STC Toronto – March 11, 2003Presented by the Toronto Single-sourcing Special Interest                                     ...
About this presentation Single-sourcing Deconstructed   By Rob Hanna, Byron Hills, Michele Marques     ©2003 – All rights...
Welcome Introductions: Single-sourcing and our panel Process and Planning Creating Single-source Content Delivering Mu...
Toronto Single-sourcing SIG Formed in September 2002 Meet third Thursday of each month For more information visit http:...
Your panellists    Moderator: Andrew Brooke    Planning: Rob Hanna    FrameMaker: Michele Marques    Word: Byron Hills...
Your panellists         Rob Hanna is a Senior Technical Communicator and proprietor         of ASCan Enterprises, a New Me...
Single-sourcing overview Defining single-sourcing About this presentation Planning your single-sourcing project Creati...
Working definitions   Single-sourcing is any process used to systematically     create information products from a single ...
Single-sourcing technologySingle-sourcing is a methodology, not a technology.  Although the software tools associated with...
About this presentation    Draw from Ann Rockley’s presentation                                                          ...
Planning and process Defining your objectives Analysing your audience Defining your source and structure               ...
What are our objectives? Key objectives include:    Produce a résumé that is easy to update and tailor for each     new ...
Can single-sourcing help? Single-sourcing will…    Improve the consistency of information    Save on maintenance and cu...
Return on investment (ROI) Expect return on investment if…    The document is deliverable to clients or is tied directly...
Who is my audience HR Department Placement Agency Hiring Manager Automated systems                      Single-sourcin...
Selecting a source Does a source already exist? Do multiple sources exist? How will you resolve discrepancies between v...
Building a structure Does a structure already exist? Does it require modification for single-sourcing? Take a linear do...
Resume structure   Resume title                                  Skills      Objective        Target 1                ...
Creating single-source content Hiding and displaying single-source content Reorganising single-source content Special c...
Hiding single-source content What to emphasize?    Different jobs    Different tasks    Different education How?    ...
Conditional text Set up & apply tags                        Single-sourcing Deconstructed                               ©...
Conditional Text View all conditions                        Single-sourcing Deconstructed                               ©...
Conditional Text Show leadership condition                              Single-sourcing Deconstructed                    ...
Conditional Text Show writing condition                           Single-sourcing Deconstructed                          ...
Considerations Consistency is required for good output    Consistent style of writing    Consistent mark-up of conditio...
Reorganizing content What is presented first?   Education at top vs. Education at bottom How?    Inserting files as co...
Inserted text objects Content objects can be:    Education    Experience    Objective                            Singl...
Inserted text objects Resume files contains content objects          Résumé 1                Résumé 2     Objective      ...
Considerations Consistency is required for good output. Planning decisions on how small are content objects. Planning d...
What Happens Now? Print different versions PDF different versions Use a tool to convert to Help, Web, etc.             ...
Delivering multiple outputs Single-sourcing with Word Relevant features One example Single-sourced output             ...
Single-sourcing with Word Word: Show of hands More useful than you may think What to expect What can we do with Word w...
Single-sourcing with MS Word                                                     Doc 2                        Ball & Chai...
Thinking about single-sourcing Word Features   Master & sub documents   Mail merge   Links to a database   Search & r...
Simulating variables in Word Search and replace placeholders Doc properties (incl. custom) link w/ fields “Ask" fields ...
Simulating conditional text Search & hide (or delete) styles; or colours Hierarchical styles; set parent as hidden Sort...
Different versions Search and replace folder names for different source files Rename different source files (e.g., for d...
Change order of objects Output fields in sortable table; AutoText/AutoCompleted fields on-the-fly; IF fields applying b...
Concept Sometimes using features together ends up being more than the sum of parts                                       ...
One example                                                AutoText shortcuts on-   DB.doc          Resume1.doc          ...
Components in Some Detail DB.doc PDF.doc HLP.doc                    Single-sourcing Deconstructed                      ...
HLP and PDF Samples HLP sample and PDF sample; Change some source data and rebuild outputs;                             ...
Single-sourcing with MS Word                                                   Doc 2                        Thinking out ...
Questions Where do you see single-sourcing in 5 years? What is the difference between single-sourcing and  enterprise co...
References   For more information         http://www.stctoronto.org         http://www.stcsig.org/ss/index.htm        ...
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Single Sourcing Deconstructed

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2003 presentation to STC Toronto by Rob Hanna, Michele Marques, and Byron Hills. Addresses single source authoring and publishing fundamentals (non-XML).

