Content Management System - Essay Example

Executive Summary: The demand for compatible learning products has sparked a wave of innovation. These new innovations are occurring in many industries. Unencumbered by the constraints of conventional learning theory, some companies are pioneering extraordinary real-time performance improvement products. The enterprise customer demand for integration, optimization, real-time collaboration, and embedded business alignment has created an emergent technology and business process methodology referred to as the real-time extended enterprise (Adkins, 2003). According to George Bretske, the following outline can be used to guide workflow: Furthermore, Bretszke feels that the following is important to consider when implementing workflow: On demand, one should be able to invalidate workflows (urgent message, self-contracting) Contracts should be indicated to the contractor in a contract administration (to-do list) in a system-controlled way It should be possible to set priorities for contracts The temporal control of contracts (time-controlled activation) should be supported An e-mail supported message should optionally be possible The initialisation of sub-workflows should be facilitated (for example, asking for a picture object when drawing up an article) The depiction of a four-eye principle should belong to the standard The further processing of objects should be possible (take over of contract by a second reviser) A later approval at the implementation of the workflow should be guaranteed In order to understand the purpose of this, it is first important to understand the definition of a content management system. The article entitled "What is a Content Management System" states: A content management system (CMS) is a system used to manage the content of a website. Typically, a CMS consists of two elements: the content management application (CMA) and the content delivery application (CDA). The CMA element allows the content manager or author, who may not know Hypertext Markup Language to manage the creation, modification, and removal of content from a Web site without needing the expertise of a webmaster. The CDA element uses and compiles that information to update the Web site. The features of a CMS system vary, but most include Web-based publishing, format management, revision control, and indexing, search, and retrieval. The article entitled "Content Management systems" states that CMS can be used in corporations for the following reasons: provides Web access to Web page content owners directly allows for faster updates of Web pages provides an easy-to-use interface where content owners don't need to know HTML creates accountability, as most content managers can track logins and changes to various pages within the site upholds standardization rules Introduction CMS can therefore help to cut back on workflow in the corporate environment. According to the December 2002 Database Development Survey by Evans Data Corporation, 48 percent of the companies surveyed provide real-time data feeds to decision makers. Nearly a third of the 600 database developers surveyed indicated that they updated their analytic databases on an hourly basis. That's now known as the "zero-latency" trend. In the context of this new zero-latency corporate environment, there's literally no place or time for courseware or the concept of taking a course (Adkins, 2003). Two enabling technologies that are becoming integrated with these real-time workflow applications are instant messaging (IM) and presence awareness. Bertszke states: First of all, roles should be defined on the basis of the previous process description, which are indispensable for the editorial operation. These typical roles are, for example, chief of service, editor, author, external author, picture editor, graphic artist/ HTML-editor, portal manager. In this, each editorial office uses different terms of roles, which however often are connected with similar tasks. Each role should be described on the basis of its tasks in the editorial process. In this it also has to be clarified if, for example, an editor has to be distinguished from an author or if the tasks of a picture editor and a graphic artist cannot be depicted in a common role. In addition to the above mentioned roles further roles, like for example, planner, audio/ video editor, teaser manager, documentalist, archivist or supplier/ investigator can be important, in particular in large online editorial offices. However, basically you should not try to make the whole thing more complicated than it is. Roles only make sense if they can be administrated in a simple way during the later operation and if they are really important for the implementation of the workflow. The process of implementing a specific content management system CMS database must take into account the type and form of information required, as well as the type of functions (such as querying) the system will perform. This also includes when taking Railfrog into consideration. The descriptions of content and equipment must conform to certain rules, and no matter how complex the system, the rules must be inviolable. If the field length for "Content Name" is to be four characters, then all content names recorded in the database have to conform, and older, existing nomenclature may need to be adapted to fit the new CMS conventions (Chiquoine, 2001). Further complicating the process is the fact that voice and data services generate different types of information about connectivity, and there is also great variation in connectivity information between data services themselves. Moreover, "information" about connectivity means different things to the various parts of the organization that are involved