Controlled Authoring Workshop: Learn How Standardizing Content Will Improve Quality and Reduce Content Creation and Translation Cost

© 1974-2008 – Tedopres International 1

Simplified Technical English

Quality Assurance & Standardizationfor Technical Documentation


Established in 1974

Services for technical documentation, including translations and content management solutions

Offices in Europe, USA, Singapore and Japan

References: Boeing, Black & Decker, Philips, Elekta, IMPAC Medical Systems, Siemens, FAA


Outline

Controlled Language – why? History Benefits Samples of writing rules How to implement


The risks of not standardizing

Turn off the engines not required

means…

Turn off the engines that are not required, or

Turning off the engines is not required


The risks of not standardizing

Clean the turret dome chassis thermal window securing screw threaded holes and the thermal window 16 securing screws of all previously used sealant using solvent.

means…

Clean the screw threaded holes and the 16 securing screws of the thermal window. Use solvent to remove all sealant.


A call to a help desk

Caller: "Can you give me the telephone number for Jack?"

Operator: "I'm sorry, sir, I don't understand who you are talking about."

Caller: "On page 1, section 5, of the user guide it clearly states that I need to unplug the fax machine from the AC wall socket and telephone jack before cleaning. Now, can you give me the number for Jack?"

Operator: "I think you mean the telephone plug-in point on the telephone."


What can go wrong


Avoid miscommunication

Be unambiguous Be consistent Provide your

customer with quality

Consider your audience


The Risks

Confused and frustrated readers High localization costs Bad translations Safety risk Damage Potential for legal liabilities Higher support costs Ineffective customer service


Simplified Technical English

STE makes technical English easy to understand Writing rules for

grammar and styleKeep it simple, be specific, be consistent

STE generic dictionary (± 900 words)One word = one meaning

Add company-specific terms to dictionary

Technical names (approved)Technical verbs (approved)Non-approved custom words

linked to synonyms

900 approved words (900)2,000 non-approved words linked to synonyms


Example Before and After Shut down your computer.

If you connect to the Internet through a DSL modem or cable modem, disconnect the power supply to this device.Disconnect from your computer the Ethernet cable that connects your DSL modem, cable modem, or other Internet connection to your computer. Connect this cable to the WAN port (labeled WAN 1) on the firewall.

Connect one end of the straight-through Ethernet cable supplied with your firewall to one of the seven numbered Ethernet ports (labeled 0-6) on the firewall. Connect the other end to the Ethernet port of your computer.

If you connect to the Internet through a DSL modem or cable modem, reconnect the power supply to this device. The indicator lights flash and then stop. The modem is ready for use.Attach the AC adapter to the firewall. Connect the AC adapter to a power source.

The power light on the firewall goes on and the WAN1 indicator lights flash and then stop. The firewall is ready for use.Restart the computer.

During restart, your computer will communicate with the firewall. One pair of the Ethernet port indicator lights flash and then stop. Your computer is now connected to the firewall.

If you circled DHCP Enabled = Yes in the TCP/IP Settings table on page, your firewall is now fully installed. You should be able to test this by opening your Web browser and browsing to your favorite Internet site. However, if you circled DHCP Enabled = No, please continue to enable DHCP on your computer and configure the firewall for a static IP or PPPoE address.

269 Words

Connecting the firewall Use this procedure to connect your firewall Ethernet and power

cables: Shut down your computer. If you use a DSL or cable modem to connect to the Internet,

disconnect its power supply. Find the Ethernet cable between the modem and your computer.

Disconnect this cable from your computer and connect it to the firewall external interface (WAN 1).

Find the Ethernet cable supplied with your firewall. Connect this cable to a trusted interface (0-6) on the firewall. Connect the other end of this cable to the Ethernet interface of your computer.

If you use a DSL or cable modem, connect its power supply. Find the AC adapter supplied with your firewall. Connect the AC

adapter to the firewall and to a power source. The firewall power indicator light comes on and the external

interface indicator lights flash and then come on. The firewall is ready.

WARNING: Only use the AC adapter supplied with the firewall. When the firewall is ready, start your computer.

177 Words


History1932: BASIC English – Ch. K. Ogden1970: US Federal Government encourages

regulation writers to use Plain English 1972: Caterpillar Fundamental English

(later Caterpillar Technical English)1980: AECMA Simplified English, to improve

the readability of aircraft maintenance manuals: required by aerospace anddefense industries

2004: AECMA becomes ASD2005: AECMA SE renamed to

Specification ASD-STE100(Simplified Technical English)

Companies in various industries are discovering the benefits of Simplified Technical English: automotive, IT, medical equipment, pharmaceutical, etc.


Benefits of controlled authoring

Reduced time to market Quality assurance and improvement Standardized way of writing Based on an official Specification (ASD-STE100) and

required by others Improved safety Efficient authoring Good customer service Burden on your customer reduced Facilitates content management Facilitates structured authoring (DITA, S1000D) Considerable cost savings Cheaper, faster and better translations


Why STE as a basis

As with many high quality, safety and technology standards, STE derives from aerospace and defense

STE is a linguistic / international standard

STE is strict by nature: So you don’t have to reinvent the wheel But you can be flexible where needed


Cost Savings

Reduced time to market – Time saving = cost saving

Decreased word count (up to 20%): decreased volume of manuals

Cheaper to translate (up to 30%), print and maintain

Avoid costs resulting from unclear communication: Liability claims Confusion Recall Lost production time


How to implement

Three steps:1. Create company-specific dictionary

2. Train writers on writing rules

3. Check your documentation with HyperSTE checker software

• Quality Assurance / Quality Control /Quality Measurement

• Faster time to market• Efficient authoring


Writing Rules

Words Noun phrases Verbs Sentences Procedural vs. descriptive Warning, cautions, notes Punctuation and word counts Writing practices


HyperSTE - featuresComply with corporate style guide, standardize way of writing

Customizable for all industries, including pharmaceutical and medical

Customizable and configurable to your technical documentation needs

Distinguishes different types of text, e.g. procedural vs. descriptive text

Allows rules to be added or disabled (e.g. incorporate company style guides, check for correct use of terminology only, allow for step by step conversion of legacy data, etc.)

