success factors for dita adoption with xmetal: best practices and fundamentals
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Prepared for © 2008 Lasselle-Ramsay
Success Factors forAdopting DITA, XMetaL, and
Content Management
Success Factors forAdopting DITA, XMetaL, and
Content Management
Tim Bombosch, PMPtim.bombosch@lr.com
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What to Take Away from This WorkshopWhat to Take Away from This Workshop
Explore success factors for adopting structured authoring.
• Structured writing and moving to content management will impact every aspect of your organization.– Tools and technology
– Writing standards
– Processes and procedures
– Staffing models
• To succeed, you will need to manage change effectively.
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What to Take Away from This WorkshopWhat to Take Away from This Workshop
Acquire the basic knowledge of using XMetaL and DITA.
• Complete hands-on exercises.
• Relate tool knowledge to the demands of topic-based writing.
• Contextualize writing within the larger narrative of migrating to a new content development paradigm.
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About the PresentersAbout the Presenters
• Tim Bombosch, PMP– Content globalization
– High tech
– Biotech and medical devices
– Content management
• Tom Idleman– Content and learning consultant
– Content management and DITA consultant
– Consumer electronics
– High tech
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Lasselle-Ramsay FocusLasselle-Ramsay Focus
• Help clients transform traditional content to contemporary competitive advantage.
• Deliver professional services.
• Focus on product content.
• Develop and implement strategies for content infrastructure optimization.
Delivering the
Delivering the
RIGHT CONTENT
RIGHT TIME
at the
RIGHT FORM
RIGHT PEOPLE
in the
to the
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Typical State:Content Infrastructure Broken into SilosTypical State:Content Infrastructure Broken into Silos
Fragmented, Non-Standardized, Redundant Product ContentFragmented, Non-Standardized, Redundant Product Content
Training
Training
Quick Ref
eLearning
Podcasts
Support
Help FAQ
User Guide
Sales
Training
Quick RefPodcasts
Tech Doc
User Guide
Quick Ref FAQ
Help
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Ideal State:Optimized and Integrated Content InfrastructureIdeal State:Optimized and Integrated Content Infrastructure
Aligned Product ContentAligned Product Content
Opportunities for Optimization
Sales Tech Doc Training Support
Goal: Move organizations to this ideal state.
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Challenges of Adopting Structured AuthoringChallenges of Adopting Structured Authoring
Your entire organization will change:
• Tools and technology
• Information architecture and design
• Roles and responsibilities
• Processes, procedures, and standards
• Resource planning
• Relationship to the rest of your company
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Challenges of Adopting Structured AuthoringChallenges of Adopting Structured Authoring
You will need organizational capital to:
• Bring your current team on board.– Many writers will be frightened or scared.
– Other writers won’t be able to grow into a new role.
– People may not want to give up control.
• Advocate and make a case for;– Budget
– Resources
– Support
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Challenges of Adopting Structured AuthoringChallenges of Adopting Structured Authoring
The train won’t stop for you.
• Products will still ship.
• You will have extra responsibilities:– Retraining
– Retooling
– Redesigning processes
• You will need to migrate legacy content.
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Challenges of Adopting Structured AuthoringChallenges of Adopting Structured Authoring
People will hijack your project.
• IT– “We already have a content management initiative.”
– “Why don’t you just use SharePoint?”
– “We already use Documentum.”
• Your team members– “I can do the information architecture.”
– “Why not use this really cool open-source CM system?”
– “I’ll learn XSL. No problem.”
– “I’m too busy to switch to another authoring paradigm.”
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Challenges of Adopting Structured AuthoringChallenges of Adopting Structured Authoring
Variations of Failure
• Teams do not adopt new tools and processes.– Example: A well-known technology giant abandoned its project.
– Example: Another well-known technology giant adopted competing structured authoring tools within the same company.
– Example: Teams partially adopt new tools and processes.
• Teams replicate the current writing paradigm—just with a new set of tools.
• Teams do not engage in the cross-functional content definition.
• ROI does not meet expectations.
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Benefits of Structured AuthoringBenefits of Structured Authoring
• Enable content reuse—write once, use often.
• Shorten time to market.– Translation and production processes are more automated.
– Provides a quicker update process.
• Standardize the content and presentation.– Avoid confusion for tech support, the end-user, etc.
– Improve corporate branding.
– Limit risk.
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Benefits of Structured AuthoringBenefits of Structured Authoring
• Concentrate on the quality of reusable content.– Spend more time developing and editing high-value content.
– Standardize language and graphics.
– Lower the word count.
• Publish to multiple media.– Use the same source to produce different output.
– However, you will need to develop and use separate style sheets.
• Create custom content solutions.– Customize product offerings.
– Target specific users.
