eDocumentation™ ProcessChange Phase         Knowledge Process, Inc.         www.DocumentationProcess.com         www.KCGGr...
Table of Contents – Change                                                    Table of Contents – ChangeTable of Contents ...
eDocumentation™ Process Flow                               eDocumentation™ Process FlowThe eDocumentation™ Process is a se...
eDocumentation™ Process Flow    Change        The Change phase addresses the process that tracks and updates Policies, Pro...
eDocumentation™ Process FloweDocumentation™ Process phasePlanBuildImplementationChangeVersion 1.0              eDocumentat...
Documentation Maintenance                                 Documentation MaintenanceThe maintenance of Policies, Processes,...
Documentation Maintenance    Subject matter experts directory    A simple change to a system, business processes, or depar...
Knowledge Process, Inc.                                     Knowledge Process, Inc.About Knowledge ProcessKnowledge Proces...
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4. eDocumentation Process Change Phase

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4. eDocumentation Process Change Phase

  1. 1. eDocumentation™ ProcessChange Phase Knowledge Process, Inc. www.DocumentationProcess.com www.KCGGroup.com
  2. 2. Table of Contents – Change Table of Contents – ChangeTable of Contents – Change .................................................................................................................. 2 eDocumentation™ Process Flow .......................................................................................................... 3  eDocumentation™ Process phases....................................................................................................................... 3  eDocumentation™ Process phase ........................................................................................................................ 5 Documentation Maintenance ................................................................................................................. 6  Maintenance factors ............................................................................................................................................... 6  Legacy documentation ........................................................................................................................................... 7  eDocumentation™ Process phase ........................................................................................................................ 7 Knowledge Process, Inc......................................................................................................................... 8  About Knowledge Process ..................................................................................................................................... 8  Copyright ................................................................................................................................................................ 8 Version 1.0 eDocumentation™ Change Phase Page 2 of 8
  3. 3. eDocumentation™ Process Flow eDocumentation™ Process FlowThe eDocumentation™ Process is a set of guidelines, not decrees, that guide the Documentation developerthrough the research, development, and implementation of Policies, Processes, and Procedures. The objective isto create and produce Policies, Processes, and Procedures that are clear, concise, complete, and correct™.Although the Process is a somewhat sequential Process, each phase touches the other phases and relies on thediligence and quality of the previous phases. Previous phases may be revisited, and if conditions warrant,modifications may be made to previous assumptions and decisions.eDocumentation™ Process phasesThere are four major phases that comprise the eDocumentation™ Process. The phases encompass the tasksthat need to be reviewed and performed as the project progresses, depending upon the company, project, andscope. Plan The Plan phase incorporates the tasks that are required to ensure that the project is properly scoped with the correct focus, level of detail, team members, and proper content. Planning does not make a project longer or more complicated, but ensures that erroneous assumptions do not become part of the project approach and plan. Policies, Processes, and Procedures are usually dependent upon other resources; therefore, it is important that all the puzzle pieces fit. Build The Build phase researches and develops the Policies, Processes, and Procedures. Based on the decisions from the Plan phase, the Policies, Processes, and Procedures are researched, written, verified, and tested. This phase is often looked upon as ‘just writing’. However, there are other critical tasks that are performed in addition to writing. Implement The Implement phase rolls out the Policies, Processes, and Procedures to all the users. A Policies, Processes, and Procedures project is never complete until the users are trained. This is often an overlooked task, but it is – without a doubt – key to the success of the overall project. The Implement phase incorporates appropriate change management principles.Version 1.0 eDocumentation™ Change Phase Page 3 of 8
  4. 4. eDocumentation™ Process Flow Change The Change phase addresses the process that tracks and updates Policies, Processes, and Procedures. Change is the nature of Policies, Processes, and Procedures. Updates are often overlooked, and at that point the Policies, Processes, and Procedures become outdated and less reliable. Therefore, guidelines and Processes are introduced to assist with keeping Policies, Processes, and Procedures current.Version 1.0 eDocumentation™ Change Phase Page 4 of 8
  5. 5. eDocumentation™ Process FloweDocumentation™ Process phasePlanBuildImplementationChangeVersion 1.0 eDocumentation™ Change Phase Page 5 of 8
