Luminis Content Management Suite CMS Project Team Session

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Luminis Content Management Suite (CMS) Project
Team Session

• Galway-Mayo Institute of Technology

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Facilitator

• Jane Howie
• Organizational Consultant, Sungard
• Higher Education
• Masters in Business and Information Technology
• Information Technology Service Management (ITIL)
  certified
• 8 years experience in web development
• 4 years experience with content management
  systems
• 4 years experience working within the Higher
  Education Sector

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Introductions

• Name
• Title
• Experience with Luminis CMS and Platform or other
  web content management system
• Project expectations

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Agenda

• Identify the value of web content management
• Demonstrate features of the Luminis CMS
• Articulate the goals for the Luminis CMS project
  and review the outcomes of the strategic session
• Review the project methodology and service
  packages
• Identify risks and constraints
• QA

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Objectives

• Demonstrate the value of the LCMS
• Align the goals of the LCMS project with GMITs
  strategic objectives
• Highlight how features of the LCMS will meet your
  content management needs and enable you to
  achieve your goals
• Explain the implementation approach and the
  service activities
• Discuss executive sponsorship

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The value of Web Content Management and the
Luminis Content Management Suite
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The problem with higher education web sites

• Even when a web site looks good, does it meet the
  institutions goals or its constituents
  expectations
• Quality, timeliness and consistency of web
  content establishes a users perception of the
  institute
• Managing web content, site navigation, and its
  look-and-feel needs to be easy, publishing
  processes need to be simplified
• Need to delegate the ability to create and manage
  content to the individuals and departments that
  are the subject-matter experts
• The result should be Web sites that better
  showcases the institution, contains relevant and
  fresh content, and meets the business and
  academic needs of the institution

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Web Content Management Systems

• A Web Content Management Solution makes it
  easier for non-technical people to develop and
  update web content, and supports
• Authoring creating the content
• Editing changing and updating the content
• Collaborating allowing several people to edit
  content together
• Versioning keeping track of how content has
  changed
• Scheduling deciding when to display content
• Templating displaying content in the correct
  standard format

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Why use a Web Content Management System?

• Ensure targeted and accurate content is published
• Control a common look-and-feel and navigation
• Repurpose and reuse content reducing duplicate
  content
• Empower non-technical users and eliminate the IT
  bottleneck
• Whew web content management systems can do a lot
  but
• they are not
• A web authoring environment
• A Course Management System
• A Contact Management System

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Luminis CMS Features, Terminology and Roles
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What is Luminis CMS?
Luminis CMS provides the tools and environment
that enable your people to create, maintain,
re-use, and deliver timely and accurate web
content.
Luminis CMS
Consumers
Internal
Source Content
External
People
Published Content
Portal Channels/ Web pages
Policies Procedures
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Luminis CMS Product Demonstration
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LCMS Demonstration

• Site Studio as a Content Contributor
• In-context editing editing a page, component
  and image use
• Site Studio editing a page, submitting a page
  to workflow
• Site Studio as a Content Manager
• Approve workflow tasks
• Assign workflow task
• Site Studio as a Content Contributor
• Accept the workflow task
• Create a Quickflow
• Create a channel

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Institutional Strategic Objectives, Goals and
Requirements
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Common goals for using a CMS

• Improve publishing process
• Reduce legal exposure
• Capture business knowledge
• Improve knowledge sharing
• Support knowledge discovery
• Improve staff efficiency
• Reduce customer support costs
• Reduce website maintenance costs
• Increase website audience

• Increase flexibility of site
• Improve information accuracy
• Support marketing initiatives
• Reduce duplication of information
• Improve user experience
• Streamline information updates
• Support website growth
• The CMS can increase resilience to change

Source Robertson, James. (2002) What are the
goals of a CMS? http//www.steptwo.com.au/papers/
kmc_goals/index.html
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GMIT Mission and Strategic Drivers

• At GMIT we develop life-long learning
  opportunities through our teaching and
• research and by supporting regional development.
• The four strategic drivers 2004-2009
• The GMIT Student Strategy places the student at
  the centre of the organisation. Our key goal is
  the flexible provision of life-long and life-wide
  education to an increasingly diverse student
  body.
• The GMIT Regional Strategy promotes the
  development of a learning region by stimulating
  economic and cultural innovation and by promoting
  social cohesion.
• The GMIT Staff Strategy will enable all employees
  of the Institute to continue their professional
  development in support of our students learning
  and our regions growth.
• The GMIT Research Strategy will integrate
  research, teaching and regional development as we
  develop a critical mass of research capacity in
  targeted areas.

