Ds roi tc_world

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Ds roi tc_world

  1. 1. No Budget? No Problem.Techniques for Getting ProjectsApprovedFebruary 20, 2013 Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 1
  2. 2. Session Agenda1. Introductions and Agenda Review2. Brief Discussion of What an “Dynamic Publishing System” is and How it is Implemented3. Business Justification4. Project Killers Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 2
  3. 3. Dakota Highlights Founded in 1999 to support the growing need for technical publication integration services Headquartered in Chicago, USA serving customers in North America, Europe, Middle East and Asia subpara1 to n and para0 Partnered with leading technical publishing software companies Expanded to include training services in 2004 Added operational support and hosting services in 2010 Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved
  4. 4. Hundreds of Implementations Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved
  5. 5. Introduction Brian Buehling is currently the Managing Director for Dakota Systems,a consulting firm specializing in CMS and publishing technologies. Prior to Dakota, he worked in various capacities on content managementsystems for several companies including Wolters Kluwer, John Deere,and AT&T Communications. His teams decision support system at John Deere Health wasselected as a Finalist for Business Intelligence Applications atComdex/Window World Open and was nominated for the SmithsonianAward for innovation in information technology. He has earned a M.B.A. with concentrations in Finance and Strategy fromthe University of Chicago and a M.S. in Systems Science andMathematics from Washington University, St. Louis, Missouri. Additionally, he has been a visiting lecturer at Ohio University andBoston University teaching business communication and computationaltheory. Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved
  6. 6. Many names, one concept  Single Source Publishing  Multi Channel Publishing  XML Publishing  XMetaL Publishing  XML Authoring  Component Based WritingWhats in a name? That which we call a rose by  Enterprise CMS any other name would  Database Publishing smell as sweet.  Enterprise Publishing Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 6
  7. 7. Definition of a Dynamic Publishing SystemA system that enforces structured writingtemplates using XML, so that informationcan be reused across different formatsand document outputs. Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 7
  8. 8. Dynamic Publishing Architecture XML Components MS-PPT Slides Engineers XSLT PDA’s XML Pipeline Word, Frame XSLT CMS XSLT Web SitesTechnical XMetaL Writers Editor Dynamic FOSI Publishing PDF XML XSLT Conversion Subject Matter Experts XSL-FO Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 8
  9. 9. Project Life Cycle for CMS Implementations Concept Pilot Development DeploymentGoals: Goals: Goals: Goals:-Develop Business -Finalize Requirements -Implement System -Roll Out System toJustification & System Design Requirements Users-Secure Funding -Determine Evaluation -Execute Formal Test -Gather Production Metrics Plan Metrics-Identify Stake Holders -Pick Low Hanging -Involve Users & Stake -Promote Success /-Qualify Vendors Fruit Holders Lessons Learned -Solidify Project Team -Convert Production Data -Train Project Leaders Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 9
  10. 10. Concept: Business Justification Create Identify Reduce Drive Urgency Opportunity Resistance ActionInefficiencies ROI Calculation IT Architects Proof of ConceptLegal Compliance Cost Savings End Users Phased ApproachCompetition New Revenue Executive Mgrs. Training Competitive Edge Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 10
  11. 11. Concept: Creating Urgency“In conclusion, implementing the proposed XML-based Enterprise Publishing System will result in the following benefits:• Content production without programming or design experience.• Consistency of design across publications• Streamlined workflow• Increased content reuse• Automatic composition and web delivery” Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 11
  12. 12. Concept: Creating UrgencyCopyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 12
  13. 13. Concept: Creating UrgencyManager Response:“Jan’s right. These technical writers do complain a lot.” Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 13
  14. 14. Concept: Creating Urgency“In conclusion, implementing the proposed XML-based CMS will result in total savings of $250K over 12 months yielding a one year ROI of 50%” Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 14
  15. 15. Concept: Creating UrgencyCopyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 15
  16. 16. Concept: Creating UrgencyCopyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 16
  17. 17. Concept: Creating UrgencyManager Responses:“Hmm…I bet this presenter costs us $125K a year in salary, benefits and overhead… eliminating her position over 2 years….”“If this is so great, why didn’t I think of it?”“Sure, if your project is successful!” Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 17
  18. 18. Concept: Creating Urgency“In conclusion, after the latest round of cuts all of our production department is GONE!But, implementing an XML-based CMS will allow us to keep supporting our clients.” Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 18
  19. 19. Concept: Creating Urgency“In conclusion, we just sold our first order in China.We can’t track our changes with our translation vendor without an XML- based publishing system.” Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 19
  20. 20. Concept: Creating Urgency“In conclusion, Legal informed me of the new contractual obligation to deliver documentation in XML with our next shipment.Luckily, there is a conference coming up … send Tim down to figure it out.” Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 20
