Create Global Ripples by Releasing Your Knowledge Silos

Create Global Ripples by Releasing Your Knowledge Silos Ben Martin Product Manager – Content Management

Content Matters

JD Edwards n n n A leading collaborative enterprise software provider Billion dollar company 5000 employees 6500 multi-national customers in 90 countries 90+ applications that span the enterprise – manufacturing, distribution, payroll/HR, financials, business intelligence, content management, customer relations management

The Vision

User Guide

Classroom Training

Web Course Training

Performance Support

Single Source Stories En. Cana URS JDE

En. Cana Project Summary: 13, 000 pages of Training Documentation n 7 months n Two people n 5000 users in English and Spanish n Merged in the middle of the implementation n

Component Reuse -- En. Cana JDE Content Paradigm Content Job Role Task ID Content Type Solution Explorer En. Cana reuses & creates new Then publishes combined components

Spanish Translation Spanish Clone JDE Spanish Memories English Training Paradigm Spanish Memories Create Clone Translate the new Spanish Training

Language Collaboration n n 450, 000 words of content Average translator rate = 2000 words/day With Trados and CM, starter sets of memories, En. Cana achieves 15, 000 words/day 30 days versus 225 days

URS n Blended training need Grew from 2, 000 to 16, 000 consultants n Merged companies consolidating on JDE n Train 400 Transaction Users n Train 2200 Office and Project Managers n Train in 30 countries n

Reuse allows for an Appreciating Asset Consulting Engagements Implementation Engagements Go Live Knowledge Repository with Content Management for Implementation Major new release Major business change New Hire Training Time

URS First ERP implementation failed because of knowledge transfer n Repository of reusable content allows for ongoing update and synching up on content with business process change and software change n Reconfigure training for job roles n

The Cost of Willy-Nilly Change – A JDE Case Study A Typical Field Definition: Company A code that identifies a specific organization, fund, entity, and so on. The company code must already exist in the Company Constants table (F 0010) and must identify a reporting entity that has a complete balance sheet. At this level, you can have intercompany transactions. Note: You can use Company 00000 for default values, such as dates and automatic accounting instructions. You cannot use Company 00000 for transaction entries.

Three Delivery Channels Context Sensitive Help Field User Guide and Training Manual Explanation Company A code that identifies a specific organization, fund, entity, and so on. The company code must already exist in the Company Constants table (F 0010) and must identify a reporting entity that has a complete balance sheet. At this level, you can have intercompany transactions. Note: You can use Company 00000 for default values, such as dates and automatic accounting instructions. You cannot use Company 00000 for transaction entries. Win. Help

Cost of One English Field Definition Perpetrator Time (hr) Programmer ($60/hr) . 083 1 (5 min) $5 Writer ($40/hr) 1 8 (3 each) $320 · Trainer ($40/hr) 1 8 (3 each) $320 · Total Flavors/ Instances Cost (time x flavor) $645 Comments 15 minutes research · 30 minutes authoring & editing · 15 minutes to locate it in multiple locations 15 minutes of disgust · 15 rewriting · 30 minutes to provide industry examples

Flavors in Language Costs Activity Rate Wds x flavors Cost of one language # of languages Total Cost Translation . 23 400 x 17 $1, 564 7 $10, 948 Project Management 10% $150 7 $1, 095 Rework 10% $150 7 $1, 095 Total $1, 864 $13, 138

Scatter-Shot Costs Cost of One English Round (17) Number of Fields Total Cost $645 1000 $645, 000 Cost of One Language Cost of Seven Languages Number of Fields Total Cost $1, 864 $13, 048 1000 $13, 048, 000

Single Source Costs STEP COSTS COMMENTS 1 Programmer writes $5 Still spends 5 minutes on it 2 Writer authors once $30 15 minute research 30 minute authoring 3 Workflow process $65 includes review by interested parties n n SME review (5 min x $60/hr = $5) Training review (1 hour x $40/hr = $40) Editorial review (15 min x $40/hr = $10) Translation review (15 min x $40/hr = $10) 4 Eight writers reuse $80 5 min searching for each instance (24 x $ 40) 5 Eight trainers reuse $80 5 min search for each instance (24 x $ 40) Cost of One Field $260 Cost of 1000 Fields $260, 000

Cost Comparisons Phase English Only (1000 fields) Seven Languages Scattershot Method Single-Source Method $645, 000 $260, 000 $13, 048, 000 $770, 000

Enterprise Content Management Nightmare Unstructured Memos Correspondence Knowledge Base Competitive Info Sales Tools Analysts Reports E-mail Semi-structured Highly structured Marketing Info Release Notes Product Info Technical Q&A HR Policies Proposals Best Practices Courseware Contracts Support Database Reports Workgroup OLAP Data Warehouse Enterprise Extraprise

Enterprise Content Management Nightmare Unstructured Semi-structured Product Info Requirements HR Policies Best Practices Proposals Courseware ISO Procedures Contracts Highly structured Workgroup Enterprise Extraprise

Management of Knowledge Assets Content Analysis & Chunking Content Storage/ Life-Cycle Mgmt Translation Handoff Content Assembly Multilingual Content Delivery DOC Terminology Audit and Definition PPT PDF Content Import & Chunker Author, review, stage, & update Help Translation memory processes Translation Web Flow Multi-lingual Knowledge Warehouse Content Publisher e-book XML WBT Web Site E-Catalog

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