Implementing and managing Content Management Systems

Implementing and Managing Web and Intranet Content

Management System

Current Structure of the IT Team

• Single Enterprise Web Server/Web site• Total Number of staff: 9 (Web developers,

Technical support staff + IT Manager)• Departments: Finance, Operations, Marketing,

HR and Administration• Other departments have Intranets created

with ASP and in different designs

Structure of Existing Web Site

• Single Web Site maintained by the Company• Web site maintained in Company’s server• Static HTML pages• CSS based design• Number of pages: Around 10,000• Operating Environment: PHP, MySQL• Several intranets are available for HR,

Marketing, Operations, etc. created in ASP

Management Issues with Existing Setup

• Changes to the content are sent by email to web site developers /IT team

• Changes to the content are constant and rapidly required

• Revised content requires approval by another Manager, sometimes not available immediately leading to delays

• Different intranets with different designs for different departments

• Intranets are managed by staff in other department

Operational Issues with IT Unit

• IT staff are overwhelmed with work because web pages requiring revision are high in volume

• Under staffed – need more personnel• IT staff are required to manage data and other

critical business applications • IT staff are required to maintain the

company’s IT infrastructure – a critical activity

Operational Issues with IT Unit• IT staff are having less time to maintain the web server• Web page updations on the server sometimes take

around 14 days during peak business time• Delays in web page updation affects marketing and

operations• Overall value is effected for business and with stake-

holders/customers• Management is dissatisfied with IT but sensitive and

willing to help IT to overcome problems• The management is ready to adopt operational

changes in IT

Management strategy for IT• The company will have one single central intranet and

web site• Web page formats to be standardized to reflect the

company’s values and goals• Web page designs will be created in one uniform and

standard format • Web pages, intranets to be centrally managed by IT team• Hire more staff to exclusively manage web site and

intranets• Implement Content Management System and train

existing staff on using CMS

Management Strategy for IT Effectiveness

• IT Manager along with HR will work out the cost involved in hiring new staff for web site maintenance

• IT Manager will explore the options in web based CMS platforms

• IT Manager shall prepare an overall plan of implementation of the new system and ensure the exercise is completed within a fixed timeline

• IT Manager will workout the cost of implementing a web based CMS and workout the return of investment

Management Strategy for IT Effectiveness

• IT Manager shall ensure the existing pages can be quickly ported in the new system that runs in the existing infrastructure

• IT Manager will explore different CMS options and apprise the management on the benefits and other costs involved

• IT Manager shall prepare a training plan to orient staff on CMS

• IT Manager shall prepare an operating plan to achieve this activity quickly

Getting Started with CMS

• What are Content Management systems? CMS is a collection of procedures used to manage

workflow in a collaborative environment

• Wiktionary Definition:

A computer software system for organizing and facilitating collaborative creation of documents and other content, especially for loading to a website

Getting Started with CMS

• What is Web CMS? The processes and procedures used in the creation

and management of web content is called web CMS. With Web CMS the user can,DesignPerform Content UpdatesWork with Dynamic Content

What can CMS do?• Allows web page updates using an ordinary web

browser (e.g. IE, Firefox, Safari, Mozilla etc.)• Reduces overall work as those responsible for content

can update it directly and submit it for approval• Allows different access levels for individuals with

different roles (e.g. Marketing, Managers, etc)• Enables documents to be published for fixed terms;

older versions of documents can be re-used (versioning)

• The Sitestat tracking code built-in• Easy to manage simple content pages.

Basic Features of CMS

• Access Control: Who is allowed to do what?• Version Control: Return to a previously saved

version• Library: Page templates, images, other assets• Content Repository: Text and other assets

stored in a database or XML repository • Publishing Functionality: Creates web pages

using content and templates

Objectives of Implementing CMS

• Delegate content creation throughout the company regardless of contributors’ skills

• Enable the creation, management, and usage of standardized metadata

• Continue to support a diverse array of existing technology platforms

• Consolidate the current technology environment wherever possible

• Improve the quality of the company’s web sites through the implementation of standards across presentation, metadata, governance, discovery, and navigation

Preparing for CMS

• The company’s needs are realistic– The right system to suit the company’s need– Accept the consistency/flexibility tradeoff

• Extra time is spent on Information Architecture– A modular design is built with reusable content– Process and design elements are standardized as

much as possible• Don’t neglect the content in favor of IA

(Information Architecture) and technology– Extra time is planned for authoring and migration

Types of CMS

There are different types of CMS:• Web CMS (WCMS)

Web CMS allows users to manipulate web pages without the requiring technical skills. This is applied to intranets, websites and extranets

• Enterprise CMS (ECMS) These systems handle content and assets and also

records other information such as the structure of the organization. This is a formal system and includes a wide range of processes and tools

Types of CMS

There are different types of CMS:• Mobile CMS (MCMS)

The mobile industry is rapidly growing, hence there is a demand for content delivery on mobile devices. The MCMS were originally designed for business to customer (B2C) and also business to business (B2B)

