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flacke@orange.fr
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DITA and content reuse explained: a Case StudyMarie Louise FlackeAwel-A-Ben France
flacke@orange.fr
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ConRef?
Tags?
DITA 1.2?
CMS ?
Pilot project?
Filtering?Migrating to DITA
Conditional Text?
Explaining content
reuse to my boss…
flacke@orange.fr
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Cost reduction?
• Outsourcing (low cost countries)
• Stop releasing customer
documentation
• Reshaping your documentation
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Which (outsourcing)
savings? „The truth is, no one saves 80percent by shipping IT work to Indiaor any other country.
Few can say they save even half that.
As just one example, United Technologies, is saving just over 20 percent by outsourcing to India.“
Hidden costs of outsourcing, CIO Magazine,Sept. 2003
flacke@orange.fr
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Structuring your documentation?
• Findability
• Updates
• Content reuse
HUGE Effort…
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Start to collect requirements
• Invite product stakeholders
• Marketing, legal, product manager,
training, customer support…
• List requirements
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Requirement list
Department Needs Documentation
Marketing Pre-sales Flyer, Web page, fact sheet, video
Legal Safety recommendations, legal requirements
Standard & Safety message Bible?
Training Training support PPT, video, manual
Product management/operations
End user documentation
User manual, installation manual, Web, Twitter, etc
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Globalization requirements
• One fits all?
• Inquire with Country
Managers
Countries/Regions
Languages Legal requirements
Europe 23 European Standards
North America 2 (3?) ANSI, ISO
North Africa/Middle
East
3 ISO
Asia (prospecting)
3 ISO
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Requirements Recap
• Sausage salad?
Video?
Electronic?Paper?
Twitter?Arabic
language?
QuickStartGuide?Web?
Labels?
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Twitter…?
• Is the sausage machine
twittable?
Customer service on Twitter:
• Does your software documentation pass the Twitter test?
The key is to have many small help topics that focus on specific questions your customers have.
http://tinyurl.com/9ryzwm8
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Based on requirements
• PreSales (Marketing)
needs
PreSales(Marketing)
Product presentation
Proposals (bid writing)
Fact Sheets
Leaflets
PPT demos
Videos
Unsollicitated
Sollicitated (RFPs)
QR Codes
Paper (pdf)
Electronic
Paper (pdf)
Electronic
Unsollicitated (PPT)
Sollicitated
(RFPs)
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Based on requirements
• Post Sales (Customer
service) needs
PostSales
Installation Guide Operations Guide
Maintenance Guide
Paper (pdf)
Web
Mobile
Electronic
UG
QuickStart
QuickStart
OG MG
Web
Mobile
ElectronicVideo
Video
Paper (pdf)
Paper (pdf)
Electronic
Training
HelpFiles
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Sample
• Fact sheet
• Pre-Sales only?
Volume: 5x 1,000 liter
Connected load:9,75 kW; 400 V; 50 HzMax. Temperature:
+3°CInject-Star HS 3-5 tumbling line
Equipment: - Computer control panel TC 20- 20 different programms- modular system- machine in stainless steel- integrated vacuum pump
DITA Reference
Topic
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Fact Sheet: multiple usage
• Presales (1)
• Paper or electronic
Information needs
Department P orE
Usage
One Page Fact sheet
Pre Sales P, E
Exhibition, Prospect visit
Web
Leaflets & catalogues
Pre Sales P Exhibition, Prospect visit
Proposals Marketing/Engineering
P RFP or unsolicitated
Product presentation
Marketing E Powerpoint, Videos,Twitter
Single content, multiple usage
8!!!
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Fact Sheet: multiple usage
• Post sales (2)
• Paper or electronic
Information needs
Depart.t P orE
Format
Installation Guide
Post sales P, E
Full Guide
Operation Guide
Customer Relation-
ship
P, E Full Guide, Quickstart Guide
(pdf), Web (HTML)Online Help, Video
Maintenance Guide
Customer Support
P,E Full Guide, Web, Mobile, Video,
Online Help
Course book Training P, E Powerpoint, Videos,Twitter, Web
15!!!!
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Mobile-compatible?
• Twitter compatible?
Wurst Machine Frankfurter Starwww.FrankfurterStar.comFor Frankfurter, WeissWurst, Lyoner Wurst, Curry Wurst
Reference: FW Inject 2012Volume: 5 x 1,000 literVacuum pump: integrated
Twitter compatible!
Reference topics are designed for speed (*)
(*) DITA Best practices, Michelle Carey
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Woongjin CowayWater purifier using a QR code management video
QR codegenerated
QR code attached to device
QR code scanned with a smartphone / tablet computer
QR code information sent to the server
QR code analysis and instructional video
Appropriate equipment related videos
View Videos form
Video sidebar
Live-action movie
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Re-Using ?
• Internationally?
• Re-Use in Pre-Sales 8 x
•Re-Use in Post-Sales 15 x22 x
Re-using 22x „5x 1,000
liter“?Gallon
vs
Liter?
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Based on Globalization requirements
• Europe• USA
Europe USA
EU Machine Dir
Legal Requ-EU
CE Certification
Languages: 8EN – FR – DE – IT – SP – NL- SE - PT
Legal Requ. US
Languages: 2EN - SP
ANSI
IllustrationsContinental - UK
IllustrationsUS
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Based on Globalization requirements
• North Africa• Asia
Asia North Africa
ISO
Languages: 3 EN – CN - JP
ISO
Languages: 3EN – FR – Arabic
Illustrations?
Illustrations??
Legal Requ. ? Legal Requ. Afr.
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Globalization and Reuse ?
• Languages: EN, FR, SP
• Standards: ISO, EU
• Units of measure: metric, imperial
• Illustrations
• Product names
•Safety messages
• 63% savings in translation
[DITA Roi and translation, Mark Lewis /Quark Inc. See http://tinyurl.com/9jautrp]
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Why Reuse ?
• Standard compliancy
• Minimizing risks
Guide to EU Machine directive, page 286
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Why Reuse ?
• Which risks?• The description of different crosswind landing techniques (crab-angle, sideslip or a combination) contained in flight operations documentation FCOM, FCTM, FCOM Bulletins and FOBN were not uniform and in part contradictory.
Investigation report
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Why Reuse ?
• Warning messages?
"Warnings and cautions are a good example of reuse in aerospace documentation.They describe hazards that may cause injury or death or damage to the aircraft.For product liability reasons, these warnings and cautions are carefully reviewed and approved by qualified personnel.Technical authors may be required to reuse these warnings and cautions verbatim across all documents. "
Applicable to Machine Industry!
http://efasoft.blogspot.com/2008/05/s1000d-content-reuse.html
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Updates ?
• Automatic?• Accurate?
•Temperature? 5° C instead of 3°C?
• New filter?
Forgot to update the Italian version for
Tessin?
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Evaluate Cost savings ?
• Methodology?
• Guesstimates?
• Percent topic reuse
• Fraction of topics reused somewhere
• Average topic reuse
• Average number of times a topic has been used
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Evaluate Cost savings ?
• Methodology?• Percent
repository words reused!
• Repository words reused in context
• Ratio of the repository content to the produced content
The ratio of the repository content to the produced content metric works at the content level rather than at the topic level. This metric is proportional to actualcosts because translation is charged by the word, and maintenance costs are proportional to the volume of content rather than to the number of topics
What is the Best Metric to Measure Success of Your Reuse of DITA Topics? Bill Hackos, CIDM Newsletter
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Summary
• Reuse through departments
• Reuse in different formats
• Reuse through countries and languages
• Reuse for quality
• Reuse for safety
• Reuse for cost
savings!
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