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Process Industry Practices Work Processes

PIP ADG002 Specification for Technical Writers Developing Process Industry Practices

PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES In an effort to minimize the cost of process industry facilities, this Practice has been prepared from the technical requirements in the existing standards of major industrial users, contractors, or standards organizations. By harmonizing these technical requirements into a single set of Practices, administrative, application, and engineering costs to both the purchaser and the manufacturer should be reduced. While this Practice is expected to incorporate the majority of requirements of most users, individual applications may involve requirements that will be appended to and take precedence over this Practice. Determinations concerning fitness for purpose and particular matters or application of the Practice to particular project or engineering situations should not be made solely on information contained in these materials. The use of trade names from time to time should not be viewed as an expression of preference but rather recognized as normal usage in the trade. Other brands having the same specifications are equally correct and may be substituted for those named. All Practices or guidelines are intended to be consistent with applicable laws and regulations including OSHA requirements. To the extent these Practices or guidelines should conflict with OSHA or other applicable laws or regulations, such laws or regulations must be followed. Consult an appropriate professional before applying or acting on any material contained in or suggested by the Practice.

This Practice is subject to revision at any time by the responsible Function Team and will be reviewed every 5 years. This Practice will be revised, reaffirmed, or withdrawn. Information on whether this Practice has been revised may be found at www.pip.org.

Process Industry Practices (PIP), Construction Industry Institute, The University of Texas at Austin, 3925 West Braker Lane (R4500), Austin, Texas 78759. PIP member companies and subscribers may copy this Practice for their internal use. Changes, overlays, addenda, or modifications of any kind are not permitted within any PIP Practice without the express written authorization of PIP.

PIP will not consider requests for interpretations (inquiries) for this Practice.
PRINTING HISTORY May 1994 Issued September 2002 Complete Revision

Not printed with State funds

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Process Industry Practices Work Processes

PIP ADG002 Specification for Technical Writers Developing Process Industry Practices
Table of Contents 1. Introduction .................................. 2
1.1 Purpose ............................................. 2 1.2 Scope................................................. 2

2. References ................................... 2
2.1 Process Industry Practices ................ 2 2.2 Industry Codes and Standards .......... 2 2.3 Other References .............................. 3

3. Definitions .................................... 3 4. Requirements ............................... 3

4.1 4.2 4.3 4.4 Writing Style....................................... 3 Language and Construction............... 3 Capitalization ..................................... 4 Numbers ............................................ 5

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PIP ADG002 Specification for Technical Writers Developing Process Industry Practices

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1.

Introduction
1.1 Purpose This Practice defines requirements that help technical writers and lead authors write Process Industry Practices (Practices) for the Process Industry Practices (PIP) initiative. This Practice is primarily written for technical writers and lead authors. PIP editors, who work with the technical writers and lead authors, also need to know the information contained in this Practice. Following the requirements defined in this specification increases uniformity among Practices, lowers maintenance costs for Practices, and increases reader comprehension. 1.2 Scope This Practice provides content requirements, including text examples, and writing style requirements for Practices. This Practice supplements and shall be used in conjunction with PIP ADG001, Specification for Authors Developing Process Industry Practices. In addition, PIP ADG003, Guide for Editors Formatting Process Industry Practices with Microsoft Word for Windows, illustrates the formatting standards for Practices that may assist technical writers and lead authors. This document is a complete revision of PIP ADG002 and, therefore, revision markings are not provided.

2.

References
Applicable requirements in the following PIP Practices, industry codes and standards, and other references are an integral part of this Practice. Short titles are used herein where appropriate. 2.1 Process Industry Practices (PIP) PIP ADG001 - Specification for Authors Developing Process Industry Practices PIP ADG003 - Guide for Editors Formatting Process Industry Practices with Microsoft Word for Windows PIP Operations Manual 2.2 Industry Codes and Standards American Petroleum Institute (API) Manual of Petroleum Measurement Standards (MPMS) Chapter 15 Guidelines for the Use of the International System of Units (SI) in the Petroleum and Allied Industries (API Publication 2564)

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PIP ADG002 Specification for Technical Writers Developing Process Industry Practices

2.3

Other References The Chicago Manual of Style. Chicago, IL: The University of Chicago Press William Strunk, Jr., and E. B. White. The Elements of Style. Needham Heights, MA: Allyn and Bacon

3.

