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Content Management System

Strategic Advantage in using Information Assets (CMS / ECM)

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Content Management System

  1. 1. Content Management System Strategic Advantage in using Information Assets (CMS / ECM) Anand Subramaniam
  2. 2. <ul><li>“ It is not the crook in modern business that we fear, but the honest man who does not know what he is doing .” </li></ul><ul><ul><li>- Owen D. Young </li></ul></ul>
  3. 3. Highlights <ul><li>Records Management - Overview </li></ul><ul><li>Definitions / Differences </li></ul><ul><li>CMS – Why & What </li></ul><ul><li>CMS – Process Overview </li></ul><ul><li>CMS – Types </li></ul><ul><li>ECM – Overview </li></ul><ul><li>CMS – Selection </li></ul>
  4. 4. Records Management - Overview
  5. 5. Records Management Register / Classify Archive / Dispose Protect / Publish Records Mngt Rules / Policies Fax E-mail Retention Archiving VITAL Records Work flow Capture Integrity Classify Records Life cycle Conversion Disposal Security Security Access Procedure Access Restric-tions Audit trails Backup & Recovery User groups Docs/W-sheets Declassi-fication Tracking
  6. 6. Why an organisation should look at CMS… <ul><li>To seek a strategic advantage in using information assets in creative ways </li></ul><ul><li>To network business partners / agents who seek varying information needs </li></ul><ul><li>To combine structured and unstructured information to and from both humans and applications </li></ul><ul><li>To those struggling with the volume, accuracy or timeliness of information on their intranet or internet sites </li></ul>
  7. 7. Definitions / Differences
  8. 8. Definitions Enterprise Content Management Technique used to capture, manage, store, preserve, and deliver content and documents related to organisational processes Metadata “ Data about Data,” information about the content such as author, date created, date retired, subject category and types of output (web, print, PDA). Portal Web site or service that offers a broad array of resources and services (e-mail, forum, search engine, on-line shopping malls) LDAP Lightweight Directory Access Protocol (LDAP), which communicates and manages account identity information across network services Knowledge Management Integrates people, process and place - to provide learning opportunities and capturing knowledge that can be readily shared
  9. 9. Difference – Content vs. Knowledge Mngt Content Management Output of knowledge management processes Concerned with the medium. Define the editable formats of content. Knowledge Management KM is more concerned with the message Defines the consumable formats of content
  10. 10. CMS – Why & What
  11. 11. Content Management System (CMS) <ul><li>CMS helps to organise, control, and publish a large body of documents and multimedia content </li></ul>PDF files Word documents Photos and images Audio files Video files
  12. 12. Why CMS? <ul><li>People </li></ul><ul><ul><li>Mobile workforce </li></ul></ul><ul><ul><li>High “churn” – people </li></ul></ul><ul><ul><li>Intellectual property is very fluid </li></ul></ul><ul><ul><li>Unrelenting competition and the need for speed </li></ul></ul><ul><li>Environment </li></ul><ul><ul><li>Rapidly changing workplace </li></ul></ul><ul><ul><li>Information explosion & glut </li></ul></ul><ul><ul><li>“ Media Rich” content </li></ul></ul><ul><ul><li>“ Always On” state </li></ul></ul><ul><ul><li>Attention limits </li></ul></ul><ul><li>Exposure </li></ul><ul><ul><li>To electronic discovery </li></ul></ul><ul><ul><li>Improper behavior </li></ul></ul><ul><ul><li>Loss of Intellectual Property </li></ul></ul>
  13. 13. CMS – What it can do for you? Keep content timely and accurate Gain more control over content, presentation Delegate content creation & maintenance into the hands of the content owners Eliminate the file forest Employ tools and features: Separate content from presentation
  14. 14. CMS – What it can NOT do for you? Write the content Set up a publishing process for writing, editing, and maintaining content Quell mission- and scope-creep issues Convince reluctant content providers to use the software Provide governance
  15. 15. CMS – Weakest Link Content is poorly written, unedited, out of date, and / or not there Weakest Link Lack information architecture (a key component) of the CMS Content is misplaced, redundant or standards / governance not in place Users not trained, high staff turnover or ownership in the long run is not established More focused on the design than content and to ensure it supports users / customer requirements Don’t understand audiences’ needs do not have access to the critical information
