From chip to document: How SUSS MicroTec redesigned documentation processes using a content management system

Borderless mobility, modern medicine, communication in the Internet of Things – none of this would be conceivable without powerful chips. The technically sophisticated production of these chips involves several complex microstructuring steps, for which chip manufacturers require specialised machinery. SUSS MicroTec develops and builds these specialised machines.

SUSS MicroTec used the introduction of a component content management system to realign its documentation processes and make them fit for the future.

Overview

How the challenge was solved

Documentation check and content optimisation

Analysis of the existing documentation as a basis for improving content and specifically preparing the subsequent system implementation.

Workshops on process optimisation and editorial guidelines

Joint refining of workflows and development of a guideline as a binding basis for consistent technical documentation.

System selection through practical comparison and team decision

Presentations of two systems, reference visit for a realistic assessment of the effort involved and decision by the entire tech writing team to ensure broad acceptance.

Implementation with authoring support and training on the job

Support during partial migration and ongoing content creation, as well as on-site coaching and support during and after implementation.

Close-up of trainers at a starting line on a running track, with the legs of other runners blurred in the background.

Initial situation

Linguistic challenges, redundant content and high translation costs

Before introducing the component content management system, SUSS MicroTec worked with Adobe FrameMaker 10 without XML and wrote directly in English as non-native speakers. Creating technical documentation directly in English was a major challenge for the technical writers, which is why the authoring language has since been changed to German.

In principle, the technical writers worked in parallel, resulting in many copies of documents and redundant texts. Overall, this led to a low reuse rate, very high translation costs and time-consuming change management, for example when liability-related content had to be amended.

Key requirements

Less translation effort. Greater control over content.

SUSS MicroTec wanted to reduce translation costs and organise their technical documentation more efficiently. A content management system should store information modules centrally and only once, enable their reuse and support rapid publication in line with standards and guidelines. Personal filing systems were to be replaced by a structured central database. The decision required patience: For four years, SUSS MicroTec convinced the company management with figures, facts and a realistic ROI calculation. In addition, the implementation required support to run alongside day-to-day operations.

Reduce translation costs

One key objective was to significantly reduce the high translation costs. Because information modules in the component content management system exist only once and do not have to be maintained in countless variants, translations can also be managed more efficiently and duplicate effort can be avoided.

Increase content reuse

The previous way of working was characterised by parallel work, copied documents and redundant texts. A major challenge, therefore, was to structure content in such a way that it could be reused multiple times and the reuse rate could be increased significantly.

Standardise structures

In addition to modularising the content, the project aimed to replace personal filing systems on individual drives. What was needed was a solution in which the valid version of an information module could be found quickly and documents could be published in line with standards and guidelines.

Secure internal buy-in

Last but not least, the project was also organisationally demanding. The introduction had to be justified internally over a number of years – with figures, data, facts and a realistic ROI calculation. At the same time, the decision could not be made by one person alone; it needed the support of the entire team and had to be implemented alongside day-to-day operations.

Several runners in motion; in the foreground, legs and blue running shoes; the background is blurred.

Approach

From documentation check to system introduction

The collaboration began with a documentation check and workshops on process optimisation, which led to the creation of the editorial guidelines. SUSS MicroTec evaluated two content management systems. In addition to functionality, coaching and support were key factors. A reference visit to Dürr provided a practical insight into the future way of working. The technical writing team made the decision collectively. The management then approved support for partial migration and on-the-job training. kothes provided support for implementation, technical writing and coaching – all from a single source.

Red finish line tape with the words "FINISH" written on it above a running track; the finish line is blurred in the background.

Benefits

More time for the essentials

SUSS MicroTec expects the ROI to come primarily from the time saved in producing documentation. The publication configurator is designed to speed up the process, creating “finally time” to document complex and important new developments. In addition, modularising and reusing content in the source language is expected to reduce translation costs.

The collaboration with kothes was also viewed very positively. It was described as a relationship built on trust: whenever a problem arose, they could contact kothes without hesitation, and help was always available.

The implementation of a Content Management System at SUSS MicroTec