Documentation Development
Atimi produces quality documentation for all groups of users. We follow a 6-stage documentation development cycle in order to meet the documentation needs of our customers.
For each project we spend about week planning. We produce a Needs Analysis, Audience Analysis, Task Analysis, and a detailed Documentation Specifications Requirement. During Documentation Development the materials are produced and tested.
Needs Analysis
Documentation development starts with a detailed Needs Analysis. The Atimi documentation project manager works with the customer to answer the following questions:
- Why is documentation required?
- What is the scope of the documentation?
- Who needs the documentation?
- Is XML in place? Would the business benefit from implementing XML?
- What file format is required for the documentation?
- When does the documentation need to be completed?
- What is the budget?
Based on the information provided by the client, the Atimi documentation project manager will write a formal Needs Analysis and provide it to the customer.
Audience Analysis
Once the audience has been identified we do an Audience Analysis. The goal is to assess the educational background of the users, their ability to use computer hardware and software, and their learning styles.
The documentation project manager will consult with supervisory staff, interview users individually, or ask the representative members of the audience to complete a written survey.
The audience analysis will provide the following information:
- Identify different user groups (e.g., supervisors, production, support staff)
- Assess the common background for each user group
- Assess the computer skill level for each user group
Task Analysis
A thorough task analysis is conducted to identify all of the tasks that can be performed using the software. This will determine the scope of all of the documents.
The technical writer conducts research to identify all tasks. They use the software (if possible), read the software specifications and any other pertinent documentation such as company procedure manuals, and interview subject matter experts—usually software developers.
Once all tasks are identified, they are organized into chapters, and divided into manuals each with a table of contents. Then the tables of contents are reviewed by subject matter experts to ensure they are accurate and complete.
Documentation Requirements Specification
The final stage of the planning process is to produce a Documentation Requirements Specification, also known as a Documentation Plan, which provides all the details on the software documentation.
The Documentation Requirements Specification is produced by compiling the results from the Needs Analysis, Audience Analysis, and Task Analysis.
The Documentation Requirements Specification defines the following information:
- All manuals to be included in the documentation set
- An outline for each document, which includes:
- The document name
- The purpose of the document
- The audience
- The scope of the document: a table of contents
- The application used to produce the document
- The final output of the document
- Documentation material deliverables, including native files and final output
- The document development schedule
- The estimated cost of development
- The estimated cost of printing or electronic distribution
When the Documentation Requirements Specification is completed, it is negotiated, and signed off by the customer.
Content Development
The writer develops the content based on the requirements outlined in the Documentation Requirements Specification and the document outline. Each documentation set will include some or all of the following types of documentation:
- Hard copies printed by a professional printer
- PDFs for electronic distribution
- Searchable on-line help
- Context-sensitive on-line help
- Quick reference cards for commonly-used procedures, and keyboard shortcuts
During production, the writer collects information by using the software and consulting subject matter experts as required. The chapters and tasks are put in logical order, and detailed, usable tables of contents and indexes are created for each document.
When the documents are completed, they are tested by the Atimi QA team and all revisions are incorporated.
Gold Master Documentation Released
Finally, the documents are officially released. Electronic manuals are released on CD; and any required printed manuals are sent to the printer for printing.
