Buzzword at Work - An Agile Approach to Spezialized DITA-based Authoring

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<ul><li><p>2008-11-17</p><p>Buzzwords at Work</p><p>An Agile Approach to Specialized DITA-Based Authoring</p><p>G. H. Krause, Senior Manager TechDoc</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 2 Copyright Qimonda AG 2008 All rights reserved.</p><p>About Gunnar</p><p>Senior Manager for Technical Documentation at Qimonda AG DITA is on his mind since 2005 and he actively promotes it for two years. </p><p> R&amp;D engineer prior to 2002 working within the areas of design, design-for-testability and product testing including located in the US and Germany. </p><p> Always part of the job: knowledge transfer, training and project documentation</p><p>Gunnar is involved with group dita-users at yahoo.com http://tech.groups.yahoo.com/group/dita-users/</p><p>Gunnar is member of the content wrangler community http://thecontentwrangler.ning.com/</p><p>You can network with Gunnar via plaxo.com http://ghkrause.myplaxo.com/</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 3 Copyright Qimonda AG 2008 All rights reserved.</p><p>History</p><p>DITA Europe 2007 Did DITA cross the chasm? DITA in the light of technology adoption life cycle.X-PUBS 2008 Chunking with confidenceDITA Europe 2008 Buzzword at work: An agile approach to specialized DITA-based authoring</p><p> You will hear today The business case that opened the door to DITA Embrace DITA specialization Why agile project management does fit</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 4 Copyright Qimonda AG 2008 All rights reserved.</p><p>Qimonda, a Top 5 Global DRAM Manufacturer*</p><p> NYSE listed since August 9, 2006 13,500 employees globally** Major R&amp;D operations in 6 </p><p>locations on three continents Manufacturing facilities in </p><p>Europe, North America and Asia</p><p> Broad and growing range of DRAM products for infrastructure, graphics, mobile and consumerapplications</p><p> Standard DRAMs for use in PCsand workstations</p><p>Our Global Footprint: FY 07 Revenues EUR 3.6bnOur Global Footprint: FY 07 Revenues EUR 3.6bn</p><p>18%12%</p><p>33%</p><p>37%</p><p>Europe</p><p>North America</p><p>Asia / Pacific</p><p>Japan</p><p>Our CompanyOur Company</p><p>Our ProductsOur Products Strong Customer BaseStrong Customer Base</p><p>*Source: Gartner, June 2008; **By end of calendar year 2007</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 5 Copyright Qimonda AG 2008 All rights reserved.</p><p>Qimonda Sells DRAMs</p><p>The product portfolio is diversified and homogeneous at the same time Different interface standards Varying target applications Scalable in memory density Short product replacement cycles driven by technology improvements</p><p>There is more to share than styleguide and template Technical drawings Tables with technical parameters Feature lists Conceptual information</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 6 Copyright Qimonda AG 2008 All rights reserved.</p><p>Qimonda TechDoc Some Numbers</p><p>One central department with about ten people Information developers, authors, programmers, contractors, students</p><p>Tasks About 1000 documents as PDF to be administrated in DMS 150 releases of technical documents per month Up to 100 review and approval cycles per month</p><p>Deliverables are English only for engineers to build systems and applications PDF only for download, no hardcopies distributed</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 7 Copyright Qimonda AG 2008 All rights reserved.</p><p>Motivation for Migration to Topics</p><p>Smaller chunks allow Semantic topics (DITA, Information Mapping) Work in parallel instead of sequentially in a team setup Avoid duplication of work during Authoring (reuse), </p><p> Review (less redundancy), </p><p> Translation (more 100% matches), and </p><p> Rendering personalized deliverables (repurpose)</p><p>Workflow improvements</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 8 Copyright Qimonda AG 2008 All rights reserved.</p><p>Motivation for Migration to TopicsWorkflow Improvements</p><p>Request Submit</p><p>Req. assigned to documents </p><p>Check buildingblocks and correctfor each data sheet </p><p>Parallel Review of N completeData Sheets</p><p>Approve &amp; Release</p><p>Old Workflow</p><p>DITA and CMS based Workflow</p><p>Request Submit</p><p>Automatic Document Generation </p><p>Check buildingblocks and correct </p><p>- keep reusable</p><p>Block Review by expert(s)</p><p>Approve &amp; Release</p><p>ReuseReady</p><p>??</p><p>AutomaticDocumentGeneration </p><p>Yes </p><p>No </p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 9 Copyright Qimonda AG 2008 All rights reserved.</p><p>Motivation for Migration to TopicsWorkflow Change for Worse</p><p>But Authoring, review and translation might be more difficult Loss of context</p><p> Require standardization of terminology, grammar, style Readers stumble over inconsistencies</p><p> You must search for exisiting topics prior to writing a new one Tidious search? Duplication instead of reuse?</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 10 Copyright Qimonda AG 2008 All rights reserved.