EPA-450/3-74-038
December 1973
SPECIFICATIONS
FOR THE DEVELOPMENT
OF INSTRUCTION MANUALS
FOR AUTOMATIC AIR
MONITORING INSTRUMENTS
U.S., ENVIRONMENTAL PROTECTION AGENCY
Office of Air and Waste Management
Office of Air Quality Planning and Standards
Research Triangle Park, North Carolina 27711
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EPA-450/3-74-038
SPECIFICATIONS
FOR THE DEVELOPMENT
OF INSTRUCTION MANUALS
FOR AUTOMATIC AIR
MONITORING INSTRUMENTS
by
Richard L. Dueker
Applied Science Associates
Box 158
Valencia, Pennsylvania 16059
Contract No. 68-02-1078
EPA Project Officer:
Stanley F. Sleva
Prepared for
U.S. ENVIRONMENTAL PROTECTION AGENCY
Office of Air and Waste Management
Office of Air Quality Planning and Standards
Research Triangle Park, North Carolina 27711
December 1973
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This report is issued by the Environmental Protection Agency to report
technical data of interest to a limited number of readers. Copies are
available free of charge to Federal employees, current contractors and
grantees, and nonprofit organizations - as supplies permit - from the Air
Pollution Technical Information Center, Environmental Protection Agency,
Research Triangle Park, North Carolina 27711; for a fee, from the National
Technical Information Service, 5285 Port Royal Road, Springfield, Virginia
22151.
This report was furnished to the Environmental Protection Agency by
Applied Science Associates, in fulfillment of Contract No. 68-02-1078
The contents of this report are reproduced herein as received from
Applied Science Associates . The opinions, findings, and
conclusions expressed are those of the author and not necessarily those
of the Environmental Protection Agency. Mention of company or product
names is not to be considered as an endorsement by the Environmental
Protection Agency.
Publication No. EPA-450/3-74-038
11
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PREFACE
This document introduces and presents a set of specifications to guide
manufacturers in the development of instruction manuals for automatic or
continuous air monitors (CAMs). This section will provide background as
to the need for such a specification, who should use it, and how it should
be used. The second section consists of the specification itself.
Background
It has long been obvious to those who frequently depend on manu-
facturer supplied documentation for use and maintenance of complex
equipment that, while some of the documentation is clear, complete, and
accurate, much of it is woefully inadequate. The instruction manuals
provided with continuous air monitoring instruments are no exception.
It is not uncommon to have such a manual which, though attractive in
appearance, has technical inaccuracies, does not provide enough informa-
tion, and/or is confusing to use. Often, the highly experienced technician
can keep a CAM operating and performing accurately despite shortcomings
in its supporting documentation. A problem occurs, however, when such
technicians are unavailable. A malfunctioning instrument can be out-of-
service for extended periods while awaiting a qualified person to trouble-
shoot and repair it in the field, or while the instrument is returned to
the manufacturer. At least as bad, the instrument can be operating
marginally, reporting bad data, due to improper installation, operation,
calibration, servicing, or malfunction. Such a condition might exist
undetected for some time.
To rectify this situation, CAM support documentation with the follow-
ing characteristics is required:
1. Clarity. The information presented in the manual must be
understandable and unambiguous. The meanings of all terms
should be clear, and their use should be consistent throughout
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the manual. Sentence structure, length, and complexity
must be suitable to the technician who must use the
manual.
Comp leteness. The manual must cover all the task areas
the technician is likely to encounter—installation,
operation, calibration, preventive maintenance, trouble-
shooting, and corrective maintenance. Individual tasks
within a given task area should be described where there
is any doubt that the typical user technician could
perform correctly without aid. All the information
needed to perform each such task must be provided.
Accuracy. All information provided in the manual
(e.g., sequence and content of task steps, test
outcomes, tools and materials required, parts numbers,
illustrations) must be correct for the identical instru-
ment (s) with which the manual is supplied. A common
practice among instrument manufacturers is to modify
an instrument without updating the supporting documentation.
This practice puts the technician in the position of, for
example, trying to locate a part on the instrument using
an illustration which does not correspond to the instru-
ment. At best, this causes confusion and delay; at
worst, it renders the manual useless for the given
application.
Simplicity. The manual must be designed for use by
persons with a limited technical knowledge and skill.
Formal technical training/experience or a background
in the maintenance of CAM instruments should not be
required. This permits a much greater share of
instrument maintenance to be accomplished by semi-
technical personnel (such as the CAM operators) and
reduces dependence on senior technicians and factory
service personnel.
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5. Emphasis on Troubleshooting. The key LO keeping the CAM
operating and performing accurately is syste.ma.tic and
thorough troubleshooting. The large majority of CAM
instruction manuals currently available fail to provide
a step-by-step procedure for assuring that the CAM is
working properly, and, if it is not, for leading the
technician to the specific malfunctioning part(s).
In recent years, much work has been done toward producing better
complex equipment support documentation. A major example of the outcome
of such work is the Job Performance Aid (JPA) approach. The JPA approach
is a detailed but practical technique for developing support documentation
which meets the above criteria. The approach leads the instruction manual
developer through determination of what must be included in the. manual,
gathering of preliminary data, development of the manual, and validation.'
Two JPA products result from the use of this approach.
1. Job Guides, which are standard format presentations
of supporting infcrmation and step-by-step procedures
for performance of individual tasks (e.g., install,
replace a given part, calibrate).
2. Troubleshooting Aids, including Checkout Procedures,
to ascertain whether the instrument is operating
properly, and Action Trees, which trace out the
symptoms located by the checkout to isolate
specific malfunctioning parts.
A primary goal of the JPA approach is to lead the manufacturer to
discover and include in his documentation all the information the instru-
ment user must have in order to install, operate, calibrate, service,
repair, and troubleshoot the instrument. This is a quite different
emphasis from what often occurs. In many cases, the manufacturer
spends a minimum amount of time and money on the manual initially, and
updates the manual as errors and problems are uncovered by users in the
field. Application of the JPA approach by the instrument manufacturer
assures the instrument purchaser that, even with newly-developed
instruments, the supporting documentation will be usable, complete, and
accurate.
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Application of the JPA approach has the additional advantage of
improving the quality of, particularly, the newly developed or modified
instruments. The approach requires that the instruction manual be 100%
validated, including all normal and emergency modes of operation. The
validation serves the purpose, not only of validating the manual, hut of
uncovering inability of the instrument to meet its performance specifica-
tions. This holds true, as well, where an existing design undergoes
modification, since the JPA approach requires development of updated (and
validated) documentation reiJoe ting each instrument modification. In
addition, the purchaser of MI> instrument which has undergone several
modifications since its original design will be assured that the instruc-
tion manual he receives with his instrument relates to that identical
instrument.
In order to help meet (.lie goals of EPA's quality control program for
environmental monitoring, a major effort must be made to improve the
quality of CAM support documentation. The Job Performance Aids approach
has been shown, in applications involving complex military and civilian
equipment and equipment systems, to result in a type of documentation
which wcu.1..:'. ba of great benefit to CAM purchasers. The specification
included in this report was designed, therefore, to employ the JPA approach
to guide and constrain manufacturers in the development of support docu-
mentation for automatic or continuous air monitoring instruments. There
are several key features in the specification:
1. It provides not only the required characteristics for
CAM instruction manuals, but the procedure by which the
manuals are to be developed.
2. The audience to which the manuals are to be written is
specifically defined, i.e., the general education level,
experience, and skills/knowledge are specified for the
lowest level of personnel who must be'able to successfully
use the manual.
3. The specification provides the CAM purchaser with the
option of performing quality assurance spot checks
on the interim products generated during the manual
development process.
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4. The purchaser also has the option of verifying the
manual immediately upon delivery and specifying
corrections to be made in the manual, as discovered
during verification.
Who Should Employ the Specification
As noted above, the specification x^as generated to encourage the
development of high-quality CAM support documentation. In order for it
to achieve its purpose, it must be included, along with the more usual
specification of required instrument performance and use characteristics,
in the bid information provided to prospective CAM suppliers. The
specification may be employed both by those elements within EPA who have
reason to purchase CAM instruments and by state and local air pollution '
control agencies. While the availability of JPA-type CAM support documen-
tation will be of value to agencies of all sizes, JPA documentation will
be of special benefit to the medium to small agencies. It is agencies
of this size which are most vulnerable to CAM system performance degrada-
tion due to instrument malfunction, since they less often have budgets
which permit the purchase of back-up instruments or the full-time
employment of highly skilled technicians.
Using the Specification
While simply including the specification in the bid information to
prospective CAM suppliers will assure the purchase of much more complete
and usable support documentation, the purchaser can, if he desires, use
the specification to assure that the documentation meets his unique needs.
The specification provides that the purchaser can review the interim
products which will be used to develop the instruction manual, during
the manual development process. If the manufacturer already has a manual
for the instrument in question which was developed according to the
specification, the purchaser can elect to review the document and the
interim products from which it was developed, as part of the bid evaluation.
This means that the purchaser can, for example, review the manufacturer's
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rationale for including or excluding a given maintenance task and decide,
based on the capabilities of his own technical personnel, whether that
decision was appropriate for him. Guidelines for performing such review
are included as Appendix A.
Once the instrument and its supporting documentation are delivered,
the specification provides that the purchaser can verify the manual to
assure that it is correct and in compliance with the specification. The
purchaser can determine, for example, whether the troubleshooting can
uniquely identify a given faulty part, or that the Job Guides do provide
all the information necessary to correctly perform their respective tasks.
Guidelines for performing verification are given in Appendix B.
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TABLE OF CONTENTS
Page
1. SCOPE 1
2. MAINTENANCE TASK ANALYSIS 7
3. JOB GUIDES DEVELOPMENT ' 17
4. TROUBLESHOOTING AIDS DEVELOPMENT 34
5. GENERAL REQUIREMENTS 42
6. QUALITY AND ACCURACY ASSURANCE PROVISIONS 67
7. GENERAL DEFINITIONS AND VERB LIST 75'
APPENDIX A. Guidelines for In-Process Review of Instruction Manual A-l
APPENDIX B. Guidelines for Verification of the Instruction Manual B-l
LIST OF FIGURES
Number Page
1 Flowchart of Instruction Manual Development Sequence 6
2 Example of a Preliminary Task Identification Matrix Page 9
3 Sample Test Equipment and Tool Use Form 14
4 Preliminary Information Worksheet 18
5 Detailed Step Description Worksheet 22
6 Example of Format for Preliminary Information Page 24
7 Example of Allowable Maintenance rame Arrangements 30
8 Format for Maintenance Instruction Frame - Example 1 31
9 Format for Maintenance Instruction Frame - Example 2 32
10 Page Layout 33
11 Example of Completed Function/Function Failure Analysis
Form 35
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LIST OF FIGURES (Continued)
Number Page
'12 Example of a Section Title Page 45
13 Example Cover and Title Page 47
14 Example of Format for Table of Contents 48
15 Exploded View . 57
16 Primary and Secondary Locator Illustration with Item
Enlargement 59
17 Circular Locator View and Enlargement 60
18 Proper Use of Orientation Arrows 63
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SPECIFICATION OF INSTRUCTION MANUALS
FOR
AUTOMATIC AIR MONITORING INSTRUMENTS
1. SCOPE
1.1 Purpose. This specification establishes the requirements for content
and format of the instructional and technical documentation to be provided
by the vendor to support the use of automatic or continuous air monitoring
instruments. It includes requirements for intermediate data products
necessary to the proper development and adequate quality assurance of the
documentation.
1.2 Benefits. The intention of this specification is to provide benefits
as described below, to both procuring agencies and vendors.
1.2.1 Procuring Agency Benefits. Application of this specification is
intended to provide procuring agencies with documentation which:
a. Is clearly written and accurate.
b. Can be successfully employed by relatively unskilled technical
personnel.
c. Is complete in the sense of covering all necessary instrument-
related tasks and providing all information required to correctly
perform those tasks.
d. Provides troubleshooting which can lead systematically to the
detection of a malfunction in any field-replaceable part in the
instrument.
1.2.2 Vendor Benefits. Benefits can be expected to accrue to instrument
vendors as a result of validation (see 6.3). The process of validation
will demonstrate the ability of the instrument to perform according to the
required instrument performance specifications. Failure of the instrument
to perform adequately can then be dealt with during development. The
need for costly field modifications and updating of existing documentation
can be much reduced.
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1.3. Philosophy. This specification employs the Job Performance Aid (JPA)
concept and approach. JPA-type instruction documentation (hereafter
referred to as "Instruction Manual" or "manual") is intended to provide
detailed, accurate, and complete information in a standard and systematic
manner. The emphasis is on providing a technician, whose abilities are
known (see subsection 1.5), with just that information he requires to
perform a specified task (e.g., install) on the instrument. The infor-
mation is provided in an easy-to-use fully proceduralized format which
guides the technician step-by-step through the performance of the task.
The vendor will be expected to adhere to this philosophy in the develop-
ment of the Instruction Manual for the subject procurement.
1.4 Content/Coverage. The Instruction Manual provided in accordance
with the subject procurement shall cover, in the manner outlined elsewhere
in this specification, tasks related to the installation, operation,
calibration, preventive or periodic maintenance, troubleshooting, and
corrective maintenance of the subject instrument. The coverage in the
Instruction Manual shall be of the identical model and configuration
as the subject instrument. That is, all text information and all illus-
trations shall relate to exactly the same parts and physical layout of
parts within the instrument as pertain to the delivered instrument.
1.5 Intended Audience for the Instruction Manual. The instruction manual
shall be written for user technicians within the procuring agency who have
the following minimum qualifications.
1.5.1 Aptitude/Intelligence. The user technician may be assumed to
possess levels of mechanical and electronic aptitude and general intelli-
gence normal to the population at large.
1.5.2 Formal Education/Reading Level. The user technician may be assumed
to be a high school graduate and have a ninth-grade reading level.
1.5.3 Formal Technical Training/Experience. The technician will be
assumed to have had no formal training or experience in the theory or
maintenance of chemical/electrical/mechanical systems, except as described
in 1.5.5.
1.5.4 Previous Training/Experience with the Subject Instrument. The
technician may be assumed to have had no previous training on or experience
with any of the tasks in the Instruction Manual.
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1.5.5 User Technician Assumed Input Repertoire. The user of the
Instruction Manual may be assumed to possess the following skill and
knowledge elements:
a. Knowledge of the tools and materials required for maintaining
the instrument sufficient to permit identifying, locating, and
correctly using them.
b. Ability to detect worn, corroded, dirty, broken, or other-
wise defective component parts by visual, tactile, or auditory
examination and comparison to properly functioning parts.
c. Ability to coordinate adjustment-screw or hand-knob movements.
d. Ability to detect leaks in tubing and piping connections
using simple leak-detection aids, as appropriate.
e. Ability to detect pinched, ruptured, or otherwise defective
tubing, and incorrect tubing connections.
f. Ability to connect/disconnect standard tubing and piping
connectors, achieving leakproof connections and without injury
to threads. ' This includes the use of teflon tape, as appropriate.
g. Ability to connect/disconnect standard electrical connectors.
This includes identifying wires to facilitate correct connection,
and achieving tight connections without damage to the leads or
terminals.
h. Ability to correctly interpret function diagrams, wiring and
tubing diagrams, and troubleshooting charts.
i. Ability to use a VOM, VTVM, or multimeter to achieve accurate
circuit measurements without damage to the instrument.
j. Ability to solder and unsolder electrical terminals, making a
good electrical and mechanical connection without shorting or
grounding the connection, or damaging circuit components.
k. Ability to accurately read and interpret (using calibration
curves, as required) the following:
(1) Regulator pressure gauges
(2) Flowmeters
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(3) Micrometer dials
(4) Instrument meters
(5) Strip charts
(6) Max/min reading thermometer
(7) Line voltage meter
(8) Liquid levels (e.g., using a graduated cylinder)
1. Ability to plot a line of best fit using the least squares
technique, given a step-by-step procedure.
m. Ability to make computations involving several variables,
given a step-by-step procedure showing individual addition,
subtraction, multiplication, and division operations.
n. The ability to handle caustic or otherwise dangerous reagents
without injuring personnel, damaging equipment, or contaminating
the reagent .
o.- Ability to accurately obtain definite volumes of solutions using
apparatus such as a pipette, syringe, volumetric flask, or burette.
p. Ability to use an analytical balance to obtain an accurate weight
of a dry reagent. This includes the ability to:
Zero the balance .
(2) Adjust sensitivity range without extreme changes which
might damage the balance.
(3) Read and interpret the indicated mass.
q. Ability to assemble sample apparatus with each component in proper
sequence, using butt-torbutt connections, tygon tubing, and silicone
or fluorocarbon grease as appropriate to create a leakproof
assembly .
1.5.6 Additions to the Input Repertoire. . Additions may be made in the
user technician assumed input repertoire, as set forth in 1.5.5, only
with the approval of the procuring agency. Such additions when approved
shall be documented and become part of the user technician assumed input
repertoire to be used in the development and quality assurance of the
various JPA products.
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1.6 Instruction Manual Development. It is intended that the development
of the Instruction Manual for the subject instrument should follow a
prescribed sequence of steps, as described elsewhere in this specification.
A flowchart, outlining the sequence of these developmental activities, is
provided in Figure 1. The number(s) in parentheses following each activity
title refers to the subsection of this specification pertaining to the
activity.
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MAINTENANCE TASK ANALYSIS
Collect Data (2.2)
Generate Preliminary Task
Identification Matrix (2.3)
Generate Test Equipment
and Tool Use Form (2.4)
Determine Head/Book Tradeoff (2.5)
JOB GUIDE DEVELOPMENT
Generate Preliminary Information
Worksheets (3.2)
Generate Detailed Step
Description Worksheets (3.3)
Prepare Input Conditions Pages (3.4)
Draft Narrative Text (3.5)
Prepare Illustration (3.6)
Format Job Guides (3.7)
TROUBLESHOOTING DEVELOPMENT
Generate Functions/Function
Failure Analysis (4.2)
Generate Symptom List (4.3)
Draft Checkout Procedure (4.4)
Generate Component Block Diagrams/Draft
Action Trees (4.5)
Prepare Illustrations (4.6)
Format Checkout
Procedures/Action Trees (4.7)
ASSEMBLY/VALIDATION
Assemble Instruction Manual (5.1)
Validate Instruction Manual (6.3)
Figure 1. Flowchart of Instruction Manual Development Sequence
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2. -MAINTENANCE TASK ANALYSIS
2.1 Purpose. The purposes of the maintenance task analysis are to:
a. Generate and/or collect required technical data to support
.the development of Job Guides and Troubleshooting Aids.
b. Identify all tasks to be described within the Instruction
Manual and all maintenance significant parts (MSP) to be isolated
through troubleshooting.
The following intermediate products shall be prepared in accordance with
the requirements specified herein:
a. Preliminary Task Identification Matrix
b. Test Equipment and Tool Use Form
c. TIM Annotated for Head/Book Tradeoff
2.2 Data Collection. Data for use in preparing the various interim
products described in this Section and in Sections 3 and 4 shall be
gathered as set forth below.
2.2.1 Data Sources. The following types of documentation shall be
collected. The most recent issues at the time the task analysis is per-
formed shall be used. The data sources shall include but are not limited
to:
a. Functional flow block diagrams
b. Schematic block diagrams
c. Electrical schematics
d. Engineering drawings
e. Instrument specifications
f. Parts vendor-supplied specifications, drawings, pictures,
maintenance requirements, etc.
g. Special tools and test equipment manuals
h. Illustrated parts breakdown
i. Existing instrument installation, calibration, operation,
maintenance, and troubleshooting manuals
j. Engineering reports
k. Field data, including observational data on maintenance operations
as performed on prototype and/or procurement-identical instruments.
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2.2.2 Duplication of Effort. The preparation of the maintenance task
analysis shall not result in duplication of effort. Valid data which have
already been prepared as part of instrument development shall be used
where available and applicable. The data shall be incorporated in the
intermediate products by reference.
