Good morning,

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Good morning, AGA Richmond Chapter members ! I
N F O R M A T I O N M A P P I N
G Presenter Michael Rider, EDP Electronic
Publishing Manager March 19, 2008
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(No Transcript)
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Agenda

• Introduction
• Information Mapping Company Overview
• Applications of Information Mapping
• The Information Mapping Methodology
• Benefits
• Summary
• Questions Answers

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The Information Mapping Method

• Research based...
• Cognitive sciences
• Human factors engineering
• Task analysis
• Functionality of information types
• Display technology

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Information Mapping at a Glance
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Partial List of Government Clients

• Department of Defense
• U.S. Army
• U.S. Air Force
• U.S. Navy
• U.S. Marine Corps
• Department of State
• Department of Agriculture
• Social Security Admin.
• Internal Revenue Service
• Department of Energy
• National Laboratories
• General Services Admin.

• FDA
• FDIC
• OCC
• Massachusetts
• California
• North Carolina
• Pennsylvania
• Arizona
• Florida
• Northrop/Grumman
• Boeing
• Hughes Aircraft

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Applications

• Regulations
• Policies and Procedures
• Reports, Proposals and Memos
• User Guides and Reference Manuals
• World Wide Web / Intranet Publishing

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Volume of Information
Prehistory - 1980 1980-Present
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Readers Problems

• Poorly organized
• Inaccessible
• Incomplete information
• Unclear priorities
• Inaccurate information
• Information overload

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Writers Problems

• Getting started
• Large volumes of information
• Short time frames
• Readers needs
• Lack of standards
• Updating/Revising
• Lack of resources
• Documentation control

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Consequences

• Inaccurate interpretation and misunderstandings
• Increased information access and retrieval time
• Increased rework time
• Difficult to audit
• Management/supervisor time wasted
• Poor decisions based on incomplete information
• Underutilized resources

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Trends

• Reinvention
• Downsizing/Rightsizing
• Do more with less
• Document Reduction
• Advanced Communication Technologies

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The Challenge
To get the right information... to the right
people at the right time in the right way.
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Components of the Information Mapping Method
Analysis
Finished Product
Organization
Presentation
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After Applying the Method

• What you dont see is
• the system for analysis and organization of
  information
• the guidelines and principles for selecting the
  best format, and
• an application of research findings about how
  people process information.

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Overview of the Information Mapping Method
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Information Mapping Tools
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Audience Focused Communication
Audience Purpose Content
Content Purpose Audience
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Components of Analysis
People
Information
Technology
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People

• Identify the audience.
• What do they need to know?
• What are managements goals?

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Information

• Who owns the information?
• What state is it in?
• What type of information is it?

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Information Types
Procedures Processes Principles Facts
What happens?
Should I or shouldnt I?
What is the data?
What do I do?
Concepts Structures Classifications
What is it like?
Whats the idea?
What does it look like?
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Result of Analysis Component

• Understanding of...
• Audience
• Purpose of information, and
• Requirements for design and organization.

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Components of Organization
Seven Principles
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Organization

• Chunking
• Relevance
• Labeling
• Consistency
• Integrated graphics
• Accessible detail
• Hierarchy of chunking and labeling

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Before Chunking
field hockey broad reach squash truth rudder
baseball luff rugby axiom metaphysics mast
starboard existentialism falling off soccer
aesthetics logic basketball keel teleology
lacrosse
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Chunking Principle
Group information into small, manageable units
that the audience can easily process and
comprehend.
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After Chunking
truth luff broad reach squash metaphysics teleolog
y baseball soccer starboard rudder existentialism
falling off lacrosse logic field
hockey mast basketball rugby axiom keel aesthetics

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Relevance Principle
All information in one chunk relates to one main
point based on that informations purpose and
function for the audience.
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After Chunking and Relevance
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Labeling Principle
After organizing related information into
manageable units, provide a label for each unit.
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After Chunking, Relevance and Labeling
Sports Philosophical Terms Sailing Terms
field hockey squash baseball lacrosse soccer baske
tball rugby
truth axiom existentialism logic aesthetics teleol
ogy metaphysics
rudder mast luff keel broad reach starboard fallin
g off
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Consistency Principle
Using similar words, labels, formats,
organizations, and sequences to present similar
subject matters to specific audiences.
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Integrated Graphics Principle
Using graphics as an integral part of
communication, not as an afterthought
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TITLE
Research
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FACTS
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Label
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Label
Label
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Label
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Accessible Detail Principle
Communicating at a level of detail that makes
needed information readily accessible and usable
for multiple audiences
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Results of Organization Component
A standard modular structure for information
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Components of Presentation

• New units of information
• Presentation modes
• Templates

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New Units of Information

• Block sentences, tables, charts, or graphics
  about a limited topic
• Map a collection of related blocks about a
  specific topic

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PresentationInformation Block
Information Block
What is an Information Block?
An Information Block is a container for relevant
information that consists of
one or more sentences (or tables or
diagrams) about a logically coherent
fragment of subject matter, and
a label that describes the purpose, function
or content of the Block.
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PresentationInformation Map
Information Map, Continued
Information Map
An Information Map is a collection of
Information Blocks about a limited topic.
What is an Information Map?
Information Block 2.
Information Map/ Label 2
Information Block 3.
Information Map/ Label 3
Continued on next page
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Presentation Modes
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Results of Presentation Component
Consistent approach for presenting information
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Benefits to Writers

• Writers will be able to
• Pre-plan documents
• Develop as a team
• Increase accuracy
• Increase access, and
• Maintain documents.

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Benefits to Readers

• Readers will get information that is
• Accurate
• Timely
• Clear, and
• Consistent.

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U R L S
Information Mapping Home Page http//www.infomap.c
om/ Commonwealth Accounting Policies and
Procedures (CAPP) Manual Table of
Contents http//www.doa.virginia.gov/Admin_Service
s/CAPP/CAPP_Summary.cfm

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Questions? Presentation to be
available at your AGA member site