Nobody knows paperwork like the Pentagon. Without exaggeration, the Department of Defense (DoD) has policies and procedures for writing policies and procedures. In this session attendees will learn: How to enable smart policies and procedures How to use intelligent content to streamline complex documentation processes How to simplify the technology requirements for XML-based documentation processes How to integrate intelligent content into a mainstream enterprise technology landscape How to make XML based solutions scalable & sustainable https://ictect1-my.sharepoint.com/:f:/g/personal/pradeep_jain_ictect_com/EjMvtc9mwBpNscLIvSicvv0BcW3tIfqRhhoEZ-SbWvTYvA?e=4erftn

1. Smart Procedures at the US Department of Defense
October 23, 2018

2. Welcome!
• Introductions
• Business context
• Intelligent content
• Live Demonstrations
• Collaboration with [A]
• Q&A and More Information

3. Introductions
• Pradeep Jain
Guest Appearance from [A]
• Kathleen Gollner

4. Ictect – the Intelligent Content Company

5. What We Do
• We bring intelligent content to
– Defense Publishing
– Scholarly Publishing
– Book Publishing
– Technical Publishing
• Patented software for intelligent content
• Microsoft Gold Partner

6. What are we going to learn?
• Microsoft Word is not your enemy!
• Intelligent content in action
• Normal people can do intelligent content!
• Managing complex documents requirements
• XML workflow without XML Editing Tools
• Roadmap for cost reduction, simplification,
and standardization with intelligent content

7. Business Context
• Enterprise Content Management for
Publications and Forms
– US Air Force, Army and other DoD organizations
• Cost of managing publications and forms
• Compliance to mandates

8. Army Publishing Directorate
“The Army Publishing Directorate (APD)
supports readiness as the Army’s centralized
publications and forms management
organization. APD authenticates, publishes,
indexes, and manages Department of the Army
(DA) publications and forms to ensure that Army
policy is current and can be developed or
revised quickly.”

9. Policies and Procedures…
• Policy Directives
• Policy Memorandums
• Mission Directives
• Instruction Manuals
• Guidance Memorandums
• Operating Instructions
• Inter-service Publications
• Supplements
• Installation Publications
• Pamphlets
• Directives
• Regulations
• General Orders
• Policy Notices
• Pamphlets
• ALARACT Messages
• Instructions
• Policies
• Memorandums
• …

10. Army Publishing Directorate
• 17,000 active publications
• Mandatory 5-year currency window
• Total 3,000+ publishing actions per year
– New Publication
– Revising a Publication
– Rescinding a Publication

11. Compliance Requirements
• Compliance with DA Pam 25-40
• Aligned with GPO Style Guide
• DoD Style Guide
• Army Style Guide
• Section 508 and WCAG Guidelines
• Specific Guides for Publication Types
• Precise Formatting Requirements

12. The Cost Side of Things
$0
$5
$10
$15
$20
$25
$30
$35
FY2006 FY2007 FY2008 FY2009 FY2010 FY2011 FY2012 FY2013 FY 2014 FY2015 FY2016 FY2017
Army Publications and Forms Contracts
(In Millions of Dollars)

13. Moving Parts in the Legacy System
(aka a Markup Boondoggle)
1. Microsoft Word for authoring
2. Custom tool for Word to XML/SGML
3. ArborText, an XML/SGML editor
4. WinComp, a legacy formatting application
5. Astoria Component Management System
6. Adobe tools for last minute changes
7. IBM Content Management Platform

14. The Way Things Were at the
Army Publishing Directorate
• Multiple software products, inefficient process
• Long time-to-publish
• Too much manual work
• Too long to train new hires
• Dependencies on vendors
• Constrained by tool compatibility issues
• Contractor support – costly
• Inability to meet compliance mandates

15. Solution for Army Publishing Directorate
• Microsoft Word-based environment for editing,
validating, converting & formatting content
• Elimination of multiple products
• Compliance with DA Pam 25-40
• Alignment with GPO Style Guide

16. Enter Intelligent Content

17. Demos
• Quality and Compliance checks
• Precise formatting with Word
• Editing features for publications
• Incorporating changes in publications

18. Abbreviation, Brevity Code and Acronyms

19. Publication and Form References

20. Styles

21. Tables and Figures

22. Compliance

23. Solution Benefits
• Streamlined Processes
• Simplified Tool Support
• Shortened Publishing Cycle Times
• Improved Compliance
• Cost Reduction
Simplified Tool Support

24. Testimonial

25. Collaboration with [A]

26. simplea.c
Engineering Omnichannel Content
at the Mayo Clinic

27. simplea.c
[A] & Mayo Clinic
The Mayo Clinic produces quality
and credible health information for
an ever-growing list of different
channels.
But it was becoming increasingly
difficult to manage the content
effectively and efficiently.

