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CMS

Explore how CMS methods can streamline documentation processes, reduce costs, ensure quality, and enable multiple output formats. Compare DITA-XML and Author-IT systems for effective content management. Discover cost savings and benefits through case study analysis.

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CMS

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  1. CMS A documentation concept for Alstom

  2. Traditional Method • 20 product manuals with ~ 200,000 words each • 4 Million words! …….. Per language!! (typically 6 languages) • Nearly 3000 diagrams • A lot of maintenance • Divergence of “common” material • Very difficult and time consuming to reuse material • Multiple releases per year • Limited output possibilities

  3. Key CMS Concepts • Separate content from formatting • Modularised topics for re-use • Single source publishing • Translate ONCE • Multiple outputs (PDF, hardcopy, Word, HTML, Help) Resulting in much higher quality and consistent documentation at much reduced operational cost (of course initial investment is necessary)

  4. CMS Method • Manuals produced by selecting and compiling existing topics and graphics • Advantages too numerous to list here – see next slide

  5. CMS Method • Re-use of common topics • No divergence of common material • Multiple outputs • More consistency • Less room for error • Improved quality of documentation • Once written – once approved • Once written – once translated • Significantly reduced maintenance costs • Significantly reduced translation costs • Much improved version control • Much improved workflow (review and signoff)

  6. Main Drivers • Reduced costs for manual production • Reduced costs for translations • More efficient approach for maintaining documentation • Higher quality documentation

  7. Options • DITA-XML • Darwin Information Typing Architecture • Extensible Markup Language • Open Source or value added providers • Proprietary • Author-IT (offers a unique solution)

  8. DITA/XML system

  9. DITA-XML System • Advantages • Not proprietary • Very Flexible – can do anything (at a cost!) • Disadvantages • Not yet at full maturity • Needs a high degree of customisation • Complex and very expensive to set up • NOT user friendly

  10. Author-IT system

  11. Author-it System Advantages • Mature technology • Easy to set up • Easy to use (no clunky XML editors) • MUCH cheaper (order of magnitude) Disadvantages • Fewer possibilities for customisation (for unique requirements) • Can get locked in to vendor-specific solution • Author-IT solution provides a “Get-out-jail card”

  12. Our purposes • 10 client licenses • SQL centralised database • 6 localisation licenses • Enterprise PDF generator • Training and support • Customised publishing transforms • Customised schemas

  13. Costs of DITA/XML System(for our purposes) £200K - 300K Why is it so expensive? After all it’s Open Source isn’t it? • Not yet mature enough technology • Needs very technical people (or expensive system integrators) to make it workable • Few standard packages based on the standard • Relatively small install base • A lot of customization necessary

  14. Costs of Author-it System(for our purposes) £30K Why so cheap? • Large installed client base • Mature technology • Little customisation necessary

  15. Cost Savings Cost savings can be made in two main areas: • Manual production • Localisation

  16. Case Study Criteria The new P40 Agile range of products • 3 technical manuals • Total word count 600,000 words 100 diagrams • Common material 450,000 words 75 diagrams

  17. Manual production cost Using traditional method • 3 technical manuals, 9 man months total • Total cost: £45,000 • Using CMS • Common material: £11,250 • Product-specific material: £11,250 • Total cost approx. £22,500 Saving of £22,500

  18. Translation cost per language Using traditional method • 600,000 words @ 10p per word • Total cost: £60,000 • Using CMS • Common material 150,000 words • Product-specific material: 150,000 words • Total cost approx. £30,000 Saving of £30,000 per language

  19. Total project cost savings Using traditional method • Production of English Technical Manuals: • Cost saving of £22,500 • Production of manuals in 6 foreign languages • Cost saving of £180,000

  20. Costs of not doing it (quality) As well as direct cost savings, we should also consider quality issues, which have a direct impact on: • Customer satisfaction: Higher quality means better customer satisfaction and probably higher turnover • Support costs: Better manuals mean lower support costs

  21. So what’s the catch? • Initial investment in infrastructure (large for an XML-based solution, but minimal for Author-IT • Content rewrite and migration is costly, although this is also just a one-off cost

  22. Why do we have to rewrite the content? • Content is stored in the database as standalone topics • Topics and graphics are selected and compiled to form the manual • We need to think in terms of discrete topics rather than a sequential-type book. This is a significantly different way of writing and structuring documentation. • Rewrite and restructuring of existing material is necessary for the concept to work

  23. Cost savings and break even point

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