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Measuring the Value of Structured Authoring and Getting the Budget You Need | Stephani Clark
- 1. Measuring the Valueof Structured Authoring and Getting the Budget You Need
- 2. Stephani Clark Stephani Clarkis the Director of Customer Success at easyDITA, a DITA Component Content Management System. She works to train and assist users of easyDITA’s software. Stephani lives in Rochester, NY with her husband and three-year old son. Stephani enjoys spending time with her family, cooking, reading, traveling, and organizing anything and everything. Photo of speaker
- 3. easyDITA - OneTool Manage PublishAuthor Decorative images
- 4. Agenda 1. Current Costs 2.Savings Opportunities 3. Implementation Costs 4. Calculating Your ROI 5. Making Your Case 6. Q & A
- 5. The Impact ofan easyDITA Implementation REDUCTION IN TIME TO MARKET 60% UP TO REDUCTION IN COST OF CONTENT 90% UP TO REDUCTION IN HELP DESK VOLUME 40% UP TO Based on Customer Data Would these types of returns help you justify a structured content management solution? Decorative Images with key stats
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- 7. Access to theeasyDITA ROI Calculator go.easydita.com/dita-roi-calculator
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- 9. People & AnnualCosts ● How many?: ○ Product Documentation Authors ○ Product Documentation Reviewers ○ Learning & Training (L&T) Authors ○ L&T Reviewers ○ Support personnel ● Average salary for category? ● Percent of time spent on content or review for each category? ● Cost of translation? Decorative Image
- 10. Example: Product DocumentationTeam Item Your Numbers Calculated Values # of authors 5 Average salary per author $65,000 $325,000 # of reviewers 20 % of time spent reviewing docs 20% Average salary per reviewer $75,000 $300,000 Cost of translation for product documentation $650,000 $650,000 Cost of product documentation $1,275,000
- 11. Example: Learning &Training Team Item Your Numbers Calculated Values # of authors 3 Average salary per author $65,000 $195,000 # of reviewers 10 % of time spent reviewing docs 20% Average salary per reviewer $75,000 $150,000 Cost of translation of L&T content $100,000 $100,000 Cost of learning & training content $445,000
- 12. Example: Support Org ItemYour Numbers Calculated Values # of support personnel 10 Average salary per support agent $50,000 $500,000 % of time spent on content 15% Cost of content from support $75,000 Cost of delivering support $425,000
- 13. Total current costs ProductDocumentation $1,275,000 Learning and Training $445,000 Support Origination $500,000 The company spends $2,220,000 /year on content, including: Decorative Images
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- 15. Inefficiencies in theTraditional Content Creation Process Longer Review Cycle ! Isolated Content Creation ! Version Control ! Siloed Work Flow ! Splintered Publishing Formats ! Change Management ! Decorative Images showing areas of inefficiencies
- 16. Centralized Process ProvidesCost Savings Decorative images showing a centralized content management system.
- 17. Benefits of StructuredAuthoring ● Reduced time to market ● Publishing efficiency ● Reuse ● L&T Reuse ● Authoring efficiency ● Template updates ● Reviewing efficiency ● Translation savings ● Ticket deflection Decorative image
- 18. How does yourteam spend their time? Measuring the Value of Technical Documentation, 2017, Jorsek, Inc. Chart showing how typical tasks of a writing team.
- 19. Reduced time tomarket ● Looks at the cost of delaying product releases due to content ● What is the value of a day? ● How many days per year do you estimate you can save by moving to structured authoring? Decorative image
- 20. Reduced time tomarket Item Your Numbers Calculated Values Value of a day $1,000 Days per year saved 10 Savings from TTM reduction $10,000
- 21. Documentation Reuse ● Howmuch content do you expect to reuse? ● Conservative estimate - 30% ● High level of reuse - 75% ● Consider how your products/documentation are similar or different Decorative image
- 22. Documentation Reuse Item YourNumbers Calculated Values Percent of reuse in documentation 30% Total annual author salary $325,000 Savings from Reuse $97,500
- 23. Learning & TrainingReuse ● How much L&T content do you expect to reuse? ● Conservative estimate - 30% ● Common implementation - 50% ● With a good implementation, L&T should be able to pull from product documentation Decorative image
- 24. Learning & TrainingReuse Item Your Numbers Calculated Values Percent of reuse in L&T documentation 50% Total annual L&T author salary $195,000 Savings from L&T Reuse $97,500
- 25. Authoring Efficiency ● Looksat how quickly authors can find and update content ● Higher efficiency with reuse and single- source updates ● Common implementation - 10% Decorative image
- 26. Authoring Efficiency Item YourNumbers Calculated Values Efficiency in authoring 10% Total annual Product Docs and L&T author salaries $520,000 Savings from Authoring Efficiency $52,000
- 27. Template Updates ● Looksat how much time authors can save by applying template updates in one place ● Common implementation - 5% Decorative image
- 28. Template Updates Item YourNumbers Calculated Values Efficiency in template updates 5% Total annual Product Docs and L&T author salaries $520,000 Savings from Template Updates Efficiency $26,000
- 29. Reviewing efficiency ● Canreviewers do their work at the same time, in the same place, see all comments, etc.? ● Can authors can accept/reject changes? ● No review system - 0% ● Collaborative review system - 10% Decorative image
