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Understanding and Communicating the Financial Impact of XML & DITA Amber Swope October 19, 2007
Introduction <ul><li>Amber Swope </li></ul><ul><ul><li>Principal Consultant, JustSystems, Inc.  </li></ul></ul><ul><ul><li...
Agenda <ul><li>Introduction </li></ul><ul><li>The Ripple Effect </li></ul><ul><li>Building your case </li></ul><ul><ul><li...
Polling <ul><li>How many languages do you translate your content into? </li></ul><ul><li>Only use 1 language </li></ul><ul...
The Ripple Effect How Global Targets Inflate Content Volume <ul><li>Market Expansion Scenario:  </li></ul><ul><li>BestBet ...
The Ripple Effect How Global Targets Inflate Content Volume <ul><li>Adapting to a much larger mandate also requires the ne...
 
Polling <ul><li>How familiar are you with DITA? </li></ul><ul><li>First time learning about it </li></ul><ul><li>Somewhat ...
Step One:  Choose and Evangelize your Information Model <ul><li>DITA:  Darwin Information Typing Architecture </li></ul><u...
<ul><li>*  Organizations save 40-70% or more in documentation and localization costs </li></ul>Step One:  Choose and Evang...
<ul><li>Example: </li></ul><ul><li>A manufacturing company recently adopted DITA after a global expansion required transla...
 
Polling <ul><li>How are you currently translating your documents? </li></ul><ul><li>I currently translate by whole documen...
<ul><li>Traditionally, TM tools send entire documents through translation process –   including already translated content...
Step Two:  Translate Impact of the Right Translation Workflow <ul><li>Consider the following scenario: </li></ul><ul><li>P...
Step Two:  Translate Impact of the Right Translation Workflow <ul><li>Savings at Every Step: Global Content Creation with ...
 
Polling <ul><li>What metrics do you currently track? </li></ul><ul><li>Number of hours authors actually write per week </l...
Step Three:  Calculate Measurable ROI
Step Three:  Calculate Measurable ROI <ul><li>Also consider the following factors which impact explicit costs: </li></ul><...
Step Three:  Calculate Measurable ROI <ul><li>* The same document that cost $6,000 per language to translate with a whole-...
Step Three:  Calculate Measurable ROI <ul><li>Now consider: </li></ul><ul><li>10 documents delivered in 10 languages </li>...
 
Step Four:  Select Technology Partners Who Facilitate ROI <ul><li>Unified content development environment (UCDE) contains ...
Step Four:  Content Authoring <ul><li>Provides intuitive GUI for authoring topics </li></ul><ul><li>Provides ability to or...
Step Four:  Content Storage <ul><li>CMS – workflow and metadata support (aids in reuse) </li></ul><ul><li>Source Control –...
Step Four:  Content Publishing <ul><li>Generates DITA topics into deliverables </li></ul><ul><li>Server and desktop suppor...
Step Four:  Content Translation <ul><li>Manages translation workflow </li></ul><ul><li>Manages translation memory (TM) </l...
Summary <ul><li>Understand how translation affects content development and production </li></ul><ul><li>Build your case fo...
Resources <ul><li>http:// tech.groups.yahoo.com/group/dita -users   </li></ul><ul><li>http:// dita.xml.org   </li></ul><ul...
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Understanding and Communicating the Financial Impact of XML & DITA

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You already know that XML and DITA for documentation and publishing boast extreme productivity and cost-savings, as well as revenue opportunities. But how can you build your case to the executives to get the green light?

Come to this session to discover your potential financial returns. Learn how to calculate the cost of your current processes, and calculate the potential savings with new technology for authoring, re-use automation, localization, review, and publishing. You can then use these ROI calculations for budget requests and business cases to senior executives, to set expectations with the team and stakeholders, and track project success.

You’ll learn how to:

* Quantify and calculate savings in authoring, localization, reviewing, and publishing
* Build your business case for DITA including sample scenarios and calculations
* Communicate your proposed savings to senior executives
* Save 20 - 40% on authoring, 25-50% on localization costs, and over 50% on your existing publishing costs.

