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Acrolinx Conference 2013 - “Terminology – The Domains, the Terms, and the Conflicts” - Oracle

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For our Acrolinx implementation, we’ve created a terminology repository of more than 6000 terms. The journey of setting up terminology is complex and the issues are non-trivial. Starting with a …

For our Acrolinx implementation, we’ve created a terminology repository of more than 6000 terms. The journey of setting up terminology is complex and the issues are non-trivial. Starting with a significant source of terms, we assumed that moving to Acrolinx would be easy. But with terminology, it’s about the domains of ownership, the terms and the quality of the entries, and the kinds of conflicts that can surface between all the team members and stakeholders. In this presentation, we look, with the clarity of hindsight, at our terminology database journey, the opportunities we leveraged and missed, and the steps we are taking now as we complete the implementation and move into production.

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  • 1. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.1
  • 2. Terminology – The Domains, The Term Sets, and the Conflicts Francine M Welker Software Development Manager
  • 3. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.3 The Acrolinx Team  UX - User Assistance Engineering – My team – Our role  Terminology Owners  Information Developers – One of the many ID organizations at Oracle  UX Terminology Experts … yet another team Who we are
  • 4. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.4 The Task…  Start with a set of terms  Enter them into Acrolinx  Review  Go Live! What we set out to do
  • 5. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.5 The Journey…
  • 6. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.6 The Journey…  What did we do wrong? Nothing  What did we do right? Nothing REALLY? And we are still working on it!
  • 7. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.7 Looks Like Smooth Road Ahead…  Start with a set of terms – We had 6000 of them, stored in a spreadsheet.
  • 8. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.8 How Prepared Can You Be?  What were our terms like? – Terms – Definition – Usage – Product Line specific – Status: Approved / Rejected – All of the terms were captured using a well-defined process We are set for the next steps…
  • 9. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.9 And the Journey Begins...  Enter the terms into Acrolinx – Smooth ride, right?
  • 10. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.10 I Think I See Some Bumpy Road!  Ummm… how do we get the terms into Acrolinx? – 6000 terms – Status is critical  oh, wait… all the information is critical!
  • 11. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.11 We Can Navigate the Bump!  Spreadsheet import! – What could go wrong?
  • 12. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.12 The Journey…  The Review – There is a lot of “stuff” that we need to do to each term in Acrolinx!  Linking  Setting head term  Part of speech – Terminology experts review the terms – Of course, editors edit But wait! These terms were approved and done….. WHO is doing WHAT to TERMS?
  • 13. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.13 The Finish Line  Go Live – I can see it…
  • 14. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.14 The Domains, The Terms, and the Conflicts
  • 15. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.15 The Team  My Team – Our role is to manage the tool.  Terminology Owners – They own the content before we import  Information Developers – They use the content – They propose new terms – They use Acrolinx – They are our consumers!  UX Terminology Experts - they are set to be the Keepers of the Acrolinx Database! Who we are
  • 16. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.16 The Import  Import means the same thing to everyone, right?  What does “exactly the same” mean?  What did we agree to again?
  • 17. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.17 The Questions  What can you do to a term?  What’s a test database?  What is quality?  Who determines quality?
  • 18. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.18 Who? Who? Who?  Who owns it?  Who owns the Acrolinx DB?  Who manages the Acrolinx DB?
  • 19. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.19 The Terms…  All terms don’t belong in Acrolinx.  All terms are not created equal.  Terms have different uses.  Analysis it’s not just a good idea, it’s pretty critical.
  • 20. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.20 Use Domains and Term Sets  How should we look at our terms? – Good terms – “Bad” terms – Foreign language phrases – Symbols (% or @) that have usage notes  Acrolinx provides so many ways to manage these  Use Domains… combine term sets! Use the tool to your advantage
  • 21. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.21 Analysis  Common mistake is thinking you “know” your content. – You might know it. Other folks might just think they know it.  To get content into a new environment, analysis will uncover new and interesting information  Take the time to look at your information from a new perspective  Take the time to get everyone else to see that new perspective It’s not just a good idea, it’s pretty critical
  • 22. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.22 The Conflicts  Don’t think you can avoid conflict.  Terminology is critical and everyone has an opinion.  Terminologists are passionate and picky.  Plan for the conflict. – Understand that there will be a point that everyone will disagree. – Understand that the disagreements are usually conceptual or philosophical. – Use conflict to move the project forward for understanding of the new tool. You can’t avoid them, so plan for them
  • 23. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.23 And the Obvious Stuff Can Derail You!  Scope  Executive Management Sponsorship  Checkpoints for goals and priorities  Buy in from all the team…  Agree on goals as a team…  Scope creep… misunderstandings, etc…
  • 24. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.24 Are you on the terminology journey?  Good Luck!
  • 25. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.25
  • 26. Copyright © 2013, Oracle and/or its affiliates. All rights reserved.26