ASD-STE100 - Simplified Technical English, The impact on System

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September 29, 2016 S-Series Specification Day, Seville

Name of presenter: Rank/title of presenter: Company/organization:

Host (on behalf of ASD): Spanish Association for Defence, Security and Space Technology Companies (TEDAE)

ASD-STE100 Simplified Technical English

The impact on System Effectiveness

Orlando Chiarello Chairman, ASD STEMG Secondo Mona S.p.A. Over 100 Years of History

AND AEROSPACE TECHNOLOGY

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2016-09-29 Impact of Simplified Technical English on System Effectiveness 2

Purpose of the presentation

Raise awareness that Simplified Technical English (STE) exists

Explain the factors that can influence the System Effectiveness

Explain the role of technical communication

Explain the role of Simplified Technical English in technical communication

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About the presenter

Orlando Chiarello – Product Support Manager of Secondo Mona S.p.A. – Chairman of the ASD Simplified Technical English Maintenance Group (STEMG) and

national delegate of AIAD (Italian Industries Federation for Aerospace, Defence and Security)

– Member of the ASD Product Services Specification Group (PSSG) – Member of the AIAD-Italy Documentation

Working Group (GLND) – Tutor at the Uninettuno University, Rome – Technical translator and technical writer – Member of the STC (The Society of Technical Communication) – Member of ARSAG (Aerial Refueling Systems Advisory Group) Maintenance Panel – Member and Honorary Fellow of the MIRCE Akademy, Exeter, UK

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Keywords

– System Effectiveness – Functionability – Events (positive and negative) – In-service states – Maintainable systems – Maintenance tasks – Human actions – Technical communication – Motion – Code – Language – Simplified Technical English (STE) – Mechanism – Technical authors – Readers

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System effectiveness

System Effectiveness is a quantitative measure of the ability of a system to deliver a target functionability performance through time. (Dr. J. Knezevic, Director and Founder of the MIRCE Akademy, Exeter, UK, December 2012.)

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System functionability

Functionability is the most important characteristic of all human-made systems. “Functionability is defined as the inherent ability of an item or system to perform a required function with specified performance and attributes, when it is utilized as specified.” (Dr. J. Knezevic, 1993)

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Time

Time

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The events that can influence system functionability

We can have:

• Positive events • Keeping or bringing a system in the State of Functioning SoFu

• Negative events • Keeping or bringing a system in the State of Failure SoFa

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System functionability – In-service states

SoFu

SoFa

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SoFu

SoFa

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SoFu

SoFa

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The concept of maintainable system

Human actions Human actions in a maintenance process have the ultimate responsibility for recognizing, interpreting, compensating for, and correcting or mitigating the consequences of deficiencies and faults of a maintenance process. Thus, the quality of maintenance, or the lack of it, is closely related to “human error” and “judgement error”, terms found frequently in reports on the malfunctioning of systems.

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Human actions The motion of functionability through negative functionability states is driven by the execution of maintenance tasks, among other factors. Full understanding of the low quality of maintenance is only possible by understanding physical causes and mechanisms that lead to the occurrence of maintenance errors during the maintenance process. The execution of any maintenance task involves the possibility of human error.

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Analyses of maintenance processes are clearly showing that ineffective communication between system engineers and maintenance personnel, through maintenance documentation, is a well-recognized contributor to the occurrence of faulty maintenance tasks. These, in turn, ineffective communication could have a significant impact on: Safety (manuals and lack of communication are parts of the dirty dozen) Reliability Availability Cost and effectiveness of a system.

Human actions

SoFa

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State of Failure (SoFa)

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State of functioning (SoFu)

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Effective technical communication

“Technical communication is the use of semiotic means to document or convey information.” (Wikipedia, the free encyclopedia)

“Technical communication includes any form of communication that has one or more of these characteristics: Communicating about technical or specialized topics Communicating by using technology Providing instructions about how to do something.” (STC – The Society for Technical Communication)

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Technical communication can also be defined as an exchange of “objects” (messages or texts) between “subjects” (persons) Person A sends a message to Person B

Successful communication is achieved when the subjects (persons A, B, C etc.) can “share” the same common code.