in managing or manipulating communications systems. Therefore, any CMS database contains an approximation, a construct, of what the network actually is, and there is always a tradeoff between a CMS with a limited structure that is easy to use, and a robust system that is more complex and difficult to use (Chiquoine, 2001). The first critical task in preparing for a CMS is to define which records will be contained within the CMS. One needs to decide which information will be recorded in the CMS, which will continue to reside in other systems, and how the two will be coordinated. From a practical standpoint, the personnel who work with specific subsystems are likely to continue their focus on maintaining these systems, and thus records in the CMS may not be adequately maintained (Chiquoine, 2001). Literature Review A first-level cut at the questions one needs to ask about the physical boundaries of the system are as follows: * What records of what equipment do you want to keep within the CMS * Do you have control over that equipment * How do you want to describe it * Can you be sure the information will be updated accurately and in a timely fashion * What other systems/processes use the same information, and are interfaces required to these systems The second critical issue is to determine the scope of the management functions for the content management system. You can find products that provide CMS functions for directory, call accounting, inventory management, PBX management, service order processing and problem management (Chiquoine, 2001). If one decides that it is important to integrate multiple management functions within a single content management system, he or she will find that no single package will have all the answers. Many are really designed for telemanagement (i.e., call accounting, inventory management, service order and chargeback), with very simple content records added as an afterthought. Moreover, since telemanagement had its origins in the voice world, the databases were designed for voice equipment and voice cabling; as a result, many have limited capacity for handling data facilities. If one chooses to operate a separate CMS alongside another telemanagement system, the CMS must be capable of operating in a limited fashion itself. The third critical issue is determining who will have responsibility for CMS upkeep. Basically, there are two choices: administrative or technical personnel. Many large communications organizations have clerks who already take MAC requests, issue service orders and track their completion. Even though they have a limited technical background, I believe they should have the responsibility for content and connectivity records maintenance because they are already maintaining records as part of their current routine (Chiquoine, 2001). In many cases, the administrative staff already makes other assignments in the service order, such as phone features, coverage groups and terminal equipment. Many database-only CMSs (as opposed to database-graphical CMSs) that include both voice and data systems have a structured service order flow that prompts the user and ensures that all the relevant information is updated (Chiquoine, 2001). Further, since the whole point of maintaining connectivity records is to save time, facilities should be pre-assigned from the database by an administrator when a service order is first cut. That eliminates the need for the technician to have to search for content pairs or available ports. Since the primary responsibility of technical personnel is to keep the network and its elements up and running, they tend to approach detailed record-keeping with fear and loathing (Chiquoine, 2001). If the responsibility for CMS upkeep and records maintenance is given to administrative staff, the CMS must be designed so the administrator can make "simple" technical decisions about connectivity requirements - e.g., knowing which types of jacks to look for or how many content pairs a circuit requires. In addition, the technicians must provide specific feedback to the database administrator in a timely and accurate manner. In this scenario, graphics-based CMSs are not familiar territory for clerical administrators, and so they must be evaluated cautiously (Chiquoine, 2001). If one decides to give the technical personnel responsibility for database maintenance, graphical CMSs may make more sense because technicians are better prepared to take advantage of all the information on the screen. This approach has worked successfully for CMSs dedicated to LANs and data networks, where control and responsibility are clear-cut - i.e., the technician is the only person affecting the system and also plays an administrative role. In contrast to many database-only systems, making changes to a graphics-based CMS is a very unstructured and unguided process - one will have to know all the things one needs to change, because the system won't guide an individual along. But whether the CMS is graphics-based or not, if the technical staff becomes responsible for records maintenance, there is the risk that they will not have the discipline or see the value in maintaining a high degree of accuracy (Chiquoine, 2001). The fourth critical issue, which will influence one's choice of a CMS computing platform and method for accessing that platform, is to determine who needs to have routine access to the system. Systems are available for standalone PCs, network workstations, minicomputers and mainframes. Generally, the more accessible the system is - i.e., the more people who can access the system - the more one will get his or her money's worth from the system. Most CMSs have record-locking features to prevent conflicts when more than one person tries to modify a record