understanding and communicating the financial impact of xml & dita
DESCRIPTION
You already know that XML and DITA for documentation and publishing boast extreme productivity and cost-savings, as well as revenue opportunities. But how can you build your case to the executives to get the green light?Come to this session to discover your potential financial returns. Learn how to calculate the cost of your current processes, and calculate the potential savings with new technology for authoring, re-use automation, localization, review, and publishing. You can then use these ROI calculations for budget requests and business cases to senior executives, to set expectations with the team and stakeholders, and track project success.You’ll learn how to: * Quantify and calculate savings in authoring, localization, reviewing, and publishing * Build your business case for DITA including sample scenarios and calculations * Communicate your proposed savings to senior executives * Save 20 - 40% on authoring, 25-50% on localization costs, and over 50% on your existing publishing costs.TRANSCRIPT
© 2006 JustSystems Inc.
Understanding and Communicatingthe Financial Impact of XML & DITA
Amber Swope
October 19, 2007
© 2007 JustSystems Inc.
Introduction
• Amber Swope– Principal Consultant, JustSystems, Inc. – 18+ years of experience in the industry at multiple
companies of varying sizes and industries– Supported information developers producing DITA
content in Rational group at IBM– Author of numerous papers/presentations on
information development and information architecture
© 2007 JustSystems Inc.
Agenda
• Introduction
• The Ripple Effect
• Building your case– Step One: Choose and Evangelize Information Model
– Step Two: Translate Impact of Right Translation Workflow
– Step Three: Calculate Measurable ROI
– Step Four: Select Technology Partners Who Facilitate ROI
© 2007 JustSystems Inc.
Polling
How many languages do you translate your content into?
• Only use 1 language
• 2 – 5 languages
• 6 – 10 languages
• 11 – 20 languages
• 21 – 30 languages
• 31+ languages
© 2007 JustSystems Inc.
The Ripple EffectHow Global Targets Inflate Content Volume
Market Expansion Scenario:
BestBet DVD Players Expands Sales to Five European Countries
* 5 new countries requires 5 times the amount of work in creating, translating and delivering all the information necessary to support sales, marketing and service activities
© 2007 JustSystems Inc.
The Ripple EffectHow Global Targets Inflate Content Volume
• Adapting to a much larger mandate also requires the need to understand and communicate the implications, limitations and suitability of:
© 2007 JustSystems Inc.
© 2007 JustSystems Inc.
Polling
How familiar are you with DITA?
• First time learning about it
• Somewhat familiar, heard about it
• Familiar with it or researching
• Very knowledgeable
• Already implemented
© 2007 JustSystems Inc.
Step One: Choose and Evangelize your Information Model
DITA: Darwin Information Typing Architecture
• XML-based technology foundation that controls and manages creation, translation, workflow, and publishing of content
• Popular information model in today’s global, multi-channel environment
• Breaks down and structures info into reusable modules
• Identifies relationships between info ‘topics’ and ‘maps’
Eliminates redundancy of effort
© 2007 JustSystems Inc.
* Organizations save 40-70% or more in documentation and localization costs
Step One: Choose and Evangelize your Information Model
© 2007 JustSystems Inc.
Example:
• A manufacturing company recently adopted DITA after a global expansion required translation to 14 new languages
• During pilot project (which encompassed just one set of documentation), the company measured savings of more than $225,000 within the first three months
• Today the company produces dozens of documentation sets in more than 20 languages
Step One: Choose and Evangelize your Information Model
© 2007 JustSystems Inc.
© 2007 JustSystems Inc.
Polling
How are you currently translating your documents?
• I currently translate by whole documents
• I have adopted an XML strategy to translate documents in parts
• I’m not sure
• Not applicable
© 2007 JustSystems Inc.
• Traditionally, TM tools send entire documents through translation process – including already translated content
• Also need to find best point to translate along the content lifecycle– If too early: Waste– If too late: Jeopardize deadlines
• BUT – When topic-by-topic vs. whole documents:
DITA introduces Flexibility
Step Two: Translate Impact of the Right Translation Workflow
© 2007 JustSystems Inc.
Step Two: Translate Impact of the Right Translation Workflow
Consider the following scenario:
Product Guide 125 pre-existing topics
+ 75 new topics
= 200 topics
Without DITA With DITA
200 topics for translation
Several thousand dollars to proof & match topics that have not
changed
75 topics for translation
Since 125 are easily reused, costs reduced by over 60%
© 2007 JustSystems Inc.
Step Two: Translate Impact of the Right Translation Workflow
Savings at Every Step: Global Content Creation with DITA
© 2007 JustSystems Inc.
© 2007 JustSystems Inc.
Polling
What metrics do you currently track?• Number of hours authors actually write per week• Number of hours to write a topic or page• Number of hours to write a topic by type• Number of hours to review a topic• Number of hours to translate a topic• Number of test/review a deliverable• Number of days per language to translate
deliverables per product for a release
© 2007 JustSystems Inc.
Step Three: Calculate Measurable ROI
© 2007 JustSystems Inc.
Step Three: Calculate Measurable ROI
Also consider the following factors which impact explicit costs:
• Direct labor hours per page
• Cost per art file
• % of content rewritten before release of First Edition (revision / churn rate)
• % of new content in future revisions / variants (carry-forward reuse rate)
• Number of expected future product revisions / variants
• % chance to reuse content from this document across other products
• % chance to reuse content from this document across other documents for this product
• Current reuse rate achieved on iterations (before)
• Number of output formats
• Cost for file pre- and post-processing
• DTP cost per translated document
© 2007 JustSystems Inc.
Step Three: Calculate Measurable ROI
* The same document that cost $6,000 per language to translate with a whole-document, non-TM approach will cost approximately $1,000 per language using DITA
© 2007 JustSystems Inc.
Step Three: Calculate Measurable ROI
Now consider:
10 documents delivered in 10 languages
• Annual savings of $500,000 on just one documentation set
Under Old Method With DITA strategy and TM
Annual Translation costs
$600,000
(10 documents x 10 languages x $6,000 per language)
Annual Translation costs
$100,000
(10 documents x 10 languages x $1000 per language)
© 2007 JustSystems Inc.
© 2007 JustSystems Inc.
Step Four: Select Technology Partners Who Facilitate ROI
• Unified content development environment (UCDE) contains multiple applications
• Applications must integrate to provide seamless workflow
© 2007 JustSystems Inc.
Step Four: Content Authoring
• Provides intuitive GUI for authoring topics
• Provides ability to organize topics with DITA maps
• Supports creating relationship tables
• Validates DITA topics
• Has a customizable GUI
• Able to integrate with other applications in UCDE
© 2007 JustSystems Inc.
Step Four: Content Storage
• CMS – workflow and metadata support (aids in reuse)
• Source Control – file integrity support
© 2007 JustSystems Inc.
Step Four: Content Publishing
• Generates DITA topics into deliverables
• Server and desktop support
© 2007 JustSystems Inc.
Step Four: Content Translation
• Manages translation workflow
• Manages translation memory (TM)
© 2007 JustSystems Inc.
Summary
• Understand how translation affects content development and production
• Build your case for moving to DITA– Step One: Choose and Evangelize Information
Model
– Step Two: Translate Impact of Right Translation Workflow
– Step Three: Calculate Measurable ROI
– Step Four: Select Technology Partners Who Facilitate ROI
© 2007 JustSystems Inc.
Resources
• http://tech.groups.yahoo.com/group/dita-users
• http://dita.xml.org
• http://na.justsystems.com– White papers– Webinars– Flash demonstrations