VIDEO AND TECHNICAL DOCUMENTATION -UTILITY FILMS · neutral clothing (no stripes or checkered suits…) • If necessary for the procedure, the protagonist must wear appropriate safety

C O N C E P T U A L B A C K G R O U N D

U T I L I T Y F I L M E X A M P L E S

L E G A L B A C K G R O U N D

W O R K F L O W

E Q U I P M E N T A N D T O O L S

B E S T P R A C T I C E S A N D T I P S( H I G H L I G H T E D W I T H I N T H E P R E S E N T A T I O N )

2013-03-05Holger Thater, mentor tekom CG Danmark

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VIDEO AND TECHNICAL

DOCUMENTATION - UTILITY FILMS

Conceptionalbackground

Challenge: Knowledge impartation

Challenge for Technical Communicators:Explain work procedures in a short and comprehensible way. That means:“Transfer” the related knowledge from the expert’s brain to the learner …

… by means of different kinds of media, e.g.:

Written Technical Documentation

Linear or non-linear video instruction

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2013-03-05Holger Thater, Video and Technical Documentation - Utility films

Step 1 Step 2 Step 3

Work Procedure


Written Documentation vs. Video Instruction for complex work sequences

Complex work sequences shown in written documentation require complex and

complicated textual description combined with a high amount of illustrations. Disadvantages:

Sometimes hard to understand

Danger of misinterpretation; Texts and illustrations can only partly replace a personal demonstration by an expert

High effort for the author, complex investigation

Complex work sequences shown in video documentation show the sequence as

really performed by the expert and caught on video. Advantages:

Easy to understand and to follow

Danger of misinterpretation is quite low; the expert knowledge can be adopted very easily

Less effort for the author, less investigation

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Traditional linear video instruction vs. interactive video instruction

Contrary to traditional linear videos, interactive video-documentation

is not a linear video sequence, but

consists of short video clips in flash format which are linked by means of navigation elements.

Userscan directly select the relevant procedure from a menu and

navigate targeted through the video clips.

always get the right information at the right time – one after the other, without the need for long explanations because they

see the expert act directly on the subject, see all the hidden information, which are hardly to give in written documentation.

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Definition of “Utility Film”

Interactive Instruction video (Hypervideo, Utility Film)Composed of multiple short video clips in flash format:

Duration not more than 20 sec. each (cognition theory)

normally without sound/speech or text to eliminate the language barrier

embedded in a flexible HTML and XML-based structure

linked by means of navigation elements

can be accessed all over the world via the internet by means of a standard browser with a flash plug-in

Each clip only shows one action step.

The clip stops automatically and the user performs the shown action step.

The clips are linked among one another (non-linear or linear) or to additional external information

“Utility Film “is a generic name since 2006, introduced by memex GmbH, Germany

ClaimVisual knowledge impartation without the need of text (no language barrier)

No need for learning in advance

Learning by watching – acting by imitating step-by-step

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Basic principle: linear action sequence without branching

Step-by-step actionTrigger and watch short video clip (stops automatically)

Immediately copy the action as shown

Trigger and watch the next video clip….

Watchaction 1

Copyaction 1

Watchaction 2

Copyaction 2

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Step-by-step action (branching)Choose branch (option)

Trigger and watch short video clip of resp. branch (stops automatically)

Immediately copy the action as shown

Trigger and watch the next video clip...


Basic principle: linear action sequence with branching

Watch action 1 Copy action 1

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Watch action 1 Copy action 1

Choosebranch

(option)

Branch 1

Branch 2


Utility Film examples

cognitas Gesellschaft für Technik Dokumentation GmbH

itl Institut für technische Literatur AG

ISB Information und Kommunikation GmbH & Co. KG

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http://www.cognitas.de/content/leistungen/utility-film/

http://www.cognitas.de/content/leistungen/utility-film/

http://www.clips.itl.info/de/beispiele.html

http://www.isb-ik.de/home/technische-redaktion/utility-film/beispiele.aspx

http://www.isb-ik.de/home/technische-redaktion/utility-film/beispiele.aspx

Legal background

Utility Film vs. writtendocumentation

A Utility Film can not replace but only amend the written documentation.

According to product safety regulations (e.g. ProdSG in Germany, EU machinery directive 2006/42/EC, Low Voltage Directive 2006/95/EC…) there is no possibility for not delivering written documentation.

Interactive safety instructions (which the user must actively acknowledge before he is able to proceed) can be integrated in the Utility Film.

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Workflow

Production processoverview

Concept

… defines the structural and graphic design of the film and provides a short overview of the activities to be documented.

