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How to Make the
                                                    Business Case for a CMS
                                                        in Your Organization
                                                                  February 17, 2010




©2009 Really Strategies, Inc. | www.rsuitecms.com
Webinar Agenda

       Welcome, Overview, Introductions
       Customer Case Studies
       Best Practices Wrap-up
       Online Poll
       Q&A



                                                   2

©2010 Really Strategies, Inc. | www.reallysi.com       Confidential
Who is Really Strategies?
                    Founded: 2000
                    Consulting Services to Publishers
                                                                                        2007, 2009

                             Specialists in XML-based Content Management Solutions
                             Project/Program Management
                             Workflow Analysis and Reengineering
                                                                                        2004 - 2009
                             Content and Metadata Modeling
                             Technology Assessment and Roadmaps
                             Much more…
                                                                                      2006, 2007, 2008

                    RSuite CMS – A Content Management System for
                     Publishers
                    DocZone – The first SaaS XML Content Management                     2007, 2009


                     System


                                                                                      2004, 2005, 2007




                                                              3

©2010 Really Strategies, Inc. | www.reallysi.com                                        Confidential
Serving over 100 companies
                          STM                      Educational       Media   Tech Pubs




                                                                 4

©2010 Really Strategies, Inc. | www.reallysi.com                                 Confidential
Webinar Overview
       How to Make the Business Case for a CMS in
        Your Organization

       Online Poll: What is your biggest roadblock to
        purchasing a CMS?
            Internal IT wants to develop their own CMS
            Internal IT mandates solutions/tools
            Overall cost to implement
            No clear ROI
            Too many technology choices




                                                   5

©2010 Really Strategies, Inc. | www.reallysi.com          Confidential
Online Poll: What is your biggest
  roadblock to purchasing a CMS?




                                                   6

©2010 Really Strategies, Inc. | www.reallysi.com       Confidential
Webinar Presenters

       Anthony Barrera,
         Head of Internal Systems Development



       Allison Risko
         Vice President, Learning Services



       Mark Hoeber
         Sr. Manager, Technical Documentation



                                                   7

©2010 Really Strategies, Inc. | www.reallysi.com       Confidential
     Background
               Nature Publishing Group (NPG)
                is a publisher of high impact
                scientific and medical
                information in print and online.
               NPG publishes journals, online
                databases, and services across
                the life, physical, chemical and
                applied sciences and clinical
                medicine.




                                                   8

©2010 Really Strategies, Inc. | www.reallysi.com       Confidential
     CMS Business Goals
               Consolidate multiple content-centric solutions
               Leverage investment in MarkLogic Server
               Apply automation wherever possible
               Leverage investment in existing tools
               Reduce resource requirements




                                                   9

©2010 Really Strategies, Inc. | www.reallysi.com                 Confidential
     Measuring ROI
               Need to have a more automated process for online
                posting of journal content
                             Oldworkflow required 27 points of human intervention
                             New RSuite managed workflow requires only eight (8)

               160 Journals + fewer manual steps = improved
                quality




                                                    10

©2010 Really Strategies, Inc. | www.reallysi.com                                Confidential
      Lessons Learned
               Selling the idea of a CMS to Sr. Staff
                       Greatly reduce time to produce online content
                     Each person could take on more responsibilities
                     Less chance for error with automation

                     Efficiencies introduced will allow for the reallocation of
                      resources

               Future dividends realized from this investment
                       Faster rollout due to component reuse
                       Adding more journals won’t necessarily require adding
                        personnel
                                                   11

©2010 Really Strategies, Inc. | www.reallysi.com                                   Confidential
     Best Practices
               Using Agile techniques allowed us to adapt to
                changes in business requirements
                    Identify problems early on
                    Identify gaps in the business processes

               Ensure all environments are thoroughly tested
               Having a dedicated focused team
                       Develop solutions more quickly




©2010 Really Strategies, Inc. | www.reallysi.com                Confidential
 29 years in business
       On-line learning
        solutions                                  Who we are
       Servicing 400 clients                      We are a trusted partner
        and over 1 million users
       SaaS Delivery –
        Company owned data
        centers
       Multi-Language, global
        presence                                   What we do
                                                   Knowledge Solutions that Assure
       Life sciences,                             Compliance and Improve
        healthcare, energy,                        Business Performance
        engineering &
        construction, general
        industry


