Implementing a Content Management System System Configuration and Customization

1. Implementing a Content Management System System Configuration and Customization Chip Gettinger LightSpeed Software, Inc. chip@lspeed.com www.lspeed.com September 11, 2002

2. Topics • What phase are we at? • Who is involved in this phase? • Customization of the Repository • Mapping Information and Metadata Models into reality • Development of unique applications • CMS Configuration • How to make sense of all this planning for daily use • How are different servers configured? • Users, Workflow and security • Integration and testing plans • Testing, testing, and more testing before going live • How do other applications tie into this process?

3. Implementation Phase of Project • This is where all your planning goes to work • Hands-on deployment • Most hectic time period • Pressure to show results • Most difficult time to make changes • Many developers are using your plans • Process tied together very closely • CMS components are interdependent • Teamwork critical as phases pull together • Good communication critical • Track and document decisions

4. Who is Involved? • Team Leader • Project vision and focal point • Subject Matter Experts (SMEs) • People who have knowledge about your content • Technical Communicators • Folks responsible for writing • CMS Content Experts • Understand structure and purpose of content • Workflow knowledge • System Administrator • Implementation of technical areas • XML attributes and metadata model • DTD or schema design • Security and access controls • Database backups

5. Who is Involved? (cont.) • Software Programmers • Java or C++ • Develop special applications • Script Writers • JavaScript, Python, Perl, etc. • Content transformation, delivery, syndication - XSLT • Web Developers • Structure layer – XML or HTML • Presentation layer • HTML delivery - CSS • Print production – XSL FO or others • Integrate special applications

6. Customization of the Repository • Designed and deployed a technical infrastructure • Improved and reworked existing knowledge • Ensured user acceptance • Development of special applications to fill vendor gaps • Java and C++ - compiled applications • JavaScript, Python, Perl – scripting applications • Content types • Structured – XML • Documents – MS Word, FrameMaker, etc. • Others – images, vector, etc. • Schema and DTD development • Information Model put into use • Follow industry standards • Content and metadata • Controlled terms

7. Compaq Vocabulary Term Xenith Docutech Docutech Docutech HP HP Vocabulary Term Controlled terms maintain consistency • Results • Automatic update of standard terminology • Consistency throughout company and document sets • Significant time savings with updates

8. CMS Configuration – High Level • Question: match current file system configuration or map to new business process? • Most companies moving to a product-based model • Users and Groups • Access controls and security • workflow design and notification • User’s CMS view • Cabinet and folder structure • Searching and other applications • Document versions, history and audit trails • Role of XML • Structure facilitates reuse • Metadata and attributes (semantic structure) • Separation of content and format • Content re-use model

9. Development Server(s) CMS and Staging Server(s) Print Composition Server Web Server(s) HTML Print or PDF PDA Mobile Phone CD ROM Typical CMS Configuration Development and Prototype Authoring, Staging and Reviewing Production Servers COPY PUBLISHING SYNDICATION • Transformation, Assembly, Formatting and Delivery • Content Publishing and Syndication • Content Management • Content Authoring, Versioning and Sharing • Staging and reviewing • Security and Access Controls • User Profile and Metadata Management • Test area for new code development • Modification of current code in off-line environment • Duplicate production environment

10. CMS Server Configurations • Development and Prototype Server • Area for new code development and experiments • Modification of current code in off-line environment • Mirror production system for off-line testing • Authoring Server • Authors provide new content. content updates and apply metadata • Workflow process for authoring, reviewing and final publication • Close ties with Staging Server to view results • Staging and Reviewing Server (or area) • When content is approved, it is promoted to the staging server • Reviewed by content owners or SMEs • Core part of quality control (QC) process • Production (Web) Server • Consumer access to content • Other servers for print production

11. Integration and Testing Plans • Develop testing as part of your overall project plan • Define test milestones within project plan • Test individual components and integration with others • Final test before going to production • Test functions and features • Content, user interface and link review • Component integration – does it work? • Evaluate that various components work together as promised • Scalability and performance • Involve people that know how to test scalability • Weakest link really applies here • Develop post-production testing plans • Monitor and make adjustments as necessary • Poor performance will push away users

12. Lessons Learned • Careful planning is critical • You are learning along the way • Plan for mistakes to be made • Design a process to evaluate and accept modifications • Roll out in phases and milestones • Balancing act of management expectations and meeting user requirements • Decide critical success factors for CMS implementation • Business, technical and customers • Identify skill sets required for different tasks • MS Project or spreadsheet critical to track • Accept that different tasks take different skills • Examine Web statistics – analyze and review • Review feedback from customers