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Building a Business Case for Content Management Systems

Building a Business Case for Content Management Systems. Presented by Brian Moran. Key Points. No difference between CMS and any other large-scale business decision Do your research and be prepared for tough questions Sell it without selling it – let them come to the conclusion

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Building a Business Case for Content Management Systems

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  1. Building a Business Casefor Content Management Systems Presented by Brian Moran

  2. Key Points • No difference between CMS and any other large-scale business decision • Do your research and be prepared for tough questions • Sell it without selling it – let them come to the conclusion • Sell it again, but this time be direct

  3. What is a Business Case (BC)? A structured proposal for business improvement that functions as a decision package for organizational decision-makers. A business case includes an analysis of business process performance and associated needs or problems, proposed alternative solutions, assumptions, constraints, and a risk-adjusted cost-benefit analysis. [GAO]

  4. BC Broken Down • A structured proposal for organizational decision-makers • It includes an analysis of business process and associated needs • Proposes alternative solutions • Includes a risk-adjusted cost-benefit analysis, with identified assumptions and constraints

  5. BC Broken Down • A structured proposal for organizational decision-makers • It includes an analysis of business process and associated needs • Proposes alternative solutions • Includes a risk-adjusted cost-benefit analysis, with identified assumptions and constraints

  6. Proposal for decision-makers • Factors to consider: • What drives decisions in your organization? • Who are the key players in decision making and how do you cultivate their buy-in? • What was the last project, of similar scale, that made it through this gauntlet? Is the individual who crafted the proposal around?

  7. Proposal for decision-makers • My approach: • Found a well networked staff member and used them as a conduit to the stakeholders • Performed a stakeholder analysis • Kept program area executives involved in the analysis • Kept program area executives and their staff apprised of all developments along the way

  8. BC Broken Down • A structured proposal for organizational decision-makers • It includes an analysis of business process and associated needs • Proposes alternative solutions • Includes a risk-adjusted cost-benefit analysis, with identified assumptions and constraints

  9. Analysis of business process and associated needs • Factors to consider: • How is content currently managed? Are your procedures codified? • Are the key decisions makers knowledgeable of the current process? • Do they see the same problems you see with the current process? • Are they convinced the problems are so severe that it warrants a multi-year million dollar initiative ?

  10. Analysis of business process and associated needs • My approach: • Performed business process analysis • Codified manual processes • Exposed flaws in processes to stakeholders • Uncovered a deep desire for decentralized management of content coupled with a strong desire for improved quality assurance

  11. BC Broken Down • A structured proposal for organizational decision-makers • It includes an analysis of business process and associated needs • Proposes alternative solutions • Includes a risk-adjusted cost-benefit analysis, with identified assumptions and constraints

  12. Propose alternative solutions • Factors to consider: • What scale? • Large scale – workflows, versioning, integration with portal • Medium scale – rudimentary workflows, versioning • Small scale – decentralized content editing • What’s the feasibility of obtaining the required budget? • What happens if you do nothing?

  13. Propose alternative solutions • My approach: • Used rough cut requirements in an RFI • Reviewed products and determined scale • Enumerated scalar differences • Included do nothing as an alternative – with risks associated with this alternative

  14. BC Broken Down • A structured proposal for organizational decision-makers • It includes an analysis of business process and associated needs • Proposes alternative solutions • Includes a risk-adjusted cost-benefit analysis, with identified assumptions and constraints

  15. Cost-benefit analysis • Factors to consider: • Benefits • Are there increased returns from other investments? • Can this be leveraged for other things in the pipeline? • Are you plagued with process related errors? • Do you have any COOP requirements? • Costs • Size of site • Training • Number of users • Implementation costs • Content Migration

  16. Cost-benefit analysis • My approach: • Benefits • Reaffirmed what they concluded during the stakeholder analysis. The project was a means to: • improve process inefficiencies, • reduce Web production costs, • reduce human error, • accelerate content delivery times, and • decentralize content control. • Costs • Provided ROI % [ (Discounted Benefits – discounted costs) / discounted costs] x 100

  17. Cost-benefit analysis

  18. Building a Business Casefor Content Management Systems brian.moran@usitc.gov 202-205-2784

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