Oracle Tutor Overview

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 Agenda

• Business Pressures Eased by Documenting

Procedures
• Operational Challenges to Document Procedures
• Oracle Tutor Solution
• Implement And Maintain Process Documentation
• Tutor Benefits and Summary

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 Business Pressures That Can Be Eased by
Documenting Procedures

What are your company's objectives?

• Consolidate multiple documentation efforts?
• Reengineer or improve business practices?
• Implement new or upgrade existing applications?
• Train new hires or new users?
• Comply with regulatory/quality programs
(Sarbanes-Oxley, ISO 9000, etc.)?
• Reduce audit costs?

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 Traditional Operational Challenges

• Lack of sponsorship / commitment

• Procedure writing requires time and expertise
• Can't agree on document format and layout
• Poor communication between departments
• Ineffective document distribution
• Documents don’t help users do their job
• Documents are out of date, not current

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 Solution Features

The solution needs to help your company …

• Save on process document development time
• Easily maintain and deploy process documentation
• Train employees based on their role in the
organization
• Provide employees with role specific and up-to-date
procedure manuals
• Lower cost of applications implementations
• Reduce applications implementation timeframes
• Modify Oracle applications online help

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 Oracle’s Solution

• Oracle Tutor is a documentation tool that

companies use to document and maintain their
business practices.
• Tutor comprises three components.

Software
SoftwareTools
Tools

Model
Model
Documents
Documents

Proven
ProvenMethod
Method

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 Overcome Operational Challenges With
Oracle Tutor

• Model Document Library

• Author and Publisher Software Tools
• Methodology
– Principles
– People Resources
– Implement
– Audit & Maintain

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 Tutor Model Documents

The model documents are divided into the following

categories
• Process and Support
• Application Help
• Courseware

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 Process Documentation Types

Process documents describe business activities

(what happens, what people do)
• Process documents
– Process maps
– Procedures
– Instructions
• Support Documents
– Forms
– References
– Coding Conventions

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 Process Documentation Hierarchy
Process map >
Sub process >
Procedure >
Instruction >
Online
Help

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 Application (online) Help

• A library of HTML documents that describe how to

complete specific Oracle 11i Application forms
• Accessed from the application window when you
click on the question mark

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 Courseware

Often, formal training requires documents specifically

designed for the content of the course.
Typically, such courseware is used to teach a specific
job skill (such as entering a purchase requisition in an
Oracle Application).

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 How Do Model Documents Help?

• Provide actual content, not a blank template

FIN, HR, MFG, OM, SCM, SLS, etc
• Modifying is faster than writing from scratch
• Format is consistent across all document types
and departments
• Define healthy department relationships in a "walk
through" or "play script" method of writing
How individuals work together (how
they proceed)
• Eliminate redundancy - an activity is covered in
only one place, and other documents link to it
• Templates to add your own content

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 How Do The Software Tools Help?

Model Documents Software

Process Documents

PP
AA UU
UU BB
Application Help LL
TT
II
HH
SS
OO HH
Courseware RR EE
RR

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 How Do The Deliverables Help?
Model Documents Software Deliverables
Process Documents

PP
AA UU
Reports (Doc)
UU BB
Application Help LL Manuals (Html, Pdf, Doc)
TT
II - Desk Manual
HH - Owners Manual
SS
- Student Guide
OO HH - Instructor Guide
Courseware RR EE
RR

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 Desk Manuals and Student Guides

Desk Manual (WHAT) Student Guide (HOW)

Process Courseware
Documents Documents

Oracle
Application
Online Help

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 Tutor Principles

• Document critical activities

• Assign ownership
• Document what you do
• Minimize documentation
• Centralize publishing
• Keep it simple
• Establish a winning team

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 Documentation Team Members

Executive staff members must support the

documentation effort by assigning appropriate
managers and employees to the following roles:
• Executive Champion
• Documentation Project Manager
• Document Owners
• Document Controller
• Document Specialists

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 Documentation Project Manager

• Works with the Tutor Private Event Manager to set the

schedule
• Works with the Tutor Facilitator to deliver services
• Monitors team progress
• Facilitates communication among all team members
• Ensures successful implementation of Tutor

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 Document Owners

• Take ownership for their area of expertise

• Edit model documents and write new procedures
to support corporate policy
• Verify that interactions between departments are
correctly documented
• Communicate with managers affected by
documentation

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 Document Controller

• Inputs documents on the publishing PC

• Tracks status of required documents
• Manages the workflow
• Manages controlled documents
• Creates and distributes Desk Manuals and Student
Guides
• Supervises Document Specialists

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 The Implementation Process

WHO WHAT
1. Executives and Identify critical activities
Document Owners
2. Document Owners Edit/collaborate cycle
3. Document Controller Update documents
4. Document Owners Review/approve cycle
5. Document Controller Create manuals
6. Managers or Instructors Educate employees

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 The Implementation Events

Tutor Orientation Online Help

Editing

Procedure Editing
Author Training Courseware Editing
Publisher Training I Publisher Training II

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 The Maintenance Process
1. Submit request for change 2. Review request

Employee Document Owner

4. Distribute and 3. Process request

implement improvement

Current
Master Archive

Document Controller Document Controller

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 The Audit Process
1. Determine document to audit 2. Schedule the audit

Document Controller Document Owner

5. Distribute changes 3. Review document

to end users with end users

4. Update document
Document Controller

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 Challenges Solved by Tutor

Challenge Solution
• Time & expertise to  Models and software
create
• Inconsistent formats  Models and software
• Poor communication  Models, software and
between departments services
• Ineffective distribution  Software (Desk Manuals)
• Documents don’t help  Software (all manuals)
users do their job
• Documents not  Software & Principles
current

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 Critical Success Factors

• Executive management sponsors the

documentation process and Tutor methodology
• Assign roles/responsibilities for the
implementation and ongoing maintenance
• Establish single document ownership early in the
project
• Centralize document housing and publishing
• Abide by the Tutor Principles

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 Benefits: Tutor Software

Provides:
• A short learning curve using Microsoft Word
• Flowcharting in one click
• HTML conversion in one click
• Cross reference reports
• Desk manuals and student guides in one click
• Saves time
• Saves money

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 Benefits: Tutor Methodology

• Smooth roll-out following a proven method

• Continuous improvement by scheduled audits and
as needed maintenance
• Improvements broadcast to affected employees
via updated formal documents
• High return on investment due to
– accurate process based training materials
– reduced errors
– less re-work devoted to document maintenance

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 What Tutor is Not

• A bunch of Word documents

• Just a flowcharting tool
• Online help or a self-paced training tool
• A replacement for Technology Based Training
• A temporary / one time solution
• Restricted to Oracle applications

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 Summary

Tutor is a product that provides a system to:

– create and customize specific types of business
documentation
– integrate process documentation with Oracle
Application Help and Oracle courseware
– build customized company training manuals
– distribute process documentation to employees on
a need-to-know basis
– audit and maintain process documentation to
ensure accuracy and effectiveness

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 Don't let this happen to you

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