concepts and efficient use of content management systems (cms) · training doc. cbt/wbt plann....

Concepts and Efficient Use of pContent Management Systems (CMS)

P f D W Zi lProf. Dr. W. Ziegler

Karlsruhe University of Applied SciencesKarlsruhe University of Applied SciencesManagement & Engineering

Dep. Tech. Comm.p

Overview

0 Introduction0. Introduction

1. Reuse (Content, Structure)2. Change Management (Versions)3. Variant Management (Product, Media, Target Group, …)4 Translation (Lang age Variants)4. Translation (Language Variants)5. Automization (Publication, Aggregation)

6. Process Control (Workflow)7. Coupling & Integration (Data, Processes, Systems)

© Prof. Dr. W. Ziegler - HSKA

Publishing of Product Information / TD

Sales/Marketing Manufact.

Develop.

the Black BoxTech Com.Department

… the Black Box

ProductInformationPre-Sales After-Sales


Information and the Product Lifecycle

ERP

Requirements

Sales-Doc. Hazard

DeveloperService Supplier

Service-ReportsERP

Data

CAD-Drawings

Speci-fication

Configu-rator

Hazardanalysisinfo

Tech. Desc.

Certificates

SupplierDoc.

p

Cust. Feedback

StandardsPatents

TrainingManufact.R & D Service Sales

ModelsPartslists

TestsPatents

Regul. Doc.

ProductCatalog

D t

Service-info &

MachineInfo

SystemUser

Manual(Web)-MarketingData-

sheets ManualHelp DeskInfo

TrainingDoc.

CBT/WBT

Plann.Install.Mount.Doc.

SparePart

Catalog

Marketing

e-Business

CBT/WBT

PIMProduct Information Management

CMContent Management


g g

CMS Introduction Phases

60 50,4% tekom 2005

tekom 2008 40

50 35,7%

30

40

10

206,7% 7,2%

0

10


Required Functionalities of CMS

• Object Management(Archiving, Versioning of Content) 44% (80%)

• Retrieval Mechanisms (Search and View) 44% (80%)M f (diff ) M di /• Management of (different) Media/Graphic formats 67 % (85%)

• Reuse 67% (91%) and Version/Variant Control• Reuse 67% (91%) and Version/Variant Control (Products, Target Group and Media) 44 % (79 %)

• Translation 56 % (76 %),Terminology Management 56 % (76 %)( ), gy g ( )• Cross Media Publishing 44 % (79 %)

CMS-Study 2005/2008: Main CMS requirements


10-Step Introduction Procedure

1. Analysis of actual stateProcess2. Estimating optimizing potential

3. Definition of future system/state (Requir.)

ProcessEngineering

4. Evaluation and selection of system5. Specification of implementation6 I t l ti Content & Media6. Internal preparation7. Customizing 8 Installation

Content & MediaEngineering

8. Installation9. Training and migration10 Using and optimizing10. Using and optimizing

© Prof. Dr. W. Ziegler - HSKA 7

Content Engineering (Phase 6)

“Internal Preparation”

• Structuring information and information modelsM d l i ti d i t h dli• Modularization and variant handling

• Meta-Data- und search/retrieval conceptsT i l d th i id li• Terminology and authoring guidelines

• Styling and publication mediaL d t d i ti• Legacy data und migration


CMS use cases and functionalities

1. Reuse (Content, Structure)


Why Modularization?

• Reuse!

• controlled content• controlled structures• controlled processes} QM

Output (volume, quality)

• controlled processes

• Time efficiency• Cost efficiency

}CM

• Cost efficiency

Input / resources(time, money)( , y)


Assembly of modules (Building Documents)

Meta-data• ValidityReuse y• Version• Variant

DatabaseDatabase(Module Pool)


Information Models & Editors


CMS und Editing-Tools in use(Change)(Change)

69%70%80%

29%

19%32%

47%

31%40%50%60%70%

9%

2% 2% 3%

19%

10% 5% 1%

20% 17% 14%7%

16%7% 4% 1%

0%10%20%30%

decision aginst CMS no CMS in use CMS introduction CMS use


Standardization (Content + Structure)

<?xml version="1.0" encoding="UTF-8"?>

<topic>

<task>

<heading> </heading>

< t > </ t >

Show structure nodes

<step> </step>

<step> <menue> </menue></step>

Open file using ¥-editor.

