Ginchi Polytechnic College

Sector :Economic Infrastructure

Dept Of Information Technology

Occupation: information Technology Support Service

Unit of Competence: Update and Document

Operational Procedures

Module Title: Updating and Documenting

Operational Procedures
 CONT…………
This learning guide is developed to provide you the necessary
information regarding the following content coverage and topics –

LO 1: Assess technical and user documentation

LO 2: Update procedures
LO 3: Update documentation
 
 LO 1: Assess technical and user documentation
1.1 User and Technical Documentation Review.
Documentation:- may refer to the process of providing evidence
("to document something") or to the communicable material used to
provide such documentation (i.e. a document).
•Documentation in ICT field: The following are different types of
documentations usually seen in the ICT field.
a. Architectural and Design Documentation.
b. Technical Documentation.
c. User Documentation.
d. System Documentation.
 User and Technical documentation
 User documentation - Designed for the end user of the computer
hardware or software. It may not be a computer specialist.
Examples of user documentation
 instructional materials which usually come with the hardware or
software such as installation instructions or a troubleshooting
guide.
training materials designed to teach the user the skills required to
use the hardware or software. Examples include tutorials and user
manuals.
reference materials designed so users can look up a particular
task. An example is a quick reference guide.
policies and procedures of an organization. This documentation
helps all staff and management work to the same guidelines and
rules.
 Technical documentation
"Technical documentation" is the generic term for documentation
with regard to a product. People mainly associate the term with the
documents and information that are passed on to the public by the
manufacturer.
 It is also a documentation that is produced for a person who has
enough expertise in a particular computer system to support or
maintain that system.
Examples of technical documentation
User instructions
Operating instructions
Servicing instructions
Installation manuals
 User instructions vs. Operating instructions vs. Servicing instructions
vs. installation manual.

User instructions /direction/:-"Directions" is derived from "to

direct": Here it is the superior who directs the subordinate, i.e. the
boss directs the staff member (or parents their child).
Operating instructions "Instructions" is derived from "to instruct".
Somebody capable of something already instructs someone else who
wants to learn just this. Here two entities meet eye-to-eye, e.g.
manufacturer and user. Therefore, the instructions are the
document that communicates, how to employ and use the product.
Servicing instructions  "user manual": The first word of each
group already says it — it is about using the product. Because
"manual" is usually associated with a "book", "user manual" is the
book, in which the usage is described. The publication medium is
specified. On the other hand, the term "user instructions" is media
independent.
 Cont……………….
Installation manuals/operating manual/: Here again it is all about
the first word in the phrase — it is generally about the operation.
This is more general than just using something; it starts with
transport and storing, is then followed by installation and
commissioning up to using the product, continues with cleaning,
service and repair and ends up with dismantling and disposal.
Review current version of technical and user documentation
Why Documentation Review?
Overall improvement.
Accurate and up-to-date documents.
Increases credibility.
The Need
Technically correct document.
Concise Information.
Avoid Chaos/disorder.
Timely Delivery.
Satisfaction.
 Review Objectives
Evaluate the documented information
Accuracy = Correctness
Completeness = wholeness
Conciseness = shortness
Reduce the defect percentage
Improve the quality of documents
Focus on correcting the defects
 Types of documentation reviews
1. Peer Review
Review by people who have coordinated knowledge and skills.
Provide a list of exactly what you need them to review
Assess peer review practice
Prepare procedure documents
Formulate a program agenda
2. Presentation Review
3. Review among the technical writers
4. Subject matter expert review
5. Review for technical information
6. Overall Review
7. Review by the testing team for detecting defects.
 The Review Process
Plan the review process
Develop a clear, focused charge for each reviewer to identify important
issues and invite suggestions for improvement.
Prepare and maintain a review record.
Make recommended changes to document and respond to the reviewer’s
comments.
 Review Focus
Before circulation
Review the document for readability and clarity.
Review for correct English usage
Review and evaluate the technical content
Make a reviewers checklist
•Focus on the technical review and not on editorial review
•Verify the technical accuracy of all procedural steps.
•Verify the accuracy of all screen captures in the document.
§After review
Review the sent checklist
Take a positive approach
Maintain a tracking list
Decide and let the reviewer know which comments would be incorporated
Call a meeting if required.
Publish the final copy.
 Challenges
Involving Team (Let us do it)
Getting Proper reviews
Handling Last Minute Changes