Content Management Activities at Pacific Northwest National Laboratory

1. Content Management Activities at Pacific Northwest National Laboratory Interlab 2003 Nancy Stratton Annanaomi Sams Genevieve Millsap Pam Novak

2. Agenda • Enterprise content management versus web content management • Previous CM-type initiatives • FY03 activities • FY04 plans • CM purchase • Metadata issues • Where do we go from here?

3. Definition of Enterprise Content Management • Process for managing content that spans different areas of an organization or project, created by multiple authors, and shared via many different media. • ECM differs from document management • Content stored as elements in a central repository, not as files • All kinds of content goes into ECM repository • Content is then published in many formats using templates

4. Previous CM-type efforts: We are not starting from scratch! • STOP – modular content development method • Meridian – document management tool • Digisource – image library • TRIM – central file/records management tool • Electronic Notebook – Chemistry Collaborative • Building Energy Codes/Standards

5. Who: Content owners (management system owners) Content analysts IT specialists Content users Policy specialists Security specialists Records specialists Information specialists / Librarians What: Approach and strategy Technology Processes shared in a communication plan Metadata standards Governance policies SBMS standards High Value ECM at PNNL Requires a Team Approach

6. IT Strategic Plan • Description of how IT supports the Laboratory strategic goals: • Long-term IT vision • Key IT strategies • Business outcomes • Exemplar near-term actions • Alignment with Lab Agenda IT vision & strategies IT Enterprise Architecture • Framework for implementing IT to achieve the Laboratory strategic goals and the IT vision: • Current state → Target state • Technical reference model • Standards profile • Security standards profile Improvements road map IT Portfolio • Details and status of current year projects and activities: • Information Resources inventory • Service Level Agreements • Improvement projects • Budget and staffing plan • Performance indicators Near-term actions Status Increasing Detail / Increasing Volatility 20-30% 5-15% change per year 60-90% Relationship IT Strategic Plan, IT Enterprise Architecture, and IT Portfolio

7. FY03 Activities • General research • Bob Boiko (Content Management Bible) CM workshop • Ann Rockley (Enterprise Content Management?) 2-day workshop • Presented CM concepts to PNNL Operations Director • Developed Operations Improvement Initiative (OII)

8. FY03: CM Operations Improvement Initiative Phase 1 (FY04): ·   Define and document approach. ·   Report on lessons learned document Phase 2 (FY05): ·   Draft standard classification system for content. ·   Propose process for clearing new terms into a shared content repository. ·   Develop communications plan Draft SBMS content management governance policy

9. Milestones & Costs

10. Final Results of OII • Ranked 2 of 14 initiatives by Business Information Systems Council • Ranked 5 by Management System owners • Only top 3 initiatives were funded • Process educated decision makers about CM W • Will update proposal and try again in FY05

11. FY03 Activities: General • Led Lab-level working group; shared lessons learned and research findings • Held brown bag presentations • Attended professional conferences (IPCC, Interlab02, ASIST, Dublin Core) • Participated on Portal Governance Committee, Portal Technical Requirements Committee

12. FY04 Plans • Select CM intern from University of Washington I-School • Update OII • Develop initial metadata standard, common vocabulary • Participate on CM technical requirements and governance committees • Develop requirements in FY04 with purchase early FY05

13. CM Purchase • Use Process from Portal Evaluation Project • Technical Product Evaluation • Governance Activities

14. Technical Product Evaluation • Objectives • Evaluate leading portal software against the technical requirements specified in FY02 • Make product recommendation • Participants • Core Team of 2 IS&E staff • IS&E Technical Consultants • Peer-Review Group - 12 staff IS&E and STI

15. Technical Product Evaluation • Process • Review of product research – 20+ vendors • 7 products chosen for evaluation • Objective scoring based on weighted criteria • RFP to 2 top scorers • Plumtree responded and met all mandatory requirements; Vignette declined. • Procurement in September

16. Governance Activities • Objectives • Establish a broad-based group to provide recommendations for portal governance and administration through its lifecycle stages. • Document recommendations • Participants • Group of 22 management system owners, researchers and staff from Strategic Planning, STI and Communications

17. Governance Activities • Process • Meetings throughout the year – each with a specific focus area • Policies and procedures working group • Communication of technical activities • Participation in demos and product reviews • Discussions with others who’ve been there • Results • Recommendations for pilot implementation • Recommendations for governance ownership – STI • Lessons Learned • Get staff involved early on!!

18. Metadata Issues • Research • Dublin Core, faceted metadata • Structured and hierarchical vocabulary • Manual/automated • Vertical integration • Research • DOD, DOE, Battelle • Tools, integrated and standalone • Activities • Portal governance • Standards development • Taxonomy • Clearninghouse for terms • Structured or common vocabulary

19. Where do we go from here? • We are aligned with DOE direction and current thrusts • Have the opportunity to set up a DOE Lab-wide metadata standard and common vocabulary • Standards and/or governance committee at DOE-level? • DOE CM conference? Or working group?