• Component CMS (CCMS) CCMS allows granularity, a paragraph of content is

stored in the system and can be used by a document or a series of documents

How does a CMS work?• Basic information flow in a CMS includes,

1. Template designed2. Content is entered as plain-text or HTML into

database3. Content is placed in a template for display to the

end user

Content is available

Content Template

The components of CMS• The CMS is made up of the following major

systems:

ApplicationServer

Database

AuthoringTemplates

Publishing User

Interface

HTML PagesTemplates

The Basic CMS Architecture

Web Authors

Context Diagram

ContentManagement

System

IntranetServers

ExtranetServers

Web ContentWeb Pages

Web SurfersStudents, StaffInterested Parties

Services Provided :- Ease of editing Collaborative Authoring Standard templates Backup and Archiving Routing and Approval processes Version Control Metadata Management

Directory andSecurity Services

TemplateDesigners

Approvers

Template

Approved Page

The Metadata Workflow ProcessAuthor CreatesContent

CMS appliesMetadata

Approver checksWork

Metadata sent to the Search Engine

CMS publishes tothe web servers

ApprovedNot Approved

Available on the web

Benefits of using CMS• CMS are Web development platforms designed

to simplify content creation and management• CMS allows to Create, Manage, Measure,

Optimize and Modify content• Simplifies web site development and

maintenance without the need for technical skills

• CMS reduces cost and time in developing and maintaining web sites

Benefits of using CMS• CMS allows the integration of different web

based technologies CMS can handle Web 2.0 Allows ‘Dynamic’ We page creation Allows visitors to create their own web page

designs Provides may readymade templates for content

porting and publishing quickly Visitors get engaged more due to the flexibility in

web site

Benefits of using CMS• Dynamic content keeps visitors engaged with the site• Content automation is the major benefit and this

simplifies many development tasks• Improves the quality of the company web sites • The implementation of standards across presentation,

metadata, governance, and navigation will enhance quality

• Ease of use will remove some of the barriers to quality• The dimensions of quality in this instance are accuracy,

availability, discoverability, relevance, and timeliness of information

Benefits of using CMS• Accuracy: Enables the approval process to confirm the

accuracy of the information • Availability: Ensure that the information is published, backed

up, versioned, and restorable through automated process• Discoverability: Ensure that the information can be located

through effective use of metadata driven searches• Relevance: Enable a process to ensure relevance through the

use of approval processes• Timeliness of information: Simplify and automate the

publication of web site information and enable removal of information through the use of automated scheduling processes.

Benefits of using CMS• Distributed Authorship:

Some kinds of content updated directly by content providers

Content goes live instantly, or once an editorial check is complete

No need for a page editor/tools No knowledge of HTML or other technology

required Staff would require training in use of CMS

authoring interface

Benefits of using CMS• Efficiency:

Allows direct content creation Page appearance controlled from a

collection of central templates Navigation aids and links are generated

automatically End Result: staff spend less time in

maintaining site

Benefits of using CMS• Centralized Updating:

Links can be quickly added for all sites Text can be changed for all sites t appear uniform Navigation features are simplified for all sites All management is done from a central interface or

template• Emerging Management tools:

Mobile content, Digital Video content, Flash driven content, etc

Benefits of using CMS• Content Scheduling and Content Integration:

Content can be set to a timer Content can be displayed only during a

specified period Content can be erased/hidden after a

specified period Many CMS comes with own blogging software CMS can interoperate with other popular

blogging software

The Inevitable Changes

• Web development team could be reduced or vanished

• Some parts of the site can be updated directly by staff

• Look and feel would have to be more consistent

• More staff time is focused on special projects rather than day-to-day updating

Preparing for CMS

• Requires many skills: writing, gathering assets, designing a temple driven website and authoring templates, technology implementation, workflow…

• Requires coordination across diverse departments and roles

• Requires rigorous project management• “A CMS is probably the most complex rollout you and

your IT colleagues are likely to have to manage.” – Martin White, CMS Consultant and Writer

Preparing for CMS

• The company has to be realistic in expectations

• Going beyond "requirements gathering" to requirements prototyping: prioritize what is needed and better to try a prototype first

• Resist Futurities or suffer from the resulting complexity

Preparing for CMS

• The CMS design and technology is tightly integrated

• CMS configuration is technical work and often performed by information technologists

• Yet many tasks for example, creating authoring templates, require a well-designed user interface for content authors

• Therefore, designers must be proactive and find/learn where their skills are needed

Preparing for CMS

• Content is not neglected• The focus is much on design and implementation, • More attention is needed for content creation and

migration• Ultimately, the CMS is implemented to deliver

content – hence it has to be prioritized appropriately

• Migrating old content into CMS will always take longer than expected

Preparing for CMS

• Reusable content requires standardization• Standardization is done on many levels:– Format of Information– Web Sites/Intranets– Metadata– Authoring and Publishing Templates

• Require collaboration and coordination across an organization

The CMS Framework• Establish metrics• Size of company• Project management proficiency• Degree of centralized content management

processes• Type of content• Variety of content • Variety of publishing channels• The content to be managed

