ECE Department, University of Tehran 1

Content Management System

Instructor: Dr. Rahgozar

Students: Farzad MahdikhaniAhmad Kianrad

2007

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Outlines

What is content History CMS Anatomy of CMS Who is who in CMS market Knowing When You Need a CMS Enterprise CMS Evaluation of ECMS Market

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What is Content?

Different types of digital data Document( Technical, Learning,…) Sound/Movie/Animation Catalogue / Advertisement News / Announcement Papers Software/Driver/Patch/Tutorial Functionality Is Content, Too! And …

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What is Content? (cont.)

Customer Contents : Requests Emails Chats Forums discussions Interests Contacts And …

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Content Is Everywhere

m

Web

Photographs

File systems

E-mail systems

Hard disks

Document management repositories

Web servers

Document imaging repositories

Video libraries

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Content components

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Content components (cont.)

Chunk Content object Content type Reusable information object (RIO) Element Block

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Outlines

What is content History CMS Anatomy of CMS Who is who in CMS market Knowing When You Need a CMS Enterprise CMS Evaluation of ECMS Market

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History

Traditional approach

Computer, digital world Digital content Indexing

Internet, Web A channel

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History (cont.)

Static website FrontPage Dreamweaver

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History (cont.)

Problems with static website Expertise in HTML Inconsistency Lack of access levels Bottleneck in updates Poor archiving Poor personalization

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History (cont.)

Appearance of : web based programming Dynamic web sites (ASP, JSP, …)

Web Content Management (WCM)

To create Static & Dynamic sites

Dynamic sites vs. WCM

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Outlines

What is content History CMS Anatomy of CMS Who is who in CMS market Knowing When You Need a CMS Enterprise CMS Evaluation of ECMS Market

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What is CMS ?

A content management system supports the creation, management, publishing and presentation of corporate information.

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What is CMS ? (cont.)

Content Management makes collaboration easier, enforces design standards, enhances user-interface consistency and reduces confusion & training costs.

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What is CMS ? (cont.)

field more than just a definition -- an emerging field that’s concerned with making information easier to manage and access inside corporate environments.

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What is CMS ? (cont.)

Content management can be simply defined as a process of collecting, organizing, categorizing, and structuring information resources of any type and format so that they can be saved, retrieved, published, updated, and re-purposed in any way desirable.

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What is CMS ? (cont.)

A full-featured content management system

takes content from inception to publication and does so in a way that provides for maximum content accessibility and reuse and easy, timely, accurate maintenance of the content base

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What is CMS ? (cont.)

The CMS manages the entire lifecycle of pages, from creation to archival

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Lifecycle of content

CMS is intended to manage this lifecycle

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Business benefits

Streamlined authoring process Faster turnaround time for new

pages and changes Greater consistency Improved site navigation Increased site flexibility Support for decentralized

authoring

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Business benefits (cont.)

Increased security Reduced duplication of

information Greater capacity for growth Reduced site maintenance cost Separated information from

presentation Personalized presentation

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Greatest Business benefits

Support business goals and strategies

Improve sales Increase customer satisfaction Assist in communicating with the

public

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Outlines

What is content History CMS Anatomy of CMS Who is who in CMS market Knowing When You Need a CMS Enterprise CMS Evaluation of ECMS Market

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Anatomy of CMS

Content creation

Content management

Publishing

Presentation

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Content creation

Web-based authoring environment

Easy to use like word without having to know HTML

Defines deferent access levels to deferent roles for content creation

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Content creation (cont.)

Example :

Marketing manager maintains the press release section

Product manager keeps the catalogue up to data

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Content management

Versioning : keeping track of all the versions of a content, and who changed what and when

Ensuring that each users can only change the section of the site they are responsible for

Integration with existing information source and IT systems

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Content management (cont.)

