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Headless CMS Implementation
A ready-to-use Headless CMS implementation project plan with predefined phases, tasks, milestones, and effort estimates to plan, integrate a CMS, build API-driven content workflows, and launch scalable digital experiences.
Published February 15, 2026 by Kriyastream
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Duration
8 months
Effort
1052h
Phases
8
Tasks
139
Staffing
Content Management Systems
Content Strategist104h
IT Consulting
Change Management Specialist4h
IT Consultant41h
IT Project Manager67h
Product Owner4h
Systems Administrator30h
Technical Writer49h
Technology Solutions Architect22h
Training Specialist25h
Software Development
Business Analyst62h
Integration Specialist51h
Performance Engineer4h
QA Engineer109h
Software Architect50h
Software Engineer430h
Work Breakdown Structure
| Phase/Task | Estimate | Assign To |
|---|---|---|
Discovery & Strategy3w Project kickoff, content and channel discovery, requirements and scope. Duration ~2-3 weeks. | ||
Project Kickoff & Governance5d Kickoff, governance, workspace, communication plan, CMS platform access. | ||
Project kickoff; roles and RACI1d Project kickoff meeting; roles and RACI. 1 day. | 9h | IT Consulting - IT Project Manager |
Governance (steering content approval change)1d Define governance. 0.5 day. | 4h | IT Consulting - IT Project Manager |
Project workspace and tools1d Set up project workspace and tools. 0.5 day. | 4h | IT Consulting - IT Project Manager |
Communication and status plan1d Establish communication plan. 0.5 day. | 4h | IT Consulting - IT Project Manager |
CMS platform access (trial/sandbox)1d Environment access and provisioning. 1 day. | 9h | IT Consulting - Systems Administrator |
Content & Channel Discovery2w Content audit, channel inventory, stakeholder interviews, integration landscape, discovery summary. | ||
Content audit (existing site/CMS)4d Content audit. 2 days. | 17h | Content Management Systems - Content Strategist |
Channel inventory1d Channel inventory. 0.5 day. | 4h | Content Management Systems - Content Strategist |
Stakeholder interviews (editors marketing)2d Stakeholder interviews. 1.5 days. | 12h | Software Development - Business Analyst |
Integration landscape (PIM DAM analytics)3d Integration landscape. 1 day. | 9h | Software Development - Integration Specialist |
Discovery summary and recommendations1d Discovery summary. 1 day. | 9h | Content Management Systems - Content Strategist |
Requirements & Scope1w Functional and non-functional requirements, scope, backlog prioritization, sign-off. | ||
Functional requirements (authoring workflow delivery)2d Functional requirements. 1.5 days. | 12h | Software Development - Business Analyst |
Non-functional (performance availability i18n)1d Non-functional requirements. 0.5 day. | 4h | IT Consulting - Technology Solutions Architect |
Scope (in/out) assumptions constraints3d Define scope. 0.5 day. | 4h | Software Development - Business Analyst |
Backlog prioritization and phasing1d Prioritize backlog. 0.5 day. | 4h | IT Consulting - Product Owner |
Requirements sign-off1d Requirements sign-off. 0.5 day. | 4h | IT Consulting - IT Project Manager |
Content Architecture & Design4w Content modeling, API and delivery design, workflow and authoring design, migration design. ~3-4 weeks. | ||
Content Modeling2w Content type inventory, field design, relationships, taxonomy, documentation, sign-off. | ||
Content type inventory and naming4d 2 days. | 17h | Content Management Systems - Content Strategist |
Field design (types validation repeatables)2d 2 days. | 17h | Content Management Systems - Content Strategist |
Relationships and references (entries assets)2d 1.5 days. | 12h | Software Development - Software Architect |
Taxonomy and tagging model3d 1 day. | 9h | Content Management Systems - Content Strategist |
