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Doc publishing -LeanSixSigma Project

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Radhika Puthiyetath
Radhika Puthiyetath

This document summarizes a project to improve EMC's documentation publishing process. The existing process takes over 48 hours and involves multiple manual steps. The team aims to reduce publishing time to less than 48 hours by December 2011. They propose a new process where the technical writer submits metadata and PDF to a system which calculates metadata, fixes errors, imports the document, sets metadata and publishes it automatically. This is meant to remove manual steps and cut down on publishing time.

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1EMC CONFIDENTIAL—INTERNAL USE ONLY EMC Product Documentation Publishing Powersteering #: Green Belt(s): Sri Chintapalli, Radhika PC Sponsor(s): To-Be-Determined Date: August 2011 Project Update
2EMC CONFIDENTIAL—INTERNAL USE ONLY Team Members Core Team: – Chris McGowan – Barbara Liberty Extended Team: – Release Management Team Black Belt Mentor: – Rich Boucher (IT Six Sigma Deployment Leader) Green Belt: – Sri Harsha Chintapalli – Radhika PC ID M A C R
3EMC CONFIDENTIAL—INTERNAL USE ONLY Project Contract Summary ID M A C R Item Content Business Case EMC Product documentation publishing process is very lengthy and involves multiple manual steps. It takes more than 48 hours to publish a document on the EMC.com and Powerlink. Tracking the progress of the publishing activity is cumbersome. Multiple manual interventions is required for notification generation which robs the team from being productive. Also, amount of storage space required to maintain this process is very high. The process need to leaned by cutting down the manual steps. Problem Statement Overall time to publish EMC product documentation on Powerlink and EMC.com is more than 48 hrs and involves multiple manual steps and consumes lot of storage space. Measures Primary: Time to publish the EMC product documentation on Powerlink and EMC.com Goal Reduce the publishing time of EMC product documentation on Powerlink and EMC.com to less than 48 hours by 31st December 2011
4EMC CONFIDENTIAL—INTERNAL USE ONLY IPO Diagram ID M A C R Product Documentation Publication Process Time to publish the EMC product Documentation on Powerlink and EMC.com ProcessInput* Output* Tech Publishing Team: SOPs: Spreadsheets eRoom forms, Templates, Checklist, Docs on Media Kit, Software: Desktop Publishing, Email, eRoom, File Transfer Hardware: Desktop Publishing, Keystroke Testing Technical Publication Team
5EMC CONFIDENTIAL—INTERNAL USE ONLY Existing Process Flow Assemble the document and get its PDF Rendition Export the PDF rendition Fill the form(metadata) in eRoom and Import the PDF doc into eRoom Fix the form or the PDF. Submit the Form to Tech Ops Create/Update the excel sheet with the new metadata Move / Replace the Excel and the PDF to web ready folder Send email to everybody Import the doc into WP Set the metadata from the excel sheet Tech Writer TechOps Team member Publisher Release Manage ment Review the Form and the PDF Confirm Metadata and PDF Release ECO Review the excel in Web Ready folder Update the docs in Web ready folder and resend emails Errors in Save Author the Document Publish the document
6EMC CONFIDENTIAL—INTERNAL USE ONLY Existing Flow Author the Document Generate the PDF Export the PDF Fill form & Import PDF to eRoom Submit the Form & PDF Fix the Form or PDF Create or Update the excel Review form and PDF Move or Replace the excel to Web Ready fldr Send emails Review the excel in web ready fldr Update PDF in web ready fldr and resend emails Confirm metadata and PDFErrors in Save Release ECOImport the Doc to WP Set the Metadata Publish the Doc Tech Writer Tech Ops Release Publisher
7EMC CONFIDENTIAL—INTERNAL USE ONLY Proposed Process Flow Tech Writer TechOps Team member Publisher Release Manage ment Review the Form and the PDF Confirm Metadata and PDF Release ECO Errors in Save Get / Calculate the metadata. Get the PDF doc Send email to everybody Import the Doc and set the metadata Publish the document Author the Document Fix the formSubmit the Form to Tech Ops Fill the form(partial metadata) in ITCM Assemble the document and get its PDF Rendition System Fix Metadata
8EMC CONFIDENTIAL—INTERNAL USE ONLY Proposed Flow Author the Document Generate the PDF Export the PDF Fill form & Import PDF to eRoom Submit the Form & PDF Fix the Form or PDF Create or Update the excel Review form and PDF Move or Replace the excel to Web Ready fldr Send emails Review the excel in web ready fldr Update PDF in web ready fldr and resend emails Confirm metadata and PDFErrors in Save Release ECOImport the Doc to WP Set the Metadata Publish the Doc Tech Writer Tech Ops Release Publisher Fill form in ITCM Submit the Form Get PDF Send emails Import Doc Set Metadata Get / Calc Metadata Fix metadata System
9EMC CONFIDENTIAL—INTERNAL USE ONLY THANK YOU