CMS Options - Explored

• Implementing a CMS is more for… Comfort - finding the right tool Support – Safety and simplicity in web content and

web site/intranet maintenance Most CMS have popular development tools Most CMS have support communities CMS offers specific tools for specific designs and

features

CMS Options - Explored

• There are two major categories of CMS: Proprietary CMS Open Source CMS

• Proprietary CMS: In this system some other company owns license to

the CMS application and the client company can use their CMS for maintaining its web site

Proprietary CMS has many limitations. Services on the web such as ‘Build it yourself’ websites run on proprietary CMS

CMS Options - Explored

• Open Source CMS Open Source CMS are cheaper with no licensing

fees, easier to use and no contracts required for long term use

Popular open source CMS runs on PHP. Some commonly available tools are WordPress, Joomla, Drupal, etc.

Free modules, plug-ins, and tools are available along with thousands of templates

CMS Options - Explored

• CMS tools are designed to offer a wide range of solutions and applications

• Open-source CMS tools provide plenty of room for development and evolves through community cooperation

• Open source CMS allows developers from across the world to participate in creating something new

CMS Options - Explored

• Open-source CMS also creates standards• GPL (General Public License) gives individuals

access to program source code and distribute• Some Vendors modify and sell open source

code as solutions. They also offer technical support and unique tools for the company

• Open source allows the freedom to modify a program code to meet their own needs

CMS Options - Explored• Open source applications include:

Sourceforge.net Digital Media Development Tools:

Audacity (http://www.audacity.sourceforge.net/)Blender (http://www.blender.org/)Gimp (www.gimp.org)Aviary (http://aviary.com)

Business Productivity ToolsOpen Office (http://www.openoffice.org/)

Enterprise Data Tools:MySQL (http://www.mysql.com)

CMS Options - Explored• Centralized Content Management Processes

How much do departments need to synchronize authoring and publishing processes?

To what extend do sites/content/applications interact?

Many departments author and publish content with no standards

One department authors and publishes all content in a standardized way

Higher complexity Lower complexity

CMS Options - Explored

• Buy a CMS to suit the company’s needs

Content:

CMS: Digital Asset Management

Source Code Management

Document Management

Web Content Management

MultimediaSoftware CodeDocumentsWebsite content

CMS Options - Explored

• Heterogeneous content requires more tough standardization decisions

Easier to standardize Harder to standardize

Low level of variation among content items, pages, site sections, and sites

High level of variation among content items, pages, site sections, and sites

CMS Options - Explored

• CMS implementation should answer the following questions1. Who are the target visitors?2. What are their needs3. What does the company offer for their needs?4. How is the CMS helping visitors to accomplish

their needs?5. How are the events measured?

CMS: Up and Running

• The steps to make CMS ready are:

Install the CMS Configure the required specifications Apply the visual design

CMS: Up and Running

• Content is the winner – visitors are more frequent and they have a reason to come back

• Social media integration helps visitors to get involved and share with others

• Dynamic web site creates an opportunity for frequent updates. Visitors are able to generate more content

CMS: Up and Running

• With CMS the company has many benefits such as, Chat rooms Discussion Boards E-commerce functions Media players Tools and utilities Many more……

CMS: Up and Running• CMS offers features to control the website:

Email accounts Backup tools Analytics tools Software tools Create semantic

relationships

CMS: Up and Running

• Bigger sites (>100K pages) require more than efficiency, they require automation

• Even with reusable content, it’s not cost-effective to touch every piece of content on every type of page

• Once content is authored, only touch each type of content

• Accomplished via a Semantic CMS…

CMS: Up and Running

• Inventory all content present on current site• Port it all to some non-HTML format (word,

text)• Input into CMS• Set up linking and site structure• Set up user accounts• User Training

Thanks

References

• http://en.wiktionary.org/wiki/content_management_system• http://www.cms.co.uk/types/• http://www.econtentmag.com/r5/2002/firewall7_02.html• http://www.managingenterprisecontent.com/• CMS Watch http://www.cmswatch.com/• Metadata & Taxonomies for a More Flexible Information Architecture

http://www.asis.org/Conferences/Summit2002/IA_Summit_031602.ppt

• Smarter Content Publishing http://www.digital-web.com/features/feature_2002-08.shtml

• Ontology Development and Relationship Modeling for Enterprises and Enterprise Websites, Brett Lider (IA Summit 2003)

• IA CMS http://groups.yahoo.com/group/ia-cms/• CMS List http://www.cms-list.org/

References

• Content Management System article at Wikipedia- http://en.wikipedia.org/wiki/Content_management_system

• University of Sidney- http://www.mpg.usyd.edu.au/osd/Projects/cms/index.shtml

• Baylor University Libraries- http://www3.baylor.edu/Library/

• “CMSs: Who Needs Them”- http://www.ariadne.ac.uk/issue30/techwatch/

• “CMS in Higher Education”(pdf)- http://www.educause.edu/ir/library/pdf/eqm0325.pdf

• CMS Watch.com- http://www.cmswatch.com/