how to make the business case for a cms in your organization

©2009 Really Strategies, Inc. | www.rsuitecms.com

How to Make the

Business Case for a CMS

in Your OrganizationFebruary 17, 2010

©2010 Really Strategies, Inc. | www.reallysi.com Confidential

Welcome, Overview, Introductions

Customer Case Studies

Best Practices Wrap-up

Online Poll

Q&A

Webinar Agenda

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Who is Really Strategies?

Founded: 2000

Consulting Services to Publishers

Specialists in XML-based Content Management Solutions

Project/Program Management

Workflow Analysis and Reengineering

Content and Metadata Modeling

Technology Assessment and Roadmaps

Much more…

RSuite CMS – A Content Management System for Publishers

DocZone – The first SaaS XML Content Management System

2004 - 2009

2006, 2007, 2008

2004, 2005, 2007

2007, 2009

2007, 2009

http://www.kmworld.com/Articles/ReadArticle.aspx?ArticleID=37332


Serving over 100 companies

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STM Educational Media Tech Pubs

http://www.ieee.org/

http://www.ti.com/hdr_home

http://www.fwmedia.com/

http://www.google.com/imgres?imgurl=http://www.andrew.cmu.edu/user/nsbe/Announcements/CIT/images/jnj.jpg&imgrefurl=http://www.andrew.cmu.edu/user/nsbe/Announcements/CIT/johnson.html&h=140&w=148&sz=31&tbnid=Fclsgr4ygRFHaM:&tbnh=90&tbnw=95&prev=/images?q=Johnson+&+Johnson+Logo&usg=__3C_1dIzkCv0hlQjj36UeGXaPdWI=&ei=ta9ISoqUC8qMtgelruCTCg&sa=X&oi=image_result&resnum=4&ct=image

http://www.arbita.net/

http://www.agfa.com/


How to Make the Business Case for a CMS in

Your Organization

Online Poll: What is your biggest roadblock to

purchasing a CMS? Internal IT wants to develop their own CMS

Internal IT mandates solutions/tools

Overall cost to implement

No clear ROI

Too many technology choices

Webinar Overview

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Online Poll: What is your biggest roadblock to purchasing a CMS?

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Anthony Barrera, Head of Internal Systems Development

Allison RiskoVice President, Learning Services

Mark Hoeber Sr. Manager, Technical Documentation

Webinar Presenters

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Background

Nature Publishing Group (NPG) is a publisher of high impact scientific and medical information in print and online.

NPG publishes journals, online databases, and services across the life, physical, chemical and applied sciences and clinical medicine.

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CMS Business Goals

Consolidate multiple content-centric solutions

Leverage investment in MarkLogic Server

Apply automation wherever possible

Leverage investment in existing tools

Reduce resource requirements

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Measuring ROI

Need to have a more automated process for online

posting of journal content

Old workflow required 27 points of human intervention

New RSuite managed workflow requires only eight (8)

160 Journals + fewer manual steps = improved

quality

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Lessons Learned

Selling the idea of a CMS to Sr. Staff

Greatly reduce time to produce online content

Each person could take on more responsibilities

Less chance for error with automation

Efficiencies introduced will allow for the reallocation of

resources

Future dividends realized from this investment

Faster rollout due to component reuse

Adding more journals won’t necessarily require adding

personnel

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Best Practices

Using Agile techniques allowed us to adapt to changes in business requirements

Identify problems early on

Identify gaps in the business processes

Ensure all environments are thoroughly tested

Having a dedicated focused team

Develop solutions more quickly


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29 years in business

On-line learning solutions

Servicing 400 clients and over 1 million users

SaaS Delivery –Company owned data centers

Multi-Language, global presence

Life sciences, healthcare, energy, engineering & construction, general industry

Who we areWe are a trusted partner

What we doKnowledge Solutions that Assure Compliance and Improve Business Performance


http://www.johnsonandjohnson.com/home.html

http://www.gene.com/gene/

http://images.google.com/imgres?imgurl=http://www.or-live.com/uploads/images/Logo_Stryker_Only.jpg&imgrefurl=http://or-live.com/affiliates.cfm?catID=8&h=52&w=196&sz=28&hl=en&start=6&sig2=J6rcfBQF3TekmbFzl6hiRA&um=1&tbnid=b1Z-BqM2o8gQrM:&tbnh=28&tbnw=104&ei=v544R5zkJZ3EiwGT4MTxCQ&prev=/images?q=stryker+spine&svnum=10&um=1&hl=en


Background

Learning Services: Course Creation

Instructional Designers, Production, Narration, Multimedia Designers

Over 600 standard courses and over 3,500 custom developed courses and learning modules.