2.2.3 Use of Computer. The use of a computer for data storage and re-
trieval is acceptable. Data formats specified in this Section and in
Sections 3 and 4 may be modified for computer use so long as the information
requirements and deliverable data requirements of this specification are
met.
2.3 Preliminary Task Identification Matrix. A Preliminary Task Identi-
fication Matrix (PTIM) as shown in Figure 2 shall be prepared in accor-
dance with the requirements set forth in the following paragraphs.
2.3.1 Instrument Hardware Item and Code (i.e., row headings). The names
for subsystem, equipment, group, etc., down to the MSP level shall be
entered in the rows of the PTIM, as illustrated in Figure 2. The method
of subordination shall be as specified in subparagraph 2.3.1.1. A unique
numerical code designation shall be assigned to each hardware item. This
numerical code shall reflect the hardware end item hierarchy, as shown in
Figure 2.
2.3.1.1 Method of Subordination. One of two methods of subordination
shall be employed, at the option of the contractor, to establish the
hardware end item hierarchy:
a. Function-related. Assemblies, subassemblies, etc., which
relate to the same general function (e.g., power supply, sample
flow, amplifier) are listed together as separate subsystems.
b. Location-related. Items can be subordinated according to the
grouping and layout of the items within the instrument. An example
of location-related subordination would be main chassis top, sub-
chassis on main chassis, tie point on subchassis, MSPs (i.e.,
resistors, capacitors, diodes, etc.) on tie point.
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System Hardware Item
Notes
V
Power Supply Section
Ozone Monitor
Switch, Power
Holder, Lamp
DS4
Lamp. Neon
Holder. Fuse
Transformer, Power
Diode
CR1
i 16;
i lie i
il
PC Board. 110 Volt Power
Supply
Pump Fan Assembly
Reed Valve Assembly
.5511109.
Detector Cell Assembly
PC Board, Electrometer
Amplifier
5511082
Figure 2. Example of a Preliminary Task Identification Matrix Page
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2.3.1.2 Determination of Maintenance Significant Parts. The follow-
ing guidelines shall be used in determining which hardware items
constitute MSPs:
a. Normally, attaching hardware (e.g., screws, bolts) and
knobs, grommets, washers, spacers, instrument feet, and similar
miscellaneous small parts would not be considered as MSPs and
would not be listed in the hardware end item hierarchy. Such
items shall be included when operating conditions (e.g., high
temperature or vibration) increase the likelihood of failure
and such failure will affect the proper operation of the instru-
ment.
b. Printed circuit boards, encapsulated assemblies, and other
electronic components containing distinguishable parts which are
not effectively repairable in the field shall be considered
as MSPs.
c. Mechanical items containing distinguishable parts but which
require special technical skills and/or equipment for repair
shall be considered MSPs. Examples of this would be items which
are factory evacuated/purged and sealed or which must be aligned
using instrumentation not typically possessed by the procuring
agency.
All decisions concerning MSPs are subject to approval during PTIM
review.
2.3.2 Reference Designator. A reference designator distinguishes various
identical equipment items in terms of their location and function within
the instrument. For many instruments, reference designators are set
forth in schematic diagrams.
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2.3.3 Maintenance Function Entries (i.e., column headings). The following
maintenance functions shall be the column headings of the matrix. They
are defined in the Verb List, subsection 7.3.
a. Adjust
b. Align
c. Calibrate
d. Checkout/Troubleshoot
e. Clean
f. Disassemble/Assemble
g. Inspect
h. Lubricate
i. Operate
j. Remove/Install
k. Repair
1. Service
Other maintenance functions may be added to the above list from the
Verb List. The column headings of the. PTIM shall be assigned a code
such as the numbers shown in Figure 2. All decisions concerning selec-
tion of maintenance function entries are subject to approval during PTIM
review.
2,3.4 Level of Repair Entries (i.e., cell entries). For each intersection
within the PTIM, entries shall be made, in the upper half of the cell, in
accordance with the subparagraphs to follow.
2.3.4.1 Cell Entries. The following codes shall be employed to
specify level of repair:
— - (dash) no maintenance task of this type is performed on
this hardware item
A - a maintenance task of this type is performed by the pro-
curing agency technicians
V - a maintenance task of this type is performed by the
vendor or his representative, either at a service
facility or in the field
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• 2.3.4.2 Determination of Level of Repair. The vendor shall make
every reasonable effort to minimize the number of maintenance tasks
of type "V" in subparagraph 2.3.4.1. All "V" entries should be
substantiated (see paragraph 2.3,6). All decisions concerning level
of repairs are subject to procuring agency approval in the PTIM
review.
2.3.5 "Found in Troubleshooting." A checkmark entered in the "Found
in Troubleshooting" column indicates that when this instrument hardware
item malfunctions, the malfunction must be uniquely identifiable by
troubleshooting procedures. The set of items with a check in this column
represents a complete list of the components that are replaced or repaired
as the result of troubleshooting. In most cases troubleshooting will be
carried out on the total instrument. Occasionally, it may troubleshoot
subsystems within the instrument separately, either in lieu of or in
addition to instrument-level troubleshooting. Lower level checkout/
troubleshoot tasks shall be identified by an "A" entry in the checkout/
troubleshoot column, opposite the appropriate end item hierarchy entry
or entries. Where multiple checkout/troubleshooting sequences are to be
developed, ,the end item hierarchy shall show unambiguously which MSPs
are to be isolated by which sequence(s).
2.3.6 Notes. The "notes" column may contain any information that would
facilitate later stages of the manual development process. It may contain
any or all of the following:
a. The fact that one of the tasks bears some special relationship
to another task.
b. Substantiation for a "V" level of repair, i.e., the reasons
why vendor maintenance is assumed to be required.
c. A further numerical identifier of the equipment item (e.g.,
manufacturer's part number) if necessary to uniquely and exactly
specify the item.
d. The fact that one of the tasks is especially hazardous or dif-
ficult, or any fact that must not be omitted from subsequently
prepared subproducts.
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2.3.7 Review and Approval. The procuring agency may require that the
Preliminary Task Identification Matrix be submitted by the vendor for
review and approval. The approved Preliminary Task Identification Matrix
shall identify the full population of instrument maintenance tasks and
maintenance level at which each task is performed. Subsequent additions
to, or deletions from, this population of tasks may be initiated by either
the vendor or the procuring agency, but shall be approved by the procuring
agency. Additional information concerning review and approval is con-
tained in 6.1.
2.4 Test Equipment and Tool Use Form. This document provides detailed
information on the use of test equipment and tools in conducting mainte-
nance tasks. It shall be prepared by the vendor in accordance with the
requirements that follow.
2.4.1 Classes of Information. The Test Equipment and Tool Use Form
(TETUF) shall present the following classes of information for each tool
and item of test equipment to be used in maintaining the instrument:
a. Name and number of item
b. Functions
c. Information to be included in the Instruction Manual
d. Prerequisite skills/knowledge, i.-e., information to be given
in training, or information that the agency technician is assumed
to already know.
A suggested format for the presentation of this information is illustrated
in Figure 3.
2,4.2 Name and Number of Item. Each item of test equipment and each
special tool used in any maintenance task shall be listed. Common hand
tools, the use of which will not be described in the Instruction Manual,
may be grouped in a single entry. A model number or part number that
distinguishes each item from every other shall be included with the
item's name.
2.4.3 Functions. All functions for which each item of test equipment
or special tool is used in the performance of maintenance tasks shall be
listed opposite the name of each item.
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TEST EQUIPMENT AND TOOL USE FORM
Name and Number of Item
Functions
Information to be
Included in Manual
Prerequisite
Skills/Knowledge
Multimeter, Simpson 260
Measure DC
Voltage
1. Point of test will
be stated in text and
illustrated without
pseudo test leads.
2. To establish po-
larity of points of
test, the test leads'
will be associated
with the correct
point of test.
3. The expected read-
ing shall be stated as
a range of acceptable
values; e.g., check
that the meter indi-
cates VDC
or more.
4. The Manual will
not normally contain
specific range or
function switch set-
ting information. The
user will be expected
to know the appropri-
ate setting of these
controls given the
expected reading. In
situations where the
reading is other than
normal, the range
information will be
supplied to prevent
test equipment damage.
1. Recognition of
meter for use in
making DC voltage
measurements.
2. How to make range
and function switch
setting determinations,
3. How to read meter
scales.
4. Any necessary
safety precautions.
5. How to set up.
meter and make actual
readings.
Figure 3- Sample Test Equipment and Tool Use Form
14
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2.4.4 Manual Information. Opposite each function shall be listed the
classes of information to be included in the manual whenever any of these
functions is to be accomplished using the named item. The initial deter-
mination of what information is to be included shall be made on the basis
of information provided by the Procuring Agency about the capabilities of
the expected users of the manual (see subsection 1.5). Each entry
concerning the class of information to be conveyed shall be followed by
one or more standard statements that shows the words to be used whenever
that class of information is to be'conveyed. A standard statement has
blanks that are used to fit the statement to specific circumstances. For
example, "Check that multimeter reads VAC or more" is a standard
statement with a blank left for filling in specific voltage limits.
•
2.4.5 Prerequisite Information. Opposite each function shall be listed
the classes of information to be given in training. In general, when
considering tools and test equipment, the manual should tell the worker
what to do, while the training should tell the worker how to do it and
provide practice adequate to establish fluent performance.
2.4.6 Review and Approval. The procuring agency may require that the
Test Equipment and Tool Use Form be submitted for review and approval
(see 6.1).
2.5 TIM Annotated for Head/Book Tradeoff. Application of Head/Book
Tradeoff Guidelines to the tasks identified in the Preliminary TIM
will result in the TIM Annotated for Head/Book Tradeoff. The Head/Book
determination shall be made for every "A" entry in the PTIM.
2.5.1 Row and Column Headings. The row and column headings for this
matrix shall be identical to those specified in paragraphs 2.3.1 and
2.3.3.
2.5.2 Matrix Cell Entries. The possible cell entries shall be the
following, made in the lower right half of each cell:
-— - (dash) no maintenance task of this type is performed on
the hardware item
H - performance of this task shall not be described in detail
in the manual
B - performance of this task shall be described in the manual
15
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2.5.3 Head/Book Tradeoff Guidelines. The following guidelines shall be
employed in making the Head/Book Tradeoff determination:
a. Tasks in which the sequence of step performance is critical
to the efficient, safe, and equipment-damage-minimizing performance
of the task should be designated as "Book."
b. Tasks which involve complex, difficult-to-perform perceptions,
discriminations, problem solving, decision making, and/or motor
coordination should be designated as "Book."
c. Tasks which, if not correctly performed, are hazardous either
to the technician or the equipment should be considered "Book."
d. Extremely long tasks, i.e., more than 10-12 steps, which are not
highly iterative, are "Book" tasks.
e. Tasks which require the use of special tools and test equipment
should be considered as "Book."
f. Tasks which the technician can perform correctly, based on brief
inspection of the relevant end item(s) and without complications as
noted in Guidelines a through e, may be considered as "Head." For
example, since it is assumed that the user technician can solder/
unsolder (see 1.5.5J), a task which only involves replacing a resistor
need not be covered in the manual.
2.5.4 Review and Approval. Decisions concerning Head/Book Tradeoff are
subject to procuring agency approval at its option, during TIM review
(see 6.1).
16
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3. JOB GUIDES DEVELOPMENT
3.1 Coverage. Job Guides shall be prepared to support all maintenance
tasks identified by an "A/B" entry in the TIM, with the exception of
Checkout/Troubleshoot. The information contained in the Job Guides will
be based on the data sources and interim products determined in Section 2
of this specification.
3.2 Preliminary Information Worksheet (PIW). The vendor shall develop a
Preliminary Information Worksheet for each Job Guide task in the TIM. The
PIW serves two functions:
a. It consolidates onto one worksheet all of the necessary precon-
dition information for the performance of each task. This infor-
mation will later be presented on the preliminary information pages
(see 3.4) .
b. It provides for documentation of the interrelationships between
tasks. Some tasks may be initiated as the result of the performance
of another task, e.g., corrective maintenance tasks are normally
initiated as the result of a troubleshooting procedure. Some tasks
(e.g., installation and preventive maintenance) may not normally
be initiated by others but cause others (e.g., calibration) to be
performed. The data will be used to prepare task introductions and
to organize the tasks within the manual.
Format of the PIW shall be similar to that shown in Figure 4. Spacing
may be varied to accommodate the required data, but the sequencing of
information shall not be varied. When a worksheet does not provide suffi-
cient space, the contractor shall prepare continuation sheets in the format
most suitable for presentation of the data. Each continuation sheet shall
include the number of the data item being continued, the equipment item
nomenclature and maintenance function which define the task, and a page
number. The first continuation page shall be designated as page 2. The
preliminary information worksheet shall contain the following information.
3.2.1 Analyst. Name of the individual who prepares the worksheet.
3.2.2 Date. Date of completion of the worksheet.
17
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Analyst PRFI IMIMARV
' r n tiLiiviiiMMn Y
n»tP WORK
1. Maintenance Function 2. Hardware Item
5. Special Tools and Test Equipment
7. Personnel Requirements
9. Equipment Condition
11. Replacement Parts and IPB Reference
13. Frequency n Scheduled every
n Unscheduled ., times per year
INFORMATION
OLJCpT - . ,
orlt1-1 Document Control No.
3. Next Higher Assembly 4. Applicability
6. Supplies
8. Forms
10. Notes, Cautions, and Warnings
12. Short Task Summary
D Calendar time
D Operating time
14. Basis for Task Initiation
15. Follow-on or Referred Tasks
Figure 4. Preliminary Information Worksheet
-------
3.2.3 Maintenance Function. One of the column headings of the task
identification matrix, as listed in 2.3.3.
3.2.4 Hardware Item. One of the row headings of the task identification
matrix, as defined in 2.3.1. This will include nomenclature and part
number.
1.2.5 Next Higher Assembly. The nomenclature and part number of the next
higher assembly upon which the subject item is installed.
3.2.6 Applicability. The applicability of the data on this worksheet to
specific models or configurations within models. If the data is applicable
to all configurations, the word "all" shall be entered.
3.2.7 Special Tools and Test Equipment. The tools and test equipment,
listed in accordance with 2.4, that are used in the subject task other than
common hand tools. Common name, specific name, and part number shall be
indicated for each tool or item of test equipment.
3.2.8 Supplies. All expendable items, consumable items, and nonaccount-
able replacement parts that are customarily brought to (or are available
at) the task site. Some examples of supplies are sealants, lubricants,
replacement lamps, labels, safety wire, gaskets, electrical tape, "mainte-
nance in progress" tags, data sheets, calibration curves, and conversion
tables.
3.2.9 Personnel Requirements. A narrative description of the number of
men required to perform the task, their qualifications, and their role
in the accomplishment of the task. If communication is required, typical
frequency and means of communication shall be stated.
3.2.10 Forms. Any forms that the technician needs to fill out during
task performance, as well as the source of instructions for filling them
out.
3.2.11 Equipment Condition. The state or condition of the equipment
that must exist before the task can be performed on it. For example, the
equipment may have to be warmed up or calibrated before the task can be
initiated.
19
-------
3.2.12 Notes, Cautions, and Warnings. "Notes" highlight the task aspects
or steps that are vital to correct task accomplishment. "Cautions" refer
to practices which prevent or preclude instrument damage and/or inaccuracy.
"Warnings" speak of safety hazards and how personal injury can be avoided
or prevented. The entries under this heading will include all general
cautions, warnings, and notes which, if not observed, could cause loss
of instrument effectiveness, personal injury, or serious instrument damage.
They apply to precautions that need to be made clear before a task is
begun and to factors to be kept in mind throughout task performance.
3.2.13 Replacement Parts and IPB Reference. A listing of any parts
that may be required during accomplishment of the task. Each part shall
be identified by nomenclature and number, and referenced to the applicable
figure in the Illustrated Parts Breakdown (IPB) should an IPB be employed
as a data source.
3.2.14 Short Task Summary. A concise technical description of what the
task accomplishes and the means that are employed.
3.2.15 Frequency. Indicate whether the task is accomplished on a
scheduled or an unscheduled basis. If the task is unscheduled, indicate
the approximate number of times per year that this task would normally
be performed. If the task is scheduled, indicate the scheduled interval
(number of hours, days, weeks, etc.). Indicate also whether the mainte-
nance interval is stated in terms of calendar time or operating time.
3.2.16 Task Initiation. Indicate the task type by using one of the
following codes:
C - corrective maintenance task (unscheduled)
0 - operational task (i.e., operation, calibration, installation)
P - scheduled task (i.e., preventive maintenance)
Indicate whether the task is normally initiated as a result of performing
some prior task. Identify the task that is performed prior to the sub-
ject task. If there are many such tasks, continue the list on a continua-
tion sheet. Indicate the precise basis for task initiation, such as the
malfunction symptom that establishes the need for this task to be performed.
20
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3.2.17 Follow-On Tasks. Identify those tasks which must be performed
after the subject task. Some tasks are not complete work units in them-
selves. When the goal of the task has been achieved, the instrument
cannot be left in its current condition. The tasks required to return
the equipment to a ready state or to a safe condition shall also be listed
in this item.
3.2.18 Notes. Any information that should be provided to facilitate the
understanding of the data items on the worksheet shall be entered on the
reverse side of the sheet.
3.3 Detailed Step Description Worksheet. This worksheet shall be used for
recording a step-by-step description of each Job Guide task. The emphasis
should be on compiling all data that will be needed to develop the narrative
text and illustrations for the Job Guide. It shall present information
keyed to the task steps. The format of this worksheet shall be similar to
that shown in Figure 5. The task steps shall be at a level of detail
appropriate to the intended audience (see subsection 1.5). They shall be
complete, accurate, and in correct sequence. The data items that shall be
included on this worksheet are the following.
3.3.1 Analyst. Name of the individual who prepares the worksheet.
3.3.2 Date. Date of completion of the worksheet.
3.3.3 Maintenance Function. One of the column headings of the task iden-
tification matrix as defined in 2.3.3.
3.3.4 Hardware Item. One of the row headings of the task identification
matrix, as defined in 2.3.1.
3.3.5 Task Step Description. A full and accurate listing of the steps
to be performed in accomplishing the subject task. Include all technical
details, such as tolerances, notes, cautions, and warnings, and use of
tools and test equipment.
3.3.6 Equipment Drawings. Indicate the location of applicable drawings,
among the data sources, which convey the appearance and location of both
the work site and the specific equipment items with which the task per-
former must interact. Identify the location of any relevant general-locator
21
-------
hO
Analyst
Date
DETAILED STEP
DESCRIPTION WORKSHEET Document Control No.
1. Maintenance Function 2. Hardware Item
3. Task Step Description
(a) Step No.
(b) Description
4. Equipment Drawings
5. Maintenance Support Information
6. Special Instructions and SOPs
7 Panp nf
Figure 5. Detailed Step Description Worksheet
-------
drawings, item enlargements, and exploded-view drawings. Include file
numbers of all illustrations created to accompany the detailed step descrip-
tion text.
3.3.7 Maintenance Support Information. Any instructions or reference
information that are not appropriate for inclusion as steps in the task
shall be identified and referenced for use in the generation of notes,
cautions, and warnings. The step or steps to which this additional infor-
mation is most applicable shall be indicated.
3.3.8 Special Instructions and Standard Operating Procedures. Those steps
which require special instructions, such as how to perform a leak test, or
which are performed in accordance with standard operation procedures (e.g.,
EPA reference methods) shall be identified, and the source of such instruc-
tions shall be referenced or the data shall be entered.
3.3.9 Page Number. Indicate page number in the form "Page of ."
3.4 Input Conditions Pages. An Input Conditions Page shall be developed
from the data provided on the Preliminary Information Worksheet (see 3.2),
for each Job Guide. The major emphasis during the development of the Input
Conditions Pages is the determination of task grouping to form each acti-
vity, i.e., each Job Guide, as defined in 3.4.1. The Input Conditions Page
is the first page in the Job Guide and contains items of information as
described in 3.4.2 through 3.4.11. The format shall be as shown in Figure
6.
