1. Implementing Structure for a Medical Devices Company March 10, 2015

2. Presenters Dewey de Butts o Solutions Architect Marilyn Kirschen o Consultant technical writing

3. Agenda Project goals What we did Where we are What went well Challenges What we would do differently What’s next? Q & A

4. What We Did Phase I implementation 2011 – Research 2012 – Purchase decision, brought in DITA consultant, trained in DITA and CMS, used out-of-the-box config 2013 o Defined CMS configuration with vendor, installed configured system, defined transform requirements and specs o UNEXPECTED IT acceptance testing requirement o Nov. accept CMS and go-live using customized config

5. Where We Are 2014 Jan. – Started migrating unstructured FrameMaker documents to CMS Refined Phase I transforms (PDF and OLH) Over 2,000 topics in the CMS (copy/paste first 1,000 in 6 weeks) Product variables, global content references, and topic and map templates in place (Phase I) June – First document delivered in CMS (new material) 28 guides published in CMS in November December - Revisions delivered using release workflow Team of 12 authors fairly well-versed in DITA

6. What Went Well Seasoned, receptive authoring team Consultants brought in (Amber Swope, Dewey, SuiteSolutions) Prior experience fast tracked the implementation Delayed major release bought time Responsive IT support (but they were learning at the same time)

7. Challenges Directives: o Migrate content as-is, due to regulatory approval, retranslation, and retesting requirements o Develop tools and migrate content simultaneously (fast track) o All new user documentation in CMS (DITA compliant) Content not DITA compliant nor task-based Transform complexity - two lines of business sharing transforms Every new configuration or transform update requires formal testing Crisis mode: unplanned spike in minor releases Hiring and spending freezes Revision tracking not yet implemented Implementation deadlines held steady

8. What We Would Do Differently Implement slowly; start small and invisible to learn lessons, develop and test tools, get “kinks” out Preconversion cleanup and DITA readiness Explore conversion services Start with separate transforms for each line of business Develop master transform for reusable styling (sooner) Expose management to reality of granularity and magnitude of implementation task

9. What’s Next? Localize first group of documents for 8 languages Refine workflow Continue content migrations Continue transform development (refine existing, create additional) Develop training materials for authors Assess approach to reusable content Develop revision tracking tool Research and implement Section 508 compliance Develop trademarking scheme Develop linking and cross-reference schemes (relationship tables) Add additional teams of users, new product lines (new requirements, remote training) Investigate needs and alignment with new parent company

10. Questions? Dewey.debutts@carefusion.com Marilyn.kirschen@carefusion.com