  16. 16. CMS – Process Overview
  17. 17. Content Lifecycle Workflow Dispose Storage Store Publish Archive Authoring Create Review
  18. 18. CMS - Features
  19. 19. CMS - Components Application Server Database Authoring Templates Publishing User Interface HTML Pages Templates
  20. 20. CMS - Process Design Templates Configure Site Staging Server Create/edit Publish
  21. 21. CMS - Architecture / Integration Integration Framework Process Automation Application Services Web Services - SOA IT Services Portal Data Integration Publishing Content Management Personalisation XML Security Messaging Fault Tolerance Load Balancing Integration [EAI] Audience Employee Supplier Customer Executive IT Admin Applications Foundation Services Application Server Middleware Foundation Layers OS / Database Platform Hardware & Network Services Collaboration Financial Apps Staffing CRM Apps SCM Apps HRMS Apps
  22. 22. CMS Design - Information Architecture (IA) Authoring Templates Content / Metadata Model Presentation Templates Web Pages User Requirements IA Definition Business Strategy Workflow Content Presentation Content Audit Publishing Process
  23. 23. Content Lifecycle – User Management <ul><li>Security </li></ul><ul><li>User rights defined by role </li></ul><ul><li>Management only can view certain documents </li></ul><ul><li>User (Dis) allowed to edit, submit etc documents </li></ul>
  24. 24. CMS - Types
  25. 25. CMS - Types Learning (L-CMS) manages web learning content life cycle Document Imaging Systems general CMS family Publica-tions (P-CMS) manages publications life cycle Integrated (I-CMS) manages enterprise documents and content. Enterprise (E-CMS) vary in functionality Transac-tional (T-CMS) manages e-commerce transactions Web CMS automates various aspects of web publishing Types
  26. 26. CMS – Active Content Challenges <ul><li>Events </li></ul><ul><li>Content Changes </li></ul><ul><li>Exception Triggers </li></ul><ul><li>Policy Changes </li></ul><ul><li>Stakeholder </li></ul><ul><li>Details </li></ul><ul><li>Database records </li></ul><ul><li>Correspondence </li></ul><ul><li>Enterprise Apps Inter-operability </li></ul><ul><li>ERP/CRM </li></ul><ul><li>Email Mngt </li></ul><ul><li>Legacy systems </li></ul><ul><li>Lifecycle </li></ul><ul><li>Records </li></ul><ul><li>Case creation to closure </li></ul><ul><li>Funding / grants </li></ul><ul><li>Business Rules </li></ul><ul><li>Policy </li></ul><ul><li>Service levels </li></ul><ul><li>Processing time </li></ul><ul><li>Compliance </li></ul><ul><li>Security </li></ul><ul><li>Roles / rule based access control </li></ul><ul><li>Content </li></ul><ul><li>Images </li></ul><ul><li>eForms </li></ul><ul><li>Reports </li></ul><ul><li>Documents </li></ul><ul><li>Business Process </li></ul><ul><li>Approval </li></ul><ul><li>Exceptions </li></ul><ul><li>Resolution </li></ul><ul><li>Closure </li></ul>
  27. 27. CMS – Fixed Content <ul><li>Electronic Documents </li></ul><ul><li>Contracts, Claims, Financial Spreadsheets </li></ul><ul><ul><li>Email, Attachments and Presentations </li></ul></ul><ul><ul><li>CAD/CAM designs </li></ul></ul><ul><li>Rich Media </li></ul><ul><ul><li>Conventional (Digital Film, GIS, etc.) </li></ul></ul><ul><ul><li>News/media, Video Clips, Security Surveillance </li></ul></ul><ul><ul><li>Audio, Voicemail, Emergency Management Radio </li></ul></ul><ul><li>Digital Records </li></ul><ul><ul><li>Documents, Employee Records, Checks </li></ul></ul><ul><ul><li>Photographs and other images </li></ul></ul><ul><ul><li>System Monitoring Charts, GIS </li></ul></ul>
  28. 28. CMS – Small to Large Content Management (CM) Has great many facets and also includes - Web Content Management, Content Syndication, Digital or Media Asset Management, and Enterprise Content Management <ul><li>Enterprise Content Management (ECM) </li></ul><ul><li>Most comprehensive form of content management software, which handles all types of shared data in an organisation. </li></ul><ul><ul><li>Includes WCM as well as capabilities to manage office docs, e-mails attachments and graphic content (PDF, JPEG) </li></ul></ul><ul><li>Web Content Management (WCM) </li></ul><ul><li>One module of a ECM system that focuses specifically on web data (website). Can be purchased separately from ECM to manage only web content. </li></ul><ul><ul><li>Enables web developers to better organise, customise, streamline and automate web pages </li></ul></ul>
