PPA
Factors that determine proper level of details
Factors to determine level of detail: • Experience - The appropriate level of detail provides the inexperienced, qualified user with what is needed to safely and successfully complete the task without direct supervision. • Qualification - Step-by-step instructions are not needed for skill of craft activities. • Complexity - As task complexity rises, the level of detail should rise, especially when a large number of actions are required. • Frequency - As task frequency rises, the level of detail may lower. • Consistency - An increased level of detail provides for a more consistent result. - Consequence - The level of detail should increase as the risk increases.
Key procedure and work instruction use tools
Human performance tools for workers implementing procedures and work instructions include: • Level of use: Continuous, Reference, Information, Multiple • Technical procedure default: Continuous • Work instruction default: Reference • Administrative procedure default: Information • Sequence of steps: Mandatory for numbered/lettered steps unless otherwise stated or supervisor approved. • Use of NA: Conditional NAs do not require supervisor approval; non-conditional NAs do. SignoffsandPlacekeeping:Useplacekeepingfornumberedsteps,letteredsteps,bulletedsteps,notes,cautions,and warnings.
Layout and format for procedures and work instructions
Layout and format requirements: • Main body (all document sections) is portrait only. • Include the following in an attachment: • Landscape pages • Content that will not fit within portrait margins • Nonstandard paper sizes • Page header runs through all pages, including attachments. • Number or bullet all steps and paragraphs in all sections. • Attempt to keep associated information together and on same page. • Only use the authorized font type and size for the main body steps and paragraphs.
Rules for using abbreviations and acronyms.
Rules for abbreviations and acronyms: • Facilities should maintain a list of commonly used abbreviations and acronyms. • Acronyms and abbreviations not on the list should be written out the first time they are used in a section of the document. • If an abbreviation or acronym can potentially represent two different terms, the term should be written out.
Emphasis methods and types of words to be emphasized.
Rules for applying emphasis: • Methods: 8olding, underlining, and capitalization (8UC) • Types of Words: • Action verbs • Conditional/logic terms • Component positions and noun names Note, caution, warning terms
Types and locations of supplemental information.
Rules for supplemental information: • Supplemental information is content such as tables, figures (e.g., illustrations, flow charts, graphs), and equations that support a step or series of steps. • For human performance reasons, supplemental information should be placed within the document body at the step to which it applies. • Only place supplemental information in an attachment when: • It is too large or difficult to embed into the main body sections. • Material must be situated on a landscape page. It is necessary to refer to the information throughout the document.
Seven procedure process steps
1. Evaluate request for new or altered procedure. • All personnel are encouraged to submit PCRs that are tracked, screened, evaluated, and prioritized. Feedback to requestors keeps lines of communication open. 2: Plan procedure development. • Procedure alterations, workflows, and job assignments are determined by evaluating the backlog and considering priority, age, the number of outstanding change requests for a procedure, and organizational needs. 3: Research request and develop draft. • Writers develop effective procedure alteration packages by applying good technical writing skills and successfully evaluating job scope, operating experience, outstanding issues, commitments, technical requirements, and human performance challenges. 4: Review procedure draft. • An effective review and validation process confirms that procedures are safe, correct, and usable. • Writers select the proper reviews and consider if validation is needed. • Validation is performed for new procedures, extensive changes to technical procedures, and support procedures for Emergency Operating Procedures and Abnormal Operating Procedures. 5: Approve procedure. • Procedures are only approved when all required reviews and pre-approval actions are complete. 6: Finalize and implement change management plan. • Any necessary change management plans successfully help the organization transition from the current state to a future state. 7: Issue procedure for use. The issuance of procedures is controlled to prevent their inadvertent release.
Identify the content and writing requirements for each document section.