Content model documentation1d 1 day. | 9h | IT Consulting - Technical Writer |
Content model review and sign-off1d 1 day. | 9h | Content Management Systems - Content Strategist |
API & Delivery Design1w API strategy, query patterns, localization, webhooks, API design document. | ||
API strategy (REST vs GraphQL preview/delivery)1d 1 day. | 9h | IT Consulting - Technology Solutions Architect |
Query patterns and response shape4d 1.5 days. | 12h | Software Development - Software Architect |
Localization and locale strategy1d 1 day. | 9h | Software Development - Software Architect |
Webhook/event design (publish unpublish)1d 0.5 day. | 4h | Software Development - Software Architect |
API design document1d 1 day. | 9h | Software Development - Software Architect |
Workflow & Authoring Design6d Editorial workflow, roles and permissions, preview and scheduling, sign-off. | ||
Editorial workflow (draft to review to publish)1d 1 day. | 9h | Software Development - Business Analyst |
Roles and permissions (editors approvers admins)3d 1 day. | 9h | Software Development - Business Analyst |
Preview and scheduling rules1d 0.5 day. | 4h | Software Development - Business Analyst |
Workflow design sign-off1d 0.5 day. | 4h | Software Development - Business Analyst |
Migration & Taxonomy Design6d Content migration strategy, URL mapping, media migration, data quality rules. | ||
Content migration strategy (what how order)1d 1 day. | 9h | IT Consulting - Technology Solutions Architect |
URL/redirect mapping1d 0.5 day. | 4h | Content Management Systems - Content Strategist |
Media/asset migration approach3d 0.5 day. | 4h | Software Development - Software Architect |
Data quality and cleansing rules1d 0.5 day. | 4h | Software Development - Business Analyst |
CMS Build & Configuration1mo Platform setup, content types and taxonomy build, workflows and permissions, integrations, API and delivery config. ~5-6 weeks. | ||
Platform Setup1w Environment setup, SSO, branding, backup, code promotion. | ||
Environment setup (dev staging prod)1d 1 day. | 9h | IT Consulting - Systems Administrator |
SSO and identity (if required)1d 0.5 day. | 4h | IT Consulting - Systems Administrator |
Branding and UI preferences3d 0.5 day. | 4h | Software Development - Software Engineer |
Backup retention and compliance settings1d 0.5 day. | 4h | IT Consulting - Systems Administrator |
Code/config promotion process1d 1 day. | 9h | Software Development - Software Engineer |
Content Types & Taxonomy Build2w Create content types, configure fields, relationships, taxonomy, sample content. | ||
Create content types (schema)5d 3 days. | 25h | Software Development - Software Engineer |
Configure fields (validation help text)2d 2 days. | 17h | Software Development - Software Engineer |
Relationships and components2d 1.5 days. | 12h | Software Development - Software Engineer |
Taxonomy and tagging setup3d 1 day. | 9h | Software Development - Software Engineer |
Sample content (seed data)1d 1 day. | 9h | Content Management Systems - Content Strategist |
Content type review and tweaks2d 1.5 days. | 12h | Software Development - Software Engineer |
Workflows & Permissions2w Workflow states, roles and permissions, preview config, notifications, testing. | ||
Workflow states and transitions4d 1.5 days. | 12h | Software Development - Software Engineer |
Roles and permissions matrix1d 1 day. | 9h | Software Development - Software Engineer |
Preview and scheduled publish config1d 1 day. | 9h | Software Development - Software Engineer |
Notifications (assignments approvals)1d 0.5 day. | 4h | Software Development - Software Engineer |
Workflow testing and tuning4d 2 days. | 17h | Software Development - Software Engineer |
Integrations (CMS-side)1w DAM connector, webhooks, inbound APIs, analytics, integration testing. | ||
