Finding Flexibility in a Rigid World: A Component Content Management Case Study featuring Medtronic

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    23-Aug-2014
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In order to manage content in a regulated life sciences industry, it takes tools that are configurable and capable of meeting the many requirements and rigidity of the industry while still providing flexibility for writers to work in ways that fit their unique corporate or divisional processes. This session will present a case study of how Medtronic uses one component content management system across four divisions of their company to work similarly in certain areas while adapting to each division’s different needs in other areas. The case study will also provide tips on “what to do” and “what not to do” to implement a successful content management strategy.

Transcript of Finding Flexibility in a Rigid World: A Component Content Management Case Study featuring Medtronic

  • Finding Flexibility in a Rigid World Suzanne Mescan, Vasont Systems Nicole Zepper, Medtronic Neuromodulation
  • A common situation 2
  • One company: Many business units/divisions/departments What do they all have in common? Labeling Clinical Trials Education & Training Patient Services Marketing Parent Company Division A Division B Division D Division C They all create (and need to manage) content. 3
  • Today we will share: Brief overview of Medtronics BUs General benefits of a CCMS Medtronics CCMS solution and timeline Common goals and unique needs from the BUs Perspectives from each BU Tips: What to do and what not to do when preparing for a CCMS implementation Questions 4
  • Medtronic: A Tale of Four Business Units It was the best of times, it was the worst of times 5
  • Medtronics Business Units Neuromodulation Deep brain stimulation therapy, drug infusion systems, gastric stimulation systems, sacral neuromodulation systems, spinal cord stimulation systems Diabetes Insulin pumps, continuous glucose monitoring systems, therapy management software Surgical Navigation Systems Advanced instrument tracking technologies, intra-operative imaging, surgical planning software Spinal Artificial cervical discs, balloon kyphoplasty, biologic fusion systems, interspinous spacer implants, minimal access spine technologies, reconstructive spinal systems Each BU has its own Technical Communications department. 6
  • Medtronics Business Units Different businesses with a common need: To produce labeling for regulatory approval and to produce content that supports the use of their therapies and medical devices. Different businesses with a common wish: To implement a component content management system (CCMS) 7
  • Why component content management? 8
  • General Benefits of a CCMS Feature Benefit Consolidation of content Content is portable, searchable, and sharable Reusable content components [building blocks] Message is consistent Translation costs are drastically reduced Organization of releases and translations Content is accurate and current Automation of redundant processes Cycle times are reduced significantly Tracking of everything A thorough audit trail is automatically generated Once-and-done processing Duplicate writing, editing, review, and translation efforts are eliminated Governance over structure and guidelines Content is consistent Controlled access and ownership of content Content is secure 9
  • Medtronics CCMS solution 10
  • Share Vasont software Each BU has its own data collection Surgical Navigation Systems Data Collection Spinal Data Collection Diabetes Data Collection Neuromodulation Data Collection 11
  • Vasont Adoption Timeline Neuromodulation 2003 Diabetes 2005 Surgical Navigation Systems 2008 Spinal 2013 12
  • Common goals, unique needs 13
  • Common Goals Implement an XML-based CCMS Minimize IT overhead required to implement and maintain the CCMS Increase content consistency and reuse Decrease translation costs Publish a higher volume of content more efficiently 14
  • Unique Needs Authoring environment preferences Output format and publishing channel targets Audiences and content types Formatting and style requirements Staff sizes and roles represented within the Technical Communications department 15
  • Business unit perspectives 16
  • Neuromodulation (the guinea pig) Our investment in information architecture would have been wasted without the investment in Vasont to manage the content. First adopter Maintains shared Vasont software for all BUs Implemented CCMS at same time as overall information architecture strategy Challenge: Business case for adoption Benefits: Optimized content reuse, decreased translation costs, greater disclosure content control, flexibility for 10 years of content evolution Future plans: Previews, new output formats 17
  • Neuromodulation Diabetes Surgical Navigation Systems Spinal Authoring Tools Audience Clinicians Patients Content Types IFUs Patient Guides Package Inserts Instructions Publishing Output Print PDF Web PDF 18
  • Diabetes (the trailblazer) We maintain many different flavors of content. Primarily writes for a patient audience PDF, software help files, web content Effectivity tags and conditional extracts Challenge: CCMS learning curve for new writers Benefits: Faster content change rounds when needed, increased style guide consistency, faster and less expensive translations Future plans: Oxygen, Acrolinx 19
  • Neuromodulation Diabetes Surgical Navigation Systems Spinal Authoring Tools Audience Clinicians Patients Patients Clinicians Content Types IFUs Patient Guides Package Inserts Instructions Patient Guides Software Help Publishing Output Print PDF Web PDF Print PDF Web PDF HTML Help 20
  • Surgical Navigation Systems (the traditionalist) Its an investment for the future. Writes for a surgical staff audience FrameMaker authoring, familiar tool for the writers Challenge: Learning to think in content management terms (what to keep vs. rewrite) Benefits: Software administration handled by Neuro, reduced translation costs, minimal changes to authoring environment Future plans: Migrate more document types into Vasont 21
  • Neuromodulation Diabetes Surgical Navigation Systems Spinal Authoring Tools Audience Clinicians Patients Patients Clinicians Surgical Staff Content Types IFUs Patient Guides Package Inserts Instructions Patient Guides Software Help Package Inserts Software Guides Publishing Output Print PDF Web PDF Print PDF Web PDF HTML Help Print PDF Web PDF 22
  • Spinal (the newbie) There have been many firsts with Vasont. Adopted this past year Limited space: 24" x 18" paper in product box Need more author control of font sizes, spacing, other formatting details Challenge: Learning CCMS administrator setup and new authoring environment at the same time Benefits: Greater content consistency resulting in a faster review process, translation savings, greater publishing control Future plans: Enjoy! 23
  • Neuromodulation Diabetes Surgical Navigation Systems Spinal Authoring Tools Audience Clinicians Patients Patients Clinicians Surgical Staff Clinicians Content Types IFUs Patient Guides Package Inserts Instructions Patient Guides Software Help Package Inserts Software Guides IFUs Package Inserts Instructions Publishing Output Print PDF Web PDF Print PDF Web PDF HTML Help Print PDF Web PDF Print PDF Web PDF 24
  • Bonus BU: Medtronic Translations The Vasont groups are always ahead with tools and processes these days. Internal translations group at Medtronic As translation input requirements change, weve been able to quickly change with them graphic format changes, file name requirements, modular xml delivery, full xml delivery, workflows BUs have different translation languages, publishing formats, style requirements, etc. Yet we can create a standard English source delivery process that works for all BUs, and ensures consistency for the translations group 25
  • What to do, what not to do 26
  • What to do when preparing for a CCMS implementation Build your requirements list Prepare your content Prepare your staff 27
  • What not to do when preparing for a CCMS implementation Dont stick with the way youve always done it Dont train writers too far ahead Dont convert everything if you dont need it Dont implement a CM strategy alone 28
  • Medtronics partnership with Vasont Systems We bought more than just a tool. Neuromodulation 2003 Diabetes 2005 Surgical Navigation Systems 2008 Spinal 2013 29
  • Today we shared: Brief overview of Medtronics BUs General benefits of a CCMS Medtronics CCMS solution and timeline Common goals and unique needs from the BUs Perspectives from each BU Tips: What to do and what not to do when preparing for a CCMS implementation 30
  • Questions? Suzanne Mescan VP Marketing, Vasont Systems smescan@vasont.com Nicole Zepper IT Business Systems Analyst nicole.zepper@medtronic.com Thank you!