3.4.1 Activity Defined. An activity shall consist of one of the following:
a. A single maintenance task.
b. A group of tasks that are usually performed in the same sequence
(e.g., remove, repair, install).
c. One or more tasks with references to other activities.
A common example of alternate c is where the same series of covers and
panels may have to be opened or removed to gain access to several items.
The repetition of one procedure many times only adds to the amount of
textual material ./ith which the experienced technician must cope.
23
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INSTALL THE OZONE MONITOR
INPUT CONDITIONS
Ihtroduct ion
The installation activity includes
setting up the Ethylene supply and
External Ozone Generator systems
and connecting them to the Ozone
Monitor. It includes connecting
the sample and exhaust lines and
the chart recorder. When all
connections have been made, the
Monitor is checked for leaks.
This activity should always be
followed by a primary calibration
of the Ozone Monitor using the
Neutral Buffered Potassium Iodide
Reference Method. Refer to page 7-29.
ApplI cable Mods:
All
Special Tools and Test Equipment:
12" Adjustable Wrench
Two 7/16" Open End Wrenches
Two 1/2" Open End Wrenches
Two Support Stands
Three UtiIity Clamps
Liquid Leak Detector Solution
10 ft. Rubber Tubing, Thick Walled,
1/4" I.D., or equivalent
Ethylene Cylinder
Air Cylinder or Air Pump
Personnel Required:
One Technician
Equipment Conditions:
Ozone Monitor removed from shipping
crate and inspected for visible
damage.
WARN IMG
Exercise extreme caution when
performing the following
installation due to the exclosi'/c-
properties of ethylene gas when
subjected to rapid temperature
rises. Make certain that all
connections are mated properly so
that gas leakage does not occur.
CAUTION
Avoid use of Tygon tubing in the
Sample Introduction and Calibration
Sample Systems.
Figure 6. Example of Format for Preliminary Information Page
24
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In situations where identical task steps are required to gain access to
several different components in different tasks within a volume, the access
information may be written out completely as a separate task in the volume
and referenced in the other tasks, as necessary. These references shall
appear in either:
a. The Equipment Conditions section of the Preliminary Information
page,
b. A note in the procedure, or
c. A task step of the procedure.
Closing-up procedures shall be developed in the same fashion as access
information. To the extent that closing-up procedures are not exact
reversals of their access procedure, such procedures shall be developed
as separate tasks.
3.4.2 Section Heading. The name of the section (e.g., Installation,
Calibration) shall appear at the top of the page.
3.4.3 Activity Title. The activity title shall appear in capital letters
below the section heading. Activity titles shall specify the type of main-
tenance to be performed (e.g., replace, inspect, adjust) and the hardware
item that is to receive the maintenance.
3.4.4 Introduction. A brief introductory statement shall follow the
Section Heading and shall state the objective(s) of the activity, a descrip-
tion of the operation(s) to be performed, and possible antecedent events
(i.e., other tasks or troubleshooting procedures which may have led the
technician to this particular point). Where there are many tasks in one
activity and where there is more than one possible sequence of tasks, the
conditions dictating each sequence shall be stated. If any task is a
scheduled maintenance task, the introduction shall-include the interval
between occurrences and other conditions which dictate the performance of
the task.
3.4.5 Applicable Serial (Model) Numbers. The serial number ranges or
model numbers of the various equipment configurations to which the activity
is applicable shall be stated. If the instructions apply to all configura-
tions, the word "all" shall be entered.
25
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3.4.6 Special Tools and Test Equipment. All test equipment and special
tools not listed as common hand tools in the TETUF (see subsection 2.4)
shall be identified. The special tools and/or test equipment needed for
the performance of the maintenance activity shall be listed, including
specific name and part number.
3.4.7 Supplies. Expendable items and support materials shall be listed.
Sealants, lubricants, replacement lamps, labels, "maintenance in progress"
tags, etc., are considered expendable items. When the item can be identi-
fied by a part number, the number shall be given. The quantity and size,
when applicable, of each expendable item required to complete the task
shall also be given.
3.4.8 Personnel Required. The minimum number of personnel required to
perform the task shall be stated. The number may include the primary
technician and one or more assistants (to whom verbal instructions
will be communicated by the primary technician), or several technicians
for whom individual instructions are provided separately in the manual.
Following the statement of number of personnel shall be statements
of the task starting position (relative to the instrument) of each
technician and assistant. Technicians shall be designated Man A,
Man B, etc.
3.4.9 Equipment Conditions. Certain activities are dependent upon the
instrument being in a given condition (e.g., stabilized and calibrated).
These required conditions shall be stated. Any information pertinent
to safety shall also be included and presented as a caution or warning.
When the required conditions can be obtained by performing other mainte-
nance tasks, those tasks shall be indicated as prerequisites and shall
be referenced by page number. Any warnings, cautions, or notes ap-
plicable to the entire task shall be included.
3.4.10 Activity Index. Occasionally, it will be desirable to divide the
activity into two or more tasks (e.g., where an "install" procedure is not
a simple reversal of its corresponding "remove" procedure). The activity
index shall be a listing of all such maintenance tasks that are included
within the activity and the corresponding page numbers on which they start.
The names of the tasks shall be included on the left side under the heading,
26
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"Procedure." The corresponding page numbers shall be on the right side
under the heading, "Page."
3.4.11 Replacement Parts. When replacement parts (other than expendable
items and supplies) are required by a procedure, the parts shall be listed
by name, number, and illustration frame reference designator number.
3.5 Narrative Text. Narrative Text shall be prepared, based on the
Detailed Step Description Worksheets, for each Job Guide. The emphasis
in this activity is to modify the draft materials as mecessary to assure
that all writing requirements (see 5.4) have been met. The text shall
consist of a group of task steps which are to be performed in an indicated
order. Each hardware item mentioned in the body of the task steps shall
be accompanied by a callout number, in parentheses, keyed to an illustration
of that item. The following types of task steps shall be used as needed:
a. Linear Task Step - Linear task steps are task steps which are
performed in a fixed sequence (i.e., task step x is always followed
by task step y).
b. Branching Task Step - Branching task steps contain measurement
or observation procedures which, by their outcome, determine the
next task step to be performed (i.e. , step x may be followed by
step y or step z depending upon the results of the check at step
x). When a test instrument is involved, the name of the instrument
and the type of measurement to be made shall be included in the
instruction.
c. Reference Step - Reference Steps direct the technician to
branch to a specific page or frame of the volume.
d. Notes, Cautions, and Warnings Paragraphs - These paragraphs
contain comments that emphasize important and critical conditions
to which the technician should attend, as well as the correspond-
ing action implications.
e. Terminal - Task steps which complete the maintenance activity
3.6 Illustrations. An illustration shall be developed for every hardware
item referred to in the text. Locator illustrations and exploded views
shall also be developed, as required. Illustrations shall be prepared in
accordance with 5.5. See also 4.6.1.
27
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3.7 Formatting. For each Job Guide narrative text and associated illus-
trations will be combined to make up one or more instruction frames. The
frame is the basic unit of the maintenance instruction information presen-
tation. A frame shall consist of two facing pages with step-by-step narra-
tive text and associated illustrations (see Figures 7, 8, and 9).
3.7.1 Page Size. Page size and layout shall be as specified in Figure 10
and subsection 5.2.
3.7.2 Frame Arrangement. Within the two facing frame pages text and
illustrations shall be arranged to make maximum use of the available space
while adhering to the writing and illustrating requirements of 5.4 and 5.5.
The following guidelines shall apply to arrangement of text and illustra-
tions:
a. Text shall be presented in columns 3-1/4 inches wide. Either one
or both columns on a page may be occupied by text (see Figure 7).
b. The left-hand column of the left-hand page shall begin with the
title of the activity. If the activity is composed of more than one
task, the appropriate task title shall follow the activity title.
Task steps shall follow, numbered consecutively from the beginning
to the end of the activity.
c. If a column is only partially filled with text, the text shall
begin at the top of the page, and the space below the termination
of text may be occupied by illustration.
d. Illustrations may occupy any space not occupied by text.
e. Although both text and illustrations may occupy both of the
pages in a frame, it is permissible for either page to be wholly
occupied by either text or illustrations alone.
f. The text on either page may refer to illustrations on either
page.
g. The illustrations shall, whenever space permits, be presented
so that illustrations follow order of appearance in the text in a
28
-------
roughly left-to-right and top to-bottom manner across the two pages
of the maintenance instruction frame.
29
-------
•lll.llllm > ll
IU (IM,,, ,,ll,,ll, ,,,,
11.1 II,,ll
II " ll II..I
^
Figure 7. Example of Allowable Maintenance Frame Arrangements
30
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INSTALL THE OZONE MONITOR
9. Slowly open ethylene cylin-
der valve (13) fully coun-
terclockwise.
10. Adjust ethylene regulator
control (7) to obtain out-
put pressure of 30 psi.
II. Adjust ETHYLENE control (4)
to pressure indicated on
supplled data sheet.
NOTE
On Model AOOI, ETHYLENE
pressure control is located
external to Ozone Monitor.
After adjusting ETHYLENE
pressure control, rotate
ETHYLENE flowmeter valve on
Ozone Monitor fully counter-
clockwise.
12. Check all ethylene plumbing
connections for leaks using
leak detector solution. Re-
pair or replace any defec-
tive ethylene fittings.
13. Set MODE SELECTOR switch
(I) to ZERO.
Rotate SAMPLE PLUS ETHYLENE
needle valve (3) counter-
clockwise until an airflow
is indicated or. flowmeter :
(5).
Sea I off air flow at Cal < -
bration Sample Filter inlet
(8), Check that SAMPLE
PLUS ETHYLENE flowmeter (5)
slowly decreases to 0. If
not, a leak exists between
Calibration Sample Filter
(6) and SAMPLE PLUS ETHYLENE
f I owmeter \ S ). -
-------
CLEAN REED VALVE ASSEMBLY
I. Set POWER switch ( | ) to OFF.
2. Disconnect monitor power cable
from primary power source.
3. Remove four screws ( 4 ) and top
cover C 3 ).
Inlet and outlet ports on MOD C
pumps are located on front side
of pump assembly.
4. Disconnect pur.;' ! •: I et tuoing
( 5 ).
5. Disconnect pumc. Gullet Tubinq
( 6 }.
7. Remove pump head (10 >•
CAUTION
Note the position of the scribed
line extending from pump casting
onto the face of reed valve
assembly.
CAUTION
Do not pry on reed valve assembly
with any tool. This nay damage
the valve assembly or the sealing
surface.
8. Remove valve assembly ( 8 ) by
lifting it with the fingers.
CAUTION
When cleaning reed valve assembly,
use extreme caution to prevent
distorting or damaging the reeds.
9. Remove any foreign matter from
under reeds ( 9 >.
10. Reinstall valve assembly ( 8 >.
NOTE
Insure that scribe marks on valve
assembIy and pump casti ng are
a Iigned.
II, Reinstall pump head ( 10) and
secure with screws ( 7 ).
12. Connect pump inlet tubing ( 5 }.
13. Connect pump outlet tubing ( 6 ).
14. Connect monitor po^^r cable to
115 VAC, 60 Hz source.
15. Set POWER switch ( I ) to ON.
16. Adjust SAMPLE PLUS ETHYLENE
flowmeter < 2 > to value
spec!ried on Supplied Data Sheet.
NOTE
If correct SAMPLE PLUb ETHYLENE
flowrate canncr tie obtained,
replace pump assembly. Refer
to Replace Pumo Assembly, page
17. Recheck calibration. Refer to
Calibrate the Ozore Monitor,
page
ENL CF ACTIVITY
Figure 9. Format for Maintenance Instruction" Frame - Example 2.
-------
•4-1"—
i
o
o"
n
\^>
_,
1
n
•
i1. ••., n..MluM Mfll
n
H
TEXT/ILLUSTRATION AREA
t7" »-
7
PAC.F NO
1 "
0 \£ _
1
|
-*-
•J "
0 \
Figure 10. Page Layout
33
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4. TROUBLESHOOTING AIDS DEVELOPMENT
4.1 Coverage. A Checkout Procedure shall be developed for each hardware
item in the TIM with an entry in the Checkout/Troubleshoot column. Each
Checkout Procedure shall establish, for every possible system state of the
item, whether each of the possible outputs of the item are within the
tolerances set by the instrument performance specifications (see 7.2 for
performance specification definitions). For each possible combination of
incorrect outputs (malfunction symptoms), a troubleshooting procedure
(Action Tree) shall be prepared that isolates the cause of the incorrect
output to one of the MSPs within the unit with a "Found in Troubleshooting"
entry in the TIM.
4.2 Function/Function Failure Analysis. For each hardware item with a
Checkout/Troubleshoot task entry in the TIM, a list shall be prepared of
all the components checked in the TIM as being found by that troubleshoot-
ing task. Each list shall be identified with the item for which it is
prepared, and shall have a column for the names and reference designators
of the components, and a column in. which descriptions of all possible
failure modes of each listed component are presented. The sum of the
number of listed components in the Lists of Components and Failure Modes
for all Checkout/Troubleshoot tasks in a system shall equal the sum of
all components checked in the TIM as found in troubleshooting for that
system. Each failure mode shall then be examined to identify the item
outputs affected and the nature of the change, relative to proper operation.
An example of a page from a function/function failure analysis is provided
as Figure 11.
4.3 List of Malfunction Symptoms. For each hardware item with a Checkout/
Troubleshoot task entry in the TIM, a list shall be prepared of all mal-
function symptoms that can occur in the system states encountered in the
start-up and operating sequence of the item. A separate malfunction
symptom is defined by each unique combination of incorrect outputs, as
determined by the Function/Function Failure Analysis. The list should
specify:
a. A complete description of each malfunction symptom, including
all affected outputs and the nature of their changes.
34
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FUNCTION/FUNCTION FAILURE ANALYSIS FORM
Item
Ozone Monitor
Analyst P" Koloski
Date
9/10/73
Component
Name
Capacitor
Capacitor
110 VDC Regulator
PC Board
\
Reference
Designator
C6
C7
Related Outputs
O^ meter
AC power indicator
0^ meter
AC power indicator
03 meter
AC power indicator
Failure
Modes
OPEN
Shorted
Decrease in
value
Open
Shorted
Decrease in
value
Pin 1 open
Pin 1 shorted
Pin 2 open
Pin 2 shorted
Pin 9 open
Pin 9 shorted
Outputs Effected
and
Nature of Change
1. 0-j meter does not deflect properly.
2. Deflects to right .
If load is excessive Fl opens and power on
indicator does not light.
03 meter does not deflect properly
03 meter does not deflect properly (deflects
to right)
If load is excessive Fl opens and power on
indicator does not light
03 meter does not deflect .properly
03 meter deflects to left (+110 VDC low)
Fl opens and power on indicator does not
light
03 meter deflects to right (-110 VDC low)
Fl opens and power on indicator does not
light
03 meter deflects to right (+110 VDC high)
03 meter deflects to left (+110 VDC shorted
but card contains a current limiter)
Figure 11. Example of Completed Function/Function Failure Analysis Form
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b. A designation of all MSPs which could produce such a malfunction
symptom.
4.4 Checkout Procedure. A Checkout Procedure shall be prepared for each
hardware item with a Checkout/Troubleshoot task entry in the TIM. A
Checkout Procedure shall consist of a straight-line checkout plus branching
procedures that complete malfunction symptom identification.
4.4.1 Purpose. The purposes of the Checkout Procedure are:
a. To systematically manipulate the hardware item under test and •
perform measurements that permit observation of any malfunction
symptom present.
b. To reference the appropriate Action Tree for troubleshooting,
if a malfunction symptom is observed.
c. To determine that the system is completely operational after
fault has been identified and corrected.
4.4.2, Straight-Line Checkout. A Checkout Procedure shall begin with
a straight-line sequence of task steps that examine each active output
of the hardware item, following the sequence of system states as they
occur in the start-up and operating sequence for the item. For each
subsequent system state, only changed or added active outputs shall be
checked. Factors affecting checkout step sequence shall be:
a. Checks that take advantage of front-panel indicators and built-
in test equipment (BITE) should appear earlier in the sequence than
checks requiring connection of external test equipment to examine
outputs.
b. Active outputs common to more than one system state may be
checked at the most cost-effective time, as determined by test
equipment requirements, test point accessibility, location of
the technician, and reliability information.
Successful completion of the straight-line check sequence without
discovery of any negative check results shall require demonstration of
proper operation of all active outputs in all operational system states.
36
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Successful completion of each step in the straight-line sequence shall
lead to the next step; a negative outcome shall include a reference to
another part of the procedure where the symptom pattern will be completed.
4.4.3 Symptom Pattern Completion. The straight-line check sequence
shall be.followed by a series of branching procedures 'that allow com-
pletion of the symptom pattern following a negative outcome of each
check in the straight-line sequence. Considering an observed negative
outcome at a particular point in the straight-line sequence as the first
element of the symptom pattern, each branching procedure shall continue
examining active outputs until it has provided for complete identification
of each possible symptom. A reference to an action tree shall appear at
each point in the procedure at which a malfunction symptom is identified.
4.4.4 Coverage. The complete checkout procedure shall contain checks
of all active outputs of the hardware item under test and shall identify
each malfunction symptom in the List of Malfunction Symptoms for that
item.
4.5 Action Trees. For each malfunction symptom that is identified, a
troubleshooting procedure (Action Tree) shall be prepared that isolates
the malfunction to one of the hardware items on the list of components
and failure modes for the Checkout/Troubleshoot task. Each Action Tree
shall isolate every component failure mode that can produce the related
malfunction symptom.
4.5.1 The Component Block Diagram. If there is an existing energy flow
diagram (schematic representation of functional relationships among compo-
nents in the system), such a diagram may be used. If such a diagram is
not available, a schematic diagram shall be prepared that depicts the
energy flow relationships among all of the components listed as possible
causes of the malfunction symptom for which the Action Tree will be
prepared.
4.5.2 Information Requirements. Action Trees shall contain the follow-
ing types of steps:
a. Procedural steps, directing the performance of an operation for
which no decision is required.
37
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b. Repair or replacement steps, which direct the repair or replace-
ment of one of the components .on the lj.st of components and failure
modes. The component to be repaired or replaced shall be identified
by its official nomenclature and reference designator.
c. Test/Decision steps, in which diagnostic tests are made, the
possible outcomes stated, and the action to be taken as a result of
each outcome specified. The following requirements apply:
(1) Name and model number of test instrument (if any) shall
be stated .
(2) Type of reading shall be stated (e.g., pressure, voltage).
(3) Location of test points shall be stated.
(4) Range of acceptable values for the reading shall be stated.
(5) Action to take as result of each possible outcome of the
check shall be stated.
(6) Only two possible outcomes are permitted in a single test/
decision step. If a single test or measurement can have
more than two outcomes that have different diagnostic
implications, then additional decision steps shall be
provided, each with only two possible outcomes. For
example, if the acceptable range for a resistance reading
is 50 to 75 ohms, and if a low out-of-tolerance reading
implies a different fault from a high out-of-tolerance
reading, then two steps must be written, with the
following general form:
"1. Check that meter reads 75 ohms or less.
If not, go to .
2. Check that meter reads 50 ohms or more.
If not, go to . "
A correct reading in each of the two steps would be
between 50 and 75 ohms. A reading that failed the
first step would be out of tolerance in the high
direction, and a reading that passed Step 1 but
failed Step 2 would be out of tolerance in the low
direction.
38
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4.5.3 Development of Action Trees. Action Trees shall be developed through
use of the half-split strategy, as defined in 4.5.3.1, but modified in
accordance with 4.5.3.2.
