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Writ 5111 Group Project Prototype Presentation

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Transcript

  • 1. Content Management and Single Sourcing Foundations and Current Practices Patrick Haggerty Susan Schnelbach Josh Richards
  • 2. Overview .
  • 3. Overview . Client Education Group
    • Three departments within OIT
      • Application Support
      • Helpline (1Help)
      • Training, Professional Development, and Consultation Services
  • 4. Overview . Project and Challenges
    • Much larger project
      • Duplication
      • Communication and management
      • Document life cycle
      • Ownership
      • Varied purpose and tone
  • 5. Overview . Goals
    • Overall goals include:
      • Reduce duplication
      • Increase discovery and adaptability
      • Implement a publishing process that coordinates efforts
      • Establish a formal review process
  • 6. Overview . Our part and deliverables
    • Background and practices:
      • Content Management
      • Single Sourcing
      • Current Practices
  • 7. Content Management . Patrick Haggerty
  • 8. Content Management . A Practice
    • Primarily a practice:
      • Asset Management
      • Presentation Management
      • Publishing
  • 9. Content Management . A Practice
    • Asset Management:
      • Asset = piece of content
      • Data, Information, Knowledge, Content
      • Metadata
        • Context
        • Structure
  • 10. Content Management . A Practice
    • Presentation Management:
      • Format
      • Templates
        • Default
        • Flexible = modular
        • Flexible = multimedia
  • 11. Content Management . A Practice
    • Publication:
      • Reconstruct information
      • Only outward facing activity
  • 12. Content Management . Infrastructure
    • Practice must be supported and enacted:
      • Repository
      • People
      • Digital content management system
  • 13. Content Management . Strategy
    • A single context that directs and critiques
      • Groundwork for infrastructure choices and workflows
      • Built of foundational principles and project goals
        • Single Sourcing a foundational principle
  • 14. Single Sourcing . Susan Schnelbach
  • 15. Single Sourcing . What is it?
    • A method of writing content so that it can be reused in multiple documents or media without being modified or rewritten Groundwork for infrastructure choices and workflows
    • Generally used to created written documents, Web content, and/or online help files
    • Allows Web content to be dynamically served
  • 16. Single Sourcing . Implementation
    • Single sourcing is usually implemented along with a form of structured authoring
      • Structured authoring is an organized, disciplined, template-driven approach to writing
      • Structured authoring is somewhat inflexible
  • 17. Single Sourcing . Implementation (cont.)
    • Documents are broken down into topics
    • The topics are divided into information types (concepts, tasks, references)
    • The level to which content is broken down is its granularity; the more granular the content, the more it can be reused without modification
  • 18. Single Sourcing . Concepts
    • Concepts are general information topics that allow multiple explanatory paragraphs
    • Concepts are the most commonly used topic type
    • An example of a concept would be the section that explains what a specific feature is and what it does
  • 19. Single Sourcing . Tasks
    • Tasks are specific step-by-step lists explaining how to accomplish a task
    • Only brief explanatory test is allowed in a task and a task must include steps
    • An example of a task is a step-by-step guiding explaining how to save a file or configure a device
  • 20. Single Sourcing . References
    • References are written in the form of a glossary
    • Only a word or phrase and its definition is used
  • 21. Single Sourcing . Single Sourcing without Structured Authoring
    • Single sourcing may also be done without structured authoring
    • Topics still need to be created carefully, remembering that they will be used in multiple documents for multiple audiences
    • Single sourcing can be done at the document level using any word processor to create content, or it can be done using a content database
  • 22. Single Sourcing . Single Sourcing without Structured Authoring (cont.)
    • Files must be rigidly created and organized
    • How the content is created is less important than how it is stored and retrieved
  • 23. Current Practices . Josh Richards
  • 24. Current Practices . Overview of Case Studies
    • Juniper Networks, Inc.: Practical discussion of issues, problems, and successes
    • TheContentWrangler.com: 10 DITA lessons learned from tech writers in the trenches
    • Medical device company: Study of transition to single-source documentation
  • 25. Current Practices . Hire an Expert
    • Single-source methods do not solve all problems, and may create new ones. Find someone who’s been there before
  • 26. Current Practices . Plan Ahead
    • A good plan will help get support of management
    • Assign roles to different parts of the transition to single-sourcing
    • Create a timeline for converting your documentation library
  • 27. Current Practices . Research Your Tools
    • Use a Content Management System (CMS) to manage your library
    • Find the best tool for your basic business needs
  • 28. Current Practices . Formatting Your Content
    • Be willing to let go of previous formatting. Choose new design that is easy to replicate in single-sourcing environment
    • Create guidelines that make it more difficult for authors to alter during writing
  • 29. Current Practices . Training Your Writers/Authors
    • Authoring for reuse requires a much different writing approach – most experienced writers are not familiar with this style
    • Many authors are resistant to change, whether directly or indirectly
    • Psychological effect: loss of document “ownership” for authors
  • 30. Questions .