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Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
Managing the Transition to XML
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Managing the Transition to XML

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Slides from my presentation at tcworld India 2012. Covers what you can expect when moving to XML as well as the Scriptorium 12-step plan for making the transition to XML.

Slides from my presentation at tcworld India 2012. Covers what you can expect when moving to XML as well as the Scriptorium 12-step plan for making the transition to XML.

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  • Denial Anger Bargaining Depression acceptance
  • Transcript

    • 1. Managing the Transition to XML Simon Bate Scriptorium Publishing
    • 2. About me <ul><li>Simon Bate
    • 3. Sr. Technical Consultant at Scriptorium
    • 4. Certified Technical Trainer
    • 5. 30+ years Tech Comm experience
    • 6. 5 years of DITA and DITA OT experience </li></ul>
    • 7. About Scriptorium <ul><li>Content Strategy for Technical Communication
    • 8. Analyze
    • 9. Develop strategy
    • 10. Implement
    • 11. Transform
    • 12. Train </li></ul>
    • 13. Overview <ul><li>What to Expect
    • 14. What NOT to do
    • 15. What to do (12-step plan) </li></ul>
    • 16. What to expect...
    • 17. Changes to authoring process <ul><li>Topic-based authoring
    • 18. Possible to use structure without topics </li><ul><li>But you miss the big win (re-use)
    • 19. Difficult to store in CCMS </li></ul><li>Unstructured legacy content </li><ul><li>Might be transformable
    • 20. But perhaps not </li></ul></ul>
    • 21. Changing Roles and Skills <ul><li>Out </li><ul><li>Production editors </li></ul><li>Maybe </li><ul><li>Template experts </li></ul><li>In </li><ul><li>XSLT experts
    • 22. XSL-FO experts
    • 23. Developmental editors
    • 24. Content librarians/curators </li></ul></ul>
    • 25. Tool changes <ul><li>WYSIOO </li><ul><li>“ What You See Is One Option” </li></ul><li>Metadata
    • 26. Expect a loss of productivity during transition </li></ul>
    • 27. Creating graphics is different <ul><li>No integrated tools
    • 28. Limited support for some formats
    • 29. But, exciting possibilities in XML graphics </li><ul><li>SVG (Scalable Vector Graphics)
    • 30. MathML </li></ul></ul>
    • 31. Creating new output formats <ul><li>Cannot simply redefine a template with a different page size.
    • 32. Must modify transformations
    • 33. (Trade-off with lowered DTP costs) </li></ul>
    • 34. Component Content Management System <ul><li>Manages topics
    • 35. Helps with search
    • 36. Helps with re-use </li><ul><li>“ Which output uses?” search </li></ul><li>Integrated output processing
    • 37. Version labeling </li></ul>
    • 38. Training and education <ul><li>Training </li><ul><li>Content creators
    • 39. Information systems people </li></ul><li>Education </li><ul><li>New processes
    • 40. Spread the word
    • 41. Any team you interact with
    • 42. Includes management </li></ul></ul>
    • 43. Set management expectations <ul><li>Includes IT </li><ul><li>CCMS may require their support. </li></ul><li>When cost savings will occur
    • 44. Get them thinking </li><ul><li>What can you do with the XML that you couldn't do before? </li></ul></ul>
    • 45. Set your expectations <ul><li>Structured authoring isn't for everyone
    • 46. Some content creators will get upset
    • 47. Some will come around
    • 48. Others will leave </li></ul>
    • 49. Moving to structure...
    • 50. What not to do: <ul><li>Pick an architecture </li><ul><li>(by what criteria?) </li></ul><li>Pick a tool </li><ul><li>(does it match your deliverables?) </li></ul><li>Train the writers on the tool </li><ul><li>(they're the only ones who need to know?) </li></ul><li>Convert </li><ul><li>(should be a 1:1 mapping, right?) </li></ul><li>Go! </li><ul><li>(fail) </li></ul></ul>
    • 51. 12-Step Plan... <ul><li>Goals and metrics
