Transcript Slide 1

Implementing a Content
Management System
“Do Your Homework”
Xpediant Solutions
Farida Hasanali
Knowledge/Content Manager
Table of Contents
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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.
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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
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Automotive
Consulting
Education
Entertainment
Financial
Government
Healthcare
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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 Approach
Business Strategy/Goals
IT Stake Holder’s Goals
IT/Project Goals
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Should be aligned
Understand the
impact of IT
changes on the
organization
Identify
measures
of success
Put the
appropriate
governing
structures in
place
Technical Approach
Objective
Deliverables
Inception:
Establish Vision,
Mission, Business
Case & High Level
Requirements
Elaboration:
Detail Level
Requirements
Communicate
Solution
Via Prototype(s)
Construction:
Build The Solution
Transition:
Ensure Smooth Roll-out
Of
Application. Deploy
Solution
Project Scope, Risk
Mitigation Strategies
Report, High Level
Requirements
Solutions Blueprint,
Architecture & Web
Design Report,
Prototypes & Models
Creative, Business &
Technological
Frameworks
Agreed Upon
Milestones
Transition Plan &
Workshops
Application & System
Documentation
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…
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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
Contributes to
efficiency
Easier to
document
and share
20%
Leads to
competency
Hard to articulate
High competitive advantage
80%
Explicit
Easier to
replicate
Tacit
Hard to steal
Hard to transfer
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
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APQC
Business Reasons for CM
• People and Markets
– Mobile workforce
– High “churn” - intellectual
property, people
– Intellectual property is
very fluid
– Unrelenting competition
and the need for speed
• Exposure and liability
– To electronic discovery
– Improper behavior
– Loss of Intellectual
Property
• The Environment
– Rapidly changing
workplace
– Information explosion &
glut
– “Media Rich” content
– “Always On” state
– Attention 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……
Phases of a CM Initiative
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
High Level Logical Architecture
Employee
Administrator
Customer
Executive
Partner
Integration
Framework
Portal
Financial Applications
Staffing
HR Applications
Audience
Manufacturing Apps
Inventory Applications
Middleware
Application Server
Application Services
Web Services - SOA
IT Services
Integration [EAI]
Publishing
Security
Data Integration
Content Management
Messaging
Process Automation
Personalization
Fault Tolerance
Collaboration
XML
Load Balancing
OS / Database Platform
Hardware & Network Services
Applications
Foundation
Services
Foundation
Layers
Do Your Homework!
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Establish structure and roles for design process
Determine user requirements
Conduct content audit/assessment
Conduct as-is and to-be process analysis
Conduct workshops to define taxonomy and metadata
Estimate value
Assess current and future technology
Prioritize technology requirements for vendor assessment
Evaluate and select technology
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
Business Unit
Steward
Business Unit
Steward
Business Unit
User Requirements
• Assemble an appropriate team
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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
As-Is to be process analysis
Organizational Analysis
As-Is Analysis
To-Be Design
Human Change
Management
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
Actions that need to happen in each
phase
Content Creation
Content Management & Delivery
Categorization
(tagging)
Full-text
indexing
Content
Authoring
Template
Authoring
Check In /
Check Out
Import
/ Export
Input
Templating
Component
re-purposing
Format
renditions
Multi-channel
re-purposing
Aggregate
Version Control
Document
Version Control
Simple
Work Flow
Content Delivery
Multi-Language
Versions
Access
control
DocBase
Intallation
Complex, integrated
Work Flow
Audit
trail
DocBase
Federation
Search /
Retrieve
Output
Templating
Internet Content
Deployment
INTRAnet Content
Deployment
DocBase
Replication
User
profiling
Personalization
Browse
(navigate)
Subscription
Services
Content Analysis
Usage
Analysis
Usage
logging
Usage
reporting
Implementation Plan
Mostly what we
have covered
Phase III Focus- Implementation
Phase II Focus- Planning and
Design
Custom
Program
Development
Develop
Plan
Understand
User
Requirements
Prototype
(Optional)
Gap
Analysis
Taxonomy
Creation
System Design Document
Content
Audit
Develop
End User
Documentation
Data
Migration
System
Test
User
Acceptance
System
Cut-Over
Questions?
Farida Hasanali
[email protected]
713-297-8867
Xpediant’s Experience
Pay By touch
Technology:
Spring, Hibernate, JSR 168, Internationalization technologies
BP
Technology: Vignette Portal
APQC Knowledgebase
Technology:
ATG
Verity
Interwoven
Bank of America