jeff engle: taking the show on the road

Taking the Show on the RoadImplementing DITA Across Verticals

Jeff Engle—Solution ArchitectOctober 26, 2016

Agenda

Discussion of

Three Different DITA

Implementations

Overview of the

Challenges/Opportunities

Implementation Reviews

• Xerox’s Internal Implementation

of DITA (“Standard” Technical

Implementation)

• Human Resources Implementation

• Learning and Training

2 October 20, 2016

3 October 20, 2016

Overview

Who has been involved with an implementation of DITA in Tech Pubs?

Who has been involved with an implementation of DITA in Learning and Training?

How many people have implemented DITA in HR or other non-technical areas of an organization?

What type of DITA implementations have you been part of?

October 20, 20164

What could these things have in common?

Technical versus Human Resources Content

5 October 20, 2016

Technical Documentation

for Printers/Copiers

• User Guides

• System Administration Guides

• Customer Engagement/Installation Guides

• Knowledge Base/xerox.com

• Specification Sheets

• Marketing Brochures


6 October 20, 2016

Human Resources Documents

• Enrollment Guides

• Summary Plan Descriptions (SPDs)

• Benefits Brochures

• Training Materials


7 October 20, 2016

What’s similar about the environments?Large amount of content

Lots of similar/identical content

Multiple configurations of content for publications

Need a standard, consistent branded output

Need for various publication output types

8 October 20, 2016

What’s different about the environments?Authoring skillset/toolset

Component Content Management System (CCMS)

• Publishing

• CCMS

• Authoring Tool

9 October 20, 2016

10 October 20, 2016

Xerox Implementation Review

11 October 20, 2016

DITA Implementation

• Implemented DITA in 2007

• 40–45 deliverables a year

• Translating into 18+ languages

• Publication formats:

PDF, Java Help and HTML Help

• Achieved cost savings,

built in the reuse

• Continuous process improvement

• Specification sheets—standard product

information

‒ Marketing brochures, user guides, system

administration guides and installation guides all have

the same data

• Specifications sometimes inconsistent across

publications, based on changing information

• Development cycles and documentation

release are different

• Want to “automatically” update all the

deliverables

Specification Sheets

12 October 20, 2016

• Multiple deliverables

with the “same” content

• Create datasheet with all

data points for products

• Each data point must

be broken out

Implementation Details

13 October 20, 2016

Spec Sheet: Up to 30 / 30 ppm

Brochure: 30 ppm color / black and white

User Guide: 30 ppm

Specification Sheet Automation

14 October 20, 2016

Specification and Brochure Example

15 October 20, 2016

16 October 20, 2016

Always improving and

looking for new ways

to improve.

Improve consistency

across deliverables by

referencing from one

source datasheet.

Keys and conkeyref

provide flexibility.

Summary

17 October 20, 2016

Human Resources Implementation Review

18 October 20, 2016

Business Need

• Manage content more efficiently

• Reduce authoring/editing time‒ Take advantage of common content

• Multiple configurations of content

Human Resources Implementation

Summary Plan Descriptions (SPDs)/Enrollment Guides

• Generally same sections in all SPDs: Deductibles, What’s Covered, What’s Not Covered, Co-Pay, Co-Insurance, etc.

• Multiple sections of legal language, don’t change from SPD to SPD

• Vary in length 10–400+ pages each

Reuse Opportunity

19 October 20, 2016

Reuse Opportunity

20 October 20, 2016

50% 30% 20%

21 October 20, 2016

230+ Different Versions of SPDs

Human Resources Implementation Authoring

Content conversion

Training

• New authoring tools, processes, ways of authoring

• New Component Content Management System

• Topic-based reviews rather than document reviews

Ongoing authoring support

22 October 20, 2016

23 October 20, 2016

Human Resources Implementation DITA

Specialized standard DITA

addresses specific needs

• Add/remove elements

• Add new attributes

– Provide access to formatting attributes

Attribute Specialization Examples

24 October 20, 2016

Element Specialization Examples

25 October 20, 2016

Topic Example—Publication Instructions

26 October 20, 2016

Subject Scheme

Pick lists for various

attributes• Profiling content

• Presentation

Flexible from

project-to-project,

no need to update DTDs

27 October 20, 2016

DITA Output Samples

28 October 20, 2016

DITA Output Samples

29 October 20, 2016

• Shifting responsibilities of designers

‒ More on design, less on implementation

• Authors have more control over the layout

• Faster time to “final” designed output

• Easy updates of colors/images

‒ Use of keys and conkeyref allows for images

and colors to be configured in one place

Productivity Enhancements

30 October 20, 2016

31 October 20, 2016

DITA can have the

same benefits in

non-tech pubs.

Can provide the flexibility

needed from a publishing

perspective.

Summary

32 October 20, 2016

Learning and Training Implementation Review

• All content was in Quark®

• Everything is designed around print

• Little reuse, mostly copy/paste (really good

job of copy/paste)

• Instructor support materials/lesson plans are

updated separately from student materials

• Customized content for customers required

lots of manual changes and copy/paste

Learning and Training

33 October 20, 2016

Implementation Goals

Single source of content, version controlled in a component content management system

Instructor and student content integrated for ease of course customization

Multichannel publishing with standardized templates

Reused components dynamically updated wherever they’re used

34 October 20, 2016

Structure for Learning

35 October 20, 2016

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.1

1.2

1.3

1.4 - 1.6

1.7

Student Text

Instructor Support

Materials


36 October 20, 2016

Student Text

Instructor Support

Materials


37 October 20, 2016

• Safety first

• Be environmentally

responsible

• Once every 5,000 miles

Saving money by changing your own

oil is good, but be sure to be safe.

Remember, too, that spilled oil

pollutes our environment. Be careful

and dispose of used oil properly.

You’ll get long life from your car’s

engine if you change the oil every

5,000 miles.

Student Text

Instructor Support

Materials


38 October 20, 2016

Objectives

Instructor Support

Materials

Student Text

Assessments


October 20, 2016

Objectives

Instructor Support

Materials

Student Text

Assessments

Summary

Overview

39

Authoring Environment Example

40 October 20, 2016

Learning Course Layout—Different Customers

October 20, 2016

Template/Vanilla Customer A Customer B

41

42 October 20, 2016

Implementation

Benefits

Dramatic reduction in custom course configurations

Create instructor slides with figures and tables

Terms and definitions

Assessment questions

eLearning content with the topic

43 October 20, 2016

All three implementation

examples use the same

basic processes/concepts.

Combination of DITA and

CCMS implementation

allows for content to be

delivered more

dynamically and efficiently.

With the right tools and

training, DITA can be

implemented successfully

in various verticals.

Summary

44 October 20, 2016

Questions

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Xerox Corporation in the United States and/or other countries.10/16 LOVME126 ESP-SC0190 BR20023

jeff engle: taking the show on the road

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