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Strategic Objectives

• How do you plan to use the GMIT public website
  and intranet to support your short term and long
  term strategies?
• What are you attempting to change?
• Why is Luminis CMS necessary for you at this
  time?
• What is success supposed to look like?
• What is at stake if your institution either does
  not change or is unsuccessful at your attempts?
• Where are you heading in the next three to five
  years?

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Goals, Outcomes and Success Criteria

• What are the goals for using the Luminis CMS at
  GMIT?
• Are these goals SMART?
• Specific A specific goal has a much greater
  chance of being accomplished. To create a
  specific goal answer - who, what, where, when,
  which and why
• Measurable What gets measured gets done.
  Establish criteria for measuring progress toward
  the attainment of each goal
• Agreed (Achievable) - All stakeholders agree to
  the importance of the goal and its achievement
• Realistic (Revalent)- Within available resources,
  knowledge and time
• Time-based Assigned timeframes motive people

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Top 3 Goals

• Goal 1.
• Goal 2.
• Goal 3.
• Goal 4.

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Luminis CMS Implementation Methodology
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Implementing Luminis CMS around a Focus Area

www.YourCurrentSite.edu
Focus Area
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Luminis CMS Implementation Methodology
Knowledge Transfer
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Luminis CMS Implementation Roadmap
SunGard Higher Education CONSULTANT -facilitated
activities shown in BLACK CLIENT -facilitated
activities shown in WHITE
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Assess Phase
Create the Project Definition and Content Process
Analysis Workbook
Determine project resources
Your Project Team
Align project vision with institutional mission
Identify prioritize business, organizational,
and technical requirements from
cross-institutional constituents and determine
focus area
SunGard Project Team
Assess current technical organizational needs
ASSESS
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Project Launch
ASSESS

• Objectives
• Executive Team Session
• Demonstrate Luminis CMS value
• Articulate the goals for the Luminis CMS project
  and align them with the institutions vision and
  strategic objectives
• Explain the Luminis CMS implementation
  methodology
• Gain executive endorsement for the project
• Participants
• Executive sponsor for the Luminis CMS project
• Top-level administrators involved in Luminis CMS
  selection and downstream decision-making

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Project Launch
ASSESS

• Objectives
• Project Team Session
• Demonstrate Luminis CMS features
• Review outcomes from the Executive Team session
• Review Luminis CMS services package
• Review Luminis CMS implementation approach and
  methodology
• Identify project risks and constraints
• Recommend/validate institutional resources to
  support the project
• Participants
• Luminis CMS core project team, including project
  manager and focus area lead(s)
• Web master(s) for the focus area(s)
• Other key stakeholders for the focus area

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Luminis CMSSystem Fundamentals
ASSESS

• Objectives
• Understand the key features and functionality of
  LCMS and Site Studio
• Create and manage sites and content
• Initiate and manage workflows
• Identify standard operating procedures and
  policies to be created and approved
• Participants
• Luminis CMS core project team
• Focus area staff who will be involved in
  subsequent activities
• Web masters, Web developers, IT helpdesk,
  Trainers
• Other key decision makers, stakeholders, and
  constituents

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Project Scoping
ASSESS

• Objectives
• Review objectives, risks and constraints
  identified
• Validate the focus area(s) for the LCMS
  implementation
• Identify participants in project implementation
  activities
• Develop metrics for evaluating project success
• Draft Project Definition Document (PDD),
  including project timeline, personnel, resources,
  risks, and milestones
• Deliverables
• Project Definition Document (PDD)
• Project Plan

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Content Process Analysis
ASSESS

• Objectives
• Dissect current content
• Document current content processes and existing
  roles
• Document current content policies, procedures and
  workflows
• Prepare to map content requirements to Luminis
  CMS
• Deliverable
• Content Process Analysis Workbook

