Documents Required for IETM Development: A Complete Checklist for OEMs

Overview: Why inputs matter in IETM development

Developing a Level-4 Interactive Electronic Technical Manual hinges on assembling content into a web-based, relational database rather than merely converting paper or PDF assets. The IETM vendor rebuilds every manual, drawing, image, and video into a cohesive data set, creating a structured table of contents, hyperlinks between topics, interactive hotspots on drawings, and user-role controls. Because the IETM viewer reads this database, the caliber and format of the inputs you supply directly affect both the tempo of development and the likelihood of successful acceptance. (Page 2)

With IETM projects, the inputs you provide are not optional extras; they are the core building blocks of the final product. A single well-organized manual and a handful of correctly formatted drawings can accelerate progress, while gaps or inconsistencies can stall progress for weeks or months. The guidance below offers a practical, itemized checklist that clarifies what is needed, how it should be prepared, and why each item matters. (Page 2)

1. Core Input: Technical Manuals and Documentation

The primary content set for an IETM consists of the documents that actually describe how the equipment works, how to operate it, and how to service it. These materials become the editable backbone of the IETM database and must be complete and ready for revision control. The essential documents typically include user and operator handbooks, detailed technical or service manuals, maintenance procedures (including scheduled and corrective actions), illustrated parts catalogs with part numbers and illustrations, a manufacturer’s recommended spares list for ongoing uptime, installation and diagnostic guides, troubleshooting references, operator interfaces or MMI manuals if present, any initial stocking or maintenance scale guidance, and comprehensive safety instructions embedded throughout the material. A key rule is that every submitted document should be the final approved version, signed off by the relevant authority to avoid rework later. Drafts or post-submission changes can trigger substantial rework as pages and cross-references are rebuilt. (Page 2)

In practice, the core input set must be complete, internally consistent, and up-to-date. The vendor relies on these materials to populate the IETM’s topics, cross-references, and procedures, so gaps or outdated data directly impact quality and schedule. Ensuring that the end-user requirements and approval status are clearly reflected in these documents helps prevent misinterpretation of project scope and acceptance criteria. (Page 2)

Format considerations for the core manuals are just as critical as content. Prefer providing editable word processing files so the vendor can extract, restructure, and link information efficiently. Sharing source files is essential; PDFs are acceptable only if they are text-searchable and not mere scans. Unlocked, unprotected files without copying restrictions streamline collaboration and reduce the risk of format-induced errors during conversion. (Page 3)

Beyond the raw formats, document control matters. When a document is revised after development begins, every affected page or section may need reworking in the IETM, so it is important to confirm that all inputs are the “as-approved” versions before work starts. This discipline minimizes rework and helps keep the project on track. (Page 3)

2. Technical Drawings and Schematics

Drawings are what enable true interactivity in an IETM. The ability to click on a component in a diagram and navigate instantly to the corresponding topic in the manual is a core capability, and it requires precise, well-structured drawings. The types of drawings typically requested include engineering assemblies (with breakdowns), wiring diagrams and electrical schematics, piping and instrumentation diagrams where applicable, block and system-architecture diagrams, and component-location drawings that identify how parts fit on the actual equipment. (Page 3)

Formatting for drawings emphasizes clarity and fidelity. Vendors expect high-resolution PDFs (not low-quality scans) with a minimum of 300 DPI for any drawing that users will zoom into within the IETM viewer. Final, as-built versions rather than preliminary designs are required to avoid mismatches between the drawings and the content linked to them. Blurry or low-resolution imagery is a frequent cause of rejection during acceptance testing. (Page 4)

3. Equipment Photographs and Images

Images play a critical role in maintenance and operation procedures by enabling technicians to visually identify components in the field. The requested image set typically includes wide, high-resolution pictures of the equipment from multiple angles, close-ups of key components, control panels, connectors, line-replaceable units, and assemblies. Annotated images with callouts for component names and part numbers are especially valuable, as are before/after shots for any disassembly or reassembly steps. (Page 4)

Image submission guidelines require standard formats such as JPEG or PNG, with a practical minimum resolution (around 150 DPI for general use and 300 DPI preferred for zoomed views). Always provide the original image files separately rather than embedding images inside word processing documents, since embedded images can be compressed and lose fidelity. Avoid watermarked or confidential-stamped photos unless the IETM is intended for restricted internal use. (Page 4)

