Concepts and Efficient Use of pContent Management Systems (CMS)
P f D W Zi lProf. Dr. W. Ziegler
Karlsruhe University of Applied SciencesKarlsruhe University of Applied SciencesManagement & Engineering
Dep. Tech. Comm.p
Overview
0 Introduction0. Introduction
1. Reuse (Content, Structure)2. Change Management (Versions)3. Variant Management (Product, Media, Target Group, …)4 Translation (Lang age Variants)4. Translation (Language Variants)5. Automization (Publication, Aggregation)
6. Process Control (Workflow)7. Coupling & Integration (Data, Processes, Systems)
© Prof. Dr. W. Ziegler - HSKA
Publishing of Product Information / TD
Sales/Marketing Manufact.
Develop.
the Black BoxTech Com.Department
… the Black Box
ProductInformationPre-Sales After-Sales
© Prof. Dr. W. Ziegler - HSKA
Information and the Product Lifecycle
ERP
Requirements
Sales-Doc. Hazard
DeveloperService Supplier
Service-ReportsERP
Data
CAD-Drawings
Speci-fication
Configu-rator
Hazardanalysisinfo
Tech. Desc.
Certificates
SupplierDoc.
p
Cust. Feedback
StandardsPatents
TrainingManufact.R & D Service Sales
ModelsPartslists
TestsPatents
Regul. Doc.
ProductCatalog
D t
Service-info &
MachineInfo
SystemUser
Manual(Web)-MarketingData-
sheets ManualHelp DeskInfo
TrainingDoc.
CBT/WBT
Plann.Install.Mount.Doc.
SparePart
Catalog
Marketing
e-Business
CBT/WBT
PIMProduct Information Management
CMContent Management
© Prof. Dr. W. Ziegler - HSKA
g g
CMS Introduction Phases
60 50,4% tekom 2005
tekom 2008 40
50 35,7%
30
40
10
206,7% 7,2%
0
10
© Prof. Dr. W. Ziegler - HSKA
Required Functionalities of CMS
• Object Management(Archiving, Versioning of Content) 44% (80%)
• Retrieval Mechanisms (Search and View) 44% (80%)M f (diff ) M di /• Management of (different) Media/Graphic formats 67 % (85%)
• Reuse 67% (91%) and Version/Variant Control• Reuse 67% (91%) and Version/Variant Control (Products, Target Group and Media) 44 % (79 %)
• Translation 56 % (76 %),Terminology Management 56 % (76 %)( ), gy g ( )• Cross Media Publishing 44 % (79 %)
CMS-Study 2005/2008: Main CMS requirements
© Prof. Dr. W. Ziegler - HSKA
10-Step Introduction Procedure
1. Analysis of actual stateProcess2. Estimating optimizing potential
3. Definition of future system/state (Requir.)
ProcessEngineering
4. Evaluation and selection of system5. Specification of implementation6 I t l ti Content & Media6. Internal preparation7. Customizing 8 Installation
Content & MediaEngineering
8. Installation9. Training and migration10 Using and optimizing10. Using and optimizing
© Prof. Dr. W. Ziegler - HSKA 7
Content Engineering (Phase 6)
“Internal Preparation”
• Structuring information and information modelsM d l i ti d i t h dli• Modularization and variant handling
• Meta-Data- und search/retrieval conceptsT i l d th i id li• Terminology and authoring guidelines
• Styling and publication mediaL d t d i ti• Legacy data und migration
© Prof. Dr. W. Ziegler - HSKA
CMS use cases and functionalities
1. Reuse (Content, Structure)
© Prof. Dr. W. Ziegler - HSKA
Why Modularization?
• Reuse!
• controlled content• controlled structures• controlled processes} QM
Output (volume, quality)
• controlled processes
• Time efficiency• Cost efficiency
}CM
• Cost efficiency
Input / resources(time, money)( , y)
© Prof. Dr. W. Ziegler - HSKA
Assembly of modules (Building Documents)
Meta-data• ValidityReuse y• Version• Variant
DatabaseDatabase(Module Pool)
© Prof. Dr. W. Ziegler - HSKA
Information Models & Editors
© Prof. Dr. W. Ziegler - HSKA
CMS und Editing-Tools in use(Change)(Change)
69%70%80%
29%
19%32%
47%
31%40%50%60%70%
9%
2% 2% 3%
19%
10% 5% 1%
20% 17% 14%7%
16%7% 4% 1%
0%10%20%30%
decision aginst CMS no CMS in use CMS introduction CMS use
© Prof. Dr. W. Ziegler - HSKA
Standardization (Content + Structure)
<?xml version="1.0" encoding="UTF-8"?>
<topic>
<task>
<heading> </heading>
< t > </ t >
Show structure nodes
<step> </step>
<step> <menue> </menue></step>
Open file using ¥-editor.
