EDUCATION FOR BRIGHTER

FUTURES
 ENL5-2021A - Enterprise
Networking L5

Technical documentation
production
Presented by:
Butrus MBIMBI
National Institute of Technology
www.nitaustralia.edu.au
FB: /nitaustralia
T: +61 8 6269 2300

Week 1_Session 2
Learning outcome

• Define and document scope of work to be produced

• Validate and confirm scope of work with client
• Develop structure of technical documentation and validate with client
• Review and assess impact of technical documentation creation
• Confirm all technical documentation and approval procedures have been
performed
• Evaluate and report on technical documentation creation procedures
• Prepare technical documentation for publication and distribution using
applicable channels
• Submit technical documentation to required personnel for review
Introduction

• From the previous lecture we did mentioned;

“Failure to create a technical requirement document, may result in

real problems”.

Thus;
In this lecture we will be covering the document production
significant areas;
Define and document scope of work to be produced

The project scope document is a critical piece of information for your whole team.

It defines the end product to be delivered to the customer, when it must be delivered, and at
what cost. These include;

• Deliverables
• Invite List
• Addresses of Attendees
• Invites

• Timeline
• Ex: Jan. 1 Decided on invite list
• Ex: Feb. 1 Have addresses collected of attendees
• Ex: March 1 Pick invitation style and have printed
Define and document scope of work to be produced
cont.

• Milestones
• Selection of guest and collection of addresses
• Mailing of invitations
• Final count of attendees

• Reports
• Check on status of address collection
• Stay in touch with printer for progress on invitations
• Check RSVPs against invitation list
Define and document scope of work to be produced
cont.
 Validate and confirm scope of work
with client
• It is defined as the process of formalizing acceptance of the completed
project deliverables.

• A process that shows the stakeholders have received what was agreed
and formalizing their approval.

• Necessary for creating different documents like project document

updates, work performance information, accepted deliverables and
change requests.
 Validate and confirm scope of work
with client cont.
• Aims to organize frequent, planned meetings with the customer or
sponsor to gain formal acceptance of deliverables during Project
Monitoring and Control process group.

• Doing frequent meetings to get customer acceptance is critical because

there may be many deliverables in a project.
 Validate and confirm scope of work
with client cont.
• Is essential to do earlier, because It will be hard to do rework and
revise the deliverable accordingly if not presented to client.

• Therefore, deliverables of a project must be shown to the customer

frequently and acceptance must be acquired.
 Validate and confirm scope of work
with client cont.
Validate scope process output:

• Accepted deliverables
• Change requests
• Project document updates
• Work performance information
• Helps to show the customer that the project is on track.
• Helps to find changes or issues during project rather than at the end.
 Develop structure of technical
documentation and validate with client

https://blog.masterofproject.com/validate-scope-process/
 Review and assess impact of technical
documentation creation
• Providing accurate and up-to-date product documentation is important
to both internal and external customers.

• To improve the technical accuracy of the documentation produced by

your development team;

Develop a technical review checklist

Focus on the technical facts to verify that the technology works as
documented. A technical review is not an editorial review.
 Review and assess impact of technical
documentation creation cont.
Build accountability into the document review process
Add the name of the author(s) and technical reviewer(s) to the
documentation. Including author and reviewer names promotes
communication with internal staff.

Raise the accuracy bar for technical writers

Involve the technical writers in design and development meetings about
the product.
 Review and assess impact of technical
documentation creation cont.

Set priorities for busy, but key, developers

Work with the document authors to identify the sections of the
document that absolutely must be reviewed by this person.

• Assessing the impact by building the better technical review.

• A thorough technical documentation review benefits both external and
internal customers.
 Confirm all technical documentation and
approval procedures have been performed

• Technical documentation approval going back-and-forth to chasing

people for a response, delays and confusion can be common when it
comes to reviewing and approving.

• Automating the approval process can reduce downtime and make for a
more reliable system for everyone involved.
 Confirm all technical documentation and approval
procedures have been performed
Cont.

