Choosing The Right Tools For The Right Job

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Choosing The Right Tools For The Right Job

  1. 1. Choosing the Right Tools Ann Rockley President, The Rockley Group Inc. [email_address]
  2. 2. The Rockley Group Inc.
  3. 3. The Rockley Group sample clients
  4. 4. Agenda <ul><li>Key criteria/differentiators </li></ul><ul><li>Use cases </li></ul><ul><li>Q&A </li></ul>
  5. 5. Evaluating tools <ul><li>Selecting appropriate tools to support your content strategy can be a difficult and lengthy process. </li></ul><ul><li>Your best defense for selecting tools is to be armed with as much information about them as possible. </li></ul><ul><li>You need to develop detailed evaluation criteria , develop use cases and test before you buy. </li></ul>
  6. 6. What we did and why
  7. 7. Key criteria <ul><li>User interface </li></ul><ul><li>DITA/Standards </li></ul><ul><li>Reuse </li></ul><ul><li>Management </li></ul><ul><li>Output/Publishing </li></ul>
  8. 8. Authoring
  9. 9. User interface <ul><li>Clean </li></ul><ul><li>Easy-to-use </li></ul><ul><li>Clear idea of next steps </li></ul><ul><li>Access to functionality </li></ul>
  10. 10. Rules validation <ul><li>All elements have a start tag and an end tag </li></ul><ul><li>The case of the element name in the start and end tags is identical </li></ul><ul><li>There is a single root element </li></ul><ul><li>All elements are properly nested – no overlapping elements (e.g., not <i><b></i></b>) </li></ul><ul><li>All attributes are properly punctuated </li></ul><ul><li>Fully validating/validates at point of authoring </li></ul>
  11. 11. CCM enabler <ul><li>Helps non-CCM systems with component management </li></ul><ul><ul><li>Bursting </li></ul></ul><ul><ul><li>Reuse </li></ul></ul><ul><ul><li>Tracking reuse </li></ul></ul><ul><ul><li>Reports </li></ul></ul>
  12. 12. DITA
  13. 13. Map editor <ul><li>Drag and drop to rearrange the order and hierarchy of topics </li></ul><ul><li>Access to CCMS search functions to find topics to add to a map </li></ul><ul><li>Drag and drop from the CCMS interface (search lists or browse windows) </li></ul><ul><li>Easy dialogs for editing attribute values to the topic reference </li></ul>
  14. 14. Linking/xref <ul><li>Maps </li></ul><ul><li>Conrefs </li></ul><ul><li>Topic IDs and topic names </li></ul>
  15. 15. Output/publishing <ul><li>DITA Open Toolkit </li></ul><ul><li>Bundled style sheets </li></ul><ul><li>Ease of FOSI editing/changes </li></ul>
  16. 16. Management
  17. 17. User interface <ul><li>Clean and easy-to-use </li></ul><ul><li>Appropriate to multiple audiences </li></ul><ul><li>Hide/show XML </li></ul>
  18. 18. Reuse <ul><li>Component </li></ul><ul><li>Filtered </li></ul><ul><li>Variable </li></ul><ul><li>Derivative </li></ul>
  19. 19. Component
  20. 20. Filtered
  21. 21. Variable
  22. 22. Derivative <ul><li>Derivative reuse occurs when a content component is reused with change. </li></ul><ul><li>The derivative component is a “child” of the “parent” (original) component. When the parent component changes the owner of the derivative is notified so that changes can be made to the derivative if appropriate. This ensures that content remains as similar as possible. </li></ul>
  23. 23. Reuse reporting <ul><li>Where used </li></ul><ul><li>Percentage of reuse </li></ul><ul><li>Derivative reuse </li></ul><ul><li>Potential reuse </li></ul>
  24. 24. Repository services <ul><li>Version control </li></ul><ul><li>Versioning </li></ul><ul><li>Access control </li></ul>
  25. 25. Metadata and search <ul><li>Metadata for all levels of granularity </li></ul><ul><li>Changing/adding metadata </li></ul><ul><li>Simple search </li></ul><ul><li>Complex search </li></ul><ul><li>Saving searches </li></ul>
  26. 26. Workflow <ul><li>Interface </li></ul><ul><li>Sample workflows </li></ul><ul><li>Ease of change </li></ul><ul><li>Parallel, sequential, notifications </li></ul>
  27. 27. Standards support <ul><li>DITA </li></ul><ul><li>S1000D </li></ul><ul><li>SPL </li></ul><ul><li>DocBook </li></ul><ul><li>XLIFF </li></ul>
  28. 28. Globalization <ul><li>Translation workflow </li></ul><ul><li>Integration with TMS </li></ul><ul><li>Hand-off to translation vendors </li></ul><ul><li>Re-integration of translated content </li></ul><ul><li>Terminology editor </li></ul><ul><li>Global site management </li></ul>
  29. 29. Output/Publishing <ul><li>Integrated tools </li></ul><ul><li>Transformations </li></ul><ul><li>Book building </li></ul><ul><li>Layout </li></ul><ul><li>Assembly </li></ul><ul><li>Automation </li></ul>
  30. 30. Vendor intangibles <ul><li>Like-minded </li></ul><ul><li>Size </li></ul><ul><li>Support </li></ul><ul><li>Community </li></ul><ul><li>Vision </li></ul><ul><li>Stability </li></ul>