…. includes the design of a start menu that complies with your Corporate Design.

An experienced technical author creates a structural concept, taking into account specified requirements :

target group,

complexity/granularity

Company CI…

of the existing documentation if possible.

Video shoot

… is based on the structural overview. The necessary actions are demonstrated by an expert under realistic conditions, usually on your premises, and documented by an especially trained technical author.

Post production

… as the step to integrate all elements (video clips, graphics, symbols…) needs the use of special software to embed the clips in the prepared clip structure and to add graphic elements such as symbols and pictograms. The finished video documentation can immediately be made available via the internet or an internal network.

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Workflow

Preliminaryconsiderations

• What labor value does the film have to cover? (Labor value equals the time it takes for finishing all work steps of the resp. work sequence). The labor value is the key value for calculating the effort for the Utility Film production.

• How many days must be planned for the video shoot?

• What amount of time must be planned for preparation work (Cut, selection of video footage, writing the script, creation of illustrations, editing photos and video footage, creation of html structures)?

• Which material is already available and what can be used for the video documentation (video footage, icons, pictures)?

• Is it possible to record the work steps sequentially?

• The author should be trained for making Utility Films

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Workflow

Preconditions

Thoroughly preparation of the author • Preparatory interview with the expert

(later protagonist) to • understand the subject of the video documentation

(similar to inquiry for written documentation).

• get a clear view on the length of the work steps• identify the right target group and define the didactical

concept

• fix the story board (script)

• Investigate the conditions at the video location

• Care for the permission to film• Availability of the component must be

clarified. The component should be of the same kind as the one the target group sees (no different looking test specimen).

• Check if there is a need for safety clothing/equipment for the film team.

• Read the Technical Documentation on the related topic/procedure

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Workflow

Preconditions

• Thoroughly preparation

• Author must understand how the component subject of the video documentation works. Technical Communicators/Authors are perfect for this job.

• An expert for the work sequence, who will be the protagonist on the video documentation, must be chosen

• Target group must be clear

• Didactical thoughts to be done

• Story board (script) must be prepared

• Conditions at the video location must be investigated

• Length of the work steps must be investigated

• Availability of the component must be clarified

• A second person for lighting should be available

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Workflow

The video shooting day

• Make sure the component (and the protagonist) is available and ready to work

• The component should be of the same kind as the one the target group sees (no different looking test specimen)

• If possible, care for clean and well tidied up video location

• Check for sufficient space for protagonist working with the component, lighting and camera equipment

• Check the light conditions:• Where should the lights be positioned? 3 spot lighting

(key light, fill light, back light)

• Are there disturbing conditions at the video location, like: glare, reflection, glass or other reflecting surfaces?

• Where is already lighting available at the video, location and of which kind is it?

• Care for an appropriate background (to prevent disturbing interferences)

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Workflow

The video shooting day

• Choose the best camera position

• Care for appearance of the protagonist:• no watch or jewellery

• clean fingernails

• neutral clothing (no stripes or checkered suits…)

• If necessary for the procedure, the protagonist must wear appropriate safety clothing and equipment

• Introduce the storyboard to the protagonist and the person responsible for the light

• Record the work steps, one after the other:• The author (at the video camera) instructs the

protagonist and the “light guy”: “prepare”, “start action”, “stop”

• Practice the recording workflow with all people involved

• Each work step equals one video clip, recording directly on cut position no need for cutting later on!

• Record the branching trees individually (full work sequence)

• Avoid changing the perspective view or even jumps fromone perspective to another

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Workflow

Post production

Post production is…

one of the keys for the quality of the Utility Film

one of the most cost determining parts of the process

Driven by the specific needs of the requester

Process:

1. Preparing input video material, if applicable:Cutting video material (normally not necessary for the material recorded on cut position)

Colour correction, if necessary

2. Encoding the clips with WinDV and Riva FLV Encoder

Clips are imported to the computer directly from the camera. Target screen resolution (device dependent) must be taken into account before importing.

