Strategic uses of Web Content Management Systems

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• Strategic uses of Web Content Management Systems
• Sue.Steele_at_its.monash.edu.au
• Manager ITS Web Centre

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Strategic uses of Web CMS

• Organisational strategies (and the web)
• Goals for a CMS
• Choosing an appropriate CMS
• Some Monash examples

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Strategic uses of Web CMS

• Organisational strategies (and the web)
• Goals for a CMS
• Choosing an appropriate CMS
• Some Monash examples

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Organisational strategies (and the web)

• Most organisations have an over-arching vision or
  strategy
• When it comes to the web, the vision can often be
  translated in simple terms e.g.
• Increase customer base
• Generate revenue
• Improve customer service
• Enhance corporate image
• Improve staff productivity

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Organisational strategies (2)

• At Monash, for example
• Excellence and Diversity (high level strategic
  vision)
• Excellence in research and scholarship
• Excellence in education
• Excellence in Management
• Diversity
• Innovation and Creativity
• International Focus
• Fairness
• Engagement
• Integrity
• Self-reliance

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Organisational strategies (3)

• Excellence in education (some goals)
• foster an environment that attracts the highest
  quality staff and students
• continue to enhance teaching and learning by
  development and application of advances in
  information technology and apply such advances to
  increase flexibility in teaching and learning
  whether on or off-campus

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Organisational strategies (4)

• Information Management Strategy (principles)
• Corporate Importance Information is a strategic
  resource, and will be managed appropriately. In
  general, university-wide information will be
  centrally managed to ensure integration and avoid
  fragmentation.
• Availability Information should ideally be
  accessible (subject to security and acceptable
  use guidelines) to anybody who needs it, at
  anytime, anywhere, and anyhow (i.e. on any
  device).

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Organisational strategies (5)

• Monash Web Strategy
• The web presence must attract, support and retain
  the staff, students and partners most likely to
  help Monash in the attainment of its strategic
  goals, in the most cost-effective manner
• Monash brand guidelines
• Monash web style guide

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Strategic uses of Web CMS

• Organisational strategies (and the web)
• Goals for a CMS
• Choosing an appropriate CMS
• Some Monash examples

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Goals for a CMS

• Enabling web authorship without complex technical
  knowledge ease of use
• Enabling collaborative authoring of web pages,
• Enabling workflow processes including
  authorisation processes and audit trails
• Ensuring consistency of look and feel,
• Enabling multi channel output content re-use
• Enabling simple migration of existing web content
  into the system,
• Management of metadata to enable personalisation,
  searching and syndication,
• Fitting into an existing IT environment,

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Goals for a CMS (2)

• Not exceeding available budget,
• Fulfilling legal compliance requirements,
• Fulfilling archival, retention and disposal
  schedules,
• Ensuring timely updating of web content,
• Enabling raid development and deployment of new
  sites by non-technical staff,
• Enforcing centralised control,
• Enabling devolved administration,
• Producing accessible web content,
• Managing a range of content formats,
• Desktop integration,
• Supporting a wide range of author environments.

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Strategic uses of Web CMS

• Organisational strategies (and the web)
• Goals for a CMS
• Choosing an appropriate CMS
• Some Monash examples

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Choosing an appropriate CMS

• A CMS should produce web sites that align with
  organisational goals
• This sounds easy
• Develop your web sites goals
• Based on site goals, decide the functionality you
  require from a CMS
• Evaluate available CMS and choose the best fit

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Choosing an appropriate CMS

• CMS come in all shapes and sizes
• Some are open source, some cost a great deal of
  
• Some publish stand-alone sites, some are tightly
  integrated with the published web site
• Some we dont even think of as CMS at first

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But

• Not all web sites have the same goals and needs
• For example intranets may have very different
  goals compared to public sites
• The CMS that delivers on one goal may struggle to
  deliver on others if the goals are vastly
  different
• And we dont always have a choice

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Strategic uses of Web CMS

• Organisational strategies (and the web)
• Goals for a CMS
• Choosing an appropriate CMS
• Some Monash examples

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Victorian College of Pharmacy

• Goals
• Eliminate publishing bottleneck
• Empower content authors to directly publish
  content
• Ensure brand compliance and site consistency
• Approach
• Template all html content
• Develop governance model
• Train authors

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Faculty of Information Technology

• Goals
• Ensure brand compliance and consistency
• Centralise content management and delivery
• Support re-structure
• Control authorship

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Policy Bank

• Goals
• Legal compliance
• Enforce process
• Ensure regular revision cycle
• Owning groups to maintain policies
• Approach
• Define needs and processes
• Develop specialised policy and procedure
  templates
• Build workflow to support business rules
• Train staff

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Library Intranet

• Goals
• Separate public and restricted content
• Access intranet via my.monash portal
• Develop scalable university intranet model to
  support web strategy
• Allow authorised users to edit portal content via
  CMS
• Approach
• Developed intranet infrastructure and
  authentication model
• Integrated portal and CMS
• Migrated library intranet content
• Developed portal/intranet components

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Finally some different approaches to CMS

• Archiving web sites
• Monash events
• Open web form to submit events
• Then managed via CMS
• Arts Faculty news
• Variation on a Wordpress blog
• Not part of CMS
• Seamlessly integrated into Arts web site
• Monash Cluster Computing
• Builds on a wiki
• Not part of CMS
• Good collaboration tool
• Facilities and Services
• Uses drupal as a CMS
• Not following university standards in a number of
  ways