With the growing number of DITA tools in the marketplace, one would think that it would be easy to justify using one of them to create and publish technical documents. By now, most managers have been exposed to the benefits of creating technical documentation according to some agreed upon set of documentation rules using DITA. However, understanding the benefits of this technical approach and being able to justify the expense of implementing it are two different things. Many technical documentation managers are not able to articulate the long-term advantages of converting product information repositories to DITA in order to build a suitable business case to get such a project approved. This presentation outlines the many cost savings and revenue generation opportunities created by managing product information directly in DITA. This presentation was given at Information Development World on October 2, 2015.

1. No Budget? No
Problem.
Techniques for
Getting DITA
Projects
Approved Brian.Buehling@daksys.com

4. Dakota Offices - Chicago, IL USA

5. ● Founded in 1999 to support the growing need for
technical publication integration services
● Headquartered in Chicago, USA serving
customers in North America, Europe, Middle East
and Asia
● Partnered with technical communication
software providers
● Added information architecture training
services in 2004
● Added production support and hosting in 2010
● Introduced Dakota Content Platform in 2012
daksys.com

7. Hundreds of Enterprise Implementations

8. 37% International Implementations

10. ● DITA Publishing System
● Single Source Publishing
● Multi Channel Publishing
● XML Publishing
● Structured Writing
● XML Authoring
● Enterprise CMS
● Database Publishing
Many Names, One Concept

11. “A system that enforces structured writing guidelines
using XML, so that information can be reused across
different formats and document outputs.”

12. CCMS Technical Architecture

13. CCMS Implementation Phases

15. “In conclusion, implementing the proposed DITA
Enterprise Publishing System will result in the following
benefits:
● Content production without programming or design experience.
● Consistency of design across publications
● Streamlined workflow
● Increased content reuse
● Automatic composition and web delivery”

16. Manager Response:
“Jan is right - These technical writers do
complain a lot”

17. “In conclusion, implementing the proposed XML-based
CMS will result in total savings of $250K over 12 months
yielding a one year ROI of 50%”

18. Manager Responses:
“Hmm…I bet this presenter costs us $125K a year in
salary, benefits and overhead…eliminating her position
over 2 years…”
“If this is so great, why didn’t I think of it?”
“Sure, if your project is successful!”

19. “UN Security Council Sanctions List”

20. Automatic S1000D
conversion and
Publishing

21. ● Regulatory Compliance
● Budget Expiration
● Translation
● Management Support
● Competitor Comparison
● Pending Litigation
● Insurance
● No Alternative Solution
● Poor Quality / Mistakes in Output
● Key Customer Request
● Cost savings
Sources of Urgency

23. ● Reduce internal publishing costs
● Automate production tasks
● Streamline editorial processes
● Reduce errors
● Electronic distribution
● Long term support
● Internal training
● Faster time to market
● Premium support revenue
● New information products
● Document derivation products
● New distribution channels
Opportunities

24. Service and Operator
Guide Dynamic Publishing

25. Online Policy and
Procedure
Management
System

26. “Now Web-based
XML editing
deployed to 200
users”

27. “In conclusion, implementing the proposed
XML-based CMS will result in the following
benefits:
● Content production without programming
or design experience.
● Consistency of design across publications
● Streamlined workflow
● Increased content reuse
● Automatic composition and web delivery”

28. “In conclusion, implementing the
proposed XML-based CMS will result in
the following benefits:
● Content production without programming
or design experience
● Design consistency across publications
● Streamlined workflow
● Increased content reuse
● Automatic composition and web delivery”

30. ● Unclear definition of technology
● DITA/XML is not needed (MS-Word, RDB’s, etc.)
● Underestimating implementation risks
● We don’t have the time/expertise to implement
something new
● The current system doesn’t need fixing
● Build vs. buy
● Standards wars
Sources of Resistance

31. CCMS Project Killers

32. “That’s no
problem, our
software
handles it!”
Ed

33. “CCMS Sales
Demos are
beautiful”

34. “CCMS
Implementations
are not”

35. ”Where is the ROI!”
Rob

36. Common Issues:
1) Finance personnel don't have the
technology background to fully understand
the ROI of CMS's.
2) Finance personnel have a bias toward
preventing any new IT cost expenditures.
Converting Content to $$$

37. Content Creation is the Major Cost Center

38. The ROI Formula
(Co x Rf) –
Ci
ROI = ___________ X
Sf
Ci

39. ● Understanding Internal Resource Costs
● Handling Productivity Loss
● Allocating Cost Appropriately Across
Budgets
● Timing Submissions with Budget Cycles
● Interpreting Fixed Costs
● Coordinating ROI Horizon
● Targeting Cost AND Revenue
● Factoring in Risk
● Addressing Perceived Value

40. “We can just use
Open Source
CMS code...”
Jerry

41. “Rejected: It’s
not on our list of
approved
vendors”
ETSD

42. “Just follow my 6 step
Content Realization
Process and reusable
content will
materialize!”
Lisa

43. “NO WAY! Why
can’t I just use
MS-Word!?”
Nina

44. “ The new iOS
app is great.
But, I need
printed too”
John

45. “那么中国人呢？”
Peter

47. ● Solve business problem
● Define criteria for success
● Highlight risks and limitations
● Use actual production documents
● Involve eventual end users to finalize requirements
● Avoid vendor dominance
● Utilize as PR tool
● Identify system user
Key First Steps

48. “Everyone
needs support
from those
who have done
it before”

49. No Budget? No
Problem.
Techniques for
Getting DITA
Projects
Approved Brian.Buehling@daksys.com