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XCube Process for End Users

What is XCube?
XCube is a suite of tools developed in response to the Pain Points review following
Office 11. It is the OFFGLOBE solution provided to address the shortcomings of the
Office 11handoff process.

Find xCUBE at http://ipoogwb101/xcube/

XCube is being developed in two immediate phases, or versions. The first phase,
alternately called phase 1 or version 0.5, includes the “upstream” features executed in
Redmond that in Office 11 were provided by the US and Loc Handoff tools, Rainbow,
and the EOL tool. The second phase, called phase 2 or version 1.0, will round out the
toolset with the remaining features required for downstream processes, such as those
tasks applied at the loc centers. Ireland owners will therefore be principal drivers of the
1.0 release. This document will adhere to the version nomenclature; version 2.0 is central
to the longer-range tools support strategy. 2.0 is currently receiving features that will not
make it into version 1.0.

The suite of tools for v 0.5 supports major upstream functions; each tool is accessed by
clicking on its tab within the xCube interface.
The active functions supported in version 0.5 are:
1. Check-in. This is the regularly-scheduled process by which all ready files in Content
Studio are physically replicated into xCube; this process is independent of property
settings in Content Studio, and all files are replicated. After the first check-in, only
files and data that are new or have changed are updated. This allows end-users to set
componentization and EOL for assets well in advance of handoff.
2. Componentization. This is the process by which content area owners on the Pilot
team specify the handoff structure: how it is either similar to or different from that
received from Content Studio. This is specified at the component level; choices are to
either to duplicate the structure received from Content Studio, or to flatten it beneath
that component.
3. Language Recommendations. This feature allows content area owners to make loc
recommendations for their content areas, and to provide comments to explain their
recommendation as needed.
4. EOL. This feature allows loc centers to set EOL at the component or asset level for
each of their languages, and for content area owners to make loc/no loc
recommendations at the component or asset levels. EOL view incorporates
recommendation settings for tier 1 languages to assist in EOL decisions; it also
provides the means to copy existing EOL settings from another language for the
whole fileset.
5. Handoff preparation. This feature allows pilot team to define handoff criteria, for
loc centers to create language packages, and for any user to create a test package.
Language packages can only be created after assets have been flagged as Piloted in
the HO tab; test packages can be created anytime.
6. Handoff. This feature allows pilot team to flag assets as Piloted, and for loc centers
to hand off their language packages to vendors.

xCube Interface
The v 0.5 interface consists of seven tabs. These are organized and ordered by
assumptions of overall handoff workflow.

1. Start
This tab provides an index of quick links to xCUBE features.

2. Asset Information
This tab allows interactive views of the files and data only; it does not include any change
functionality. This tab includes two page views, each of which provides visibility to asset
details in either Content Studio or Loc folder tree views:
1. Asset Tracker – provides detailed metadata per asset, including both properties from
Content Studio and loc process point status.
2. Check-in Details – identifies changed assets between two chosen dates, and change
details. Date range filter is provided.

3. Componentization
This tab supports loc handoff structure specification.

4. EOL
This tab supports the setting of both language recommendations by content area owners,
and EOL by loc center LPMs. This tab includes two views:
1. Language Administration – this view provides access to the language list, where
languages may be added, removed or edited. Language recommendations are added
here and appear as a separate language in subsequent language lists. This
implementation facilitates comparison of asset settings for other languages to the loc
2. EOL Tool – this view supports setting of localization specifications by asset or
component. The language recommendation list item is used here both by the content
area owners to set recommendations for (or “pilot”) assets within their content areas,
and by the loc center LPMs to act upon those recommendations by setting EOL for
their languages for the piloted components.

5. Vendor Management
This tab supports management of vendor assignments. There are two views on this tab:
1. Vendors List – supports managing the list of vendors to which assets can be assigned.
2. Vendor Assignment Tool – supports assignment of content to vendors per language on
an asset or component level.
6. Handoff Preparation
This tab allows users to establish asset criteria for handoff, such as specific metadata
property values or selection of specific components. It also includes support for creation
of test and language handoff packages. The three views on this tab are:
1. Handoff Criteria
2. Handoff Asset Groups
3. Handoff Packages

7. Handoff
This tab allows the pilot team to verify the assets and components they have approved for
handoff, and supports creation of a handoff package to a staging location for transfer via
Rainbow. There are two views on this tab:
1. Handoff Pilot tool – allows pilot teams to create pilot packages: groups of assets
intended for handoff, for which recommendations have been made, and handoff
properties confirmed since the last check-in before handoff; and to update this
information with any new or updated assets since the last recommendations were
2. Handoff tool – allows loc center LPMs to export language packages to staging
location. Only after an asset has been handed off under this feature is it flagged
officially as having been handed off.

Roles and Responsibilities
This is a subset of users who have access to the admin-only features. Who the admins are,
and whether each feature should have a different admin group, is TBD; admins will be
representatives from the end-user groups defined below.

The admin-limited features are:
▪ Componentization
▪ Language administration
▪ Vendor list
▪ Handoff Criteria
▪ Handoff Asset Groups
▪ Handoff Packages

OffGlobe team provides tool support. Their areas of responsibility are:

1. Run check-in on demand or on schedule as required by pilot content area owners.
2. Provide support for toolset bug fixes and feature requests.
End User: Pilot Content Area Owners
Pilot content area owners are members of the Site Management and Content Piloting
teams. They own piloting content in defined areas. Their xCUBE areas of responsibility
1. Schedule regular check-in event from Content Studio with Offglobe and ensure it
runs as scheduled. (may be a regularly scheduled event)
2. Create and manage handoff schedules for owned areas to set expectations with US
content teams and loc centers.
3. Maintain language list, including adding new languages and Loc
recommendations listings for each recommendation tier.
4. Make localization recommendations and comments as needed in EOL Tool.
After last check-in before a HO event:
5. Confirm complete list of files expected for handoff with US counterparts.
6. Identify meaningful changes to files by evaluating changed assets on Asset
Information tab.
7. Componentize as needed to create or modify desired handoff structure.
8. Identify handoff criteria for desired files in Handoff Preparation tab. (One owner
only (tishad); all content owners to check and confirm settings)
9. Confirm properties are correct for all assets.
10. Create Pilot Package in Handoff tab. If any assets are new or updated since EOL
recommendations were last made, reconfirm versions to hand off.
11. Document exceptions and updates in handoff mail.
12. Notify loc centers that files are ready for handoff. (via handoff mail or other
notification process)

End User: Loc Center LPMs
Loc Center LPMs are members of the Production, Ireland, and EA vendor management
teams. They receive piloted content and loc recommendations from the pilot content area
owners and are responsible for defining EOL, creating handoff packages, and sending
packages to vendors. Their xCUBE areas of responsibility are:

1. Set EOL for all handoff files for each language. EOL setting can be done anytime,
but is easier to do after the content owners have completed their recommendations.
2. Define vendor owners for all relevant components for each language.
3. Confirm for each language that all assets marked for localization also have a
vendor assignment: search for assets in the tree with EOL assigned, but vendor
4. Create HO package for each language.
5. Confirm files in each HO package created match the Pilot Package (files marked
as Piloted).
6. Execute handoff.
7. Confirm handoff packages exported match those created.