4.5.3.1 Half-Split Strategy. The pure half-split strategy dictates
that each test be chosen so that the probability that the malfunction
lies upstream of the test point (in the data flow) equals the
probability that it is downstream. For the component block diagram
shown below:
Assuming that all components have equal failure probability and
are equally accessible, the first test location would be at
point CKJ since the choice permits dividing the components most nearly
in half. No other test point permits better than an 8-3 split. If a
"good" indication is found at (A) , the second test should be at MB)
or \Cj . If a "bad" indication is found at MAJ , the second test should
be at (D) . Each check eliminates about half of the components from
consideration. These components are known to be "good." The choice
of test location between the suspect components should be such that the
check be made at the mid-point of the chain, and each succeeding check
be made at the mid-point of the remaining portion of the chain. Thus,
assuming each component has an equal probability of failure, the branch-
ing proceeds by halving the probabilities that the malfunctioning
component lies on one side or the other of the check. This strategy
defines the half-split technique of troubleshooting.
39
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4.5.3.2 Criteria for Action Tree Development. Action Trees shall be
developed by modifying the half-split strategy to maximize information
gain per unit cost through the application of the following considerations:
a. Reliability. Checks for items with high failure rates
should precede checks for items with lower failure rates.
b. Accessibility. Checks that are "quick and easy" should
precede checks that involve extensive or time-consuming
disassembly.
c. Probability of Malfunction Introduction. Those checks
which involve activities with high probability of accidental
malfunction introduction should be deferred toward the end
of the procedure. Whenever a static check (power off) and
a dynamic check can reveal roughly the same diagnostic
information, the static check is preferred.
d. Location of the Technician. Other things being equal,
the sequence of checks should minimize the movement of the
technician from one location to another.
e. Test Equipment Setup. An unusually time-consuming test
equipment setup should be weighed against information gained
from the use of the equipment to consider whether its use
should be presented earlier or later in the check sequence.
4.5.4 Tolerances. Tolerances, in the form of ranges of acceptable
values within test/decision steps, shall be as follows:
a. The range of values for electrical continuity checks shall be
"1 ohm or less."
b. The range of values for electrical insulation resistance checks
shall be "50K ohms or more."
c. Manufacturers' ratings and tolerances for voltage and current
shall be used to derive the range of values for power supplies.
d. Checks of individual components independent of their data flow
context shall use manufacturers' ratings and tolerances (e.g., pump
output, resistor value).
40
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e. For operating parameters of the assembly under test, the tolerance
range shall be determined empirically at each point of test. The
empirical determination of these values shall, be accomplished during
validation, in accordance with 6.3.
4.5.5 Writing Requirements. Checkout Procedures and Action Trees pre-
pared in accordance with 4.4 and 4.5 shall meet the writing requirements
of 5.4. In addition, these tasks shall meet the following requirements:
a. When a Checkout Procedure and'its associated Action Trees are
combined into a single section, steps shall be numbered sequentially
from the beginning'of a Checkout to the end of the last Action Tree.
b. The last step in the Straight-Line-Checkout part of the Checkout
Procedure shall be followed by the words "CHECKOUT ENDS HERE."
c. As with Job Guides, a step requiring no decision shall simply
be followed by the next step.
d. When a step involves a test and its resulting decision, the
next step shall follow from the affirmative outcome, and a branching
instruction, e.g., "if not, go to step ," shall follow from the
negative outcome.
4.6 Illustrations. Illustrations shall be developed for every hardware
item referred to in each Checkout Procedure and Action Tree. Locator
illustrations and exploded views shall also be developed, as required.
Illustrations shall be prepared in accordance with 5.5.
4.6.1 Duplication of Illustrations. Illustration requirements for Job
Guides and Troubleshooting Aids shall be coordinated to prevent the
generation of duplicate illustrations.
4.7 Formatting Checkout Procedures and Action Trees. The formatting
of checkout procedures shall be in accordance with.3.7.
41
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5. GENERAL REQUIREMENTS
5.1 Organization by Sections and Volumes
5.1.1 Sections. Job Guides and Troubleshooting Aids shall be organiEed
into sections according to the following subparagraphs. Each section shall
contain one or more activities as defined in 3.4.1. Sections shall be
numbered consecutively within the manual and pages shall be numbered con-
secutively within sections (e.g., the first activity of the second section
will begin with page 2-1; the second activity could begin on page 2-10,
etc.). The names of the sections and their content shall be as specified
below.
5.1.1.1 Installation. The installation section shall contain all
system-level tasks, i.e., tasks performed on the instrument as a whole,
pertaining to unpacking and preparing the instrument for use. Such shall
include tasks covering installation and attachment of the instrument to:
a. Sampling probes
b. Span and zero gas delivery systems
c. Chart recorders
d. Exhaust disposal plumbing
e. Remote readout and control systems
5.1.1.2 Calibration. This section shall include all activities relating
to system-level calibrate tasks, including:
a. Calibration against a secondary standard
b. Zero and span calibration
c. Checks of the secondary standard
The primary calibration procedure i.e., calibration using the EPA refer-
ence method, will require chemical analysis skills not included in the
user technician profile (see 1.5) and would not normally be included in
the calibration section (but see 5.7.2). The user technician can be
assumed to be able to use prepared reagents, set up simple sampling
trains, and perform measurements using a spectrophotometer and so could
perform an abbreviated and simplified version of the reference method
as a check of the secondary standard. One example of this application
would be to periodically check the output of the external ozone
42
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generator used as a calibration ozone source for an Ozone Monitor. Such
could be performed by the user technician using a simplified version of
the neutral buffered potassium iodide reference method. Out-of-tolerance
results would indicate the need for primary calibration of the Generator.
5.1.1.3 Operation. All tasks relating to the operation of the instru-
ment in any mode shall be included in the Operation section. Such tasks
include:
a. Start-up
b. Normal manual operation (all normal modes)
c. Shutdown (normal and emergency)
d. Preparation for remote or automatic operation
5.1.1.4 Preventive Maintenance. Included in this section shall be all
activities pertaining to the following maintenance functions:
a. Clean
b. Inspect
c. Lubricate
d. Service
5.1.1.5 Troubleshooting. This section shall include all Checkout
Procedures and Action Trees developed in accordance with section 4.
5.1.1.6 Corrective Maintenance. All activities involving the following
maintenance functions shall be included in the corrective maintenance
section:
a. Adjust
b. Align
c. Calibrate
d. Disassemble/Assemble
e. Operate
f. Remove/Install
g. Repair
5.1.1.7 Supporting Data. This division shall consist of the Maintenance
Support information developed in accordance with 5.7.
43
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5.1.2 Order Tasks Within Activities/Activities Within Sections. Within a
given activity, tasks shall be arranged in the order of the normal sequence
of events in which they are performed (e.g., remove/install, disassemble/
assemble, repair, align). If the tasks may be performed in more than one
order, such variations shall be fully described in the activity Introduction.
Where several alternative tasks may be performed in equally logical sequence,
the most frequently performed tasks shall precede those performed less
frequently. These same guides shall also apply to the ordering of activities
within sections.
5.1.3 Ordering of Section. The order of appearance of the sections within
the manual shall correspond to their order of presentation in subparagraphs
5.1.1.1 through 5.1.1.7.
5.1.4 Title Page. The first page in each section shall be a title page.
It shall contain the name of the section, names of each activity within
the section, and the page number on which each activity begins. See Figure
12 for an example of a section title page. One of two means shall be
employed to facilitate location of the desired section by the user:
a. The section title page shall be made of a contrasting color, or
b. The section title page shall be tabbed with the section title
printed on the tab.
5.1.5 Volumes. Should the total page count for all sections exceed 300,
the manual content shall be divided into two or more volumes, according to
the following guidelines:
a. Each volume should have between 100 and 300 pages.
b. Sections should remain intact, i.e., no section should be con-
tinued into another volume.
c. Troubleshooting and Corrective Maintenance sections should be
included within the same volume.
d. The ordering of sections as specified in 5.1.3 should not be
altered.
44
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o
oo
33
0
calibration
SECTION
Calibrate the Ozone Monitor using the
Internal Ozone Generator
Check the External Ozone Generator
Calibrate the Ozone Monitor using the
External Ozone Generator
PAGE
3- 1
3-3
3-9
Figure 12. Example of a Section Title Page
45
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5.2 Page Size. The manual shall be produced in 8-1/4" x 10-3/4" page
size, with the exception that the Support Data division may contain fold-
outs of 15" x 10-3/4" so long as the folded size of these pages is 8-1/4"
x 10-3/4".
5,3 Front Matter Requirements. The following front matter and format
requirements apply.
5.3.1 Cover and Title Pages. The cover and title pages shall both con-
tain the following information:
a. The term "Instruction Manual."
b. The name of the instrument.
c. The mode,! numbers, or serial number ranges, of the instru-
ment configurations covered by the manual.
d.' Volume number (if applicable).
e. Where there is more than one volume to the manual, the
division titles covered in the volume.
f. The name of the manufacturer, including division within
the company (where appropriate), and address.
A sample title and cover page is included as Figure 13.
5.3.2 Table of Contents. A Table of Contents shall be presented which
lists all divisiqns and sections within the volume. The number of the
start page of each section shall appear to the right of the name of the
section. Beneath each section there shall be a list of all tasks addressed
in the text of the manual for that section. The wording of the names of
the tasks listed in this section shall be identical with the wording used
within the text. To the right of the listed task, there shall be the
section and page number on which it appears. See Figure 14 for format.
The pages of the Table pf Contents shall be numbered consecutively in
lower-case Roman numerals, beginning with i.
5.4 Writing Requirements
5.4.1 Mood. The second person imperative shall be used for maintenance
instructions. The second person imperative mood is common language, telling
46
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INSTRUCTION MANUAL
FOR THE
MODEL 100
VOLUME
fl
• INSTALLATION
• OPERATION
• CALIBRATION
Manufactured by the
ACME Corporation
Automatic Air Monitors Division
Chicago, Illinois
Figure 13. Example Cover and Title Page
47
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TABLE OF CONTENTS
InstalI at ion
Install the Ozone Monitor
Operation
Start Up the Ozone Monitor 2-1
Operate the Ozone Monitor 2-5
Shut Down the Ozone
Mon i tor 2-9
Cal Ibratlon
CalIbrate the Ozone
Monitor Using the Internal
Ozone Generator 3-1
Check the External Ozone
Generator
3-3
Calibrate the Ozone Monitor
Using the External Ozone
Generator 3-9
Preventive Maintenance
Inspect and Service the
Calibration Sample Filter
Inspect and Service the
Sample FiIter
4-5
Corrective Maintenance
Replace Pump Assembly 6-1
Clean Reed Valve
Assembly 6-7
Replace Internal Ozone
Generator Ultraviolet
Lamp 6-1 I
Replace Internal Ozone
Generator Quartz Tube 6-15
Replace Detector CelI
Assembly 6-21
Adjust Internal Ozone
Generator 6-27
Check Sample and
Calibration Sample Flow-
paths 6-31
Supporting Data
Principles of Operation 7-1
Schematics 7-17
Supporting Equipment 7-23
Primary Calibration 7-29
Parts List 7-35
Troubleshooting
Checkout begins
Figure 14. Example of Format for Table of Contents
48
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the technician what to do, e.g., set POWER switch to ON. The third person
indicative mood shall be used primarily in Notes, Cautions, and Warnings,
and for description and discussion statements. For example, "The diverter
valve diverts ethylene flow to the bubblemeter." Articles shall be ex-
cluded for brevity.
5.4.2 Sentence Structure. The elements of a sentence should be arranged
generally in the following order:
a> Subject. Implicit only, except when more than one
technician Is required.
b. Verb. Select from verb list that word (or phrase) which
best describes the technician's behavior with respect to the
object.
c. Object. The specific equipment to which the technician's
behavior is directed.
d. Predicate Object. The term (or terms) which qualify the
condition of the object (may not always be necessary).
e. Indirect Object. The location of the object (not preferred
over pictorials to give such information).
For example;
(You) Attach tag to control panel.
(Implied (verb) (Object) (Predicate Object)
Subject)
Man A sets SELECTOR switch to AMBIENT position on front panel.
(Subject) (Verb) (Object) (Predicate Object) (Indirect Object)
WJien a special tool is called out as part of a step, the step statement
shall be preceded by the word "using," and the tool name. For example,
"Using snap-ring pliers, pull bushing from pump."
5.4.3 Verb List. Verbs used in any instruction shall be selected from
the standard verb list in 7.3. This list may be modified to include new
verbs as a clear and definite need arises. All changes to the list should
be documented for review and approval by the procuring agency (see 6.2.3).
49
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5.4.4 Generic Noun/Object List. A noun/object list shall be developed
by the contractor and shall contain generic nouns for each class or type
of object listed in the TIM. The list format shall contain the generic
noun, examples from the TIM of the words the generic could replace, and
its definition. Generic nouns are those which relate to a group or class
of items rather than a specific item. For example, the generic noun
"fastener" might be used in place of the specific names of a variety of
fasteners (screws, bolts, clips, pins, etc.) where such would not result
in ambiguity. The generic nouns in the noun/object list shall be used to
facilitate the production of less encumbered and more readable task steps.
5.4.5 Official Nomenclature. The TIM shall be the official source of
nomenclature for hardware items. Where the replacement of an item is
necessary, the item shall be identified by its TIM nomenclature.
5.4.6 Colloquial Nomenclature. Within a maintenance instruction, a
hardware item may be identified by nomenclature that is shortened or
modified to reflect its relationship to the maintenance context. The
nomenclature to describe a hardware item within a task shall consist of
a generic noun characterizing the item and at least one preceding modifier
of one of the following types:
a. Function. The name of the operation which the component
or group of components performs in the unit (e.g., adjustment
screw).
b. Type. A vital distinguishing physical characteristic
(e.g., insulated washer).
c. Location. The differentiation of two similar parts on the
basis of system location (e.g., motor bushing vs. pump bushing).
5.4.7 Nomenclature Guidelines. The following shall serve as guidelines
for the use of generic, official, and colloquial nomenclature within the
manual.
a. Consistency shall be maintained between the first and sub-
sequent occurrences of each item of nomenclature in an instruction
frame.
50
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b. The detail of the nomenclature need not extend to the system
level. For example, in a task involving work on a particular flow-
meter, it would not be necessary to say "The Ozone generator sample
plus ethylene flowmeter." It would probably be sufficient to refer
to "flowmeter."
c. When an instruction is given to replace an item, the item
shall be identified by both its TIM nomenclature and its illustra-
tion frame reference designator.
d. When an instruction is given to operate an item, it shall be
identified by its generic noun unless the item is placarded, in
which case the combination of the generic noun and £he exact
placarded display title shall be used. However, when a mainte-
nance instruction places the technician in such a physical position
that he is unable to see the placarded display title (e.g., when
the technician is working on the wiring side of a panel), the item
shall be called by the combination of its generic noun and its
reference designator. The use of both the reference designator
and the display title in this case is prohibited; the additional
information is irrelevant to the task, and will only confuse the user.
e. Only information that is necessary to identify the item shall
be included in the nomenclature.
f. Nomenclature appearing on the equipment in decals, engraved
legends, nameplates, or other markings shall be stated in the
text exactly as it appears on the hardware.
5.4.8 Standard Statements. Standardized sentences for stating task
steps shall be used where task steps are very similar, such as repetitious
steps and test equipment instructions. For example, the sentence stating
instructions for use of a particular piece of test equipment may be the
same except for expected reading, point of test, and "where-to-go-next"
reference. Each occurrence of a similar event will be written using the
same sentence, except for the unique variable(s) in the sentence.
5.4.9 Capitalization. The following words and items shall be capitalized:
NOTE, CAUTION, WARNING, PRELIMINARY INFORMATION, SPECIAL INSTRUCTIONS,
51
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END OF SPECIAL INSTRUCTIONS, END OF ACTIVITY. Activity titles, component
names, and control and display titles as engraved on the equipment shall
also be capitalized. Equipment names shall not be capitalized unless they
are so engraved.
5.4.10 Numbers. Numbers used in text shall be written out if one digit;
if two or more digits, they shall be written as numerals (exceptions are
test equipment readings and callout numbers). Equipment markings should
always be written as engraved on the equipment.
5.4.11 Tolerances. When tolerances are required, the tolerances shall be
written as a range of values (e.g., "adjust pressure gauge to 39-41 psi"),
Measurements shall be written in the language of the tool used. For
example, thousandths of an inch are appropriate if the technician is to use
a feeler gauge.
5.4.12 Sx^itch Setting Instructions. The following conventions shall be
adopted for writing instructions with switches. For switches which hold
their position once they are set, write: "Set (name of switch) switch to
(position)." For setting several switches, begin at the top left and pro-
ceed clockwise - at a maximum of four switches per step. For springloaded
switches which do not hold their position, write: (a) for a momentary
setting: "Momentarily hold (name of switch) switch to (position)"; (b) for
a longer action when a specific setting is required: "Place (name of
switch) switch to (position) and hold until (result)."
5.4.13 Follow-On Maintenance. If, upon the completion of a maintenance
activity, further maintenance is required to return the equipment to opera-
tional readiness, it shall be termed "follow-on maintenance" and treated
in the following manner:
a. The "Maintenance in Progress" tag or other warning device
shall not be removed from its location.
b. A note in the form of the following example shall be provided,
including page reference to the subsequent task.
NOTE
Follow-On Maintenance Action Required:
"Calibrate the Ozone Monitor" (p. 60)
52
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5.4.14 Method for Cross-Referencing. When referring to material contained
elsewhere in the Job Guides, the writer shall provide the reader with
sufficient information to proceed directly to the referenced material.
For example, Install Sample Pump, refer to p. 156.
5.4.15 Composition of Maintenance Steps. Each step shall contain no more
than four sentences, and no more than 35 words. Any one sentence shall
contain no more than 15 words. Where possible, each step shall contain-
one or more references to the accompanying illustration.
5.4.16 Method for Keying Text to Illustrations. Each time a part or loca-
tion is mentioned in the text, it shall be followed, in parentheses, by a
locator number (callout) from the accompanying illustration.
5.4.17 Safety Requirements. The text shall contain Warnings, Cautions,
and Notes on the page(s) where applicable. Warnings and Cautions shall
state specifically: (1) the hazard, (2) the likely result if the hazard is
ignored, and (3) specific steps to take to avoid the hazard.
5.4.18 Assistants. Steps for an assistant shall all be written exactly as
those for the primary technician, except they shall be introduced by the
phrase, "request that assistant ..." They shall be incorporated in pro-
cedures in places appropriate for proper coordination and smooth flow.
Locator information shall be provided as necessary for assistants.
5.4.19 Multi-Man Activities. When two or more technicians must perform
more than three steps, procedures shall be prepared separately for each
man, and a requirement stated on the Preliminary Information Page for each
man to be in possession of a copy of the procedure during task performance.
Each procedure shall include all steps required of the individual during
the activity. All steps shall be written as for a solitary technician.
Only those steps actually performed by the individual technician shall
appear in his respective activity procedures. Man A''s steps shall not be
presented to Man B and vice versa, except in those cases needed to clarify
coordination and communication.
In such cases, the communication instruction shall pick up both men at that
point in the activity where they must cooperate. For example:
Situation 1 - When one man's step is no£ to be started until the
second man completes a given step. A note shall be provided tp the
53
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first man advising him not to start until a report is received from
the second man. The second man shall be instructed to report when
he completes the given step, and the instructions shall be incor-
porated in the step. A description of the nature of the report
shall be specified for each report and each response, e.g., "report
when ready to- observe pointer"; "do not start until Man A reports
he is ready to observe pointer."
Situation 2 - when one man performs a given step and the second
man checks the equipment response to the step-. A note shall be
provided to the first man not to start until the second man reports
he is ready. A one sentence description of the equipment action
controlled by the step shall be included. A note shall be provided
to the second man indicating that the step is in response to an
action by the first man and to report when ready. Instructions
shall be provided telling when to report.
Situation 3 - when the cooperative step may require repetition and
instructions to repeat the step cannot be condensed. A short
description of the anticipated equipment response shall be provided
in a note preceding the step to the man checking the equipment
response. If subsequent cooperative actions are different from
those in the completed action, they shall be treated the same as
Situations 1 and 2.