DAM/asset connector (if separate)2d 1.5 days. | 12h | Software Development - Integration Specialist |
Webhooks (outbound to build/preview)1d 1 day. | 9h | Software Development - Integration Specialist |
Inbound APIs (optional PIM external data)4d 1.5 days. | 12h | Software Development - Integration Specialist |
Analytics/tracking (editor behavior)1d 0.5 day. | 4h | Software Development - Software Engineer |
Integration testing (unit)1d 1 day. | 9h | Software Development - Integration Specialist |
API & Delivery Configuration1w Delivery API, preview API, localization, caching, API documentation. | ||
Delivery API config (environments keys)1d 0.5 day. | 4h | Software Development - Software Engineer |
Preview API and draft content access1d 0.5 day. | 4h | Software Development - Software Engineer |
Localization and locale config3d 0.5 day. | 4h | Software Development - Software Engineer |
Caching headers and CDN hints1d 0.5 day. | 4h | Software Development - Software Engineer |
API documentation (generated or manual)1d 1 day. | 9h | IT Consulting - Technical Writer |
Content Migration & Authoring Setup3w Migration execution, authoring enablement. ~2-3 weeks. | ||
Migration Execution3w Extract, transform, load to dev/staging, media migration, production runbook. | ||
Extract content from source (export/API)4d 2 days. | 17h | Software Development - Software Engineer |
Transform to new schema (mapping scripts)3d 2.5 days. | 21h | Software Development - Software Engineer |
Load to dev; validate and fix4d 1.5 days. | 12h | Software Development - Software Engineer |
Load to staging; UAT content set2d 1.5 days. | 12h | Software Development - Software Engineer |
Media/asset migration and CDN2d 2 days. | 17h | Software Development - Software Engineer |
Production migration runbook3d 1 day. | 9h | Software Development - Software Engineer |
Authoring Enablement4d Editor UI review, authoring guides, content team training. | ||
Editor UI review (labels help order)1d 1 day. | 9h | Content Management Systems - Content Strategist |
Authoring guides and quick reference1d 1 day. | 9h | IT Consulting - Technical Writer |
Content team training (hands-on)2d 1.5 days. | 12h | IT Consulting - Training Specialist |
Frontend Integration & API Delivery3w Consuming application integration, build and publish pipeline, additional channels. ~3-4 weeks. | ||
Consuming Application Integration1w API client, fetch content, dynamic routing, preview, localization, caching. | ||
API client setup (SDK or REST/GraphQL)1d 0.5 day. | 4h | Software Development - Software Engineer |
Fetch content by type (pages components)2d 2 days. | 17h | Software Development - Software Engineer |
Dynamic routing (e.g. by slug)1d 1 day. | 9h | Software Development - Software Engineer |
Preview mode (draft content in app)3d 1 day. | 9h | Software Development - Software Engineer |
Localization (locale param fallbacks)1d 1 day. | 9h | Software Development - Software Engineer |
Error handling and fallbacks1d 0.5 day. | 4h | Software Development - Software Engineer |
Caching strategy (ISR CDN revalidate)1d 1 day. | 9h | Software Development - Software Engineer |
Build & Publish Pipeline6d Webhook receiver, incremental build, preview deployments, pipeline docs. | ||
Webhook receiver (on publish)1d 0.5 day. | 4h | Software Development - Software Engineer |
Incremental/on-demand build config3d 1 day. | 9h | Software Development - Software Engineer |
Preview deployments (staging URL)1d 1 day. | 9h | Software Development - Software Engineer |
Pipeline documentation1d 0.5 day. | 4h | IT Consulting - Technical Writer |
Additional Channels (if in scope)1w Second channel integration, channel-specific content, smoke tests. | ||
Second channel integration (e.g. app email)5d 2.5 days. | 21h | Software Development - Software Engineer |
Channel-specific content or overrides1d 1 day. | 9h | Software Development - Software Engineer |