  6. 6. Documentation Maintenance Documentation MaintenanceThe maintenance of Policies, Processes, and Procedures becomes more streamlined as a company implementsthe eDocumentation™ Process. Most of the steps should have the information defined during the planning steps,thus reducing the time for maintenance.Creating maintainable documentation should be a major objective for all Policies, Processes, and Procedures.The ease or difficulty of maintenance is dependent upon the foundation set during the planning phase. With theproper setup of the project, maintenance is much easier.Maintenance factorsThe following are factors for successful maintenance of Policies, Processes, and Procedures: eDocumentation™ Process training Users and authors must have knowledge of the Documentation standards and guidelines that have been established using the eDocumentation™ Process. These standards and guidelines will guide them through the eDocumentation™ Process and prevent creating situations where the Policies, Processes, and Procedures will be difficult to maintain. Change Management Process Change Management Processes are required that encompass the specific needs for Policies, Processes, and Procedures. Project members, users, and others must have processes whereby changes can be requested or changes can be announced. The process must include the necessary information such as the scope of the required changes or additions, impact to users, and so forth. Structured documents Structured Policies, Processes, and Procedures provide a roadmap to where information should reside. If the Policies, Processes, and Procedures are not structured, the new or changed information can be ‘stuck’ anywhere. The author should review the existing Policies, Processes, and Procedures to determine what types of content need to be changed. Documents that contain different types of content need to be separated and a specific Policy, Process, or Procedure created. In addition, headings, which define the document structure, must be verified and corrected, if a legacy structure - or lack of structure - has been used. Defined templates and styles Manually formatted words and paragraphs should be nonexistent within a document. There should always be templates and styles that are defined and used for Policies, Processes, and Procedures. Changes should not be made to the styles or templates, as the changes could affect other Policies, Processes, and Procedures. Macros, toolbars, and menus are associated with templates. Customizing the template to provide specialized macros, toolbars, and menus streamlines the change process. Modify the toolbars to include frequently used commands and remove those commands that are rarely, if ever, used. Proper versions Knowing the correct version of a published document is crucial, to prevent changes made to a nonpublished version. In addition, the source of the Policies, Processes, and Procedures should not be located where unauthorized changes can be made. Unauthorized changes will immediately cause unauthorized versions. Consistent writing style and terms Keeping Policies, Processes, and Procedures consistent requires a consistent writing style and standard terminology. A concise and brief style and terminology guide should be published and available to authors.Version 1.0 eDocumentation™ Change Phase Page 6 of 8
  7. 7. Documentation Maintenance Subject matter experts directory A simple change to a system, business processes, or department procedure may affect other Policies, Processes, and Procedures. Therefore, a directory of subject matter experts and their expertise is a tool used to direct the authors to the proper expert, who can discuss possible changes to Policies, Processes, and Procedures. Style guide The eDocumentation™ Policies, Processes, and Procedures, related to maintaining your corporate Policies, Processes, and Procedures, should be contained in a Style guide that authors can reference. While it is desirable for the company to have consistent documentation for all Policies, Processes, and Procedures, this may be outside your scope and control. Therefore, set up your Maintenance guide based on a hierarchy that fits your situation. The Maintenance guide may be designated for the following: • Project • Department • Related departments • CompanyLegacy documentationYou will encounter situations where there is a mix of legacy Policies, Processes, and Procedures with inconsistenttemplates, styles, writing, and structure. To make all Policies, Processes, and Procedures adhere to your newstandards can be a major project. However, do not be dismayed. As time and budget permit, convert thePolicies, Processes, and Procedures to meet the new standards. As changes are requested, change thoseaffected Policies, Processes, and Procedures, using the new standards.The objective is to start using the new standards and not revert to the legacy practices that caused theinconsistencies in the legacy Policies, Processes, and Procedures. Enforce the new standards on a ‘go forward’basis, and phase in the changes to legacy Policies, Processes, and Procedures. The most widely encounteredproblems will be document templates, structure, and consistent terminology.eDocumentation™ Process phaseChangeVersion 1.0 eDocumentation™ Change Phase Page 7 of 8
  8. 8. Knowledge Process, Inc. Knowledge Process, Inc.About Knowledge ProcessKnowledge Process provides services and expertise for the research, development, and validation of Content andDocumentation for Policies, Processes, and Procedures. For more information, contact: Knowledge Process Web: http://www.DocumentationProcess.comCopyright ©2009-2012 by Knowledge Process, Inc. All rights reserved Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy PolicyVersion 1.0 eDocumentation™ Change Phase Page 8 of 8

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