Over 200 projects per year touching hundreds of courses

HTML, XML, Flash, ASP

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CMS Business Goals

Implement a new content management system to

manage the process of creating new course formats

(HIP-X) for deployment to our Learning Management

System

More revenue through better and faster content

updates to the courses

Reduce costs during content development

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Measuring ROI

Faster updates to our courses

RSuite will enable us to find regulations in our courses

quickly and we can update multiple courses in which

these regulations are listed

Ease of implementing translations into our courses

Single source-multiple outputs

Reduction of efforts to deliver courses in multiple

outputs

We are currently in implementation

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Lessons Learned / Best Practices

Defend Strategy: These tools will enable us to

ease our pain points

Customer Survey’s show dissatisfaction with response

times to regulation changes

The nature of our current tool set does not support the

efforts to ease these pain points

Communication!!!!!!

Showing progress during your implementation

Extend Strategy: The ability to offer up more self-

service tools to our customers like a course editing

tool

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Background

Unica Corporation (NASDAQ: UNCA) is the recognized leader in marketing software solutions.

Unica’s solutions integrate and streamline all aspects of online and offline marketing.

Headquarters: Waltham, MA

Customers 1,000+

400+ employees

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CMS Business Goals: Content Reuse

Reduce the maintenance nightmare.

Speed up creating new publications.

Stop reinventing the wheel.

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CMS Business Goals: Streamlined Publishing

Moving publishing off the desktop to a centralized, consistent, multi-format system that takes authors a single-click to use.

Remove burden of formatting from authors.

Speed to create new publications.


CMS Business Goals: Ease of Translation

Streamline translation tasks and publication.

Reduce overhead costs.

Provide greater visibility into translation needs.


Measuring ROI: Content Reuse

No good formula for measuring.

Real metric is: How often should you reuse topics

vs. how often you appropriately do?

But this is qualitative.

Results: Most topics used in multiple contexts.

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Measuring ROI: Streamlined Publishing

How quickly can we assemble new publication from existing assets for new context?

Results: Hours vs. Days

No time spent in formatting documents.

Results: Time saved, presentation suffers


Measuring ROI: Ease of Translation

How quickly and easily can we translate content?

No error-prone file management

Management overhead still large

Cost savings

Reduced cost/publication largely through reuse


Measuring ROI: Overall results

33% fewer writers than 2 years ago

50% more projects

75+ Publications, 2-3 active versions each

10,000+ topics

4 active languages


Selling the investment: Align with company

strategy

Move towards solution selling argues

for heavy reuse

International expansion

Focus on top line, not bottom

“Productivity” alone won’t suffice

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Surprise returns

Adherence to standards makes

change/improvements easy

Resist the urge to customize; be simple, not

optimal

Greater teamwork and cross-training

Centralized content, content sharing, negotiation,

compromise


Lessons Learned

Challenges are cultural more than technical

Give up control

Collaborate and compromise

Without change management, tools will fail


Developing the right metric to measure ROI is key to

selling the business case to senior management Reduced workflow steps

Increased products produced

Reduced staff to produce same or more products

Defining time to market efficiencies gained

Aligning CMS purchase to company strategy

Clearly communicate the goals and objectives

Define and communicate the measurement of success

Building a Business Case Best Practices

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ONLINE POLL

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What is your biggest roadblock to

purchasing a CMS?


QUESTIONS

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How to Make the Business Case for a

CMS in Your Organization


DITA for Publishers: How Publishers Can

Really Do XML

March 10, 2010 | 2:00 to 3:00 PM EST

How RSuite Helped The MIT Press Transform

Its Publishing Operation

April 7, 2010 | 2:00 to 3:00 PM EST

More Information: http://blog.reallysi.com/

Upcoming Webinars

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