Activate menue entry „evaluate“.
<step> </step>
<result> </result>The selected nodes are displayed in a separate window
Fill-in XPATH-expression.
<result> </result>
</task>
The selected nodes are displayed in a separate window.
© Prof. Dr. W. Ziegler - HSKA
</topic>
Information Models
• bottom-up vs. top-down modeling („make or use“)
St d dDocbookDITAS1000D
StandardModels PI-Mod
11
S1000D
(Project)
211
3 specificInfo-Modelse.g.MSR
CMS-Models MSR
DOCU…..
Models
• Spare part catalog (VDI4500-3, S2000 M)• Product catalog / PIM (BMEcat, RosettaNet)
© Prof. Dr. W. Ziegler - HSKA
Standards in use (structure and layout)
40 0%
50,0%47,4%
41,8%
Content Engineering
30,0%
40,0%
20,0%
, %
10,0%4 8% 4 6%
0,0%
4,8% 4,6% 3,3% 3,1% 2,3% 1,7% 0,8%
© Prof. Dr. W. Ziegler - HSKA
Consequences of granularity
R d d i i d lRedundancies in modules(low reusability)administrative
complexity
Fl ibilitFlexibility(improved reusability)
© Prof. Dr. W. Ziegler - HSKA 17
Modul size
Bottom-Up-Analysis: Mod. Matrix
( Rockley 2003 „Content Audit“)
Dok 1 Dok 2 Dok 3DocumentStructure
Kap. 1.1 Mod 1(S)
Mod 1(S)
Mod 1(S)
Kap. 1.2.1 Mod 2(V)
Mod 2(V)
Mod 3(V)
Kap. 1.2.2 Mod 4(O)(O)
© Prof. Dr. W. Ziegler - HSKA 18
Doc./Prod. variants, Media, target group
Spectrum of Module Sizes
%Process-integration (Parts Lists)
StandardizedInfo.models
VariantManagement
60
%
DOG 2000
(Parts Lists)
40tekom 2005tekom 2008
20
0
© Prof. Dr. W. Ziegler - HSKA
Optimized reuse by modul definition
End
Goal : Publishing driven by partslist
14%
Start End
30%
14%30%
51%
4%
20%
32%3%
16%20%
Standard KnowledgeCombinations Product / Order code
0%
© Prof. Dr. W. Ziegler - HSKA
Partsno
CMS use cases and functionalities
2. Change Management (Version Control)
© Prof. Dr. W. Ziegler - HSKA
Change Management
V i (R i i R l )Versions (Revision, Release)
7.6.
Change in Product(Development and Product Lifecycle)
5.4.
3.Change in Content(Modules, Media, Documents)
1.2.
„Change Management“ reflected by versions
© Prof. Dr. W. Ziegler - HSKA
Empiric Data (Changements relevant for TechDoc)(Changements relevant for TechDoc)
Internal (Product-based) conditions for TechDoc
very highhighmediumlownone
Internal (Product-based) conditions for TechDoc
Amount of Changesin product developmentprocesses
Amount of Changesi d t d l tin product developmentprocesses
© Prof. Dr. W. Ziegler - HSKA
Aggregated Documents: modules and revisionsmodules and revisions
Version 6.
Revision (version) control
V i 3
Revision (version) controlthrough object-basedmeta-data
Version 3.Change managementtransparent
Version 4.
© Prof. Dr. W. Ziegler - HSKA
Modular Authoring
Document Aggregation
© Prof. Dr. W. Ziegler - HSKAProf. Dr. W. Ziegler - Studiengang Technische Redaktion HSKA 25
CM After-Sales Document Types
92,1%
70,0%
User Manual
Installation Manual 70,0%
56,8%
52 9%
Installation Manual
Service Manual
Software Description 52,9%
51,3%
38 1%
Software Description
Operation Manual
Data sheets 38,1%
36,2%
34 9%
Data sheets
Training Material
Repair Manual 34,9%
34,0%
33 3%
Repair Manual
Spare Part Catalogue
Online Help 33,3%
18,8%
12 5%
Online-Help
Parts lists
Pricing Catalogues
© Prof. Dr. W. Ziegler - HSKA
12,5%Pricing Catalogues
Number of published information products
68 %: 4 - 8 Information Products
15% 15%16%13%
5% 15%13% 13% 12%
10%12%14%16%
4%
7%5%6%
8%10%
2%1%
0%2%4%
1 2 3 4 5 6 7 8 9 10 11Information Product (Doc Types)
© Prof. Dr. W. Ziegler - HSKA D.S.
