Re: Document managment etc (input both private and list greatly appreciated)

Elizabeth,

You are not only putting the horse before he cart, but you are using an 
incorrect cart for the horse you own.  Don't allow the technology, real or 
imagined, to dictate how to produce and distribute the document you are 
creating.

 From what you have stated:

1)  Creation of a large document
2)  Complex information being provided from many sources
3)  Periodic updating required
4)  Extensive distribution of the document

Without having discussed technology, I have just described the process for 
producing a book, a magazine, a newspaper, etc.  For what you appear to be 
attempting to do, using the web to disseminate the information, the process 
can be the same, and you use the technology to *assist* the process and 
*not* use the technology to *define* the process.

What would I do?

Project management.

How would I do it?

I'll start at the end, work backwards and leave you to fill in the details 
as needed.

A PDF document distributed via the web.  Considering most software 
application manuals are now PDF documents, and often in excess of 300 
pages, the size isn't an issue.  For those that fear the size does matter, 
the step to create the PDF distributable document is merely to create a 
number of PDF documents - chapter by chapter?  :)  It's done all the time.

The PDF document is created/maintained from a single Word master 
document.  Overall design, styles, etc., for the Word document are defined 
ahead of time.  One person, and if a team is preferred, no more than two 
people, are responsible for creating and maintaining the master Word 
document.

(Dissemination via HTML pages is also possible with this 
document.  However, whether to use a downloadable PDF document, HTML pages 
or some other method must be decided with respect to the end users of the 
information and what is the method of distribution most suitable to *them,* 
and not the producers of the information.)

People responsible for supplying written content for the Word document must 
do so according to an established set of written standards with respect to 
language, grammar, syntax, etc., -- i.e., technical writers using the same 
stylebook.

People responsible for supply graphics and visual content for the Word 
document must do so according to an established set of written standards 
with respect to graphics tool sets, visual quality, etc., -- i.e., graphic 
artists using the same graphics stylebook.

The process for submitting written and visual information is defined ahead 
of time, also according to a written set of guidelines.

Problems do not often occur with a well-defined process.  Problems occur 
when humans, especially those who *think* they are more important than 
others with their involvement in the project, attempt to circumvent the 
process because they *think* they know more and/or have a better way of 
doing things within the project.  While serendipity contributions and 
changes should be welcomed and possibly considered, they may only be 
addressed and decided at process meetings, and not at any other time or 
avenue.  You see, the process system is not a democratic system.  It is a 
benevolent dictatorship system.  And the benevolent dictator is not the 
individual or company paying for the document.  The benevolent dictator is 
the project manager charged with directing and running the 
process.  :)   (The concept is the same when designing web sites.   Sites 
are designed for the customers who use them and not the boss who pays for 
them. There are limited exceptions, however.)

If $100K is too much, will you settle for $75K?  I'll take $50K and run the 
project.  The remaining $25K will go to set up the process, establish 
standards for content producers, train the content producers and others in 
the process, etc.  Once the project is completed, you will have a project 
method defined and in place, along with a set of standards, all of which 
may be used in the next big project.  The first time is always the hardest 
and most difficult.  Those that follow are pieces of cake.  :)

If you would like more info, feel free to drop me an email.

Dennis

p.s.  If www.west.com is your site, you have a style sheet link 
problem.  You home page is inaccessible right now.  :)



At 10:16 2001-10-17 -0500, Davies, Elizabeth H. wrote:
>Business Continuity Planning nightmare....
>
>THE PROBLEM: "Assembly of a very large end document"....and how to best
>build or compile the whole....... Consisting of several different types of
>documents (lists, data grids, visio diagrams, some static info). Each page
>is updated and maintained by a different person. The updating and database
>isn't really the issue. Been there, done that. It'll be a grind, but is
>doable. But never had to compile it all into one printable, pretty document.
>
>What END format could that monster be in? Has anyone ever done a "on the
>fly" PDF? Or is 300+ pages too large for that? Is the FDF program something
>we should seriously look at? I don't think that an HTML format would provide
>enough diplay control for the print requirements (browsers IE, NN,
>4+)(accessible from dialup home modems).
>
>And in case anyone is familiar with current off-the-shelf BCP software: none
>of it fits our needs... despite many prayers to the contrary. One or two
>came close, but the $100K+ price tag is a bit off-putting (especially when
>we'd still have to customize it).
>
>Elizabeth Davies
>Web Designer
>West Corporation
>(402)573-3386 or X206-7562


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