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Single Sourcing Deconstructed

  1. 1. STC Toronto – March 11, 2003Presented by the Toronto Single-sourcing Special Interest Group (SIG) Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  2. 2. About this presentation Single-sourcing Deconstructed By Rob Hanna, Byron Hills, Michele Marques ©2003 – All rights reserved. No part of this presentation may be reproduced without the written consent of one of the authors. The authors assume no responsibility or liability for any errors on inaccuracies within this presentation. Please write to rob@ascan.ca. Adobe FrameMaker and Acrobat are registered trademarks of Adobe Systems Incorporated. Microsoft Word and Windows are registered trademarks of the Microsoft Corporation. All other trademarks are the property of their respective owners. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  3. 3. Welcome Introductions: Single-sourcing and our panel Process and Planning Creating Single-source Content Delivering Multiple Outputs Questions and Answers Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  4. 4. Toronto Single-sourcing SIG Formed in September 2002 Meet third Thursday of each month For more information visit http://www.stctoronto.org Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  5. 5. Your panellists  Moderator: Andrew Brooke  Planning: Rob Hanna  FrameMaker: Michele Marques  Word: Byron Hills Our Moderator: Andrew Brooke is a technical writer at InSystems. Andrew is the Job Bank Manager and Volunteer Manager for the Toronto STC chapter and writes “Career Corner” for the chapter newsletter. He is an active member of the Toronto Single-sourcing SIG. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  6. 6. Your panellists Rob Hanna is a Senior Technical Communicator and proprietor of ASCan Enterprises, a New Media development company. Rob has over 12 years of professional communications experience and 5 years in single-sourcing for IT documentation. He is manager of the Toronto Single-sourcing SIG. Michele Marques is a senior technical writer with Baxter Corporation and an expert FrameMaker user. She is membership manager and list coordinator for the STC’s Single- Sourcing Special Interest Group (SIG) and a co-founder of the Toronto Single-sourcing SIG. Byron Hills is a senior technical writer with Verex Technologies. For several years, Byron has been using various single-sourcing techniques to deliver product information in print and online in seven languages. He is a co-founder of the Toronto Single- sourcing SIG and an active member of the Toronto Online SIG. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  7. 7. Single-sourcing overview Defining single-sourcing About this presentation Planning your single-sourcing project Creating structure Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  8. 8. Working definitions Single-sourcing is any process used to systematically create information products from a single defined source of information. or “Writing information once and using it many times” - Ann Rockley, 2001 Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  9. 9. Single-sourcing technologySingle-sourcing is a methodology, not a technology. Although the software tools associated with single- sourcing are complex, it is the modular writing, not technology, that ultimately determines the success of your single-sourcing project.  Kurt Ament – Single Sourcing: Building Modular Documentation, 2003 Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  10. 10. About this presentation  Draw from Ann Rockley’s presentation Planning  Cover off three stages in delivering a single-source project  Use the résumé as an example Authoring Delivery Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  11. 11. Planning and process Defining your objectives Analysing your audience Defining your source and structure Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  12. 12. What are our objectives? Key objectives include:  Produce a résumé that is easy to update and tailor for each new job application.  Maintain various versions: Short/Long; Technical Writer/Team Lead; Contractor/Employee.  Maintain various formats including: Word, HTML, PDF, and ASCII text.  Showcase help authoring skills by producing a Windows help version. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  13. 13. Can single-sourcing help? Single-sourcing will…  Improve the consistency of information  Save on maintenance and customization efforts  Improve the quality of the content  Require significant upfront planning and investment Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  14. 14. Return on investment (ROI) Expect return on investment if…  The document is deliverable to clients or is tied directly to a product or service  The document has a long life expectancy  Many updates can be expected over time  Several variants may exist at any one time  Parts of the document are reused elsewhere  I can expect to recover my actual costs Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  15. 15. Who is my audience HR Department Placement Agency Hiring Manager Automated systems Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  16. 16. Selecting a source Does a source already exist? Do multiple sources exist? How will you resolve discrepancies between various sources? Create your definitive source of information Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  17. 17. Building a structure Does a structure already exist? Does it require modification for single-sourcing? Take a linear document and make it modular  Break the document into its component parts Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  18. 18. Resume structure  Resume title  Skills  Objective  Target 1  Skill name  Target 2  Experience level  Personal Profile  Last used  Education  Years used  School  References  Location  Name  Date  Position  Degree  Company  Professional Experience  Contact  Company  E-mail  Location  Telephone  Position  Description  Tasks  Accomplishments Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  19. 19. Creating single-source content Hiding and displaying single-source content Reorganising single-source content Special considerations What happens next Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  20. 20. Hiding single-source content What to emphasize?  