Workflow management

Archiving

Search

Expired-date management

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Publishing

Deferent page layout for publishing

Publishing a content to multiple sites

Leaving the look of the site entirely to the CMS

Single source publishing in deferent formats (PDF, Doc,…)

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Presentation

Enhance the quality and effectiveness of the site

Building the site navigation

Multiple browser support

Support of Users with accessibility issues

Knowing When You Need a CMS

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Outlines

What is content History CMS Anatomy of CMS Who is who in CMS market Knowing When You Need a CMS Enterprise CMS Evaluation of ECMS Market

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Outlines

What is content History CMS Anatomy of CMS Who is who in CMS market Knowing When You Need a CMS Enterprise CMS Evaluation of ECMS Market

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Knowing When You Need a CMS

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Knowing When You Need a CMS (cont.)

(Authors) x (Sources) x (Components) x (Types) x (Throughput) x (Publications) x (Personalization) x (Redesigns)

a result of one or higher is the break point for recommending a content management system.

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Outlines

What is content History CMS Anatomy of CMS Who is who in CMS market Knowing When You Need a CMS Enterprise CMS Evaluation of ECMS Market

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ECM — An Ambiguous Term

“Technologies used to create, capture, deliver, customize and manage content across the enterprise in support of business processes.”— AIIM International

“Technologies used to create, capture, deliver, customize and manage content across the enterprise in support of business processes.”— AIIM International

“A category that combines the capabilities of enterprise document management systems and content management systems, with the ability to manage the full lifecycle across a growing array of content types.” — Doculabs

“A category that combines the capabilities of enterprise document management systems and content management systems, with the ability to manage the full lifecycle across a growing array of content types.” — Doculabs

“WCM at its extreme is focused on building Web sites and DM at its extreme is focused on highly specialized documents off in the corner somewhere . . . ECM is focused on all that content that is in the enterprise and out with partners somewhere.”— Michael Rudy, Stellent

“WCM at its extreme is focused on building Web sites and DM at its extreme is focused on highly specialized documents off in the corner somewhere . . . ECM is focused on all that content that is in the enterprise and out with partners somewhere.”— Michael Rudy, Stellent

“Technology that provides a means to create/capture, manage/secure, store/retain/destroy, publish/distribute, search, personalize and present/view/print any digital content.” — Meta Group

“Technology that provides a means to create/capture, manage/secure, store/retain/destroy, publish/distribute, search, personalize and present/view/print any digital content.” — Meta Group

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Typical ECM components

Document imaging (DI):

Software for scanning, indexing, retrieving, and archiving digital images of text, graphics, engineering drawings, and photographs. These systems usually provide workflow and limited electronic document management functionality.

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Typical ECM components (cont.)

Web content management (WCM):

Software that enables the collection, assembly, staging, maintenance, and delivery of text and graphic content primarily for disseminating information via the Web.

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Typical ECM components (cont.)

Electronic document management (EDM):

Software that manages the complete life cycle of office documents from collaborative authoring to archiving; key features include indexing, check-in/checkout, versioning, workflow, and life cycle management.

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Typical ECM components (cont.)

Digital asset management (DAM):

Software for managing the life cycle of large collections of digital assets, such as photographic images, graphics, brand logos, sound, video and compound documents.

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Typical ECM components (cont.)

Computer output to laser disk (COLD): Applications for storage of high-

volume computer-generated reports.

Records management: Applications that manage long-term

document archives throughout the document life cycle.

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Typical ECM components (cont.)

Media asset management (MAM): A subset of DAM, MAM is specific to rich

media, such as video and audio, that require complex management tools.

Content integration: Middleware that integrates multiple

vendors’ repositories. Also known as content federation.

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Typical ECM components (cont.)

Collaboration tools:

Any of several applications that promotes groups working together effectively. Typical applications include project workspaces, project management tools, automated reporting tools, and basic workflow.

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Core components required in any ECM

document management document imaging web content management records management workflow.

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Magic Quadrant for ECM, 2005

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ECM core components

Document management WCM Records management Document capture and document

imaging Document-centric collaboration Workflow

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Ability to Execute

The ability to execute measures how well a vendor sells and supports its ECM products and services on a global basis. rating products' capabilities Pricing customer support and satisfaction product migrations from one major

release to another

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Completeness of Vision

Completeness of vision focuses on potential. A vendor can succeed financially in the

short term without it, but the company won't become a leader without a clearly defined vision or strategic plan.

