MEDIA_GENERIC

Documentation according to M.E.D.I.A Systems
Tuesday, November 29, 2005Author: Franck Chauvel
Introduction
Process map
Process documentation
Procedure documentation
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Centralised knowledge
Reusability
Consistency
Greater usability
Demo
Make documentation easy to find
One documentation, several audiences
Documentation must be easy to update and accurate
Support compliance within the organisation
Objective
Solution (for each company process)
Meet the following requirements:
A customised two-dimensional documentation system
A methodology that mixes know-how, flair and experience
Introduction

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
For further information, please contact
Franck Chauvel
M.E.D.I.A. Systems (ABN: 45 414 769 426)
+61 (0) 405 236 360
back

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Situation
User groups External viewers Internal viewers
Who are they?
Anyone exposed to the process
for the first time or has a
theoretical understanding of
company processes. More…
Anyone who processes tasks
regularly or has a practical
understanding of company
processes. More…
How do they
access
information?
Through system and process
driven documentation. They
access information via the “big
picture”.
Through task and procedure
driven documentation. They
access information through
linear and detailed sets of (step-
by-step) instructions.
What do they also
need?
They seek compliance
throughout the process.
They need information on how
and where their work fits in the
“big picture”.
view view
Require compliance
Require information
Process
documentation
External viewers
Internal viewers
Procedure
documentation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
External viewers
General Manager
Process Manager
New staff who learn the process from a business’ perspective
or staff who doesn’t have any direct involvement in the
execution of the process
Anyone who wants to know how business rules are applied
in the context of this process
view view
Require compliance
Require information
Process
documentation
External viewers
Internal viewers
Procedure
documentation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Clearly indicates business rules, KPIs and all other
key process components
Uses flow charts
Presents information in a top down fashion (From
big picture to detail)
view view
Require compliance
Require information
Process
documentation
External viewers
Internal viewers
Procedure
documentation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Compliance
Costs incurred by audits must be reduced
Business rules or standards (such as Sarbanes-Oxley or
ISO) must be respected throughout the process
view view
Require compliance
Require information
Process
documentation
External viewers
Internal viewers
Procedure
documentation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Internal viewers
Accounts payable officer, receivables officer, CSR, …
anyone who executes procedures
Anyone who wants to know how process changes affect
their work
view view
Require compliance
Require information
Process
documentation
External viewers
Internal viewers
Procedure
documentation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Is built using MS Word or similar
Uses step by step instructions, simple and straightforward
Is always up to date and detailed
view view
Require compliance
Require information
Process
documentation
External viewers
Internal viewers
Procedure
documentation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Information
“How and why will our process change”?
“What is the purpose/context of our work”?
view view
Require compliance
Require information
Process
documentation
External viewers
Internal viewers
Procedure
documentation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Process
Process map
(Knowledge base)
Solution
The solution is to build one
“view” per type of
audience, and connect
views through a simple
navigation logic.
Three steps:
Procedure
documentation
Process
documentation
1- Build a process map
2- Build views
3- Build navigation
Start
Navigation

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
back
This is the map of one
process at Austrade
2 departments
6 different IT systems
This process involves

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Process map
One or more IT systems
It does not show
A map is built
Using existing documentation
Sets of tasks or instructions
that occur sequentially, which
do not have time constraints
Consulting staff
Process
Click here to
view example
Procedure
documentation
Process
documentation
Navigation
A map deals with
All process scenarios
All system’s bugs

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Process
Process map
(Knowledge base)
Procedure
documentation
Process
documentation
Navigation
Displays KPIs
Provides access to procedure
documentation (end-user
manuals)
Offers a top down approach
Provides an overview of what
the system can do and
shows all process variants
Is business rules driven

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Process
Process map
(Knowledge base)
Procedure
documentation
Process
documentation
Navigation
Provides access to process
documentation
Is simple and show step by
step instructions
Shows one process
case/variant/scenario at a
time
Procedure/task driven
Is a “thread” of the process
map

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Navigation
Process
Process map
(Knowledge base)
Procedure
documentation
Process
documentation
Navigation
Navigation allows
Access to procedure
documentation via the process
documentation
Access to process
documentation via the
procedure documentation
Consistency throughout the
process
Reduction of redundant
information

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Benefits
It is more popular, attracts two types of audiences at once. The
system is two dimensional
The logical indentation of information increases usability
Access to information is made easy. The system works as a
centralised knowledge base, or a unique source of information on
company processes
Ensures compliance within the organisation
What this documentation system has to offer:
Helps the creation of portable and reusable documents

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Two dimensional
There is one dimension for each type of users. In this case,
there are two dimensions.
It is designed to display information in languages that are
understood by two types of users.
It links employees from different background
It fosters a culture of knowledge sharing and enhances
interdepartmental communication

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Greater usability
Documentation is indexed. Users read only the parts they are
interested in
It is interactive and easy to read thanks to the drill down functionality
Information can be accessed quickly and is well organised

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Company knowledge is fully documented
Information is centralised and is accessed through a single point of
entry: employees share the same goal
Knowledge on processes and procedures are stored in one same
repository

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Consistency
Users can “zoom out” and view the global context to which their
work belongs. Doing so can make users feel their work is
worthwhile
Helps ensure compliance to requirements and improve processes
Reduce costs in training and compliance project
Key Performance Indicators can effectively be tracked

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
Demo
Reusability
Documentation is split into elementary tasks. Each element becomes a
reusable object.

Introduction
Process map
Navigation
Solution
Internal viewers
External viewers
Compliance
Information
Situation
Benefits
Two dimensional
Reusability
Consistency
Greater usability
DemoDemo
Not available

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