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?