Implementing a Content

tansygoobertownInternet and Web Development

Dec 8, 2013 (3 years and 11 months ago)

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Implementing a Content
Management System

“Do Your Homework”

Xpediant Solutions

Farida 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 Approach

Business 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
Requirements

Communicate
Solution

Via Prototype(s)


Solutions Blueprint,

Architecture & Web
Design Report,
Prototypes & Models

Construction:

Build The Solution

Creative, Business &

Technological
Frameworks

Agreed Upon
Milestones

Transition:

Ensure Smooth Roll
-
out
Of

Application. Deploy
Solution

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…


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

Explicit

Tacit

Hard 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 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



Business Reasons for CM


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……

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 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]

Audience

Employee

Administrator

Customer

Executive

Partner

Applications

Foundation

Services

Application Server

Middleware

Foundation

Layers

OS / Database Platform

Hardware & Network Services

Collaboration

Financial Applications

Staffing

Manufacturing Apps

Inventory Applications

HR Applications

Do Your Homework!

1.
Establish structure and roles for design process

2.
Determine user requirements

3.
Conduct content audit/assessment

4.
Conduct as
-
is and to
-
be process analysis

5.
Conduct workshops to define taxonomy and metadata

6.
Estimate value

7.
Assess current and future technology

8.
Prioritize technology requirements for vendor assessment

9.
Evaluate and select technology

10.
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 Change

Management

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 Delivery

Content Management & Delivery

Content Creation

Content

Authoring

Document

Version Control

Check In /

Check Out

Browse

(navigate)

Input

Templating

Import

/ Export

Format

renditions

Multi
-
Language

Versions

Access

control

Categorization

(tagging)

Full
-
text

indexing

Audit

trail

Content Analysis

Search /

Retrieve

Usage

reporting

Usage

Analysis

User

profiling

Usage

logging

Personalization

Multi
-
channel

re
-
purposing

Simple

Work Flow

Complex, integrated

Work Flow

Template

Authoring

DocBase

Replication

DocBase

Federation

Component

re
-
purposing

INTRAnet Content

Deployment

Subscription

Services

DocBase

Intallation

Internet Content

Deployment

Output

Templating

Aggregate

Version Control

Actions that need to happen in each
phase

Implementation Plan

Phase III Focus
-

Implementation

Develop

Plan

Content

Audit

Prototype

(Optional)

Taxonomy

Creation

Gap

Analysis

Understand

User

Requirements

Phase II Focus
-

Planning and

Design

Develop

End User

Documentation

Custom

Program

Development

Data

Migration

System

Test

User

Acceptance

System

Cut
-
Over

System Design Document

Mostly what we


have covered

Questions?

Farida Hasanali

fhasanali@xpediantsolutions.com

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