Procedure Anatomy I

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 Objectives

After this lesson you will be able to:

• Identify the three segments of a Tutor procedure
• Identify the basic paragraph types used in a
procedure

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 Agenda

• Definition of a Procedure
• Document Title
• Procedure Segments
• Tutor Paragraph Styles
• Procedure Sections
• Procedure Header and Footer

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 What is a Procedure?

A procedure is the complete documentation of an

activity, including the policies governing the activity,
the tasks performed in the completion of the activity,
and the persons (by job title) who perform the tasks in
the activity.

A procedure should be created if an activity

• is complex
• involves risk
• must be performed in a consistent manner

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 Document Title

• First item on any Tutor document

• Should be brief but descriptive
– Guideline: keep the title below 50 - 60 characters

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 Procedure Segments

Introduction Task Segment Flowchart

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 Activity Preface

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 Actor Bar

• States by job title, or role, who performs the tasks

listed below it

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 Primary Tasks

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 Secondary Tasks

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 System References

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 Notes

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 Directives:
How to Record Decisions in a Procedure

Directives are used to show the variations in task

sequences that may occur during the performance of
an activity.
Types of directives
• Double Conditional (2 options: Yes or No)
• Multiple Conditional (3 or more options)
• Unconditional (1 option)

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 Directives: Double Condition

No = task 9

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 Directives: Multiple Conditions

Tax code Condition x, directive x.

changes
Yes require Condition y, directive y.
corrections
? Condition z, directive z.
No

Section B
Yes of form is
complete?

No

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 Directives: Unconditional

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 Task Segment Review

• Task 1 paragraphs are numbered

What to do
• Task 2 paragraphs are bulleted
How to do it
• System References are boxed
What Application is used to do it
• Notes are indented - no numbers or bullets
Additional information
• Directives are bold
Decisions and specific directions

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 Quick Quiz
Identify each paragraph style

A
B
C

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 Quick Quiz (continued)
Identify each paragraph style

E
F

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 Procedure Segments

Introduction Task Segment Flowchart

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 The Flowchart
Prior Activities Conditional
Directive (If)

Actor Bar

Task Block
Unconditional
System Directives
Reference - end
- goto
Other flowchart symbols
On-page connector A

Off-page connector B

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 Procedure Segments

Introduction Task Segment Flowchart

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 Scope Statement

• The first item after the document title

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 Policy Statements

Policy subjects appear in bold text

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 Responsibility Statement

• A brief summary of the tasks of each job title

participating in the activity

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 Distribution

• List job titles of those who should receive the

document
• At a minimum, the actors for this specific activity
must be listed

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 Ownership Statement

• Identifies the one (and only one) person

responsible for ensuring the document integrity
and accuracy
• Should be a management position
• Identifies the only person who may authorize the
modification of the document text
Key Phrase

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 Introduction Review

• Scope - What the document covers

• Policy - Rules for that activity
• Responsibility - Who is involved
• Distribution - Who needs to know
• Ownership - Who is in charge

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 Quick Quiz

• Identify each statement with the appropriate heading

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 Procedure Segments

Introduction Task Segment Flowchart

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 Standard Footer

• Appears at the bottom of every page

• Contains important control information

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 Summary

In this lesson you should have learned to:

• Identify the three segments of a Tutor procedure
• Identify the basic paragraph types used in a
procedure

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 Practice: Label the Paragraph Styles

• Label each paragraph style in the following

document
– Write the style name in the LEFT side of the page
– Label the paragraph style for the flowchart
• Extra Credit:
– Highlight the key words in the generic job title string

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