Control Documents, Document Owner

Accurate and timely information is required to assist people carry out their work. The information in this management system is organised into processes and the outputs of the process activities. Each set of process information is managed as a single unit and may be made available to people through various media: web site, help files, other media (videos, checklists, etc) or individual documents. The activities in this process management process specify, design, develop, test and roll-out this information to the set of users. The status of this information depends upon the activity creating, publishing or using the information. The outputs of the process activities may be information packaged in various media or records.

Document control involves managing the information using the following steps:

Identifying the process or activity that the information belongs to
Identifying the target source and method for publishing the information
Identifying the unique identification of this information
Preparation of the contents or changes to the content
Quality Review requirements for this content (ie target usage).
Hold a quality review and gain authorization for use.
Publish the process information indicating it's authorised status
Storage of the information in the appropriate files or folders
Communicate the changes

The documents produced by other processes (such as a project management process and associated life cycle process) are also controlled documents that meet these requirements.

Information is generated using the applicable document control requirements for a published media.
Information is published for the agreed usage as the authorised outcome of a Quality Review.
Changes to published information is traceable to authorised Issues (CAR or RFC) or relevant quality reviews.
Changes to the process information are communicated to the users.

MS Word Document Template
RoboHelp Office Templates and Requirements (See the source folder)

Location of Process Documents
Documents Supplied by External Parties
Common Document Identification Requirements
Common Footer Requirements for MS Word Documents
Updating and Publishing
Common Backup / Archive requirements for the Source Folder
Tools: Microsoft Office
Tools: Madcap Flare

Business Change

Reference 1

Location of Process Documents

The master development versions of the documents are held in the folder:

D:\Projects\ProcessAssets\Source

Documents Supplied by External Parties

Documents supplied by external parties for a specific contract or project that are to be returned to the client will be maintained by the individual assigned to deliver the contract or project. These documents will be recorded, maintained and subsequently returned to the client as configuration items (See configuration management procedures).

Common Document Identification Requirements

The following are document identification requirements for various types of documents.

Madcap Flare Files

These files are not intended to be used outside of the Help Environment

MS Word Forms

Include as file within Project

MS Word Templates

Include as file within Project

Policies, Procedures, and Guidelines as HTM or DOC files

These files may be used outside of the Help environment

Work Products using MS Word

MS Word Project or Team Documents based upon Document Forms or Templates

(Document Identification)

Naming

Descriptive TextVnn.DOC

where

"Descriptive Text" = description of the contents similar to the template name with a project identifier

V = alphabetic version identifier

nn = draft identifier removed for an approved version of a document.

Content Identification

The form or template contents are to be included in the new document. Any changes to the templates are to be identified in the Quality Plan or changed using the issue management procedures.

Only the top level headings of the templates are required and controlled.

File Identification

The footer is updated only for documents based upon document templates.

DivHdr

DivText

Project Quality Plans may provide alternative approaches to meeting these requirements.

Common Footer Requirements for MS Word Documents

For any MS Word document, the following will be identified in the footer of every page of the document:

The file name
Page # of #s
Date of last edit

The items can appear in any order. In addition, an optional Disclaimer (ie Internal use only, etc) may be included. The items can appear in any order.

This applies to all documents used within this management system. Project Quality Plans may provide alternative requirements for documents.

Updating and Publishing

(Process Management Life Cycle Only)

Changes to the source file area can be made once the source folder is checked out to an individual. The following steps are performed:

Checkout source file area
Make all changes to the source files (based upon authorised project plans, work packages or issues)
Publish to test area or chm to ensure that all files have been included and changes made correctly
Change the revision history topic, and what's new topic for the RoboHelp Project(s)
Change the Project Window Caption to correspond to the current revision of the files (see revision history topic).
Publish to Release Area or media
Check in the source file area
Communicate via appropriate channels that an update is available (for example, login screen, e-mail, memo, etc.)

Common Backup / Archive Requirements for the Source Folder

(Process Management Life Cycle Only)

Following the publishing of a new version of the project using RoboHelp Office, the source area archived be archived to a Zip file and then to CD-ROM.