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Transcript of "Understanding and Communicating the Financial Impact of XML & DITA"

  1. 1. Understanding and Communicating the Financial Impact of XML & DITA Amber Swope October 19, 2007
  2. 2. Introduction <ul><li>Amber Swope </li></ul><ul><ul><li>Principal Consultant, JustSystems, Inc. </li></ul></ul><ul><ul><li>18+ years of experience in the industry at multiple companies of varying sizes and industries </li></ul></ul><ul><ul><li>Supported information developers producing DITA content in Rational group at IBM </li></ul></ul><ul><ul><li>Author of numerous papers/presentations on information development and information architecture </li></ul></ul>
  3. 3. Agenda <ul><li>Introduction </li></ul><ul><li>The Ripple Effect </li></ul><ul><li>Building your case </li></ul><ul><ul><li>Step One: Choose and Evangelize Information Model </li></ul></ul><ul><ul><li>Step Two: Translate Impact of Right Translation Workflow </li></ul></ul><ul><ul><li>Step Three: Calculate Measurable ROI </li></ul></ul><ul><ul><li>Step Four: Select Technology Partners Who Facilitate ROI </li></ul></ul>
  4. 4. Polling <ul><li>How many languages do you translate your content into? </li></ul><ul><li>Only use 1 language </li></ul><ul><li>2 – 5 languages </li></ul><ul><li>6 – 10 languages </li></ul><ul><li>11 – 20 languages </li></ul><ul><li>21 – 30 languages </li></ul><ul><li>31+ languages </li></ul>
  5. 5. The Ripple Effect How Global Targets Inflate Content Volume <ul><li>Market Expansion Scenario: </li></ul><ul><li>BestBet DVD Players Expands Sales to Five European Countries </li></ul><ul><li>* 5 new countries requires 5 times the amount of work in creating, translating and delivering all the information necessary to support sales, marketing and service activities </li></ul>
  6. 6. The Ripple Effect How Global Targets Inflate Content Volume <ul><li>Adapting to a much larger mandate also requires the need to understand and communicate the implications, limitations and suitability of: </li></ul>
  7. 8. Polling <ul><li>How familiar are you with DITA? </li></ul><ul><li>First time learning about it </li></ul><ul><li>Somewhat familiar, heard about it </li></ul><ul><li>Familiar with it or researching </li></ul><ul><li>Very knowledgeable </li></ul><ul><li>Already implemented </li></ul>
  8. 9. Step One: Choose and Evangelize your Information Model <ul><li>DITA: Darwin Information Typing Architecture </li></ul><ul><li>XML-based technology foundation that controls and manages creation, translation, workflow, and publishing of content </li></ul><ul><li>Popular information model in today’s global, multi-channel environment </li></ul><ul><li>Breaks down and structures info into reusable modules </li></ul><ul><li>Identifies relationships between info ‘topics’ and ‘maps’ </li></ul><ul><li>Eliminates redundancy of effort </li></ul>
  9. 10. <ul><li>* Organizations save 40-70% or more in documentation and localization costs </li></ul>Step One: Choose and Evangelize your Information Model
  10. 11. <ul><li>Example: </li></ul><ul><li>A manufacturing company recently adopted DITA after a global expansion required translation to 14 new languages </li></ul><ul><li>During pilot project (which encompassed just one set of documentation), the company measured savings of more than $225,000 within the first three months </li></ul><ul><li>Today the company produces dozens of documentation sets in more than 20 languages </li></ul>Step One: Choose and Evangelize your Information Model
  11. 13. Polling <ul><li>How are you currently translating your documents? </li></ul><ul><li>I currently translate by whole documents </li></ul><ul><li>I have adopted an XML strategy to translate documents in parts </li></ul><ul><li>I’m not sure </li></ul><ul><li>Not applicable </li></ul>
  12. 14. <ul><li>Traditionally, TM tools send entire documents through translation process – including already translated content </li></ul><ul><li>Also need to find best point to translate along the content lifecycle </li></ul><ul><ul><li>If too early: Waste </li></ul></ul><ul><ul><li>If too late: Jeopardize deadlines </li></ul></ul><ul><li>BUT – When topic-by-topic vs. whole documents: </li></ul><ul><ul><li>DITA introduces Flexibility </li></ul></ul>Step Two: Translate Impact of the Right Translation Workflow