at the same time, but you need to understand how the systems you're considering perform this function; not all record-locking features work the same way (Chiquoine, 2001). For a highly distributed system in larger organizations, mainframe systems are very effective and can be accessed through SNA, LANs or dial-up. For smaller organizations, the standalone PC or a network workstation may be adequate, particularly if there is no need to transfer information to other telemanagement systems already on another platform. A word of caution about graphics systems on a network: Despite the obvious advantages of CAD-type graphics (pictures can be worth 1,000 words), moving CAD drawings around a network can be slow and tedious - in some cases, up to several minutes per drawing. If one uses a CAD-based system, make sure there is sufficient bandwidth to support the CMS applications without degrading network performance, and that the PC or workstation has a processor that is up to the task, typically a 386 machine or higher (Chiquoine, 2001). Implementation There are over 50 different commercial software packages that claimed to have some type of content management functionality. Trying to categorize and describe them all is a difficult - and subjective. However, below the examples are placed into four basic categories (Chiquoine, 2001). First, there are Multi-function telemanagement systems, which had their start as mainframe-based systems for use in large organizations. These systems are expensive - ranging from $50,000 to $200,000 - and tend to require substantial support for customization and maintenance. You wouldn't buy one just for content management, but if you want the ultimate in telemanagement functionality, these are some of the best. Five popular system written in CICS for the IBM mainframe are the Communications Management Systems (CMS I and CMS II) from Westinghouse Communications Software, Inc., MONIES from Stonehouse & Company, CCO fro Telco Research and ATMS from the Info Group. These systems offer a broad range of call accounting, traffic analysis and billing functions, a structured service order flow, trouble ticketing and content and equipment management. These systems track contents and wire-pairs to the wall outlet and between distribution frames, and in some cases, down to the block and pin level. The content record architecture is basically for voice wiring, but it can be adapted in some cases for tracking data services as well (Chiquoine, 2001). The MONIES system can generate a schematic picture (not to be confused with CAD-type drawings) of a circuit. A lower-priced version of CMS I is now available for Unix-based workstations. Another full-featured Unix product is ICE-9 from Cincinnati Bell Information Systems, Inc. This system is highly structured to track content and wire pairs down to the connecting block, pin and binder group levels. Station wiring is tracked outward from the wiring closet, rather than as a separate table of jacks or outlets. The system is geared toward voice wiring assignments. Unlike the other CICS systems, ICE-9 uses a relational database from Oracle that can be accessed for ad hoc reports using Structured Query Language (SQL) (Chiquoine, 2001). A fairly new entry in the large CMS system market is ALEX-IS from Bell Atlantic Software Systems. ALEX-IS contains service order, trouble ticket, content and equipment management and a variety of PBX management and call accounting features. It is available in VMS, AIX, Ultrix and PC-DOS versions, and a DB2/MVS system. ALEX-IS was designed from the outset for an integrated voice/data environment. Its content architecture is based on a list of pairs for a user-defined "block," or connection device, that can be associated to pairs on other blocks or to a wall outlet, called a "termination." This structure offers perhaps the most flexibility of the big systems for describing both voice and data services, although it is just beginning to see extensive implementation. ALEX-IS also can generate a schematic representation of a circuit, which is helpful to technicians during installation. Another item to consider is multifunction telemanagement systems with facilities management modules that have been developed for PCs and minicomputers to serve small and medium-sized organizations. In addition to having modules for call accounting and traffic analysis, these systems have an integrated facilities management module that manages work orders and typically tracks content and equipment inventory. The systems in this category, which run anywhere from $5,000 to $50,000, typically offer a lot of bang for the buck; especially if the software can be loaded onto hardware and networking equipment that is already in place. They also offer a single, integrated service order process that avoids the duplication and conflict that can occur with multiple record-keeping systems. However, if the system vendor claims support for data services, remember that their roots are usually in the voice telemanagement business, and expecting them to handle data environments - e.g., tracking the different types of data jacks - may be a stretch (Chiquoine, 2001). Familiar names in this group include Xtend, Quintrel, Xiox, Autotel and Moscom. Each uses a basic structure that tracks content pairs between distribution frames and out to the jack. There is typically only a limited ability to define intermediate connecting equipment (e.g., patch panels, balun blocks or punchdown blocks), but this varies from system to system. Many of these packages, such as Xtend's COM/CAD and Quintrel's Content Trak, have some basic CAD-type graphics capabilities. Most of these systems use relational databases that can provide for flexible, ad hoc reports. Next, one needs to