Strategic Advantage in using Information Assets (CMS / ECM)

1. Content Management System Strategic Advantage in using Information Assets (CMS / ECM) Anand Subramaniam

4. Records Management - Overview

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

7. Definitions / Differences

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. 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. CMS – Why & What

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. 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. CMS – Weakest Link Content is poorly written, unedited, out of date, and / or not there Weakest Link Lack information architecture (a key component) of the CMS Content is misplaced, redundant or standards / governance not in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. CMS – Process Overview

17. Content Lifecycle Workflow Dispose Storage Store Publish Archive Authoring Create Review

18. CMS - Features

19. CMS - Components Application Server Database Authoring Templates Publishing User Interface HTML Pages Templates

20. CMS - Process Design Templates Configure Site Staging Server Create/edit Publish

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. 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

24. CMS - Types

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

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. 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. ECM - Overview

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. 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

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. 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. 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. CMS – Selection

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