state of the art in technical communication part ii ... · reuse accross document types requires...

State of the Art

in Technical Communication

Part II:

Content Management and Intelligent Delivery

Prof. Dr. Wolfgang Ziegler

Karlsruhe University of Applied Sciences

Communication & Media Management

Institute for Information and Content Management

(I4ICM)

© Prof. Dr. Wolfgang Ziegler

Summary Part I

Methods and Technologies for realizing single source scenarios

Modularization (Defining topics)

Metadata for Retrieval and Reuse

Stuctured Authoring

Information Structures

Multi Language Support

Cross Media Publishing

File-based solutions versus CCMS


Overview Part II: Component Content

Management

Change Management (Versions)

Variant Management (Product, Media, Target Group, …)

Translation Management (Language Variants)

Intelligent Publishing

Summary


CMS Drivers

Complexity of products (management of variants)

Dynamics of product development (version management)

Globalization

Input (Distributed content creation)

Output(translation management)

Output requirements

Quality (content standardization / cross language)

Deliverables (cross media & intelligent publishing)

Complexity of Content Management need database driven

solutions: Component Content Management Systems CCMS


Change Management


Empirical data:

product changements relevant for tech. doc.

Amount of Changes

in product development

processes

Amount of changes

after product development

very highhighmediumlownone

Internal (product-based) conditions for tech. doc.

Product complexity

Amount of variants


Change Management (Revision Control)

Revision (releases, versions)

1.

2.

7.

6.

5.

4.

3.

Changes of products in Product Lifecycle

(Development and product lifecycle)

Changes of content in Content Lifecycle

(modules, media, documents)

„Change Management“

reflected by revisions/versions


Version Control

Driver‘s seat in progress

releasedTowing the excavator


Aggregated Documents: Modules and Revisions

Version 6

Version 3

Version 1

Revision (version) control

through

content lifecycle meta-data

Change Management


Cascading Reuse and Versioning

5.0 3.0

5.0 3.0

2.0 (document)3.1?.? 4.0

complex versioning, workflow and update scenario


Cascading reuse and update scenario

document structure

(aggregated modules)

Update

module versionShow new versions

Auto update

push vs. pull

update scenario

CCMS: FCT / TIM


92,1%

70,0%

56,8%

52,9%

51,3%

38,1%

36,2%

34,9%

34,0%

33,3%

18,8%

12,5%

User Manual

Installation Manual

Service Manual

Software Description

Operation Manual

Data sheets

Training Material

Repair Manual

Spare Part Catalogue

Online-Help

Parts lists

Pricing Catalogues

After-Sales Document Types

Reuse accross

document types

requires explicit

revision management


3. Variants (Product, Document Types, Media, Target Group, …)


Empirical data (product variants)

very highhighmediumlownone

Internal (product based) conditions for TechDoc

Product complexity

(Amount of functionalities)

Amount of product variants

Amount of Changes

in product development

processes

Amount of Changes

after product development


Variant Management

Versions (changes)

Variants

A B C D


Document (and product) variants

→ different configurations

of module variants (A, B, C…)

Module variants identified

in CMS by (extrinsic) metadata

→ Filtering of document trees

Module variants show (partially) identical

metadata (e.g. PI-Classification:

„driver‘s seat“ / „adjusting“;

Variants:

mechanical or hydraulical suspension)

Variant Management (document level)

A V.1.

B V.3.

C V.2.

A V.3.


Content Variant Management


Variant Management (sub-modular): “Reuse Pool”

Reuse of (small)

fragments

Management

of reuse pool

(complex metada

or repository

structure)

Requires clear

reuse scenario

Module Variant B

Module Variant A

Primary Modules Secondary Modules

(Fragments)


4. Language Support & Translation Management


Languages

Versions

Variants

Languages


Estimating the Reuse Potential: Source Language

Module Matrix: Analyzing and defining reusable content

Dok. 1

Mod. 1

Mod. 2

Mod. 3 Var. a

Dok. 2

Mod. 1

Mod. 3 Var. b

Dok. 3

Mod. 1

Mod. 2

Dok. 4

Mod. 1

Mod. 2

Mod. 3 Var. c


Reuse in Target Language

Reduction of Translation Volume & Costs

Doc. 1

Mod. 1

Mod. 2

Mod. 3 Var. a

Doc. 2

Mod. 1

Mod. 3 Var. b

Doc. 3

Mod. 1

Mod. 2

Doc. 4

Mod. 1

Mod. 2

Mod. 3 Var. c


Visualization of

Translation Status

CCMS analyze (and some

visualize) the existence of

reusable objects in their

translation state

CCMS:

Schema ST4


Translation Management (CCMS – TMS)

Translation processes driven by modularization on CCMS side (phrase driven on TMS side)

Interface:export-import /

system coupling

TMS

CCMSTerm

DB

source

language

target

language

Translation

Management/Memory

System


Use of TMS (within translation process)

No TMS used

TMS used by translation

service provider

TMS used in house

Lo

cati

on

of

TM

S


Localization

1

4

2

7

6

3

5

A. Document structures are often language dependent (due to standards)

B. Target languages are created via intermediate languages (relay lang.)

1

2

4

5

6

3

7

1

2

4

5

6

3

7


Distributed Authoring

Scenarios for multiple source languages are of growing importance for large

globalized enterprises

• require clear definitions for change in source languages

and order of translation processes into target languages

• CCMS have to offer elaborated concepts for

• object access rights

• status metadata

• process tracking

• Workflow 1

2

1

CCMS TMS


Terminology

Quality enhancement through terminology control: integration of third party tools or built-in functionalities