  21. 21. Concept: Creating Urgency• Regulatory Compliance• Budget Expiration• Translation• Management Support• Competitor Comparison• Pending Litigation• Insurance• No Alternative Solution• Poor Quality / Mistakes in Output• Key Customer Request• Cost savings Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 21
  22. 22. Concept: Business Justification Create Identify Urgency OpportunityInefficiencies ROI CalculationLegal Compliance Cost SavingsCompetition New Revenue Competitive Edge Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 22
  23. 23. Concept: Identifying Opportunities• Reduce internal publishing costs• Automate production tasks• Streamline editorial processes• Reduce errors• Electronic distribution• Long term support• Internal training Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 23
  24. 24. Concept: Identifying Opportunities• Faster time to market• Premium support revenue• New information products• Document derivation products• New distribution channels Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 24
  25. 25. The ROI Formula (Co x Rf) – Ci ROI = ___________ X Sf CiCopyright ©1999-2013 Dakota Systems Inc., All Rights Reserved
  26. 26. Content Reuse ½ Reduces content creation costs ½ Reduces content maintenance costs ½ Reduces contentReuse (multi-level)‫‏‬ Repurposing translation costs ½ Increases content accuracy Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved
  27. 27. Dynamic Content Assembly ½ More relevant info to customers ½ Easier creation of new productsDynamic Assembly ½ Fresher, real-time information ½ Information on Profiled Documents demand Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved
  28. 28. Concept: Business Justification Create Identify Reduce Urgency Opportunity ResistanceInefficiencies ROI Calculation IT ArchitectsLegal Compliance Cost Savings End UsersCompetition New Revenue Executive Mgrs. Competitive Edge Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 28
  29. 29. Concept: Reducing Resistance• Unclear definition of XML technology• XML is not needed (MS-Word, RDB’s, etc.)‫‏‬• Underestimating implementation risks• We don’t have the time/expertise to implement something new• The current system doesn’t need fixing• Build vs. buy• Standards wars Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 29
  30. 30. Project Killer – CFO Risks: * Finance personnel dont have the technology background to fully understand the ROI of CMSs. * Finance personnel have a bias toward preventing any new IT cost expenditures.‘There is no budget for this project Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 30
  31. 31. Project Killer – CMS Vendor Risks: * Vendor incentives to push their products and services will bias their CMS solution recommendations. * Vendors have too little information to propose an optimal solution. * Vendors have too much information regarding your operations to propose the lowest cost solution.Thats no problem, our software handles it Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 31
  32. 32. Project Killer – Standards Architect Risks: * IT architecture and support resources wont support the ongoing operations of your CMS initiative. * Internal hardware and network resources will not be available to grow your CMS. * Funding wont be approved without IT architecture consent.Its not on our approved list of vendors Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 32
  33. 33. Project Killer – CMS Consultant Risks: * Preconceived notions will bias the CMS consultants view of your project. * Your consultant will overly complicate issues to justify his work. * Business alliances will bias the CMS consultants technical recommendations.Just follow our 6 step Content Materialization Process and reusable content will materialize Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 33
  34. 34. Project Killer – Internal IT Guy Risks: * After your implementation, your internal development team wont have the skills needed to support your CMS. * Your internal team might resent an external team of consultants architecting and developing the CMS. * Parallel development efforts might cause confusion.‘What about my Open Source MS-Word Plugin?!?!’ Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 34
  35. 35. Project Killer – Senior Tech Writer Risks: * Writers will place unreasonable technical requirements on the system. * Many of the undocumented workflow and content rules that writers follow will not be built into the CMS. * Writers will complain about the extra burden place upon them to write and tag content.‘Why can’t we round trip with * Writers will complain about the loss of a MS-Word Template?’ stylistic control that they have over documents. Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 35
  36. 36. Concept: Business Justification Create Identify Reduce Drive Urgency Opportunity Resistance ActionInefficiencies ROI Calculation IT Architects Proof of ConceptLegal Compliance Cost Savings End Users Phased ApproachCompetition New Revenue Executive Mgrs. Training Competitive Edge Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 36
  37. 37. Concept: Driving Action• Focus on getting something started• CMS training• Phased approach Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 37
  38. 38. Common ROI Errors• Selling Vitamins Instead of Aspirins• Believing Efficiency Gains Equal Cost Savings• Not Allocating Cost Correctly Across Budgets• Not Timing Submissions with Budget Cycles• Interpreting Fixed Costs Inappropriately• Miscalculating the ROI Horizon• Not Targeting Cost Savings and Revenue Generation• Not Factoring in Risk• Not Addressing Perceived Value• Using the acronym XML Copyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 38
  39. 39. Questions / AnswersCopyright ©1999-2013 Dakota Systems Inc., All Rights Reserved 39

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