1 Process Documentation Dr.Zubeeda Quraishy Dept of Informatics University of Oslo, Norway

  • Published on
    22-Dec-2015

  • View
    213

  • Download
    1

Embed Size (px)

Transcript

  • Slide 1
  • 1 Process Documentation Dr.Zubeeda Quraishy Dept of Informatics University of Oslo, Norway
  • Slide 2
  • 2 Process Documentation This session provides a practical approach to managing and preparing the documentation necessary for implementing any systemThis session provides a practical approach to managing and preparing the documentation necessary for implementing any system
  • Slide 3
  • 3 What is Process Documentation? The term was first used in 1978 to refer to a pilot project in Phillippines.The term was first used in 1978 to refer to a pilot project in Phillippines. In this project full time social scientists stayed in project villages and made detailed observations and documented the process of user group (farmers) formation and functioningIn this project full time social scientists stayed in project villages and made detailed observations and documented the process of user group (farmers) formation and functioning
  • Slide 4
  • 4 Basic Objective of Process Documentation To learn from implementation experience and in the light of this modify the strategy and ultimately, policy(Mosse,1998)To learn from implementation experience and in the light of this modify the strategy and ultimately, policy(Mosse,1998) (Ref:Mosse, David,1998,Process documentation research and process monitoring, in David Mosse, John Fennigton and Alan Rew (Eds) Development as Process: Concepts and Methods for working with Complexity, London: Routledge, pp 31-53). (Ref:Mosse, David,1998,Process documentation research and process monitoring, in David Mosse, John Fennigton and Alan Rew (Eds) Development as Process: Concepts and Methods for working with Complexity, London: Routledge, pp 31-53).
  • Slide 5
  • 5 Process Documentation Research Process Documentation Research done in several countries and different context shows that it is used more in developing greater capacities for managing local resources.Process Documentation Research done in several countries and different context shows that it is used more in developing greater capacities for managing local resources. In fact PDR is not considered a monitoring device alone, but rather as a means to develop local communitys capability to plan and build institutions to solve the local problems in areas/sectors where programme expansions are planned. In fact PDR is not considered a monitoring device alone, but rather as a means to develop local communitys capability to plan and build institutions to solve the local problems in areas/sectors where programme expansions are planned. Among the different mechanisms used PD is the most intensive among them.Among the different mechanisms used PD is the most intensive among them.
  • Slide 6
  • 6 Process Definition and Implementation Process Definition and Implementation Organization Processes should aim to deliver the objectives of the organization.Organization Processes should aim to deliver the objectives of the organization. Process Definition initiation starts with understanding the objectives of the organization, mapping the existing processes and then working towards closing the gaps that may exist.Process Definition initiation starts with understanding the objectives of the organization, mapping the existing processes and then working towards closing the gaps that may exist. For ex, need for a situation analysis before implementing any systems development or doing action research (FHIMS in Andhra Pradesh)For ex, need for a situation analysis before implementing any systems development or doing action research (FHIMS in Andhra Pradesh)
  • Slide 7
  • 7 Process Implementation A jointly approved Action Plan is defined with Priorities, Considerations and Constraints pertaining to the organization.A jointly approved Action Plan is defined with Priorities, Considerations and Constraints pertaining to the organization. Processes are designed to meet the organization's Objectives. Automation tools are incorporated into the processes wherever appropriate.Processes are designed to meet the organization's Objectives. Automation tools are incorporated into the processes wherever appropriate. Process Training and facilitation form a part of the mandate.Process Training and facilitation form a part of the mandate.
  • Slide 8
  • 8 Process Implementation The Process Implementation follows with detailed process design, pilot implementation, refinement and stabilization.The Process Implementation follows with detailed process design, pilot implementation, refinement and stabilization. Typically, association with the collaborators would continue for a period such that all teams have institutionalized their processes.Typically, association with the collaborators would continue for a period such that all teams have institutionalized their processes. The Internal Quality Assessment and evaluation by external agencies can continue subsequently.The Internal Quality Assessment and evaluation by external agencies can continue subsequently.
  • Slide 9
  • 9 Why Process Documentation? Most of the process-oriented methodologies are meant to record programmes as they occur and feed the information back to managers, other researchers, policy makers to help them in understanding the working of the project better.Most of the process-oriented methodologies are meant to record programmes as they occur and feed the information back to managers, other researchers, policy makers to help them in understanding the working of the project better. However there are several other purposes, equally important, for which processes are sought and they areHowever there are several other purposes, equally important, for which processes are sought and they are
  • Slide 10
  • 10 Need for Process Information Used by agencies undertaking new and complex forms as part of expansion of programmes, which need understanding about stakeholder participation.Used by agencies undertaking new and complex forms as part of expansion of programmes, which need understanding about stakeholder participation. Such information is often needed to validate and approach the programe and consequent policy formation.Such information is often needed to validate and approach the programe and consequent policy formation.
  • Slide 11
  • 11 Use of Process Information Such information in the context of inter agency collaboration(ex. Govt, NGO and Community) can help determine the conditions necessary for effective collaboration and performance.Such information in the context of inter agency collaboration(ex. Govt, NGO and Community) can help determine the conditions necessary for effective collaboration and performance. Process monitoring is used to construct institutional ethnography.Process monitoring is used to construct institutional ethnography. Process monitoring helps provide a framework for negotiating meanings, agreements, and validating approaches and resolving differences between all the component units of the programme.
  • Slide 12
  • 12 Use of Process Information Anyone developing or working towards creating any software is responsible for managing and maintaining software process and quality system related documentation (e.g., process/quality policies, procedures, forms, etc.)Anyone developing or working towards creating any software is responsible for managing and maintaining software process and quality system related documentation (e.g., process/quality policies, procedures, forms, etc.)