                                                      13

©2010 Really Strategies, Inc. | www.reallysi.com                                     Confidential
©2010 Really Strategies, Inc. | www.reallysi.com   Confidential
     Background
               Learning Services: Course
                Creation
               Instructional Designers,
                Production, Narration,
                Multimedia Designers
               Over 600 standard courses and
                over 3,500 custom developed
                courses and learning modules.
               Over 200 projects per year
                touching hundreds of courses
               HTML, XML, Flash, ASP


                                                   15

©2010 Really Strategies, Inc. | www.reallysi.com        Confidential
     CMS Business Goals
            Implement a new content management system to
             manage the process of creating new course formats
             (HIP-X) for deployment to our Learning Management
             System
            More revenue through better and faster content
             updates to the courses
            Reduce costs during content development




                                                   16

©2010 Really Strategies, Inc. | www.reallysi.com           Confidential
      Measuring ROI
                   Faster              updates to our courses
                           RSuite     will enable us to find regulations in our courses
                               quickly and we can update multiple courses in which
                               these regulations are listed
                   Ease             of implementing translations into our courses
                           Single           source-multiple outputs
                   Reduction                      of efforts to deliver courses in multiple
                    outputs
                   We are currently in implementation




                                                                17

©2010 Really Strategies, Inc. | www.reallysi.com                                          Confidential
     Lessons Learned / Best Practices
                   Defend   Strategy: These tools will enable us to
                      ease our pain points
                            Customer    Survey’s show dissatisfaction with response
                             times to regulation changes
                            The nature of our current tool set does not support the
                             efforts to ease these pain points
                   Communication!!!!!!

                   Showing   progress during your implementation
                   Extend Strategy: The ability to offer up more self-
                    service tools to our customers like a course editing
                    tool
                                                     18

©2010 Really Strategies, Inc. | www.reallysi.com                                  Confidential
     Background
               Unica Corporation (NASDAQ:
                UNCA) is the recognized leader
                in marketing software solutions.
               Unica’s solutions integrate and
                streamline all aspects of online
                and offline marketing.
               Headquarters: Waltham, MA
               Customers 1,000+
               400+ employees



                                                   19

©2010 Really Strategies, Inc. | www.reallysi.com        Confidential
         CMS Business Goals: Content Reuse

                  Reduce the maintenance nightmare.

                  Speed up creating new publications.

                  Stop reinventing the wheel.




                                                   20

©2010 Really Strategies, Inc. | www.reallysi.com         Confidential
         CMS Business Goals: Streamlined Publishing

                  Moving publishing off the desktop to a centralized,
                   consistent, multi-format system that takes authors a
                   single-click to use.

                  Remove burden of formatting from authors.

                  Speed to create new publications.




©2010 Really Strategies, Inc. | www.reallysi.com                   Confidential
         CMS Business Goals: Ease of Translation

                  Streamline translation tasks and publication.

                  Reduce overhead costs.

                  Provide greater visibility into translation needs.




©2010 Really Strategies, Inc. | www.reallysi.com                        Confidential
         Measuring ROI: Content Reuse

                  No good formula for measuring.

                  Real metric is: How often should you reuse topics
                   vs. how often you appropriately do?
                    But this is qualitative.


                  Results: Most topics used in multiple contexts.


                                                   23

©2010 Really Strategies, Inc. | www.reallysi.com                     Confidential
         Measuring ROI: Streamlined Publishing

                  How quickly can we assemble new publication from
                   existing assets for new context?
                    Results: Hours vs. Days


                  No time spent in formatting documents.
                    Results: Time saved, presentation suffers




©2010 Really Strategies, Inc. | www.reallysi.com                 Confidential
         Measuring ROI: Ease of Translation

                  How quickly and easily can we translate content?
                    No error-prone file management

                    Management overhead still large


                  Cost savings
                    Reduced cost/publication largely through reuse




©2010 Really Strategies, Inc. | www.reallysi.com                  Confidential
     Measuring ROI: Overall results

            33% fewer writers than 2 years ago
            50% more projects


            75+ Publications, 2-3 active versions each
            10,000+ topics

            4 active languages




©2010 Really Strategies, Inc. | www.reallysi.com          Confidential
     Selling the investment: Align with company
        strategy

               Move towards solution selling argues
                for heavy reuse

               International expansion

               Focus on top line, not bottom
                             “Productivity”       alone won’t suffice



                                                            27

©2010 Really Strategies, Inc. | www.reallysi.com                         Confidential
     Surprise returns
            Adherence to standards makes
             change/improvements easy
               Resist the urge to customize; be simple, not
                optimal
            Greater teamwork and cross-training