</p><p>Motivation for Migration to TopicsWorkflow Change for Worse</p><p>And the problems take its toll You may need to use topics that others created and maintain Loss of control for authors</p><p> More topics mean more workflows to run Increase of work for administration</p><p> More metadata values or parameter needed to identify topics Increase risk of errors</p><p>Change of mindset, change of attitude, changed behaviour A tool change is a change in culture! </p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 11 Copyright Qimonda AG 2008 All rights reserved.</p><p>Business Case for Qimonda TechDoc</p><p>Saving Review workflow</p><p>+ Take the number of document-based reviews Multiply by average page count Multiply by average review time per page Multiply with number of reviewers selected on document level Subtract time needed by experts to review chunks</p><p> Document rendition DTP tool blocks desktop for half an hour to 4 hours per PDF rendition</p><p> Server based rendition supports batch rendition of document family</p><p> Increased efficiency of experts &amp; information developers </p><p>/We do not translate ... seems to be easier to calculate!</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 12 Copyright Qimonda AG 2008 All rights reserved.</p><p>My Blend of StrategiesGuideline for Chunking</p><p> Comply with DITAs topic definition for task, concept, reference. Semantically correct topics.</p><p> Restrict each topic to answer one question only. Increase reuse opportunities.</p><p> One topic is to be reviewed by a single group of subject matter experts. Speed up review and approval cycle</p><p> A topic belongs to a single product family or is of kind generic. Use generic topics for cross-family reuse</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 13 Copyright Qimonda AG 2008 All rights reserved.</p><p>My Blend of StrategiesMap of Chunks</p><p>Reuse Pools1-to-1</p><p>Topic Pool with linked image(s) Image Poolrelation</p><p>Footnote Pool</p><p>Attention/Note Pool</p><p>Pool of Rendition Settings</p><p>DITA Topic Types</p><p>Qimonda Topic Types</p><p>Topics</p><p>Sub maps(chapter)</p><p>Maps (for a family of</p><p>documents)</p><p>conref (N-to-N relation)topicref (N-to-N relation)other N-to-N relationsother 1-to-N relations</p><p>RenditionConfig</p><p>w/ ditaval &amp;variable</p><p>def.</p><p>DITA OTFM Server</p><p>PDF</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 14 Copyright Qimonda AG 2008 All rights reserved.</p><p>My Blend of StrategiesThe New Qimonda TechDoc Approach</p><p>Old style Qimonda document New stylecover.fm</p><p>chapter_01.fm</p><p>chapter_02.fm</p><p>chapter_03.fm</p><p>...chapter_08.fmTOC.fmimprint.fm</p><p>Cover pageRevision History1 Chapter1.1 Section1.2 Section2 Chapter</p><p>3 Chapter3.1 Section3.2 Section...8 ChapterTable of ContentsImprint</p><p>(Template)(On the fly)concept_01.xmlconcept_01a.xmlreference_01b.xmlconcept_02.xmlreference_02a.xmlreference_02b.xmlconcept_03.xmlreference_03a.xmltask_03b.xml...reference_08.xml(On the fly)(Template)</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 15 Copyright Qimonda AG 2008 All rights reserved.</p><p>Qimonda TechDoc Tool Set</p><p>Structured FrameMaker 7.1 since 2004</p><p>New DITA-based Single-Sourcing CMS XMetaL Author and XMAX for editing linked to MS Sharepoint as repository DITA Open Toolkit for publication with Adobe FrameMaker Server as PDF rendering engine</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 16 Copyright Qimonda AG 2008 All rights reserved.</p><p>Why DITA Specialization?</p><p>Qimonda has a docbook like homegrown DTD</p><p>My experience Document structure is stable But improvements for semantical tagging are needed again and againChanging the Document Type Defintion (DTD) Needed urgently by pilot users Difficult to align across the company in a short time periodEffort and cost generated with each update Who pays for the migration in other projects? Who is responsible to test and update the XSLTs?</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 17 Copyright Qimonda AG 2008 All rights reserved.</p><p>DITA Specialization</p><p>From Architectural Specification of DITA 1.1:Chapter 5. DITA specialization</p><p>Specialization is the process by which new designs are created based off existing designs, allowing new kinds of content to be processed using existing processing rules.</p><p>My experience Solves the time and cost issue in our company Specialization gets easier and faster each time you do it Modular DTD files have many places with similar information confusing! Testing is difficult. If you do not practice you wont learn.</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 18 Copyright Qimonda AG 2008 All rights reserved.</p><p>Specialization 1 Metadata</p><p>Metadata specialization The most valuable asset of your new CMS is your contents. You accrue hundreds of manhours to add value. You might need to migrate to another system. I do fear that I might do a migration to a more expensive Enterprise CMS</p><p> All Qimonda topics have the same extended metadata set Document type Access control Product metadata Revision history table</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 19 Copyright Qimonda AG 2008 All rights reserved.</p><p>Screenshot</p><p>Specialization 1 Metadata</p><p>Content is synchronizedwith CMS metadata</p><p>New metadata fields &amp;structure introduced</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 20 Copyright Qimonda AG 2008 All rights reserved.