PIM Pre-Sales Document Types
99,4%Web site
81,1%
69,7%
Flyer
Data Sheet
64,2%
47 5%
Product Catalogue
B2B-Com 47,5%
46,2%
B2B-Com
Online Catalogue
36,4%
34,4%
Elek. Market Place
User Manual
26,7%
20 3%
Shop System
ConfiguratorW. Ziegler,PIM-Studie, tekom 2006
© Prof. Dr. W. Ziegler - HSKA
20,3%Configurator
CMS use cases and functionalities
3. Variants (Product , Document, Media, Target Group, …)
© Prof. Dr. W. Ziegler - HSKA
Change and Variant Management
V i (Ch )Versions (Changes)
A B C D
Variants
© Prof. Dr. W. Ziegler - HSKA
Empirical Data(Product Variants)(Product Variants)
Internal (Product-based) conditions for TechDoc
very highhighmediumlownone
Internal (Product-based) conditions for TechDoc
Product Complexity(Amount of functionalities)
Amount of ProductVariants
© Prof. Dr. W. Ziegler - HSKA
Variant ManagementConcept: Re-configuration and aggregation of modules
C V.2.
A V.1.
Aggregation of modules,
B V.3.
depending onvariants und revisions
A V.3.
© Prof. Dr. W. Ziegler - HSKA
Variant Management (sub-modular) M d l V i t AModule Variant A
Fragments(Re-Use Pool)( )
Module Variant B
W Ziegler
© Prof. Dr. W. Ziegler - HSKA
W. Zieglertechnische kommunikation 3/2005
Variant Management (sub-modular)
„Parameterized“ modulesthrough variables
„Bedingte“ Elemente = Variablenand conditional elements
© Prof. Dr. W. Ziegler - HSKA
CMS use cases and functionalities
4. Translation Management
© Prof. Dr. W. Ziegler - HSKA
Meta-Data DimensionsV iVersions
Languages
Variants
© Prof. Dr. W. Ziegler - HSKA
Translation Management
CMS TMS Translation Memory/Term
DB Management System Translator
T. Author DB
Translation processes driven by modularization
© Prof. Dr. W. Ziegler - HSKA
p y
Use of TMS (within translation process)
No TMS used
TMS used by translationservice provider
TMS used in house
© Prof. Dr. W. Ziegler - HSKA
Localization• Document structures are often language dependent (due to standards)• Document structures are often language dependent (due to standards)• Target languages are created via languages different from original language
(Relay Language)
11 T l ti + 14
23
12
43
Translation+Localization
765
45
67 17
12
2
43
Struct. Local.
245
6
567
© Prof. Dr. W. Ziegler - HSKA
678
CMS use cases and functionalities
5. Automization
© Prof. Dr. W. Ziegler - HSKA
Automized Aggregation of Documents
CMS -Database:
Generator
Database:Modules + Metadata
Automization:ERP/PDMparts list driven aggregationp gg g
© Prof. Dr. W. Ziegler - HSKA
XML- Publication
Rules can be defined for:Structure Elements Rules can be defined for:• target groups• media
Structure Elements
automatedorRules-based
• Infotype/document type• localization
li tiLayout Elements
manuallycontrolled
mapping
• personalizationy
© Prof. Dr. W. Ziegler - HSKA
Cross Media Publishing
XSLT (XML) XML
XML
DTP
XMLHTML
XSL FOProzessor
XSL-FO
PDFProcessorhh
© Prof. Dr. W. Ziegler - HSKA
CHM
CM After-Sales Media
0,20%
L i
Audio Manual
%
7%
4%
M lti di D
Dynamic Websites
eLearning
21%
14%
8%
HTML Documents
Presentation Documents
Multimedia Docs
39%
33%
21%
CD Application
Online Help
HTML Documents
73%
70%
39%
PDF (online)
PDF (Print)
CD-Application
79%
73%
Print Document
PDF (online)
© Prof. Dr. W. Ziegler - HSKA
Amount of parallel produced media
70 %: more than 2 media
25%
29%30%
35%
25%
19%
15%
20%
25%23 %: more than 4 media
5%
11%
6%4%5%
10%
15%
4%2%
0%
5%
1 Medium 2 Medien 3 Medien 4 Medien 5 Medien 6 Medien 7 Medien mehr als 7 MedienMedien
© Prof. Dr. W. Ziegler - HSKA D.S.