5.4.20 Special Instructions. A special instruction may occur when a
task is repeated within a volume. To prevent the necessity for pre-
senting the same task several times in the same volume, it may be
designated (on the first occurrence) a "special instruction" and referenced
when required. Before the special instructions may be referenced, the
following conditions shall be met:
a. Two or more steps are repeated in sequence.
b. If reference information is used, the same reference applies
to each repeat.
i
c. The steps are identical except they are applicable to a
different control or display.
54
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The special instruction shall be uniquely titled. It shall be explicitly
labeled "SPECIAL INSTRUCTION" and the end of the special instruction shall
be denoted by the phrase "END OF SPECIAL INSTRUCTION."
The special instructions shall be referenced by: "perform (special instruc-
tion title), (page number)," i.e., "perform Leak Detection Test, (p. 4)."
5.4.21 Activity Endings. The phrase "END OF ACTIVITY" shall appear at
the end of each activity, also for each man's pages within a combined
package.
5.4.22 General Safety Provision. An activity ending shall not leave any
portion of the equipment in an inoperable or dangerous condition without
adequate warnings being provided for all individuals likely to be affected-
5.5 Illustration Requirements. Only line artwork shall be prepared. Line
artwork shall be prepared such that ozalid or equivalent copies of the
original artwork may be obtained.
5.5.1 File of Original Art. A complete file pf reproducible copies of
original artwork used in the illustration frames shall be maintained and
updated by the vendor during the manual production process. Each illus-r
tration (locator, detail view, exploded view) shall be uniquely identified
by a number according to which the illustration is filed.
5.5.2 Identification of Illustrations. Each time an illustration appears
on a frame, the illustration shall be accompanied by its file number, which
shall appear below, to the right of, and immediately adjacent to the
illustration. The number shall be placed so as to be readily discriminable
from and readily identifiable with the illustration itself, and the numerals
shall be no larger than 6-point nor smaller than 4-point in final reproduc-r-
tion size.
5.5.3 Quality of Illustrations. Line weights shall be of sufficient density
to reproduce sharply and clearly at the final reproduction size. Illus-
trations shall have no unintentionally broken lines, faded areas, or blotches
in place of details (e.g., when improperly drawn and reproduced, screw
threads appear as dark areas). Any feature referred to by the text (e.g.,
screw head, contact, hold) shall be at least as large as the smallest type
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used in the text of the manual. No shading, stippling, or scratching shall
be used, with the exception of line shading and zipatone. Thick weight
lines shall be used for shadow and rear lines while thin weight lines shall
be used for light areas and front lines. Thick lines may be used to outline
the critical components of complex illustrations. Object lines shall be
broken 1/64 - 1/16 inch where that object is partially obscured by another
and on each side of a callout where it crosses that object (see Figure 15).
Nonlines shall be used for lines of reflection (see Figure 15 ). Jagged
lines shall be used for cut-away views, while dashed lines shall be used only
for hidden objects. Standard center lines shall be used for axes of
assembly.
5.5.4 Level of Detail. The illustrations in a frame shall present only
the equipment to which the actions in the frame refer, plus sufficient
surroundings to permit swift localization of the pertinent equipment item
or part. Detail that serves only to conceal the hardware item discussed
or to confuse the user of the manual must not be used, but enough informa-
tion shall be included to allow the technician to locate and isolate the
hardware item without error (e.g., in locating a particular gauge on a
large panel, the markings of each gauge need not be included, but the out-
line of every component on the panel shall be included). If all illustra-
tions required to support a frame of text will not fit in a single frame,
the text shall be put in two or more frames, each with its supporting
illustrations.
5.5.5 Angle of View. Illustrations shall be drawn only from the angle
of view of the technician during a given step of the procedure. Cut-aways
and hidden lines shall be used only in conjunction with text references to
details that are accessible but not visible to the technician; and these
views,3180 shall be drawn from the technician's orientation. Illustrations
from any other point of view will only confuse and disorient the manual
user. In situations where the technician may vi,ew the hardware from more
than one angle, the view which provides the most pertinent and necessary
information in the most simple fashion shall be used (e.g., orthographic
flat, trimetric). An item or part removed from the system may be rotated
to show important features, but the axis, direction, and degrees of rota-
tion shall be indicated in the illustration.
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Nonlines used as
lines of reflection
Broken lines where an object
is obscured by another
Figure 15. Exploded View
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5.5.6 Locator Illustrations. When an equipment item is first illustrated
in an activity and its location has not yet been specified by previous
procedures or illustrations, a locator illustration shall be used to
identify the equipment item and its location on the instrument. The specific
item shall be represented in the locator illustration in one of the follow-
ing fashions:
a. The item shaded black (solid or crosshatched), with the outline
shaped to correspond to that item (see Figure 16, upper illustration).
b. The item outlined by a continuous line heavier in weight than any
other line in that illustration (see Figure 16, middle illustration).
c. The area of the illustration corresponding to the item and its
immediate surroundings circled by a heavy weight line (see Figure
17).
A locator arrow shall be drawn from the locator to a more detailed view.
A secondary locator illustration may be required to identify a particular
item sufficiently. Secondary locators shall represent satellites of the
highest-level locator and should be located no closer than 1-1/4 inch from
the locator when possible. As in the locator, the equipment item to be
enlarged shall be identified by blackening, outlining, or encircling. The
combination of the locator (and secondary locator, when needed) and the
item enlargement must enable the technician, starting outside the system
under consideration, to locate and identify the item without error and with^-
out aid from the text (see Figure 16).
5.5.7 Item Enlargement. Enlargements of hardware items shall represent
satellites of the locators. Item enlargements, when arranged around a
specific locator, should be spaced no closer than 3/8 inch from each other
and from the locator when possible (see Figure 16, bottom illustration).
5.5.8 Exploded View. An exploded view may be required to illustrate
assembly, disassembly, removal, and installation of parts. Exploded parts
shall be shown aligned on a standard center line to indicate their actual
location in the assembly. Object lines shall be broken 1/64 - 1/16 inch
where that object is partially concealed by another. All parts included
in an exploded view shall be drawn to equal scale. Callout lines should
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1
Figure 16. Primary and Secondary Locator Illustration
with Item Enlargement
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Figure 17. Circular Locator View and Enlargement
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not be drawn parallel or perpendicular to object outlines or to breakdown
axes whenever possible. Callout numbers shall not be crowded into spaces
between parts. No arrows shall be used to connect the exploded view to
other illustrations on the same page. Parts shall be spaced far enough
apart to ensure their identification (see Figure 15).
5.5.9 Interconnecting Arrow Symbology. Arrows leading away from a locator
to secondary locators and away from a locator to enlarged views shall be
unnumbered, tapered, with solid white body such as the Copyaid S539BW or
its equivalent, and shall point to the secondary locator or item enlarge-
ment. The base of the arrow shall precisely touch the outer edge of the
area being located. The enlarged view should be located within 1/2 inch of
the locating arrowhead. Figure 16 illustrates the proper style and use
of arrows with the locator illustration. Object lines shall be broken 1/64 -
1/16 inch on each side of the interconnecting arrow.
5.5.10 Callouts. Specific features of interest shall be pointed out on
the item enlargements and the exploded views with callout lines. An arrow
shall connect the callout number to the correct feature of interest on the
illustration. Callouts shall be limited to only those used in the instruc-
tions on the two pages of the frame. The arrows and heads shall be Paratone
type 44001 or a directly interchangeable equivalent and shall point pre-
cisely to the outline of the feature of interest, concealing as little of
the illustration as possible. Callout arrows should not be drawn parallel
or perpendicular to object outlines or breakdown axes whenever possible.
Figure lines shall be broken 1/64 - 1/16 inch wherever callout arrows cross
those lines.
5.5.11 Numbering of Callouts. The callouts within the illustration area
shall be consecutively numbered. Callout numbers shall begin on the drawing
at approximately the three o'clock point and proceed clockwise around the
first functional segment enlargement and clockwise from item to item around
the page. For frames where there is illustration area on both pages of
frame, the left-hand page will be assigned callouts first, starting at the
three o'clock position. Then callouts will continue in numerical order on
the right-hand page starting again at the three o'clock position. Numbers
should not be placed between parts or items whenever possible.
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5.5.12 Orientation Direction Arrows. Arrows indicating the line of
regard with respect to the system shall be included in illustrations
where the orientation of the enlargement is different from the orienta-
tion of its locator (see Figure 18).
5.5.13 Special Tools, Test Equipment, and Materials. Special tools,
test equipment, and materials shall be illustrated, where applicable,
according to the specifications provided above.
5.6 Typography and Lettering. These shall be as stated in Table 1.
5.7 Maintenance Support Information.
5.7.1 Contents. The Maintenance Support Information may contain, but
shall not be limited to, the following types of information:
a. General Instrument Information. This information shall include
descriptions of the instrument, its purpose, principles of operation,
dimensions, capabilities, main functions, and subsystems. Information
shall be presented in the form of charts and tables where appropriate.
b. Performance Specifications. See 7.2 for the list and definitions
of performance specifications to be included.
c. Schematics. Schematics covering each model or configuration
included in the manual shall be included.
d- Primary Calibration Procedure. See 5.7.2.
e. Support Equipment Descriptions. See 5.7.3.
f. Replacement Parts Data. See 5.7.4.
g. Other Support Information whose format may not be compatible with
the standard Job Guide presentation. See 5.7.5.
5.7.2 Primary Calibration Procedure. The EPA recommended reference method
and primary calibration procedure applicable to the'subject instrument at
the time of manual publication shall be described as part of the mainte-
nance support information. The following types of information shall be
provided.
a. Description of the Primary Calibration Procedure. A short descrip-
tion of the primary calibration procedure shall be included along with
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1
Figure 18. Proper Use of Orientation Arrows
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Table 1
Typography and Lettering
for Instruction Manual Pages
USE
FACE AND POINT SIZE
CASE
Figure Titles
Illustration
Orientation
12 Point (Final Size)
Extra Bold Sans Serif
Upper
Callout Numbers
Alphanumeric
Designators
(Blocked Schematic)
Block Letters
Designating
Paragraphs
(Keyed Text)
18 Point (Final Size)
Extra Bold Sans Serif
Upper
Chapter and Section
Titles
Note, Caution, and
Warning (Word Only)
Upper
10 Point Futura Light or
Equivalent, Never Reduced
More Than 40 Percent in
Final Size
Body and All Other
Written Matter and
Lettering
Upper
and
Lower
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references to detailed technical descriptions describing it (e.g.,
references might include the Federal Register, and EPA Environmental
Monitoring quality assurance publications).
b. Description of Application to the Subject Instrument. Complete
step-by-step guidance shall be provided to assist the technician in
reconfiguring the subject instrument (e.g., changing the plumbing
connections) as necessary to perform the primary calibration. Illus-
trations and all applicable Cautions, Warnings, and Notes shall be
provided. At least one illustration shall show the total configura-
tion ready for primary calibration, including all relevant support
equipment (e.g., span gas delivery systems), the instrument itself,
and the complete and correct sampling train.
5.7.3 Support Equipment Data. Descriptions of all types of support equip-
ment used in operation and maintenance of the instrument shall be included
in this section, together with illustrations and instructions for their use.
These instructions shall include all applicable Notes, Cautions, and Warn-
ings. Examples of support equipment include:
a. Span gases
b. Gas delivery regulators
c. Traps and filters
d. Hoses and tubing
Both vendor supplied and equipment to be supplied by the procuring agency
shall be included. In the case of procuring agency supplied equipment,
coverage should be of commonly available, acceptable quality, repre-
sentative equipment item examples. Alternate suppliers and suppliers part
numbers for each such equipment item should be provided.
5.7.4 Replacement Parts Data. A parts list which includes the name refer-
ence designator, model or configuration applicability, and vendor parts
number shall be included. All information necessary to assure minimum
delay in obtaining replacement parts shall be included along with all
information necessary to facilitate:
a. In-the-field servicing by the vendor
b. Return of the instrument for factory repair
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5.7.5 Other_. Other types of information which may be included an the
Maintenance Support Information are:
a. Lubricants, description and uses
b. Torque-tolerance data tables
c. Tables of measures and conversion equivalents
5.7.6 Format. The format for Maintenance Support Information shall be
generally consistent with the formats specified in 3.7.
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6. QUALITY AND ACCURACY ASSURANCE PROVISIONS
6.1 Procuring Agency Options Concerning Quality and Accuracy Assurance.
The procuring agency shall have the option of specifying the approach
whereby it can review and influence the form and/or content of inter-
mediate products and/or the Instruction Manual. The procuring agency
may elect one of two Options, depending upon whether the vendor can
demonstrate the existence of an acceptable JPA-type Instruction Manual
for the subject instrument.
6.1.1 Option 1 - Determination of Existing JPA-Type Manual Acceptability.
Where the vendor presently has a potentially acceptable JPA-type Instruc-
tion Manual covering the identical model and configuration of the instrument
which is the subject of the procurement, the vendor shall include this
manual and supporting data as part of his bid/proposal package. The
procuring agency shall review the manual and supporting data and determine
the tentative acceptability of the manual.
6.1.1.1 Requirements for Potential Acceptability. In order for the
existing JPA-type Instruction Manual to be considered potentially
acceptable by the procuring agency, it must have been developed in
accordance with this specification and subjected to the Option 2
quality and accuracy assurance evaluation, as set forth in 6.1.2, in
at least one previous procurement.
6.1.1.2 Supporting Data Requirements. Supporting data to be sub-
mitted with the existing Instruction Manual shall include:
a. The TIM, annotated for Head/Book Tradeoff, including
the Head/Book Tradeoff decision rationales.
b. An illustrated parts breakdown, listing all parts
and part numbers.
c. A complete set of general locator illustrations.
d. An electrical schematic.
e. A complete process flow diagram showing and describing all
instrument inputs, e.g., sample, power, span gas, etc.); all
major functions in all instrument subsystems (e.g., power
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supply, sample path, calibration sample path, detector/reaction
chamber, pumps, valves, etc.); and instrument outputs.
f. The Test Equipment and Tool Use Form.
g. The Function/Function Failure Analysis
h.. The List of Malfunction Symptoms.
i. Names of companies or other agencies now employing the
manual, including names of persons responsible for those
procurements.
All supporting data items shall be for the identical model and con-
figuration as the subject instrument.
6.1.1.3 Determination of Tentative Acceptability. The procuring
agency shall, at its option, review all or parts of the manual
and supporting data, according to 6.2, as necessary to assure that
the existing manual is complete, accurate, and in compliance with
this specification. Within 30 days of contract award the procuring
agency shall provide the vendor, in writing, with:
a. Notification that the Instruction Manual is acceptable
in its existing form.
b. Changes in the manual or interim products (see 6.1.1.2a, f, g,
and h) which must be reflected in the manual to be supplied with
the subject instrument.
6.1.2 Option 2 - No Pre-existing Manual. In cases where the vendor has
not previously produced an Instruction Manual for the identical subject
instrument, a manual will be first developed as part of the subject
procurement. All interim products developed in accordance with 2.5, 3.2,
3.3, 3.7, 4.2, 4.3, and 4.7 shall be submitted to the procuring agency
as they are developed, along with appropriate supporting documentation
(as defined by 6.1.1.2b, c, d, and e). The review of these interim
products shall be as specified in 6.2.
6.1.3 Verification. Regardless of the Option employed, the procuring
agency may elect to verify the completed Instruction Manual. Verification
is a process whereby a user technician attempts to perform all or selected
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Job Guides or troubleshooting tasks in the manual under actual conditions,
supported only by the manual. Based on this evaluation, the procuring agency
may request, within 60 days of the delivery date, changes in text or illus-
tration on a maximum of 15 percent of the total page count in the manual.
Each such page shall be revised and reproduced in accordance with this
specification and supplied to the procuring agency in a number equal to
the number of Instruction Manuals delivered with the original procurement.
No additional charge will be made by the vendor for such revision and
reproduction.
6.2 Review of Products. Review of any or all products provided by the
vendor in accordance with 6.1.1 or 6.1.2 shall be totally at the option
of the procuring agency. The agency may elect to review a given product
in its entirety, or to review selected parts of it. Exercise of this
option, however, shall not excuse the vendor from providing all such
products and supporting data, except with the prior approval of the
procuring agency.
6.2.1 Review Criteria. The following criteria will be employed by the
procuring agency in the review of products:
a. Consistency - is the product consistent with the support data?
b. Accuracy - does information accurately reflect the supporting
data?
c. Completeness - does the product contain sufficient information
to effectively serve its intended purpose?
d. Applicability - is the data relevant to the identical instrument
being supplied?
e. Usability - is the amount of information and style of presentation
appropriate to the user technician within the procuring agency?
f. Scope of Troubleshooting - will the checkout.(s) and Action Trees
uniquely isolate each MSP?
6.2.2 Time Limitations for Review. The allowable time period for product
review by the procuring agency shall be determined during contract negotia-
tions. Scheduling of review deadlines shall not jeopardize the proper per-
formance of the validation activity (see 6.3).
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6.3 Validation. Validation is the process by which the vendor tests
the JPA intermediate products and final products for accuracy, adequacy,
completeness, and appropriateness to the level of the technician who will
use the manual. It also determines whether adequate notes, warnings,
and cautions have been included where and when necessary to ensure against
danger to the user and the equipment. Normally, it is also the phase of
troubleshooting aid development during which tolerance data are empirically
determined in accordance with 4,5.4, and appropriately recorded.
NOTE;
Validation is not a prelude to verification but
rather a complete process by which the vendor
guarantees the technical integrity of his products.
Significant omissions, errors, or misconceptions
discovered during verification will indicate that
the vendor did not properly perform the contract
item requiring Validation Certification.
6.3.1 Scope of Validation. The Task Identification Matrix (TIM), Job
Guides, Action Trees, and Checkout Procedures shall be validated in their
entirety (100 percent validation) with all procedural tasks and trouble-
shooting logic checked by actual performance.
6.3.2 Place. Validation shall take place where the instrument is avail-
able on a full-time basis for operation, alignment, disassembly, inserting
of troubles, and repair. Validation can take place either at the vendor's
facility or at actual instrument sites operated by the procuring agency.
6.3.3 Validation Certificate. A Validation Certificate shall be provided
by the vendor as a guaranty that the validation process was performed in
accordance with 6.3. When completed and signed by the vendor's technical
and management personnel responsible for validation, it certifies to the
procuring agency that the preliminary Instruction Manual is accurate,
complete, and compliant with all intents and procedures required by the
contract in order to meet the intended use by the procuring agency. It
shall further specify that the instrument as delivered is fully capable
of performing in accordance with all performance specifications included in
the contract.
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6.3.4 Personnel. The personnel who participate at all validation proceed-
ings shall include as a minimum:
a. Vendor technical authority (a technical expert such as.an engineer)
who can attest to the technical accuracy of procedures and their
appropriateness to maintenance philosphy, test equipment, provisioning
philosophy, etc.
b. Vendor quality assurance representative who is empowered to ensure
that the validation is performed to the letter of contractual
specification.
Full or part-time attendance is also recommended for the following:
a. Writing personnel who developed the Job Guides and Troubleshooting
Aids.
b. A "subject" to perform procedures who possesses training and
technical capability similar to the intended user -technician.
c. Vendor management'personnel.
6.3.5 Schedule. The vendor shall make certain that the formal validation
process is scheduled well in advance of verification so that there is
ample time for procedural revisions, corrections, and access to the
equipment for revalidation if necessary. Validation of the Task Identi-
fication Matrix (TIM), Job Guides, Action Trees, and Checkout Procedures
may require an ongoing validation which continues during much of the
life of the contract. It may also be necessary to consider a team of
"validators" that concurrently performs the validation at the equipment
site so as to make certain that contract schedules are met.
6.3.6 Validating the Task Identification Matrix. The vendor shall
perform validation of the entire Task Identification Matrix as one of
the first JPA development tasks immediately following the TIM review
(6.2). When the TIM in-process review is completed, the TIM shall be
validated by the vendor in the following manner:
a. Select personnel who are technically qualified (design engineer,
field maintenance instructor, etc.), have in-depth knowledge of
maintenance performed on this instrument, and are technically
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capable to make decisions based on factors such as maintainability,
spares levels, maintenance philosophy, and availability of test
equipment.
