from vision to use cases for cms selection
DESCRIPTION
How to start with a vision statement, then a list of use cases, then development of use cases. Delivered to DC Web Content Mavens April 20th, 2010.TRANSCRIPT
from vision to use cases for CMS selection
DC WEB CONTENT MAVENS APRIL 20th, 2010
@jdavidhobbs
what is a use 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
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example use case Jane is 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
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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
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a use case for selection is not:
• implementation details • specification of a solution • complete enough for implementation They should not be any of these
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when to apply use cases
• Buy-in • RFP • Demonstrations • Proof of Concepts • Pilot • Implementation
Depends on complexity of implementation
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use cases easier for CMS 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
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use cases also harder 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
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so just write the 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
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process to define use cases for CMS selection
Define vision
Set CMS priorities
List use cases
Write use cases
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your goals and needs
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your goals and needs
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• Need a tree • Need someone
handy to build it • Can use spare parts • Kids only • Security not issue • Never become castle
your goals and needs
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• Need roads • Need a driver • Buy pre-built • Families can use • Must lock • Never become
castle
not CMS problem if you acquire based on inappropriate goals
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also not core CMS product issue if not implemented well
• Inconsistencies • Uneccessary complexity • Sloppy coding • Not well thought out approach to
standardization
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no CMS is perfect
Even “normal” houses have roof leaks
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cms selection just part of implementation process
Vision Plan Pilot Implement Maintain
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this slide: http://bit.ly/9YqLw1 @jdavidhobbs 17
here
success not just technical
DC Web Content Mavens April 2010
this slide: http://bit.ly/cA1zUs @jdavidhobbs 18
good CMS selection should 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
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vision and use cases
Vision: Why you want to move to a new
CMS Use Cases: What evaluate CMSes against
to see how different tools accomplish them
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what is a compelling 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.
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do you have a 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)
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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
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why a compelling vision?
• 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
how to develop use cases
1. Define Vision 2. Define CMS Priorities 3. List Use Cases 4. Write Use Cases
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get buy-in at each 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
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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
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quick aside: it’s not 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
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example vision
A. Reduce web 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
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2. define CMS priorities
• 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
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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
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3. list use cases
• 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
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example use case list
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. ….
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4. write use cases
• Again keeping the overall vision in mind, write the use cases to support that vision
DC Web Content Mavens April 2010
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example use case Jane is 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
example flow from vision to use case
DC Web Content Mavens April 2010
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Thanks
David Hobbs Guiding CMS Migrations
http://hobbsontech.com @jdavidhobbs
Define vision
Set CMS priorities
List use cases
Write use cases