    • 52. Roles
    • 53. Milestones
    • 54. Structure analysis
    • 55. Structure definition
    • 56. Pilot </li></ul><ul><li>Legacy strategy
    • 57. Training
    • 58. Documentation
    • 59. Change management
    • 60. Transition support
    • 61. Evaluation </li></ul>
    • 62. Step 1: Identify goals and metrics <ul><li>From your Content Strategy
    • 63. Deliverables (type, media, frequency, audience)
    • 64. Tool-specific requirements or constraints </li></ul>
    • 65. Step 2: Define roles and responsibilities <ul><li>Who does what in transition
    • 66. Roles include: </li><ul><li>Education
    • 67. Development
    • 68. Review
    • 69. Approval </li></ul><li>If using consultants </li><ul><li>Establish who does what </li></ul></ul>
    • 70. Step 3: Establish milestones <ul><li>Schedule creates accountability </li><ul><li>No schedule = low priority </li></ul><li>Helps maintain scope
    • 71. Include slack for delays </li><ul><li>Reviewer availability </li></ul></ul>
    • 72. Step 4: Perform structure analysis <ul><li>Requirements from Content Strategy
    • 73. Develop taxonomy and metadata
    • 74. Consider future requirements </li></ul>
    • 75. Step 5: Structure definition and output <ul><li>Either: </li><ul><li>Choose structure (DITA, DocBook S1000D)
    • 76. Create structure definition files (DTD, schema) </li></ul><li>Modify authoring tool for structure
    • 77. Output transformations </li><ul><li>Before pilot, just one
    • 78. Either </li><ul><li>Most common
    • 79. Most risky </li></ul><li>Enough to test most assumptions </li></ul></ul>
    • 80. Step 6: Pilot <ul><li>Candidate project </li><ul><li>Not largest or smallest
    • 81. Most representative </li></ul><li>Pilot ensures </li><ul><li>Assumptions are correct
    • 82. Everyone is on the same page
    • 83. Groups are communicating clearly
    • 84. Time for course correction </li></ul><li>Rarely do pilots halt transitions </li></ul>
    • 85. Step 7: Develop legacy content strategy <ul><li>Consider conversion vs. re-writing
    • 86. Depends on the quality of the source content
    • 87. Convert legacy documents </li><ul><li>if necessary </li></ul><li>Consider “as-needed” strategy </li></ul>
    • 88. Step 8: Develop training <ul><li>Background and rationale
    • 89. Structured authoring and XML
    • 90. Using the authoring tool
    • 91. Using the CMS </li><ul><li>Teach process , as well as the tool </li></ul><li>Other tools </li><ul><li>Graphics </li></ul></ul>
    • 92. Step 9: Develop documentation <ul><li>Background and rationale
    • 93. Structure explanations
    • 94. Recommended best practices
    • 95. In-depth technical doc (for developers)
    • 96. Formatting specifications </li></ul>
    • 97. Step 10: Create change management process <ul><li>Managing changes in your system
    • 98. Similar to any software development project
    • 99. Changes will occur </li><ul><li>Structure changes
    • 100. New output
    • 101. Software upgrades </li></ul><li>Track changes
    • 102. Make and distribute in an organized manner
    • 103. Scheduled changes vs. as-needed </li></ul>
    • 104. Step 11: Providing transition support <ul><li>As content creators ramp up
    • 105. Shift from development to maintenance
    • 106. If using contractors </li><ul><li>Ensure you have in-house knowledge
    • 107. Follow-on support agreement </li></ul></ul>
    • 108. Step 12: Evaluation <ul><li>Validate against goals and metrics </li><ul><li>From Step 1 </li></ul><li>Report to management
    • 109. Enjoy what you've accomplished
    • 110. Now...what's next? </li></ul>
    • 111. Summary <ul><li>Content strategy drives all
    • 112. Set expectations
    • 113. Plan. Plan. Plan.
    • 114. Pilot helps with course correction
    • 115. Plan for change </li></ul>
    • 116. Questions?
    • 117. Contact information Simon Bate Scriptorium Publishing www.scriptorium.com [email_address] twitter: @simonbate +1.919.433.2606

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