Different jobs  Different tasks  Different education How?  Applying conditional text Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  21. 21. Conditional text Set up & apply tags Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  22. 22. Conditional Text View all conditions Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  23. 23. Conditional Text Show leadership condition Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  24. 24. Conditional Text Show writing condition Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  25. 25. Considerations Consistency is required for good output  Consistent style of writing  Consistent mark-up of conditions FrameMaker limitations  Conditions for multiple purposes  Text tagged with multiple conditions  Cannot use conditional text to rearrange your content Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  26. 26. Reorganizing content What is presented first?  Education at top vs. Education at bottom How?  Inserting files as content objects Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  27. 27. Inserted text objects Content objects can be:  Education  Experience  Objective Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  28. 28. Inserted text objects Resume files contains content objects Résumé 1 Résumé 2 Objective Objective Education Work History Work History Education Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  29. 29. Considerations Consistency is required for good output. Planning decisions on how small are content objects. Planning decisions on whether headings go within content object or within the document.  Also influenced by desired outputs and those limitations. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  30. 30. What Happens Now? Print different versions PDF different versions Use a tool to convert to Help, Web, etc. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  31. 31. Delivering multiple outputs Single-sourcing with Word Relevant features One example Single-sourced output Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  32. 32. Single-sourcing with Word Word: Show of hands More useful than you may think What to expect What can we do with Word without VBA? Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  33. 33. Single-sourcing with MS Word Doc 2  Ball & Chain .hlp Data Source Doc 1 vs. single- Object a .pdf sourcing Object b Doc 3 .doc Object c Object d Linda Chung Senior Technical Writer 123 Que en St E Toronto, ON M4N 3R8 Tel 416 555-1212 Em linda.chung @lascan .ca ail: Objective Towrite t wic as m uch docu mentatio n in half e the time. Workflow Experience Really Bi g Corp Oct 99 - Present Helped d evelop a single sou rcing pro jec that t lorem ipsum ad ve lor. Sm En terprises all June 98 - Sep 99 Lorem ip sumad v elor dolot. Sm En terprises all 1 ton June 98 - Sep 99 Lorem ip sumad v elor dolot. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  34. 34. Thinking about single-sourcing Word Features  Master & sub documents  Mail merge  Links to a database  Search & replace  Auto-correct; AutoText  Paragraph styles  Templates (.dot)  Bookmarks  Fields for referencing information  Macros and VBA (power, but with a learning curve) Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  35. 35. Simulating variables in Word Search and replace placeholders Doc properties (incl. custom) link w/ fields “Ask" fields or a VBA form Real variables with VBA; link with fields Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  36. 36. Simulating conditional text Search & hide (or delete) styles; or colours Hierarchical styles; set parent as hidden Sort tagged DB table, hide unused rows "IF" Fields Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  37. 37. Different versions Search and replace folder names for different source files Rename different source files (e.g., for different languages Search and replace bookmark names in inserted dummy fields IF fields applying bookmarks per doc type Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  38. 38. Change order of objects Output fields in sortable table; AutoText/AutoCompleted fields on-the-fly; IF fields applying bookmarks per doc type; Separate template w/fields for each doc; Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  39. 39. Concept Sometimes using features together ends up being more than the sum of parts Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  40. 40. One example  AutoText shortcuts on- DB.doc Resume1.doc the-fly, or Contains Contains AutoText: Bookmarked Include Text Fields  Template for each Text {Objective: to text} {Bookmarked lead} {Objective: to write} version [Objective:  Source data changes -- to lead] write] reflected in output Resume2.doc C on tai n s Au toT ex t:  Styles tied to output I n clu d e T ex t F i eld s documents { ObjObj ect i ve:wri te} { ect i ve: to to lead } Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  41. 41. Components in Some Detail DB.doc PDF.doc HLP.doc Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  42. 42. HLP and PDF Samples HLP sample and PDF sample; Change some source data and rebuild outputs; Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  43. 43. Single-sourcing with MS Word Doc 2  Thinking out .hlp Doc 1 of the box Object a .pdf Object b Doc 3 .doc Object c Object d Linda Chung Senior Technical Writer 123 Que en St E Toronto, ON M4N 3R8 Tel 416 555-1212 Em linda.chung @lascan .ca ail: Objective Towrite t wic as m uch docu mentatio n in half e the time. Experience Really Bi g Corp Oct 99 - Present Helped d evelop a single sou rcing pro jec that t lorem ipsum ad ve lor. Sm En terprises all June 98 - Sep 99 Lorem ip sumad v elor dolot. Sm En terprises all 1 ton June 98 - Sep 99 Lorem ip sumad v elor dolot. Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  44. 44. Questions Where do you see single-sourcing in 5 years? What is the difference between single-sourcing and enterprise content management? Will the role of technical communicator change as a result of single-sourcing? Questions from the floor? Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques
  45. 45. References  For more information  http://www.stctoronto.org  http://www.stcsig.org/ss/index.htm  http://www.managingenterprisecontent.com Single-sourcing Deconstructed ©March 2003 R.Hanna, B.Hills, M.Marques

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