Activate menue entry „evaluate“.

<step> </step>

<result> </result>The selected nodes are displayed in a separate window

Fill-in XPATH-expression.

<result> </result>

</task>

The selected nodes are displayed in a separate window.


</topic>

Information Models

• bottom-up vs. top-down modeling („make or use“)

St d dDocbookDITAS1000D

StandardModels PI-Mod

11

S1000D

(Project)

211

3 specificInfo-Modelse.g.MSR

CMS-Models MSR

DOCU…..

Models

• Spare part catalog (VDI4500-3, S2000 M)• Product catalog / PIM (BMEcat, RosettaNet)


Standards in use (structure and layout)

40 0%

50,0%47,4%

41,8%

Content Engineering

30,0%

40,0%

20,0%

, %

10,0%4 8% 4 6%

0,0%

4,8% 4,6% 3,3% 3,1% 2,3% 1,7% 0,8%


Consequences of granularity

R d d i i d lRedundancies in modules(low reusability)administrative

complexity

Fl ibilitFlexibility(improved reusability)


Modul size

Bottom-Up-Analysis: Mod. Matrix

( Rockley 2003 „Content Audit“)

Dok 1 Dok 2 Dok 3DocumentStructure

Kap. 1.1 Mod 1(S)

Mod 1(S)

Mod 1(S)

Kap. 1.2.1 Mod 2(V)

Mod 2(V)

Mod 3(V)

Kap. 1.2.2 Mod 4(O)(O)


Doc./Prod. variants, Media, target group

Spectrum of Module Sizes

%Process-integration (Parts Lists)

StandardizedInfo.models

VariantManagement

60

%

DOG 2000

(Parts Lists)

40tekom 2005tekom 2008

20

0


Optimized reuse by modul definition

End

Goal : Publishing driven by partslist

14%

Start End

30%

14%30%

51%

4%

20%

32%3%

16%20%

Standard KnowledgeCombinations Product / Order code

0%


Partsno


2. Change Management (Version Control)


Change Management

V i (R i i R l )Versions (Revision, Release)

7.6.

Change in Product(Development and Product Lifecycle)

5.4.

3.Change in Content(Modules, Media, Documents)

1.2.

„Change Management“ reflected by versions


Empiric Data (Changements relevant for TechDoc)(Changements relevant for TechDoc)

Internal (Product-based) conditions for TechDoc

very highhighmediumlownone


Amount of Changesin product developmentprocesses

Amount of Changesi d t d l tin product developmentprocesses


Aggregated Documents: modules and revisionsmodules and revisions

Version 6.

Revision (version) control

V i 3

Revision (version) controlthrough object-basedmeta-data

Version 3.Change managementtransparent

Version 4.


Modular Authoring

Document Aggregation

© Prof. Dr. W. Ziegler - HSKAProf. Dr. W. Ziegler - Studiengang Technische Redaktion HSKA 25

CM After-Sales Document Types

92,1%

70,0%

User Manual

Installation Manual 70,0%

56,8%

52 9%

Installation Manual

Service Manual

Software Description 52,9%

51,3%

38 1%

Software Description

Operation Manual

Data sheets 38,1%

36,2%

34 9%

Data sheets

Training Material

Repair Manual 34,9%

34,0%

33 3%

Repair Manual

Spare Part Catalogue

Online Help 33,3%

18,8%

12 5%

Online-Help

Parts lists

Pricing Catalogues


12,5%Pricing Catalogues

Number of published information products

68 %: 4 - 8 Information Products

15% 15%16%13%

5% 15%13% 13% 12%

10%12%14%16%

4%

7%5%6%

8%10%

2%1%

0%2%4%

1 2 3 4 5 6 7 8 9 10 11Information Product (Doc Types)

© Prof. Dr. W. Ziegler - HSKA D.S.

