Project Workflow Management

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Project Workflow Management. Michael Davis – Principal Business Consultant. Objectives - Discuss S1000D Project Creation Concepts. How do I create the Users, Groups, Teams, and Roles that I need to manage my project? User Desktop Creation Assigning Roles Building and using Workpools - PowerPoint PPT Presentation

Transcript of Project Workflow Management

The Value of XML and Structured Content

Project Workflow Management

Michael Davis Principal Business Consultant

SDL Proprietary and ConfidentialSDL Proprietary and ConfidentialHow do I create the Users, Groups, Teams, and Roles that I need to manage my project?User Desktop CreationAssigning RolesBuilding and using WorkpoolsHow do I get my Data into Contenta CSDB?DMRL (Data Module Requirements List) and IRL (Illustration Requirements List)Upload ToolSNS Creation and Management Define DMRL and IRLManage DMRL and IRLHow do I manage my S1000D once it is in Contenta S1000D CSDB?Project CreationWorkflow Creation

Objectives - Discuss S1000D Project Creation Concepts2How do I create a Contenta S1000D Workflow and then configure it?Drag and Drop Project Connectors

Objectives - Discuss S1000D Project Management 3With the introduction of Contenta S1000D 5.0, Contenta Explorer (Fat Client) and Contenta Web (No install Browser Client) have been synchronized with a common look and navigation.User Desktops, Roles, Workpools and other admin functions are easily created and modified from either client as sysadmin.

How do I create the Users, Roles, and Teams I need?4

User Desktops allow users the ability to login into Contenta S1000DAccess to objects is granted via dragging objects onto the user desktopProperties for each object available on TabUser can easily see all of his/her work via the Assignments area.Projects associated with that user show up under the Project Management area.

User Desktops5Properties To create user desktops you must be logged in as sysadmin

Create Desktop6

Right Click

Click

Press OKEnter New User Name, Login Name, Password and then select Role

Newly Created User DesktopContenta users are assigned at least one role when the users desktops are created. Roles are associated with tasks when the ProjMan or SysAdmin configures the project workflow. When a role is associated with a task, users assigned that role can be assigned to the task.

User Roles Description and Use7

Click

Workpools allow you to group users into one role (the workpool) so you can assign them all to the same task in a project to work simultaneously.You can make as many workpools as you like to support your internal business processes. Think of Workpool as a team or group.

Workpools Description and Creation8

Right Click

Click

Write in Name

Select UsersPress Ok

Notice that new workpool has been created and when members desktops are explanded the workpool is visibleS1000D Provides a mechanism called the DMRL (Data Module Requirements List) Contenta S1000D utilizes the DMRL to perform the following functions:A data module requirements list is used to identify the required data modules for a projectThe data module requirement list supports planning, reporting, production and configuration controlA data module requirements list can be generated in parts or in a complete formPartial DMRL may be provided to partner companies or subcontractorsDirect Load of already created Data Modules, Pub Modules, ICNs or DDNs

How do I get my Data into Contenta S1000D CSDB9SDL has created two ways for your company to create and manage DMRL files.Support of the actual DML file upload directly into the upload screenSupport for Comma Separated Values contained within spreadsheet or text fileBest Practice to use the CSV file route as it is much easier to visually maintain and sort on fields of your choice.

DMRL Creation and Management10

Header Row identifies each individual part of the DMC/PMC/ICNIf you do not wish to create a DMRL via spreadsheet or direct DML XML editing you can utilize the Contenta S1000D suite of Tools to create all parts of your project metadata.SNS creation and maintenance tools are accessed via the S1000D object in CW/CE

SNS Creation and Maintenance11

Right ClickClick on S1000D Upload

Ability to accept the following types of files:Data Module, Pub Module, DDN, ICN, DMRL

S1000D Upload to Configuration Screen12

Drag and Drop files here Load DMRL Example13

APACHESHORTBOW doesnt yet exist within DMRLDrag files onto interface and then view results of existence check, well formed check, and upload success

Upload Screen in Action14

Notice Feedback Column provides a report on each DMC/PMC/ICN which has been created during upload Screen has reported on duplicates, well formed XML, link creation, and upload success

Upload Screen Success with DMC/PMC/ICN15

Notice Name, Type, Issue No. and Feedback are all reported on individually During the DMRL loading process Contenta S1000D reads and interprets each line of the DMRLThe SNS for all Data Modules and ICNs is auto created and immediately available for useEach Data Module, Pub Module, or ICN is available to be created on demand via the Define DMRL and IRL or Manage DMRL and IRL screenDDNs are automatically created under the Dispatch container and available for immediate use.

