successful processes for selecting a content management system: how to become an expert in...

www.gilbane.com Copyright 2006

Successful Processes for Selecting a Content

Management SystemHow to Become an Expert in

Technology Acquisition

Mary Laplante and Geoff BockThe Gilbane Group

October 2007


©2007 The Gilbane Group

The Opportunity

$2.9 billion US in 2007

Compound annual growth rate of 12.9%

Size of the ECM Market, based on worldwide total software revenue

-- Gartner

Through 2011-- Gartner



The Accidental Acquisition Specialist

Acquisition Jobs | Juju Job Search

Director, Talent Acquisition Operations: ARAMARK (Philadelphia, PA):

Department of Defense Acquisition, Technology and Logistics workforce. ...federalgovernmentjobs.us/jobs/Professor-Of-

Future Technologies, Inc. is seeking an Acquisition Management Program Manager at Pax River, MD to support NAVAIR's Joint Tactical Data ...

Manager Systems and Programming. ... Inc., the leading global talent acquisitionsolutions provider, announced today extensive ...



Session Goals and Objectives

If technology acquisition is part of other jobs and roles within the enterprise . . .

How can you effectively contribute to the process of identifying new technology and bringing it into your company? Seeing it through successful deployment and

participating in governance are another discussion

Gain an understanding of the overall acquisition process, points at which you can have impact, and how to work with vendors for mutual success.



About Gilbane Group

Analyst and consulting firm focused on content technologies

As analysts, we cover the market for technologies, standards, and practices that enterprises deploy to create, manage, publish, enrich, and consume content. Practice areas in enterprise search,

collaboration, globalization, WCM, publishing, and document management

As consultants, we work with enterprise users, vendors, and investors Technology acquisition support, technology

briefings, content strategy development



Gilbane Group Publications and Events

Gilbane Boston 2007, Nov 28 – 29 Recent webinars listed on our events blog

http://gilbane.com/eventsblog/ Case studies:

XML and GMS at Autodesk XML and single-source content at O’Reilly Safari U Technical content strategies at Siemens Medical

and GE Healthcare White papers:

Quality management and multi-lingual content XML, DITA



CM Professionals

CM ProsJoin. Share. Succeed.

CM Pros is an international community of practice advancing the field of content management. Its members reflect the cross-disciplinary nature of the field, and share a passion for managing content effectively. CM Pros helps members to succeed by enhancing their knowledge and expertise, sharing practices, and connecting corporate and individual practitioners to further develop the industry as a strategic business imperative.



Panel Agenda

Acquisition: Solutions, Not Tools

Examples: Technology Acquisition scenarios

Discussion: Five Points of Impact


1: Acquisition: solutions, not tools



Redefining Business Value

Businesses need to reinvent themselves to deal with new economies Global Vastly increasing amounts of knowledge Differentiation is brand and core competencies,

not current products Business processes must be reinvented, too

Not more, but different Processes associated with technical

information are at the forefront of change



It’s not about tools

Content management is a business practice It’s not technology

The practices requires a solution Comprising people, process, and technology

Technology enables the processes associated with the practice of managing content

The value of human resources cannot be underestimated But often is

A focus on tools compromises the ability to align technical content processes with the organization’s strategic business and marketing objectives



Setting the Course for Your Enterprise

“If a manager explains, ‘we have to cast this Portal investment as a Web 2.0 project to get it funded,’ I will deliver the bad news that their tactic is shortsighted and bodes

poorly for the long-term success of the system. So what should you do? Approachleadership as directly as possible, with a very, very clear businessrationale. This is real ‘enterprise architecture,’ sans diagrams. If you cannot make a

case for how your IT project supports the business strategically, then you

should reconsider your bearings. Some people say the direct approach is naive. So be it. The best way to get essential senior support for a successful technology project is

to give enterprise leadership a chance...to lead.”

-- Tony Byrne, CMS Watch


2: Technology Acquisition Scenarios

WCM at a professional services firmXML at a reference publisher

Globalization management system at a technology company



WCM for a Professional Services Firm

Gather Requirements and Prioritize

Establish a Vendor Ranking System



Example Ranking Formula

2/3 of the Score Core capabilities Administration Publishing Multi-touchpoint Repository

1/3 of the Score WCM platform WCM strategy

Elements are assigned values based on priority



WCM for a Professional Services Firm

Gather Requirements and Prioritize

Establish a Vendor Ranking System

Issue a Request for Proposal

Score the Vendor Responses

Arrange Demos with Short-Listed Vendors

2-3 Day PoC

Negotiate Acquisition



XML for a Reference Publisher

Review existing requirements document

Issue a Request for Information

Develop supplemental materials

Issue RFP to vendors indicating serious interest

PoC with 1-2 vendors

Negotiate Acquisition

3/10/2007 1


GMS for a Technology Company

Thanks!

• Phase 0: Research & Framework Web research: 10 tools Problem statement, check of dependencies Define our own framework, stakeholders

• Phase 1: Evaluation/Questionnaire CDAs [confidential disclosure agreements] Sun Statement of Work Sent questionnaire to 6 promising providers Questionnaire evaluation/scoring

Courtesy Sun Microsystems, Inc.Presented at Idiom WorldSummit 2007

3/10/2007 1


Evaluating the Short List: Sun

Thanks!

Phase 2: Data Collection/Analysis Sun RFP/ Business Requirement Document sent

to 4 providers Global Supplier Services forms Demo: Scored based on use cases RFP, BRD written Responses evaluation Customer interviews evaluation

Courtesy Sun Microsystems, Inc.Presented at Idiom WorldSummit 2007


3: Five Points of Impact

How you can deliver value as amember of the acquisition team


Making the business case

Cost savings + revenues = executive picture

Satisfy customersComply with regulations


Distilling the key requirements

Focus and avoid distraction


Choosing Acquisition Tools

Help or hinder the process?


Winnowing to the short list

Avoiding temptation to include favorites


Scoping the PoC

Creating a win-win for you and the vendor

To pay or not to pay?


Investigating Software-as-Service Offers



Alternative Technology Delivery Models

Software-as-a-Service (SaaS) uptake across the entire spectrum of technology solutions

It’s now affordable to execute A viable way to learn about and apply

new technologies Changing enterprise dynamics

Empowering business users with budget and administration

Incremental upgrades push customers to innovate



Evidence: By the Numbers

30% of all new software

$10.7 billion US

Will be delivered as a service by 2010.-- Gartner

Worldwide spending on SaaS in 2009.-- IDC


4. Closing Comments

successful processes for selecting a content management system: how to become an expert in...

Business

technology technology

content management system

tools content management

new technology

technology company

content technologies

field of content management

technical content processes