consider Minicomputer- and PC-based systems, which have been developed more specifically for content and connectivity management, and which usually include a work order system. This category contains systems that were developed primarily for content and connectivity management. Most, if not all, include some form of service order, trouble ticket and inventory management functions. The CMSs in this category typically rely on popular relational database packages and can usually be accessed by multiple users on a LAN. Some also offer circuit schematics or CAD-type graphics. Looking first at combined graphics and database packages, we find that there are several good ones on the market. Three popular systems are CAD/COM from Network Facilities Professionals, Inc., Isicad's Command 2000 and Command 5000 systems, and the Computerized Communications Asset Management System (CCAM) from dp Communications. Isicad's original Command 5000 uses proprietary CAD software and a Unify database, and it operates on a Unix workstation. Recently, Isicad released Command 2000, which uses dBase III +, operates under DOS on a standalone PC and duplicates most of the functionality of the original 5000 system. The two Isicad systems overlay icons for content, devices and content paths onto a CAD drawing in one or more layers. Users can access the database directly, or through the drawing icon. Equipment inventory and an employee directory are included, and changes to the drawing/database can be captured and tracked as a work order. Both horizontal plan drawings and vertical elevation drawings can be maintained (Chiquoine, 2001). NFP's CAD/COM system has comparable 'features and manages the interactions between database and graphics in a similar way, but it uses a version of AutoCAD for the drawings, along with a db/Vista database. It runs under DOS and can be networked with several different network operating systems. In addition to modules for inventory, directory and work order, CAD/COM also offers a trouble ticket system for tracking problems. There is a built-in system for naming jacks and contents, a convenient bonus that can be overridden if required. NFP is one of the few companies whose sole business is supporting content management and CAD software (Chiquoine, 2001). CCAM from dp Communications also has similar functions, including a service order, user directory, content route design and trouble report. It uses an Oracle database, which can be resident on the local PC, networked PCs or a VAX or IBM mainframe. The graphics component overlays icons on AutoCAD drawings, and database information can be accessed and modified using the icons. (Chiquoine, 2001). CCAM offers a unique port and connector configuration for content and devices. Each content or device type is given a set of connectors on each end or side, and associations are then made between connectors. It is relatively easy to make the CCAM database highly descriptive, and it is well suited to both voice and data systems. CCAM can generate both a text report and a schematic of a circuit trace with numerous content and device components, as well as display and manipulate the CAD-type drawings (Chiquoine, 2001). Two database-only system packages are the Communications Resource Management System (CRMS) from ChiCor and Contentware from Comcorps Inc. Both can be networked from a file server, offer service order and trouble ticketing modules and provide for non-interactive (view-only) access to CAD drawings. CRMS offers an additional directory function, an expense analysis module and an optional interface to selected call accounting software packages (Chiquoine, 2001). Contentware also has some unique features, including a graphical representation of patch panels that can be queried by panel position, and a LAN Manager feature that very capably tracks wiring and assignments for token-ring and other local area networks. An upcoming release will include a graphical representation of a 110 block, which can also be queried by position, as well as enhancements to inventory tracking (Chiquoine, 2001). If one only wants a simple content database - i.e., no capabilities for inventory, service order or directory functions - two products to consider are ContentMaster from The Angeles Group and the Content Tracking System (CTS) from AT&T. The PC-based ContentMaster interfaces to The Angeles Group's CallMaster call accounting system and has optional inventory and directory functions. Both systems work well with the AT&T's Premises Distribution System (PDS) architecture, and both can generate a schematic display of a circuit or content from jack to termination. CTS is limited to networks with about 2,000 lines maximum, and it is available for PC-DOS machines (Chiquoine, 2001). Workflow and Railfrog The combination of a CMS and a properly designed workflow can yield significant savings and is likely to emerge as the centerpiece of telemanagement over the next few years. The software packages for content and connectivity management come in a wide variety of shapes and sizes. But what is the "proper" CMS tool It is recognized that many were, in fact, discussed above. Currently, the most easy-to-use, and thus probably the most popular CMS tool for most companies, is Railfrog. It is important to still remember that Railfrog may not work for all companies-one of the other CMS tools listed above could be better-but the important fact to consider about Railfrog is its concept of simplicity. While it may not be the final tool of choice for all of those wishing to add a CMS, it could very well be the initial starting point for all of those seeking out CMS applications. Railfrog is very simple and easy to use, and can, like the other CMS systems discussed above, help create a