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You Want It, Now Sell It t M tto Management:
Building a Business Case to Implement Structured Authoring Using a Content ManagementUsing a Content Management System (CMS)LavaCon, Las Vegas 2016
www.vasont.comSteve HuffmanQuality Assurance Manager, Vasont Systems
No matter the intended scope of the CMS, the business case must be built from a complete business perspective• IT system• Quality system component• Organization asset• Technology assetTechnology asset• Expense
• The CMS is a proprietary part of the organization• Intellectual property is created and managed in it• Intersects with business processes and workflow• A business production environmentp• Organization is dependent on it
• Information control, management, restriction• User access permissions and controls• Task/activity control & management• Automation efficiency and consistency• Data consistency (structured, rules, single‐source)El t i d t d• Electronic data records
• Potential low‐cost leverage ‐other uses/other groupsother uses/other groups
• Personnel:Breadth and depth of the CMS requirements and intended useBreadth and depth of the CMS requirements and intended use determine impact on resources across the organization. CMS roles and skill sets (e.g., authors, SMEs, reviewers, approvers, administration) have direct costs:– Annual headcount– Initial implementation‐related costs
Awareness must be given to any potential intangible assets or liabilities that management can associate with a CMS.• Identify – across mgmt and stakeholders• Factor in appropriately – they can be extremely important, or a total non‐issue
Intangible liabilities need to be identified, factored in, and presented to management. Don’t be caught off‐guard having management raise theseDon t be caught off guard having management raise these liabilities to you.• Technology/vendor dependence: Where will the
technology and vendor be in 5 years?technology and vendor be in 5 years?• Employee dissatisfaction and
attrition: New technology andprocesses can cause staff turnover.
• Legal/Regulatory: Impact on workdone in or output from the system?
Personal agendas present a potential unspoken area of concern in any major initiative like a CMS.Your manager, and upper management, have:Your manager, and upper management, have:• Comfort level with technology/risk• Career goals
/ l h• Business/peer relationships• Track records/legacy accomplishments• History with/understanding ofHistory with/understanding of
your functional area
How does a CMS implementation pfit into the above ‐ and help or hurt?
Your job: To sell a CMS Solution is to:• Understand what you are selling• Understand who you are selling toUnderstand who you are selling to• Adopt the values of those you are selling to.
Other Perspectives = Objectivity = Credibility
Management’s job: Achieve the above –management and stakeholders will do the rest.
Wh (j tifi ti f t k h ld )• Why (justification from stakeholders)• When (business climate and budgetary