success factors for dita adoption with xmetal: best practices and fundamentals

Prepared for © 2008 Lasselle-Ramsay

Success Factors forAdopting DITA, XMetaL, and

Content Management

Success Factors forAdopting DITA, XMetaL, and

Content Management

Tim Bombosch, [email protected]

Prepared by Lasselle-Ramsay Confidential Information

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.


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.


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


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


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


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.


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



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



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.



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.”



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.


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.



• 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.



• 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


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


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


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.


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.


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.


• 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.


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.


Example—User ScenarioExample—User Scenario

Vicki


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.


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?


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.


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.


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.


Integrate Content Development and Translation with Content ManagementIntegrate Content Development and Translation with Content Management


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.