               Centralized content, content sharing, negotiation,
                compromise




©2010 Really Strategies, Inc. | www.reallysi.com               Confidential
     Lessons Learned
            Challenges are cultural more than technical
               Give up control

               Collaborate and compromise

            Without change management, tools will fail




©2010 Really Strategies, Inc. | www.reallysi.com           Confidential
Building a Business Case Best Practices

       Developing the right metric to measure ROI is key to
        selling the business case to senior management
               Reduced workflow steps
               Increased products produced
               Reduced staff to produce same or more products

       Defining time to market efficiencies gained
       Aligning CMS purchase to company strategy
       Clearly communicate the goals and objectives
       Define and communicate the measurement of success


                                                   30

©2010 Really Strategies, Inc. | www.reallysi.com                 Confidential
What is your biggest roadblock to
               purchasing a CMS?




       ONLINE POLL

                                                   31

©2010 Really Strategies, Inc. | www.reallysi.com        Confidential
How to Make the Business Case for a
            CMS in Your Organization




       QUESTIONS

                                                   32

©2010 Really Strategies, Inc. | www.reallysi.com        Confidential
Upcoming Webinars

            DITA for Publishers: How Publishers Can
                          Really Do XML
                             March 10, 2010 | 2:00 to 3:00 PM EST

      How RSuite Helped The MIT Press Transform
                Its Publishing Operation
                                 April 7, 2010 | 2:00 to 3:00 PM EST

                         More Information: http://blog.reallysi.com/

                                                    33

©2010 Really Strategies, Inc. | www.reallysi.com                       Confidential

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How to Make the Business Case for a CMS in Your Organization

