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h2. FAQ: Using OLE Tools and understanding documents

The following are some simple definitions and answers to Frequently-Asked-Questions the Core Team and OLE developers have been asked. Over time, we will continue to insert additional resources, tips and tricks to this list in response to SME's (Subject Matter Experts, i.e. OLE library staff members) requests. To make suggestions for additional content to the FAQ, please email the Core Team, or add comments through the [link|#end] at the bottom of this page.

_This page is under development and content is continuously being added and edited. Please click on any of the questions below to jump to the discussion thread. Many hyperlinks are also connected in the content, and where images are included, click on the image or illustration to see an enlarged view._
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1. [I just joined a spec team - what does that mean?|#1]

2. [What is an Fspec?|#1#2]

23. [What is a User Story?|#2#3]

34. [What do you include in a functional specification?|#3#4]

45. [What is the schedule for completing Fspecs?|#4#5]

56. How do I use... (Tools of OLE)
* [KIS|#6d] 
* [Kuali email|#6f]
* [Jira|#5a#6a]
* [Google Docs|#5b#6b]
* [Google Calendar|#5c#6c]
* [KISWebex|#5d#6e]
* [Webex|#5e
7. [What does this word mean? or that acronym?|#7]

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h5. 1. I just joined a spec team - what does that mean? {anchor:1}
There are several steps you need to take:
# Sign up for a [KIS account|#6d]
# Become familiar with your team's KIS page and bookmark it.  It has useful links, calendar events, team members and the email list serve (listed under the team admins).
# Read through [OLE:Getting Started with OLE - OLE 101] - this page has links to great OLE introductory materials.
# Learn about the process: [OLE:OLE Spec Writing & Requirements Analysis] and [OLE:Spec Team- Roles in Spec Writing]

h5. 1. What is an "Fspec"? {anchor:12}

An F-spec is a "functional specification", or a set of functional library requirements for a specific library process or set of related activities. In OLE, we are isolating our Fspecs per User Story in order to define a small, easily specified set of requirements.

h5. 2. What is a User Story? {anchor:23}

!who-what-why.png|thumbnail,border=1, vspace=5, hspace=5, align=right!
A user story is a very small, succinct set of functionality written as "As a <role>, I want <action> so that <result>". Examples would be "As a library staff member I need to create a purchase order to order a book.", or, "As a budget officer, I need to modify the fund that is allocated to an account."

h5. 3. What do you include in a Functional Specification? {anchor:34}

A functional specification can include many things, but focuses on a general description of the work to be done by library users, the data elements or documents affected, and any business rules for managing the work specified. 

(/) See our [spec templates page|https://wiki.kuali.org/pages/viewpage.action?pageId=313854099] for templates (that include explanations) and samples. 

h5. 4. What is the schedule for completing Fspecs? {anchor:45}

Functional specifications are completed in several phases by the designated Fspec team. While teams are encouraged to be self-organizing, each team will be given deadlines for completing a group of specifications. Upon completion of the final documentation, teams will be requested to be available for some ongoing Q&A with the core team and developers, and then a subset of volunteers will be requested to participate in future testing. 
* See [OLE:Spec Team- Roles in Spec Writing] for sample spec timelines
* See [OLE:OLE Development Cycle] to review the entire process

h5. 5. Tools of OLE

h6. KIS{anchor:6d}
 
(/) Tip: Bookmark your team's KIS page

To guarantee access to all OLE materials (Wiki, Jira, Google Docs, KIS Calendars & Team pages), it is recommended you be logged into [KIS|http://kuali.org/kis/].
* Link to {link-window:http://kuali.org/kis/logins/create|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}Create a KIS account{anchor:5a}
link-window}
* [How to create a KIS account|https://wiki.kuali.org/display/KULFOUND/Create+a+KIS+account] wiki page

h6. Kuali Email {anchor:6f}

Everyone in Kuali that has KIS credentials will also have a Kuali email address (_____@kuali.org). You may synch your Kuali email with your primary email client by using the help center for your specific application. Please note: some scheduling notifications or calendar reminders that originate in your Kuali calendar and email may not forward to your primary email client. Be aware of this and check your Kuali email periodically. Please refer to the {link-window:http://goo.gl/Iwp5u|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}Gmail Help Center{link-window}{HTMLcomment}http://mail.google.com/support/a/kuali.org/?hl=en{HTMLcomment}

!jira2.jpg|border=1,align=right,width=300px!
h6. Jira{anchor:6a}

Be sure to log in to Jira using your KIS account. If you know the Jira number, just do a quick search.

!jira1.jpg|border=1,width=350px!

If you do not know the Jira number, choose *Search for Issues* from the Issues menu (see image at right).  This will allow you to do a simple search using the left side panel.  Choose OLE as the project, otherwise you will search all of Kuali.

