PCMM_Webinar_P3_Structured_Phasex - SDL

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Product Content Evolution

The Structured Phase

Product Content Maturity
Model Series

Agenda

Introductions

Product Content Maturity Model Overview

The Autodesk Story

SDL Trisoft

Our Presenters

Andrew J. Thomas

Director, Product Marketing

SDL

Marie
Salet

Principal CMS Engineer

Autodesk

Product Content Maturity
Model Overview

Current Pressures


Deliver Product Content on demand


Content created and filtered for
Customer Profiles


Interactive and dynamic, while still
versioned and controlled


Incremental Updates


Analytics beyond page hits to capture
“content utility”


Enable social interactions between
community and authors


Crowd Authoring through easy
WYSIWYG interface


Branding and terminology maintained,
regardless of who creates the content


Content re
-
used consistently at every
creation point



The Engaged Vision

Product Content

P
RODUCT

C
ONTENT

M
ARKETING

S
UPPORT

E
NGINEERING

F
IELD

S
ERVICE

P
ERSONNEL

T
RAINING

& L
EARNING

P
ARTNERS

Product Content Maturity Model

Structured

Content

Model

Beginning

to s
tructure
Content for Product
Categorizations

Process

Structured Content

Efficiency gains in
content develop and
localization

Tools

XML Authoring

Component

Content
Management


Phase 2: Structured


Company Overview


Investment in structure has begun and older unstructured
content is being migrated into DITA


New writing tools are being deployed and content creators are
focused on learning new creation methods


Best Practices


Choose team evangelists that can help others with learning
curve issues


Deploy a component content management system during
migration to increase operational efficiency


Develop a content re
-
use/sharing methodology


Allow new roles to emerge


information architect, shared
content lead


Next Steps


Finish conversion of legacy documents


Reach out to other departments involved in product content to
determine what content can be re
-
used across


Content locked in context


Information can’t easily appear in multiple
context and can’t be tailored readily to
audience


High costs of formatting


Content gets out of synch and is difficult to
refresh


Customers can’t find what they need


XML Topic Methodology


Content can be reshuffled for deliverable


Same content can live in multiple outputs


Content can be delivered easily as web
pages to consume


Metadata and conditions can allow content
to be tailored on the fly


Content can be easily refreshed


Traditional Book Methodology

Topic Based / DITA Methodology


Benefits of DITA

Contracting Product Life Cycles

Research & Development

Market Life

PRD

International
Release

English
Release

Shelf Life

Traditional

Research & Development

Global Revenue & Market Capture Life

Modular writing

Localization

Author

Review

Publish

Author

Review

Publish

Localize

Key:

©
2009
Autodesk


The Autodesk Story: The Road to DITA

Marie Salet

Principal CMS Engineer

©
2009
Autodesk

The Road To DITA


About Autodesk


Deciding to Move


Unstructured to Structured


Structured to DITA


Lessons






©
2009
Autodesk

Autodesk

Autodesk is a world leader in 3D design, engineering, and entertainment software.


The broadest and deepest product portfolio in the design world

10 million+ users in over 800,000 companies

3,500 development partners

1.2 million students trained on our products every year

6,800 Employees in 95 Locations

Founded 1982

Fiscal year 2011 revenue US$1.95 billion


©
2009
Autodesk

Product Documentation at Autodesk


Our products are complex and require extensive documentation


Autodesk documentation regularly wins awards


Product documentation localized into up to 19 languages


High volume of source content (12 million words)


Technical writing groups decentralized


Localization is a (mostly) centralized organization

©
2009
Autodesk

Show and Tell

©
2009
Autodesk

Even for the web

©
2009
Autodesk

Once upon a time, a long long time ago…


©
2009
Autodesk

Documentation Localization


Decentralized Tech Pubs departments created documentation in
many formats:


RoboHELP


HTML, created in Dreamweaver, HomeSite, NotePad


Unstructured FrameMaker converted to HTML using WebWorks


Proprietary tools



Localization challenges included:


Managing manual handoffs between writers and translators


Investing heavily in Tech Pubs engineering to handle diverse formats,
technical challenges


Spending substantial $$ for desktop publishing


©
2009
Autodesk

Getting Our Feet Wet

©
2009
Autodesk

Localization Proposes Buying a TMS/CMS

GOAL: Reduce localization costs and improve efficiency



Winter 2003:

Start of pilot project


Spring 2004:

Pilot project completed


Fall 2004:

First major product releases in WorldServer


Spring 2005:

First WS cycle completed for all major products


©
2009
Autodesk

Migrating Content to Structured



Migrating unstructured content to XML was not a trivial effort



Automated scripts and programs were developed to migrate content,
but…



Extensive manual cleanup was required after content was in XML.
Writers needed to do much of cleanup because they were the ones
who knew the content.


©
2009
Autodesk

Developed the CPM Data Model


Developed the CPM (Common Pubs Model), a corporate
-
standard
XML model for technical publications in 2002/03



Supports specialization of a base element set, and makes use of the
class attribute value to define specialization inheritance



CPM specialization is "additive" rather than "restrictive", however,
which is more flexible but precludes content sharing via
"generalization"



Can share content authored using the "base" model amongst
specializations however, as is done for the I&L books



Single
-
sourcing managed via XML attributes (e.g. product
-
exclude,
product
-
include, units, mediaExclusions)


©
2009
Autodesk

Getting Support…and Facing Resistance


Authoring Tech Pubs teams could not agree on a single data model
(DTD)


Teams had to invest time and money to convert unstructured docs to
XML format


Authoring teams had to learn structured authoring and drastically
change way of working


©
2009
Autodesk

Success

©
2009
Autodesk

Success


We can output HTML or PDF from any of our source with the click of
a button or on a scheduled basis


Documentation localization costs go down on projects year over year


Throughput has increased dramatically


Translation memories are managed centrally and are very high quality


Localization workflow is highly automated


©
2009
Autodesk

Help and PDF Automation

XML

repository

XSLT

XSL
-
FO

HTML

PDF

©
2009
Autodesk

Never Satisfied

©
2009
Autodesk

Challenge

Create
an environment that provided better performance and
stability for our authors. Provide better authoring tools which will
enable them to focus on content development rather than fighting
with the tools. Resulting in faster time to market.