Definitions
lead author: The Task Team member responsible for coordinating the efforts of the Task Team, the technical writer, and the PIP editor. The lead author shall fill the technical writers role if the Task Team chooses not to employ one. Practice: A compilation of documents inclusive of, but not limited to, text (criteria, specifications, or procedures), data forms, and drawings requirements: Actions to be performed, conditions to be met, or a combination of the two as specified by a Practice to the audience Task Team: The PIP team that has volunteered to develop the Practice. The Task Team is responsible for planning and writing the Practice as well as complying with PIP standards regarding organization and writing style. technical writer: A communications specialist who works with the Task Team and the PIP editor to write the Practice. The lead author shall fill the technical writers role if the Task Team chooses not to employ a technical writer.

4.

Requirements
4.1 Writing Style Writing style shall conform to The Chicago Manual of Style or The Elements of Style. 4.2 Language and Construction 4.2.1 Sentence Construction Sentences shall be clear, concise, and unambiguous. Long, convoluted sentences shall be divided into two or more short, simple sentences. 4.2.2 Passive-Voice Versus Active-Voice Sentences 4.2.2.1 Sentences that emphasize the subject generally use indicative mood, passive voice. Example: Removable trays shall be designed to pass through vessel manways. 4.2.2.2 Sentences that emphasize the action generally use imperative mood, active voice. Example: Apply rust protective coating after sandblasting.

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4.2.2

Statement of Requirements 4.2.2.1 Requirements written in passive voice shall be denoted by the word shall. 4.2.2.2 Recommendations written in passive voice shall be denoted by the word may or should.

4.2.3

Pronouns In exception-style Practices, pronoun use shall follow the usage of pronouns found in the industry code or standard with which exceptions are taken. In narrative-style Practices, pronouns shall not be used. Comment: Refer to PIP ADG001 for an explanation of exception-style and narrative-style Practices.

4.2.4

Abbreviations and Acronyms Abbreviations and acronyms shall be used only if the meaning is clear to the reader. When first used in the Practice and any appendices, a term, name, or phrase shall be spelled out followed by the abbreviation or acronym enclosed in parentheses, e.g., Process Industry Practices (PIP). If used in large numbers, abbreviations or acronyms may be introduced in the Definitions section of the Practice. Once introduced, the abbreviation or acronym shall be used throughout the rest of the Practice, except in titles and headings.

4.2.5

Jargon Jargon shall be used only if jargon is the most effective method of communication. If jargon is used, the term(s) shall be defined in the Definitions section.

4.2.6

Emphasis Bolding, italicizing, underlining, and other special formatting shall not be used for emphasis.

4.3

Capitalization As used here, capitalization means using an uppercase letter for the first letter in a word and lowercase letters for the remaining letters. Capitalization shall be used in the applications listed below or if recommended by The Chicago Manual of Style or The Elements of Style: Key words in titles, headings, subheadings, and captions First word in a sentence List entries, except common nouns in the Definitions section of a Practice Proper nouns

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PIP ADG002 Specification for Technical Writers Developing Process Industry Practices

4.4

PIP proper nouns, e.g., Task Team, Practice, etc.

Numbers 4.4.1 Rule of Ten Whole numbers one through ten shall be spelled out. Numbers greater than ten shall be in the numeric form (e.g., 11, 12, 13). Example: The fabricator shall submit three copies of the fabrication plan to a panel of 12 reviewers.

Some exceptions to this rule are as follows: 4.4.2 A number at the beginning of a sentence shall be spelled out, unless the number represents a year (e.g., 1994). Numeric form shall be used for units of measure and time. Numeric form shall be used for equations.

Decimals Decimal numbers less than one shall include a zero before the decimal. Example: Incorrect: Correct: .25 inch 0.25 inch

4.4.3

Fractions A slash shall separate the numerator of a fraction from the denominator. A hyphen shall separate a whole number from a fraction. Example: Incorrect: Correct: 3 3/4 3-3/4

4.4.4

Ranges A dash with no spaces on either side indicates the word through if used with numbers, e.g. 68. If using symbols with a range of numbers, a dash with no spaces on either side shall be used and the symbol shall be repeated with each number. In the case of temperature ranges, the degree sign shall be repeated and the range shall be followed by the temperature scale abbreviation with no space between. Examples: 90%95% 5068F (1020C)

4.4.5

Units of Measure The U.S. customary units of measurement shall be used. The International System of Units (SI) equivalent, enclosed in parentheses, shall follow the U.S. customary units. Example: Exterior walls shall be 12 inches (300 mm) nominal hollow concrete block.

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The units of measure and corresponding abbreviations shall be those defined in API MPMS, Chapter 15.

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