•b. Instruct validation personnel that each hardware item must
be analyzed for its agreement with the task analyst's recommendations
during TIM development (e.g., Can it be aligned? Can it be repaired?—
and at what level?), as well as for its prescribed maintenance function
and the facility with which that maintenance function can be performed
(i.e., nothing obstructs technician access; the item is not encapsulated,
etc.). The TIM should be corrected, if it is in error, by the validating
team.
c. Make certain that any parts of the TIM that are found during valida-
tion to be missing or significantly wrong are revalidated, preferably
by the same validation personnel.
6.3.7 Validating the Test Equipment and Tool Use Form. The vendor shall
validate the Test Equipment and Tool Use Form (TETUF) concurrently with
the validation of the Task Identification Matrix (TIM). The TETUF shall
be validated and approved by the same personnel that validate the TIM
(see 6.3.6.a). Validation of the TETUF shall show that it satisfies the
following requirements:
a. It reflects the procuring agency's approved list of tools and
test equipment.
b. The TIM maintenance functions can be performed with the
specific items listed in the TETUF.
c. The standard statements involving special tools and test
equipment to be included in the JPA are appropriate for the
specified intended audience.
6.3.8 Validating the Job Guides. The vendor shall validate each and
every procedural task step (100 percent) on the instrument as written
in the Job Guides. The vendor's validation process shall ensure that
all procedural steps are written and illustrated to the appropriate
skill level of the intended user technician. Vendor personnel who perform
such validation procedures shall use only the test equipment and tools in
the approved and validated TETUF.
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6.3.9 Validating the Checkout Procedures and Action Trees. The vendor
shall perform validation of each Checkout Procedure and Action Tree, and
shall comply with the following rules of validation:
a. Validation shall establish that every component failure mode
found by an Action Tree produces, in the Checkout Procedure, the
symptom for which the Action Tree was written, and that the Action
Tree logic isolates the component. This validation shall be
accomplished empirically by actual physical simulation of each
component failure mode.
b. An Action Tree, or part of an Action Tree, need not be completely
validated if it can be demonstrated that it is identical to an Action
Tree or part thereof that has already been validated. In such a
case failure modes shall be simulated only to the extent necessary
to determine that the symptom produced is the one for which that
Action Tree was written.
c. In the process of validating the logic of each Action Tree, the
vendor shall also determine the tolerance range of all application-
specific readings. These tolerance ranges shall be established by
simulating the failure mode in such a way that the entire range of
failure (e.g., range of flow rate or range of resistance values)
can be observed and the points in the range can be noted at which
the symptom appears.
d. Malfunctions that would tend to produce power supply overload
shall not be simulated beyond the point at which they would produce
the full rated load for the supply (as measured by a pressure
gauge, ammeter, etc.)
e. Action Trees submitted for validation shall be accompanied by
illustrations keyed to the procedural and decision steps, and re-
produced in the intended final reproduction size. As the Action
Tree branches are followed to validate the procedures, all illus-
trations shall be examined for adequacy of support for these
respective steps.
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6.4 Pre-Publication Review. If Option 1 (6.1.1) is employed, immediately
after validation, the vendor shall incorporate comments, corrections, and
improvements found to be necessary during validation. The vendor shall
implement the changes and will make sure format and illustrations are
corrected and quality checked.
The vendor shall prepare and deliver a pre-publication draft of the
Instruction Manual for final review and approval by the procuring agency.
6.5 Errata and Change Sheets. The vendor shall, for a period of two years
following the delivery date of the subject procurement, provide errata and
change sheets covering all errors discovered and modifications found to
be required in the Instruction Manual.
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7. GENERAL DEFINITIONS AND VERB LIST
7.1 Definitions. The following definitions shall apply:
a. Action Tree. A branching troubleshooting procedure that isolates
'every possible cause of a malfunction symptom. An Action Tree is
written for each unique malfunction symptom.
b. Activity. A single task or a group of tasks that are usually
performed in the same sequence. Each section contains at least one
activity.
c. Failure Mode. One of the ways in which a component can fail.
Some components may have only a single failure mode, e.g., a lamp can
be open. Other components may have more than one way of failing, each
with different possibilities for production of symptoms, e.g., a
solenoid can have an open coil, an insulation breakdown in the coil,
or a mechanically-induced restriction in its movement. A troubleshoot-
ing procedure must be capable of isolating a malfunctioning component
in any of the component's failure modes.
d. Instrument (or Subject Instrument). The instrument which is the
subject of the procurement to which this specification is appended.
e. Item. A generic term used to identify a hardware object. An item
may be a part, subassembly, etc.
f. Job Guide. The step-by-step procedure for performing a task along
with other task support data, formatted according to the requirements
of section 3, comprise a Job Guide. Job Guides are prepared for all
installation, operation, calibration, and preventive and corrective
maintenance tasks.
g. Job Performance Aids (JPA). The term used to describe the complete
set of Job Guides and Troubleshooting Aids for the instrument. The Job
Performance Aids are assembled into activities and sections which make
up the Instruction Manual.
h. Maintenance Significant Part (MSP). An item that is at the lowest
level of hardware subordination found in troubleshooting by procuring
agency technicians. A printed circuit board is an MSP because it is
removed and replaced as a unit by agency technicians, i.e., no attempt
is made to determine which of its individual components is malfunctioning.
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i. Malfunction Symptom. A unique combination of one or more out-of-
tolerance outputs. Note that (in some systems) for any given system
.state, the same symptom may appear as the result of any one of many
different component failures, while some component failures may produce
unique symptoms. Changing to a different system state may change the
number and configuration of active components and may alter the symptom
produced by any given component failure.
j. Output. Any individually identifiable path of energy or information
flow away from the item under test (e.g., AC signal, supply voltage,
flow rate).
k. Procurement (or Subject Procurement). That set of specifications
and requirements describing an automatic air monitoring instrument, for
the purpose of eliciting competitive bids from instrument vendors, to
which this specification is appended.
!.• Procuring Agency. That organizational entity which is immediately
responsible for the use of the automatic air monitoring instrument
obtained via the subject procurement. The procuring agency may be
different from the organizational entity responsible for generating
and negotiating the procurement, and for awarding the contract.
m. Step. A subdivision of information within a task. A step contains
one to four sentences. Each sentence contains a verb that directs an
action by the reader and an object toward which the action is directed.
n. System State. A unique data flow configuration of the item under
test (for example, an instrument with the mode selector in the "ambient"
position and the range selector in the "0.1" position). The checkout
procedure for an item will, be concerned only with system states that
can be encountered as part of the start-up, operating, and shut-down
sequence of the item (i.e., while the item is engaged in preparing
for and executing its "mission"). Troubleshooting procedures will
permit examination of all possible system states of an item, even
those states that are not encountered in the normal operation of the
item.
o. Task. A group of behaviors directed toward performing a piece of
work upon a hardware item. A task to be included in the Instruction
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Manual is identified in the TIM by "A/B" in a cell. The task name
corresponding to a cell is formed by combining the verb (column
heading) and the hardware name (row heading) that define the cell.
p. Troubleshooting Aids. Step-by-step procedures, with supporting
information, developed to systematically and efficiently identify
the existence of a malfunction and locate the malfunctioning part(s).
Troubleshooting Aids include both Checkout Procedures and Action
Trees.
q. Vendor (or Contractor). That organization contracted to produce
and deliver the subject instrument and the Instruction Manual. Where
the actual production of the Instruction Manual is subcontracted by the
said contractor, then the term "vendor" as it appears in this specifi-
cation shall apply to said subcontractor, except that the final
responsibility for the delivery of the Instruction Manual produced
in accordance with this specification shall rest with the prime
contractor.
7.2 Performance Specification Definitions. The various performance
specification definitions are defined as follows:
a. Fall time 90%. The interval between initial response time and
time to 90% response after a step decrease in the inlet concentration.
b. Interference equivalent. The portion of indicated concentration
due to the total of the interferences commonly found in ambient air.
c. Linearity. The maximum deviation between an actual instrument
reading and the reading predicted by a straight line drawn between
upper and lower calibration points.
d. Minimum detectable sensitivity. The smallest amount of input
concentration which can be detected as concentration approaches zero.
e. Noise. Spontaneous deviations from a mean output not caused by
input concentration changes.
f. Operating temperature fluctuation. The ambient temperature
fluctuation over which stated specifications will be met.
77
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g. Operation period. The period of time over which the instrument
can be expected to operate unattended within specifications.
h. Precision. The degree of agreement between repeated measurements
of the same concentration (which shall be the midpoint of the stated
range) expressed as the average deviation of the single results from
the mean.
i. Rise time 90%. The interval between initial response time and time
to 90% response after a step increase in inlet concentration.
j. Span drift. The change in .instrument output over a stated period
of unadjusted continuous operation, when the input concentration is
a stated upscale value.
k. Zero drift. The change in instrument output over a stated time
period of unadjusted continuous operation, when the input concentration
is zero.
7.3 Verb List. In the following list, each verb is defined in terms of
one or more meanings associated with maintenance. A sample sentence has
been provided for each usage. A number entry in the preference rank
column indicates the standing of that verb compared to others with the
same or similar meaning (highest rank is 1). Synonyms with which the
verb was ranked are listed, in terms of their own raking. If a Synonym
holds first rank, it is underlined. Where necessary, special notes
are also included. Lower ranking verbs can be used when the first-
ranked verb is particularly awkward or misleading in a given statement.
78
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VERBS
DEFINITIONS
VERB LIST
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Accomplish To do, carry out or bring about;
to reach an objective.
Actuate To put into mechanical motion or
action; to move to action.
Adapt To make fit a new situation or
use, often by modifying.
Add To put more in.
Adjust 1. To bring to a specified
position or state.
2* To briog to a more satis-
factory state; to manipulate
controls, levels, linkages,
etc. , to return equipment
from an out-of-tolerance
condition to an in-tolerance
condition.
Advise To give information or notice
to.
Advance To move forward; to move ahead
Agitate To move with a jerky, quick or
violent action.
Aid To give help or support to;
to assist.
Alert To warn; to call to a state of
readiness or watchfulness;
to notify (a person) of an
impending action.
Accomplish a periodic inspection
on the sample filter.
Actuate the pump.
Use the bushing to adapt the
new fuse to the existing fuse-
holder.
Add electrolyte to the cell.
1. Adjust the micrometer to
the given measurements.
2. Adjust the regulator valve
to obtain the required
flow rate.
1. Perform
2. Effect
Advise man B that the power
is on.
Advance the control
Agitate the container so
that the solvent will be
well mixed.
Aid man B to lift the load.
Alert personnel that area
will be cleared.
1. Report to
2. Inform
3. Notify
5. Communicate to
1. Shake
1. Assist
2. Help
79
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VERBS
DEFINITIONS
EXAMPLES
SYNONYMS BY
PREF. ORDER OF
RANK PREFERENCE
NOTES
Align To bring into line, to line up;
to bring into precise adjustment,
correct relative position or
coincidence.
Allocate To apportion for a specific
purpose or to particular persons
or things.
Allow 1. To permit, to give opportunity
to.
2. To allot or provide for.
Alternate To perform or cause to occur by
turns or in succession.
Apply 1. To lay or spread on.
2. To energize.
Arrange To group according to quality,
value or other characteristics,
to put in proper order.
Ascertain To find out with certainty that
a proper condition exists.
Assemble To fit and secure together the
several parts of; to make or form
by combining parts.
Assess To determine the importance, size
or value of; to evaluate.
Align pump and motor shafts.
Allocate the various maintenance
tasks to technicians.
1. Allow the sediment to settle
out.
2. Allow a 2-inch slack in the
tubing.
Alternate between the two control
settings.
1. Apply sealant liberally to
both mating surfaces.
2. Apply power or load.
Arrange components by size
from smallest to largest.
Ascertain that the light is off.
Assemble the sampling train in
accordance with specified
procedures.
Assess the success of the
maintenance action.
3 1. Assign
2. Distribute
1 2. Let
1 2. Leave
1 2. Put
Use "lubricate"
rather than
"apply
lubricant."
2. Order
1. Be sure
2. Verify
3. Check
4. Determine
2. Construct
1. Evaluate
80
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Assign To apportion to for a specific
purpose or to particular persons
or things; to appoint to a duty.
Assist To give support or help; to aid.
Assure To make someone sure or certain,
to inform positively.
Attach To join or fasten to.
Back off To cause to go in reverse or
backward.
Balance To equalize in weight, height,
number or proportion.
Be sure To confirm that a proper
condition exists, to find out
with certainty.
Be careful To exercise caution, to take
care.
Bend To turn or force from straight
or even to curved or angular,
or to force, back to an original
straight or even position.
Bleed To extract or let out some or
all of a contained substance
from.
Blow To send forth air, particularly
from the lungs through the mouth.
Assign the various maintenance
tasks to technicians.
Assist man B to lift the
instrument.
Assure other technicians that
all power is off.
Attach electrical leads to
the VOM.
Back off nut one full turn.
Balance the sample flow
between the two outputs.
Be sure that the light is off.
Be careful not to inhale the
fumes of the solvent.
Bend wire until it lies flat
against the chassis.
Bleed off gas pressure.
Check for obstructions by dis-
connecting the hose at the air
inlet and blowing through it.
2. Distribute
3. Allocate
2. Help
3. Aid
1. Connect
Use "tag" in
preference to
"attach" a tag.
' 2. Verify
3. Check
4. Determine
5. Ascertain
81
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Break 1. To separate into parts with
suddenness or violence.
2. To pull away.
Calculate To determine by arithmetic
processes.
Calibrate To determine accuracy, deviation
or variation by special measure-
ment or by comparison with a
standard.
Cap To provide with a covering; to
install or provide with a device
for closing off the end of a tube
which has a male fitting.
Catch To prevent from falling to the
ground, to capture.
Categorize To put into categories or
general classes.
Center To place in the middle of.
Change To replace' with another
comparable item; to substitute
serviceable equipment for
malfunctioning, worn, or
damaged equipment.
1. Break the glass tubing
at the score mark.
2. Break the pieces apart.
Calculate the voltage in a
circuit with 10 amp of current
and 5 ohms of resistance.
Calibrate the rotameter.
Cap all lines which have
exposed male fittings.
Catch any fluid drippings in a
drip pan.
Categorize components by their
function.
Center the pointer on the dial.
Change the switch contact points.
2. Figure
3. Compute
2. Install caps
1. Classify
For determining
the classifi-
cation of a
supply item,
use "identify"
1. Replace
82
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Check
Checkout
Clamp
Classify
Clean
Clear
1. To confirm or establish that
a proper condition exists; to
ascertain that a given operation
produces a specified result;
to examine for satisfactory
accuracy, safety or performance;
to confirm or determine measure-
ments by use of visual or
mechanical means.
2. To perform a critical visual
observation or check for
specific conditions; to test
the condition of.
To perform specified operations
to verify operational readiness
of a subcomponent, component,
subsystem, or system.
To fasten or press two or more
parts together so as to hold
them firmly.
To put into categories or
general classes.
To wash, scrub or apply solvents
to; remove dirt, corrosion or
grease.
To move people and/or objects
away from.
1. Check that the light is off.
2. Check the components for wear,
deterioration or defects.
Checkout the instrument.
Clamp the butt-to-butt
connectors, using utility clamps.
Classify components by their
function.
Clean petroleum products from
sample flowpath.
Clear the area.
1. Be sure
2. Verify
4. Determine
5. Ascertain
1. Inspect
2. Examine
2. Test
2. Categorize
For determining
the classifi-
cation of a
supply item,
use "identify"
83
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VERBS
DEFINITIONS
EXAMPLES
SYNONYMS BY
PREF. ORDER OF
RANK PREFERENCE
NOTES
Close
Coat
Code
Collect
Communicate
Compare
Compile
1. To block against entry or
passage; to turn, push or
pull in the direction in
which flow is impeded.
2. To set a circuit breaker
into the position allowing
current to flow through.
To cover or spread with a
finishing, protecting layer.
To put into the form or symbols
of a system used to represent
words; to mark with identifying
symbols.
To bring together .into one body
or place; to accumulate.
1. To exchange information.
2. To make known.
To examine the character or
qualities of two or more items
to discover resemblances or
differences.
To compose or put together out
of materials from several sources.
1. Close the valve.
2. Close the circuit breaker.
Coat "0" rings with silicone
grease to prevent deterioration-
Color code equipment parts.
Collect the required hand tools.
1. Communicate with man B during
the entire procedure.
2. Communicate to man B that the
power is on.
Compare the readings from the
meter and strip chart.
Compile the records of all
maintenance on the instrument.
1. Report to
2. Inform
3. Notify
4. Advise
84
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Comply To conform with directions or
rules; to accept as authority,
to obey.
Compress To squeeze together; to condense.
Compute To determine by arithmetic
processes.
Condition To put into a proper state for
work or use.
Confer To consult; to exchange views.
Connect 1. To bring or fit together so
as to form a unit, to couple
keyed or matched equipment
items.
2. To attach or mate (an
electrical device) to a
service outlet.
Consolidate To join together into one whole,
to form into a compact mass.
Construct To make or- form by combining parts;
to fit and secure together the
several parts of.
Control To exercise restraining or direct-
ing influence over, to fix or
adjust the time, amount or rate of.
Coordinate To bring into a common action,
movement or condition.
Comply with directions.
Compress the spring fully.
Compute the voltage in a
circuit with 10 amps of
current and 5 ohms of
resistance.
Condition components before
installing them.
Confer with maintenance
supervisor if necessary.
1. Connect the filter to the
sample inlet fitting.
2. Connect the soldering iron
to the service power outlet.
Consolidate contents of both
containers.
Construct the pump in accordance
with specified procedures.
Control sample flow rate.
Coordinate the activities of
man B and man C.
1. Follow
1. Calculate
2. Figure
2. Mate
3. Join
1. Plug in
1..Assemble
1. Regulate
85
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Copy To make an imitation, transcript
or reproduction of.
Correct To make or set right, to alter
or adjust so as to bring to some
standard or required condition.
Cover To protect or shelter by placing
something over or around.
Cut To divide into parts using a
sharp instrument such as a
scissors or knife.
Deplete To lessen markedly in quantity,
content or power.
Depress To press or push-down.
Depressurize To release gas or fluid pressure
from.
Detect To discover or determine the .
existence, presence or fact of.
Determine 1. To obtain definite and first-
hand knowledge of, to confirm
or establish that a proper
condition exists.
2. To investigate and decide, to
discover by study or experiment.
Develop To set forth or make clear by
degrees or in detail.
Disassemble To take to pieces, to take apart
to the level of the next smaller
unit or down to all removable
parts.
Copy the instrument number on
the record form. '
Correct any error before
proceeding with activity.
Cover the photomultiplier
tube to protect from light.
If the prongs of the cotter
pin are too long, they should
be cut to proper length.
Deplete system pressure.
Depress the ON button-
Depressurize the span gas
system.
Watch very carefully so as
to detect any needle movement.
1. Determine that the light
is off.
2. Determine the existence of
span gas leaks.
Develop procedures fully.
Disassemble sampling train.
1. Be sure
2. Verify
3. Check
5. Ascertain
2. Find
2. Dismantle
86
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Dismantle To take to pieces; to take apart
to the level of the next smaller
unit or down to all removable
parts.
Disconnect 1. To sever the connection
between; to separate keyed
or matched equipment parts.
2. To detach or separate (an
electrical device) from a
service outlet.
Disengage To release or detach inter-
locking parts, to unfasten;
to set free from an inactive
or fixed position.
Dispatch To send off or away with
promptness or speed.
Dispose of To get rid of.
Distribute To apportion for a specific
purpose or to particular
persons or things.
Drain To draw off (liquid) gradually
or completely.
Draw in To pull (liquid) up into a
container through suction.
Dry To cause to be free from
water or liquid.
Effect To do, carry out or bring
about; to reach an objective.
Dismantle the sampling train.
1. Disconnect exhaust tubing
from front of detector cell.
2. Disconnect lamp cord from
power supply.
Disengage the pump assembly.