  • 1. How to Make the Business Case for a CMS in Your Organization February 17, 2010 ©2009 Really Strategies, Inc. | www.rsuitecms.com
  • 2. Webinar Agenda  Welcome, Overview, Introductions  Customer Case Studies  Best Practices Wrap-up  Online Poll  Q&A 2 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 3. Who is Really Strategies?  Founded: 2000  Consulting Services to Publishers 2007, 2009  Specialists in XML-based Content Management Solutions  Project/Program Management  Workflow Analysis and Reengineering 2004 - 2009  Content and Metadata Modeling  Technology Assessment and Roadmaps  Much more… 2006, 2007, 2008  RSuite CMS – A Content Management System for Publishers  DocZone – The first SaaS XML Content Management 2007, 2009 System 2004, 2005, 2007 3 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 4. Serving over 100 companies STM Educational Media Tech Pubs 4 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 5. Webinar Overview  How to Make the Business Case for a CMS in Your Organization  Online Poll: What is your biggest roadblock to purchasing a CMS?  Internal IT wants to develop their own CMS  Internal IT mandates solutions/tools  Overall cost to implement  No clear ROI  Too many technology choices 5 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 6. Online Poll: What is your biggest roadblock to purchasing a CMS? 6 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 7. Webinar Presenters  Anthony Barrera, Head of Internal Systems Development  Allison Risko Vice President, Learning Services  Mark Hoeber Sr. Manager, Technical Documentation 7 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 8. Background  Nature Publishing Group (NPG) is a publisher of high impact scientific and medical information in print and online.  NPG publishes journals, online databases, and services across the life, physical, chemical and applied sciences and clinical medicine. 8 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 9. CMS Business Goals  Consolidate multiple content-centric solutions  Leverage investment in MarkLogic Server  Apply automation wherever possible  Leverage investment in existing tools  Reduce resource requirements 9 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 10. Measuring ROI  Need to have a more automated process for online posting of journal content  Oldworkflow required 27 points of human intervention  New RSuite managed workflow requires only eight (8)  160 Journals + fewer manual steps = improved quality 10 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 11. Lessons Learned  Selling the idea of a CMS to Sr. Staff  Greatly reduce time to produce online content  Each person could take on more responsibilities  Less chance for error with automation  Efficiencies introduced will allow for the reallocation of resources  Future dividends realized from this investment  Faster rollout due to component reuse  Adding more journals won’t necessarily require adding personnel 11 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 12. Best Practices  Using Agile techniques allowed us to adapt to changes in business requirements  Identify problems early on  Identify gaps in the business processes  Ensure all environments are thoroughly tested  Having a dedicated focused team  Develop solutions more quickly ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 13.  29 years in business  On-line learning solutions Who we are  Servicing 400 clients We are a trusted partner and over 1 million users  SaaS Delivery – Company owned data centers  Multi-Language, global presence What we do Knowledge Solutions that Assure  Life sciences, Compliance and Improve healthcare, energy, Business Performance engineering & construction, general industry 13 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 14. ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 15. Background  Learning Services: Course Creation  Instructional Designers, Production, Narration, Multimedia Designers  Over 600 standard courses and over 3,500 custom developed courses and learning modules.  Over 200 projects per year touching hundreds of courses  HTML, XML, Flash, ASP 15 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 16. CMS Business Goals  Implement a new content management system to manage the process of creating new course formats (HIP-X) for deployment to our Learning Management System  More revenue through better and faster content updates to the courses  Reduce costs during content development 16 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 17. Measuring ROI  Faster updates to our courses  RSuite will enable us to find regulations in our courses quickly and we can update multiple courses in which these regulations are listed  Ease of implementing translations into our courses  Single source-multiple outputs  Reduction of efforts to deliver courses in multiple outputs  We are currently in implementation 17 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 18. Lessons Learned / Best Practices  Defend Strategy: These tools will enable us to ease our pain points  Customer Survey’s show dissatisfaction with response times to regulation changes  The nature of our current tool set does not support the efforts to ease these pain points  Communication!!!!!!  Showing progress during your implementation  Extend Strategy: The ability to offer up more self- service tools to our customers like a course editing tool 18 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 19. Background  Unica Corporation (NASDAQ: UNCA) is the recognized leader in marketing software solutions.  Unica’s solutions integrate and streamline all aspects of online and offline marketing.  Headquarters: Waltham, MA  Customers 1,000+  400+ employees 19 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 20. CMS Business Goals: Content Reuse  Reduce the maintenance nightmare.  Speed up creating new publications.  Stop reinventing the wheel. 20 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 21. CMS Business Goals: Streamlined Publishing  Moving publishing off the desktop to a centralized, consistent, multi-format system that takes authors a single-click to use.  Remove burden of formatting from authors.  Speed to create new publications. ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 22. CMS Business Goals: Ease of Translation  Streamline translation tasks and publication.  Reduce overhead costs.  Provide greater visibility into translation needs. ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 23. Measuring ROI: Content Reuse  No good formula for measuring.  Real metric is: How often should you reuse topics vs. how often you appropriately do?  But this is qualitative.  Results: Most topics used in multiple contexts. 23 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 24. Measuring ROI: Streamlined Publishing  How quickly can we assemble new publication from existing assets for new context?  Results: Hours vs. Days  No time spent in formatting documents.  Results: Time saved, presentation suffers ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 25. Measuring ROI: Ease of Translation  How quickly and easily can we translate content?  No error-prone file management  Management overhead still large  Cost savings  Reduced cost/publication largely through reuse ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 26. Measuring ROI: Overall results  33% fewer writers than 2 years ago  50% more projects  75+ Publications, 2-3 active versions each  10,000+ topics  4 active languages ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 27. Selling the investment: Align with company strategy  Move towards solution selling argues for heavy reuse  International expansion  Focus on top line, not bottom  “Productivity” alone won’t suffice 27 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 28. Surprise returns  Adherence to standards makes change/improvements easy  Resist the urge to customize; be simple, not optimal  Greater teamwork and cross-training  Centralized content, content sharing, negotiation, compromise ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 29. Lessons Learned  Challenges are cultural more than technical  Give up control  Collaborate and compromise  Without change management, tools will fail ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 30. Building a Business Case Best Practices  Developing the right metric to measure ROI is key to selling the business case to senior management  Reduced workflow steps  Increased products produced  Reduced staff to produce same or more products  Defining time to market efficiencies gained  Aligning CMS purchase to company strategy  Clearly communicate the goals and objectives  Define and communicate the measurement of success 30 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 31. What is your biggest roadblock to purchasing a CMS? ONLINE POLL 31 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 32. How to Make the Business Case for a CMS in Your Organization QUESTIONS 32 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential
  • 33. Upcoming Webinars DITA for Publishers: How Publishers Can Really Do XML March 10, 2010 | 2:00 to 3:00 PM EST How RSuite Helped The MIT Press Transform Its Publishing Operation April 7, 2010 | 2:00 to 3:00 PM EST More Information: http://blog.reallysi.com/ 33 ©2010 Really Strategies, Inc. | www.reallysi.com Confidential