User Documentation Planning

I. Overview

1. OLE requires committed SME's to complete User Documentation for all modules and all features delivered in the application. User documentation should be initiated well-before release deadlines, and in tandem with spec-writing, coding, and testing.
2. Training, checklists, best practices will be shared across all Module SME team representatives,  and the to-be-formed User Documentation team.
3. User Documentation should be completed within 6-12 weeks after a scheduled milestone or product release (with some variation for milestone releases, depending on FC/PM decisions for support, schedule)

II. Outline: Content & Teams

1. Module: Select & Acquire, including ERMS
2. Module: Describe/Cataloging
3. Module: Deliver/Circulation
4. Module: Systems Integration, OLE Setup
5. Technical Documentation (HTC)

*see outlines being developed for content of each module

III. Timeline

1. Establish documentation timetables as offsets for each deliverable or assignment
2. Begin user documentation
   1. Sketch outlines: develop in tandem once specs 50% complete
   2. Sketch content: Spec completion/signoff + 1 week
   3. Drafting content: in tandem with code/development and iterative code reviews; should be able to complete outline and some content
   4. Draft #1 user Documentation: within 2 weeks of sprint release for coded feature
   5. Draft #2 user documentation: Within 2 weeks after release of final code for features, or Release overall
   6. Format Review copies due: Draft #2 date + 2weeks (time consuming)
   7. Initial QA Review due: Format Review Date + 1 week
   8. Final due: Initial QA date + 2 weeks
   9. Publish due: Final date + 1-2 weeks
3. Add 10% +  contingency to Draft #2/Format Review dates (ie, some code won't be completed until just before release)
4. Create Documentation calendar for each Release, with above offsets for global release
5. Publish within 10 weeks of Release date
6. Coordinate schedule with Sprint Releases, and most current Milestone or Product Release schedules
7. Monitor final code-promotion timetable to DEMO environment to determine when code for release is locked, and also when environments might be down
8. Publish and communicate when servers are offline (maintenance, upgrades, refreshes, code promotions) and share with Writers- as they cannot access during those times for Screen Captures, etc.