High Tech and Communications Case Study Xerox Global Services Turning a documentation challenge into a competitive advantage The Situation From the outset, it was clear that the selected Fujitsu Siemens Computers is the leading partner would face a monumental challenge. European IT provider. Like many other Fujitsu Siemens Computers operates two ma- IT companies, they face intense worldwide jor production locations in Germany (Augsburg competition and continuous downward price and Sömmerda) where they maintain print pressure in the PC and notebook market inventory for 200 user guides in 26 different segments. In order to stay competitive, languages. That was not the only challenge— Fujitsu Siemens Computers has to find ways the user guides typically undergo frequent to continuously reduce costs. updates due to changes in product specifica- tions and additions to the product line. In so doing, Fujitsu Siemens Computers has improved and restructured its focus, strategy Fujitsu Siemens Computers had the following and hierarchy on purchasing policies. One of goals: strengthen the reuse of content and the many areas it focused on was product decrease the costs through streamlined and “…we chose a strategic partner whose documentation. Fujitsu Siemens Computers transparent processes. After thoroughly upgradeable solutions suited our current conducted an intensive search for a partner, evaluating potential market offerings, requirements… Xerox, as a globally who would be able to cover the complete Fujitsu Siemens Computers chose Xerox as operating services provider, will be able technical documentation and printing process, their global partner to solve this challenge. to meet future challenges of editorial including authoring and translation. and printing work for our documentation.” – Manfred Häfner Senior Director Business Clients Central Functions Fujitsu Siemens Computers Just-in-time product documentation. Global delivery. The Solution Technical Documentation Our Xerox Global Services team conducted As a master vendor, we coordinate the Case Study Snapshot an extensive assessment of the Fujitsu Siemens technical writing activities, which are supported by a best-of-breed XML-based The Situation Computers product documentation process. This included both the technical documentation content management system (CMS). •T wo production centres serving all (authoring and translation) and print production The technical writing process has been European operations workflow. We developed a content strategy standardised and designed to be modular. I • nventory of 200 documents for the product information lifecycle so that Authored content is managed as re-usable in 26 languages authoring, translation and print could be modules in the CMS. New or updated F • requent updating due to changes in managed from a single source. content is translated by Xerox and managed product specifications in the CMS with a link to the source content. E • xcessive time required to author, Print This state-of-the-art strategy yields high levels translate and print • We receive orders via SAP and e-mail of re-use and cost savings as well as shorter (PDF) from the two different Fujitsu turnaround times for authoring and translation. The Solution Siemens Computers locations (Augsburg erox Just-In-Time Product •X and Sömmerda). The Results Documentation workflow We’ve implemented a comprehensive • We implemented DocuShare®, a global •W orkflow solution for content product documentation system that repository solution, for the storage of management, ordering and encompasses the entire document lifecycle. all documents. Because we manage the print production The system has already proven its worth documentation process, we have direct utomated SAP print order process •A with dramatic savings on printing and access to the latest versions of the ntroduction and use of content •I documentation at both production centres. print documents. management system (Astoria) for In fact, Augsburg reported a 13% and • The whole order process from Fujitsu Sömmerda a 10% guaranteed savings in documentation workflow Siemens Computers to Xerox to the print the first year. Continued reductions in costs •U se of DocuShare and e-Room for office is managed through a Xerox custom are mutually agreed in the contract for the optimised, integrated communication made solution, called PrintCise®. future years. and file exchange • We place orders for print offices at In addition, the new technical documentation The Results PrintCise. The particular print office strategy and systems for the authoring and rint •P takes the order from PrintCise and the translation workflow enable a high percentage – Streamlined process for all print jobs print files from DocuShare and starts of content reuse, further reducing authoring – Mixed price for 80% off all print jobs the production. time and translation costs. A 25% savings was (page A5, 1:1), enhanced cost control • The print office delivers the printed realised in year one, and more savings are also – Guaranteed savings Augsburg 1st documents to our warehouses, which are expected in the future years. year 13%, 5% each year after that managed by an external provider. The With its streamlined process and greater – Guaranteed savings Sömmerda warehouses have access to PrintCise as cost control, Fujitsu Siemens Computers 1st year 10% well and know when which document now has a much improved product T • echnical Documentation should be available at the Fujitsu Siemens documentation solution to match its – Guaranteed savings 1st year 25%, Computers production line. world-class manufacturing capabilities. 5% per year after • The warehouse delivers the needed – High percentage of content reuse due documents Just-In-Time to the Fujitsu to standardisation Siemens Computers production lines. – Dramatic decrease of translation and authoring cost by the use of a content management system – Cost transparency through a specific calculation tool About Fuji Xerox Global Services Documents are positioned as increasingly important management resources for today’s corporate activities. Fuji Xerox provides outsourcing services that focus on the document and business processes of customers who conduct business in Japan and globally. Based on our extensive consulting experience, optimal IT utilisation and worldwide service provision structures, Fuji Xerox can efficiently manage all documents processes – from production and storage to output and usage – to achieve cost reductions and higher productivity, while also contributing to customers’ business growth as their ultimate business partner. For more information, visit us at Fuji Xerox Global Services Fuji Xerox Co., Ltd 80 Anson Road, #37-00 Fuji Xerox Towers Singapore 079907 Email: email@example.com ht tp: // w w w.fujixe rox . co m /e n g /s o lutio n /glo b a l s e r vice s / * XEROX, and the sphere of connectivity design are trademarks or registered trademarks of Xerox Corporation in the U.S. and or other countries. The contents described herein are correct as of March 2009.
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