Advanced Technical Writing 2006 Session #13

Today In Class ► The third analytic perspective: workflows & production models ► Thinking about “metadata”

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

An Exercise: 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… ► We’ll review analytic stances and tools ► 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