This document outlines a 12-step plan for managing the transition from unstructured to XML-based authoring. It recommends beginning with defining a content strategy and roles, establishing milestones, analyzing existing structure, piloting the new structure on a representative project, developing training and documentation, and providing transition support. The plan emphasizes setting expectations, choosing standards carefully, allowing time for change management, and evaluating outcomes against goals.

1. M anaging the
Transition to XM L
Simon Bate
Scriptorium Publishing

2. A bout me
Simon Bate
Sr. Technical Consultant at Scriptorium
Certified Technical Trainer
30+ years Tech Comm experience
5 years of DITA and DITA OT experience

3. A bout Scriptorium
Content Strategy for Technical Communication
Analyze
Develop strategy
Implement
Transform
Train

4. O verview
What to expect
What NOT to do
What to do (12-step plan)

5. What to expect...

6. C hanges to authoring process
Topic-based authoring
Possible to use structure without topics
But you miss the big win (re-use)
Difficult to store in CCMS
Unstructured legacy content
Might be transformable
But perhaps not

7. C hanging Roles and Skills
Less demand for:
Production editors
Template experts
More demand for:
XSLT experts
XSL-FO experts
Developmental editors
Content librarians/curators

8. Tool changes
New editors for structured content
Keep day-to-day use in mind
WYSIOO
“What You See Is One Option”
Metadata
Expect a loss of productivity during transition

9. C reating 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 graphics
SVG (Scalable Vector Graphics)
MathML

10. C reating new output formats
Similar to creating a new template
But there are differences
Must modify or create new transformations
Make transformation available in output
Formatting “just works”
No additional DTP work to fit text

11. C omponent C ontent
M anagement System
Manages topics
Check in/check out
Access control
Creates labels
Generates output
Performs faceted searches
Helps with re-use
“Which output uses?” search

12. Training and education
Training
Content creators
Information systems
Education
New processes
Spread the word
Any team you interact with
Includes management

13. Set management expectations
Includes IT
CCMS may require their support
When cost savings will occur
Get them thinking
What can you do with the XML that you couldn't
do before?

14. Set your expectations
Structured authoring isn't for everyone
Some content creators will get upset
Some will come around
Others will leave

15. M oving to structure...

16. 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)

17. 12-Step Plan...
Content strategy Legacy strategy
Roles Training
Milestones Documentation
Structure analysis Change management
Structure definition Transition support
Pilot Evaluation

18. Step 1:
C reate a content strategy
Goals and metrics
Strategy
Tactics
Deliverables (type, media, frequency, audience)
Tool-specific requirements or constraints

19. Step 2:
D efine roles and responsibilities
Who does what in transition
Roles include:
Education
Development
Review
Approval
If using consultants
Establish who does what

20. Step 3:
Establish milestones
Schedule creates accountability
No schedule = low priority
Helps maintain scope
Include slack for delays
Reviewer availability

21. Step 4:
Perform structure analysis
Understand what is in your content
and how pieces fit together
Helps you choose or create content model
Develop taxonomy and metadata
Keep your content strategy in mind
Why does the content exist?
What needs is it meeting?
Consider future requirements

22. Step 5:
Structure definition and output
Either:
Choose architecture (DITA, S1000D, DocBook)
Create architecture (DTD, schema)
Modify authoring tool for architecture
Output transformations
Before pilot, just one
Either
Most common
Most risky
Enough to test most assumptions

23. Step 6: Pilot
Candidate project
Not largest or smallest
Most representative
Pilot ensures
Assumptions are correct
Everyone is on the same page
Groups are communicating clearly
Time for course correction
Rarely do pilots halt transitions

24. Step 7:
D evelop legacy content strategy
Consider conversion vs. re-writing
Depends on the quality of the source content
Convert legacy documents
if necessary
Consider “as-needed” strategy

25. Step 8:
D evelop training
Background and rationale
Structured authoring and XML
Using the authoring tool
Using the CMS
Teach process, as well as the tool
Other tools
Graphics

26. Step 9:
D evelop documentation
Background and rationale
Structure explanations
Recommended best practices
In-depth technical doc (for developers)
Formatting specifications

27. Step 10:
C reate change management
process
Managing changes in your system
Similar to any system deployment
Changes will occur
Structure changes
New output
Software upgrades
Track changes
Make and distribute in an organized manner
Scheduled changes vs. as-needed

28. Step 11:
Provide transition support
Content creators ramp up to production
Shift from development to maintenance
If using contractors
Ensure you have in-house knowledge
Follow-on support agreement

29. Step 12:
Evaluation
Validate against goals and metrics
Report to management
Enjoy what you've accomplished
Now...what's next?

30. Summary
Content strategy drives all
Set expectations
Plan. Plan. Plan.
Pilot helps with course correction
Plan for change

31. Q uestions?

32. C ontact information
Simon Bate
Scriptorium Publishing
www.scriptorium.com
sbate@scriptorium.com
twitter: @simonbate
+1.919.433.2606