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Create Tecnical Docmentation LO4

The document discusses the process for reviewing and editing technical documentation. It addresses who reviews documentation, including project team members and subject matter experts. The review process varies but generally involves submitting documentation to reviewers, analyzing their feedback, and making revisions. Reviewers focus on content accuracy and completeness, as well as spelling, grammar, and presentation. Documentation then goes through a sign-off process with key stakeholders like project owners and managers to finalize the documentation.

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Mohammed Husen
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70 views11 pages

Create Tecnical Docmentation LO4

The document discusses the process for reviewing and editing technical documentation. It addresses who reviews documentation, including project team members and subject matter experts. The review process varies but generally involves submitting documentation to reviewers, analyzing their feedback, and making revisions. Reviewers focus on content accuracy and completeness, as well as spelling, grammar, and presentation. Documentation then goes through a sign-off process with key stakeholders like project owners and managers to finalize the documentation.

Uploaded by

Mohammed Husen
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Mary Help College

Department of Information Technology


Level III

Unit of Competence:-
Create Technical Documentation
LO4: Evaluate and edit documentation
 Who reviews the user documentation?
 The process for the review of the user documentation is
generally outlined in the organisation’s user documentation
policy.
 If you are working on a specific project, the project
manager may have an approach that they prefer you to use.
 Generally, documentation is reviewed by:
 1. The designated project team members who have
knowledge of the system, program, network and/or
application
 2. a subject matter expert.
LO4: Evaluate and edit documentation

 What is the review process?


 The review process varies from organisation to
organisation and project to project.
 The review process is generally outlined in the
organisation’s policy or the project documents.
 It may be called something like ‘change control’.
 A basic process is shown in the following table:
LO4: Evaluate and edit documentation
LO4: Evaluate and edit documentation

 What do the reviewers review?


 Reviewers tend to concentrate on the content. They evaluate
whether it is correct and complete. Some reviewers will also
give feedback on the spelling, grammar and presentation and
how they think a document should be improved.
 Analyzing the feedback
 When the feedback is received the Technical writer will need
to determine if the feedback is valid. If there are doubts, he or
she will get clarification from the person requesting the
change until the reason for the change is clear. Generally,
changes that are requested by the reviewers are made.
LO4: Evaluate and edit documentation

 Version control
 When writing documentation of any kind, it is a good idea to
have version control process in place to ensure that changes
are not lost and versions are not confused. This will often be
outlined in the user documentation policy.
 You may have a personal system that you prefer or may like
to use a standard system.
 Either way, it is critical to establish how you are going to
name and number the various versions of your documents
and to communicate that process to other writers and
reviewers so that everyone is on the same page.
LO4: Evaluate and edit documentation

 For example, the first draft of a user guide is called


ug_draft0.1. After 2 reviews and changes it
becomes ug_draft0.3. When the document has
completed its final review and has been signed off,
it becomes ug_version 1.
 Documentation sign off
 Once the documentation has been reviewed and all
of the reviewers are happy with it, you can send it
to the relevant people for sign off.
LO4: Evaluate and edit documentation

 Who signs off?


 The project brief or other document that initiates
the system, program, network and/or application
development or upgrade will generally list the
project and business unit stakeholders who are
responsible for sign off on all of the deliverables,
including documentation.
LO4: Evaluate and edit documentation

 These people will include the:


 project owner
 business unit managers where the system, program,
network or application is being implemented
 project manager
 other key stakeholders in support roles such as trainers,
human resource officers and change managers.
LO4: Evaluate and edit documentation

 The sign off process


 This process involves passing the reviewed
documentation to each of the key stakeholders who
have the responsibility for signing-off on the
documentation.
 Generally, there will not be any further changes requested
as the key stakeholders will rely on the reviewers to identify
any necessary changes. However, if further changes are
requested by the key stakeholders, the changes are made
and the review and sign off process
LO4: Evaluate and edit documentation

Thank You
Have a nice Day

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