cms trends traps & tips 2008 print
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Strictly Confidential © 2008 Prescient Digital Media Not For Distribution1
The latest and greatest in WCM: Trends, traps & tips
By Toby Ward, Prescient Digital MediaBy Toby Ward, Prescient Digital Media
Strictly Confidential © 2008 Prescient Digital Media Not For Distribution2
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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