</p><p>Specialization 2 Ditaval File</p><p>Authors use DITA enabled editor</p><p> Metadata specialization</p><p>Why is ditaval.dtd not a topic specialization? </p><p>This is a rather simple specialization Ditaval could serve as a Hello World</p><p>example of specialization Of course an xslt is needed to convert </p><p>such topics in old-fashioned ditaval files</p><p>I did a specialization for ant built file to control DITA Open Toolkit, too.</p><p>SAMP</p><p>LE SP</p><p>ECIAL</p><p>IZATIO</p><p>N</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 21 Copyright Qimonda AG 2008 All rights reserved.</p><p>Specialization 3 Reference Config Topic</p><p>Single Sourcing needs a golden source Documentation department wants DITA topic Engineers prefer Excel for technical information</p><p>Understanding your internal customer The engineer wants us to publish without learning a new tool The doc department accepts Excel sheets and SQL database as source</p><p> An automated approach is needed</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 22 Copyright Qimonda AG 2008 All rights reserved.</p><p>Auto-Generated Reference Topics from Single-Source Data Sources</p><p>Subject Matter Experts</p><p>DerivedReferenceTopics</p><p>Information Developers</p><p>ReferenceConfigTopics</p><p>DITA-Enabled Editor</p><p>OtherTopics</p><p>MapsXML Fileson Server</p><p>ExcelFiles</p><p>VB Macro</p><p>SQLDatabase</p><p>WebFrontend</p><p>Topic GeneratorMap update</p><p>to use derivedtopics prior to</p><p>OTK processing</p><p>User</p><p>Tool</p><p>Data</p><p>Server based process</p><p>Single Source</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 23 Copyright Qimonda AG 2008 All rights reserved.</p><p>Reference Config DTD and a Result</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 24 Copyright Qimonda AG 2008 All rights reserved.</p><p>Agile Project Management</p><p>The good old waterfall model Books on Enterprise Content Management Many consultants want to sell big packages based on up-front </p><p>requirements Tekom study for CMS introduction </p><p>The rather new agile development model Manifest published 2001 For innovative products, services, solutions Where boundary conditions and requirements are expected to shift For IT projects with lack of fitting out-of-the-box solutions Working software after each small iteration with small improvements</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 25 Copyright Qimonda AG 2008 All rights reserved.</p><p>Mabe You Remember theAlgebra of sets for DITA (by G. Krause)</p><p>filename rules</p><p>structure specializationand generalization</p><p>information typing</p><p>on topic level information typingwithin topics</p><p>indexingmultiplereuse</p><p>strategies</p><p>hardwaredomain</p><p>conditionattributes</p><p>withBoolean</p><p>equations</p><p>metadata</p><p>attribute-based filtering</p><p>attributespeciali-zation</p><p>domain specializationin general</p><p>mapelements</p><p>topic structureinline elements</p><p>crossreferences</p><p>provides somesample domainsprocedure topic</p><p>Config file basedrendering</p><p>variable definitionfiles</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 26 Copyright Qimonda AG 2008 All rights reserved.</p><p>The Chasm !!!</p><p>Reasons for Agile Approach</p><p>Lack of resources &amp; budget for a project with full-scale waterfall model Cyclical downturn in DRAM business started 2007</p><p>Small, skilled and motivated team New technologies like .NET, webservices, AJAX, and of course XML.</p><p>Early adopter mode for DITA We listen to others. Trial-and-error approach. DITA 1.2 to come, ...</p><p>Limited scope on technical customer documentation by management Team can stay focused but envisions best-practice-sharing within </p><p>company.</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 27 Copyright Qimonda AG 2008 All rights reserved.</p><p>Project Schedule</p><p>Milestone 1 Proof of concept(s) Iterations on concepts Basic integration of tools First topics and mapMilestone 2 Pilot Usage Gather experience Step-by-step automation of tasks Operate on multi-user multi-task modeMilestone 3 Improve efficiency and extend coverage Ease usage of system Add document types, new users, new requirements</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 28 Copyright Qimonda AG 2008 All rights reserved.</p><p>Agile or Fast</p><p>We are slow in completing the full system There is no clear line between development and maintenance mode. Tools are always working and still missing some requirements</p><p>We are fast in doing DITA and gain experience Other technical departments are still in discussion whether to start a DITA </p><p>project or not. Using the tools helps to identify real issues versus fear of change</p><p>There is a lot to change and learn DITA-based CMS solution is steadily growing</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-11-17 Page 29 Copyright Qimonda AG 2008 All rights reserved.</p><p>Summary</p><p>Review and rendition workflows are the drivers for DITA-based CMS How could your workflows profit from DITA?</p><p>DITA specialization enables opportunities Get your own DITA topics and domain with small or large adaptation</p><p>Agile project management fits Consider new ideas to make DITA happen at your place</p></li><li><p>Qimonda G. H. Krause Senior Manager TechDoc 2008-1...</p></li></ul>