Profile management: apply different sets of rules to different parts or types of documents

Supports semantic checking

Quality Assurance: create reports for quality measurement

Exports interactive feedback to HTML: allow suppliers and contractors to access HyperSTE feedback interactively

Converts units of measurement, US English to UK English and vice versa

Dictionary Maintenance Tool available: manage your dictionary

Available as a plug-in for Arbortext Epic Editor, Adobe FrameMaker, XMetaL, Microsoft Word and as a PDF checker

Supports the use of multiple dictionaries


HyperSTE Screengrab # 1EPIC document

HyperSTE is available as a plug-in for Epic, FrameMaker, Word,XMetal and as a stand-alone checker for PDF files.

Interactive check in Epic: check an element or the entire document.


You have the option to select which language you would like to receive interactive feedback in.

Available languages for interactive feedback: English (US or UK), French, German, Spanish, Portuguese (BR), Russian, Japanese and Bahasa Indonesia.


HyperSTE Screengrab #5HyperSTE errors

wrong spelling/capitalization

HyperSTE: in addition to writing rules, HyperSTE checks for the correct use of terminology. In this case, “ma-osc module” is misspelled.

HyperSTE provides linguistic feedback: ma-osc module is a singular noun and has approved forms.

Origin: which dictionary is loaded.

Messsages: HyperSTE provides feedback on which error occurs, which rule applies and approved forms.

Semantic information: definition of the approved form.

List of unknown words in the document.

Suggested correction: by clicking on ‘update document’ the incorrect word will be replaced with the suggested correction, and the sentence will automatically be rechecked.


Although ‘higher’ is approved, it is not precise enough. HyperSTEinforms the writer to use clear references.


‘acceptable’ is not clear enough. HyperSTE gives several suggestions.In this context, the word ‘permitted’ is the best option.

Synonyms: by clicking on each synonym you will be given a definition, as well as a non-approved sentence and an approved sentence. This will help the writer to determine the correct word.


Do not use the ‘genitive s’. HyperSTE suggests either ‘systemperformance’ or ‘performance of the system’.

Synonyms: either use the phrase performance of the system or the noun system performance.


HyperSTE informs the writer to use the active voice in procedural writing: ‘when you use the system..’.


Warnings must start with a simple and clear command.

The writer knows the correct command: “Warning: do not touch the housing because it can be hot.”


Words that are not in the dictionary can be added to the user dictionary, and can later be added to the main dictionary.


HyperSTE supports semantic checking: approved words only have one approved meaning.

Wrong meaning: although ‘follow’ is an approved word, it is not allowed here as it has the wrong approved meaning.


Quality assurance / quality control (QA/QC): create a report on a single or multiple files for validation purposes.


HyperSE Screengrab #9HyperSTE errors

Create report

Statistics are provided in an Excel or XML sheet. Click on a rule to see which sentences include the error.


HyperSTE Screengrab #11HyperSTE errors

Create report

Unknown words and unapproved words can be identified quickly to help maintain the dictionary.


HyperSE Screengrab #10HyperSTE errors

Create report

The XML report shows the compliance rating.


Share HyperSTE’s interactive feedback with your colleagues, suppliers, or contractors by exporting to HTML.


HyperSTE Screengrab #12HyperSTE export feedback

You will only need an Internet browser to view the same interactive feedback as the writer.


HyperSTE allows you to automatically convert between units of measurement: metric to non-metric and visa versa.


HyperSTE settings menu: configure text rules to meet your authoring requirements.

HyperSTE checks for over 57 rules on terminology and grammar: words, nouns, verbs, numbers, punctuation, sentences, paragraphs, warnings/cautions/notes and part of speech.

HyperSTE allows you to automatically convert between American English and British English.

Select or unflag the rules to meet your business needs.


Determine the sentence length for procedural and descriptive writing. If you want to omit certain rules, you can do soby simply not selecting them.

HyperSTE complies with ASD Simplified Technical English (aerospace and defense standard), but also includes corporate style guide rules, and can easily be customized to any industry.


HyperSTE supports the use of multiple dictionaries: in addition to the primary ‘company’ dictionary, you can create project-specific dictionaries.

Additonal dictionaries can include company, product, project, or customer specific technical names.


Create profiles to apply different sets of rules to different parts or types of documents.

Profile manager: by simply loading a profile all predetermined settings (such as which rules, which dictionaries and which types of text should be checked according to which rules) will automatically be loaded.


Thank you

For more information, please contact:

Tedopres, Inc.

1705 S. Capital of Texas Hwy, Suite 500

Austin, Texas 78746

USA

Tel: +1 512 306 8601

Fax: +1 512 306 9320

E-mail: [email protected]

or visit our website at:

www.simplifiedenglish.net

Technology

Controlled Authoring Workshop: Learn How Standardizing Content Will Improve Quality and Reduce Content Creation and Translation Cost