• There are three different areas of the approval process that looks at
some workflow to make it as quick and painless as possible;

1. Initial Request
2. Approval and Response
3. Multiple Reviewers
 Confirm all technical documentation and approval
procedures have been performed
Cont.

Solve with automated workflow templates:

With cloud-based workflows, connecting users in the approval

process is easy.
The bid manager fills in an online form and clicks submit to
confirm that they have started an approval workflow.
The workflow will send the business proposal to ‘Reviewer A’ to
review.
 Evaluate and report on technical documentation
creation procedures
• It is essential that an organisation embarking on a digitisation program
has policies and procedures that are documented.

• Some policy decisions need to be made and documented as part of

digitisation programs. For example, policies may be established on;

What records are to be within the scope of the program and why
The retention or destruction of original paper records after digitization
How long to retain original paper records after digitisation before any
destruction takes place (where relevant)
 Evaluate and report on technical documentation
creation procedures cont.
• Procedures can ensure that employees involved in a digitisation
program clearly understand what their roles and responsibilities are
and how to perform them.

• documented procedures may also be required to demonstrate in court

that a sound process for creating digital images to replace them was
followed.

• Procedures need to make it clear how digitisation is integrated into the

business process. They should address the following;
 Evaluate and report on technical documentation
creation procedures cont.

When and where the records will be digitised and, if relevant, how
they will be retrieved and transported
Quality assurance checks
Security/access issues affecting the original paper records,
Handling and management of original paper records after digitisation
Disposal of original paper records (where relevant)
Prepare technical documentation for publication
and distribution using applicable channels
• When planning for the publication it is essential that your organisation
should documents its digitisation program.

• These records are your evidence that you have applied rigour to the
digitisation process.

• You always need to function as evidence, you will need to employ

greater levels of documentation.

• Levels of documentation required should be based on a proper

assessment of risk.
Prepare technical documentation for publication
and distribution using applicable channels cont.
• Using the applicable channels you need to keep copies of planning
documentation including business cases, project plans and related
correspondence, including approvals.

• Benchmarks agreed upon (including technical specifications, metadata

and quality assurance) and supporting assessments.

• Assessments carried out of any business or legal requirements to retain

records in their original format
Prepare technical documentation for publication
and distribution using applicable channels cont.
• Hardware and software requirements and documentation regarding
their purchase and licensing

• Organisational policies and procedures that apply to the making and

keeping of digital images, including superseded versions of policies
and procedures

• Outcomes of quality assurance checks and remedial action

recommended and taken
Prepare technical documentation for publication
and distribution using applicable channels cont.
• Planning documents relating to ensuring the long term accessibility of
digital images

• Disposal documentation (e.g. metadata in recordkeeping systems

indicating the date and time of destruction and authorisation).

• Monitoring documentation and reviews of the project and documents

outlining action taken resulting from these
 Submit technical documentation to required
personnel for review
• Prior for submitting the final technical documentation there are three
things required for review:

1. Context (i.e., an explanation of what is being requested and why)

2. The technical documentation itself (i.e., objective evidence to
demonstrate compliance)
3. Authorization for to carry out the work.

The submission should therefore contain;

 Submit technical documentation to required
personnel for review cont.
• Cover letter
• The technical documentation
• Authorisation for the work to be conducted

• Submission Method should be via the secure document upload portal (TMS). We
DO NOT need to receive a hard copy of the information.

• Document Format:
Language should be English.
Electronic file as PDF.
Any Question so far 
Lecture summary

• Today we cover how to define and document scope of work to be produced

• Then, Validate and confirm scope of work with client
• Review and assess impact of technical documentation creation
• Confirm all technical documentation and approval procedures have been
performed
• Evaluate and report on technical documentation creation procedures
• Prepare technical documentation for publication and distribution using
applicable channels in the organisation
• Lastly, Submit technical documentation to required personnel for review
Week one Lab Activities

• Online Cisco Netacademy survey feedback and test. (MAKE SURE

YOU’RE ATTENDING IN THE CLASS).

• Let’s do it together 
Thank you!
Any Questions?