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Plan Phase
Create Site Plan and Organizational Readiness Plan
PLAN
SunGard Project Team
Design the system and organizational approach
that will support institutional objectives
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Services Activities in Plan Phase
PLAN

• Site Planning
• Technical Validation
• Organizational Change Management Planning

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Site Planning
PLAN

• Objectives
• Develop site structure
• Develop navigation scheme
• Identify templates, layouts, and components for
  development
• Identify workflows and other parameters for sites
• Identify users, Luminis CMS roles, and aliases to
  be developed
• Identify custom workflows for development
• Deliverables
• Site Plan
• Site Development Action Plan

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Organizational Change Management Planning
PLAN

• Objectives
• Identify organizational changes associated with
  use of Luminis CMS
• Develop strategies for managing organizational
  change
• Develop training strategy
• Develop awareness/communication plan
• Deliverables
• Organizational Readiness Plan
• Change Management Plan
• Training Strategy
• Communication Plan

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Technical Validation
PLAN

• Objective
• Validate findings and documentation produced
  during Assess and Plan Phases
• Deliverable
• Technical Validation Document

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Implement Phase
IMPLEMENT
Provide communication, training marketing
support to prepare constituents for launch
SunGard Project Team
Prepare institutional project team to manage all
aspects of the system
Install, build, test deploy Luminis CMS system
components
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Service Activities in Implement Phase
IMPLEMENT

• Installation(s)
• Template Developer Training
• System Administrator Training
• Product Certification
• Go-live Readiness Review

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Installation
IMPLEMENT

• Objectives
• Plan for install
• Test and certify all components of the Luminis
  CMS system on the institutions hardware
• Integrate Luminis CMS with Luminis platform as
  appropriate

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Template Developer Training
IMPLEMENT

• Objectives
• Understand the Luminis CMS process for creating
  web pages from existing templates using the
  Documentum workflow processes
• Create sites, templates, layouts, components and
  web pages
• Convert html pages into jsp templates
• Manage users within each site
• Understand the built-in navigation and in-context
  editing capabilities of the system
• Understand how to customize the built-in editor

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System Administrator Training
IMPLEMENT

• Objectives
• Configure Luminis CMS tasks
• Manage certain user roles
• Setup Web Publishing
• Modify job configurations
• Use Documentum Administrator to manage system
• Perform system queries
• Create a docapp
• Use Workflow Manager to view and edit workflows

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Product Certification
IMPLEMENT

• Objectives
• Learn how Site Studio is used to create and
  manage content for sites.
• Understand the types of users who will interact
  with Site Studio and the responsibilities they
  will have within the system for generating and
  maintaining content.
• Learn how to create sites, subsites and define
  the elements that can be used within them, such
  as templates and shared components.
• Learn how to manage users associated with sites.
• Learn how to generate and manage workflows that
  automate the process of creating, approving, and
  posting content.
• Learn how to interact with workflows to create or
  update content.
• Create a training plan that meets the needs of
  all campus Luminis CMS users as well as the
  project.
• Define the Luminis CMS classes to be delivered to
  users and create a detailed plan that includes
  learning objectives, a course outline, training
  methods, and outcomes for each class.
• Deliverable
• Training Plan

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Go-live Readiness Review
IMPLEMENT

• Objectives
• Check that the system is functionally and
  technically operational
• Validate processes
• Review action plans for outstanding items

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Re-Assess Phase
RE-ASSESS
Review what went well, what didnt, in the
Luminis CMS implementation
Make/adjust plans for next steps in Luminis CMS
deployment
SunGard Project Team
Identify next steps, including any additional
services that may be needed
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Elements of Re-assess Phase
RE-ASSESS

• Project Close-out
• Post-Implementation Support
• On-going Account Management Support

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Close-Out Re-Assessment
RE-ASSESS

• Objectives
• Lessons learned
• Next stepsrollout to additional areas
• New objectives and/or requirements
• Deliverable
• Re-Assessment Document

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Thank you for your participation

• Jane Howie
• Jane.Howie_at_sungardhe.com