good workflow. The simplicity of the tool has made it more and more popular, especially with businesses that are just starting to implement a CMS system. Businesses that like to keep the technology focus simple, then, will be able to use this product to their advantage. Railfrog can handle several complex activities regardless of the simplicity presented by the software overall, and this has also been a key to its popularity. Like the rest of the constellation of network management products and services, no single system will fit the needs of every organization. Given the variety of products, there is likely to be one or more systems that can suit your organization, if one understands the right points to consider - including whether the workflow and internal organizational structure need to be changed. There's little benefit to be gained from an investment that substitutes lousy, inaccurate paper records with lousy, inaccurate software records. For most organizations, dealing with content management can be delayed but not avoided. By understanding the products that are available, one will be in an excellent position to plan a sound implementation and be ready to embrace new and improved systems in the years to come. As discussed above, content management systems can do several things for coporations. As the article "Content Managemet Systems" discussed, CMS can "provide Web access to Web page content owners directly, allows for faster updates of Web pages, provides an easy-to-use interface where content owners don't need to know HTML, creates accountability, as most content managers can track logins and changes to various pages within the site, upholds standardization rules." Railfrog is no exception to this rule as far as CMS is concerned. In fact, in comparison to most CMS applications out there, Railfrog is actually simpler and easier to use; many have recently dubbed it the simplest CMS software around. Therefore, a company can greatly benefit by keeping things simply and to the point by using Railfrog, thus not only saving time with a CMS system in general, but saving even more time on top of this because Railfrog is the easiest system to use. Railfrog actually comes in two forms, either Railfrog itself with the "Ruby on Rails Engine," found at: http://github.com/railfrog/railfrog/tree/master, or one can use the "Railfrog Content Management System," an application that uses Railfrog in order to build a CMS. This is found at: http://github.com/railfrog/railfrogcms/tree/master. Railfrog can be used with any Ruby on Rails application, and this allows program to be extended with content management capabilities. The Railfrog engine will appear if one is developing using the Ruby on Rails application, or contributing to the Railfrog project itself (Welcome to Railfrog). In its most basic definition, Railfrog is an easy and ready to use content management system. It will allow the user to get started with Railfrog as a standalone web publishing tool. If one is just starting out on this software, the RailfrogCMS program is the best approach, as it is the easiest tool to use. Railfrog is built on top of Ruby on Rails, and runs anywhere one can get Ruby on Rails running: that is, on most current platforms, including Windows, Mac OS/X and Linux. In order to initialize the program, one will be using a Rails-enabled web host or perhaps a VPS to deploy the application, and perhaps a laptop if you want a separate system for testing and development (Welcome to Railfrog). The goal of Railfrog was to be a "CMS for the rest of us," as their website states. The company's main goal was to allow for the easy publication of an eye-catching website. Basically, the goal was to make this publication easy not just for developers and designers, but for anyone that knows how to use a browser and follow directions. While Railfrog's company admits the development of its CMS is not that quite easy just yet, this is the company's overall goal. Still, the company has, in fact, met one of its goals-it is currently considered the easiest-to-use CMS on the market. The company has been able to do this by focusing on simplicity, and keeping the simple in mind when helping others develop a CMS. Thus, they try to keep a focus on the essentials only when providing a toolkit for the CMS developer. Since Railforg has managed to keep itself so simple, it is allowing for more individuals to create a nice website that is easy for individuals to maintain, and also easy to integrate into other various web applications. Conclusion The key to success in the corporate world nowadays is technology, and what technology can do is optimize workflow and thus allow the business to make the most for its money. A CMS system can help any corporation by providing a well developed, easy to use, and easy to update website system. However, to make things even simpler for companies, using the simplest CMS system is, of course, ideal. Since Railfrog has been dubbed the easiest CMS system to use, companies that decide to implement the technology will find that their workflow will become ideal. Railfrog is therefore a central concept for companies to consider when looking at workflow and CMS systems. References Adkins, S. (2003). The Brave New World of Learning T&D, Vol. 57, June 2003. Brentzke, J (2004). CMS Implementation II. Retrieved July 6, 2009, from: http://www.contentmanager.net/magazine/article_83-print_cms_implementation_ii.html Chiquoine, W. (2001). Business Communications Review, Vol. 21, "Content Management Systems" (n.d.). Retrieved July 6, 2009, from: http://searchsoa.techtarget.com/sDefinition/0,,sid26_gci508916,00.html "Welcome to Railfrog." (n.d.). Retrieved July 6, 2009, from: http://github.com/railfrog/railfrogcms/tree/master Read More