  29. 29. Implementing CMS Business / Strategy Goals } Aligned Understand the impact of CMS on the organisation Appropriate governance structures in place Identify measures of success Stakeholder Goals
  30. 30. CMS – Implementation Challenges Requirement Scope, prototype, change Mngt Data Migration – old to new Extensive Customi-sation CMS - vendors, functionality, benefits, cost Training – authors, editors, users Workflow management Interface / integration with other systems Complexity – from select, design, to implement Challenges
  31. 31. ECM - Overview
  32. 32. Why Enterprise Content Management? <ul><li>Business mandate </li></ul><ul><li>Intranets unmanageable </li></ul><ul><li>Current system unscaleable </li></ul><ul><li>Content life cycle unmanageable </li></ul><ul><li>High client expectations on content </li></ul>
  33. 33. What is ECM? Technology used to capture, manage, store, preserve, & deliver content and documents related to organisational processes – regardless of document type or media Manages unstructured information – regardless of where the information exists
  34. 34. ECM – Detail Definitions Capture Move content -paper / electronic, into content repository for reuse, storage or distribution Human created – forms, rich media, microfilm Application created – ERP, XML Manage Tools & techniques to move content around and monitor tool performance Store Store content and access Central / Shared Repository Security – Groups & Roles Repository – file systems, CMS, database Services – check in / out, audit trail, version control Technologies, SAN, DVD, RAID Preserve Long term archival & storage ( paper, film, optical, SAN Record Mngt – File Plans, Retention Schedules Deliver Right content, to right audience on the right device Layout – paper, extranet, intranet Publishing – portal, email. Fax, mobile, e-statement, security
  35. 35. ECM – Functionality <ul><li>Scan Interface </li></ul><ul><li>Store </li></ul><ul><li>Search </li></ul><ul><li>Retrieve </li></ul><ul><li>Records Management </li></ul><ul><li>Basic Security </li></ul><ul><li>Email Management (Manual) </li></ul><ul><li>Simple Workflows </li></ul>
  36. 36. ECM - Connected Enterprise eProcurement Research & Development B2B Colloboration Sales Force Automation eMarketing Manufacturing Order Fulfillment Customer Portal eLearning Employee Portal ECM XML Docu-ments Web Content Rich content
  37. 37. ECM - Benefits Manages content throughout lifecycle Improve & protect (IP) content access and retrieval Reduces risks / litigation cost Meets regulatory / compliance needs Automated workflow & speed up business processes Infor share & collabo-rative work environ-ment Operational efficiency reduced costs & delays Assists business continuity strategies Benefits
  38. 38. Integration with ECM ECM Application Framework ECM Managed Elements Web Assets Industry Widgets Web Content and Feeds Mashup Hub Included Elements Personal / Departmental Content Databases, ERP/ CRM Systems of Record ERP/ CRM Data Sources Work List Inbox Doc Viewer Form Viewer Metrics Reports Info Server
  39. 39. CMS – Selection
  40. 40. CMS - Initial Analysis Content Mngt Process (Decentralise / Centralise) Company Size (Small ~ Enterprise level) Incremental Scope (High level ~ Detailed level require-ments) Publishing Channels (Course ~ Finer granularity) Metrics (Financial & Non Financial) Project Mngt Maturity (Adhoc ~ Optimised) Media Types (Website ~ Digital Media) Building Blocks (Content Variation low ~ high) Initial Analysis
  41. 41. CMS - Evaluation Criteria <ul><li>Cost </li></ul><ul><ul><li>On-going Maintenance </li></ul></ul><ul><ul><li>Acquire & Implement </li></ul></ul><ul><li>Capabilities </li></ul><ul><ul><li>Indexing & searching </li></ul></ul><ul><ul><li>Reporting </li></ul></ul><ul><ul><li>Document capture & acquisition </li></ul></ul><ul><ul><li>Document storage formats </li></ul></ul><ul><ul><li>Site characteristics </li></ul></ul><ul><li>Security </li></ul><ul><li>Operational </li></ul><ul><ul><li>Integration with current technologies </li></ul></ul><ul><ul><li>Scalability / Self Sufficiency </li></ul></ul><ul><li>Viability </li></ul><ul><ul><li>Usability / User acceptance </li></ul></ul><ul><ul><li>User training </li></ul></ul><ul><ul><li>Vendor viability </li></ul></ul><ul><ul><li>Metadata </li></ul></ul><ul><ul><li>Forms </li></ul></ul><ul><li>Alternatives </li></ul><ul><ul><li>Enterprise or Web - CMS </li></ul></ul>
  42. 42. <ul><li>“ The dog that trots about finds a bone .” </li></ul><ul><ul><li>- Gypsy Proverbs </li></ul></ul>
  43. 43. <ul><li>Good Luck </li></ul><ul><li>http://www.linkedin.com/in/anandsubramaniam </li></ul>