What happens during a DMRL Load?16Now that we have created a new Program by uploading our DMRL we can Manage DMRL/IRL one of two waysDirectly by SNSOr via System, Subsystem, SubSubsystem, Unit or Assembly

Manage DMRL and IRL 17

Select Program

If you wish to manage by System, Subsystem, SubSubSystem then click radio button

Contenta S1000D ProjectsContenta Projects are object is used to group data that is to be written, edited, revised, or otherwise modified and put through an approved workflow Data in the project is isolated from the stable gold data and your published documents until all work is approved and you post the updatesProjects can only be created by sysadmin or ProjMan user rolesTypically Project Manager does the following:Creates Project underneath WIP (Work in Process) containerAssigns a specific workflow to a projectIdentifies users to the specific tasks within a workflowPopulates project with objects which need authoring or revisionResponsible for Posting the project data back to the Stable Gold data when the project is complete.

How do I manage my Data once it is in Contenta S1000D CSDB?18Log in as a Project ManagerNavigate to WIP Folder and add new Project

Create New Contenta Project19

Right Click

Click

Fill in NameFill in DatePress OKSelect workflow

New ProjectOnce Logged in as Project Manger return to highlight project within WIP container and rightclick

Add Team Members to Project20

Right Click

Click

Select Role

Select UsersAdd Users to Team

Press OKAdd newly defined data modules and ICNs to your project by returning to Manage DMRL and IRL screen

Create New Data Modules From uploaded DMRL 21

Right Click

Click

Select SDC SNS and Information CodesHit Search to find all DMCsHit Create from Do action Menu to create selected DMCs

Notice that all Data Modules have now been createdOnce you have created the new data modules from template or via direct upload you can then easily assign them to a project from within the Define DMRL and IRL screen or via copy/paste from CE/CW.Assign newly created Data Modules to Project22

Select all Data Modules to be assigned to project and select Assign to from drop down menu

Select your newly created project from Project drop down menu

All selected Data Modules have now been added to your project

All newly added Data Modules are visible under projectProjects have workflows that define the tasks, roles, and users whom are assigned to the individual tasks within the workflow timeline.Workflows can be created or modified from the CE or CW screenSuggested just to use the Contenta Explorer Client as it is easier to use

Workflow Management and Creation23

Workflow Creation24

Click

click

Enter NameClick OK

Click on Writing Step to select and then drag cursor to area on page to place

Writing step now exists and can be modified to add users by right clicking and selecting properties

Click on Review task to select and then drag review task onto canvas area

Right Click on Review task and repeat steps from writing step

Select Task Route and then click start object and drag the route to the Writing step. The route actually connects the steps.

Repeat Task route steps to connect other objectsMake a task with a return route by clicking a new route that goes the other direction from the original route

Right Click on Tasks to edit properties. You can add due dates and user roles and workpools

Right Click on Task Routes to add custom triggers or or other events

After choosing trigger either click OK or cancel

Click Save

Upcoming EventsFall Webinar Series: S1000D Customer Use Cases Starting in September Details coming soonS1000D in Action Webinar SeriesSession 1How to Use the BREX Builder [recording]Session 2Enhancing the IETP User Experience [recording]

Session 3The Power of Applicability[recording]Session 5Building and Delivering Publications 6/28/2012Session 6Enhancing the Clarity and Language Quality of Technical Documentation 7/25/2012Register at www.sdl.com/xml under EventsS1000D EventsS1000D User ForumDenver, COJune 18-21ATA e-Business ForumScottsdale, AZOctober 22-242525This is the SDL holding slide. It should be used at the beginning and ending of every presentation.

What is the MNS? Master Naming Scheme Not part of S1000D

Step One Define and Manage MNS 26

Enter New MNS NameEnter Description HereQ & A

Got questions?Thanks for joining us!2727This is the SDL holding slide. It should be used at the beginning and ending of every presentation.

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This presentation and its content are SDL confidential unless otherwise specified, and may not be copied, used or distributed except as authorised by SDL.