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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
m D
esig
n D
ocu
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Mostly what we have covered
Xpediant’s Experience
Pay By touch
Store Locator applet
Technology:Spring, Hibernate, JSR 168, Internationalization technologies
BP
Technology: Vignette Portal
APQC Knowledgebase
Technology:ATGVerityInterwoven
Bank of America