cms trends traps & tips 2008 print

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The latest and greatest in WCM: Trends, traps & tips

By Toby Ward, Prescient Digital MediaBy Toby Ward, Prescient Digital Media

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Stop the cart, push the horse

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KM versus CM

Knowledge Management (KM) is the way and means that organizations create, store and access (reuse) knowledge to accomplish enterprise goals. KM requires: organizational processes and rules (taxonomy); innovative and participatory individuals; and the appropriate technology to support

knowledge sharing.

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More acronyms please

Content Management (CM) is only one facet of KM, namely the technology and process by which online content is created and published

Web Content Management (WCM) – via a CMS for a website or an intranet or an extranet

Enterprise Content Management (ECM) – the STRATEGY and the technology (CMS) for medium-to-large organization content management

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WCM vs. ECM

Function WCM ECM

Scope Small (100s – 1000s) Large 10,000 +

Create Built in editors, integration with MS Office

Plus integrated scanning or imaging

Manage Library services and metadata management, approval or editorial workflows

Plus records retention and disposal. Complex workflow as part of Business Process Management

Store Work in progress, staging & ‘live’ environments may all hold copies of same version

Sophisticated storage management including integration with storage hardware – “single instance”

Preserve Snapshots of websites and content Long term archiving, more integrated with storage

Deliver To the web including mobile devices To the web, to the desktop client, to other software and systems, to print, etc.

More info: http://www.prescientdigital.com/articles/content-management/cms-or-ecm-2013-what-is-the-difference?searchterm=ECM

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ECM vs. WCM

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Content Management System (CMS)

A content management system (CMS) is a technology (software) used to publish and manage content on a site

Content is published using templates or wizards The CMS consists of two major parts:

the content management application (CMA) the content delivery application (CDA)

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Content Management System (CMS)

The CMA allows the author or publisher to manage content without any coding (or techies)

The CDA does the actual publishing and updating on the site

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The vendorsThe vendors

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Pssst, whaddya need?

Size: Huge, big, intermediate, mid-level, small, tiny,

open source Focus:

Document management, Web Content Management, Enterprise Content Management, Application Integration, Multimedia, Content Syndication, Multiple Languages, Search, Portals, BI, RM, etc.

Cost: $Millions, $100,000s, $10,000s, $1,000s, free

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CMSWatch.com Vendor Roadmap

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Enterprise CMS (ECM)

Complex, enterprise wide deployment (100s of publishers; 10,000s – 100,000s of users) US $200-250k+ for base licensing.

Vignette Oracle (Stellent) Documentum (EMC) IBM Interwoven Microsoft (now SharePoint)

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Large Scale CMS

Large, less complex installations (10s – 100 publishers; 1000s – 10,000s of users) $US 125-175k base licensing (most)

RedDot (OpenText) CoreMedia Day Software Percussion FatWire Mediasurface SDL Tridion

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Intermediate Size CMS

Robust solutions with less bells & whistles (5-10s of publishers; 1,000s of users) US $50-125k in base licensing

PaperThin Serena Vyre Escenic Hannon Hill Ingeniux Sitecore

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Small & Niche CMS

Basic, simple CMS (1-10 publishers; 1 – 10 publishers; 100s - 1000s of users) US $10-125k in base licensing

The Level Ektron CrownPeak Clickability Immediacy Hot Banana Enonic Atlantic WebFitters

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Open Source CMS

All types and sizes Free licensing

Plone Drupal Joomla OpenCms eZ Systems Alfresco TYPO3 Magnolia Daisy

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Joomla – HealthyCanada.com

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Joomla – HealthyCanada.com

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Joomla – HealthyCanada.com

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RedDot

In-context editing using “red dots”

RedDot CMS

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RedDot

RedDot CMS

Screenshot(s) used during workshop

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RedDot

RedDot CMS

Screenshot(s) used during workshop

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Plone – Prescient Digital Media

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Plone – Prescient Digital Media

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Plone – Prescient Digital Media

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Plone – Prescient Digital Media

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Plone – Prescient Digital Media

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Choosing a CMSChoosing a CMS

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The price

Licensing

All the other costs

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How much money?!?!

