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What’s new on the CMS market?
Efficient Information ManagementWith The Help Of Specific
Content Management Systems
Second, extended edition
© 2009 tekom – TC and more / D. Straub , M. Fritz
Dr. Daniela Straub tekom – Gesellschaft für technische Kommunikation e.V –Asscociation for Technical CommunicationTC and more GmbH
Dr. Michael Fritztekom – Gesellschaft für technische Kommunikation e.V –Asscociation for Technical Communication
TC and more GmbH
© 2009 tekom – TC and more / D. Straub , M. Fritz
Introduction
Concept and realization of the study Samples and statistical basis of the user survey 2008 Participants of the system provider survey 2008 Content of the survey report 2008
© 2009 tekom – TC and more / D. Straub , M. Fritz
Introduction: Concept and realization of the study
1. Expert workshop 2005
2. User survey (2005 and 2008)- General conditions in information development- Requirements and IT environment- Use of CMS and experiences- Tips from users for users
3. System provider survey (2005 and 2008)- Details on system producer- More than 100 features and interfaces- Use cases about system use- Reports from reference customers
4. Revision of the survey report (2005 and 2008)- Part A: Content Management Systems and information development- Part B: Steps for system implementation- Part C: Overview of Content Management Systems
© 2009 tekom – TC and more / D. Straub , M. Fritz
Introduction: Participants of the system provider survey 2008
1. 4ST GmbH (HelpServer)2. Acolada GmbH (Sirius CMS) 3. ASC/Comet Communication GmbH
(AuthorIT) 4. docufy GmbH (COSIMA)5. Dokuwerk KG/ Stolz IT-Consulting
(SAP Knowledge Warehouse)6. Corena Deutschland GmbH (Life*CMS)7. D.O.G-GmbH (DocMill)8. Druckhaus Waiblingen GmbH (ASIM) 9. EMC Deutschland GmbH (ECM Suite –
Enterprise Content Management Suite)10. ESG Elektroniksystem- und Logistik-
GmbH (QuILS Redaktionssystem)11. empolis GmbH (e:CLS – empolis
Content Lifecycle Suite)12. FISCHER COMPUTERTECHNIK GMBH
(TIM-RS) 13. GFT (XML Redaktionssystem)
14. instinctools GmbH ([go:xDoc])15. IXIASOFT/bds-sysko
(Dita-CMS / IXIASOFT)16. Noxum GmbH
(Noxum Publishing Studio)17. Ovidius GmbH (TCToolbox)18. PTC - Parametric Technology GmbH
(DPS – Dynamic Publishing System)19. Rohde & Schwarz GmbH & Co. KG
(Rohde & Schwarz RedaktionsSystem)20. SCHEMA GmbH (SCHEMA ST4)21. Siemens AG (HyBrix) 22. Star AG (GRIPS)23. Tanner AG (Astoria)24. technotrans AG / global document
solutions (docuglobe) 25. Trisoft NV (Trisoft CMS)26. XyEnterprise Limited/Systec GmbH
(Content@ CMS)
© 2009 tekom – TC and more / D. Straub , M. Fritz
The scenery
Requirements regarding information products and media Requirements concerning translation management Requirements concerning structuring and modularization Current distribution and application of specific Content Management Systems Change of the system environment through the implementation of Content Management
Systems Used functions for process support
© 2009 tekom – TC and more / D. Straub , M. Fritz
Requirements: Type of information products in TechnicalCommunication
92%
70%
57%
53%
51%
38%
36%
35%
34%
33%
19%
13%
Ins truc tion manual
Ins tallation manual
Maintenance manual
Software description
Commiss ioning ins truction
Data sheets
Training material
Repair manual
Spare parts catalogue
Online help
Parts lis ts
Price catalogues
© 2009 tekom – TC and more / D. Straub , M. Fritz
Requirements: Number of information products in TechnicalCommunication
