Implementation of a CCMS reuse strategy 14 November 2017

Who am I?

• Esben Keller

• 4 years as technical writer, Blades plant, Aalborg

• PLM specialist

• Part of CMS project in April 2016

• Plan to go live with CMS in 2018

Implementation of a CCMS reuse strategy

Agenda

• Why bother reusing?

• Step 1 Analysis

• Step 2 Preparation

• Step 3 Standardization

• Lessons learned… and other usefull tips

Implementation of a CCMS reuse strategy

Manual setup has reached its limits

Documentation complexity has exploded over the last 10 years.

Implementation of a CCMS reuse strategy

At least we

won’t drown in

paperwork…

01 02 04 03

Challenge:

Shifting from writing book-

shaped, linear documentation to

writing modular, structured and

reusable content.

Implementation of a CCMS reuse strategy

Step 1, Analysis:

• Analyse which areas make sense to restructure.

• Choose an operation with expected reuse potential for a proof of concept.

• Align content on chapter level.

Implementation of a CCMS reuse strategy

Learning:

You do not have

to restructure

everything!

Examples of reuse

Perfect for

150% structure!

Reuse within

document

Standardization of documentation

Restructure if:

- Similar information is repeated in one or more publications - Documentation will be actively used

Don’t restructure if:

- There is no real value added (old products) - Content never changes - Writer/dept. does not have access to tool

Implementation of a CCMS reuse strategy

Preparation phase – which building blocks are in play

• Current publications must be broken down.

• Clean up documents. Make them comply with new rules (some documents are 15 years old) – write instructions in full (not ‘repeat chapter 1’).

• Not tool replacement – everything must be re-worked, if you want to benefit from new reuse options.

• Convert old documentation into topics.

• Separate measurements from process instructions.

Implementation of a CCMS reuse strategy

Reuse library

• Reused content should be stored in a re-use library.

• Avoid unstructured cross-references as they will eventually make documentation chaotic and impossible to update.

• Reuse on as high level as possible and as detailed as necessary.

• Standard content like hazard statements including safety icon can be stored in common re-use library for reuse across business.

Implementation of a CCMS reuse strategy

Avoid spaghetti

code

Dreaming big is good

Ideas for use change over time

Do a full team assessment

Move one document at a time

Training, training, training…

Implementation of a CCMS reuse strategy