Authoring Memory: Supporting authors in source language


CCMS Integration: Controlled Language Checking

Style: Ling. RulesControlled termsNew terms

Spelling

Grammar

Acrolinx


Intelligent Publishing and Automization

© Prof. Dr. Wolfgang Ziegler 33

Document Aggregation

Modular Authoring


Document Filtering

Filtering of Master-Documents

(collections of variants) by metadata

Filter can be used to exclude:

modular topics (e.g. DITA: topic references containing validities)

submodular elements (conditional content / content references)


Document Filtering

Doc. (Master)

1

2(Var. a)

2 (Var. b)

2 (Var. c)

3

4

5 (Var. a)

5 (Var. b)

5 (Var. c)

Doc. a

12 (Var.a)

3

4 5 (Var.a)F: a

F: b

F: c

Dok. c

1

2 (Var.1b)

3

4 5 (Var.b)

Dok. c

12 (Var.c)

3

4 5 (Var.c)


Visualizaton of Filtering

Doc. a

12 (Var.a)

3

4 5 (Var.a)Dok. b

1

2 (Var.1b)

3

4 5 (Var.b)

Doc. (Master)

1

2(Var. a)

2 (Var. b)

2 (Var. c)

3

4

5 (Var. a)

5 (Var. b)

5 (Var. c)

F: a

F: b


Sub-modular filtering


Automized document creation (reuse by meta-data)

Classification (intrinsic) Classified Module/Topic

Are referenced just by metadata:

Automized population of

document structure (map)

Classification (extrinsic)

Takes advantage of

precise PI-classification

Do

cum

ent

structu

re=

classification

hierarch

y

CCMS: Docufy / Cosima


XML-driven Publication

Rules based mapping from structure to layout

Rules can be defined for:

• target groups

• media

• Infotype/document type

• localization

• personalization

Structure elements

Layout elements

automated

or

manually

controlled

Rules


XML

XSLT (XML) XML

HTML5

PDF


XSL-FO

CHM

processor

processorhh

DTP

epub

../../VDMA_111007/DEMO/mod1.xml

../../VDMA_111007/DEMO/mod1.xml



2013

Avg: three media

74,1%

73,7%

72,6%

35,9%

25,3%

17,2%

13,7%

11,7%

5,6%

3,9%

3,2%

0,9%

0,1%

Print-Dokument

pdf.-Dokument (print)

pdf.-Dokument (online)

Online-Hilfen (HTML-Help, Java-Help etc.)

CD Anwendungen

HTML-Dokumente

Webseiten (serverbasiert)

Präsentationsunterlagen

Multimedia-Dokumentation

eLearning-Anwendungen

App

eBook

HöranleitungAudio

eLearning

Multimedia Documentation

Presentations

Web (server based)

HTML Documents

CD Applikations

Online Help


CM perspectives are changingIn

tern

alE

xter

nal

Department Enterprise

CCMS

Use

Creation/Management

ECMS

• Online

• Mobile

• Onsite

• Situative

• Adaptive

CDP


xMS

yMS

Content Delivery Portals (bridging the content delivery gap)

CMS

specializedPortals

Dynamic

Publishing

Static

PublicationCDP

CDP CDP

CDP


Retrieval in Portals: Classification (taxonomies, facetted search)

Oil Pump

Hydraulic system

testing

task

Z-006

Z-006, Z-007

Machine

Service

InformationComponent

Inforrmation Class


Content Intelligence & Content Analytics

CMS CDP

KPIUse of

Information

Delivery & Feedback

specializedPortals

Dynamic

Publishing

Static

Publication


Summary


CMS and Content Lifecycle

Modular

ClassificationQM/QA

Modular

Authoring

Building

DocumentsRetrieval Publishing Delivery

* *** ***** ** * ***

Target Cross Document

Group Media Types

Translation

*

TMS ** ******

Versioning, Variant Control, … **

Workflow

*** fully automizable


Processes and Systems

Customizing Process Re-Engineering


Information Process

Maturity Model (IPMM, JoAnn T. Hackos)

Ad-hoc

Rudimentary

Organized and repeatable

Managed and sustainable

Optimizing

Maturity levels

CCMS


10-Step Introduction Procedure (tekom)

1. Analysis of actual state

2. Estimating optimizing potential

3. Definition of future system/state (Requir.)

4. Evaluation and selection of system

5. Specification of implementation

6. Internal preparation

7. Customizing

8. Installation

9. Training and migration

10. Using and optimizing

Process

(Re-)Engineering

Content & Media

Engineering


Structuring information and use of information models

Modularization and variant handling

Metadata and search/retrieval concepts

Terminology and authoring guidelines

Styling and publishing of media

Legacy data und migration scenario

Re-engineering of Content Creation

Content Engineering (Phase 6)


0,00%

20,00%

40,00%

60,00%

80,00% 71,8%

52,4% 49,8%47,3%

35,6% 35,1%

tekom 2008

Implemented/supported processes


Return on Investment

Est

imat

edT

ime

of

RO

I

3

2

1

4

5

6

7

years


0

10

20

30

40

50

60

12%

28%

17%

31%

52%

tekom2013

Use and further development of CMS

optimized

„internal“

CM processes

Enterprise

Integration


Thank You!

PI-Class

Topics

CCMS

Reuse

KPI / REx

XML

CDP

? [email protected]