Sparked interest?
Company profile and initial situation
KNAPP is a global leader in intralogistics and automation technology. With highly specialized solutions for digitalization, robotics, and software, the company implements complex logistics systems – supported by comprehensive technical documentation.
At the company’s headquarters in Hart bei Graz in Austria, the technical writing team had been working with the TIM content management system for over 20 years. KNAPP documentation was created for multiple locations and translated into as many as 37 languages. Authoring processes varied between the sites.
There were several strategic reasons for switching to SCHEMA ST4:
- A future-proof CCMS solution with a robust, scalable architecture and cloud compatibility
- Wider range of functions and high performance capability of SCHEMA ST4
- Complete migration in a short space of time, without extended parallel phases
- More streamlined update process, allowing updates to be implemented within the standard scope without external project support
The migration process at KNAPP
Working with KNAPP as a pilot customer, Quanos and Fischer developed a strategy for the migration from TIM to SCHEMA ST4 – including complete data transfer. The resulting migration process and supporting tools facilitate a structured, time-saving transition and form the basis for future migration projects – while still providing the flexibility to accommodate individual requirements. The entire project took around six months from start to finish.
The main steps at a glance:
Workshop to kick off the project
- Initial discussions on the data, structure, and procedure
Initial export from TIM
- Export of the current data from TIM Infomanager
- Analysis and review of existing content to determine the current data recording structure
- Identification of customer-specific deviations
Data analysis and SCHEMA ST4 setup
- Data analysis and definition of required mapping
- Creation of metadata concept and users
First migration – test migration for data analysis
- Implementation of a test migration
- Adaptation phase for necessary data mapping
Parallel work during export and import processes
- Development and adaptation of publication routes
- Provision of user training based on own source data
Second migration – optimization of mapping
- Identification and cleaning of inaccurate or inconsistent data
- Test phase for review and validation of migrated data ready for go-live
Third migration – final export and import
- Final export of data from TIM Infomanager
- Final import into SCHEMA ST4 and go-live
- TIM Infomanager “read only” access for a certain defined period
The benefits at a glance:
- Standardized framework for data transfer
A common technical foundation for the structured and secure migration of content from TIM to ST4
- Project structure and cost control
The migration project remains well structured and manageable throughout thanks to the targeted use of the tool – ensuring both time and budget stay under control
- Quality assurance and loss-free data transfer
The migration tool ensures the consistent and complete transfer of data without any data loss
- Process acceleration for the project team
The tool reduces the time required for migration thanks to the use of standard processes, as well as reducing the resources required
Results and added value
All graphics, modules, projects, translations, and external documents – in all versions – were successfully transferred in full during the migration. The entire process went smoothly without any loss of data – a testament to the meticulous preparations carried out by all involved and the specially developed migration tool.
What has changed:
- SCHEMA ST4 use expanded beyond the technical writing department – Integration of other departments à Ensures efficient collaboration across departments
- Use of ST4 Web for simple content management activities à Content can be edited from any location, with minimal training and without the need for software installation
- Use of SCHEMA ST4 Fat Client for complex requirements à Power users have access to the full range of functions
- Creation of content in two source languages à Multilingual metadata makes it easier to collaborate efficiently across locations with different languages
- Company-wide approval processes via ST4 Slim Client à Enables cross-location and cross-functional reviews – quick, simple, and standardized
Lessons learned and best practices
The migration was not just a technical project – more than that, it was a structural and organizational endeavor. This meant that it was really important to adopt the right approach, with a dedicated team, clear communication, and the necessary flexibility.
KNAPP shares its key findings from the process:
- A strong core team is essential: An experienced team with ST4 expertise is useful during the migration process. If the company does not have this expertise internally, it is worth calling on external assistance at an early stage.
- Provide training early on: Basic training provided by Quanos plus internal refresher courses ensure knowledge is established and retained in the team.
- Documentation provides clarity: All decisions were recorded in detail right from the start – a huge help when defining the process later on and for similar follow-up projects.
- Test intensively: Regular test phases helped to identify and resolve any issues at an early stage. Particularly during pilot projects, it is important to factor in sufficient time for the unexpected.
- Involve the team: Involving all relevant individuals, for example via checklists and editorial guides, ensured broad support for the project and ultimately its successful implementation.
- Expect the unexpected: No matter how well you plan, things happen.
“The migration from TIM to ST4 was a mammoth task, but one that we navigated successfully thanks to the brilliant teamwork of everyone involved. Challenges were identified at an early stage and resolved with a flexible approach, ensuring that the migration proceeded as planned – even with the added pressure of day-to-day business. The open and constructive communication between KNAPP, Quanos, and Fischer deserves a special mention, as this was key to the success of the project. We now have a robust, scalable authoring environment that not only impresses on a technical level but also opens up new opportunities for us from a strategic perspective.”
Romina Lindner, Head of Product Data Management Documentation, KNAPP AG
Conclusion
For KNAPP, the migration from TIM to SCHEMA ST4 was a strategic step toward a future-proof, scalable authoring environment with lots of potential for the future. With structured planning and a strong team, the transition to a new system and full data transfer went seamlessly. The project is an extremely useful blueprint for any company considering migrating from TIM to ST4.
“In this pilot project, we laid the foundation for many future migrations – both strategically and technically. Together, we have developed a highly effective migration tool and tried-and-tested procedures that also offer our TIM customers exciting potential for the future. On a personal level, it was also a brilliant opportunity to get to know my new Quanos colleagues better.
I can now say: We complement one another perfectly. The open and trusting collaboration with KNAPP was also a key factor in the success of the project.”
Mischa Müller, Head of Solutions, Fischer Information Technology GmbH
“Migration projects are always a challenge, especially when all the data has to be migrated all at once – on a specific day. But right from the start, from our very first customer workshop in December, I had the feeling that together we would make the project a success. It was definitely a demanding project for everyone involved, but thanks to the consistently constructive and positive cooperation between Quanos, Fischer, and KNAPP, I really enjoyed being part of the customer’s journey from TIM to ST4.”
Stefanos Vavouras, Technical Presales – Solutions, Quanos Solutions GmbH
KNAPP AG
„The migration from TIM to ST4 was a mammoth task, but one that we navigated successfully thanks to the brilliant teamwork of everyone involved. Challenges were identified at an early stage and resolved with a flexible approach, ensuring that the migration proceeded as planned – even with the added pressure of day-to-day business. The open and constructive communication between KNAPP, Quanos, and Fischer deserves a special mention, as this was key to the success of the project. We now have a robust, scalable authoring environment that not only impresses on a technical level but also opens up new opportunities for us from a strategic perspective. Romina Lindner, Head of Product Data Management Documentation, KNAPP AG“
Mechanical and plant engineering