PIM Pre-Sales Document Types

99,4%Web site

81,1%

69,7%

Flyer

Data Sheet

64,2%

47 5%

Product Catalogue

B2B-Com 47,5%

46,2%

B2B-Com

Online Catalogue

36,4%

34,4%

Elek. Market Place

User Manual

26,7%

20 3%

Shop System

ConfiguratorW. Ziegler,PIM-Studie, tekom 2006


20,3%Configurator


3. Variants (Product , Document, Media, Target Group, …)


Change and Variant Management

V i (Ch )Versions (Changes)

A B C D

Variants


Empirical Data(Product Variants)(Product Variants)


very highhighmediumlownone


Product Complexity(Amount of functionalities)

Amount of ProductVariants


Variant ManagementConcept: Re-configuration and aggregation of modules

C V.2.

A V.1.

Aggregation of modules,

B V.3.

depending onvariants und revisions

A V.3.


Variant Management (sub-modular) M d l V i t AModule Variant A

Fragments(Re-Use Pool)( )

Module Variant B

W Ziegler


W. Zieglertechnische kommunikation 3/2005

Variant Management (sub-modular)

„Parameterized“ modulesthrough variables

„Bedingte“ Elemente = Variablenand conditional elements



4. Translation Management


Meta-Data DimensionsV iVersions

Languages

Variants


Translation Management

CMS TMS Translation Memory/Term

DB Management System Translator

T. Author DB

Translation processes driven by modularization


p y

Use of TMS (within translation process)

No TMS used

TMS used by translationservice provider

TMS used in house


Localization• Document structures are often language dependent (due to standards)• Document structures are often language dependent (due to standards)• Target languages are created via languages different from original language

(Relay Language)

11 T l ti + 14

23

12

43

Translation+Localization

765

45

67 17

12

2

43

Struct. Local.

245

6

567


678


5. Automization


Automized Aggregation of Documents

CMS -Database:

Generator

Database:Modules + Metadata

Automization:ERP/PDMparts list driven aggregationp gg g


XML- Publication

Rules can be defined for:Structure Elements Rules can be defined for:• target groups• media

Structure Elements

automatedorRules-based

• Infotype/document type• localization

li tiLayout Elements

manuallycontrolled

mapping

• personalizationy


Cross Media Publishing

XSLT (XML) XML

XML

DTP

XMLHTML

XSL FOProzessor

XSL-FO

PDFProcessorhh


CHM

CM After-Sales Media

0,20%

L i

Audio Manual

%

7%

4%

M lti di D

Dynamic Websites

eLearning

21%

14%

8%

HTML Documents

Presentation Documents

Multimedia Docs

39%

33%

21%

CD Application

Online Help

HTML Documents

73%

70%

39%

PDF (online)

PDF (Print)

CD-Application

79%

73%

Print Document

PDF (online)


Amount of parallel produced media

70 %: more than 2 media

25%

29%30%

35%

25%

19%

15%

20%

25%23 %: more than 4 media

5%

11%

6%4%5%

10%

15%

4%2%

0%

5%

1 Medium 2 Medien 3 Medien 4 Medien 5 Medien 6 Medien 7 Medien mehr als 7 MedienMedien

© Prof. Dr. W. Ziegler - HSKA D.S.

