planning stages for developing online user help documentation

Learning to Develop Software Documentation:My First Attempt

Mendy Smith

March 2, 2010

A Quick Look at the Program

Background

“Groups Interactive” is a web portal to be used by churches

Goal: to provide a central source for communication within and among the various small groups that make up a church

Very similar to D2L

Background

Primary features:

Calendar and events News and notes Threaded discussion boards Feeds for news and events updates Mapping for events Repository for study materials

User Analysis

User Analysis: General

HUGE range of abilities and expectations for the program White-collar techies to little old ladies

Users are not necessarily “workers” Primarily volunteers Not a “captive audience” Will tend to use the program on the run, not in the

office as part of the workday

User Analysis: General

Currently using other tools to accomplish same tasks Low motivation to invest time to learn something

new

User Analysis: General

SystemAdministrators

Coaches/Pastors

Group Leaders

Group Members

Responsibility

Commitment

Computer proficiency

MORE

LESS

User Analysis: Group Members Responsibility: can be quite low

Commitment to using the software: none, will need to be convinced

Computer proficiency/experience: novice to experienced users

User Analysis: Group Members Tasks:

Registering and finding a group Creating a personal profile Viewing/printing group rosters Creating a new event Adding a news item Creating/responding to a discussion thread Accessing study materials Subscribing to news feeds and event updates

User Analysis: Group Leaders Responsibility: members in leadership

positions, either by choice or by arm-twisting

Commitment to using the software: can vary greatly

Computer proficiency/experience: novice to experienced users

User Analysis: Group Leaders Tasks: (in addition to those already listed)

Creating new groups Inviting/adding group members Creating discussion topics Taking attendance Managing studies Creating new studies

User Analysis: Coaches/Pastors Responsibility: may be paid staff members or

members in key leadership roles

Commitment to using the software: can vary from initiating its use to deep suspicion

Computer proficiency/experience: experienced users

User Analysis: Coaches/Pastors Tasks: (in addition to those already listed)

Adding church-wide events, studies, and communication items

Running reports, such as: Tracking attendance Number of invitations sent Number of inquiries made from outside Details of search results Number of logins by user

User Analysis: System Administrators Responsibility: may be paid staff members or

members of administrative oversight board

Commitment to using the software: probably high (may have initiated its use)

Computer proficiency/experience: experienced to expert users

User Analysis: System Administrators Tasks: (in addition to those already listed)

Creating types of groups Approving new groups Establishing multiple campuses Setting up staff directory Editing church profile and contact information Editing automated email responses

Project Plan

Project Plan: Documentation Forms Tutorials

for most basic functions especially for group members and leaders

Procedures for more advanced functions

Reference not so important a good index should cover it

Project Plan: Products

Video tutorials To convince users that they can do it!

Quick-start guides For more proficient users PDF documents

Online documentation Placed where the user needs it

Project Plan: Implementation

Phase 1: Leadership Orientation January 25: initial access to program (administrators) February 21: program introduction (leaders) March 9: program introduction (coaches/pastors)

Phase 2: Leadership Training March 21: initial training session (leaders) TBD: initial training session (coaches/pastors)

Phase 3: Full Program Initiation April 25: program introduction (members) TBD: initial training session (members)

Project Plan: Documentation Schedule1. Start the project.2. Perform the user analysis.3. Design the documents.4. Plan the project.5. Write the alpha draft.6. Conduct reviews and test. 7. Revise and edit.8. Write the final draft.9. Conduct a field evaluation.

Current Status

Current Status

Writing alpha draft Using my topic list to stay on target Using MS Word initially, but will begin inputting

into RoboHelp soon

Creating video clips for tutorials

Editing screenshots to remove any personal data (e.g. names, addresses)

Current Status: “Opportunities” Project management:

Deciding who will maintain the documentation once it’s up

Implementation: Convincing my group leaders to get started

Technical issues: Determining file types Learning software

FREE Software Resources

Screenshot and video captures: Jing: http://www.jingproject.com/ SnagIt (30-day trial; $49.95): http://www.snagit.com/

Audio/video editing (30-day trial; $299.00): Camtasia Studio: http://www.camtasiastudio.com/

File management and sharing: Screencast.com: http://www.screencast.com/

Questions? Comments? Feedback?