dynamic product documentation

Astoria Confidential

Astoria Software, Inc.

Dynamic Product DocumentationPresentation and Demonstration for

DocTrain EASTOctober 18, 2007

Bill Kirk, Sr. Business ConsultantGary Belonzi, Regional Manager- East

Astoria Confidential -2-

“Advancing Your Career”

How Astoria On-Demand can help enable you to ‘advance your career’through success with your enterprise content management project.

This is our pitch

Best Practices in Preparing for a CMS Project, i.e. ‘Help Us, Help You…’ Getting the RESULTS You Expect- An Example Astoria On-Demand and DITA- Enabler to Your Success

Demonstration Q & A



The BEST way to advance your career in documentation and training are:

A) Tell your boss she needs to be a ‘DITA head’

B) Always keep your Resume in xml

C) Attend one of these conferences every week

D) Request a translation vendor for Pig Latin

E) Get positive RESULTS for your department and your company

Correct Response: E) Get positive Correct Response: E) Get positive RESULTSRESULTS for your department and your company! for your department and your company!


What Results are we talking about?

Documentation is ready when product is ready

Result: Improve time to market

Content is consistent and accurate across different channels

Result: Improve customer satisfaction and reduce support costs

Process for creating-editing-reviewing-managing-publishing content is measurably more efficient

Result: Improve productivity and resource optimization/cost reduction

These results roll up to revenue improvement and cost savings for you company!

This is the difference between being a ‘cost center’ and a ‘corporate asset.’



Understand the Corporate Goals and Directions of your company

Understand how YOU and YOUR TEAM impact the Corporate Goals

Understand and define the ‘current state’ of your documentation processes and tools

Define the problems and challenges with the ‘current state’ and why they impede getting to the corporate goals

Define project objectives and ‘future state’ to remedy the problems/challenges

Describe the ‘benefits’ you expect to receive from the success of this project

Determine the approach you will take in developing a solution and executing on the project

Starting Point- Best Practices




Anatomy of A SuccessfulAnatomy of A SuccessfulCMS Project…CMS Project…


Common Business Mega-Challenge: The Three Vs

Volu

me

VolumeNew Product/Service Lines

Strict Regulatory EnvironmentExpanding Life Cycle

Veloc

ity

VelocityReduced Time To Market

Improved Operational EfficiencyCompetitive Challenges

Variability

VariabilityIncreased Channels

GlobalizationLocal Language Support

Product/Service Customization

Mergers and Acquisitions


Vision- A single source of XYZ Company information available in reusable form

for consistent, accurate and timely publication to multiple output channels.

Goals- reduce time to market, improve productivity, create consistent branding

Objectives- implement common tools and processes for content re-use,

lower translation costs, streamline review and collaboration

Benefits- improved revenue streams, reduced costs, measurable productivity

gains, optimize resources, enterprise wide content ‘synchronization’

Approach- engage cross-functional teams, define a measurable pilot,

timeline, and set of requirements that contribute to goals, objectives, expected benefits


Road Map to Success


Current State Desktop Publishing Process

Review

Update

Convert,Clean up,

Update, Format

Authors

Convert,Clean up,

Update, Format

Review

Update

Convert,Clean up,

Update, Format

Review

Update

Convert,Clean up,

Update, Format

Review

Update

Print/PDF

=

Print Design

Convert,Clean up,

Update, Format

Review

UpdateWeb Design

Web/HTML

Convert,Clean up,

Update, Format

Review

UpdateCD-ROM Design

CD-ROM

Costly

UnhappyCustomers

Prone toErrors

Slow

Out-of-dateInformation


Global Enterprise Publishing Process

MultipleDocument Types

UserManuals

TrainingMaterials

ProductLabels

PromotionalMaterials

EngineeringSpecs

RegulatorySubmissions

Authors & SubjectMatter Experts

=

Designers

Astoria On-Demand Repository

(DITA)

Print/PDF

Web/HTML

Handhelds

WirelessDevices

CD-ROM

Multiple Outputs

AutomatedAssembly and

PublishingServer

LowerCost

Automatic,On Demand

GreaterAccuracy

Up-to-dateInformation

HappyCustomersTranslation

Memory


Astoria VALUE and RESULTS for Our Customers Actual Results from Selected Astoria UsersCategory Benefit Return realized by customer

Reuse

60% savings in resources; faster time to market

$800K/year savings for 20 author group + $1MM incremental revenue

for $100MM sales

25% savings to other groups who reuse and repurpose single source

content

$125K savings on $500K department print budget

Translation 80% reduction in translation budget$2MM/year savings from $2.5MM

translation budget

Collaboration

60% reduction (from 15% to 5% of engineer’s overall workload) in

review/edit obligations from online review, workflow

$1MM/year savings on $10MM engineering staff budget (~100

engineers)

1% improvement in Mean Time to Repair from better documentation

$2.5MM savings on $250MM post-sales engineer budget

Multi Channel outputs

80% reduction in printed pages$400K/year savings on $500K print

budget

5% offload of customer service calls to Web self- service

$350K/year savings on $6.75MM customer call center budget

.01% additional sales through new digital initiatives: repurposing and

content customization

$400M additional profit on $10B in sales @ 40% contribution margin

Compliance 30% reduction in unneeded customer service calls; risk reduction

$700,000/year


Getting Results with Dynamic Publishing

Enabling Technologies:

DITA

Astoria Dynamic Publishing System (CMS)

SaaS



Why DITA and Astoria?Robust support for a standard information model

• Open Standard and Growing DITA Community• XML DTD and architecture designed for technical information

• Origins at IBM, now widely deployed by many companies

• OASIS (www.oasis-open.org) maintains standard

• Natural Match with Astoria SmartElements• Designed for authoring modular, topic-based technical information

• Self-contained topics combined with other topics

• Separate work-in-progress from approved topics

• Astoria Where and What Used support (reference integrity)

• Supports Astoria single-sourcing objectives and reuse

• Fine grain management of translation process

• Inheritance Principles• Designed with information types that can be specialized

• Reduce cost of adding specializations to common architecture

• Mix and match topics with product configurations


Why DITA and Astoria? (cont.)

• “Quick start” to XML• Dramatically reduce XML implementation time and effort

• Fast business case justification for adoption

• Reuse that scales across content types, contexts and outputs

• Collaborate with multiple groups (workflow)• Review, annotate, update, approve, publish

• Manage publication project and context

• Publish to multiple media and multiple output formats

• Single Source Publishing• Information rendered to multiple output formats in virtually any

language

• Conditional processing based on product, audience or other metadata

• Information Exchange with Suppliers• Content created in any other DITA-compliant architecture

• Astoria Content Integrator automates information updates from external suppliers


Astoria On- Demand A Complete Solution for Dynamic DITA Publishing

Demonstration

Astoria Confidential

Astoria Software, Inc.

Dynamic Product DocumentationPresentation and Demonstration for

DocTrain EASTOctober 18, 2007

Bill Kirk, Sr. Business ConsultantGary Belonzi, Regional Manager- East