Implementing a Content Management System“Do Your Homework”

Xpediant SolutionsFarida Hasanali

Knowledge/Content Manager

Table of Contents

• Who we are – Xpediant Solutions

• Definition and terms

• Content Lifecycle

• Our Approach

• Case examples

• Q&A

Who We Are

• We are a software consulting and systems integration firm.

• We specialize in delivering full lifecycle, systems development projects.

• We are experts in enterprise portal, collaborative, content management, and business process management solutions.

• Our core team consists of highly experienced senior architects, Java developers, project managers, and functional experts.

Some of our Customers…

Industries Represented

• Automotive• Consulting• Education• Entertainment• Financial• Government• Healthcare

• Insurance• Non Profit• Oil & Gas• Pharmaceutical• Telecommunications

Our Philosophy

• Technology should Enable your business BY:– supporting your business processes.– enabling your employees to work more efficiently– Enabling your employees to work more effectively

• to drive it to profitability and be competitive in the marketplace

Business ApproachBusiness Strategy/Goals

IT Stake Holder’s Goals

IT/Project Goals

} Should be aligned

Understand the impact of IT changes on the organization

Put the appropriate governing structures in place

Identify measures of success

Technical Approach

Inception:Establish Vision, Mission, Business Case & High Level Requirements

Project Scope, Risk Mitigation Strategies Report, High Level Requirements

Objective

Deliverables

Elaboration:Detail Level RequirementsCommunicate SolutionVia Prototype(s)

Solutions Blueprint,Architecture & Web Design Report, Prototypes & Models

Construction:Build The Solution

Creative, Business & Technological FrameworksAgreed Upon Milestones

Transition:Ensure Smooth Roll-out OfApplication. Deploy Solution

Transition Plan & WorkshopsApplication & SystemDocumentation

Xpediant can help with…

We offer stand alone:• Strategy workshops• ROI Workshops• Requirements Gathering• Vendor Analysis• Business Case Development

AND/OR

Xpediant can help with…

• Full life cycle deployment• Constructing the solution • Project management• Testing and deployment• Customized development of required functionality (applets,

API, Java, Web services, etc.)• Taxonomy creation• Customer usability

Doing your Homework

What is Content Management?

The Nature of Knowledge

Easier to replicate

Leads to competency

ExplicitExplicit

TacitTacitHard to articulate

Hard to transfer

Hard to steal

High competitive advantage

Contributes to efficiency

Easier to document and share

20%

80%

Definitions of Knowledge Management

• Capturing, organizing, and storing knowledge and experiences of individual workers and groups within an organization and making this information available to others in the organization.library.ahima.org/xpedio/groups/public/documents/ahima/pub_bok1_025042.html

• is the industry buzzword used to describe a set of tools for capturing and reuse of knowledge.www.functionalknowledge.com/glossary.html

• Systematic approaches to help information and knowledge flow to the right people at the right time so they can act more efficiently and effectively. Find, understand, share and use knowledge to create value.– APQC

Definitions of content Management

• Content management, whether electronic or not, and web content management focus on the management of the data within a document. (Narrow)www.intellectuk.org/sectors/document_management/glossary.asp

• The activity of acquiring, collecting, authoring/editing, tracking, accessing, and often delivering both structured and unstructured digital information - collectively "content". The content can include financial data, business records, customer service data, marketing information, images, video, or other types of digital information. (Broad)www.cylogy.com/library/glossary.html

Definition of a CMS

• Content Management is a system to provide meaningful and timely information to end users by creating processes that identify, collect, categorize, and refresh content using a common taxonomy across the organization.

• A content management system includes people, processes, technology, and most importantly, the content itself.

CMS is the enabler that provides the right

information at the right time to the right person

-APQC

The Relationship Between KM & CM

• Content is the output of knowledge management processes.

• KM is more concerned with the message; CM is more concerned with the medium.

• KM requirements should define the consumable formats of content. CM requirements will define the editable formats of content.

Symptoms of Needing CM?• Orphaned Content

– junkyards of abandoned Web pages

• Tower of Babel– every department and community has created its own Dewey

Decimal System

• The Hemingway Syndrome– Everyone thinks they are an author and proudly publish their

work

• Content Interruptus– Great content resides all over but no one can get to it

• Dump Trucking– business units/divisions want IT to Web-enable every piece of

content– APQC

• People and MarketsPeople and Markets– Mobile workforceMobile workforce– High “churn” - intellectual High “churn” - intellectual

property, peopleproperty, people– Intellectual property is Intellectual property is

very fluidvery fluid– Unrelenting competition Unrelenting competition

and the need for speedand the need for speed• Exposure and liabilityExposure and liability

– To electronic discoveryTo electronic discovery– Improper behaviorImproper behavior– Loss of Intellectual Loss of Intellectual

PropertyProperty

Business Reasons for CM

• The EnvironmentThe Environment

– Rapidly changing Rapidly changing workplaceworkplace

– Information explosion & Information explosion & glutglut

– ““Media Rich” contentMedia Rich” content

– ““Always On” stateAlways On” state

– Attention limitsAttention limits

What can Content Management do for you?

• Automate the process for deploying content• Create, manage and deploy content more

quickly and accurately• Provide a consistent process for managing

content• Effectively manage Web sites, portal content

and other media

Goals of a Content Management Initiative

• Provide a consistent stream of appropriate content to users;

• Tag and classify the content, using technology tools to make it easier to find and use it;

• Establish a content validation process; and • Design the support processes and

organizational structure to make the initiative successful.

Clarification of Terminology• Record Management Systems

– Books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics made or received by an agency of the U.S. Government. Technology vendor examples are Insci, Towertech.com, Laserfiche, Easylink, Legato, etc.

