Understanding Content Component Management

Understanding Content Component Management

Steve ManningPrincipal Consultant, The Rockley Group Inc.

[email protected]

©2007, The Rockley Group Inc.

Agenda

Briefest intro to TRGAn introduction to CCMThe benefits/drivers of CCMSome scenariosWhat you need to consider for CCM


The Rockley Group Inc.

2007


The Rockley Group sample clients


Component Content Management

Is the creation, management, and publication of content as individual chunks (components) that can be assembled into necessary outputsNot based on the outputs i.e., chapters

Is part of the solution in most of the projects we (TRG) work on


Create components, output ???

Whatever you want!!!Components can be configured and reconfigured for different outputsTopics are assembled/related to create outputs through:

Virtual documentsMaps (DITA)Directory hierarchies in CM systemsOther linking mechanisms


Why CCM

Key drivers:ReuseTranslation costsDITAStructure


Reuse

A definite “Best Practice”Reuse content rather than duplicate itFocuses revisions to a single instance Promotes consistencyReduces time to create and maintain content


Translation costs

Reduce costs by reusing translated components, just as you reuse the source language componentsReduce timelines by sequencing components through the translation process, rather than larger (chapters?) chunksSave money and time by automating formatting and output


DITA

A shortcut to get to XML and Topic-based architectureStuctureReuseOutput Automation

Increasing in popularity and application


Structure

Repeatable patterns in content E.g., Procedure (title, description, steps)

Promotes consistencyEases the authoring process


BenefitsFaster time to marketBetter use of resourcesReduced creation, maintenance and production costsConsistent and accurate contentIncreased opportunity to innovateDecreased costs!!


Some scenarios where CCM fits

Hardware documentationSoftware documentationGovernment policy and procedureFlight menus


Hardware documentation

Products in a single product line have lots of common information, currently duplicatedTranslation costs soaring as languages are added


Hardware documentation solution

CCMTopic-based approachTremendous savings in translation costs


Software documentation

Content duplicated across productsContent duplicated across outputs (user guides, help, marketing)Collaborative authoring on all outputs


Software documentation solution

CCMTopic-based approachDefined structures for consistencyUsing conditional text to output to user guides, help, and marketing from a single topic base


Government policy and procedure

All information published on the web and in PDFDifferent audiences require different subsets of content - content is copied and pasted to create these varientsToo many different formats requiredHuge amount of boilerplate (like contact information) duplicatedTranslation time consuming


Government policy and procedure solution

CCMTopic based approach – DITAEach different audience gets a different DITA mapMaps point to required topics from a library of topicsOutput to HTML and PDF automated


Flight menus

Menus are printed for food service (first class and executive – of course!!) for all flights (hundreds)There are 4 “cycles” repeated throughout the year (Jan, May, Sept) use the same cycleMenus comprise food, wine, and miscellaneous itemsItems can appear on any number of menusMenus are copied and pastedChanges are time consuming (gotta find where items are reused)Formatting is time consuming (gotta fix every time you change an item)Timelines are being squeezed (more decisions being made at the last minute)


Flight menus solution

CCMEach food item is maintained as a single componentRecipes point to required food items Cycles point to related menusCM system helps manage the relationships between cycles and menus, as well as recipes and food itemsFirst pass at formatting is automated, required only fine adjustments for output

What you need to consider


Success is in the analysis

A successful implementation begins with a thorough analysis of your organization issues and needs


Analyzing the content life cycle

Content is developed in many different ways, by many different people, and by many different departments.

Development may follow a predefined process or it may not, and if there is an established process, it may differ from department to department.

You need to examine your content life cycle and any issues associated with it.


Perform a content audit

A content audit is an accounting of the information in your organization.

The purpose of a content audit is to analyze how content is used, reused, and delivered to its various audiences.

You need to understand how information—as well as the processes to create it—can be unified, eliminating the “cut and paste” method many authors employ in their attempt to unify content wherever possible.


Create a content model

Consistent structure is vital!!!Create a structural model of your content that clearly describes the components and structureE.g.,

MenuFlightRegionFood Items

Food ItemName Description…


Create a metadata model

You cannot reuse what you can’t find!!!Understand how authors will search for content to be reusedCreate a metadata/taxonomy strategy that ensure you will be able to find and reuse content


Tools and technology

XML??DITA???AuthoringContent ManagementDelivery/publishing


XML??

You can take a component-based approach without XML, but it might be more difficultXML give you:

StructuresSeparation of content and format

Can take some time to implementHas a learning curve!!


DITA???

Very popularA nice shortcut to XMLStructures may not be sufficientHas a learning curveNo so easy to deal with (customize) stylesheets!!!


Authoring

There are some excellent XML tools with varying degrees of support for DITAKey functionality

Ease of useMap/virtual document creationTag entryMetadata entry


Content Management

Lots of CM systems to support CCMBoth installed and hosted (SaaS) Key functionality

Integration with editorsWhere used reportingLink managementGraphics managementMetadata management Search mechanismsWorkflowPublishing integration


Delivery/publishing

Very important – your job is to deliver pdf, help, etc., not just componentsKey functionality

Integration with editors/CMOutput formats supportedGeneration of TOCs, Indexes, Xrefs, related topicsAutomation (hands off!!)Standards (open source)

Final questions?

[email protected]

www.rockley.com

The Rockley Group Inc.

Steve Manning

Understanding Content Component Management

Economy & Finance

Understanding Content Component Management