1 content management system (cms) employee central. learning objectives: to learn all the basics,...

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Content Management System(CMS)

Employee Central.

Content Management System(CMS)

Employee Central.

Learning Objectives: To learn all the basics, including governance, about Halliburton’s Content Management System (CMS) and what CMS provides for Halliburton’s single-entry portal -- Employee Central.

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What is Content Management?What is Content Management?

• Content Management is a broad term referring to applications and processes to manage Web content, document content and e-commerce-focused content.

• Managing content includes the steps to design, create, implement, modify, archive, review, approve and deploy.

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Halliburton Intranet Discovery… what employees saidHalliburton Intranet Discovery… what employees said

“It is a vast source of information, if you know where to find it.”

“It’s a garden full of weeds.” “I don’t rely on HalWorld.”

“I don’t think to use HalWorld first.”

“No one owns HalWorld.”

“…too Houston-centric…”

“ There’s no solid process for managing content.”

“We need balanced governance, control with flexibility”

Source: AGENCY.COM

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Current Intranet Challenges Desired Results – end of 2004Organization• Disparate PSL and support functions• No alignment with PSLs• Country Independence• Limited measurement (not value-based)

Organization• Consolidated global IT standards $• Standardized alignment for all PSLs P• Global standards for all countries $• Active, value-based measurement P

Processes• Cumbersome• No internal processes for content

Management• Not user-friendly

Processes• Streamlined and simple P• Single-source content managed and

controlled by the business P• Easy to learn and use for all P

Information Technology• Non-standard applications & architecture• 400+ Site Administrators• 250+ Content Owners• 320+ sites• 78 GB of files/content• Age of files/content:

– 0-12 mos: 36%– 1-2 yrs: 22%– 2-3 yrs: 18%– 3+ yrs: 24%

Information Technology• ESG-wide applications & architecture $• 60+ Portal Managers $• 90+ Content Owners $• 60+ sites $• Greatly reduced amt. of files/content $• Age of files/content: P

– 0-12 mos: 75%– 1-2 yrs: 25%– 2-3 yrs: 0%– 3+ yrs: 0%

Primary Result:$ = Cost SavingsP = Productivity Gains

Employee Central will generate significant value in comparison to our current environment Employee Central will generate significant value in comparison to our current environment

Transformational Efforts 20042003

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OverviewOverview

• After extensive evaluations, Halliburton chose Interwoven as the application for the enterprise-wide Content Management System -- CMS

• Interwoven leverages our enterprise-wide taxonomy• Interwoven compliments our Plumtree Portal• Interwoven’s key components:

– TeamSite “WebDesk” (application user interface)

– Metatagger (web-based tagging interface)

– Workflow notification (e-mails)

• Sample actions (roles):– Review Documents

– Tag Documents

– Approve Documents

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What are the benefits of CMS?What are the benefits of CMS?

• Enterprise-wide Benefits:– Lower costs by standardizing our content management

processes – Single source for internal and external content – Increased content quality

• Other Benefits for CMS Users:– Complete content management process flow– One content source (to maintain) for multiple venues– Taxonomy enhances search capabilities, improving access and

reuse– Process improved, with streamlined content to portal delivery– Features such as Email Notification – to renew, update, and

remove content – Preview Capability, Greater Report Generating, and Versioning/Rollback

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Future BenefitsFuture Benefits

• Additional content creation sources• Live content editing for additional Content

Owners/Authors• Continuing reduction in costs associated with

duplicative content

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ChallengesChallenges

• This is a new application• There is a learning curve• Effort will be needed to prepare/update existing

content• A new approach to classifying – an Enterprise-wide

Taxonomy

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Content has a LifecycleContent has a Lifecycle

Maintain

Deploy Approve

CreateConceptCreateRevise

ReviewApprove

DistributePublish

ReviewArchiveDestroy

Key Content Actions within CMS

• Maximum expiration date is 1 year

• Content Owner is notified 4 weeks prior, 2 weeks prior and upon expiration

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CMS ComponentsCMS Components

• Templates• Workflows• Roles• Metadata

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CMS TemplatesCMS Templates

• In CMS, templates are for Web-based content• Templates allow the separation of content from presentation• There are two types of templates:

• Data Capture Templates (DCT) – to enter content• Presentation Templates – to present content

• By separating content from presentation, content can be created once and presented in multiple locations

• This is one of the keys to “single-source content, controlled and managed by business owners.”