However, there are risks of communication failure:

Person A sends a message to Person B

But Person B does not understand that message

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A language assigns a meaning to a word and this word and its assigned meaning is recognized by everyone speaking the same language

Same code = same language = SUCCESSFUL COMMUNICATION (POSITIVE EVENT) Different code = different language = FAILING COMMUNICATION (NEGATIVE EVENT)

ONE LANGUAGE = ONE COMMUNITY

Communities can understand other communities only if they learn the language

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The need of a common code After the World War II, English became the international language of science, technology and human relations. It became also the language of aviation where the need of a common code for operation and maintenance was essential to guarantee the system functionability, safety and human life. In the late 1970s, the Association of European Airlines (AEA) asked the European Association of Aerospace Industries (AECMA) to investigate the readability of maintenance documentation in the civil aircraft industry and find a solution to simplify the language used to write such documentation. AECMA asked the Aerospace Industries Association (AIA) of America to assist in this project. Two groups from AECMA and AIA were formed. These two groups explored the existing controlled languages and researched texts in several maintenance manuals. The resulting conclusion confirmed the need for a simplified language. On June 30, 1983, in Amsterdam, the AECMA Simplified English Working Group was founded and the AECMA Simplified English project started.

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Simplified Technical English

The product of this effort was the AECMA Simplified English Guide (first release in 1986) which later (in 2005) became the ASD Simplified Technical English Specification.

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The mechanics of Simplified Technical English – Basic principles

Simplified Technical English is a set of writing rules and a dictionary of controlled vocabulary. The primary purpose of Simplified Technical English is to make technical texts easy to understand by all readers. Simplified Technical English is an adaptable and flexible resource for writing accuracy. The Simplified Technical English controlled general vocabulary has sufficient words to write all technical sentences. In addition to this general vocabulary, Simplified Technical English permits the unrestricted use of words that are ‘technical names’ and ‘technical verbs.’ Essentially… Writers can use the STE dictionary as a “core” and technical names and technical verbs that are applicable to their companies, industries, projects, and products.

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The mechanics of Simplified Technical English – Writing rules Use words that are:

Approved in the dictionary (controlled) Technical names (19 categories, not controlled, not listed in the dictionary) Technical verbs (4 categories, not controlled, not listed in the dictionary).

Use approved words from the dictionary only as the part of speech given. Use approved words only with their approved meanings. Use only the approved forms of verbs and adjectives. Write noun clusters of no more than three words. When applicable, put the article or a demonstrative adjective before nouns. Only use the active voice in procedural writing. Use the active voice as much as possible in descriptive writing. Only use the “-ing” form of a verb as a modifier in a technical name. Be clear and specific. Use vertical lists for complex text. Write short sentences (a maximum of 20 words for procedures, 25 for descriptive text). Write only one instruction in each sentence. Write instructions in the imperative (command) form. Present information gradually. Use paragraphs to show related information. Make sure that each paragraph has only one topic. Make sure that a paragraph has no more than six sentences. Use safety words (warning or caution) to identify the level of risk. Write notes only to give information, not commands. Use a “different construction” to rewrite sentences when a “word-for-word” replacement is not sufficient.

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The mechanics of Simplified Technical English - Dictionary

KEYWORD (part of speech)

Approved meaning / ALTERNATIVE

APPROVED EXAMPLE Not approved example

INJURY (n) Damage to a person BEND THE ENDS OF THE LOCKING WIRE TO PREVENT INJURY.

INNER (adj) Nearer to the center (TN) of an object

THE INNER SURFACE OF THE PART IS BLACK.

inoperative (adj) OFF, NOT OPERATE (v) MAKE SURE THAT THE SYSTEM IS OFF BEFORE YOU DRAIN THE FUEL.

Make sure the system is inoperative before you drain the fuel.

MAKE SURE THAT THE DEMISTING SYSTEM DOES NOT OPERATE.

Ensure demisting system is inoperative.

Not approved keyword

Approved keyword

Approved meaning

Suggested alternatives

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Simplified Technical English The code in maintenance manuals that regulates Human Actions

(maintenance tasks in a maintainable system)

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State of Failure (SoFa) – Causes related to technical communication

2016-09-29 28

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State of functioning (SoFu) – Actions related to technical communication

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The axioms of technical communication

In which “mechanism” is a process that is used to produce a particular result (SoFu)

In which “motion” is an act or process of moving…

Technical communication as “mechanism”...

Technical communication as “mechanism of the motion”...