Publication of PDF Documents (XSL-FO)

Doc.xsl Doc.pdf

Doc.foDoc.xml

XSLTProzessor

XSLFOProzessor


Publication of HTML Documents

MOD.xml

Doc.xslDoc_x.css

Doc.htmMOD.xml

XSLTProzessor


Doc.jsDoc_h.css

Generating Word (WordML)

Doc.pdf

Doc.xsl

Doc_WordML.xmlDoc.xml

XSLTProcessor


Demo


6 Process Control6. Process Control


Authoring Process and Content Lifecycle

LanguagesRevisioning, Versioning, Variant Control, … * **

LanguagesTMS ** ******

ModularClassification QM/QA Modular

AuthoringBuilding

DocumentsRetrieval Publishing Archiving

* *** ***** ** * ***** ***** ** * *

Target Media DocumentGroup Types


p ypWorkflow

Implemented/Supported Processes 80,00% 71,8% tekom 2008

60,00% 52,4% 49,8% 47,3%

40,00% 35,6% 35,1%

20,00%

0,00%


CMS Investment

CMS Invest Number of EmployeesCMS Invest Number of Employees

50 - 250 250 -500 500- 1000 1000 - 5000 > 5000

Up to 10 000 Euro 16,1 % 6,7 % 4,3 % 2,2 %

10 000 - 50 000 Euro 48,4 % 33,3 % 30,4 % 8,7 % 11,4 %

50 000 - 100 000 Euro 12,9 % 40,0 % 8,7 % 17,4 % 25,7 %

100 000 250 000 Euro 16,1 % 20,0 % 30,4 % 34,8 % 14,3 %100 000 - 250 000 Euro 16,1 % 20,0 % 30,4 % 34,8 % 14,3 %

250 000 - 500 000 Euro 6,5 % 13,0 % 34,8 % 22,9 %

Up to 1 000 000 Euro 4,3 % 8,6 %

> 1 000 000 Euro 8,7 % 2,2 % 17,1 %


Return on Investmentyears

7

years

RO

I 6Ti

me

ofR

4

5

mat

edT

3

4

Esti

2

1



7. Coupling (Information, Processes, Systems)


Coupling of data / information IS i i f ti t d d i ti i f tiService information, spare part and descriptive information

SPCUser Manual • Media (PDF/HTML/Mobile) depending on

use caseuse case

• Selection and cross referencingconnecting different document types

ServiceManual

g yp

• Selection of modular informationthrough meta-data (product, article,..)g (p )and semantic information struktures

• Data and Informationen have tobe product-specific

(depending on product configuration)


Coupling of data / information II

ERP

Requirements

Sales-Doc. Hazard

DeveloperService Supplier

Service-ReportsERP

Data

CAD-Drawings

Speci-fication

Configu-rator

Hazardanalysisinfo

Tech. Desc.

Certificates

SupplierDoc.

p

Cust. Feedback

StandardsPatents

TrainingManufact.R & D Service Sales

ModelsPartslists

TestsPatents

Regul. Doc.

ProductCatalog

D t

Service-info &

MachineInfo

SystemUser

Manual(Web)-MarketingData-

sheets ManualHelp DeskInfo

TrainingDoc.

CBT/WBT

Plann.Install.Mount.Doc.

SparePart

Catalogue

Marketing

e-Business

PIM CBT/WBTPIMProduct Information Management CM

Content Management


g

PIM and CM

Integrated use ofdata and systems

PIM-data

64,3%

occur also in

• Reuse of52,8%

, • Reuse ofinformation

• Coupling of

DataGraphic

Terminology Coupling ofsystems

gyDescriptions

Service Information Customer documentation

W. Ziegler,PIM-Studie, tekom 2006

Service Information Customer documentation

Almost all departments responsible for PIM data,are involved in CMS processes! (tekom 2008)


are involved in CMS processes! (tekom 2008)

Coupling (CMS & ERP/PDM)Documentation and Business Processes

CMS

R&D Qual.tMarketing Manufact. Service

Change-Management

ERP R&D managementMarketing Manufact. Service

DMSParts lists

ERP


60Use and further development of CMS

59%

50

60tekom 2005

59%

2008

ProcessIntegration

4029% 31%

2008 optimized„internal“processes

g

20

30 21%29% p

10

2010%

0

10


wolfgang ziegler@hs-karlsruhe [email protected]

http://www home hs karlsruhe de/ ziwo0001/http://www.home.hs-karlsruhe.de/~ziwo0001/