Understand Site Governance

Site governance makes it easy for business users to create sites that conform to company policy and gives site administrators an easy way to control and track sites from a centralized location.

The Problem

There’s a problem in the industry today. Companies are suffering from experience explosion. These experiences need to be created and deployed quickly, with central visibility to keep with company branding and messaging. Enterprises often find it takes forever to develop and deliver new experiences. To be successful, your company needs powerful and adaptable technology so you can scale, with speed, to create and manage many experiences consistently—and propel product or brand initiatives. You need to quickly and efficiently make new experiences available, or you'll miss market opportunities, and not engage customers and prospects optimally.

Experience explosion is often the result of years of separate, siloed initiatives, during which each division, brand, and team acquired web content management (WCM) systems without central oversight. This creates a complicated environment that is slow to market, vulnerable to security threats, and inflicts spiraling and unpredictable costs.

A lack of consistent processes for building experiences along with the use of a disparate mix of WCM technologies exposes your organization to massive security risks. When multiple stakeholders each own a little piece of the website problem, core responsibilities, such as security, become fragmented, leaving your enterprise vulnerable. All these experiences delivered from different WCM systems with different web application and IT infrastructure oversight make it difficult, if not impossible, to ensure everything is properly protected.

Plus, maintaining multiple high-priced commercial WCM systems results in duplicative costs—a gift that keeps on giving every year with license renewal fees and ongoing support costs from internal or external partners.

This leads to constraints on everyone:

  • Constraints on the business:
    • No self-service; reliant on IT or expensive outsourcing
    • Inability to make updates without technical help
    • No business-friendly tools to manage the effort
    • No central visibility into all the experiences and activity
  • Constraints on IT:
    • IT involvement needed for every experience
    • Lack of governance over experiences created by the business, including unmonitored outsourced experiences
    • Fragmented stacks used to build experiences
    • Must manage and deploy changes to content and layouts across hundreds of experiences
  • Constraints on users:
    • Inconsistent messaging across channels
    • Out-of-date information
    • Poor performance, leading to channel abandonment

The Solution

Oracle Content and Experience's governance simplifies and accelerates experience delivery for business users while giving your IT departments an easy way to control and track experiences from a centralized location with the ability to fully manage the entire experience lifecycle, reducing the cost to create and maintain each new experience a company needs. Governance is built into the core of Oracle Content and Experience; it just needs to be enabled by your administrator. See Configure Sites and Assets Settings in Administering Oracle Content and Experience Cloud.

Screenshot of site creation with governance

Features

  • Catalog of approved templates—IT developers can populate a template catalog with a set of site templates for the needs of different lines of business. They can limit which templates are available and to whom they're available. They can apply template policies to specify the type of security new sites must adhere to and whether new sites require approval. This allows for a fast and simple way to request new sites while ensuring that business users follow brand and security guidelines. See Change Template Status or Audience and Change Template Policies.
  • Streamlined requests, approvals, and provisioning—Give business users the ability to rapidly request new sites with required approvals and automated provisioning. See Create Sites with Site Governance and Manage Site Requests.
  • Site management—IT departments can manage all sites from one place regardless of who created and deployed the site. IT users can monitor site status and change status for any deployed site. See Manage Sites and Site Settings.

Benefits

When you use governance, you'll see a reduction in cost to create and maintain each new experience.

  • Benefits for the business:
    • Rapid provisioning without dependence on IT
    • Separation of content from design, enabling reuse
    • Manage experiences, users, and permissions globally in one console
    • Gain insights into experience operations via reports
  • Benefits for IT:
    • No complex implementation (cloud-native solution)
    • Auto-scaling to deal with growth and seasonal peaks
    • Governance over experiences, ensuring they are secure and meet corporate branding and compliance standards
  • Benefits for the user:
    • Consistent messages across channels
    • Up-to-date information
    • Optimal performance
    • Secure experience

The Process

Here are the steps involved with creating and managing sites using site governance:

  1. Your administrator enables governance. See Configure Sites and Assets Settings in Administering Oracle Content and Experience Cloud.
  2. A site administrator makes approved templates available to users for creating sites. See Change Template Status or Audience and Change Template Policies.
  3. A user creates a site request from an approved template. See Create Sites with Site Governance.
  4. The site administrator approves the site request and the site is automatically created. The site administrator can also deny the site request with a note explaining why the request was denied, and the site creator can correct the issue and submit the request again. See Manage Site Requests.
  5. The site creator continues the site creation process, editing and publishing the site. See Understand the Site Creation Process.
  6. Ongoing site management and updates can be done on the Sites page. Site administrators can see all sites on the Sites page; other users can see sites they created or are members of. See Manage Sites and Site Settings.