28. simplea.c
[A] & Mayo Clinic
In particular, the Mayo Clinic’s content workflows required an increasing
amount of effort to create and prepare content for publication.
Key challenges:
- Copying and pasting to move content from Word to their Web CMS
- Developing and tailoring content for specific channel requirements
- Missing opportunities to share content across two departments

29. simplea.c
[A] & Mayo Clinic
Web Print VoiceContent Types (Word)
In many ways, these challenges are rooted in the content structure, with
markedly different structures used in different departments and
applications.
Content Development
Content authored in different templates
Content Production
Content managed for different channels

30. simplea.c
[A] & Mayo Clinic
?
Goal: to better coordinate and automate the flow of content from multiple
and varied inputs to multiple and varied outputs.
Web Print VoiceContent Types (Word)

31. simplea.c
Engineering Omnichannel Content
MCM
A Master Content Model was designed as an orchestration layer — to
which inputs could be converted and from which outputs could be
generated.
Web Print VoiceContent Types (Word)

32. simplea.c
Engineering Omnichannel Content
MCM
The Mayo Clinic MCM was aligned with DITA, to to best capture the
existing content structures and to ensure alignment with a content standard.
Web Print VoiceContent Types (Word)

33. simplea.c
The conversion of the inputs is critical. The content must be extracted and
structured, and with confidence in the content’s quality and validity.
Engineering Omnichannel Content
MCM
Web Print VoiceContent Types (Word)

34. simplea.c
Engineering Omnichannel Content
For the Mayo Clinic, the authoring and reviewing processes were
conducted in Word. And this was not something that could be readily
changed.
In particular, the doctors who are involved in the review process would not
be willing to adopt new and unfamiliar tools.

35. simplea.c
Engineering Omnichannel Content
For the Mayo Clinic, the authoring and reviewing processes were
conducted in Word. And this was not something that could be readily
changed.
We needed to meet the users in their familiar authoring environment, by
introducing a means to automatically convert from Word to the MCM.

36. simplea.c
Engineering Omnichannel Content
Currently, a proof of concept is underway to explore the potential role of
Ictect tools in the Mayo Clinic’s content development process, by:
- Capturing the rules and requirements for Mayo Clinic content from
authoring guidelines and templates.
- Executing those rules and requirements in Word to ensure the content
is complete and correct.
- Converting the content authored in Word to the Mayo Clinic MCM
XML.

37. simplea.c
Engineering Omnichannel Content

38. simplea.c
Engineering Omnichannel Content

39. simplea.c
Engineering Omnichannel Content
This proof of concept demonstrated that we can use the icTools to extract
the content from a Word document into the Mayo Clinic MCM XML.
MCM
This positions the content for realizing the
core goal for the MCM: as shared content
structure that can orchestrate across
different groups and applications.

40. simplea.c
Resources
● Mastering the Master Content Model
https://simplea.com/Publications/Whitepapers/master-content-model
● The Master Content Model at Mayo Clinic: Aligning Omnichannel
Content Workflows
https://simplea.com/Events/mcm-at-mayo-clinic-webinar

41. simplea.co
Client profile
Client segments
Many content types
Many authors
Many channels
[A] MAKES SMART ORGANIZATIONS EVEN SMARTER
Federal and state
governments
Association
and nonprofit
Healthcare
Financial
services
Publishing and
Education
Large
enterprises
- Content Intelligence Architecture
- Omnichannel Publishing
- Content Systems Integration
- Artificial Intelligence
- Chatbots & Voice
- Personalization
- Automation
- Measure & Value
- Change
- Consulting & Training
Focus Engineering Content Intelligence
Self-Aware Coherent Quantum
Thrive in an
intelligent
world.

42. What did we learn?
• Microsoft Word is not your enemy!
• Intelligent content in action
• Normal people can do intelligent content!
• Managing complex documents requirements
• XML workflow without XML Editing Tools
• Roadmap for cost reduction, simplification,
and standardization with intelligent content

43. Resources Available
• Case Study on Army Publishing Directorate
• DoD Contract Reports for Past Years
• References for the Army, Air Force and DCAA
• Applicable compliance guides
• Publications Change Management processes
• One-hour video demonstration of Intelligent
Content for DoD, DITA, JATS and DocBook
• Joe Gollner’s presentation on “Get rid of XML”!

44. Q&A and More Information
• More information on engagement with Ictect
– Scheduling a hands-on immersion experience at
Microsoft Technology Center for your organization
– One-on-one discussion of cost saving opportunities
with Office 365 and Intelligent Content
– Proof-of-concept for your organization

45. Thank you!
Ictect, Inc.
200 S. Executive Dr. #101
Brookfield, WI 53005
262.898.7277
www.ictect.com