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From Vision to Use Cases for CMS selection
The document discusses the importance of use cases in selecting a content management system (CMS), providing a detailed process for defining use cases that align with a compelling vision for migration. It highlights how use cases facilitate understanding user interactions and serve as a foundation for evaluating different CMS options. It also addresses challenges and considerations in developing use cases to ensure they effectively support organizational goals and requirements.
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From Vision to Use Cases for CMS selection
- 1. from vision touse cases for CMS selection DC WEB CONTENT MAVENS APRIL 20th, 2010 @jdavidhobbs
- 2. what is ause case? • A description of the business actions that a user needs to take … • for all types of users … • to enable your site goals DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 2
- 3. example use case Janeis a content editor for the Northeast region, and she needs to enter the latest weather update. She enters the CMS and then selects the option to enter a weather update. She cuts and pastes and then edits the individual reports from the reporting offices. She enters core metadata (defaulting to Northeast region since she is the region’s content contributor) and then submits to workflow. Her boss Lucy then receives notification, and Lucy then accepts the update. The update then appears automatically to all blocks on all pages based on this metadata (for instance, the Northeast home page, each state in the Northeasy home page, and as a flag on the main weather page map). There is not option to override. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 3
- 4. why use cases? •Allow you to see how different systems would implement important user interactions • Notably not a checklist • Concrete enough for internal team to understand http://hobbsontech.com @jdavidhobbs DC Web Content Mavens April 2010 4
- 5. a use casefor selection is not: • implementation details • specification of a solution • complete enough for implementation They should not be any of these DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 5
- 6. when to applyuse cases • Buy-in • RFP • Demonstrations • Proof of Concepts • Pilot • Implementation Depends on complexity of implementation http://hobbsontech.com @jdavidhobbs DC Web Content Mavens April 2010 6
- 7. use cases easier forCMS selections • Only need use cases necessary to differentiate CMSes • For each use case, only the level of detail necessary to differentiate between CMSes is needed • Opportunity to better understand your requirements after concrete demonstrations by vendors DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 7
- 8. use cases alsoharder for CMS selections • Discretion / prioritization needed • Long-standing issues come to fore (perhaps tempted to ignore them) • CMS use cases a bit abstract for many • Purchasing rush compromises • Often developed without overall vision DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 8
- 9. so just writethe use cases? Problems with jumping in: • All issues raised above • Lose forest for the trees • After lots of work has been put into use cases, difficult to simplify later • Difficult for everyone to understand DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 9
- 10. process to defineuse cases for CMS selection Define vision Set CMS priorities List use cases Write use cases DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 10
- 11. your goals andneeds DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 11
- 12. your goals andneeds DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 12 • Need a tree • Need someone handy to build it • Can use spare parts • Kids only • Security not issue • Never become castle
- 13. your goals andneeds DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 13 • Need roads • Need a driver • Buy pre-built • Families can use • Must lock • Never become castle
- 14. not CMS problemif you acquire based on inappropriate goals DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 14
- 15. also not coreCMS product issue if not implemented well • Inconsistencies • Uneccessary complexity • Sloppy coding • Not well thought out approach to standardization DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 15
- 16. no CMS isperfect Even “normal” houses have roof leaks DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 16
- 17. cms selection just partof implementation process Vision Plan Pilot Implement Maintain DC Web Content Mavens April 2010 this slide: http://bit.ly/9YqLw1 @jdavidhobbs 17 here
- 18. success not justtechnical DC Web Content Mavens April 2010 this slide: http://bit.ly/cA1zUs @jdavidhobbs 18
- 19. good CMS selectionshould help other aspects as well • One driver to define compelling vision • Developing use cases drives important discussions (not directly related to technology) • Gets a bit more concrete than vision alone DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 19
- 20. vision and usecases Vision: Why you want to move to a new CMS Use Cases: What evaluate CMSes against to see how different tools accomplish them DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 20
- 21. what is acompelling vision? A compelling vision is a simple statement, in terms that all stakeholders can understand, of how the migration will result in a substantially improved site. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 21
- 22. do you havea compelling vision? • Most stakeholders say it’s compelling • Vision is for substantial improvement • Translates to prioritization for moving forward • Justifies doing the migration • Short (a sentence to page max) DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 22
- 23. example compelling vision 1.Reduce web production cost as an organization by editorial centralization 2. Improve user experience by centralizing template control and automated content pulls from multiple repositories DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 23
- 24. why a compellingvision? • Anchors your project • Helps prioritize issues as project progresses • Creates energy and shared direction • Narrows the scope, indicating what is not included • Allows useful metrics to evaluate migration DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 24
- 25. how to developuse cases 1. Define Vision 2. Define CMS Priorities 3. List Use Cases 4. Write Use Cases DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 25
- 26. get buy-in ateach step • One of the reasons for this approach is to get buy-in incrementally • So make sure to get buy-in at each step before continuing to the next DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 26
- 27. 1. define vision •Isolate why you want / need to move to a new CMS (using criteria above) • May involve creative thinking of what is unifying about all the little issues For large site, may want to develop a high level implementation strategy to confirm vision possible DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 27
- 28. quick aside: it’snot just the CMS One reason to do an implementation strategy is to ensure you have sufficient: – Staff – Governance – Consistency in various technical systems – Content Strategy – Taxonomy / IA / Design – Technical know-how DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 28
- 29. example vision A. Reduceweb production cost as an organization by editorial centralization B. Improve user experience by centralizing template control and automated content pulls from multiple repositories DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 29
- 30. 2. define CMSpriorities • What are the CMS priorities to enable the vision? • These should be high level, unifying, and short (perhaps ten total), and prioritized amongst themselves • Ensure that a) priorities enable all elements of the vision, and b) that anything that does not match the vision is carefully scrutinized DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 30
- 31. example CMS priorities 1.Centralized hierarchical templates 2. Blocks within templates automatically pulling content based on metadata 3. Hook to centralized automated concept extraction engine 4. Dramatically simple (and locked down) content contributor interface 5. Streamlined editorial interface for small editorial team 6. Easy to modify templates centrally DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 31
- 32. 3. list usecases • Map your use cases back to the priorities • Concentrate on ensuring the use cases will support your priorities • In your RFP, you can also provide this mapping DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 32
- 33. example use caselist a. Define hierarchy of templates (including adding functionality to all pages later) b. Enter content that automatically flows c. Add new subsite based on template (including concept extraction rules) d. Editor changes automatic pull rules for specific block on their subsite e. …. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 33
- 34. 4. write usecases • Again keeping the overall vision in mind, write the use cases to support that vision DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 34
- 35. example use case Janeis a content editor for the Northeast region, and she needs to enter the latest weather update. She enters the CMS and then selects the option to enter a weather update. She cuts and pastes and then edits the individual reports from the reporting offices. She enters core metadata (defaulting to Northeast region since she is the region’s content contributor) and then submits to workflow. Her boss Lucy then receives notification, and Lucy then accepts the update. The update then appears automatically to all blocks on all pages based on this metadata (for instance, the Northeast home page, each state in the Northeasy home page, and as a flag on the main weather page map). There is not option to override. DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 35
- 36. example flow from visionto use case DC Web Content Mavens April 2010 http://hobbsontech.com @jdavidhobbs 36
- 37. Thanks David Hobbs Guiding CMSMigrations http://hobbsontech.com @jdavidhobbs david@davidhobbsconsulting.com Define vision Set CMS priorities List use cases Write use cases