Dispatch report to supervising
technician.
Dispose of unused absorbing
reagent.
Distribute the various
maintenance tasks to technicians.
Drain excess water from glassware.
Draw in 10 ml of absorbing
reagent.
Dry the spectrophotometer
cells with lint-free cloth.
Effect a periodic inspection
of the recorder.
1. Disassemble
1. Release
3. Unlock
For circuit
breaker, use
"open."
1. Assign
3. Allocate
1. Pipette
1. Perform
2. Accomplish
87
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Eliminate To expel; to ignore or set aside
as unimportant.
Employ To put into action or service, to
carry out a purpose or action by
means of; to avail oneself of.
Enforce To compel or constrain.
Engage To cause to interlock or mesh.
Enter To put on record.
Erect To put up by fitting together.
Establish To set on a firm basis.
Estimate To judge or determine roughly
the size, extent or nature of.
Evaluate To determine the importance,
size or nature of; to appraise;
to give a value or appraisal to
on the basis of collected data.
Examine To perform a critical visual
observation or check for specific
conditions; to test the condition
of.
Expedite To accelerate the process or
progress of.
Extend To cause to be drawn out to
fullest length.
Extract To draw forth; to pull out
forcibly.
Eliminate all unnecessary
movement.
Employ only stainless steel
tubing.
Enforce safety regulations.
Engage threads of female
fitting to threads of the
male fitting.
Enter the data on the form-
Erect a special maintenance
stand.
Establish safety rules.
Estimate amount of absorbing
reagent which will be necessary.
Evaluate an operating monitor.
Examine the component for
wear, deterioration or defects.
Expedite the activity by
assigning two men.
Extend the tubing.
Extract the cotter pin.
1. Use
2. Utilize
For circuit
breakers, use
"close."
1. Record
2. Assess
1. Inspect
3. Check
88
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Fabricate To construct from standardized
parts.
Figure To determine by arithmetic
processes.
File To rub smooth or cut away with
a file (i.e., a tool with cutting
ridges for forming or smoothing
surfaces.)
Fill To put into as much as can be held
or conveniently contained.
Find 1. To discover or determine by
search; to indicate the place,
site or limits of.
2. To discover by study or
experiment; to investigage
and decide.
Flush To pour liquid over or through;
to wash out with a rush of liquid.
Follow To accept as authority, to obey;
to conform with directions or
rules.
Form To give a particular shape to;
to shape or mold into a certain
state; to make up.
Furnish To supply what is needed, to equip.
Go to To proceed to.
Fabricate a plug to seal
the sample inlet.
Figure the voltage in a
circuit with 10 amps of
current and 5 ohms of
resistance.
File one end of the rod to a
point.
Fill a 1 cm spectrophotometer
cell.
1. Find the needle valve.
2. Find the ozone concentration
corresponding to the sum,
using the conversion table.
Flush the cell with distilled
water.
Follow directions.
Form the tubing so that no bend
radius is less than 3 inches.
Furnish a flashlight for man B.
Go to Step 14.
1. Calculate
3. Compute
1. Locate
1. Determine
2. Comply with
1. Provide
89
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Ground To connect a current, wire or
a piece of electrical equipment
to a land or other specified
surface.
Guard To protect from danger, to defend.
Guide To manage or direct the movement
of.
Hand To give, pass or transmit with the
hands.
Handle To manipulate (load, turn, raise,
etc.) objects and equipment manually
or with specially designated equip-
ment, such as hoists.
Hang To fasten to some elevated point
without support from below,
to suspend.
Help To give support, aid or assistance
to.
Hold To have or keep in the grasp.
Identify 1. To establish the identity of.
2. To determine the classification
of a supply item.
Indicate To point out.
Inform To make known to; to give notice
or report the occurrence of.
Ground the monitor.
Guard the absorbing reagent
against contamination.
Guide the instrument stand
safely to its new position.
Hand the sample probe through
the hole to technician B.
Handle ethylene cylinders
carefully.
Do not hang tools on project-
ing parts of the monitor.
Help man B lift the air
cylinder.
Hold the power switch in
position until the voltmeter
stabilizes.
1. Identify components by name
and function.
2. Identify the component to be
ordered from manufacturer.
Indicate which dial should be
monitored.
Inform man B that the power is on.
1. Assist
3. Aid
1. Report to
2. Notify
A. Advise
90
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Initiate
Inject
Insert
Inspect
Install
Insure
To perform actions necessary to
set into operation, to set going,
to begin.
To throw, drive or force in.
To put or thrust in, into or
through.
To perform a critical visual
observation or check for
specific conditions; to test
the condition of.
1. To perform operations
necessary to properly fit
an equipment unit into the
next larger assembly or system.
2. To place and attach.
To make certain, to ensure.
Initiate operation of the
monitor.
Inject lubricant into pump
bearing.
Insert a wire through the hole
in the fastener.
Inspect the components for
wear, deterioration or defects.
1. Install new pump on mounting
plate.
2. Install two screws
2. Start
2. Put
2. Examine
3. Check
Insure that scribe marks
valve assembly and pump
casting are aligned.
on
a. For wiring a
circuit, use
either "in-
stall wiring"
or "wire."
b. For safety
wiring use
either
"safety wire"
or "install
safety wire."
c. For screws,
use "install
screws"
, rather than
"screw."
d. Use "cap"
"plug"
rather than
install caps
(plugs)
91
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Interpret To explain the meaning of.
Isolate To use test equipment to
identify or select a source
of trouble.
Join To bring or fit together so as to
form a unit; to couple keyed or
matched equipment items.
Keep To remain, to continue in a
place.
Latch To catch with a device which
holds a door when closed, even
if not bolted.
Leave 1. To go away from, depart.
2. To allot or provide for.
Let To permit; to give opportunity
to.
Level To cause all objects to become
even or parallel with the
horizon.
Lift To move or-cause to be moved
from a lower to a higher
position; to elevate.
Light To cause to illuminate
Listen To pay attention to sound.
Interpret instructions for
inexperienced technicians.
Isolate the source of a mal-
function using troubleshooting
checkout.
Join the butt-to-butt connections
using utility clamps.
Keep fingers away from fan
blades.
Close and latch top cover.
1. Do not leave the area until
this activity is complete.
2. Leave a two-inch slack in
the stainless steel tubing.
Let the ozone monitor stabilize.
Level the monitor in accordance
with specified procedure.
Lift the ethylene cylinder
into position.
Light the overhead light.
Listen to the pump while it is
operating.
1. Connect
2. Mate
1. Stay
1. Allow
1. Allow
1. Raise
92
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Load
Locate
Lock
Look for
Loop
Loosen
Lower
Lubricate
Maintain
Make
To place in or on a means of
conveyance.
1. To find, determine or
indicate the place, site
or limits of.
2. To set or establish in a
particular spot, to station.
To hold fast or inactive,
to fix.
to visually search for.
To make into the form or
shape of a loop.
To release from restraint, to
cause to become less tight
fitting.
To cause to move down; to
depress as to direction.
To put libri'cant on specified
locations.
1. To hold or keep in any
particular state or
condition, especially
in a state of efficiency or
validity.
2. To sustain or keep up.
To carry out or cause to occur.
Load the monitor onto the cart.
1. Locate the leak detector
solution.
2. Locate the test equipment
so that it can be seen by
both technicians.
Lock "ZERO ADJUST" control.
Look for cracks, corrosion
and damage during inspection
of tubing.
Loop the tubing loosely behind
the monitor.
Loosen wing nuts and remove
frame.
Lower the valve assembly
into the pump body.
Lubricate the motor bearings.
1. Maintain the monitor in a
ready-to-operate condition.
2. Maintain daily records of
ozone concentration.
Make corrections, where necessary.
2. Find
3-4 1. Position
2. Place
3-4. Set
5. Put
2. Apply
lubricant
93
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Mark To label, to provide with an
identifying or indicating symbol.
Mate To join or fit together, to
couple.
Measure To determine the dimensions,
capacity or amount by use of
standard instruments or
utensils.
Mix To combine or blend into one mass.
Modify To alter or change somewhat the
form or qualities of.
Monitor 1. To visually take note of,
to pay attention to in order
to check on action or change.
2. To continually or periodically
attend to displays to determine
equipment condition or operating
status.
Mount To attach to a support.
Move To change the location or
position of.
Neutralize To destroy the effectiveness
of, to nullify, to make
chemically neutral or electrically
inert.
Notify To make known to; to give notice
or report the occurrence of.
Mark both parts to help in
reassembly.
Mate t-.he two parts of the
connector.
Measure the absorbance of each
cell using spectrophotometer.
Mix the two reagents.
Modify the flow rate as
necessary.
1. Monitor the meter for
changes in ozone concen-
tration.
2. Monitor the meter during
start-up.
Mount flow meter in vertical
position.
Move and position the monitor.
Neutralize the reagent before
using.
Notify man B that the power is
on.
1. Tag
1. Connect
3. Join
If marking is
to be done on
a tag, use "tag
1. Observe
2. Watch
1. Report to
2. Inform
4. Advise
5. Communicate to
94
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Observe 1. To conform one's actions
or practice to.
2. To visually take note of,
to pay attention to.
Obtain 1. To get or find out by
observation or special
procedures.
2. To gain or attain.
Open 1. To move from closed
position; to make avail-
able for passage by
turning in an appropriate
direction.
2. To disengage or pull.
Operate To control equipment in order
to accomplish a specific purpose.
Order 1. To requisition or request
from supply.
2. To group according to quality,
value, or other characteristics.
Organize To arrange elements into a whole
of interdependent parts; to form
into a coherent unity; to integrate.
Orient 1. To acquaint with the existing
situation or environment.
2. To set or arrange in any
determinate position.
1. Observe precautions.
2. Observe the cylinder gauge
for changes in pressure.
1. Obtain a reading on the VOM.
2. Obtain the necessary supplies
before starting on maintenance.
1. Open the valve.
2. Open the appropriate circuit
breakers.
Operate monitor as prescribed
in checkout.
1. Order 65 ml of absorbing
reagent.
2. Order components by size from
smallest to largest.
Organize the activities of the
assisting technicians.
1. Orient new technicians to
location of equipment and
supplies.
2. Orient the monitor so that the
meter is easily visible.
1
2
2. Watch
3. Monitor
1. Take
1. Arrange
95
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VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Overhaul The act of disassembling equip-
ment units down to all removable
parts; cleaning; critically
inspecting, repairing, restoring
and replacing where necessary;
assembling, adjusting, aligning,
recalibrating and verifying
operational readiness by test
or checkout; and packaging for
transportation storage.
Pack To fill completely with grease.
Paint To apply color or pigment
(suspended in suitable liquid)
to the surface of.
Perform To do, carry out or bring
about; to reach an objective.
Pipette Use of small pipette apparatus
equipped with suction to with-
draw a measured amount of fluid.
Place To put or set in a desired
location or position
Plug To provide, with a device for
closing off the end of a tube
which has a female fitting.
Plug in To attach or mate (an electrical
device) to a service outlet.
Overhaul the pump.
Pack the bearings.
Paint all exposed surfaces.
Perform a periodic inspection
of the cylinder for leakage.
Pipette 10 ml of absorbing
reagent into each absorber.
Place the test equipment so
that it can be seen by both
technicians.
Plug all lines which have
exposed female fittings.
Plug in the soldering iron at
the power outlet.
1 2. Accomplish
3. Effect
2 .1. Draw in
1. Position
3-4. Set
3-4. Locate
5. Put
2. Insert plugs
3. Install plugs
2. Connect
96
-------
VERBS
Position
Post
Prepare
DEFINITIONS
To put or set in given place,
to locate.
To station at a given place.
To prepare or make ready for a
maintenance activity.
EXAMPLES
Position the test equipment
so that it can be seen by both
technicians.
Post one man in front of
the monitor.
Prepare the supplies and tools
•needed for a checkout.
SYNONYMS BY
PREF. ORDER OF
RANK PREFERENCE NOTES
1 2. Place
3-4. Set
3-4. Locate
5. Put
-
1 2. Set up
3. Ready
Pre-set To put in a desired position,
adjustment or condition
beforehand.
Press To act upon through thrusting
force exerted in contact.
Prevent To keep from happening or
existing.
Probe To investigage thoroughly with
a long, pointed device or by
direct feeling.
Provide To supply what is needed, to equip.
Pull To exert force upon an object so
as to cause motion toward the
force.
Pump Raise or lower by operating a
device which raises, transfers
or compresses fluids by suction,
pressure or both.
Pre-set the VOM at its highest
scale.
Press diverter valve when bubble
reaches 0 on bubblemeter scale.
Prevent reagent from spilling
onto electrical contacts.
Probe the tubing with fingers.
Provide a flashlight for man B.
Pull diverter valve outward.
Pump 10 ml of absorbing reagent
into each absorber.
2. Depress
3. Push
For circuit
breakers, use
"close."
2. Furnish
For circuit
breakers, use
"open."
97
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Puncture
Purge
Push
Put
Raise
Read
Readjust
Ready
To pierce with pointed instrument
or object.
To free of sediment or trapped
air by flushing or bleeding.
To press against with force so
as to cause motion away from
the force.
1. To place or set in a desired
position or location.
2. To deposit or leave.
3. To lay or spread on or in.
To move or cause to be moved
from a lower to a higher
position,.to elevate.
To interpret the meaning of by
visual observation.
To adjust again, to move back to
a specified condition; to bring
back to an in-tolerance condition.
To prepare for a maintenance
activity.
Be careful not to puncture
tubing while probing the
inside.
Purge the span gas system.
Push diverter valve.
1. Put the test equipment
where it can be seen by
both technicians.
2. Put necessary tools on
work surface
3. Put sealant liberally on
both mating surfaces.
Raise the access cover.
Read the VOM.
Readjust the voltage after
performing an operational
check of the system.
Ready supplies and tools needed
for a checkout.
1
1
1. Press
1. Position
2. Place
3-4. Set
3-4. Locate
For circuit
breakers, use
"close."
1. Apply
2. Lift
Use "store"
instead of "put
away" for de-
positing or
leaving in a
specified place
for future use.
1. Set up
2. Prepare
98
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Reassemble To refit and secure together the
parts after they have been taken
apart.
Receive To come into possession of;
to get.
Recommend To urge the acceptance or
use of.
Recondition To renew; to bring or put back
into good condition.
Reconnect To rejoin or refasten that which
has been separated.
Record To set down in writing.
Reduce To cause to be diminished in
strength, density or value.
Regulate To fix or adjust the time, amount
or rate of; to exercise restraining
or directing influence over.
Reject To refuse to have, use or take
for some purpose.
Relay To pass along by stages.
Release 1. To set free from an inactive or
fixed position; to unfasten or
detach interlocking parts.
2. To let go of.
3. To set free from restraint or
confinement.
Relieve To ease or set free of a burden,
to partially release.
Reassemble fitter assembly.
Receive supplies as they
arrive.
Recommend procedural changes
where appropriate.
Recondition the pumps.
Reconnect stainless steel
tubing to ethylene regulator.
Record ozone readings on
appropriate forms.
Reduce pump flow rate.
Regulate the sample flow rate
as necessary.
Reject components which show
excessive wear.
Relay the message to man B.
1. Release the spring tension.
2. Release the handle of the
spring-loaded switch.
3. Release pressure.
Relieve pressure before working
on the equipment.
2. Enter
2. Control
2. Disengage
3. Unlock
99
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Remove
Repair
Repeat
Replace
Replenish
Report
Request
1. To perform operations necessary
to take an equipment unit out
of the next larger assembly or
system.
2. To take off or eliminate.
To restore damaged, wornout or
malfunctioning equipment to a
serviceable, usable or operable
condition.
To make, do or perform again.
1. To restore to a former
place or position.
2. To substitute serviceable
equipment for malfunctioning,
wornout or damaged equipment.
To fill or build up again.
To describe as being in a
specified state.
To make known to; to give
notice or report the occurrence
of.
To ask for.
1. a. Remove ozone generator.
b. Remove four screws.
2. Remove paint.
Repair monitor by replacing
parts and removing defects.
If leaks are detected, repeat
checkout of tubing connections.
1. Replace screws.
2. Replace the switch contact
points.
Replenish maintenance supplies
as often as necessary.
Report when ready
Report to man B that the power
is on.
Request further information
if necessary.
2. Change
For screws,
use "remove1
rather than
"unscrew."
Repair includes
replacement,
overhaul and
reworking of
constitutent
parts or
materials.
2. Inform
3. Notify
A. Advise
5. Communicate to
700
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Reset To put back into a desired
position, adjustment or condition.
Resolve To clear up or find an answer
to; to reach a decision about.
Return To bring, send or put back to
a former or proper place.
Review To examine again; to go over
or examine critically or
deliberately.
Rinse To cleanse (as from soap used
in washing) by clear water.
Rotate To cause to revolve about an
axis or center.
Rub To move along the surface of a
body with pressure.
Safeguard To provide a technical con-
trivance to prevent accident;
to comply with precautionary
measures or stipulation.
Scan To make a wide, sweeping search
of; to look through or over
hastily.
Schedule To appoint, assign or designate
for a fixed future time; to make
a time-table of.
Scrub To clean with hard rubbing.
Reset power switch to ON.
Resolve the inconsistency
before proceeding with
maintenance activity.
Return the monitor to a
stable state before
calibrating.
Review procedures which
have not been performed
for more than two months.
Rinse the absorbers in distilled
water and shake out excess.
Rotate the ethylene cylinder valve
fully clockwise.
Rub hand over mating surfaces
and assure that they are smooth.
Safeguard personnel by using
caution in handling ethylene gas.
Scan the monitor's controls
before checkout begins.
Schedule maintenance activities
to minimize down time.
Scrub glassware to remove
all deposits.
2. Turn
101
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Select To take by preference or fitness
from a number or group, to pick
out, to choose.
Service To perform such operations as
cleanup, lubrication and
replenishment to prepare for
use.
Set 1. To put a switch, pointer or
knob into a given position;
to put equipment into a given
adjustment, condition a mode.
2. To put or place in a desired
orientation or location.
Set up To prepare or make ready for a
maintenance activity.
Shake To move or cause to move to and
fro in a quick, jerky manner.
Shut down To perform operations necessary
to cause an equipment to cease or
suspend operation.
Signal To notify or communicate by
signals (i.e., a prearranged
sign, notice or symbol conveying
a command, warning, direction
or other message).
Slide To cause to move in a smooth
manner over a surface.
Specify To name or state explicitly or
in detail.
Select the appropriate VDC
range on the VOM.
Service the sample filter as
required.
1. Set power switch to ON.
2. Set the test equipment
so that it can be seen
by both technicians.
Set up the monitor for
checkout.
Shake the glassware to remove
excess water.
Shut down spectrophotometer
according to manufacturer's
instructions.
Signal man B that power is ON.
3-4 1. Position
2. Place
3-4. Locate
5. Put
2 1. Prepare
3. Ready
2. Stop
Slide lamp out of generator.
Specify the manufacturer's
number of the multimeter.
702
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Spill To cause or allow to fall,
flow or run out.
Spin To cause to revolve rapidly.
Start To perform actions necessary to
set into operation, to set going,
to begin.
Stay To remain, to continue in a place.
Stimulate To excite to activity or
greater activity.
Stop To perform actions necessary to
cause an equipment to cease or
suspend operation.
Store To deposit or leave in a specified
place for future use.
Strike To deliver or aim a blow or
thrust, to hit.
Submit To make available, to offer.
Suggest To propose as desirable or
fitting; to offer for
consideration.
Support To hold up or provide a
foundation or props for.
Survey To examine comprehensively as
to condition, situation or value.
Synchronize To cause to happen at the same
time.
Do not spill reagent on clothing,
hand s.
Spin motor shaft by hand to be
sure that it does not bind.
Start the monitor.
Stay away from the danger area.
Stimulate flow by warming the
lines.
Stop the flow.
Store required tools in the
appropriate maintenance area.
Strike the designated spot
with a hammer.
Submit request for primary
calibration.
Suggest any changes which might
be helpful.
Support the tubing at both ends.