* See: For more in depth searching of Jira, including advanced searching, see the {link-window:http://goo.gl/1axWG8NuHf|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}HowGuide to AccessSearching Issues on Jira{link-window}{HTMLcomment}https://docs.google.com/a/kuali.org/document/d/1EXNWSiGUwQbKsOBXVUstATbNMMhC87QBWh0WaJ1HBEc1YxdbWbwSyXV9fRxdzsKmmQ6_CleJXGXO67RNZqQL__E/edit{HTMLcomment}
* If you are having troubles accessing Jira, see {link-window:http://goo.gl/8NuHf1axWG|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}GuideHow to SearchingAccess Issues on Jira{link-window}{HTMLcomment}https://docs.google.com/a/kuali.org/document/d/1YxdbWbwSyXV9fRxdzsKmmQ6_CleJXGXO67RNZqQL__E1EXNWSiGUwQbKsOBXVUstATbNMMhC87QBWh0WaJ1HBEc/edit{HTMLcomment}


h6. Google Docs{anchor:5b6b}

* [OLE:Introduction to Google Docs] 
h6. Google Calendar{anchor:5c}

h6. KIS{anchor:5d}
To guarantee access to all OLE materials (Wiki, Jira, Google Docs, KIS Calendars & Team pages), it is recommended you be logged into [KIS|http://kuali.org/kis/].
* [OLE:Getting Started with OLE - OLE 101]
* [Create a KIS accountis a wiki page we have created that contains basic Google how-to's.
* Google Docs's {link-window:http://goo.gl/RDavq|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}Help Center{link-window}{HTMLcomment}http://docs.google.com/support/?ctx=ausers&hl=en{HTMLcomment} offers video tutorials, formatting assistance and discussion threads to answer common questions. 
A few things to note about Google Docs are: 
** *Page Refresh:* Google Docs will sometimes show only partial lists of documents. It's particularly frustrating when you know a document is in the file. Please click on your browser's refresh button to see a full folder view.
** *KIS:* You must be logged into KIS to access documents stored in Google (See [KIS|#5d] for instructions).  You can also access your team's Google Docs folder through the KIS page.    
** *Mapping "My Collections":* When you first open Google Docs, your left menu will not display any OLE file folders - only those owned by you.  In order to map OLE folders into your "My Collections", please use these {link-window:http://goo.gl/9nKWy|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}Instrustions{link-window}{HTMLcomment}https://docs.google.com/a/kuali.org/document/d/1XEVG3ddDt_Xolu4-3VbwOhvpEwW3XwtcLUWULcP_4ac/edit{HTMLcomment} to map the OLE project folders. You only have to do this once, and then Google Docs navigation will be much easier. 

h6. Google Calendar{anchor:6c}

Please refer to the online {link-window:http://goo.gl/rIZ0E|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}Calendar Help Center{link-window}{HTMLcomment}http://www.google.com/support/calendar/?ctx=ausers&hl=en{HTMLcomment} for tutorials and discussion threads. 
You may create additional calendars, or access other [Kuali OLE Team calendars|https://wiki.kuali.org/pages/viewpage.action?pageId=308314466]. Open one of the linked [OLE calendars|https://wiki.kuali.org/display/KULFOUND/Create+a+KIS+account]

pages/viewpage.action?pageId=308314466], and click on the \+Google Calendar button in its lower right corner to add it to your "Other Calendars" view. 

!addGoogleCalendar.jpg|border=1!

[OLE:OLE Meeting, Conference Resources & Calendars]
* The OLE Scheduling Calendar is the master schedule for OLE
* The OLE Demo Calendar is new - this is to communicate when demos are to occur and also when the demo environment is down.

h6. Webex{anchor:5e}

:6e}
OLE uses Webex for team calls: {link-window:https://kuali-ole.webex.com/|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}Webex Meeting Technology for live video and audio{link-window}
We have a limited number of accounts so if you need to set up a meeting, please contact Carla North (+[+cnorth@indiana.edu+|mailto:cnorth@indiana.edu]+) or Nora Roggeveen-Sams (+[+nroggeve@indiana.edu+|mailto:nroggeve@indiana.edu]+).  
To find out more about connecting and a link to the Webex user's manual, see [OLE:OLE Meeting, Conference Resources & Calendars].

*For more tools used by spec teams, see [OLE:OLE Tools & Working Teams]*

h6. What does this word mean? or that acronym?{anchor:end}7}
We are compiling a [Glossary of Terms|OLE:OLE Glossary] for use by and between all functional and specification teams, so that we share common understanding of terms, and can share those with developers.
See the link to the full Google Spreadsheet for the most current version as well as tabs to additional information.