Why go to XML? [TC Dojo Open Session]

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Highlights and reasoning behind XML projects. Ever wonder what the managers see that convinces them they should do it? Want to know why you should get behind it as a technical writer? Here's why...

Highlights and reasoning behind XML projects. Ever wonder what the managers see that convinces them they should do it? Want to know why you should get behind it as a technical writer? Here's why...

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Transcript

  • 1. Welcome! TC Dojo Open Session
  • 2. Why go to XML? Liz Fraley, Single-Sourcing Solutions
  • 3. 4 Let’s talk about XML • Why is XML Important? – Consistent and accurate information – Single-Source of truth (create once use many times and ways) – Support multiple outputs (print, web, training, etc) – Reduce costs – Increased productivity – Reduce translation costs – Future proof information – Easy to find information – Allows users to easily create and exchange information What is XML? eXtensible Markup Language it allows a document to be marked according to its content rather than its format
  • 4. 5 Example: DTP Processing vs. XML Introduction to Arbortext Editor Arbortext Editor Overview The purpose of this section is to provide the user with a high level overview of creating content with Arbortext Editor. Using the editor is very simple and will be familiar to anyone. The only requirement is organization of information. Arbortext will guide the user through content creation to insure that the proper content is added to the file correctly and according to the customers business rules TP (Word) Processing 24 pt Arial, Bold, Centered 18 pt Arial, Centered 18 pt Arial, Centered XML Title Short Description Summary 16 pt Arial, Left Justified Overview
  • 5. 6 DTP vs. XML Basics Traditional DTP • Binary Storage – Proprietary and readable only by specific vendor application – Extensible only via specialized programming knowledge • Maintenance – Big silos of content – Information repeated – Styling repeated – Intensive manual effort • Creation dictates storage and maintenance choices XML • ASCII storage – Human readable – Always available – Customization/Specialization mechanisms based on XML itself • Maintenance – Content libraries - common information sets – Reusable chunks – Automated styling • Metadata – Document contains information describing what it contains
  • 6. 7 “Our goal is to provide the right content to the right person, at the right time, in the right format, and in the right media.” – Lisa Fisher, IBM Content Management Strategies Conference 2007
  • 7. 8 Single Source Authoring - Configuration Topic Topic Topic Topic Source Configuration External/customer facing Information Configured Information Internal Information Output
  • 8. 9 THE NEXT THREE SLIDES In 2002, at the Arbortext Users conference, Ray Hicks, Manager Tech Pubs at Hamilton Sundstrand, and Eric Helgerman, Architect at Creative Concepts gave a presentation called “Authoring & Document Management at Hamilton Sundstrand”…
  • 9. 10 Many Changes Impact Other Documentation 40-1 40C11 40C3A 40C7EH 40C7B Content Master From: “Authoring & Document Management at Hamilton Sundstrand” AUGI 2002 by Ray Hicks, Manager Tech Pubs, Hamilton Sundstrand, and Eric Helgerman, Architect, Creative Concepts
  • 10. 11 One Change Affects Every Medium in Which the Documentation Is Delivered WEB PRINT CD-ROM 40-1Master 40C11 40C3A 40C7EH 40C7B From: “Authoring & Document Management at Hamilton Sundstrand” AUGI 2002 by Ray Hicks, Manager Tech Pubs, Hamilton Sundstrand, and Eric Helgerman, Architect, Creative Concepts
  • 11. 12 The Number of Documents Impacted by Just One Change Is Immense From: “Authoring & Document Management at Hamilton Sundstrand” AUGI 2002 by Ray Hicks, Manager Tech Pubs, Hamilton Sundstrand, and Eric Helgerman, Architect, Creative Concepts 40-1Master 40C11 40C3A 40C7EH 40C7B WEB PRINT CD-ROM LANGUAGE VERSION PRODUCT LINE PRODUCT OTHER DIMENSION
  • 12. 13 THE NEXT SIX SLIDES In 2008, at the CMS conference, Eric Severson, CTO, Flatirons Solutions, gave a presentation called “Best Practices for DITA in a Global Economy”…
  • 13. 14 From: “Best Practices for DITA in a Global Economy” CMS 2008 by Eric Severson, CTO, Flatirons Solutions
  • 14. 15 From: “Best Practices for DITA in a Global Economy” CMS 2008 by Eric Severson, CTO, Flatirons Solutions
  • 15. 16 From: “Best Practices for DITA in a Global Economy” CMS 2008 by Eric Severson, CTO, Flatirons Solutions
  • 16. 17 The Hard Numbers No Content Reuse • Total Word Count = 165,280 • Total Languages = 7 • Authoring Costs = $108,000 • Translation Costs = $266,101 • 10% Project Mgmt = $26,610 • Editing Costs = $40,769 • QA Costs = $11,570 • Production Costs = $15,062 • Total Costs = $469,112 70% Content Reuse • Total Word Count = 49,584 • Total Languages = 7 • Authoring Costs = $12,000 • Translation Costs = $79,830 • 10% Project Mgmt = $7,983 • Editing Costs = $12,231 • QA Costs = $3,471 • Production Costs = $0 • Total Costs = $115,515 From: “Best Practices for DITA in a Global Economy” CMS 2008 by Eric Severson, CTO, Flatirons Solutions Total Cost Savings = $373,597
  • 17. 18 From: “Best Practices for DITA in a Global Economy” CMS 2008 by Eric Severson, CTO, Flatirons Solutions
  • 18. 19 Manage terms vs. Correcting terms From: “Best Practices for DITA in a Global Economy” CMS 2008 by Eric Severson, CTO, Flatirons Solutions Cost to correct a term throughout software in one language: $2,000 vs. Cost to manage a term in English: $100 Cost to correct a term in 21 languages: $42,000 vs. Cost to manage a term in 21 languages: $2,100
  • 19. 20 THINGS TO REMEMBER Back to our original topic..
  • 20. 21 Work Is Never “Done” Content Always Changes • Errors • Changes • New feature • New product • New company Change Triggers Change • Data Model • Metadata • Stylesheets • Processes • Supported Languages • Output Formats
  • 21. 22 XML provides opportunities to reduce work and increase efficiencies 1. Separation of Form and Content – Future proof your content – Automate production 2. Supports reuse and repurposing of content – Improves efficiency on a larger scale – Publications staff, support staff, and customers! 3. Supports configuration of content everywhere information intersects information consumers – For Customers audiences, skill levels, languages, internal & external, etc – For the authoring and publication team creation, construction, aggregation, and production – And all across the enterprise engineering, marketing, customer support, product/project management, training, legal
  • 22. Questions?
  • 23. 24 Coming up... • Next Public Session – Title: Repurposing Content for Multichannel Publishing – Date: Monday 19 Aug 2013 – Topic: Managing documents can get really complicated really fast. A single product can have a dozen models or versions and sold in over a hundred countries. Clients have cut their translations costs from $20,000 to $6700. It can be done and we can show you how. – Registration link: http://bit.ly/17qScKd
  • 24. 25 Next Master Series session – Mon 29 July A single conversation among a small group of peers. Attendees will have the opportunity to present their challenges and solicit advice in a confidential supportive environment with other Master Series Members. Sign up at http://tcdojo.org
  • 25. See You Next Time Don’t forget to vote for your choice of upcoming session topics http://svy.mk/12cLRDI