HARAMBEE UNIVERSITY

WEB DEVELOPMENT AND

DATABASE ADMNISTRATION
Level 2
Unit of Competence: - Update and Document Operational Procedures
Module Title: - Updating and Documenting Operational Procedures

LG Code: EIS HNS2 M09 1221 LO1- LO3

TTLM Code: EIS HNS2 09 1221 V1

 LO2: Update procedures

Information Sheet – 1 Determining operational procedure

1.1. Operating Procedure (OP)

An Operating Procedure (OP) is a set of written instructions that document a routine on repetitive activity
followed by an organization. The development and use of Ops are an integral part of a successful quality
system as it provides individuals with the information to perform a job properly, and facilitates consistency in
the quality and integrity of a product or end-result.
Identifying the need
• You may need a new policy for several reasons, including:
• There is a decision or discretion that the ACNC needs to exercise under ACNC legislation
• There is a need to develop a policy for some aspect of the ACNC’s business, or
• There is an emerging or significant risk.
• You may need a new procedure for several reasons, including:
• To assist staff with implementing a new policy
• To clarify roles and responsibilities, or
• To ensure consistency in administering our legislation.
• You may need a new work instruction for several reasons, including:
• To assist staff with implementing a work process
• To clarify particular roles and responsibilities, or
• To ensure consistency in our work processes.
• You may need to revise a policy or procedure if there is a change to our legislation, policy or work processes.

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 Information Sheet – 2 Developing / updating operational procedures

2.1. Updating Software

Software programmers gradually develop updates for their software packages as they discover problems
with the software and design tools to address or fix these problems. This can be true for any of the types of
software, but is typically most common and important for operating systems. It is important for a computer
user to find and install software updates in order to have well performing computers. Updating software can
be done in a variety of ways, described below.

2.1.1. Automatic Updates. If a computer is on a reasonably fast Internet connection, the easiest way to keep it
up to date is to allow the programs to automatically check for updates and download and install them as
needed. When setting up a new computer with Microsoft Windows, this is the choice that the software
recommends. It does not require any action on the part of the user, and results in a computer system that is
current. To turn on automatic updates for a Windows operating system, find the Systems and Maintenance
options in the Control Panel.

2.1.2.Automatic Alerts for Updates. If a computer is connected to the Internet, but the connection is slow at some
times of the day, another option is to have the computer automatically check for updates but not download or
install them until the user elects to do so. For Microsoft Windows computers, if this option is selected, an alert
appears in the computer’s system tray stating that there are updates waiting, and then the user can wait until
the Internet is faster to install these updates.

2.1.3.Manual Updating. A computer user can also turn off all automatic update checking and choose to manually
check for updates. For a computer that is rarely connected to the Internet, this would be a good option as long as
the user remembered to check when connecting to the Internet. Also some programs do not have automatic update
options, and can only be updated in this manner. A program usually has a menu item titled “check for updates”
that a user can click on when connected to the Internet.

2.1.4.Offline Updating. If a computer is in a location that never has access to the Internet, a computer lab manager
will need to download updates from a computer that is connected to the Internet and then transfer them (via a
disk or flash drive) to the computer in question to be installed. This option is also useful if a computer lab
has several computers that all need the same update. Instead of having each computer download the update
separately, one computer could download the update and then it could be shared amongst all of the computers.
Offline updates for operating systems can easily be found through Internet searches. Updates to download for
Windows computers can also be found through www.microsoft.com/downloads.

Operation Sheet 1 Developing / updating operational procedures

Method of operational procedures
Automatic Updates software
Step 1- connect to internet the device
Step 2- Allow the program automatically check for update
Step 3- download
Steep4. Install

Compiled by: Israel K. Page 2|7

 LO3: Update documentation

Information Sheet – 1 Reviewing Feedback and making appropriate changes

1.1. Why user documentation is important

Computer users need documentation so that they can make the best use of their computers as work tools. A

computer system can assist them to do their work efficiently and effectively but they need to be able to do

three things:

• learn how to use the system and its applications

• know how to get help when they need to learn more

• Know what to do when they experience problems.

Users will be working across all parts and levels of an organisation carrying out different functions such as

data entry, financial administration, executive and middle management. However, user documentation is for

anyone in an organisation who needs assistance with these three tasks.

3.1 Types and purpose of user documentation

Types of user documentation

Users might need to consult a range of documentation in order to install, configure and/or use the functions

of a system or application. There are many different types of user documentation depending on what users

require. For example, a new staff member using a particular IT system for the first time needs to refer to a

user guide and tutorials and online help. In other words, they firstly need documentation that helps them learn

to use the software. As they become more familiar with the system, they will need access to other types of

documentation such as FAQs (Frequently Asked Questions).

Reflect

Think of the types of user documentation you have seen at a workplace. Do some of your examples include

the following?
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Documentation type Description

Project specifications specifies the detailed business requirements of the project including how the system will
work and the underlying functionality

Reports produced by the system, program, network or application

Help resources provides online Help, quick reference cards, scenarios, FAQs (Frequently Asked
Questions). Users can search for help on using of a specific system, program, network or
application

User manual/guide describes how the user will use a system, program, network or application to do their job

Training materials train staff in how to use a system, program, network or application to do their job

Self-paced tutorials teach staff how to use a system, program, network or application to do their job. These
may be online or paper-based tutorials.

Brochures outline what a computer application does

The purpose of user documentation

What is the documentation going to be used for? This is the first question to ask before starting to create any
user documentation. When you are satisfied that you have an answer, you can then decide what type of
documentation you are going to produce.

What to include in user documentation?

It’s a good idea at this stage to think about the content that you will include in the user documentation. This
is so you can estimate the number of pages, the complexity of the content and what the graphic and text
components will be.

The content will have some influence on:

• design of the documentation, including layout, use of text and graphics

• medium, e.g. paper-based or online
• The time and resources needed to develop the documentation.

Media for user documentation

You can consider paper-based documentation, online documentation or a combination of both. The media
type you choose will be influenced by the:

1 purpose of the documentation

2 user needs and characteristics
3 content (subject matter).
Always keep in mind that you need to include a range of items that allow users to access the required
information quickly and easily. There are advantages and disadvantages to online and paper media.

Media Advantages Disadvantages

Paper • conventional, most people are used to • hard to maintain control of different
paper products versions

• easy and fast to prepare • costly to update

• inexpensive to produce

• requires readily available software

Online • convenient • can be expensive

• easy to reach many people • requires specialised software

geographically dispersed

• can be colourful and fun

• can link to other related documents

• easy to maintain version control

• not costly to update

Designing templates

Once you have determined the documentation requirements, you can develop a template that meets those
requirements and makes the job easier. A template is a file that contains a standard layout, styles and fonts
that are used in the production of the documentation.

The template may be:

• a Word template

• an HTML template

• an online help template.

The medium will determine what kind of template you use.

Features of templates

Paper-based documentation

Features that may be included in paper-based documentation are:

• table of contents

• columns and tables

• page and section numbering

• headers and footers

• graphics and text surrounds

• Substantially chunked information.

Online documentation

Features that may be included in online documentation are:

• table of contents hyperlinks

• tables

• links to other pages/sites

• navigation icons

• usability/functionality

• Heavy use of graphics.