  31. 31. Identifying your needs <ul><li>Begin your evaluation process by identifying your needs. </li></ul><ul><li>Once you’ve documented your vision, you can use it to identify your criteria for tools selection </li></ul>
  32. 32. Sample criteria
  33. 33. Weighting your criteria <ul><li>Must have </li></ul><ul><li>Should have </li></ul><ul><li>Nice to have </li></ul>
  34. 34. Use cases <ul><li>Sometimes called scenarios </li></ul><ul><li>Put your requirements in the context of your organization </li></ul><ul><li>Real world example </li></ul>
  35. 35. As is sample <ul><li>Enterprise customer content, consumer electronics, :MP3 player: </li></ul><ul><ul><li>Marketing defines customer requirements , product feature definition and customer positioning statement for the new product. </li></ul></ul><ul><ul><li>Customer documentation team source information write new content, copying and pasting content from previous products whenever applicable. </li></ul></ul><ul><ul><li>Web team independently duplicates the same process, reviewing marketing materials and drawing on positioning and feature descriptions as required. </li></ul></ul>
  36. 36. Cont. <ul><ul><li>Call center gets the information from the Customer Documentation team and Web team, and anything else they could find and rewrites it for their own needs. </li></ul></ul><ul><ul><li>Training repeats the process. </li></ul></ul><ul><ul><li>Each group separately manages their content through the translation process (80 languages). </li></ul></ul>
  37. 37. To be <ul><li>All content is stored in a central repository and is available for reuse. </li></ul><ul><li>Marketing creates a product feature definition and customer positioning statement for the new product in structured templates. </li></ul><ul><li>Customer Documentation and training team pair up, review specs and determine what is new, changed, or reused from an existing product, selecting existing content components for reuse whenever possible. </li></ul>
  38. 38. Cont. <ul><li>Web team reuses the task information with the core steps being used as onscreen text in Flash demos. They augment with illustrations and animations. Marketing materials are reused and repurposed for the web. </li></ul><ul><li>Call Center identifies content to reuse, which is automatically published to HTML, filtering out extra detail but leaving core precise steps. These are automatically added to support web site and call center rep knowledge base. </li></ul><ul><li>The system tracks new and changed components translation with in context representation of content for review purposes. </li></ul>
  39. 39. Cont. <ul><li>Translated content is fed back into the source central repository. Future translations match content from the central repository then send out new/changed content components for translation. </li></ul>
  40. 40. What the vendor learns <ul><li>Automation is important. </li></ul><ul><li>Reuse is important. But equally important is a systematic way to promote reuse, by having the system report on redundant content. </li></ul><ul><li>With the number of players in the process, workflow and notification are important. </li></ul><ul><li>The solution needs solid multichannel publishing capabilities, with the ability to bake HTML for sites. </li></ul>
  41. 41. Creating a list of potential vendors <ul><li>Conferences </li></ul><ul><li>List serves </li></ul><ul><li>blogs </li></ul><ul><li>Magazines </li></ul><ul><li>Web sites </li></ul>
  42. 42. Narrowing down the list <ul><li>Request a custom demonstration. </li></ul><ul><li>Send out an RFP that includes your detailed criteria. </li></ul><ul><li>Evaluate the responses. </li></ul><ul><li>Pick three vendors that most effectively meet your criteria. </li></ul><ul><li>Ask for a content-specific demonstration. </li></ul><ul><li>Narrow your selection further. </li></ul><ul><li>Conduct a proof-of-concept. </li></ul><ul><li>If the product performs well during the proof-of-concept, purchase it. </li></ul>
  43. 43. Summary <ul><li>Identify your criteria for selection. </li></ul><ul><li>Develop a weighting system for your criteria. </li></ul><ul><li>Develop a list of vendors to investigate. </li></ul><ul><li>Request a custom demonstration from vendors that interest you. </li></ul><ul><li>Send out an RFI/RFP to selected vendors that includes your detailed criteria and ask them to respond to your questions. </li></ul>
  44. 44. Additional Resources <ul><li>www.rockleyreport.com </li></ul><ul><li>www.rockleyblog.com </li></ul>
  45. 45. Questions? 905-939-9298 [email_address] www.rockley.com The Rockley Group Inc. Ann Rockley

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