Turning a documentation challenge into a competitive advantage by mmw12015


									High Tech and
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,	
                                                                                       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	
   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	
                                                                                       with dramatic savings on printing and
   access to the latest versions of the                                                                                                           	 		 ntroduction	and	use	of	content	
                                                                                       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		 	
   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: fxgsenquiry@fujixerox.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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