Market understanding Market strategy Sales strategy Business model

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Leaders

They're currently doing well and are prepared for the future with a clearly articulated vision.

Leaders can deliver a comprehensive ECM suite by having all six core components and proven enterprise scalability

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Challengers

They lack the vision of leaders. They don't "own" all of the core

components of ECM They leverage partnerships to

round out their suites Hyland is the only vendor in the

Challengers quadrant this year.

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Visionaries

Visionaries may own all capabilities natively or partner for several core ECM components.

They typically show a strong understanding of the market and anticipate shifting drivers.

They have a lower ability to execute than the leaders.

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Niche Players

Niche players focus on specific areas of ECM technology (such as WCM or records management), but not on the entire suite.

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ECMS market share

IBM is the market leader, with a 16.4% share

Right behind IBM is FileNet, with an 8.5% market share,

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References

1. Kostur, P., "Content- what is it and why manage it," white paper, The Rockley group, 2003, available at: http://www.rockley.com/articles/Content_what%20is%20content.pdf, retrieved on Mar 2, 2007.

2. Robertson, J., "So What is a Content Management System?" white paper, KM column, 2003.

3. Warren, R.,"What is Content Management?" white paper, ZiaContent, 2003.

4. Boiko, B., "The Content Management Bible," chapter 4, Functionality Is Content, Too! , John Wiley & Sons, 2002.

5. Boiko, B., "The Content Management Bible," chapter 23, Designing Content Components, John Wiley & Sons, 2002.

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References (cont.)6. Boiko, B., "The Content Management Bible," chapter

6, Understanding Content Management, John Wiley & Sons, 2002.

7. Sloan, B., and Scott D., “Content Management Systems,” white paper, Xguru, 2002, available at: http://www.xguru.com/resource/content_mgmnt.asp, retrieved on Mar 2, 2007.

8. "An Introduction to CMS," white paper, Continuum Technologies, 2004.

9. Yu, H., "Content and workflow management for library websites: case studies," Idea Group Inc., 2005.

10. Robertson, J., "How to evaluate a content management system," white paper, KM column, 2002.

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References (cont.)

11. Boiko, B., "The Content Management Bible," chapter 8, Knowing When You Need a CMS, John Wiley & Sons, 2002.

12. Prideaux, R., "Knowing When You Need a CMS," white paper, 2004, available at: http://www.techsoup.org/learningcenter/webbuilding/page4896.cfm, retrieved on Mar 2, 2007.

13. "Who’s who in CMS market?", Saurused Ltd, 2004.

14. CMS Matrix: http://www.cmsmatrix.org, retrieved on Mar 2, 2007.

15. Open source CMS: http://www.opensourcecms.com/, retrieved on Mar 2, 2007.

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References (cont.)16. AIIM 2001 Defines Content Management, AIIM International:

http://www.aiim.org/article-pr.asp?ID=20694, retrieved on Mar 2, 2007.

17. Weiseth, P. E., Olsen, H. H., Tvedte, B., and Kleppe, A., “eCollaboration Strategy 2002-2004”, Statoil, Trondheim/Stavanger, 2002.

18. Munkvold, B.E., Päivärinta, T., Hodne, A.K., and Stangeland, E., "Contemporary Issues of Enterprise Content Management: The Case of Statoil," Proceedings of the 11th European Conference on Information Systems (ECIS 2003), 16-21 June, Naples, Italy, 2003.

19. Groff, T. R. & Jones, T. P., "FileNet: A Consultant's Guide to Enterprise Content Management," Elsevier Butterworth–Heinemann, Boston MA, 2004.

20. Lundy J., and et al, “Magic Quadrant for Enterprise Content Management, 2005,” technical report, Gartner group, Note Number: G00131821, Nov. 7, 2005.

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References (cont.)

21. Alan P. S., and Chris H. J., "Enterprise Content Management System", white paper, MSI Systems Integrators, 2004.

22. Content Management, IBM: http://www.306.ibm.com/software/info/contentmanagement/, retrieved on Mar 2, 2007.

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Any Question?

Thank you