Advanced Advanced Technical Technical WritingWriting

20082008

Session #

Today In ClassToday In Class

► Review: Information ModelingReview: Information Modeling► UI Analysis (what the user sees of UI Analysis (what the user sees of

the IM)the IM)► The third analytic perspective: The third analytic perspective:

workflows & production modelsworkflows & production models► Thinking about “metadata”Thinking about “metadata”

Information Modeling Steps, Information Modeling Steps, 11

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 Semantic & Base ElementsElements

Course description

Semantic label Base element

Container

In XML…

Paragraph

Instructor Name

First Name

Last Name

PCDATA

PCDATA

See Rockley p. 171

What might these be in HTML?

Information Modeling Steps, Information Modeling Steps, 22

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 the information model…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 <H2>

Systematic,Semantic

Catalogue: Locked

Web: Locked

Analyzing a Website’s UIAnalyzing a Website’s UI

UI Analysis StepsUI Analysis Steps1. 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 Step 1 : Use Case Task AnalysisAnalysis

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 Step 1, part 2 : Use Case Task AnalysisTask 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 A Use Case Task Analysis Example…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!

http://www.it.rpi.edu

Step 2: Find ObjectsStep 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 ExampleFind 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 ViewsStep 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 ExamplesView 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:

Name Research Interests

Degree Dept. on Campus

Graduated from…

What task(s) does this view seem to support?

Step 4: Match up Objects Step 4: Match up Objects with information model, with information model,

views w/ information views w/ information productsproducts

• 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 Step 5 : Identify New Views, Objects for use Views, Objects for use

casescasesWhen 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…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…Next Time…

► Review of “Objects and Views” and your Review of “Objects and Views” and your QuestionsQuestions

► Workflows & Production Model AnalysisWorkflows & Production Model Analysis► Read Rockley Ch. 5 & 7; Prior Ch. 7 In B&PRead Rockley Ch. 5 & 7; Prior Ch. 7 In B&P

Today’s focus…Today’s focus…

Genre and features

A Focus on Sees 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 Looking at Websites as WorkplacesWorkplaces

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?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 What are some features of a production model?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?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 workflowsElements 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, 1Two 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, 2Two 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 Formats for documenting workflowsworkflows

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 Capture events: a tip comes into the comes into the

newsroom…newsroom…

talk

document

E-doc

(ph)one

(st)aff mtg.

(m)emo

1:00 2:00 3:00 4:00 5:00

ph ste

e

e

m ph p

e(mail)

(p)roposal

An Exercise in An Exercise in documenting workflowsdocumenting 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

plan

draft

review

publish

Metadata, what is it good Metadata, what is it good for?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…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 metadataTwo 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 metadataUses 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 Metadata ExampleExample

Metadata Metadata ExampleExample

Reuse

Retrieval

Tracking

An Exercise: Create An Exercise: Create metadata for an “ACD metadata for an “ACD

exercise posting”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 Think about it: Create metadata for an “ACD metadata for an “ACD

exercise posting”exercise posting”Be prepared to discuss:

► How each audience type might engage in How each audience type might engage in reuse, retrieval, and trackingreuse, retrieval, and tracking

► Issues you encounter in choosing terms Issues you encounter in choosing terms (i.e. controlled vocabulary)(i.e. controlled vocabulary)

► How, when, and who might apply the How, when, and who might apply the metadata? System features that could aid metadata? System features that could aid in this process?in this process?

Next Time…Next Time…

► You’ll begin planning your own You’ll begin planning your own analysis for your P2 contextanalysis for your P2 context

► You’ll share the scope of your You’ll share the scope of your analysis and your plans with the analysis and your plans with the groupgroup