finding flexibility in a rigid world: a component content management case study featuring medtronic
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Finding Flexibility in a Rigid World
Suzanne Mescan, Vasont Systems
Nicole Zepper, Medtronic Neuromodulation
A common situation…
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One company: Many business units/divisions/departments
What do they all have in common?
LabelingClinical Trials
Education &
TrainingPatient
Services
Marketing
Parent Company
Division A
Division B
Division D
Division C
They all create (and need to manage) content.3
Today we will share:
• Brief overview of Medtronic’s BUs• General benefits of a CCMS• Medtronic’s CCMS solution and timeline• Common goals and unique needs from the BUs• Perspectives from each BU• Tips: What to do and what not to do when
preparing for a CCMS implementation• Questions
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Medtronic: A Tale of Four Business Units
“It was the best of times, it was the worst of times…”
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Medtronic’s Business Units• Neuromodulation
– Deep brain stimulation therapy, drug infusion systems, gastric stimulation systems, sacral neuromodulation systems, spinal cord stimulation systems
• Diabetes– Insulin pumps, continuous glucose monitoring systems, therapy
management software• Surgical Navigation Systems
– Advanced instrument tracking technologies, intra-operative imaging, surgical planning software
• Spinal– Artificial cervical discs, balloon kyphoplasty, biologic fusion systems,
interspinous spacer implants, minimal access spine technologies, reconstructive spinal systems
Each BU has its own Technical Communications department. 6
Medtronic’s Business Units
Different businesses with a common need: To produce labeling for regulatory approval and to produce content that supports the use of their therapies and medical devices.
Different businesses with a common wish:To implement a component content management system (CCMS)
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Why component content management?
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General Benefits of a CCMSFeature Benefit
Consolidation of content Content is portable, searchable, and sharable
Reusable content components [building blocks]
Message is consistentTranslation costs are drastically reduced
Organization of releases and translations Content is accurate and current
Automation of redundant processes Cycle times are reduced significantly
Tracking of everything A thorough audit trail is automatically generated
Once-and-done processing Duplicate writing, editing, review, and translation efforts are eliminated
Governance over structure and guidelines
Content is consistent
Controlled access and ownership of content
Content is secure
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Medtronic’s CCMS solution
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• Share Vasont software• Each BU has its own data collection
Surgical Navigation Systems Data Collection
Spinal Data Collection
Diabetes Data Collection
Neuromodulation Data Collection
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Vasont Adoption Timeline
Neuromodulation2003
Diabetes2005
Surgical Navigation Systems
2008
Spinal2013
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Common goals, unique needs
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Common Goals
• Implement an XML-based CCMS• Minimize IT overhead required to
implement and maintain the CCMS• Increase content consistency and reuse• Decrease translation costs• Publish a higher volume of content
more efficiently
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Unique Needs
• Authoring environment preferences• Output format and publishing channel
targets• Audiences and content types• Formatting and style requirements• Staff sizes and roles represented within
the Technical Communications department
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Business unit perspectives
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Neuromodulation (the guinea pig)“Our investment in information architecture would have been wasted without
the investment in Vasont to manage the content.”
• First adopter• Maintains shared Vasont software for all BUs• Implemented CCMS at same time as overall
information architecture strategy• Challenge: Business case for adoption• Benefits: Optimized content reuse, decreased
translation costs, greater disclosure content control, flexibility for 10 years of content evolution
• Future plans: Previews, new output formats
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Neuromodulation DiabetesSurgical
Navigation Systems
Spinal
Authoring Tools
Audience CliniciansPatients
Content Types
IFUsPatient Guides
Package InsertsInstructions
Publishing Output
Print PDFWeb PDF
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Diabetes (the trailblazer)“We maintain many different ‘flavors’ of content.”
• Primarily writes for a patient audience• PDF, software help files, web content• Effectivity tags and conditional extracts• Challenge: CCMS learning curve for new writers• Benefits: Faster content change rounds when
needed, increased style guide consistency, faster and less expensive translations
• Future plans: Oxygen, Acrolinx
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Neuromodulation DiabetesSurgical
Navigation Systems
Spinal
Authoring Tools
Audience CliniciansPatients
PatientsClinicians
Content Types
IFUsPatient Guides
Package InsertsInstructions
Patient GuidesSoftware Help
Publishing Output
Print PDFWeb PDF
Print PDFWeb PDF
HTML Help
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Surgical Navigation Systems (the traditionalist)“It’s an investment for the future.”
• Writes for a surgical staff audience• FrameMaker authoring, familiar tool for the
writers• Challenge: Learning to think in content
management terms (what to keep vs. rewrite)• Benefits: Software administration handled by
Neuro, reduced translation costs, minimal changes to authoring environment
• Future plans: Migrate more document types into Vasont
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Neuromodulation DiabetesSurgical
Navigation Systems
Spinal
Authoring Tools
Audience CliniciansPatients
PatientsClinicians Surgical Staff
Content Types
IFUsPatient Guides
Package InsertsInstructions
Patient GuidesSoftware Help
Package InsertsSoftware Guides
Publishing Output
Print PDFWeb PDF
Print PDFWeb PDF
HTML Help
Print PDFWeb PDF
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Spinal (the newbie)“There have been many ‘firsts’ with Vasont.”
• Adopted this past year• Limited space: 24" x 18" paper in product box• Need more author control of font sizes, spacing,
other formatting details• Challenge: Learning CCMS administrator setup and
new authoring environment at the same time• Benefits: Greater content consistency resulting in a
faster review process, translation savings, greater publishing control
• Future plans: Enjoy!23
Neuromodulation DiabetesSurgical
Navigation Systems
Spinal
Authoring Tools
Audience CliniciansPatients
PatientsClinicians Surgical Staff Clinicians
Content Types
IFUsPatient Guides
Package InsertsInstructions
Patient GuidesSoftware Help
Package InsertsSoftware Guides
IFUsPackage Inserts
Instructions
Publishing Output
Print PDFWeb PDF
Print PDFWeb PDF
HTML Help
Print PDFWeb PDF
Print PDFWeb PDF
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Bonus BU: Medtronic Translations“The Vasont groups are always ahead with tools and processes these days.”
• Internal translations group at Medtronic• As translation input requirements change, we’ve
been able to quickly change with them– graphic format changes, file name requirements,
modular xml delivery, full xml delivery, workflows• BUs have different translation languages,
publishing formats, style requirements, etc.• Yet we can create a standard English source
delivery process that works for all BUs, and ensures consistency for the translations group
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What to do, what not to do
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What to do when preparing for a CCMS implementation
• Build your requirements list• Prepare your content• Prepare your staff
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What not to do when preparing for a CCMS implementation
• Don’t stick with “the way you’ve always done it”
• Don’t train writers too far ahead • Don’t convert everything if you don’t need it• Don’t implement a CM strategy alone
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Medtronic’s partnership with Vasont Systems
“We bought more than just a tool.”
Neuromodulation2003
Diabetes2005
Surgical Navigation Systems
2008
Spinal2013
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Today we shared:
• Brief overview of Medtronic’s BUs• General benefits of a CCMS• Medtronic’s CCMS solution and timeline• Common goals and unique needs from the BUs• Perspectives from each BU• Tips: What to do and what not to do when
preparing for a CCMS implementation
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Questions?
Suzanne MescanVP Marketing, Vasont Systemssmescan@vasont.com
Nicole ZepperIT Business Systems Analystnicole.zepper@medtronic.com
Thank you!
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