Technical Procedures - Required sections and content: • Purpose - What, when, why • Scope - Activities covered and any limitations or boundaries • References and commitments • Precautions and Limitations - Limits and generic hazards (no actions) • Prerequisites - Action steps to complete prior to the instructions • Instructions - Action steps Work Instructions - Required sections and content: • Purpose - What, when, why • Scope - Activities covered and any limitations or boundaries • Precautions and Limitations - Hazards and limits (no actions) • Prerequisites - Action steps to complete prior to instructions • Maintenance Clearance Information - Equipment end state • Special Instructions - Useful supporting information Work Instructions - Actionsteps
18 potential error traps.
Use the Error Trap student handout to review the 18 potential error traps.
The difference between verification and validation.
Verification is the process of checking a procedure: • Technically correct • Correspondence between procedure and asset • Adherence to writer's manual Validation is the process of exercising a procedure: • Useable • Language and level of information are appropriate for the intended individuals Will function as intended
Witing requirements for action and conditional steps
When writing action steps and conditional steps: • Action steps are written as imperatives (commands) in the active voice. • The core of every action step is the action verb and its object. • Action steps should only contain one action or two related actions. • The only text that should precede the action verb is a condition, critical information, or critical location. • Location is only placed before the action verb when human performance is more important than the action. • Action steps are only allowed in the Prerequisites, Instructions, and attachments. • Use conditional steps to make a decision. • When describing a condition, use the following conditional terms with THEN: • IF introduces a condition that may or may not occur. • WHEN introduces a condition that is expected to occur. • When describing logic within a condition, use the logic terms AND, OR, NOT.
Purpose
Who, what, and how
Human Performance tools for writers
Writer human performance tools include: • Questioning attitude: • Separate facts from assumptions and opinions. • Validate assumptions. • 8e aware of critical aspects of the task. • Do NOT assume approved sources are applicable or infallible. • Do NOT rationalize away inconsistencies. • Do NOT follow procedures without critical thinking. • Seek help when faced with uncertainty. • Self-checking: • Consider using a checklist. • Eliminate distractions and focus on the activity. Use a questioning attitude.
Writing and format requirements for precautions, limitations, notes, cautions, and warnings.
Writing and format requirements for precautions, limitations, notes, cautions, and warnings are: • Precautions identify hazards to both people and equipment that apply to the entire document. ***No actions.**** • Limits identify limits or boundaries a document is bound by. No actions. • When writing notes, cautions, and warnings. • Notes advise users. • Cautions alert users of hazards to equipment. • Warnings alert users of hazards to people. • No actions. • Place on same page and just prior to steps to which they apply. • Be written such that, if removed from document, task performance would not be affected. • Regarding formatting notes, cautions, and warnings. • Place in uniquely formatted boxes. • Multiple notes for one step should be bulleted or numbered in one box (same for cautions and warnings). • Order as note, caution, and warning (the warning should be last text read prior to performing the step).
Rules for a clear, concise, and consistent writing style.
Writing style concepts: • Write instructions clearly, concisely, and consistently using standard American English. • Deliberately choose words. • Use simple, commonly used words. • Use words consistently throughout the document. • Use facility defined action verbs. • Do NOT use pronouns or contractions (e.g., he, she, it, don't). • Avoid vague terms. • Carefully construct sentences. • Keep sentences short. • Minimize the user of articles (e.g., a, an, the). Properly use of punctuation.
Identify the four areas and potential uses of the Technical Writing Objectives and Criteria checklist.
• The four areas covered by the Technical Writing Objectives and Criteria checklist: • Hierarchical structure • Human factored layout and format • Human factored content • Commonly understood writing style • Potential uses of the Technical Writing Objectives and Criteria checklist: • Writer self-checking • Self-assessments and evaluations Outline for PPA technical writing training modules 2A and 28
Three performance modes related to procedures and work instructions
• Workers should be in either skill-based or rule-based • Writers write for skill and rule based • For skill-based mode, the level of detail should be suitable for newly qualified workers. • For rule-based mode, workers make correct decisions by following well written IF/THEN or WHEN/THEN conditional steps. • Workers should never be in knowledge-based mode. If a document lacks adequate detail, is unclear, is unsafe, or doesn't work, the worker safely stops job and contacts supervision.
