Introduction to the DITA Open Toolkit

Simon BateScriptorium PublishingManaging the
Transition to XML

About me

Simon Bate

Sr. Technical Consultant at Scriptorium

Certified Technical Trainer

30+ years Tech Comm experience

5 years of DITA and DITA OT experience

DenialAngerBargainingDepressionacceptance

About Scriptorium

Content Strategy for Technical Communication

Analyze

Develop strategy

Implement

Transform

Train

Overview

What to expect

What NOT to do

What to do (12-step plan)

What to expect...

Changes to authoring process

Topic-based authoring

Possible to use structure without topicsBut you miss the big win (re-use)

Difficult to store in CCMS

Unstructured legacy content Might be transformable

But perhaps not

Component Content Management System

Changing Roles and Skills

Less demand for:Production editors

Template experts

More demand for: XSLT experts

XSL-FO experts

Developmental editors

Content librarians/curators

explain XSL-FO

Tool changes

New editors for structured contentKeep day-to-day use in mind

WYSIOOWhat You See Is One Option

Metadata

Expect a loss of productivity during transition

Creating graphics is different

In XML, graphics are separate

XML editors have no integrated tools

Output has limited support for some formats

Exciting possibilities in XML graphicsSVG (Scalable Vector Graphics)

MathML

Creating new output formats

Similar to creating a new templateBut there are differences

Must modify or create new transformations

Make transformation available in output

Formatting just worksNo additional DTP work to fit text

Component Content Management System

Manages topicsCheck in/check out

Access control

Creates labels

Generates output

Performs faceted searches

Helps with re-useWhich output uses? search

Training and education

TrainingContent creators

Information systems

EducationNew processes

Spread the word

Any team you interact with

Includes management

Set management expectations

Includes ITCCMS may require their support

When cost savings will occur

Get them thinkingWhat can you do with the XML that you couldn't do before?

Set your expectations

Structured authoring isn't for everyone

Some content creators will get upset

Some will come around

Others will leave

Moving to structure...

What not to do:

Pick a content model (by what criteria?)

Pick a tool (does it match your deliverables?)

Train the writers on the tool (they're the only ones who need to know?)

Convert (should be a 1:1 mapping, right?)

Go! (fail)

Content model = architecture

12-Step Plan...

Content strategy

Roles

Milestones

Structure analysis

Structure definition

Pilot

Legacy strategy

Training

Documentation

Change management

Transition support

Evaluation

Step 1:
Create a content strategy

Goals and metrics

Strategy

Tactics

Deliverables (type, media, frequency, audience)

Tool-specific requirements or constraints

Step 2:
Define roles and responsibilities

Who does what in transition

Roles include:Education

Development

Review

Approval

If using consultantsEstablish who does what

Step 3:
Establish milestones

Schedule creates accountabilityNo schedule = low priority

Helps maintain scope

Include slack for delaysReviewer availability

Step 4:
Perform structure analysis

Understand what is in your contentand how pieces fit together

Helps you choose or create content model

Develop taxonomy and metadata

Keep your content strategy in mindWhy does the content exist?

What needs is it meeting?

Consider future requirements

Step 5:
Structure definition and output

Either:Choose architecture (DITA, S1000D, DocBook)

Create architecture (DTD, schema)

Modify authoring tool for architecture

Output transformationsBefore pilot, just one

EitherMost common

Most risky

Enough to test most assumptions

Step 6: Pilot

Candidate projectNot largest or smallest

Most representative

Pilot ensuresAssumptions are correct

Everyone is on the same page

Groups are communicating clearly

Time for course correction

Rarely do pilots halt transitions

Step 7:
Develop legacy content strategy

Consider conversion vs. re-writing

Depends on the quality of the source content

Convert legacy documentsif necessary

Consider as-needed strategy

Step 8:
Develop training

Background and rationale

Structured authoring and XML

Using the authoring tool

Using the CMSTeach process, as well as the tool

Other toolsGraphics

Step 9:
Develop documentation

Background and rationale

Structure explanations

Recommended best practices

In-depth technical doc (for developers)

Formatting specifications

Step 10:
Create change management process

Managing changes in your system

Similar to any system deployment

Changes will occurStructure changes

New output

Software upgrades

Track changes

Make and distribute in an organized manner

Scheduled changes vs. as-needed

Step 11:
Provide transition support

Content creators ramp up to production

Shift from development to maintenance

If using contractorsEnsure you have in-house knowledge

Follow-on support agreement

Step 12:
Evaluation

Validate against goals and metrics

Report to management

Enjoy what you've accomplished

Now...what's next?

Summary

Content strategy drives all

Set expectations

Plan. Plan. Plan.

Pilot helps with course correction

Plan for change

Questions?

Contact information

Simon BateScriptorium Publishingwww.scriptorium.comsbate@scriptorium.comtwitter: @simonbate+1.919.433.2606

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