  • Slide 13
  • 13 Process Documentation IT Sector Among many unappealing tasks(attending late night calls, last minute changes to schedule, unreasonable customer requests) of IT professionals one of them is Process Documentation.Among many unappealing tasks(attending late night calls, last minute changes to schedule, unreasonable customer requests) of IT professionals one of them is Process Documentation.
  • Slide 14
  • 14 Importance of Process Documentation An important aspect of any process is the documentation that accompanies it,(such as logging trouble calls, requesting system changes, or executing disaster recovery plans).An important aspect of any process is the documentation that accompanies it,(such as logging trouble calls, requesting system changes, or executing disaster recovery plans).
  • Slide 15
  • 15 Importance of Process Documentation Many organisations or IT companies develop excellent processes but fail to document them adequately. After an initially successful implementation of the process, many of these procedures go unused due to lack of documentation, particularly as new staff members who are unfamiliar with the process attempt to use it.Many organisations or IT companies develop excellent processes but fail to document them adequately. After an initially successful implementation of the process, many of these procedures go unused due to lack of documentation, particularly as new staff members who are unfamiliar with the process attempt to use it.
  • Slide 16
  • 16 Why Actively Manage the Processes? Methodical Process Management can identify bottlenecks and inefficiencies that are invisible to the organizationand it can find room for improvement even in well-refined procedures.Methodical Process Management can identify bottlenecks and inefficiencies that are invisible to the organizationand it can find room for improvement even in well-refined procedures.
  • Slide 17
  • 17 Proactively managing the processes can help organisation to Eliminate flawsEliminate flaws Reduce the time spent on a specific taskReduce the time spent on a specific task Decrease costsDecrease costs Decrease resources associated with any taskDecrease resources associated with any task Improve efficiencyImprove efficiency Improve overall qualityImprove overall quality Increase customer and employee satisfactionIncrease customer and employee satisfaction
  • Slide 18
  • 18 Techniques Very few techniques are available to quantify the quality and value of Process Documentation.Very few techniques are available to quantify the quality and value of Process Documentation.
  • Slide 19
  • 19 Importance of Evaluating the Quality of Process Documentation In IT sectors and in other organisations where the use of processes is essentialIn IT sectors and in other organisations where the use of processes is essential The purpose of evaluating the quality of content is important:The purpose of evaluating the quality of content is important: a.) to show to what degree the material is suitable for use.a.) to show to what degree the material is suitable for use.
  • Slide 20
  • 20 Importance of Evaluating the Quality of Process Documentation b) to show how important the documentation is to the support of the process and how important the process is to the support of the business.b) to show how important the documentation is to the support of the process and how important the process is to the support of the business. The quality of the content of documentation is evaluated with 10 common characteristics of usability:The quality of the content of documentation is evaluated with 10 common characteristics of usability:
  • Slide 21
  • 21 Characteristics Denoting Quality Attributes of Process Documentation Ownership. This characteristic rates the degree to which the three key ownership rolesprocess owner, documentation custodian, and technical writerare clearly identified, understood, and supported. For some processes, the same individual may have all three roles.Ownership. This characteristic rates the degree to which the three key ownership rolesprocess owner, documentation custodian, and technical writerare clearly identified, understood, and supported. For some processes, the same individual may have all three roles.
  • Slide 22
  • 22 (Cont..) Characteristics Denoting Quality Attributes of Process Documentation Readability :This characteristic rates the clarity and simplicity of the written documentation.Readability :This characteristic rates the clarity and simplicity of the written documentation. This characteristic especially looks at how well the level of the material matches the skill and experience level of the audience.
  • Slide 23
  • 23 (Cont) Characteristics Denoting Quality Attributes of Process Documentation Accuracy. This characteristic rates the technical accuracy of the material.Accuracy. This characteristic rates the technical accuracy of the material.
  • Slide 24
  • 24 (Cont..) Characteristics Denoting Quality Attributes of Process Documentation Format: rates the overall organization of the material; how easy it is to follow; how well it keeps a consistent level of technical depth; and to what degree it documents and describes an actual process rather than merely duplicating tables, spreadsheets, and metrics.Format: rates the overall organization of the material; how easy it is to follow; how well it keeps a consistent level of technical depth; and to what degree it documents and describes an actual process rather than merely duplicating tables, spreadsheets, and metrics.
  • Slide 25
  • 25 (Cont) Characteristics Denoting Quality Attributes of Process Documentation Accessibility : rates the ease or difficulty of accessibility.Accessibility : rates the ease or difficulty of accessibility. Current status : rates to what degree the current version of the documentation is up to date and the frequency with which it's kept current.Current status : rates to what degree the current version of the documentation is up to date and the frequency with which it's kept current. Ease of update : rates the relative ease or difficulty with which the documentation can be updated, including revision and distribution of new versions.Ease of update : rates the relative ease or difficulty with which the documentation can be updated, including revision and distribution of new versions.
  • Slide 26
  • 26 (Cont) Characteristics Denoting Quality Attributes of Process Documentation Effectiveness: rates the overall usability of the documentation, including the use of appropriate examples, graphics, color coding, use on multiple platforms, and compliance with existing standards (if available).Effectiveness: rates the overall usability of the documentation, including the use of appropriate examples, graphics, color coding, use on multiple platforms, and compliance with existing standards (if available). Accountability: rates to what degree the documentation is being read, understood, and effectively used; all appropriate users are identified and held accountable for proper use of the documentation.Accountability: rates to what degree the documentation is being read, understoo...

Recommended

View more >