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

The Standard for Performance-Based Communication

Information MappingInformation Mapping®®

AgendaAgenda

• Introduction

• Information Mapping Company Overview

• Applications of Information Mapping

• The Information Mapping Methodology

• Benefits

• Summary

• Questions & Answers

Research based...

• Cognitive sciences

• Human factors engineering

• Task analysis

• Functionality of information types

• Display technology

The Information Mapping MethodThe Information Mapping Method

Founded 1967

Representation Over 30 Countries

Primary Customers Fortune 1000 andService Equivalents

Information Mapping at a GlanceInformation Mapping at a Glance

Partial List of Government ClientsPartial 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

ApplicationsApplications

• Regulations

• Policies and Procedures

• Reports, Proposals and Memos

• User Guides and Reference Manuals

• World Wide Web / Intranet Publishing

Prehistory - 1980 1980-Present

Volume of InformationVolume of Information

• Poorly organized

• Inaccessible

• Incomplete information

• Unclear priorities

• Inaccurate information

• Information overload

Readers’ ProblemsReaders’ Problems

• Getting started

• Large volumes of information

• Short time frames

• Readers’ needs

• Lack of standards

• Updating/Revising

• Lack of resources

• Documentation control

Writers’ ProblemsWriters’ Problems

ConsequencesConsequences

• 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

TrendsTrends

• Reinvention

• Downsizing/Rightsizing

• Do more with less

• Document Reduction

• Advanced Communication Technologies

The ChallengeThe Challenge

To get the right information...

to the right people

at the right time

in the right way.

AnalysisAnalysis

OrganizationOrganization

PresentationPresentation

FinishedFinishedProductProduct

Components of the Information Components of the Information Mapping MethodMapping Method

What you don’t 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.

After Applying the MethodAfter Applying the Method

Overview of the Overview of the Information MappingInformation Mapping®® Method Method

Information Mapping ToolsInformation Mapping Tools

6 Types of Info• Procedure • Process • Structure • Concept • Principle • Fact

1 2 3 4 5 6 7 8 9 10

Hierarchy

Integrated

Graphics

Analyze Organize Present

BLOCK

Accessible Detail

MA

PM

AP

Types of Labels • Generic

• Content • Combination

• Chunking

• Relevance

• Labeling

• Consistency

AudiencePurpose

ContentContentPurpose

Audience

Audience Focused CommunicationAudience Focused Communication

Components of AnalysisComponents of Analysis

People

Technology Information

• Identify the audience.

• What do they need to know?

• What are management’s goals?

PeoplePeople

• Who owns the information?

• What state is it in?

• What type of information is it?

InformationInformation

What do I do? What happens? Should I or shouldn’t I? What is the data?

What’s the idea? What does it look like? What is it like?

Procedures Processes Principles Facts

Concepts Structures Classifications

Z

X

Y

Information TypesInformation Types

Understanding of...

• Audience

• Purpose of information, and

• Requirements for design and organization.

Result of Analysis ComponentResult of Analysis Component

Seven Principles

Components of OrganizationComponents of Organization

• Chunking

• Relevance

• Labeling

• Consistency

• Integrated graphics

• Accessible detail

• Hierarchy of chunking and labeling

OrganizationOrganization

field hockey broad reach squash truth

rudder baseball luff rugby axiom

metaphysics mast starboard existentialism

falling off soccer aesthetics logic

basketball keel teleology lacrosse

Before ChunkingBefore Chunking

Group information into small, manageable units that the audience can easily process and comprehend.

Chunking PrincipleChunking Principle

truth luff broad reach

squash metaphysics teleology

baseball soccer starboard

rudder existentialism falling off

lacrosse logic field hockey

mast basketball rugby

axiom keel aesthetics

After ChunkingAfter Chunking

All information in one chunk relates to one main point based on that information’s purpose and function for the audience.

Relevance PrincipleRelevance Principle

field hockey truth broad reach

squash axiom luff

baseball existentialism rudder

lacrosse logic mast

soccer aesthetics starboard

basketball teleology keel

rugby metaphysics falling off

After Chunking and RelevanceAfter Chunking and Relevance

AutomotiveAutomotive EntertainmentEntertainmentMedicalMedical

After organizing related information into manageable units, provide a label for each unit.

Labeling PrincipleLabeling Principle

field hockeysquashbaseballlacrossesoccerbasketballrugby

Sports Philosophical Terms Sailing Terms

truthaxiomexistentialismlogicaestheticsteleologymetaphysics

ruddermastluffkeelbroad reachstarboardfalling off

After Chunking, Relevance After Chunking, Relevance and Labelingand Labeling

Using similar words, labels, formats, organizations, and sequences to present similar subject matters to specific audiences.

Consistency PrincipleConsistency Principle

Using graphics as an integral part of communication, not as an afterthought

Integrated Graphics PrincipleIntegrated Graphics Principle

Research FACTS

TITLELabel

Label

Label

Label35%35%30%30%

5%5%15%15%

15%15%

Communicating at a level of detail that makes needed information readily accessible and usable for multiple audiences

Accessible Detail PrincipleAccessible Detail Principle

A standard modular structure for information

Results of Organization Results of Organization ComponentComponent

• New units of information

• Presentation modes

• Templates

Components of PresentationComponents of Presentation

• Block: sentences, tables, charts, or graphics about a limited topic

• Map: a collection of related blocks about a specific topic

New Units of InformationNew Units of Information

What is anInformationBlock?

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.

Presentation—Information BlockPresentation—Information Block

Information Map, Continued

What is anInformationMap?

Information Map

An Information Map is acollection of InformationBlocks about a limitedtopic.

InformationMap/Label 2

Information Block 2.

InformationMap/Label 3

Information Block 3.

Continued on next page

Presentation—Information MapPresentation—Information Map

Text

SentencesBulleted Lists

Graphics

TablesIllustrationsGraphsVideo

Presentation ModesPresentation Modes

Consistent approach for presenting information

Results of Presentation Results of Presentation ComponentComponent

Writers will be able to

• Pre-plan documents

• Develop as a team

• Increase accuracy

• Increase access, and

• Maintain documents.

Benefits to WritersBenefits to Writers

Benefits to ReadersBenefits to Readers

Readers will get information that is

• Accurate

• Timely

• Clear, and

• Consistent.

U R L SU R L S

Information Mapping Home Page

http://www.infomap.com/

Commonwealth Accounting Policies and Procedures (CAPP) Manual Table of Contents

http://www.doa.virginia.gov/Admin_Services/CAPP/CAPP_Summary.cfm

Questions?

* * * * *

Presentation to be available

at your AGA member site