Licensing: Typically represents 10 – 20% of the total cost

Implementation: Typically runs 4x – 8x licensing

Support: Typically run 10% - 30% of the licensing cost – every year

Application integration: Not included

Staffing: Not included

Content: Not included

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Solution identification process

Assessment & planning Business requirements

Functional requirements Technology requirements

Evaluation criteriaVendor short list

RFP

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RFP Objectives

Make the vendors *earn* your business

Identify the best technical solution Identify the best functional solution Identify the best team Identify the best price Ensure the vendor / solution is solid

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CMS Blueprint – Sample Project Timeline

Week 1 Week 2 Week 4 Week 5Week 3

Tasks DeliverablePhase Critical Decision Sign-off

Project Planning

and Kick-off

-DetailedProject Plan

-Guiding Principles

-Review Objectives

-AssignTasks

-Confirm Resources

-Finalize Timeline

Project Timeline

Week 7Week 6

Business Requirements

-Business Requirement

Report

-StakeholderInterviews

-User Surveys-Focus Groups

Build Evaluation Criteria

-CMS Evaluation Matrix

-Compose Evaluation Criteria

-RFP for CMS-

Short Listof Vendors

Build RFP& Short List

-Compose RFP-Create List Of Vendors

-Completed RFP withVendor Recommendation

Manage the RFP

-Send out RFP to ShortList of Vendors

-Update EvaluationCriteria

-Meet, Follow-up withVendors

-Signed Contract

Award Contract

-Negotiation

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Money-saving process

Put the technology solution on HOLD for a few weeks and invest in a detailed blueprint

Contract a planning consultant Blueprint must be TECHNOLOGY NEUTRAL Use blueprint to build requirements and

criteria for CMS

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Vendor evaluations

Undertake macro evaluations Tailored product demos Open or closed (invitation) RFP Open vs. Closed RFP (shorter process) RFP process is normally 2 weeks to 2 months

depending on the complexity of the project Send out RFP Short-list 2-3 vendors

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Criteria

Prescient’s 6 key evaluation criteria:1. Vendor viability 30%2. Technology / functionality 30%3. Cost 30%4. Implementation Services 5%5. Demonstration 5%

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Requirements - detail

Vendor overview Vendor experience Solution functional specifications Solution technical specifications Product demo or screenshots Licensing AND implementation costs Product technical requirements Project team bios, skills overview & experience Client portfolio Client references Detailed timeline Ongoing service & support commitment

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Other Requirements for consideration

Development platform Bundled applications Integration connectors Amount of personalization and customization Multiple languages Standards (JSR-168, 170, US 508, WAI, HIPPA, CMIS) Multimedia (e.g., images, audio, video, etc.) Dating and version control Frequency of content publishing / changes Content types: static and/or dynamic Training and supporting content authors Access platforms (PDAs, WAP phones)

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Evaluation & selection of CMS vendors

Secure access to “sandbox” for hands-on testing/demo

Evaluate documented responses Schedule vendor demonstrations/presentations Score presentations, responses Client discussion, selection Award contract, draft, sign-off

More information: Cadillac vs. Hyundai CMSs All Gassed Up and Ready To Go!

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Evaluation Matrix - Technology

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LessonsLessons

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Trends

Further blurring between portal & CMS vendors Further market consolidation (watch Vignette) Increasing focus on usability CMIS (interoperability services) standard Easier personalization (role-based) More Web 2.0 (blogs, wikis, etc.)

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Traps

Microsoft & IBM “Selecting” versus being “sold” Licensing represents 10-20% of the cost Not CMIS compliant Small, local vendors Choosing a CMS instead of a portal

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Tips

Document detailed requirements (DETAILED) Create your IA and design first Host an RFP Keep your selection committee small (<6) Demand provided AND OTHER references Fixed fee project w/ 6 months of trouble-

shooting Overrated:

Worfkow Personalization Web 2.0

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Resources

Portal vendors list: http://www.arnoldit.com/lists/portal-vendors.html

Portal solutions (reviews): www.CMSWatch.com

Intranet blog: www.IntranetBlog.com

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Internal Barriers to Success

Cost Lack of understanding / education Resistance to change (habit) Lack of “what’s in it for me” Internal politics Local geographic silos Technology infrastructure Time

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Q & AQ & A

Toby WardToby WardPrescient Digital MediaPrescient Digital Media

416.986.2226www.PrescientDigital.com

www.IntranetBlog.comwww.blogs.ragan.com/

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