Single-Sourcing Without a CMS Leigh White (Original Presenter) Erin Sloan (Manager) Colleen Hoetjes Misys Healthcare Systems March 2006

What This Is Not Is not… an argument for never implementing a CMS specifically a plug for a product Is… our process ideas for maximizing single-source potential before implementing a CMS

Obstacles to Implementing a CMS Cost Time to select/implement/test Who maintains—writers or IT? Fear of commitment

A Little History Two teams joined Different products Different processes Similar standards, templates Writers now working on multiple products “Under the hood” vs. “just write” Hardcopy for character-based Unstructured Frame Online-only (WinHelp) for GUI Industry bandwagon Inflexible tool choice

Defining our direction Analysis of audience Hard copy requests Analysis of technology Discussed help engines with R&D groups Moved one product to unstructured Frame Output to.chm using WWP Analysis of approach Single sourcing

Single Source Justification

Chapter 1 Chapter 2 Chapter 3 Chapter 1 Chapter 2 Chapter 3 Style Sheets & Formatting Engine Single Sourcing Pilot Chapter 1 Glossaries Chapter 2 Items Chapter 3 Templates Chapter 3 Chapter 1 Reference Guide Online Help Chapter 2 Multiple outputs with same content and organization

Conversion Effort Development of EDD, template Why not DocBook or DITA? Attribute assignment Postponed for later in process Producing hardcopy, HTML Help Some content conditionalized Mostly same content Still a huge editing timesaver Conversion 29,700 topics converted 7,075 hours spanning three years 10,800 pages in source

Style Sheets & Formatting Engine Single Sourcing Conversion Inquiry Section 1 Section 2 Section 3 Transaction Posting Section 1 Section 2 Section 3 Patient Section 1 Section 2 ‘Virtual’ Document Content Search ? Section 1 Section 3 Section 2 Section 3 Section 1 ‘Virtual’ Document Section 2 Section 3 Section 1 Section 3 Section 1 Training Guide Multiple outputs with same content and customized organization Chapter 1Chapter 2 Chapter 3 Reference Guide Online Help

Non-CMS Tools File chunking Source files product-centric One activity/window = one Frame file File naming For now, named by path to activity File structure New folder for each release Need to maintain cross-refs and image links Conditional text Online vs. hardcopy content Frame-specific, need to eliminate

Non-CMS Tools (con’d) Divider files Provide “window-dressing” for Source files Manual creation/maintenance

File Structure

Section 1 Section 2 Section 3 Section 4 Section 5 Concept Window Task Concept Window Task Structured Content Management Status Current Process Section 4 Section 5 Training Guides Reference Guides Online Help FAQ Self Help Quick Reference Workflow Section 1 Section 3 Section 2 Section 1 Section 3 Section 2 Section 4 Section 5 Section 3 Section 4 Section 5 Section 1 Section 3 Section 2 AA Concept Task Enhancement Supplement Technical Publications Other Functional Groups

Content Management System Justification Customized Doc Job Aids Quick Reference Troubleshooting Workflow More E-learning All Products Converted to Single Source CMS Implementation Key Takeaway:Single Source allows writers to create online help and manuals from the same source. Tech Pubs can create updated deliverables that were not previously possible with the same resource level and devote some time to other projects. Purchasing and implementing a CMS allows multiple deliverables from the same source and automates more processes. Delivering items in red requires more resources or a CMS. Otherwise, other functional groups will likely continue to create inconsistent, “one off” documents that are inefficient or impossible to maintain. Online Help Installation Instructions Release Notes Manuals Some E-learning Standard Deliverables Single Sourcing and CMS Add Deliverables

Okay, Now What? Enhancement Supplements Analysts creating training docs for internal training Clients wanted these docs but we didn’t produce them Must be different content than manuals or HTML Help Can only include or exclude entire file—often too much info Need to filter specific topics in or out—it’s time for attributes!

Attribute Assignment Preparation Update files to use latest Frame template Remove conditional text (use WWP to remove or remove from source) Update WWP template Product EMR, Vision, Tiger, Homecare Enhancement E&M Coding, Patient Photo, Welch Allyn Version ,

Attribute Assignment (con’d) Info Type Conceptual, Reference, Procedure For future: Audience, Usage Requires input from other groups—Support, Training How to maintain uniformity of attributes? Team education Spreadsheets Peer reviews For future—one writer assigns all?

So We Have Attributes… Now what?

Sourcerer TM / Free Frame plug-in Uses your filters to show/hide info based on attributes Not compatible with Frame conditions Works on a single Frame file or a book Also provides structure and attribute checking Schemes distributable to all writers via Frame file

How It Works DEMO

Contact Info Erin Sloan Colleen Hoetjes Leigh White Sourcerer information/support