Smoke tests per channel1d 0.5 day. | 4h | Software Development - QA Engineer |
Deployment2w Pre-deployment, go-live. ~1.5-2 weeks. | ||
Pre-Deployment1w Production CMS config, content migration run, frontend prod config, go/no-go, rollback plan. | ||
Production CMS and env config1d 0.5 day. | 4h | IT Consulting - Systems Administrator |
Production content migration run4d 1.5 days. | 12h | Software Development - Software Engineer |
Frontend prod config (API URL keys)1d 0.5 day. | 4h | Software Development - Software Engineer |
Go/no-go checklist1d 0.5 day. | 4h | IT Consulting - IT Project Manager |
Rollback plan and comms1d 0.5 day. | 4h | IT Consulting - IT Project Manager |
Go-Live1w Cutover, smoke tests, user communication, go-live support. | ||
Cutover (DNS deploy switch)3d 1 day. | 9h | IT Consulting - IT Project Manager |
Smoke tests (critical pages API)1d 0.5 day. | 4h | Software Development - QA Engineer |
User communication and support brief1d 0.5 day. | 4h | IT Consulting - Change Management Specialist |
Go-live support (war room)2d 1.5 days. | 12h | Software Development - Software Engineer |
Testing4w Test planning and prep, system and API testing, user acceptance testing. ~2-3 weeks. | ||
Test Planning & Prep6d Test strategy, test cases, test data and environment freeze. | ||
Test strategy (content API frontend E2E)1d 0.5 day. | 4h | Software Development - QA Engineer |
Test cases (functional content workflows)4d 1.5 days. | 12h | Software Development - QA Engineer |
Test data and environment freeze1d 0.5 day. | 4h | Software Development - QA Engineer |
System & API Testing1w API tests, content workflow tests, frontend integration tests, performance, defect retest. | ||
API tests (response shape locales)2d 1.5 days. | 12h | Software Development - QA Engineer |
Content workflow tests (publish preview)3d 1 day. | 9h | Software Development - QA Engineer |
Frontend integration tests2d 2 days. | 17h | Software Development - QA Engineer |
Performance (API latency page load)1d 0.5 day. | 4h | Software Development - Performance Engineer |
Defect log and retest1d 1 day. | 9h | Software Development - QA Engineer |
User Acceptance Testing2w UAT kickoff, execution, defect triage and fix, sign-off. | ||
UAT kickoff (authors and business)3d 0.5 day. | 4h | IT Consulting - Training Specialist |
UAT execution (authoring and consumption)4d 4 days. | 34h | Software Development - QA Engineer |
UAT defect triage and fix4d 2 days. | 17h | Software Development - Software Engineer |
UAT sign-off1d 0.5 day. | 4h | Software Development - Business Analyst |
Hypercare & Transition2mo Hypercare support, knowledge transfer and handover, project closeout. ~2-3 weeks. | ||
Hypercare Support2w Dedicated support, defect fix and enhancements, daily standups, knowledge base. | ||
Dedicated support (hotline / channel)1w 5 days. | 41h | IT Consulting - IT Consultant |
Defect fix and small enhancements3d 3 days. | 25h | Software Development - Software Engineer |
Daily standups with content/ops1d 1 day. | 9h | IT Consulting - IT Project Manager |
Knowledge base and authoring docs3d 1 day. | 9h | IT Consulting - Technical Writer |
Knowledge Transfer & Handover3d Admin training, runbook and ops docs, handover to BAU. | ||
Admin training (workflows config)1d 1 day. | 9h | IT Consulting - Training Specialist |
Runbook and ops docs (build deploy backup)1d 1 day. | 9h | IT Consulting - Technical Writer |
Handover to BAU1d 0.5 day. | 4h | IT Consulting - IT Project Manager |
Project Closeout5d Lessons learned, final report and metrics, formal project closure. | ||
Lessons learned1d 0.5 day. | 4h | IT Consulting - IT Project Manager |
Final report and metrics3d 0.5 day. | 4h | IT Consulting - IT Project Manager |
Formal project closure1d 0.5 day. | 4h | IT Consulting - IT Project Manager |
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