- 30. Reviewing efficiency Item YourNumbers Calculated Values Efficiency in reviewing 10% Total Reviewer salary x % of time reviewing $450,000 Savings from Reviewing Efficiency $45,000
- 31. Translation efficiency ● Howmuch time/effort will be saved on translation (consider reuse)? ● Conservative estimate - 40% Decorative image
- 32. Translation efficiency Item YourNumbers Calculated Values Efficiency in translation for Product Docs 40% Cost of translation for Product Docs $650,000 $260,000 Efficiency in translation for L&T Content 30% Cost of translation for L&T Content $100,000 $30,000 Savings from Translation Efficiency $290,000
- 33. Publishing Efficiency ● Howmuch time does the typical author spend formatting output? ● Microsoft Word - 30% ● Desktop publishing tools (Articulate, InDesign) - 50% or more Decorative image
- 34. Publishing Efficiency Item YourNumbers Calculated Values Time spent formatting, per author 30% Total annual Product Docs and L&T author salaries $520,000 Savings from Publishing Efficiency $156,000
- 35. Support Costs ● Howmuch can good documentation & publishing reduce your company’s support load? ● Conservative estimate for ticket deflection- 25% Decorative image
- 36. Reduction in SupportCosts Item Your Numbers Calculated Values % Ticket Deflection 25% Cost of delivering support $425,000 Savings from Ticket Deflection $106,250
- 37. Total Savings Reduced Timeto Market $10,000 Savings from Reuse ● Documentation ● Learning & Training $195,000 Savings from Efficiency ● Authoring ● Template Updates ● Reviewing ● Translation ● Publishing $569,000 Support Cost Reduction $106,250 The company saves $880,250 /year in these areas: Decorative images and graph showing savings by category
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- 39. Cost of Implementation ●Software/Hardware Costs ○ Licensing - CCMS and/or authoring tools ○ Hardware - if needed ● Implementation support costs ● Productivity during transition Decorative image
- 40. Software/Hardware Costs ● SaaSor On-premise ○ Software licensing ○ Hardware/database costs ○ Costs to install, maintain, update ○ Third-party tools required Decorative image
- 41. SaaS Licensing Costs ItemPrice per User Quantity Calculated Values Annual easyDITA Business Subscription *Includes 20 Reviewer Licenses per Author $3,000 8 $24,000 Total Software Licensing Costs $24,000
- 42. Implementation Support Costs ●Consulting or other third-party implementation costs (e.g. content conversion) ● Training & support ● Publishing setup & development ● Integrations ● Customizations & configurations Decorative image
- 43. Implementation Costs Item YourNumbers Calculated Values Cost of consulting/implementation $100,000 Cost of training $9,600 Cost of publishing (plugins and automation) $40,000 Total Implementation Costs $149,600
- 44. Productivity During Implementation Chartshowing productivity dip
- 45. Productivity During Transition ●How much of your team will be dedicated to the implementation? ● How much time will they spend on it? ● Common - 30% of the team spending 75% of their time on implementation in Year 1 Decorative image
- 46. Productivity During Transition ItemYour Numbers Calculated Values % of team dedicated to implementation 30% % of time dedicated to implementation 75% Total annual Docs and L&T author salaries $520,000 Total cost of implementation resources $117,000
- 47. Total Costs Item YourNumbers Software & Hardware $24,000 Implementation Costs $149,600 Productivity Costs $117,000 Total Year 1 Costs $290,600 Total Recurring Costs * Includes subscription costs + 10% of publishing budget for updates/maintenance $28,000
- 48. Total Cost ofImplementation Software/Hardware $24,000 Implementation Support ● Consulting ● Training ● Publishing Setup ● Customizations ● Integrations $149,600 Productivity During Implementation $117,000 Recurring Costs $28,000 The company will spend $290,600 to implement the system, and will have recurring annual costs. Decorative image
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- 50. Calculating ROI Year 1Cost + Annual Cost Annual Savings + Implementation Time $290,600 + $24,000 $880,250 + 1 Year
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- 52. Annual ROI (ongoing) TotalAnnual Savings Total Annual Costs $880,250 $24,000
- 53. Annual ROI (ongoing) =31.25x
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- 55. Consider Future Goalsor Requirements ● New publishing outputs ● Localization requirements ● Additional products or projects ● Resource allocation Decorative image
- 56. Making Your Case ●Begin preparing at least 6 months before your annual budget is due (Note: fiscal years vary by company) ● Look at all cost and savings opportunities ○ Build a little wiggle room into your ask (maybe 20-30%) ● Start with goals and what you need to accomplish them ● Talk about value all the time ● Consider: ○ Cost of doing it ○ Value of doing it ○ Cost of not doing it ○ Cost of doing it wrong Decorative image
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Editor's Notes
- #11 20% of time spent on reviewing is common for most SMEs
- #12 20% of time spent on reviewing is common for most SMEs
- #13 Includes Levels 1 & 2 support personnel 15% of time contributing to content is standard for support personnel
- #32 Translation management efficiency can be as high as 90%
- #33 Translation management efficiency can be as high as 90%
- #34 Looks at the time savings in the publishing process
- #41 Consider what’s required to install/support
- #44 Training = $1,200/person x 8 authors Publishing = 2 outputs x $20,000 each for average-high complexity
- #48 Recurring costs includes cost of support, maintaining/updating your system, and 10% of publishing costs
- #51 Our calculator will do this for you, but here’s the formulas