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Introductions Alaina Eldredge Business Development Director alaina.eldredge@lionbridge.com • Alaina has held various content development roles during her 22 years in the industry, ranging from writer and typesetter in the 80s to Content Development Solutions Architect. • As Business Development Director, Alaina’s primary objective is to work with clients in various verticals as they strive to achieve greater reuse and repurposing of content within their respective organizations.
Stuart Sklair Solutions Architect stuart.sklair@lionbridge.com • During his 20 years in the industry, Stuart has worked with industry leaders in developing and implementing innovative content development and localization solutions • Since 2000, he has focused on XML in structured authoring and as a data transfer mechanism, with particular focus on CMS and their effective integration with translation processes. Company confidential – distribution prohibited without permission
About Lionbridge Global Scale
Market Leadership
4600 employees, 26 countries
Leader in $12B services industry
• 700+ Documentation experts
• Creating
• Content development centers in India, USA, Finland, and UK
• Adapting and
• Local Business & Project Management
• Translating • Content for international markets
• Global network of 25,000 translators
Technology + Innovation Best practices and great ideas based on experience • Authoring Assistant, Online Review Tool, Content Integration and Authoring Tool, Rich Media, Globalization@SourceSM
Global Clients Recurring relationships with 500+ global clients • 80% of revenue from recurring clients
• 12 of the Fortune 20 companies are clients
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Webinar Agenda
1
5-minute Review: Structured Authoring + XML
2
Before You Begin: Developing the Business Case
3
Discovery: Assessing the Need for Structure
4
Implementation: Migrating to a Structured Workflow
Company confidential – distribution prohibited without permission
Webinar Agenda
1
5-minute Review: Structured Authoring + XML
2
Before You Begin: Developing the Business Case
3
Discovery: Assessing the Need for Structure
4
Implementation: Migrating to a Structured Workflow
Company confidential – distribution prohibited without permission
5-minute Review: Content Dev, Then and Now… The Olden Days • Typesetters used formatting codes • Formatting and content were integrated • Writing was page-based Shown: AM Varityper circa 1980
Desktop Publishing and Technical Writing Software • Formatting and content are still integrated • Writing tends to be topic- or page-based Shown: Frame 9 Paragraph Designer
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5-minute Review: …and Lately <?xml version="1.0" encoding="utf-8"?> … <book> <title>Learning &productname;</title> <preface id="preface"> <title>Preface</title> <sect1 id="about">
XML-based Architecture • XML is hierarchical • Formatting and content are separate Shown: Document snippet based on DocBook architecture
<title>Using this Manual</title>
<para>Although this manual contains all the information you will need to use &productname;, we recommend you consider
DTD/Schema (architecture)
XSLT/FO (layout/formatting)
the following to enhance your understanding: </para> <itemizedlist>
<listitem><para> Self-paced technical training for beginning and intermediate users </para></listitem> <listitem><para> Instructor-led classroom training for advanced users </para></listitem> <listitem><para> … Company confidential – distribution prohibited without permission
User Guide
ILT
eLearning
Wiki
What else?
5-minute Review: XML Considerations XML must be well-formed • • • •
XML is case sensitive Elements must be properly nested Container tags must have corresponding opening and closing tags Empty tags must contain a forward slash <?xml version="1.0" encoding="utf-8"?> • Attributes must use quotes …
XML must be valid • Valid = XML follows the syntactical rules of the DTD or DTD/Schema Schema (architecture)
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<title>Learning &productname;</title>
… <itemizedlist> <listitem><para> Self-paced technical training for beginning and intermediate users </para></listitem> </itemizedlist> …
Three Common XML Standards: A High-level Comparison All 3 Architectures support reuse…
DocBook Well suited to: • IT-related docs, including training materials • Lengthy narratives not reasonably broken down into chunks
Pros • Stable, mature architecture • Robust! 300+ elements
Cons • Robust! 300+ elements • Designed for print publishing rather than Web publishing
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DITA Well suited to all types of content
Pros • Works for all output types • Can be ‘specialized’: Allows orgs to add or rename tags • Can often be used out-of-the-box • Evolves well over time • Smaller, simpler than many other DTD/Schema
Cons • Not ideal for lengthy narratives • Somewhat of a ‘Big Tent’ • Not unambiguous
S1000D Well suited to: • Manufacturing, defense, and aerospace industries
Pros • Supports reusable, standalone data modules • Internationally-recognized standard • Handles legacy data well
Cons • Regimented architecture does not support customized, or specialized, content like DocBook and DITA
A Word About Content Repositories Content repository/CMS/database is not required to work in XML However, content is more easily managed with a content repository… Identify content chunks used in multiple deliverables
Extract chunks that match certain criteria
Utilizing a CMS affects the structured authoring flow
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Search by elements and attributes
Locate content by author or topic
Webinar Agenda
1
5-minute Review: Structured Authoring + XML
2
Before You Begin: Developing the Business Case
3
Discovery: Assessing the Need for Structure
4
Implementation: Migrating to a Structured Workflow
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Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several languages
...maintain documentation for a long product lifecycle
...manage dispersed content production
...transfer documentation between different systems Company confidential – distribution prohibited without permission
...carry out frequent document updates
Need XML?
