DITA and Content Management Systems Silicon Valley DITA

DITA and Content Management Systems Silicon Valley DITA Users Group Meeting Presentation by Fred Lass, Astoria Software November 8, 2006

Agenda • Presentation by Fred Lass, Astoria Software • Senior Solutions Architect – 30 years experience in book and documentation publishing systems • Astoria Software • Astoria Version 1 released December 1995 by XEROX as an SGML CMS • Astoria Software purchased software from XEROX in 2003 • Built from ground up as a Content (as opposed to Document) management system • Current version is 4. 7 • Do you need content management to manage your DITA implementation? • Velocity, Volume and Variability of your documentation • Cost of Goods Saving (COGS) • Return on Investment (ROI) • End to End Solution Demonstration • From creation through review, approval, publishing and translation

Partial List of Astoria Customers

Business Mega-Challenge: The Three Vs The need for Astoria and Dynamic Product Documentation New Product/Service Lines Strict Regulatory Environment Expanding Life Cycle Reduced Time To Market Improved Operational Efficiency Competitor Product/Services Release Ve lo ci ty Velocity Volume Variability Increased Channels Globalization Local Language Support Product/Service Customization Mergers and Acquisitions

The Three-V Impact on Business Performance Volume New Product/Service Lines Strict Regulatory Environment Expanding Life Cycle Velocity Reduced Time To Market Improved Efficiency Competitor Release Product Creation Support Product Documentation Integrated On-line Help Product Specifications Data Sheets Regulatory Filings Training Materials User Guides $30 million Developer Guides for typical Installation Instructions F 100 Company 6% COGS All of the above in Variability Increased Channels Globalization Local Language Support Product/Service Customization Mergers and Acquisitions English, French, German, Hindi, Japanese, Korean, Simplified/Traditional Chinese, Spanish, etc. Field Service Engineers Technical Support Engineers Escalation Engineers Authors, Instructors Sales/Channel/Partners Pre-Sales Engineers Field Sales Personnel Sales Administration Product Marketing Product Management ISV Developers Customers End-users, Patients Medical Staff Regulators Finance Personnel

Astoria Value Proposition Volume New Product/Service Lines Strict Regulatory Environment Expanding Life Cycle 6% ½ COGS • Reduce Product Documentation COGS by between 33% and 50% $30 million Velocity Reduced Time To Market Improved Efficiency Competitor Release • Achieve 100% ROI Faster than with Any Comparable Solution for typical F 100 Company ROI Months Variability Increased Channels Globalization Local Language Support Product/Service Customization Mergers and Acquisitions • Grow Top-line Revenue through Differentiation $

Reduce Cost-of-Goods-Sold by 33% to 50% Category Compliance Translation Content Collaboration Multi Reuse Channel outputs Benefit Return Realized by Typical Astoria Customer 80% reduction 30% 60% (from in unneeded printed 15% savings in headcount; customer to pages 5% of engineer’s service calls; overall risk faster time to market 80% reduction in reduction workload) review/edit 5% offload in of customer translation budget obligations online service callsfrom to Web self review, workflow service 25% savings to other $700, 000/year $400 K/year $1 MM/year savingson on $500 K $800 K/year for$10 MM 20 print engineering budget staff budget (~100 author group + $1 MM $2 MM/year savings from $2. 5 MM engineers) incremental revenueonfor $350 K/year savings $6. 75 MM translation budget $100 MM customersales call center budget $125 K savings on $500 K 1% improvement inand Mean $2. 5 MMadditional savings onprofit $250 MM post groups who reuse department print budget. 01% additional sales $400 M on $10 B Time to Repair from better in -sales engineer budget repurpose single source through new digital sales @ 40% contribution documentation content initiatives repurposing and margin content customization

Astoria XML Content Management A Complete Solution for Dynamic DITA Publishing

Content Authoring Full XML and DITA compliance • Content creation and versioning • XML, graphics, others • DITA topics and maps • Links and references • Relationship tables

Consolidating Content Review Cycles Streamline content editing and approval • Concurrent editing and review • View XML, DITA topics and maps at any level in standard Web Browser • Add/read annotations in real time • Instant compare to see any version differences

Managing Content Across its Lifecycle Real-time, concurrent collaboration • Granular approval and tracking • Role-based workflow routing and notification • Approve XML, DITA topics and maps at any level • Translation Memory integration • Quick identification of work-inprogress vs. approved • Full audit trail and history

Astoria Single Source Publishing Automates filtering and rendering as PDF, HTML and Help • Full Multi-channel publishing • Publish approved content only • Filter to specific customer or product configuration • DITA Open Toolkit • Antenna House XSL Formatter

Demonstration

What to look for in content management for DITA based documentation • Complete wide area access directory to the repository and content management features via http: // or https: // • Strict adherence to XML specification and DITA specific processing and procedures • Seamless integration of authoring tool and output engines including DITA Tool Kit – end to end solution • Full granularity (element level access) with no adjustments to DTD or current document set • Robust search capabilities including context (element/ancestor/descendent relations) that returns documents and/or elements • Complete single source solution including reviewers comments • Management of translation process

Content management of DITA – a few more details • Treat Maps as integrated information sets • Maintenance referential integrity of map and topic references and references within each of the topics • Map editor with full view of repository contents • Provide method for reviewer’s comments directly on content – accessible directly within editing tool • Provide complete audit trails for documents and elements and separate audit trails for all publishing • Server based utilization of Open Tool Kit and PDF rendering engine • Easy integration of specializations • Workflow with automated job tickets and email notifications • Provide for conditional processing, automated assembly of maps, and branch/merge capabilities