Writ 5111 Group Project Prototype Presentation


Published on

1 Like
  • Be the first to comment

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

Writ 5111 Group Project Prototype Presentation

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