LOCATION: MTG Services Inc. and EPS Corporation
SITUATION:
The Department of Defense, specifically the Navy, maintains a large library of PDF documents for peculiar support equipment maintenance and in-field equipment maintenance manuals. In Technical Manual development and modification, two XML-based tagging standards are used within the Navy: MIL-STD-3001 and S-1000D, each with specific rules for style and content types within technical manuals.
NEEDS DEFINITION:
Understanding of MIL-STD-3001 and S-1000D document standard requirements was needed, along with development of MS Word templates to emulate MIL-STD-3001 compliance. An in-house subject matter expert resource specific to content-type definitions within MIL-STD-3001 was required, and a Documentation Development Lifecycle Quality System-Level Process Standard Operating Procedure (SOP) was needed to ensure consistency, efficiency, and quality in creating and maintaining technical manuals.
SOLUTION DEVELOPMENT: MTG Services Inc.
Template Design and Implementation
Understanding the Technical Foundation: MS Word, like MIL-STD-3001 XML, uses tagging to define content structure - when styled formatting is applied, Word inserts start and stop tags around that text. MIL-STD-3001 operates on the same principle but with far more granular, visually-defined tagging requirements across multiple content types.
The Design Challenge: A suite of MS Word templates was designed to translate MIL-STD-3001 tagging requirements into a reliable user experience. The templates abstracted complexity away from the user - technical writers with basic Word experience could focus on content while Word's underlying structure ensured MIL-STD-3001 compliance across:
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MIL-STD-3001-1: Preparation of Digital Technical Information for Multi-output Presentation
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MIL-STD-3001-2: Description, Principles of Operation, and Operation Data
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MIL-STD-3001-3: Testing and Troubleshooting Procedures
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MIL-STD-3001-4: Maintenance Information with Illustrated Parts Breakdown (IPB)
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MIL-STD-3001-5: Aircraft Wiring Information
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MIL-STD-3001-6: Structural Repair Information
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MIL-STD-3001-7: Periodic Maintenance Requirements
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MIL-STD-3001-8: Illustrated Parts Breakdown (IPBs)
Subject Matter Expertise: Served as in-house subject-matter expert for template implementation and troubleshooting, identifying patterns in writer interactions with templates by the second year and developing writer-facing checklists to help writers self-identify and correct common issues before they became problems, reducing rework and improving efficiency.
Knowledge Management: A Windows-based knowledgebase was designed and implemented for centralized storage of templates, SOPs, checklists, and deliverables.
SOLUTION DEVELOPMENT: EPS Corporation
Process Development and Execution
Building the Process: An end-to-end MIL-STD-3001 documentation development process was developed, aligned to ISO 9001:2015 quality standards. The process defined workflows, roles, responsibilities, and quality checkpoints across the full lifecycle - from requirements analysis through content development, XML tagging, validation, and publication.
Execution and Impact: A multi-location team of technical writers, illustrators, subject-matter experts, and quality reviewers was managed, delivering 75+ Electronic Technical Manuals in MIL-STD-3001 XML format over a four-year contract period. The streamlined process enabled efficient completion of contract scope ahead of the original five-year timeline.
Continuous Improvement: Quarterly structured lessons-learned reviews were conducted with the team to identify process refinements. Adjustments were implemented and documented—including updated job aids—and communicated to rotating Government SMEs and QA reviewers each quarter so they understood and could effectively support the process.
Knowledge Management and Collaboration: A SharePoint GCC High knowledgebase was designed and implemented for project collaboration, metrics tracking, and change control.