©
2009
Autodesk

Separate CMS and TMS


WorldServer is a TMS not a true CMS


Versioning


Link Management


Assembly

©
2009
Autodesk

Custom DTD or DITA

Supporting a custom DTD


Authoring tools


Rendering


CMS


DITA


Industry Standard


Out of the Box Tools



©
2009
Autodesk

Déjà vu


©
2009
Autodesk

Trisoft


Component Content Management System


Versioning


Workflows

©
2009
Autodesk

XMetal


Integrated with Trisoft


DITA


©
2009
Autodesk

Customizations


Importer


Set Metadata


Publishing Environment


World Server/Trisoft integration


Autodesk Branding

©
2009
Autodesk

Support and Training


SharePoint blogs


Yammer


Train the trainers

©
2009
Autodesk

Lessons Learned


Get an Executive sponsor


Manage change


Don’t do everything at once


Ensure a front to back strategy (including localization)


Set expectations


Communicate!

©
2009
Autodesk

The Eco System

©
2009
Autodesk

Machine
Translation

(LS
-
trained or

LS
-
supported)

Translation CMS

SDL
Worldserver

+ TMs

Translators’
Review & Post
-
editing

Content CMS

SDL Trisoft

*Any* Autodesk
Content

LS Translation
Ecosystem

Community


Content


Web
-
Based Help
(WBH)

or HTML Help

Autodesk User
Assistance Content

The CMS Ecosystem

©
2009
Autodesk

Marie.Salet@autodesk.com

SDL Trisoft

Structured Content Infrastructure


Structured Product Content Suite

Content Quality Checking

Intelligent Product Content Dynamic Delivery


Reviewers / SMEs / Casual Contributors

DITA

Component Content Management

Global

Customer Engagement

Most companies adopting component
content management (CCM)

Content Management Focus to Handle XML “Component Content
Management”


Vision of single CMS for every business maturing to specialized systems


Web CMS , Source Control, Component Content all driving specializations


CMS’s that are not developed to specialize with DITA can’t meet requirements


Companies with standard CMS’s are adopting CCM to handle DITA (Dell, VMware, Nokia, + others)

Increase Productivity


The Problem of DITA Management

DITA Plus Translation

Differences of CMS and
Component Content Management

Non DITA
Solution

Specialized
DITA CCM

Business
Impact

Versioning

Yes

Out of the box

Tracks backups

Link management in DITA

No

Out of the box

Reduces manual tasks 30% and
increases reuse 30
-
50%

Variable management in
DITA

No

Out of the box

Increases reuse and reduces
manual tasks and scripting

Publication Management

Scripted by technical
resource

Out of the box

Manages releases, allows
fallback and quick updates.
Tracks history. Makes updates
and mistakes 50% easier

Condition management

Scripted by technical
resource

Out of the box


Increases reuse / reduces costs.
Today managed in scripting

Translation reuse

No

Out of the box

Reduces translation costs

Speeds time to global markets.
Increases quality

Reuse management

No

Out of the box


Reduces costs of content and
translation

Publication Object



Publication Object

=> output




Master Document

(e.g. DITA Maps)

=> assemblage/ structure



Components

(e.g. Topics,

illustrations...)

=> content


Electronic output format

Baseline

Context

Variable definition

Layout template

t

Baselines

Third

edition

Second

edition

First

edition

V1

V2

EN

DE

EN

Target languages (eg FR)

Released

Released

Reviewed

Released

DE

To be translated

updated block

non modified block

Pre
-
Translation of

non modified blocks

In Context of the module!

Pre
-
Translation

Trisoft Physical Architecture

Major SDL Trisoft Differentiators

Release
Management / Publication Object and Baseline


Increased productivity and ease of use (no link to version!!!)


Business Benefit: More manageability for releases and
reuse

Universal Topics / Conditions


Increased component reuse



Business Benefit: Higher Levels of
Reuse

Multilingual Content Management / Translation Integration


Increased savings (higher ROI)



Reduced Translation Costs and
Overhead

End to End Structured Content Solution


Already integrated components for authoring, contribution, print, smart
intelligent docs


Long Term ROI on Extending the Solution


CMS Watch Report: Strengths of Trisoft

What Analysts Are Saying …

“Extraordinarily good DITA support, including specializations and
managing concurrent versions of documents”

“Provides support for highly
-
granular, complex customer
content variations through enhanced condition support”

“Very good multilingual content support”

“Authors can work with content offline”

“Offers some translation matching, potentially saving money in
localization scenarios”


Some of Our Customers

Questions
?

Thank You for Joining Us

Coming Attractions:

DITA Webinar


Dec 15:
DITA Emerging Trends and Best Practices:


Practical
Solutions for 2012 and Beyond


Guest speaker
JoAnn

Hackos

of
Comtech

Services


Registration at
www.sdl.com/en/xml/events


SDL Innovate 2012


March 2012


Santa Clara, CA


www.sdl.com/innovate