• Document Management Systems– Repository, metadata, editorial history, relationships between

documents, search and retrieval– Technology vendor examples are Interleaf (Broadvision),

Astoria, Poet, Documentum, Xyvision, etc.– All vendors are blurring the line between document management

and content management

More Terminology• Web Content Management

– Adds a layer to document management, it enables publishing content to Intranet and Internet sites

– Enables maintenance and integration of content to online process such as e-commerce and automated syndication

• Learning Content Management Systems– Subset of Web content management

– Ability to structure online content to comply with online education standards such as SCORM and AICC

• Content Management Vendors– Documentum, Rhythmx, Fatwire, Stellent, Interwoven, Opentext,

Vignette, Cofax, Midgard, Zope, etc.

• Jumping into the game, Project Management Systems, business process management systems……

Develop a business case

Develop a strategy for handling explicit knowledge and infrastructure

Design and launch the content management system

Maintain and extend the content management system

Expand and integrate. Use the system as a tool for collaboration and delivery

Phases of a CM InitiativePhases of a CM Initiative

High Level Logical Architecture

Integration Framework

Process Automation

Application Services

Web Services - SOA

IT Services

Portal

Data Integration

Publishing

Content Management

Personalization

XML

Security

Messaging

Fault Tolerance

Load Balancing

Integration [EAI]

AudienceEmployee Administrator Customer Executive Partner

Applications

FoundationServices

Application Server Middleware

FoundationLayers

OS / Database PlatformHardware & Network Services

Collaboration

Financial Applications Staffing Manufacturing AppsInventory ApplicationsHR Applications

Do Your Homework!

1. Establish structure and roles for design process2. Determine user requirements3. Conduct content audit/assessment4. Conduct as-is and to-be process analysis5. Conduct workshops to define taxonomy and metadata6. Estimate value 7. Assess current and future technology8. Prioritize technology requirements for vendor assessment9. Evaluate and select technology10. Finalize project plan and roles (and request for implementation

funding if not done in initial business case)

Governance Structure

Steering Committee KM or CM

KM/CM Support Group

Steward Steward Steward

Business Unit Business Unit Business Unit

User Requirements

• Assemble an appropriate team– One senior champion – budget– Project Manager– Business Analyst– Architect– Representation from content owners part of the effort

• Decide on a methodology to gather requirements– Use Cases

• Lead the users through a series of step that describe user action and system reaction

Conduct Audit

• Garbage in…garbage out

• Study showed 60% of content is non-value

• Determine criteria for audit– Dated – how old is the content?– Importance to business-Organization’s core

intellectual capital– Validity – applicability or currency of subject

matter within the artifact

Organizational Analysis As-Is Analysis

To-Be Design Human ChangeManagement

As-Is to be process analysis

Build Taxonomy/Metadata

• Taxonomy – classification schema– Helps organize content into recognizable

categories– May be the basis of a navigation structure– Standardizes how and where content is stored

• Metadata – information about information– Values such as content owner, expiration

date, taxonomy

Steps 6-9 – value and selecting technology

Baseline your existing environment Set up realistic expectations

What are the expectations for this system? How will this system impact the company? How will automation or redeployment of this system:

Provide a strategic advantage to the company? Reduce stress? Save time? Save money? Satisfy a statutory requirement?

How many users will this system impact? What is the life expectancy of this system? Is this system going to satisfy:

An immediate need? A long-term need? Both?

Cost Analysis to Select Vendors

• Side-by-side comparison of each candidate package's cost in the following areas:– The package itself– Customizations– Training– Maintenance– Estimated support– Implementation

A Model of The Content Lifecycle

User rights defined by role•Communications sends out press releases•Legal authors agreements•Management only can view certain documents•Employees can edit and submit what level of documents

Content DeliveryContent DeliveryContent Management & DeliveryContent Management & DeliveryContent CreationContent Creation

Content AuthoringContent Authoring

DocumentVersion Control

DocumentVersion Control

Check In / Check OutCheck In / Check Out

Browse(navigate)Browse

(navigate)

Input Templating

Input Templating

Import / ExportImport / Export

Format renditionsFormat

renditions

Multi-LanguageVersions

Multi-LanguageVersions

Access control

Access control

Categorization(tagging)

Categorization(tagging)

Full-text indexingFull-text indexing

Audittrail

Audittrail

Content AnalysisContent Analysis

Search / RetrieveSearch / Retrieve

Usage reportingUsage

reporting

Usage AnalysisUsage

AnalysisUser profilingUser

profiling

Usage loggingUsage loggingPersonalizationPersonalization

Multi-channel re-purposing

Multi-channel re-purposing

Simple Work Flow

Simple Work Flow

Complex, integratedWork Flow

Complex, integratedWork Flow

Template AuthoringTemplate Authoring

DocBaseReplicationDocBase

ReplicationDocBase

FederationDocBase

Federation

Componentre-purposing Component

re-purposing

INTRAnet ContentDeployment

INTRAnet ContentDeployment

SubscriptionServices

SubscriptionServices

DocBaseIntallationDocBaseIntallation

Internet ContentDeployment

Internet ContentDeployment

Output Templating

Output Templating

AggregateVersion Control

AggregateVersion Control

Actions that need to happen in each phase

Implementation Plan

Phase III Focus- Implementation

Develop

Plan

ContentAudit

Prototype(Optional)

TaxonomyCreation

GapAnalysis

UnderstandUser

Requirements

Phase II Focus- Planning andDesign

DevelopEnd User

Documentation

CustomProgram

Development

DataMigration

SystemTest

UserAcceptance

SystemCut-Over

Syste

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Mostly what we have covered

Questions?

Farida Hasanali

fhasanali@xpediantsolutions.com

713-297-8867

Xpediant’s Experience

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