Advanced Technical Writing 2008 Session #

Today In Class ► Review: Information Modeling ► UI Analysis (what the user sees of the IM) ► The third analytic perspective: workflows & production models ► Thinking about “metadata”

Information Modeling Steps, 1 1.Identify information products and objects for modeling 2.Work out the granularity of the model; consider that word and character-level objects may be attributes 3.Go back through and identify useful “container objects” (e.g. memo header) 4.Define semantic (meaning) and “base” (what I called “logical”) elements

Semantic & Base Elements Course description Semantic labelBase element Container In XML… Paragraph Instructor Name First Name Last Name PCDATA See Rockley p. 171 What might these be in HTML?

Information Modeling Steps, 2 5.Specify “required” and “optional” elements in information products* (not in Rockley’s model…) 6.Specify reuse guidelines for each object And now you are ready to think about how users will view these objects…and that may change things some…

…the information model… Semantic Label Element Type Base Elements Format 1 Format 2 Reuse Map Info product 1 Info product 2 Element; required Course Title XML PCDATA; HTML Systematic, Semantic Catalogue: Locked Web: Locked

Analyzing a Website’s UI

UI Analysis Steps 1.Begin by creating Use-Cases based on a task analysis of the site 2.Find views that support your task analysis; note views that are missing 3.Identify objects for each view; note objects that seem to be missing 4.Match Objects with Information Model & Views w/ information products (not all objects = text) 5.Review use cases, suggest new views & objects where necessary

Step 1 : Use Case Task Analysis A use case task analysis considers users as actors, and develops a use case for each role an actor might play on a site; users usually play different roles (eg. Student, employee). A use case is simply a narrative description of a task scenario for an actor, usually created by watching people actually use the site

Step 1, part 2 : Use Case Task Analysis By identifying all the possible actors (roles users might play) and developing use cases for each, you can get a good idea of the interactions a site is intended to support

A Use Case Task Analysis Example… Considering the IT program website, we might identify the following actors: Distance Education Masters Student Faculty member Note: use cases are hard to create if your actors are vague categories…try to be specific!

Step 2: Find Objects 1. Take a look at the narrative use case you developed. Look at the nouns and use them to identify objects. 2. Use the site and watch others use the site. Much like we did with our analysis of the movie review, make a list of the objects you see being used…and why 3. Compare the two…any missing? Several things you can do:

Find Objects Example Consider the Use case for the following actors on the IT program website: Distance Education Masters Student Faculty member/ M.S. Advisor What are some objects each is likely to encounter? Are there objects not currently there that might help each use case?

Step 3 : Find Views A “View” is a coherent grouping of objects that shows some sensitivity to the users’ intended goals. A view allows users to see the objects and, hopefully, presents them in an easy to use manner. Sometimes, objects are hidden to make specific tasks easier. A view is not always a whole “Screen.” A nav. bar, for example, offers a view of navigation control objects.

View Examples On the IT website, information about faculty members is given in what we might call a “Faculty Information View” Each listing includes the following: NameResearch Interests DegreeDept. on Campus Graduated from… What task(s) does this view seem to support?

Step 4: Match up Objects with information model, views w/ information products Matching objects with objects is straightforward, just watch for things that might be overlapping in some way Identify visual cues for relationships among objects where you can; X is part of Y because… You probably need to think smaller than “a page” to account for all of the necessary views

Step 5 : Identify New Views, Objects for use cases When you combine your use cases and maps of views and objects with your information model you might find it helpful to: Create new use cases or modify existing ones Suggest new views and objects

The exercise today… Try creating an information model using the Rockley chart for just one information product you will be dealing with. The goal of this exercise is to generate questions…things you need clarification, futher examples of, etc.