Publication of PDF Documents (XSL-FO)
Doc.xsl Doc.pdf
Doc.foDoc.xml
XSLTProzessor
XSLFOProzessor
© Prof. Dr. W. Ziegler - HSKA
Publication of HTML Documents
MOD.xml
Doc.xslDoc_x.css
Doc.htmMOD.xml
XSLTProzessor
© Prof. Dr. W. Ziegler - HSKA
Doc.jsDoc_h.css
Generating Word (WordML)
Doc.pdf
Doc.xsl
Doc_WordML.xmlDoc.xml
XSLTProcessor
© Prof. Dr. W. Ziegler - HSKA
Demo
CMS use cases and functionalities
6 Process Control6. Process Control
© Prof. Dr. W. Ziegler - HSKA
Authoring Process and Content Lifecycle
LanguagesRevisioning, Versioning, Variant Control, … * **
LanguagesTMS ** ******
ModularClassification QM/QA Modular
AuthoringBuilding
DocumentsRetrieval Publishing Archiving
* *** ***** ** * ***** ***** ** * *
Target Media DocumentGroup Types
© Prof. Dr. W. Ziegler - HSKA
p ypWorkflow
Implemented/Supported Processes 80,00% 71,8% tekom 2008
60,00% 52,4% 49,8% 47,3%
40,00% 35,6% 35,1%
20,00%
0,00%
© Prof. Dr. W. Ziegler - HSKA
CMS Investment
CMS Invest Number of EmployeesCMS Invest Number of Employees
50 - 250 250 -500 500- 1000 1000 - 5000 > 5000
Up to 10 000 Euro 16,1 % 6,7 % 4,3 % 2,2 %
10 000 - 50 000 Euro 48,4 % 33,3 % 30,4 % 8,7 % 11,4 %
50 000 - 100 000 Euro 12,9 % 40,0 % 8,7 % 17,4 % 25,7 %
100 000 250 000 Euro 16,1 % 20,0 % 30,4 % 34,8 % 14,3 %100 000 - 250 000 Euro 16,1 % 20,0 % 30,4 % 34,8 % 14,3 %
250 000 - 500 000 Euro 6,5 % 13,0 % 34,8 % 22,9 %
Up to 1 000 000 Euro 4,3 % 8,6 %
> 1 000 000 Euro 8,7 % 2,2 % 17,1 %
© Prof. Dr. W. Ziegler - HSKA
Return on Investmentyears
7
years
RO
I 6Ti
me
ofR
4
5
mat
edT
3
4
Esti
2
1
© Prof. Dr. W. Ziegler - HSKA
CMS use cases and functionalities
7. Coupling (Information, Processes, Systems)
© Prof. Dr. W. Ziegler - HSKA
Coupling of data / information IS i i f ti t d d i ti i f tiService information, spare part and descriptive information
SPCUser Manual • Media (PDF/HTML/Mobile) depending on
use caseuse case
• Selection and cross referencingconnecting different document types
ServiceManual
g yp
• Selection of modular informationthrough meta-data (product, article,..)g (p )and semantic information struktures
• Data and Informationen have tobe product-specific
(depending on product configuration)
© Prof. Dr. W. Ziegler - HSKA
Coupling of data / information II
ERP
Requirements
Sales-Doc. Hazard
DeveloperService Supplier
Service-ReportsERP
Data
CAD-Drawings
Speci-fication
Configu-rator
Hazardanalysisinfo
Tech. Desc.
Certificates
SupplierDoc.
p
Cust. Feedback
StandardsPatents
TrainingManufact.R & D Service Sales
ModelsPartslists
TestsPatents
Regul. Doc.
ProductCatalog
D t
Service-info &
MachineInfo
SystemUser
Manual(Web)-MarketingData-
sheets ManualHelp DeskInfo
TrainingDoc.
CBT/WBT
Plann.Install.Mount.Doc.
SparePart
Catalogue
Marketing
e-Business
PIM CBT/WBTPIMProduct Information Management CM
Content Management
© Prof. Dr. W. Ziegler - HSKA
g
PIM and CM
Integrated use ofdata and systems
PIM-data
64,3%
occur also in
• Reuse of52,8%
, • Reuse ofinformation
• Coupling of
DataGraphic
Terminology Coupling ofsystems
gyDescriptions
Service Information Customer documentation
W. Ziegler,PIM-Studie, tekom 2006
Service Information Customer documentation
Almost all departments responsible for PIM data,are involved in CMS processes! (tekom 2008)
© Prof. Dr. W. Ziegler - HSKA
are involved in CMS processes! (tekom 2008)
Coupling (CMS & ERP/PDM)Documentation and Business Processes
CMS
R&D Qual.tMarketing Manufact. Service
Change-Management
ERP R&D managementMarketing Manufact. Service
DMSParts lists
ERP
© Prof. Dr. W. Ziegler - HSKA
60Use and further development of CMS
59%
50
60tekom 2005
59%
2008
ProcessIntegration
4029% 31%
2008 optimized„internal“processes
g
20
30 21%29% p
10
2010%
0
10
© Prof. Dr. W. Ziegler - HSKA
wolfgang ziegler@hs-karlsruhe [email protected]
http://www home hs karlsruhe de/ ziwo0001/http://www.home.hs-karlsruhe.de/~ziwo0001/
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