local government web network conference 2010
DESCRIPTION
http://lgwebnetwork.org/conferences/2010/presentations/why-features-lists-shouldnt-drive-your-content-management-system-seleTRANSCRIPT
Factors to consider when selecting a CMS
Or, why features lists shouldn't drive your CMS selection process
Selecting a CMS/LG Web Network 2
Agenda
• Introductions
• Lack of choice isn’t the problem: a look at what’s out there
• ‘One size fits all’ doesn’t apply to CMSs, nor should it apply to the evaluation process
• CMS selection process must haves:– Business objectives (vs features lists)– Narrowing the field– User stories/scenarios (vs functional ‘requirements’)– Demos
19/08/2010
Selecting a CMS @ LG Web Network 2010 3
Who I am
Malini Raha
@atomic_anu
0448839716
19/08/2010
Selecting a CMS @ LG Web Network 2010 4
About you?
19/08/2010
Selecting a CMS @ LG Web Network 2010 5
A look at what’s out there
• Sources of information
• Industry reports
• What counts as a CMS
• CMS paradigms
• CMS vendors & implementers19/08/2010
Selecting a CMS @ LG Web Network 2010 6
Sources of CMS information
• http://cmswatch.com
• http://cmswire.com
• http://cmsmatrix.org
19/08/2010
Selecting a CMS @ LG Web Network 2010 7
Even more info on CMSs
• Forrester Wave
• Gartner Magic Quadrant
19/08/2010
Selecting a CMS @ LG Web Network 2010 8
Sources of CMS information
• Other councils• Australian• Overseas
19/08/2010
Selecting a CMS @ LG Web Network 2010 9
What counts as a CMS
19/08/2010
Selecting a CMS @ LG Web Network 2010 10
What counts as a CMS solution
19/08/2010
Processes
Supp
ort &
mai
nten
ance 3rd party/legacy apps
Integration
CMS
Hosting
Core
Pre-built add-ons
Config-urations
Custom add-ons
Selecting a CMS @ LG Web Network 2010 11
CMS paradigms
Understanding different models, unlikely to be a selection factor for local governments & councils:
• Front end / back end
• Delivery on request / delivery on publishing
• Multi-site / federated
• Open source / proprietary
• Hosted / installed
19/08/2010
Selecting a CMS @ LG Web Network 2010 12
CMS vendors
• Local Australian vendors (107) & international CMSs in Australia
(35)
source: http://www.steptwo.com.au/resources/australian-cms
• also, Open Source products19/08/2010
Selecting a CMS @ LG Web Network 2010 13
Vendors & implementers
19/08/2010
Processes
Supp
ort &
mai
nten
ance 3rd party/legacy apps
Integration
CMS
Hosting
you
you
youCore
Pre-built add-ons
Config-urations
Custom add-ons
Selecting a CMS @ LG Web Network 2010 14
Vendors & implementers
19/08/2010
Processes
Supp
ort &
mai
nten
ance 3rd party/legacy apps
Integration
CMS
Hosting
you
you
youCore
Pre-built add-ons
Config-urations
Custom add-ons
V
V
Selecting a CMS @ LG Web Network 2010 15
Vendors & implementers
19/08/2010
Processes
Supp
ort &
mai
nten
ance 3rd party/legacy apps
Integration
CMS
Hosting
you
you
you
SP
SPH
SP
Core
Pre-built add-ons
Config-urations
Custom add-ons
V
SP
SP
V
Selecting a CMS @ LG Web Network 2010 16
Selection process
Typical process:• Scope
• RFT– Non-functional
requirements– Functional requirements
(list of features)
• Scoring & shortlist
• Demos
• References19/08/2010
Alternative process:• Business objectives
– Long list
• RFT– User stories
• Shortlist
• References
• Demos
Selecting a CMS @ LG Web Network 2010 17
Organisational objectives• Key performance indicators for this project? (external objectives)
– Streamline the online experience for visitors, maximising user paths and goal orientation
– Bring a sense of community to the site– To increase perception of the city by residents as a friendly and safe city– Reduce the number of dog complaints
• Involving stakeholders (internal objectives)
– Generate efficiencies and reduce costs by improving the administrative system– Reduce risk, demonstrable local successes
• Measuring outcomes (success?!)
– Measuring usability– Measuring efficiency– Measuring perception
19/08/2010
Selecting a CMS @ LG Web Network 2010 18
Narrowing the field
• Lot’s of options, begin filtering – Based on technology– Based on budget– Based on project management
processes
19/08/2010
Selecting a CMS @ LG Web Network 2010 19
Technology
• Hosting environment
• Platform
• Legacy systems
• Integrating with other applications
19/08/2010
Selecting a CMS @ LG Web Network 2010 20
Technology
• Hosting environment
• Platform
• Legacy systems
• Integrating with other applications
19/08/2010
Selecting a CMS @ LG Web Network 2010 21
Budget
• License fees
• Service fees
• Total cost of ownership
19/08/2010
Selecting a CMS @ LG Web Network 2010 22
What are you looking for in an implementer?
• Delivery model/process
• Quality Assurance
• Deployment procedure
• Service Level Agreements
19/08/2010
Selecting a CMS @ LG Web Network 2010 23
User stories vs functional requirements
• Examples of functional requirements
“A2.1.1 Ability to establish a variety of roles within a workflow process
A2.1.2 Ability to assign, grant or withhold workflow permissions to specific roles or individuals.
A2.1.3 Provide workflow schemas that support sequential
approval steps.”
• Instead, user stories provide scenarios how the CMS will be used “Richard enters the text for the page, and creates a link to the supporting PDF. Once the content has been spell-checked,
Richard submits the page for review by Jane, his manager.”
source: http://www.steptwo.com.au/papers/kmc_scenarios/index.html
19/08/2010
Selecting a CMS @ LG Web Network 2010 24
Other short listing considerations
• What’s it really about, the service provider or the CMS?
• Who will be implement-ing the solution?
– Management consultancies– Digital agencies– Vendor’s professional services– Your in-house team
19/08/2010
Selecting a CMS @ LG Web Network 2010 25
Other short listing considerations
• What’s it really about, the service provider or the CMS?
• Who will be implement-ing the solution?
– Management consultancies– Digital agencies– Vendor’s professional services– Your in-house team
19/08/2010
Sidebar: Content management inconvenient truths
•It’s the crew and not the tool – forget about finding the best CMS, but do work hard to find the best implementation crew
•On average organisations change their CMS every 3 years
•Standards are nice, but elusive
source: http://www.jboye.com/blogpost/10-years-web-content-management-some-inconvenient-truths
Selecting a CMS @ LG Web Network 2010 26
Demonstrations
• Demonstrations requested from shortlisted bidders – short list of 3 - 4 bidders
• Time cap – 1 hour
• Provide a script - build on the user stories already used in the RFT
• Involve representatives from groups that will interact with the CMS
19/08/2010
Selecting a CMS @ LG Web Network 2010 27
Summary
• Lead with organisational objectives
• Your requirements– use non-functional requirements to filter– should be collaboratively compiled with multiple stakeholder
input – involve those who will be using the CMS– express them as usage scenarios, not features/functionality
matrices
• Demonstrations, following your script, are key
• Evaluations– Discuss, debate, vote – important for the evaluation team to
include stakeholders– Qualitative vs quantitative
19/08/2010
Selecting a CMS @ LG Web Network 2010 28
Questions?
Thank you!
19/08/2010