Next Time… ► Review of “Objects and Views” and your Questions ► Workflows & Production Model Analysis ► Read Rockley Ch. 5 & 7; Prior Ch. 7 In B&P

Today’s focus… Genre and features A Focus onSees the site as Emphasizes the point of view of Structure & Delivery Production Models & Workflows a text; or a collection of texts the reader/user objects & actions; social space a workplace the designers & developers the admins and “authors”

Looking at Websites as Workplaces Consider the context in which a site is produced; what is the production model the site follows? What are the workflows like which keep this production model going?

Production Model? The overall approach to producing the site. For example, the CNN.com site has a broadcast news production model… in terms of the way content is generated, how often it is updated, the types of media generally available, etc. Can you think of sites with 2 other types of production models…one, like CNN.com, based on a legacy model and another which you would consider a model “native” to the web?

What are some features of a production model? Who creates the content; why do they do it? Who owns or has authority/responsibility for content Who consumes/uses content; why? What kinds of content are produced (think of information and interaction) How often? (related to how dynamic) How is content strategy/success measured?

What are workflows? The cycles of activity that, added together, make up the day-to-day work of maintaining the site. For this project, we are only concerned about content-related workflows, which could include the kinds of activities mentioned in the production model: producing content, editing content, evaluating user needs, etc.

Elements of workflows Job roles – who does what? Tasks – what do they do? Process descriptions – in what order? Metrics – how do we know its done or ready to move on?

Two types of workflows, 1 Managed workflows What is it?How do I document it? Processes & routines already documented and/or consciously leveraged in the workplace context Gather training documents, schedules, etc.; interview mgmt. & production staff; observe

Two types of workflows, 2 Ad-Hoc workflows What is it?How do I document it? Observe the day to day production cycles and do follow-up interviews with mgmt., staff, & maybe users Processes & routines that may vary and are not consciously leveraged in the workplace context, yet

Formats for documenting workflows Managed workflows Ad-hoc workflows Linear methods are ok since you know beginning and end points: Calendar-type schedules, Gantt charts; may need flow charts for recursive processes Must usually use multiple methods to show variations as well as patterns; case studies of typical and “critical incident” using the above formats; also PERT (critical path) or event-chain diagrams

Capture events: a tip comes into the newsroom… talk document E-doc (ph)one (st)aff mtg. (m)emo 1:002:003:004:005:00 phst e e e m ph p e(mail) (p)roposal

An Exercise in documenting workflows Go to a non-web setting; go to a store, a fast-food place, etc. and pick a short cycle that you are familiar with; map it with a swimlane diagram. (See next slide)

Sample workflow: news item karen audrey eric paulette plandraftreview publish

Metadata, what is it good for? Searching for content Enabling dynamic content Enabling systematic reuse Enabling customized or on-demand views Tracking content use Automating content production processes Tracking content production

Metadata influences… Searching for content Enabling dynamic content Enabling customized or on- demand views Enabling systematic reuse Tracking content use Automating content production processes Tracking content production Direct Influence on developers Direct influence on users

Two types of metadata Categorization Metadata – Refers to information products (e.g. documents); most often used to create structured data storage and retrieval systems (e.g. libraries) Element Metadata – Refers to information objects (elements) within information products; used to enhance search and retrieval, track use, facilitate reuse, facilitate/track workflow

Uses for metadata Reuse Retrieval Tracking semantic labels keep presentation formats distinct from content labels based on search logics, including access privileges labels reflect element status, production milestones, management metrics

Reuse Retrieval Tracking Metadata Example

Reuse Retrieval Tracking

An Exercise: Create metadata for an “ACD exercise posting” 1.Define element metadata categories that could be applied to ACD exercises posted by students 2.Consider two user groups: students and instructors 3.Consider all three metadata use types: reuse, retrieval, tracking 4.User your colleagues postings for reference

Think about it: Create metadata for an “ACD exercise posting” Be prepared to discuss: ► How each audience type might engage in reuse, retrieval, and tracking ► Issues you encounter in choosing terms (i.e. controlled vocabulary) ► How, when, and who might apply the metadata? System features that could aid in this process?

Next Time… ► You’ll begin planning your own analysis for your P2 context ► You’ll share the scope of your analysis and your plans with the group