Data Capture Template -- ExampleData Capture Template -- Example Presentation Template -- ExamplePresentation Template -- Example

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CMS WorkflowsCMS Workflows

• Workflows automate the processes of the content lifecycle, defining dates when content is reviewed, archived, or destroyed

• Various people (roles) get involved, such as content authors, content owners, and content approvers

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CMS RolesCMS Roles

Roles Descriptions

Authors Authors or sources of the content – typically Subject Matter Experts (SMEs)

Content Owners People who have responsibility for the integrity of a group’s content (sample actions: review, tag, approve content)

Approvers Approve content (ex. legal, managers, subject matter experts, …)

Portal Managers Have similar responsibility as content owners in addition to overall administration of respective portal/CMS sites

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CMS Metadata (data about data)CMS Metadata (data about data)

General• Title• Description• Content Type• Access Control (Security)• Content Administrator• Content Author• Content Owner• Site Administrator• Legal ApproverSubjects• Location• Organization• E&P Lifecycle• Business Process• HSE

Equipment & Materials• Product Groups• Tools & Components• Oil, Gas, Chemicals and Lubricants

• Customer Challenges• Other Materials & Equipment

Administrative Data• Launch Date • Review Date• Expiration Date• New Technology Commercialization Start Date

• Allow this file to be indexed for search?

• Taxonomy Suggestions

Tax

on

om

yT

axo

no

my

Tax

on

om

y

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CMS and the Portal – Employee CentralCMS and the Portal – Employee Central

CMS

Published Version

PortalDocument Template

Workflow(tag, approve, publish)

Content Repository(versions)

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Evolution of Content TaggingEvolution of Content Tagging

Ta

gg

ing

Qu

alit

y/C

on

ten

t P

res

enta

tio

n

Time

100%

50%

80%

Month X Month X + 60 days

Content Migration

--ExistingContent

CMS Lifecycle

Tagging Quality =

Better Web Presentation

TaggingEnhancement

Conceptual Representation

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Summary

Employee Central.

Summary

Employee Central.What about governance?How can you prepare?

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• Governance is a structure of shared ownership and accountability for strategy, development, and operations

• Employee Central will provide a platform for integrated service delivery across Halliburton

• Therefore, there is not one owner of all business applications, or a natural owner within most organizational structures

“What is your biggest portal challenge”?“What is your biggest portal challenge”?

Portal server function issues

Implementation issues

Portal design issues

Organizational issues 71%

23%

15%

6%Technology

Forrester Research ReportMaking Enterprise Portals Pay

Why is CMS governance necessary?Why is CMS governance necessary?

Definition of GovernanceDefinition of Governance

GovernanceGovernance

What about governance?

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support

Human ResourcesHuman Resources Development

CommunicationsReal Estate

Marketing and StrategyMarketing/Pricing

Global Account ManagementBusiness Development and

Strategic Technology

Health, Safety and EnvironmentQuality

Procurement and ManufacturingInformation Technology

LegalFinance

support

Human ResourcesHuman Resources Development

CommunicationsReal Estate

Marketing and StrategyMarketing/Pricing

Global Account ManagementBusiness Development and

Strategic Technology

Health, Safety and EnvironmentQuality

Procurement and ManufacturingInformation Technology

LegalFinance

Pool of SME’sPool of SME’sSME SME SME SME SME SME

SME SME SME SME SME SME























Pool of SME’sPool of SME’s

*Part-Time Roles (Portal managers, Content owners, Authors/SMEs)

The key components of Employee Central align with the businessThe key components of Employee Central align with the business

Technology*Content Owner

BD & Marketing*Content Owner

Operations*Content Owner







PSL 1*Portal

Manager

PSL 1*Portal

Manager

PSL 2*Portal

Manager

PSL 2*Portal

Manager

PSL 3*Portal

Manager

PSL 3*Portal

Manager

Division Level

IT Focal Point

Single-source content, controlled, managed, and owned by PSLs

How can you prepare?

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There are many pieces that must fit together for Employee CentralThere are many pieces that must fit together for Employee Central

Identity Mgmt

User Profiling

Single Sign-on

CollaborationDoc

SharingThreaded

DiscussionsApp

SharingInstant

Messaging

Content - CMSWeb

Content Mgmt

Digital Asset Mgmt

Doc Mgmt

Info Retrieval

SearchExpert

LocatorTaxo-nomy

Business Process Automation

Applications… Sub-Portals…

Multichan. Access

Wireless Access

(e.g. PDA)

Mobile Access

(on/offline)

Portal

Communities

Role / Workflow-based / Personalization / Branding

OrganizationsWorkgroups

Secu

rity / Ad

min

istration

/ Trackin

g

= Employee Central components in this presentation

= Other IT initiatives to compliment the Employee Central

My Workplace

How can you prepare?

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Thank YouThank You

community pages only

CMS

Employee Central.

CMS

Employee Central.

1 content management system (cms) employee central. learning objectives: to learn all the basics,...

Documents

web content

document content

streamlined content

separation of content

focused content

singlesource content

content preview capability

benefits of cms