  13. 15. Step Two: Translate Impact of the Right Translation Workflow <ul><li>Consider the following scenario: </li></ul><ul><li>Product Guide 125 pre-existing topics </li></ul><ul><li>+ 75 new topics </li></ul><ul><li>= 200 topics </li></ul>Without DITA With DITA 200 topics for translation Several thousand dollars to proof & match topics that have not changed 75 topics for translation Since 125 are easily reused, costs reduced by over 60%
  14. 16. Step Two: Translate Impact of the Right Translation Workflow <ul><li>Savings at Every Step: Global Content Creation with DITA </li></ul>
  15. 18. Polling <ul><li>What metrics do you currently track? </li></ul><ul><li>Number of hours authors actually write per week </li></ul><ul><li>Number of hours to write a topic or page </li></ul><ul><li>Number of hours to write a topic by type </li></ul><ul><li>Number of hours to review a topic </li></ul><ul><li>Number of hours to translate a topic </li></ul><ul><li>Number of test/review a deliverable </li></ul><ul><li>Number of days per language to translate deliverables per product for a release </li></ul>
  16. 19. Step Three: Calculate Measurable ROI
  17. 20. Step Three: Calculate Measurable ROI <ul><li>Also consider the following factors which impact explicit costs: </li></ul><ul><li>Direct labor hours per page </li></ul><ul><li>Cost per art file </li></ul><ul><li>% of content rewritten before release of First Edition (revision / churn rate) </li></ul><ul><li>% of new content in future revisions / variants (carry-forward reuse rate) </li></ul><ul><li>Number of expected future product revisions / variants </li></ul><ul><li>% chance to reuse content from this document across other products </li></ul><ul><li>% chance to reuse content from this document across other documents for this product </li></ul><ul><li>Current reuse rate achieved on iterations (before) </li></ul><ul><li>Number of output formats </li></ul><ul><li>Cost for file pre- and post-processing </li></ul><ul><li>DTP cost per translated document </li></ul>
  18. 21. Step Three: Calculate Measurable ROI <ul><li>* The same document that cost $6,000 per language to translate with a whole-document, non-TM approach will cost approximately $1,000 per language using DITA </li></ul>
  19. 22. Step Three: Calculate Measurable ROI <ul><li>Now consider: </li></ul><ul><li>10 documents delivered in 10 languages </li></ul><ul><li>Annual savings of $500,000 on just one documentation set </li></ul>Under Old Method With DITA strategy and TM Annual Translation costs $600,000 (10 documents x 10 languages x $6,000 per language) Annual Translation costs $100,000 (10 documents x 10 languages x $1000 per language)
  20. 24. Step Four: Select Technology Partners Who Facilitate ROI <ul><li>Unified content development environment (UCDE) contains multiple applications </li></ul><ul><li>Applications must integrate to provide seamless workflow </li></ul>
  21. 25. Step Four: Content Authoring <ul><li>Provides intuitive GUI for authoring topics </li></ul><ul><li>Provides ability to organize topics with DITA maps </li></ul><ul><li>Supports creating relationship tables </li></ul><ul><li>Validates DITA topics </li></ul><ul><li>Has a customizable GUI </li></ul><ul><li>Able to integrate with other applications in UCDE </li></ul>
  22. 26. Step Four: Content Storage <ul><li>CMS – workflow and metadata support (aids in reuse) </li></ul><ul><li>Source Control – file integrity support </li></ul>
  23. 27. Step Four: Content Publishing <ul><li>Generates DITA topics into deliverables </li></ul><ul><li>Server and desktop support </li></ul>
  24. 28. Step Four: Content Translation <ul><li>Manages translation workflow </li></ul><ul><li>Manages translation memory (TM) </li></ul>
  25. 29. Summary <ul><li>Understand how translation affects content development and production </li></ul><ul><li>Build your case for moving to DITA </li></ul><ul><ul><li>Step One: Choose and Evangelize Information Model </li></ul></ul><ul><ul><li>Step Two: Translate Impact of Right Translation Workflow </li></ul></ul><ul><ul><li>Step Three: Calculate Measurable ROI </li></ul></ul><ul><ul><li>Step Four: Select Technology Partners Who Facilitate ROI </li></ul></ul>
  26. 30. Resources <ul><li>http:// tech.groups.yahoo.com/group/dita -users </li></ul><ul><li>http:// dita.xml.org </li></ul><ul><li>http:// na.justsystems.com </li></ul><ul><ul><li>White papers </li></ul></ul><ul><ul><li>Webinars </li></ul></ul><ul><ul><li>Flash demonstrations </li></ul></ul>
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