Survey entire sampling train to
assure that all connections have
been made.
Synchronize the activities of
man A and man B.
1. Initiate
2. Keep
1. Shut down
3. Put away
103
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Tabulate
Tag
Take
Tap
Test
Tighten
Tilt
To set up in the form of a table
(with rows and columns); to
compute by means of a table.
To provide with an identifying or
indicating symbol with or as if
with a tag (i.e., a cardboard,
plastic or metal marker used
for identification or classifi-
cation) ; to label.
1. To get into or carry in one's
hands or one's possession.
2. To get or find out by
observation or special
procedures.
To strike lightly.
To perform specified operations
to verify operational readiness
of a component, subcomponent,
system or subsystem.
1. To perform necessary operations
to fix more firmly in place.
2. To apply a specified amount of
force to produce a rotation or
twisting motion to fix more
firmly in place.
To cause to slope, lean or incline.
Tabulate maintenance times
for each occurrence of the
various maintenance'activities.
Tag and disconnect wiring
pump assembly.
1. Take supplies to the
maintenance area.
2. Take a reading on the VOM.
Tap the eye of the cotter
pin to seat it.
Test the sample flow-path
for leaks.
1. Tighten all screws.
2. Tighten teflon fitting
only finger-tight.
Tilt instrument to expose
adjustable mounts.
2. Attach a tag
3. Mark
4. Connect a tag to
2. Obtain
1. Checkout
104
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Torque
Trace
Transfer
Transport
Troubleshoot
Turn
Turn off
Turn on
Uncap
Unlock
To apply a specified amount of
force to produce a rotation or
twisting motion to fix more
firmly in place.
To follow or study out in detail
or step by step.
To convey or cause to pass from
one place to another.
To carry by hand or in a vehicle
or hoist, or in a container, etc.
To localize, isolate and correct
the source of a malfunction
or breakdown.
To cause to revolve about an
axis or center.
To shut off or stop the flow of
by or as if by moving a control
to its OFF position.
To cause to flow or operate by
or as if by moving a control to
its ON position.
To remove a device (i.e., a cap)
for closing off .the end of a
tube with a male fitting.
To set free from an inactive or
fixed position, to unfasten, to
detach interlocking parts.
Torque metal fittings only
finger-tight plus 3/4 turn
with a wrench.
Visually trace the wiring
diagram.
Transfer absorbing reagent
from absorber into a clean
spectrophotometer cell.
Transport instrument in its
shipping container.
Troubleshoot the monitor
using the appropriate
checkout procedures.
Turn valve on air cylinder fully
counterclockwise.
Turn off power to the monitor.
Turn on power to the monitor.
Uncap the sample inlet fitting
line.
Unlock the ZERO ADJUST control.
2. Tighten
Torque
(noun) =
length of
wrench handle
times applied
force.
1. Rotate
1. Remove caps
1. Release
2. Disengage
105
-------
VERBS
DEFINITIONS
EXAMPLES
PREF.
RANK
SYNONYMS BY
ORDER OF
PREFERENCE
NOTES
Unplug
Unscrew
Use
Utilize
Verify
Wait
Wash
Watch
1. To detach or separate (an
electrical device) from a
service outlet.
2. To remove a device (i.e., a
plug) for closing off the end
of a tube with female fittings,
To draw the screws from.
To put into action or service, to
avail oneself of; to carry out a
purpose or action by means of.
To put into action or service; to
avail oneself of; to carry out a
purpose or action by means of.
1. To confirm or establish that
a proper condition exists.
2. To establish the truth or
accuracy of.
To suspend activity in a sequence of
activities until a given condition
occurs or a given time has elapsed.
To cleanse by or as if by the
action of liquid; to remove (dirt)
by rubbing or drenching with liquid.
To visually take note of, to pay
attention to in order to check
on action or change.
1. Unplug the soldering iron.
2. Unplug the vacuum line.
Unscrew twelve screws
around cover.
Use only stainless steel tubing
in the sample introduction
and calibration sample systems.
Utilize only stainless steel
tubing in the sample introduction
and calibration sample systems.
1. Verify that the light is off.
2. Verify the readings before
recording them.
Wait 10 minutes before proceeding.
Wash the glassware with a cleaning
solution and a stiff brush.
Watch sample-plus ethylene flow
ineter for changes.
2. Disconnect
1. Remove plugs
2 1. Remove
1 2. Utilize
3. Employ
2 1. Use
3. Employ
2 1. Be sure
3. Check
4. Determine
5. Ascertain
1. Observe
106
-------
SYNONYMS BY
PREF. ORDER OF
VERBS DEFINITIONS EXAMPLES RANK PREFERENCE NOTES
Withdraw To take back, away, or out. Withdraw vane assembly from -
the pump.
Wrap To wind, coil or twine so as to Wrap the wire around the
encircle or cover something. terminal.
Zero To bring to a desired level or null Zero the meter with power OFF.
position.
107
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APPENDIX A
Guidelines for In-Process Review
of Instruction Manual
A-l
-------
Guidelines for In-Process Review of Instruction Manual
The specification provides the purchaser (i.e., the procuring agency)
with two Options for reviewing the interim products from which the
Instruction Manual is derived:
1. Option 1. Pre-existing Instruction Manual Available. In
this case, the vendor supplies the manual and interim
products (developed, following the specification, for a
previous procurement) as part of his bid/proposal.
2. Option 2. No Pre-existing Instruction Manual Available.
Where no JPA-type manual exists, the vendor develops
it according to the specification and submits interim
products as they are developed.
In both cases, the vendor supplies the data base documents, schematics,
diagrams, etc., from which the product is developed. Each of the
products, including the draft version of the manual itself, should be
evaluated using the criteria outlined below. Where the purchaser cannot
review each product completely, he should at least spot check each one.
The most important single interim product is the Task Identification
Matrix, and the purchaser should place emphasis on its review.
Task Identification Matrix (TIM)
The vendor should be able to provide a TIM which meets the following
criteria:.
1. The format of the TIM and the makeup of hardware and
maintenance codes are in accordance with the
specification.
2. The TIM is complete. Each matrix cell must contain
an appropriate entry and all hardware items from the
hardware data base must be listed. The data base may
be established by a provisioning list or other docu-
ment invoked by the contract Statement of Work, that
reflects the total hardware data base, such as an
Illustrated Parts Breakdown or a Repair Parts and
Special Tools List.
A-2
-------
3. The TIM is accurate. A careful comparison of hardware
breakdown level in the TIM with its original data base
document must show that they are identical.
4. Additional maintenance functions, if employed, are
consistent with the verb list (7.3) and are appropriate.
5.. Adequate rationales exist for all decisions concerning
whether tasks are to be performed by agency or by vendor
technicians.
6. Adequate rationales exist for all Head/Book Tradeoff
decisions.
Test Equipment and Tool Use Form (TETUF)
The Test Equipment and Tool Use Form should,satisfy the following
requirements:
1. The format and content of the TETUF are in accordance
with the specification.
2. The test equipment and tools listed in the TETUF are
those which are typically available to the procuring
agency technician.
3. The test equipment functions and standard statements
which are included accurately reflect the user's expected
capabilities as defined in 1.5.
Detailed Step Description Worksheet
These worksheets, prepared for each task, should satisfy the
following requirements:
1. The entires are complete and accurate.
2. The entries agree with the source documentation from
which they were derived.
A-3
-------
Job Guides.
Job Guides should satisfy the following requirements:
1. All Job Guides comply with the writing requirements
of the specification concerning standardization of
style (particularly for terminology), nomenclature,
completeness and syntax of steps, and the compati-
bility of text-to-illustration in each frame.
2. All Job Guide content accurately reflects the
information developed in the task analysis stages.
3. All Job Guide illustrations are clear, understandable,
and appropriate to the text. They comply with the
specification in terms of standardized line weights,
exploded view detail, callout sequence, illustration
sizing, and typography.
4. The formatting of all Job Guide text and illustrations
on each frame is planned so that maximum use is made
of available image area without compromising illus-
tration legibility.
Function/Function Failure Analysis
Each list of Function/Function Failures should satisfy the following
requirements:
1. The list contains all "Found in Troubleshooting" components
for the related Checkout/Troubleshoot task.
2. The failure modes for each component are appropriate to
the type of component.
3. The list is prepared in accordance with the specification.
Lists of Malfunction Symptoms
Each list of Malfunction Symptoms must demonstrate that:
1. Every unique symptom that can be displayed by the unit
under test is listed.
A-4
-------
2. All of the system states that occur during the normal
start-up and operating sequence have been considered.
Checkout Procedures
The criteria for the Checkout Procedures are as follows:
1. Each Checkout Procedure encompasses each and every
malfunction symptom on the List of Malfunction
Symptoms for the task.
2. There is a Checkout Procedure for every Checkout/
Troubleshoot task entry in the TIM.
Action Trees
The review must assure the procuring agency reviewer that all
specification guidelines are being followed in the preparation of
Action Trees so that when presented at validation they will exhibit
the highest degree of accuracy, completeness, and logical presentation.
The Action Trees should satisfy the following requirements:
1. They utilize only procuring agency authorized test
equipment and tools.
2. Their testing locations were selected in a logical
manner consistent with the specification guidelines
and the functional organization of the equipment.
3. Half-splitting decisions used in the preparation of
Action Trees take into account the practical con-
siderations listed in 4.5.3.2.
4. There is a separate Action Tree for every malfunction
symptom identified in the Checkout Procedure.
5. The Action Trees for a procedure isolate all component
failure modes in the Function/Function Failure List
for that procedure.
A-5
-------
Pre-Publication Draft
In Option 1, the vendor will supply a pre-publication draft.
Assuming that technical evaluation has already been performed on Job
Guides, Checkout Procedures, and Action Trees, the major function of
this evaluation will be to assure that:
1. Errors have not been introduced in the final
layout of the manual.
2. The layout is logical, not confusing, and easy
to employ.
3. Is consistent with the specification.
The procuring agency may wish to arrange with the vendor to perform
Verification (see Appendix B) using the pre-publication draft, to
avoid producing final copies which could contain errors.
Scheduling
The specification purposely avoids delimiting time periods within
which review must occur, because this may vary widely with the unique
constraints upon the individual purchaser. Bidders with potentially
acceptable manuals will present them as part of their bid/proposal
package (see 6.11), and the (Option 1) review can be performed as
desired during the bid evaluation period. Where a bidder is selected
who does not have an acceptable manual (an Option 2 situation), a
schedule for review of products should be arranged during contract
negotiation. The schedule should have the following characteristics:
1. It should specify deadlines, between contract initiation
and instrument delivery, for submission of all interim
products and the pre-publication draft. Unless it is
critical that the instrument be installed as soon as
possible, it is generally not wise to accept delivery
of the instrument before delivery of the pre-publication
draft. The vendor may discover problems in the instrument
during validation of the manual and it is less trouble-
some for both the vendor and purchaser to correct such
problems before delivery.
A-6
-------
The schedule need not state the level of review
(e.g. complete review, 75%, 10% random spot check)
that will be given a particular product.
The amount of time the purchaser allows himself for
review of each product should be such that the vendor's
validation of the products, which must follow review,
can be properly accomplished. The assumption is
that the vendor will always know the instrument better
than the purchaser and so is better able to discover
errors in technical detail which escaped the procuring
agency reviewer. Thus, it is important that enough
time be allowed for validation to be properly performed.
A-7
-------
APPENDIX B
Guidelines for Verification
of the
Instruction Manual
B-l
-------
Guidelines for Verification of the Instruction Manual
Verification should be performed by the procuring agency to guarantee
the adequacy, accuracy, and completeness of the JPA Validation process and
the manual as developed by the vendor. As a result of Validation and
Verification, the JPA Instruction Manual will be known to be acceptable
as a reliable, effective user document.
The procuring agency should employ personnel for the verification
process that most nearly meet the training and talent background of the
intended user technician. The technician will perform each procedure
with no assistance other than the aid of the JPA manual. When problems
arise in his performance, they are recorded by procuring agency and vendor
representatives. Although verification is an agency function, the vendor
may find it in his interest to be represented by technical/publications
personnel who are capable of correcting procedures found to be in error
or inappropriate to the skill level of the subject technician. The
specification requires the vendor to immediately correct deficiencies
detected during verification.
The JPA approach requires that verification be accomplished by intro-
ducing malfunctions which the user technician attempts to discover and
isolate using the instruction manual. Though it is contrary to common
practice to verify conventional troubleshooting data through insertion
of malfunctions in the hardware, it is particularly important that it be
done in the case of JPA-type Troubleshooting Aids. The user will be
wholly dependent on the data when troubleshooting in the fully procedur-
alized mode, thus it will be impossible for him to tell that he has made
an error until he completes a directed repair procedure and discovers
that the malfunction still exists. In such a case he has two choices—
call another technician who can troubleshoot by other means, or repeat
the procedure himself on the assumption that he made an error the first
time. If the error is in the data, he will fail again to solve the problem.
Thus it is critical that errors in troubleshooting be uncovered—if not
in Validation, then in Verification.
B-2
-------
The Verification process involves four steps:
1. Introduction, over several trials, of malfunctions which
thoroughly test the manual.
2. For each such trial, performance of the appropriate Checkouts,
Action Trees, and Job Guides by a user technician-representative
person, who discovers, isolates, and corrects the malfunction.
Additional trials may involve simply the performance of tasks
(e.g. installation and preventative maintenance) which are
not referred from the Action Trees.
3. Evaluation of the Trials to determine whether difficulties
observed were the result of problems in the manual.
4. Reporting problems in the manual to the vendor, so that
corrections can be made.
It is recommended that, as a minimum, every checkout procedure, and
at least one Action Tree following each checkout should be verified.
Longer Action Trees should be preferred over shorter ones since more
test points are verified. Where resources permit more than one Action
Tree to be exercised per checkout, choose action trees with a minimum
of overlapping test points.
Should the verifier fail to identify a malfunction which has been
inserted into the hardware, it must first be determined whether the
verifier exactly followed the procedure as specified. It he did not,
it must be determined whether he simply erred or whether there is some
characteristic of the data which contributed to his error—a word he
did not understand, an ambiguous phrase, etc. If he followed the procedure
exactly it must be determined that all special tools and test equipment
are operating properly and that the instrument contains no malfunctions
save the one under test. If no problem of this sort can be found there
must be an error in the data. The fault may be in an incorrect reading •
or tolerance, switch setting, reference, or an omission. The cause of
the error must be found before it can be determined what details of the
manual must be changed to assure successful identification of the malfunction.
B-3
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All errors discovered in the Verification are compiled and forwarded
to the vendor as the final activity in the verification process. In cases
where the error (e.g. in an Action Tree) cannot specifically be identified,
the vendor should be provided with all available information concerning
the problem.
B-4
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TECHNICAL REPORT DATA
(Please read Instructions on the reverse before completing)
1. REPORT NO.
EPA-450/3-74-038
3. RECIPIENT'S ACCESSION-NO.
4. TITLE AND SUBTITLE
Specifications for the Development of Instruction
Manuals for Automatic Air Monitoring Instruments
5. REPORT DATE
December 1973
6. PERFORMING ORGANIZATION CODE
7. AUTHOR(S)
Richard L. Dueker
8. PERFORMING ORGANIZATION REPORT NO.
9. PERFORMING ORGANIZATION NAME AND ADDRESS
Applied Science Associates
Box 158
Valencia, Pennsylvania 16059
10. PROGRAM ELEMENT NO.
11. CONTRACT/aHftNT NO.
68-02-1078
12. SPONSORING AGENCY NAME AND ADDRESS
Project Officer, Stan Sleva
APTI
CPDD
EPA, NERC, RTP, N. C. 27711
13. TYPE OF REPORT AND PERIOD COVERED
FINAL
14. SPONSORING AGENCY CODE
15. SUPPLEMENTARY NOTES
16. ABSTRACT
The contract report "Specifications for the Development of Instruction Manuals
for Automatic Air Monitoring Instruments" was produced to provide a comprehensive
set of specifications to guide manufacturers in the development of instruction
manuals for continuous air monitors. The report provides in the first section,
background information as to the need for such specifications, who should use it
and how it should be used. The second section contains the specification
itself.
KEY WORDS AND DOCUMENT ANALYSIS
DESCRIPTORS
b.IDENTIFIERS/OPEN ENDED TERMS
c. COSATI Field/Group
Air Pollution
Specifications
Instruction
Continuous Air Monitors
13 B
14 B
8. DISTRIBUTION STATEMENT
Release unlimited.
19. SECURITY CLASS (ThisReport)
Unclassified
21. NO. OF PAGES
132
20. SECURITY CLASS (Thispage)
Unclassified
22. PRICE
EPA Form 2220-1 (9-73)
B-5
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INSTRUCTIONS
1. REPORT NUMBER
Insert the EPA report number as it appears on the cover of the publication.
2. LEAVE BLANK
3. RECIPIENTS ACCESSION NUMBER
Reserved for use by each report recipient.
4. TITLE AND SUBTITLE
Title should indicate clearly and briefly the subject coverage of the report, and be displayed prominently. Set subtitle, if used, in smaller
type or otherwise subordinate it to main title. When a report is prepared in more than one volume, repeat the primary title, add volume
number and include subtitle for the specific title.
5. REPORT DATE
Each report shall carry a date indicating at least month and year. Indicate the basis on which it was selected (e.g., date of issue, date of
approve!, date of preparation, etc.).
6. PERFORMING ORGANIZATION CODE
Leave blank.
7. AUTHOR(S)
Give name(s) in conventional order (John R. Doe, J. Robert Doe, etc:). List author's affiliation if it differs from the performing organi-
zation.
8. PERFORMING ORGANIZATION REPORT NUMBER
Insert if performing organization wishes to assign this number.
9. PERFORMING ORGANIZATION NAME AND ADDRESS
Give name, street, city, state, and ZIP code. List no more than two levels of an organizational hirearchy.
10. PROGRAM ELEMENT NUMBER
Use the program element number under which the report was prepared. Subordinate numbers may be included in parentheses.
11. CONTRACT/GRANT NUMBER
Insert contract or grant number under which report was prepared.
12. SPONSORING AGENCY NAME AND ADDRESS
Include ZIP code.
13. TYPE OF REPORT AND PERIOD COVERED
Indicate interim final, etc., and if applicable, dates covered.
14. SPONSORING AGENCY CODE
Leave blank.
15. SUPPLEMENTARY NOTES
Enter information not included elsewhere but useful, such as: Prepared in cooperation with, Translation of, Presented at conference of,
To be published in, Supersedes, Supplements, etc.
16. ABSTRACT
Include a brief ^200 words or less) factual summary of the most significant information contained in the report. If the report contains a
significant bibliography or literature survey, mention it here.
17. KEY WORDS AND DOCUMENT ANALYSIS
(a) DESCRIPTORS - Select from the Thesaurus of Engineering and Scientific Terms the proper authorized terms that identify the major
concept of the research and are sufficiently specific and precise to be used as index entries for cataloging.
(b) IDENTIFIERS AND OPEN-ENDED TERMS - Use identifiers for project names, code names, equipment designators, etc. Use open-
ended terms written in descriptor form for those subjects for which no descriptor exists.
(c) COSATI FIELD GROUP - Field and group assignments are to be taken from the 1965 COSATI Subject Category List. Since the ma-
jority of documents are multidisciplinary in nature, the Primary Field/Group assignment(s) will be specific discipline, area of human
endeavor, or type of physical object. The application(s) will be cross-referenced with secondary Field/Group assignments that will follow
the primary posting(s).
18. DISTRIBUTION STATEMENT
Denote releasability to the public or limitation for reasons other than security for example "Release Unlimited." Cite any availability to
the public, with address and price. .'
19. &20. SECURITY CLASSIFICATION
DO NOT submit classified reports to the National Technical Information service.
21. NUMBER OF PAGES
Insert the total number of pages, including this one and unnumbered pages, but exclude distribution list, if any.
22. PRICE
Insert the price set by the National Technical Information Service or the Government Printing Office, if known.
EPA Form 2220-1 (9-73) (Reverse) g_g
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