4. Multimedia: Videos and 3D Animations

Many OEMs assume the IETM authoring process automatically generates multimedia, but in most cases the IETM vendor does not create training videos or 3D animations by itself. If the SOTR or contract requires multimedia assets, these are typically separate training aids or CBT deliverables that may be embedded inside the IETM rather than produced from scratch by the IETM authoring tool. If you have video or 3D content, share it so it can be integrated; if not, the IETM can be delivered without them. (Page 5)

When multimedia exists, provide it in commonly supported formats: videos as MP4 with H.264 encoding and a minimum of 720p resolution, and 3D animations as MP4 or GIF for integration. If you already possess 3D models or exploded-view animations (even if created for other purposes), those can often be repurposed for the IETM. Be mindful of file sizes, since large video files can slow loading times; compress while preserving acceptable visual quality at the target display resolution. If the SOTR does not mandate multimedia, discuss with the vendor whether adding it adds value or if the core IETM content already fulfills requirements. (Page 5)

5. Branding and UI Details

The IETM viewer is customized to reflect the OEM’s identity, ensuring that Army, Navy, or Air Force users see the vendor’s branding as the operator-facing brand rather than the vendor’s. Supplying branding details helps ensure this alignment with stakeholders. Documentation for branding typically includes high-resolution company logos, primary and secondary brand colors (hex codes), the exact equipment name and model as it should appear in the header, project name and nomenclature per the SOTR or contract, and any user interface preferences such as dark vs. light themes, navigational layout, and login screen design. (Page 5)

Consistency in branding supports acceptance by the end user and upholds contract obligations, so providing a complete branding kit with precise specifications reduces back-and-forth during integration. (Page 5)

6. The SOTR / RFQ / Scope Document from Your End User

Arguably the most critical input, the SOTR (or equivalent RFQ/scope document) defines exactly what the end user expects from the IETM project. Without this document, vendors often interpret requirements too broadly, which can lead to mismatches and failed acceptance tests. The OEM should share the full SOTR and highlight key aspects, including the precise IETM level required (for example Level 3 or Level 4), the applicable standards (such as JSG 0852:2019, S1000D, EED-S-048, DME 452, or NCD 1470), the number of copies to deliver (DVDs, USB drives, or server deployments), the required user roles (Operator, Maintainer, Administrator), language requirements (English only or bilingual), any specific features (annotations, bookmarks, offline access, LAN/server deployment, user activity tracking), and any stated acceptance criteria or checklists. (Page 6)

Providing the SOTR in full and clearly marking these items helps the vendor map each requirement to a concrete data structure within the IETM and aligns development with the end-user’s expectations, improving the chances of a smooth, on-time delivery. (Page 6)

Additional emphasis should be placed on enumerating the exact level, the standard family to which the project adheres, and the distribution/installation approach, as these factors drive how content is authored, bundled, and tested during acceptance. (Page 6)

7. Your Point of Contact (POC) and a Subject Matter Expert (SME)

Clear, direct communication channels are essential for resolving questions quickly and keeping the development on schedule. The project benefits from a designated primary point of contact and an SME who can provide authoritative guidance on technical details, content interpretation, and acceptance criteria. Having these contacts defined helps streamline reviews, approvals, and any necessary clarifications throughout the build process. (Page 7)

Establishing formal POC/SME roles at the outset reduces ambiguity, accelerates decision-making, and minimizes back-and-forth that can delay milestones. (Page 7)

Conclusion: Why meticulous inputs drive successful IETM development

When inputs are timely, consistent, and properly formatted, an IETM project moves from concept to a robust, interactive digital manual with fewer revisions and faster acceptance trials. The structured approach to manuals, drawings, images, multimedia, branding, and SOTR clarity creates a reliable foundation for the vendor to build a high-quality IETM that meets end-user expectations and contractual requirements. (Page 7)

Ultimately, the efficiency of IETM development hinges on disciplined preparation: confirm final approved versions, provide editable source files, supply high-quality drawings and imagery, align multimedia assets if applicable, communicate branding clearly, share the exact SOTR, and appoint a dedicated POC and SME. Adhering to these practices minimizes rework, keeps schedules intact, and yields a fully functional, user-friendly IETM that supports effective maintenance and operation for the end-user. (Page 7)

Documents Required for IETM Development: A Complete Checklist for OEMs - Flipbook by Fleepit