1%2%
5%
12%13%13%
4%
7%
13%
15% 15%
0%2%4%6%8%
10%12%14%16%
1 In
form
atio
n pro
duct
2 In
form
atio
n pro
ducts
3 In
form
atio
n pro
ducts
4 In
form
atio
n pro
ducts
5 In
form
atio
n pro
ducts
6 In
form
atio
n pro
ducts
7 In
form
atio
n pro
ducts
8 In
form
atio
n pro
ducts
9 In
form
atio
n pro
ducts
10 In
form
atio
n pro
ducts
11 In
form
atio
n pro
ducts
68 %: 4 - 8 Information products
© 2009 tekom – TC and more / D. Straub , M. Fritz
Requirements: Type of media in Technical Communication
79%
73%
70%
39%
33%
21%
14%
8%
7%
4%
0,20%
P rint doc uments
P DF doc uments (online)
P DF doc uments (print)
C D applic ations
Online help
HTML doc uments
P res entation material
Multimedia doc umentations
Dynamic webs ites
eL earning
Audio ins truc tion
© 2009 tekom – TC and more / D. Straub , M. Fritz
Requirements: Number of media in Technical Communication
5%
25%
29%
19%
11%
6%4%
2%
0%
5%
10%
15%
20%
25%
30%
35%
1 Medium 2 Media 3 Media 4 Media 5 Media 6 Media 7 Media more than7 media
23 %: more than 5 media
© 2009 tekom – TC and more / D. Straub , M. Fritz
Requirements: Translation Management
4%
65%
11%
13%
2%
1%
4%
No translation
One source language
Source language is translated into another sourcelanguage for translation
Several source languages from which several aresource languages for translation
Several source languages all of which are sourcelanguages for translation
Several source languages but only one is a sourcelanguage for translation
Several source languages which all have to betranslated into another source language for translation
20% have several sourcelangugages
© 2009 tekom – TC and more / D. Straub , M. Fritz
42%
5% 3% 3% 2% 2% 1%
47%
5%
0,0%
10,0%
20,0%
30,0%
40,0%
50,0%
No st
anda
rds
Own
(inte
rnal
) sta
ndar
ds
Autom
otiv
e
DITA
S1000
D
Mili
tary
(exc
ept S
1000
D)
IMAP
Docbo
ok
Aviat
ion
(exc
ept S
1000
D)
Requirements: Standards for structure and layout
© 2009 tekom – TC and more / D. Straub , M. Fritz
29%22%
12%
20%
57%56%53%
23%19%
13%
39%41%
37%
29%
6%
47%
0
20
40
60
Data
Sente
nces
Parag
raph
sPag
esCom
ponent
sTop
ics
Subch
apte
rCha
pter
Non-m
odula
r
%
tekom 2005
tekom 2008
Size distribution of modules
© 2009 tekom – TC and more / D. Straub , M. Fritz
Distribution: CMS Use 2005 and 2008
7% 7%
29%
3%
50%
4% 3% 1%
19%
9%4%3%4%
6%
41%
11%
0%
10%
20%
30%
40%
50%
60%
Informatio
n stage regarding CMS
Decis ion stage pro / contra
CMS
Decis ion against CMS
Decis ion in favor o
f CMS: A
nalys is / Concept
Dec is ion in favor of C
MS: CM system selectio
n
Decis ion in favor of C
MS: CMS im
plementation
Decis ion in favor of C
MS: CMS use
Decis ion in favor of C
MS: CMS system change
20052008
© 2009 tekom – TC and more / D. Straub , M. Fritz
Change of System Environment: Implementation of CMSs and editors
10%
32%
20% 17%
69%
1%3% 5%
19%
29%
2%2%
9%16%
1%7% 7%
14%
31%47%
4%0%
10%20%30%40%50%60%70%80%
F ram
emak
er s
truct
ured
XMet
aL
Arborte
xt E
ditor /
Epic
Word
(XML fu
nctio
nalit
y)XM
LSpy
Word
Fram
emak
er
Indes
ign
Pagem
aker
Quick
s ilve
r (In
terle
af)
Ventu
ra
Decis ion against CMS No CMS use CMS implementation CMS use
© 2009 tekom – TC and more / D. Straub , M. Fritz
Change of System Environment : Use of TMS and Terminology Systems
50%
34%
69%
77%
24%
22%
49%
76%
Dec is ionagainst CMS
No CMS use
CMSimplementation
CMS use
Us e of terminology s ys tems
Us e of trans lationmanagement s ys tems
© 2009 tekom – TC and more / D. Straub , M. Fritz
35%36%
47%50%
52%
72%
0%
20%
40%
60%
80%
Used Process Support
Term
inolo
gyan