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Doc publishing -LeanSixSigma Project

  • 1. 1EMC CONFIDENTIAL—INTERNAL USE ONLY EMC Product Documentation Publishing Powersteering #: Green Belt(s): Sri Chintapalli, Radhika PC Sponsor(s): To-Be-Determined Date: August 2011 Project Update
  • 2. 2EMC CONFIDENTIAL—INTERNAL USE ONLY Team Members Core Team: – Chris McGowan – Barbara Liberty Extended Team: – Release Management Team Black Belt Mentor: – Rich Boucher (IT Six Sigma Deployment Leader) Green Belt: – Sri Harsha Chintapalli – Radhika PC ID M A C R
  • 3. 3EMC CONFIDENTIAL—INTERNAL USE ONLY Project Contract Summary ID M A C R Item Content Business Case EMC Product documentation publishing process is very lengthy and involves multiple manual steps. It takes more than 48 hours to publish a document on the EMC.com and Powerlink. Tracking the progress of the publishing activity is cumbersome. Multiple manual interventions is required for notification generation which robs the team from being productive. Also, amount of storage space required to maintain this process is very high. The process need to leaned by cutting down the manual steps. Problem Statement Overall time to publish EMC product documentation on Powerlink and EMC.com is more than 48 hrs and involves multiple manual steps and consumes lot of storage space. Measures Primary: Time to publish the EMC product documentation on Powerlink and EMC.com Goal Reduce the publishing time of EMC product documentation on Powerlink and EMC.com to less than 48 hours by 31st December 2011
  • 4. 4EMC CONFIDENTIAL—INTERNAL USE ONLY IPO Diagram ID M A C R Product Documentation Publication Process Time to publish the EMC product Documentation on Powerlink and EMC.com ProcessInput* Output* Tech Publishing Team: SOPs: Spreadsheets eRoom forms, Templates, Checklist, Docs on Media Kit, Software: Desktop Publishing, Email, eRoom, File Transfer Hardware: Desktop Publishing, Keystroke Testing Technical Publication Team
  • 5. 5EMC CONFIDENTIAL—INTERNAL USE ONLY Existing Process Flow Assemble the document and get its PDF Rendition Export the PDF rendition Fill the form(metadata) in eRoom and Import the PDF doc into eRoom Fix the form or the PDF. Submit the Form to Tech Ops Create/Update the excel sheet with the new metadata Move / Replace the Excel and the PDF to web ready folder Send email to everybody Import the doc into WP Set the metadata from the excel sheet Tech Writer TechOps Team member Publisher Release Manage ment Review the Form and the PDF Confirm Metadata and PDF Release ECO Review the excel in Web Ready folder Update the docs in Web ready folder and resend emails Errors in Save Author the Document Publish the document
  • 6. 6EMC CONFIDENTIAL—INTERNAL USE ONLY Existing Flow Author the Document Generate the PDF Export the PDF Fill form & Import PDF to eRoom Submit the Form & PDF Fix the Form or PDF Create or Update the excel Review form and PDF Move or Replace the excel to Web Ready fldr Send emails Review the excel in web ready fldr Update PDF in web ready fldr and resend emails Confirm metadata and PDFErrors in Save Release ECOImport the Doc to WP Set the Metadata Publish the Doc Tech Writer Tech Ops Release Publisher
  • 7. 7EMC CONFIDENTIAL—INTERNAL USE ONLY Proposed Process Flow Tech Writer TechOps Team member Publisher Release Manage ment Review the Form and the PDF Confirm Metadata and PDF Release ECO Errors in Save Get / Calculate the metadata. Get the PDF doc Send email to everybody Import the Doc and set the metadata Publish the document Author the Document Fix the formSubmit the Form to Tech Ops Fill the form(partial metadata) in ITCM Assemble the document and get its PDF Rendition System Fix Metadata
  • 8. 8EMC CONFIDENTIAL—INTERNAL USE ONLY Proposed Flow Author the Document Generate the PDF Export the PDF Fill form & Import PDF to eRoom Submit the Form & PDF Fix the Form or PDF Create or Update the excel Review form and PDF Move or Replace the excel to Web Ready fldr Send emails Review the excel in web ready fldr Update PDF in web ready fldr and resend emails Confirm metadata and PDFErrors in Save Release ECOImport the Doc to WP Set the Metadata Publish the Doc Tech Writer Tech Ops Release Publisher Fill form in ITCM Submit the Form Get PDF Send emails Import Doc Set Metadata Get / Calc Metadata Fix metadata System