Encoding happens during import

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2013-03-05Holger Thater, Video and Technical Documentation

Workflow

Post production

3. Editing the clips with Riva Producer:Linking the clips

Integrate interactive branching

Insert elements:

Illustrations, Graphical symbols

Text (if necessary; recommendation: avoid text)

Safety notes/panels

3D-Animations and other objects

4. Homepage creation (html) taking into account the company specific layout/CI

5. Embedding the Utility Film in existing html structures (CD, intranet, internet)

Not subject of post production:Correction of conception or recording mistakes

Film cutting, colour correction

Compensation of low-quality input/recording material

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Equipment and Tools

Hardware (Example)

Sony DSR-PD175P Professional DVCAM Camcorder with camera case, two battery packs and charger ~3.000 EURManfrotto Super Professional Tripod Mk2 (161MK2B) ~500 EURManfrotto 501HDV Pro Video Head ~150 EURCamera remote bebob ZOE-DVXL ~150 EURCosmolight Cosmobeam Lightkit C-KIT 1-C 800W in a flight case: ~1.200 EUR

3 floodlights 800 W und resp. stands3 Diffusor disks and 3 Daylight filter disks

Total: ~5.000 EUR

Recommendations: 1. Invest in good equipment!2. Ask for hardware bundle prices! (e.g.

teltec.de, memex)

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Equipment and Tools

Mandatory software forproducing Utility Films with Riva Producer

Riva Producer Enterprise ~7.000 EUR including one software licence and a 5 day training for one author (Riva Bundle „Autor“) www.memex-gmbh.com (German only), www.rivax.com(English, but limited content)

Consolidation of the entire video footage

Integration of graphical elements

Setting the links between all elements

Riva FLV Encoder (freeware)Encoding the video clips

WinDV (freeware) Video data acquisition

Riva FLV Player (freeware)

Adobe® Flash® Player (freeware)

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http://www.memex-gmbh.com/

http://www.memex-gmbh.com/

http://www.rivax.com/

http://www.rivavx.com/index.php?id=498&L=3

http://windv.mourek.cz/

http://www.rivavx.com/index.php?id=498&L=3

Equipment and Tools

Optional software forproducing Utility Films

VirtualDubVideo cut (optional) and colour correction

VLC Media Player

Adobe® Photoshop®, Adobe® Illustrator®

Adobe® Captivate®, MadCap Mimic, Camtasia Studio®

Creation of screen videos

Windows Movie MakerCutting video material (esp. for already exitingmaterial)

Magix Video DeluxeCutting and editing film sequences (esp. for alreadyexiting material)

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Equipment and Tools

Software: Tool comparison –Way of working

Comparison acc. to way of working*:

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* © (for German version) itl Institut für technische Literatur AG

Page based

Clip based

Offline Online

RIVA VX Enterprise X X

MatchWare Mediator X X

Dartfish X X X

ADIVI X X X

Acrobat® 9 Pro Extended X X

Adobe® Captivate® X X

Link recommendation:Very good comparision of Riva Enterprise, Adobe Captivate and MatchWare Mediator and a good overview for Utility Film production (cognitas Gesellschaft für Technik Dokumentation GmbH), available only in German language

http://www.google.de/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&ved=0CDAQFjAA&url=http://www.itl.eu/fileadmin/content/pdf/Diverse/tekom_09_itl_Utility-Film-war-nur-der-Anfang.pdf&ei=w-svUd9UxJLgBNvLgLgC&usg=AFQjCNH9ZxV6EapQ-Rrq4r3w4Eix8UUmgw&bvm=bv.43148975,d.bGE

http://www.cognitas.de/fileadmin/upload/pdf/Vortraege/tekom_herbst_2010_Utility_Film.pdf&ei=fQ4-UcWgM4Ll4QTnsIGYDA&usg=AFQjCNFiu

Equipment and Tools

Software: Tool comparison –Video format: Codecs und Container

Comparison acc. to video format*:

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H.263 – flv(Flash 6)

HP6 – flv(Flash 8)

H.264 – f4v (Flash 9.3)

RIVA VX Enterprise X


Dartfish (X) (X)

ADIVI X X

Acrobat® 9 Pro Extended X X X

Adobe® Captivate® X X X


Equipment and Tools

Software: Tool comparison –Distribution format

Comparison acc. to distribution format*:

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HTML PDFTool-

specific

RIVA VX Enterprise X


Dartfish X X

ADIVI X

Acrobat® 9 Pro Extended X X

Adobe® Captivate® X X


Equipment and Tools

Software: Tool comparison –Type of player

Comparison acc. to type of player*:

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Tool-specific

Adobe Flash Player

Adobe AcrobatReader

RIVA VX Enterprise X X

MatchWare Mediator X

Dartfish X X

ADIVI X X

Acrobat 9 Pro Extended X X

Adobe Captivate X X


VIDEO AND TECHNICAL DOCUMENTATION -UTILITY FILMS · neutral clothing (no stripes or checkered suits…) • If necessary for the procedure, the protagonist must wear appropriate safety

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