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CMS-implementation I: procedure at the implementation of editorial processes
An essential argument for the introduction of a content management system (CMS) is the improvement and optimisation of the editorial processes. Particularly bigger online editorial offices with a large number of editorial staff need an effective support of their editorial processes through a content management system in order to cope with the increasing demands on their daily work. Against this background, from an editorial view frequently the following expectations are connected with the use of a content management system:
- Support of the core competences of the individual members of the editorial office through the realisation of independence of content and presentation
- Standardisation of the processes for the production and publication of contents
- Increased transparency within the editorial processes
- More flexibility and faster possibilities of reaction to current events
- Possibility to trace back contents or events and an easier removal of errors
- Safety for publication
To fulfil and implement these expectations an intensive analysis of the existing and planned editorial processes should be carried out within the context of the implementation of a CMS. On the basis of this analysis an efficient role and right concept can be developed and implemented. As a rule, an isolated consideration does not make sense and should always be carried out within the context of the description of the editorial processes. The planning of editorial workflows is closely connected with the specification of roles and rights. The implementation of workflows, however, should be based on an existing process specification and an already defined role and right concept.
This article is to deliver some ideas how the above described contexts can be considered at the implementation of a CMS and how a possible procedure for the definition of processes, roles/rights and workflows can look like at the implementation of the editorial requirements.
Procedure
Basically it is important that the later users of the system, and these are predominantly the editorial members, are intensively integrated in the planning stage of a CMS-implementation. Only this way the acceptance of the system can be guaranteed by the later users, which is often the critical factor in implementation projects. There is definitely no generally valid procedure, which always leads to the wished success, however, some procedures can be mentioned, with which the work can be facilitated in the planning stage of a CMS-implementation. The following illustration shows a possible procedure and the dependencies of the individual working packages.
Illustration: course of the process specification
Process description
In a first step a process description for all workflow-relevant object types should be made. Object types are, for example, articles, pictures, audios, videos, chats, forums, votings, forms. As a rule, the object types and their attributes are specified in a previous stage within the content models. In order to structure the processes at the analysis and to use a common sample for all object types you can determine basic processing stages. These processing stages comprise all working steps from the initial placing of order to the "live insertion" of an object. The following illustration shows the processing stages and their elementary working steps.
Illustration: Processing stages and working steps
On the basis of this system of categories the object-typical working steps can be determined. For this reason, you should begin with a process description concerning the object type "article". The article is the central object, at the production of which frequently sub-workflows are initiated for engaging and integrating further object types (for example, engaging a special diagram and its integration in an article). The level of detail of the process descriptions should only go to an extent, to which it is necessary for a following definition of roles and rights as well as workflows. 03/2004, Jörg Bretzke
Jörg Bretzke works as IT-consultant in the area of digital media & E-services at Capgemini.
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