d
languag
ech
eck
Change
man
agem
ent
(dev
elopm
ent)
Work
flow
Tran
slatio
n
man
agem
ent
Languag
eRele
ase
(Sta
tus)
Tech
nical R
eleas
e
(Sta
tus)
© 2009 tekom – TC and more / D. Straub , M. Fritz
A professional process model
Process model for CMS implementation Necessary preparations for the introduction of a content management system from the
perspective of the manufacturers Empirical values of users regarding the effort Empirical values of users regarding the cost Experience report of the users concerning the implementation: What exactly would you do
differently if you would implement a CMS again? Further development of CMS
© 2009 tekom – TC and more / D. Straub , M. Fritz
Estimated efforts
12,6 %17,2 %41,4 %15,8 %1,4 %Test system
6,0 %39,1 %34,9 %11,2 %2,8 %Graphics concept
6,0 %16,7 %39,1 %24,2 %5,1 %Editorial guide
3,7 %27,0 %41,9 %16,3 %5,6 %Publication concept
5,1 %11,6 %43,7 %17,7 %6,0 %Process modeling
10,2 %8,4 %42,3 %21,9 %6,0 %Metadata modeling
16,7 %9,8 %29,8 %21,9 %10,2 %Terminology extraction and
maintenance
3,7 %8,8 %34,4 %34,4 %12,6 %Modularization and variants concept
3,3 %8,4 %32,6 %36,7 %13,0 %Structuring and XML information
modeling
4,2 %11,2 %30,7 %31,6 %16,7 %Text standardization
14,9 %9,3 %20,0 %31,6 %18,1 %Legacy data migration
not donelowaveragehighvery highTask
© 2009 tekom – TC and more / D. Straub , M. Fritz
Estimated costs
8,6 %4,3 %500 000 up to 1 millionEuro
22,9 %34,8 %13,0 %6,5 %250 000 - 500 000 Euro
14,3 %34,8 %30,4 %20,0 %16,1 %100 000 - 250 000 Euro
25,7 %17,4 %8,7 %40,0 %12,9 %50 000 - 100 000 Euro
11,4 %8,7 %30,4 %33,3 %48,4 %10 000 - 50 000 Euro
2,2 %4,3 %6,7 %16,1 %Up to 10 000 Euro
More than5000
employees1000 - 5000 employees
500- 1000 employees
250 -500 employees
50 - 250 employees
Number of employees in the companyTotal investment for theCMS in EUR
© 2009 tekom – TC and more / D. Straub , M. Fritz
Experiences of users concerning the implementation
Conception stage Extended external support Conception stage was much too short! We would create a more specific concept of how the documentation should look likeafterwards and would record the documentation process more precisely.
Provider selection More detailed requirement specification and specification. Provider with more references/project experience Foster clear understanding between system provider and customer Exact specification of customization effort (cost and time) beforehand
Implementation stage Change Management should be considered much more To consult an experienced project manager from the start To demand an absolute, irrevocable „Yes“ from upper management, so that the implementation stage is not prolonged by constant justifications regarding budget and personnel
© 2009 tekom – TC and more / D. Straub , M. Fritz
56%
10%
21%
29%
31%
Replacement
Operation
Integration (systems)
Integration(departments)
Functionaldevelopment
Further development of CMSs
© 2009 tekom – TC and more / D. Straub , M. Fritz
System provider survey: Criteria to distinguish between the systems
© 2009 tekom – TC and more / D. Straub , M. Fritz
1. Analysis of the current status
2. Presentation of the optimization potential
3. Definition of the target state
4. Evaluation of systems and selection
5. Preparation of product requirements specfication
6. Internal preparation
7. System adjustment
8. System installation
9. Training
10. System use
Process Model for CMS Implementation
12
34
56
78
910
ProcessEngineering
tekom CMS study 2005/2008
Content & MediaEngineering