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

2. 6/3/2015 AgendaAgenda 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. 6/3/2015 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. 6/3/2015 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. 6/3/2015 High Value ECM at PNNL Requires a Team Approach 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

6. 6/3/2015 Relationship IT Strategic Plan, IT Enterprise Architecture, and IT Portfolio Increasing Detail / Increasing Volatility 5-15% change per year 60-90% 20-30% 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 Strategic Plan 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 Improvements road map Status 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 IT Enterprise Architecture IT vision & strategies Near-term actions

7. 6/3/2015 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. 6/3/2015 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. 6/3/2015 Milestones & Costs

10. 6/3/2015 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. 6/3/2015 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. 6/3/2015 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. 6/3/2015 CM Purchase Use Process from Portal Evaluation Project Technical Product Evaluation Governance Activities

14. 6/3/2015 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. 6/3/2015 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. 6/3/2015 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. 6/3/2015 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. 6/3/2015 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. 6/3/2015 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?