Axiom 1: “Technical communication is a mechanism of the motion through “in-service states”

(Orlando Chiarello, 2014)

Axiom 2: “Simplified Technical English is the vehicle

for effective technical communication” (Orlando Chiarello, 2016)

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Who uses Simplified Technical English?

STE was designed and developed for the aviation industry , but:

58% of the STE users are now outside aerospace and defense

Copies of the latest Issue 6 (January 2013) have been requested by: More than 250 universities worldwide Important companies in various sectors of industries

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How you learn to use Simplified Technical English

Author’s side

Requisites

Good writing skills Very good command of the English Language Good knowledge of the matter being treated

First steps Careful study of the specification (writing rules) Writing practices (necessary to master the controlled

vocabulary)

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Author’s side

Training The members of the STEMG are authorized trainers (traditional

classrooms) In November 2013, ASD and the International University UNINETTUNO,

Rome, signed an Agreement by which UNINETTUNO provides certified courses (online platform)

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Author’s side

Software products and authoring tools Some software products and authoring tools (syntax and grammar

checkers, term checkers, etc.) that support STE are available on the market. These tools – although valid – cannot replace the specification and will not write STE texts for the authors

ASD and the STEMG do not endorse these products

Reader’s side The readers do not necessarily have to learn Simplified Technical English. If written in accordance with the rules, the text that the readers receive will be clear, easy, fully understandable and, above all, technically correct!

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How to prepare a document in Simplified Technical English

There are no fixed rule or schemes

Skill and competence of the author are key factors

The author should be able to:

Write a new text directly in STE

Convert existing texts from standard English into STE

The author MUST always have the reader in mind (!)

A familiarization training can be useful

Software and authoring tools can help but the author must always have the last word on its text

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The Simplified Technical English Maintenance Group Simplified Technical English is maintained by the ASD Simplified Technical English Maintenance Group (STEMG), a non-profit group, consisting of representatives from ASD member countries and non-ASD member countries

The STEMG is a well-balanced group of professionals having technical and linguistic background of experience. The tasks of the STEMG are:

To keep the specification up-to-date and to improve it as necessary

To process change requests, take the appropriate amendment actions, and release new issues of the specification as and when required

To provide recommendations to Simplified Technical English users

To promote Simplified Technical English in general

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The Simplified Technical English Maintenance Group

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Simplified Technical English

The new ISSUE 7 IS UNDER FINAL REVIEW AND WILL BE AVAILABLE IN JANUARY 2017

IT IS THE RESULT OF FOUR YEARS OF INTENSIVE WORK WITH NEW SIGNIFICANT IMPROVEMENTS AND SIMPLIFICATIONS

Latest issue is 6 – January 2013 The specification is available at no cost www.asd-ste100.org

http://www.asd-ste100.org/

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Summary

In the effective communication process, Simplified Technical English: Gives a common “code” to be shared among people

Gives the rules that help the authors write clearly

Uses a vocabulary that is restricted to 879 approved words

Shows how to use the approved words correctly

Gives each word with a defined meaning

Gives each word with a defined part of speech

Helps to remove language barriers where English is not the native language

Helps the translation of English texts into other languages

Helps the Machine Translation process

“With STE we may, at last, be on the threshold of making English logical and tidy.” (The Times)

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Example of writing

Procedure

1. Clean the bike with water to remove all dirt. Refer to Fig. 1.

2. Use a stiff bristle brush to get access to areas that are not easy to clean. These are the shift levers, the knobbly tires, and the brakes.

3. Clean the caked grime from the chain and the sprockets with a screwdriver that has a small blade.

4. Remove the grease from the frontwheel assembly with a degreasing agent as shown in Fig. 2.

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Thank you for your attention!

Questions?


More information?

Please visit: www.asd-ste100.org Please contact: [email protected] Please visit the STEMG Facebook page Follow the STEMG on Twitter @asd_stemg Get in contact with the STEMG on Linkedin Request a free copy of STE www.asd-ste100.org Orlando Chiarello [email protected]


mailto:[email protected]

http://www.facebook.com/pages/ASD-STEMG/210694588989064

http://be.linkedin.com/pub/asd-stemg/3a/374/846


mailto:[email protected]

https://www.facebook.com/orlandochiarello

https://www.linkedin.com/in/orlando-chiarello-3a975129?trk=hp-identity-name

Documents

ASD-STE100 - Simplified Technical English, The impact on System