Welcome

1. Welcome CMS IIWorkshopEmployee Central.

2. Set-up Content Migration Kickoff Pre-Launch Preparation Solution Concept Content Inventory Project Timeline Communication Planning (CP) Communication Planning (CP) CP Workshop Create CP Strategy CP Action Planning CP Execution Portal II Training & Workshop Activities Hands-on Working Sessions Taxo III CMS V CMS IV CMS II CMS III Taxo II EC Over-view Portal I CMS I Taxon- omy I Governance Overview I Format ------- Slide Decks ------- ---------- Slide Decks ---------- Interwise and I-Learn Slides Interwise Live Delivery Mtg. CBT CBT CBT WS WS WS WS WS WS WS WS Overall Governance -- Completed/Ongoing Project Sequence – Training, Workshops, Hands-on Sessions

3. Agenda – CMS II • Reminder on CM Definition • What is a content inventory? • What is the purpose of doing a content inventory? • Column descriptions • Identify existing folder structure with a view to creating a new folder structure • Exercise: Content Cleanup – identify obsolete content. The criteria to consider (no links to the content, older than x, outdated by x, superseded by x, etc.)

4. What is Content Management? • Content Management is a broad term referring to applications and processes to manage Web-based content and document-based content • Managing content includes the steps to conceptualize, create, review, approve publish, archive and destroy Import Document-based Content Web-based Content -- Template Content Management Lifecycle

5. What is a content inventory? • A content inventory is a technique that allows existing and planned (future) content (document and web-based) to be identified – and in the process have several important elements defined • At Halliburton, we use a manually-based technique to inventory content – this screenshot shows a typical Excel spreadsheet used as a template to collect content inventory information

6. What is the Purpose of doing a Content Inventory? • Content Inventories are conducted to help define and implement: • Content management processes and roles, • Content presentation details (through a portal or web-based framework), and • Various elements inputed into CMS – including author, owner, title, description, location, comments, review dates, and expiration dates

7. Content Inventory – Column Descriptions • File Path Directory – Location of the file in the current directory structure. • File Name– Name of the file. • Document Title – Enter title of the content. This title is displayed in the portal for example, when the document is shown in the portal documents directory. In the case of ASP and HTML files, the title is also displayed in the browser title bar. • Content Description– Enter a brief description of the content. This is also displayed in the portal in the documents directory. • Comments – This column will be used to capture security restrictions. Use this column to enter the names or the group of users to whom the content is restricted. • Content Owner – Enter the name of the person responsible for the content. Others may be involved in the creation and maintenance of the content but the owner is ultimately responsible for the content.

8. Content Inventory – Column Descriptions • Content Security (restrictions) – Identifying access to content – restricted, confidential, internal use, public access.

9. Content Inventory – Column Descriptions • Location – Enter the location of the world that this content pertains to—or is particularly relevant to. • Content Author – This is the person who actually creates the content. This is sometimes the same person as the Content Owner. • Months before Review – Indicate the period in months, from today, that you would like the content to be reviewed. Note that the CMS system will send the content owner a reminder to review the content. • Months before Expiration – Indicate the period in months, from today, that the content should no longer be available on the portal. Note that the CMS system will send the content owner a warning prior to the expiration. The default expiration time is one year. • Content Format – Indicate the exact format of the content – which provides information regarding web-based or content-based.

10. Identify existing folder structure with a view to creating a new folder structure • With HalWorld, the folder structure organizing content tends to be archaic (inherited) due to a lack of folder “governance” – so moving to CMS provides an opportunity to clean up this folder structure Archaic/Chaotic vs. Logical Organization

11. New Folder Structure • Creating the folder structure early is a must – and this requires a view into the future since changing the folder structure later can be a challenge • A folder structure should be based on how you organize your content rather than on how you want to present content or how your department or workgroup is organized Sample Folder Structure as it appears in CMS – Web Desk Pro Sample Folder Structure created in Excel

12. Exercise: Content Cleanup – identify obsolete content and the criteria to consider • Review completed content inventory – this is content clean-up • Sample Criteria for Evaluation (content clean-up): • no links to the content • older than x • not revised in x • outdated by x • superseded by x • owned by x • approved by x • Some things to keep in mind: • More than 40% of content and files in HalWorld (as of August 2003) have not be reviewed in more than 2 years • With CMS – all content will automatically expire in 12 months if it is not reviewed before then • Key Objective: single-source content that is managed by owners

13. Thank You CMS IIEmployee Central. community pages only More Training: Portal Training and Policies Site