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Benefits of Structured AuthoringBenefits of Structured Authoring
• Lower Costs– Lower word count = lower localization costs
– Lower production costs
– More time devoted to content development
• Example
– Laser console manufacturer• Reduced word count through editing and reuse by 60%
• Reduced page count by 43%
– Savings = 60% for manuals using this reusable content (Writing + production + translation)
– Development time also reduced
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What are the Benefits of XML?What are the Benefits of XML?
XML
• Separates content and presentation
• Provides semantic markup
• Supports specialization
• Employs open standards
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What are the Benefits of DITA?What are the Benefits of DITA?
• DITA – Provides a basic framework that supports structured authoring,
including the DTD, DITA Open Toolkit, and documentation
– Enjoys wide adoption and support from industry leaders
– Is supported by leading XML editors• Arbortext Epic Editor
• FrameMaker
• XMetaL
– Supports specialization• Defines structural or domain types
• Reconciles needs for maintaining common standards while supporting the specific needs of a group or industry
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What are the Benefits of Content Management Systems?What are the Benefits of Content Management Systems?
• Manage large volumes of content.– Topics
– Maps
• Simplify content maintenance.
• Automate production process.– Multiple outputs
– Different style sheets
• Integrate with translation management systems.
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Success Factors:Build a Sound Business CaseSuccess Factors:Build a Sound Business Case
• Explain how structured authoring supports corporate strategy.– Lower translation costs
– Customer satisfaction
– Faster time to market
– Integrating content across business units
– Creating custom content deliverables
• Create a return on investment model.– What will it cost to implement your structured authoring system?
– How long will it take to recoup the investment?
– How do you measure other benefits to structured authoring?
The business case will shape your authoring and publishing strategy.
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Success Factor:Conduct a GAP AnalysisSuccess Factor:Conduct a GAP Analysis
• Compare the current and future state of people, content, processes, and technology.
• Determine what it will take to bridge the gap.
• Define success criteria.
• Measure before, during, and after.
Create a roadmap to fill the gaps.
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• Business case • GAP analysis• Success metrics• User
requirements• Content audit• Technology
requirements• Project plans• Resource plan• Legacy content
plan
• Pilot project • Information
architecture• User-centered
design• Information
design• Content lifecycle• Workflow• Processes and
procedures
• Technology• Templates • Style sheets• Training• Content
• Publications– English– Localized
versions
• Source files (or host files)
• Sustainability• Measure success
Success Factor:Create a Roadmap to Bridge the GapSuccess Factor:Create a Roadmap to Bridge the Gap
Notice how few items focus on technology.
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Success FactorUser Centered DesignSuccess FactorUser Centered Design
• Discover client needs through: – Personas
– Task analysis
– Scenarios
• Design content to focus on client needs.
• Design processes to support user requirements.
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Example—User ScenarioExample—User Scenario
Vicki
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Create a Resource PlanCreate a Resource Plan
• Define required roles and responsibilities.– Writing
– Tool support
– Editing
• Manage required changes in staff to meet the requirements.– Training
– Hiring
• Load resources onto projects that are adopting new tools and procedures.
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Create a Legacy Documentation PlanCreate a Legacy Documentation Plan
• Identify what documents will need conversion to XML.
• Define a conversion process.– Hand conversion
– Automated conversion
• Model your costs.
• Rewrite content as necessary.– Does the legacy documentation fit in the new information
architecture?
– What elements of reusable content should be integrated into legacy documentation?
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Success Factor:Chose an Appropriate Pilot ProjectSuccess Factor:Chose an Appropriate Pilot Project
Pilot programs:
• Allow you to isolate a transition while other projects continue.
• Should align with the business drivers for adopting structured writing and content management.
• Provide an opportunity for course direction.
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Success Factor:Define Information ArchitectureSuccess Factor:Define Information Architecture
Strategy: Address each audience separately.
Strategy: Share common information among audiences and across publications.
Users Guide
Sales Kit
Field Service
Installation Guide
End Users Sales Field Service
Users Quick
Reference
Field Service Intranet
Site
Customer Training Materials
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Success Factor:Create Strategy for Content ReuseSuccess Factor:Create Strategy for Content Reuse
• Identify content for reuse.
• Optimize the reusable content.– Get cross-functional input.
– Reduce word count.
– Focus on quality.
– Focus on writing standards.
• Define governance procedures.
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Technology Success FactorsTechnology Success Factors
• Model your information.– DITA specialization and sub-setting
– Document design
– Information architecture
• Define and enforce authoring standards.– Train authors to code content consistently.
– Define standards for metadata.
– Conduct code reviews.
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Integrate Content Development and Translation with Content ManagementIntegrate Content Development and Translation with Content Management
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SummarySummary
• Adopting structured authoring and content management is a massive undertaking that impacts every aspect of your organization.
• Managing change effectively increases the successful adoption of this writing paradigm.– Align with business needs.
– Create an implementation roadmap.
– Map content to your audience’s needs.
– Update your processes and procedures.
– Revise your staffing model.
– Create a plan for legacy documentation.
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