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Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
Create and use functional taxonomy
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Create and use functional taxonomy

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Taxonomies provide an intelligent structure to information and content. Applying a taxonomy to the work of technical communicators offers opportunities to control content, find content, create and …

Taxonomies provide an intelligent structure to information and content. Applying a taxonomy to the work of technical communicators offers opportunities to control content, find content, create and maintain content relationships.

This session will present the taxonomy developed for an Oracle Finance implementation and focus on how each can be applied to specific use

The organization’s business processes were used to establish the taxonomy with the highest level representing the business functions followed by the activities performed for the function. The lowest level of the taxonomy resulted in transaction support materials resulting from the activity.

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  • 1. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.Rev 5058-CO900E PUBLIC INFORMATION Create and use a functional taxonomy Without fear! Mollye Barrett Information Development Manager, Controls and Visual Business May 19, 2014
  • 2. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Overview  Background on the project and how we arrived at the need for a functional taxonomy  Articulate some of the project challenges  Talk about the process we use to create the taxonomy and show some of the artifacts  Share how technical communicators are central to defining order and the skills they possess to support that order  This is not a session about traditional taxonomy based on organizisms  This is not a session about user-generated folksonomy
  • 3. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION About Taxonomies  Taxonomy is systematic classification  Taxonomies provide an intelligent structure to information and content  Applying a taxonomy to the work of technical communicators offers opportunities to control content, find content, create and maintain content relationships
  • 4. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION About the project  Organization determined that they would deploy a global instance of Oracle Finance  Previous Oracle deployment was in North America by IT staff in US  Hired technical writers/trainers to create training for implementation and support  Scope not defined  Added developers in other countries to support their locale  Added business analysts midway through the project  Added technical writers/trainers as development processed and scope was defined
  • 5. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Challenge  IT supported business but did not know business processes  Business focus on WHO, WHY, WHEN (contracts and customers)  IT focused on WHAT and HOW (software and systems)  IT owned the software and the training but did not want to include Business WHO, WHY, WHEN in training  Oracle upgrade had impact on other IT systems  Identifying AS IS and TO BE processes for content development not same priority in Business and IT  Distributed content development team with each member focused on Oracle functions  Global content team with members in US, Turkey, Latin America, India
  • 6. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Why create a taxonomy?  Training materials were required for a system-wide Oracle upgrade  No existing documentation, training, or documented business processes  Training team developed a functional taxonomy that helped provide a clear development structure for an Oracle Finance implementation.  The goal was to document business functions, map functions to tasks and software. Finally, the taxonomy aligned functions to identify role- based training and function-based help.
  • 7. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION What did we need?  Understand the tasks for which users needed training  Put the user tasks into a structure for the enterprise  Centralize a structure: business tasks that IT supports  Standard terms: business tasks and software functions  Universally applied terms and structure  Efficiency to manage inter-related training tasks  Cross-searchability  Conceptual framework - card sort  Place for the information object (training)
  • 8. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Where to start? First instinct was to structure topics by Oracle software functions  Many other software products developed over time to feed Oracle  Lots of customization around Oracle  Software functions were esoteric  Business users worked on tasks that were not explicit  Tasks were embedded in processes that were not Oracle specific  Deployment timeframe was not defined  Development was iterative, based on module deployment We decided to focus on tasks users performed and present with the supporting software functions
  • 9. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Avenues of approach  Access software through IT  All systems, all roles (with finance, not as easy as it sounds)  Development specs  Interview business experts about their functions and tasks  Minimal time allowances, monthly opportunities, not all explicit  Task dependencies were not always clear  Finance was global with process definition in process, lots of exceptions and sub systems  Gathered lots of information, no structure  The more we learned, the more difficult it was to see inter-relationships
  • 10. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Sort it out! P1 Sales Management P2 Order to Cash P3 Procure to Pay P4 Service Management P5 Product Lifecycle Management P6 Supply Chain to Execution P7 Finance Management P8 Human Resource Management Company sells goods and services Customers buy goods and services Company buys and pays for good and services to sell to customers Customers buy services and company provides services Company tracks incoming and outgoing payments; identifies profits and losses, reports results Company hires employees to sell, produce, and manage goods and services Company makes products Company buys materials to make products to sell
  • 11. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Continue to sort  Use available data  Get SMEs involved - narratives and business processes  What do we know about finance? Terms and meaning!  Levels - prepare for processes and activities Process Thread Sub Process Activity Process Area
  • 12. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Research, refine and continue sort Single Concept  Terms represent simple or unitary concept  Get terms right, remember first principles!  A unit of thought  May be a single-word term or a multi-word term if required to represent the concept  Three main categories  Concrete entities (payment, bill, invoice)  Abstract concepts (record to report)  Proper nouns  Levels of top (parent) terms/function with roll-up (child) terms/function
  • 13. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Start to build
  • 14. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION Usage and interaction Taxonomy aligned all groups with common structure, language and role- based activities  IT: Develop and deploy software that supports business requirements  Development, deliverables, testing, communication with business and Finance (BPD, Functional Specs and Training)  Business: Develop standard processes with supporting software and explicit requirements  Requirements explicit and software deliverables support context communication with IT and Finance  Finance: Develop global processes  Regulatory compliance validated, gaps analyzed, communication with IT and business  Training: Support IT software deployment, business requirements, and global processes
  • 15. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved.PUBLIC INFORMATION References  A collection of controlled vocabulary terms organized into a hierarchical structure. (ANSI Z39.19-2005 (R2010)  Hedden, Heather. The Accidental Taxonomist. Medford, NJ: Information Today, 2010  Stewart, Darin L. Building Enterprise Taxonomies. United States: Mokita, 2008
  • 16. Copyright © 2014 Rockwell Automation, Inc. All Rights Reserved. www.rockwellautomation.com Follow ROKAutomation on Facebook & Twitter. Connect with us on LinkedIn. Rev 5058-CO900F PUBLIC INFORMATION Questions and discussion mbarrett1@ra.rockwell.com

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