…support multiple product variants
…output to multiple formats
...adhere to a standard document structure
Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several languages
...maintain documentation for a long product lifecycle
...manage dispersed content production
...transfer documentation between different systems Company confidential – distribution prohibited without permission
...carry out frequent document updates
Need XML?
…support multiple product variants
…output to multiple formats
...adhere to a standard document structure
Use Case: Networking Software Company Question: How to establish a more robust solution to create user documentation and help?
Answer: Migrating to FrameMaker+DITA High level of automation possible Investigating OpenSource CMS
Creating Documentation and Help using MS Word and RoboHelp
Changing business requirements, DITA and OpenSource more mature Re-evaluate processes
But volumes small with little opportunity for content recycling Highly customized and complex Help process
Moved to FrameMaker for Documentation Retained RoboHelp for Help
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Appropriateness of the Content for Structured Authoring
When might Structured Authoring be unsuitable?
Creative Writing
Some Marketing Materials
White Papers
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Low-value Content
Low Reuse Content
Small Documents
Simple Publishing Needs
Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several languages
...maintain documentation for a long product lifecycle
...manage dispersed content production
...transfer documentation between different systems Company confidential – distribution prohibited without permission
...carry out frequent document updates
Need XML?
…support multiple product variants
…output to multiple formats
...adhere to a standard document structure
Use Case: Mining Equipment Company Question: Is moving to a structured authoring environment right for us?
Answer: Structure Authoring not suitable. Streamline the Word template Train ~200 users
Large total volume with individual documents between 20 and 100 pages
Tens of thousands of potential content producers
Using a MS Word-based company template
Publishing needs are simple: a printed and laminated card on the side of the equipment
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The Changing Roles and Responsibilities of the Team Information Architect Template Designer
Content Coordinator
Technical Editor
Technical Writer
Production Editor
Sys Admin/ Software Support
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Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several languages
...maintain documentation for a long product lifecycle
...manage dispersed content production
...transfer documentation between different systems Company confidential – distribution prohibited without permission
...carry out frequent document updates
Need XML?
…support multiple product variants
…output to multiple formats
...adhere to a standard document structure
Use Case: Automotive Company Question: How do we improve our documentation processes?
Answer : Native XML approach for technical publications InDesign with export to XML for user publications
Large document volume with shared technical and user content Different output formats Translation into many languages
And customer-facing material had marketing requirements for printing not so easily met with XML approach
XML and Content Management System seemed the obvious solution for all types of content
But different documentation teams with different skill sets Training and change management considerations
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Requirement for Desktop Publishing XML separates content from formatting Automated formatting for all types of required output Thousands of pages can be rendered through print engine Publishing QA carried out by “engineers” rather than DTP staff Higher value personnel, but fewer in number and higher throughput Greater savings if content translated
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XML
Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several languages
...maintain documentation for a long product lifecycle
...manage dispersed content production
...transfer documentation between different systems Company confidential – distribution prohibited without permission
...carry out frequent document updates
Need XML?
…support multiple product variants
…output to multiple formats
...adhere to a standard document structure
Use Case: Medical Devices Company Question: How do we reduce the budget and spend for localization documentation projects?
