br />
  6. 6. Sources of CMS information<br />http://cmswatch.com<br />http://cmswire.com<br />http://cmsmatrix.org<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />6<br />
  7. 7. Even more info on CMSs<br />Forrester Wave<br />Gartner Magic Quadrant<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />7<br />
  8. 8. Sources of CMS information<br />Other councils<br />Australian<br />Overseas<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />8<br />
  9. 9. What counts as a CMS<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />9<br />
  10. 10. What counts as a CMS solution<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />10<br />
  11. 11. CMS paradigms<br />Understanding different models, unlikely to be a selection factor for local governments & councils:<br />Front end / back end<br />Delivery on request / delivery on publishing<br />Multi-site / federated <br />Open source / proprietary<br />Hosted / installed<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />11<br />
  12. 12. CMS vendors<br />Local Australian vendors (107) & international CMSs in Australia (35)<br />source: http://www.steptwo.com.au/resources/australian-cms<br />also, Open Source products<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />12<br />
  13. 13. Vendors & implementers<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />13<br />you<br />you<br />you<br />
  14. 14. Vendors & implementers<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />14<br />you<br />you<br />V<br />you<br />V<br />
  15. 15. Vendors & implementers<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />15<br />SP<br />SP<br />you<br />you<br />V<br />SP<br />SP<br />you<br />V<br />SP<br />H<br />
  16. 16. Selection process<br />Typical process:<br />Scope<br />RFT<br />Non-functional requirements<br />Functional requirements (list of features)<br />Scoring & shortlist<br />Demos<br />References<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />16<br />Alternativeprocess:<br /><ul><li>Business objectives
  17. 17. Long list
  18. 18. RFT
  19. 19. User stories
  20. 20. Shortlist
  21. 21. References
  22. 22. Demos</li></li></ul><li>Organisational objectives<br />Key performance indicators for this project? (external objectives)<br />Streamline the online experience for visitors, maximising user paths and goal orientation<br />Bring a sense of community to the site<br />To increase perception of the city by residents as a friendly and safe city<br />Reduce the number of dog complaints<br />Involving stakeholders (internal objectives)<br />Generate efficiencies and reduce costs by improving the administrative system<br />Reduce risk, demonstrable local successes<br />Measuring outcomes (success?!)<br />Measuring usability<br />Measuring efficiency<br />Measuring perception<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />17<br />
  23. 23. Narrowing the field<br />Lot’s of options, begin filtering <br />Based on technology<br />Based on budget<br />Based on project management processes<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />18<br />
  24. 24. Technology<br />Hosting environment<br />Platform<br />Legacy systems<br />Integrating with other applications<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />19<br />
  25. 25. Technology<br />Hosting environment<br />Platform<br />Legacy systems<br />Integrating with other applications<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />20<br />
  26. 26. Budget<br />License fees<br />Service fees<br />Total cost of ownership<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />21<br />
  27. 27. What are you looking for in an implementer?<br />Delivery model/process<br />Quality Assurance<br />Deployment procedure<br />Service Level Agreements<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />22<br />
  28. 28. User stories vs functional requirements<br />Examples of functional requirements “A2.1.1 Ability to establish a variety of roles within a workflow processA2.1.2 Ability to assign, grant or withhold workflow permissions to specific roles or individuals.A2.1.3 Provide workflow schemas that support sequential approval steps.” <br />Instead, user stories provide scenarios how the CMS will be used “Richard enters the text for the page, and creates a link to the supporting PDF. Once the content has been spell-checked, Richard submits the page for review by Jane, his manager.”source: http://www.steptwo.com.au/papers/kmc_scenarios/index.html<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />23<br />
  29. 29. Other short listing considerations<br />What’s it really about, the service provider or the CMS?<br />Who will be implement-ing the solution?<br />Management consultancies<br />Digital agencies<br />Vendor’s professional services<br />Your in-house team<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />24<br />
  30. 30. Other short listing considerations<br />What’s it really about, the service provider or the CMS?<br />Who will be implement-ing the solution?<br />Management consultancies<br />Digital agencies<br />Vendor’s professional services<br />Your in-house team<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />25<br />Sidebar: Content management inconvenient truths<br /><ul><li>It’s the crew and not the tool – forget about finding the best CMS, but do work hard to find the best implementation crew
  31. 31. On average organisations change their CMS every 3 years
  32. 32. Standards are nice, but elusive </li></ul>source: http://www.jboye.com/blogpost/10-years-web-content-management-some-inconvenient-truths<br />
  33. 33. Demonstrations<br />Demonstrations requested from shortlisted bidders – short list of 3 - 4 bidders<br />Time cap – 1 hour<br />Provide a script - build on the user stories already used in the RFT<br />Involve representatives from groups that will interact with the CMS<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />26<br />
  34. 34. Summary<br />Lead with organisational objectives<br />Your requirements<br />use non-functional requirements to filter<br />should be collaboratively compiled with multiple stakeholder input – involve those who will be using the CMS<br />express them as usage scenarios, not features/functionality matrices<br />Demonstrations, following your script, are key<br />Evaluations<br />Discuss, debate, vote – important for the evaluation team to include stakeholders<br />Qualitative vs quantitative<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />27<br />
  35. 35. Questions?<br />Thank you!<br />19/08/2010<br />Selecting a CMS @ LG Web Network 2010<br />28<br />

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