Multiple user documents Written in FrameMaker 300+ pages manuals Translated into many languages
High Desktop Publishing costs representing high percentage of localization costs Company confidential â&#x20AC;&#x201C; distribution prohibited without permission
Solution: Saved ~30% of translation spend through elimination of DTP costs After 3 years
Piloted conversion from FrameMaker to XML for the most widely-used manual Implemented XML-based CMS
Needed to reduce or eliminate DTP costs and allow greater flexibility in repurposing translated content
Requirement for Desktop Publishing But it’s not always that way
XML
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• XML requires investment in developing print rendering tools • Requires ongoing investment to change the look and feel • DTP QA not completely removed as transformation rules don’t capture everything
And • Well-styled source documentation in a good DTP package can keep posttranslation DTP to a minimum • Also consider advantages in addition to reduced DTP to make XML argument
Content Reuse and Translation
Reuse of content in the authoring phase
Results in reuse in the translation phase across all languages
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Content Reuse and Translation But it’s not always that way • You need to have a good reuse strategy in place to carry it out • A CMS is almost always necessary to help reuse chunks of text effectively
CMS
CMS
CMS
Source Language
Translated Language “1”
Translated Language “n”
• Further investment in tools such as “Author Memory” is often needed to encourage lower level “segment” reuse of text. • Editing legacy content can lose you Translation Memory matches
And • “FILE>SAVE AS” gives you 100% reuse with very little effort • Good translation suppliers will not charge you for truly 100% matches Company confidential – distribution prohibited without permission
Reduced Time for Translation Faster Time to Market – “SIM-SHIP” because topics and even fragments can be trickle-fed to translation
Content Management System
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Reduced Time for Translation Faster Time to Market – “SIM-SHIP” because topics and even fragments can be trickle-fed to translation
Content Management System
Company confidential – distribution prohibited without permission
Reduced Time for Translation But it’s not always that way • 10-20 pages of FrameMaker documentation translated into 17+ languages can result in thousands of fragments • Investment required to manage the fragments shuttling to and from translation • Web service connection between Content Management System and Translation Web Portal is one solution
CMS
Web services
Web portal
And • Translators not on standby for 100 words of translation • Batching required or potentially face minimum charges • Two content drops (beta and final) leveraging from one to the other can achieve similar quick turnaround Company confidential – distribution prohibited without permission
Webinar Agenda
1
5-minute Review: Structured Authoring + XML
2
Before You Begin: Developing the Business Case
3
Discovery: Assessing the Need for Structure
4
Implementation: Migrating to a Structured Workflow
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A Practical Approach to the Discovery Phase
Primary objective is to answer two questions:
1. Should our organization move to a structured authoring environment? 2. If so, what tools and technologies will best suit us?
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A Practical Approach to the Discovery Phase MAP potential move to corporate initiatives and objectives
DISTRIBUTE questionnaires and conduct interviews with key stakeholders
CONDUCT physical and programmatic content analysis
COMPILE report of current state including apps, issues, processes, content
ANALYZE inputs and develop recommendations for tools, technology, process changes, training
CALCULATE detailed roadmap, including timeline, potential roadblocks, + ROI Company confidential â&#x20AC;&#x201C; distribution prohibited without permission
Primary objective is to answer two questions:
1. Should our organization move to a structured authoring environment? 2. If so, what tools and technologies will best suit us?
Webinar Agenda
1
5-minute Review: Structured Authoring + XML
2
Before You Begin: Developing the Business Case
3
Discovery: Assessing the Need for Structure
4
Implementation: Migrating to a Structured Workflow
Company confidential â&#x20AC;&#x201C; distribution prohibited without permission
Implementing a Structured Workflow Transition from free-form to structured will be lengthy and possibly painful Transition from a stricter environment, i.e., where templates/formatting are established and enforced, should be relatively straightforward Minimal implementation process includes:
MAP
ANALYZE
CREATE
DEPLOY
TRAIN
timeline and milestones to project roadmap
structure; may have been mostly completed during Discovery
a conversion process for legacy docs
a pilot phase to test + verify tools, technology, conversion process
users on tools + technology; should also include full user doc set
For the above: Include all key stakeholders from inception Develop and implement a change management process, as well Company confidential – distribution prohibited without permission
In Summary
1
5-minute Review: Structured Authoring + XML
2
Before You Begin: Developing the Business Case
3
Discovery: Assessing the Need for Structure
4
Implementation: Migrating to a Structured Workflow
Company confidential â&#x20AC;&#x201C; distribution prohibited without permission
Knowledge Center
Download White Papers • Building Stronger Brands Around the World: A Guide to Effective Global Marketing • Strengthening Global Brands: Key Steps for Meaningful Communications around the World • Building a Global Web Strategy: Best Practices for Developing your International Online Brand
View Webinars On-Demand • The Art and Science of Global Navigation • The Best Global Web Sites (and Why) • Mastering Multilingual Marketing
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Thank You! Alaina Eldredge alaina.eldredge@lionbridge.com
Stuart Sklair stuart.sklair@lionbridge.com
Lionbridge www.lionbridge.com http://blog.lionbridge.com http://twitter.com/Lionbridge http://www.facebook.com/L10nbridge
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