1. Integrated user documentationA use case of bits, bytes and wordsOctober 2011, Antwerp1

2. Agenda About Agfa and us Documentation Content Organisation Process2 3. About Agfa Tailor made radiology solutions Specific solutions for Womens care Cardiology Orthopaedics Hospital-wide solutions to optimize clinical andadministrative processes3 4. About us Members of the documentation team History in linguistics and user documentation Members of CCCCurious Challenges Change Cooking4 5. About documentation Agile manifestoWorking software overcomprehensive documentation5 6. About documentation Not project, process, documentationUSERDOCUMENTATION6 7. User documentation Information that assists the user to use and configuresoftware Is part of the product / software In any form (PDF, online, cue cards, GUI, ) The effective minimum dose7 8. About user documentation Legal requirement Contractual requirement Business asset !8 9. User documentation at Agfa Start documentation at Beta Finish at release to market Translations 3 months after RtM, per language9 10. And then came SCRUM10 11. Problems to solve How do we structure and standardize our Contentcontent to facilitate bi-How do we integrate theweekly updatescreation of user documentation in the software developmentprocess SCRUMProcess OrganisationHow can 8 technical writers support 26scrum teams ?11 12. Content Chunking -> DITA Minimization standard Automated publishing Custom DITA maturity model12 13. Content: DITA maturity model Custom to our needs Adapted to implementation of SCRUM13 14. Organisation as is Documentation team works asOpportunity to learn scrum team about scrum and agile Is feature teamand help decide onprocess With dependencies to otherExisting gaps teams Solve a number of theGeographical teams problemsreasonsNot enough technicalwriters to have one inall other development Documentation is feature teamsdeveloped and is partDocumentation of the productorginally not on roadmap of transition14 15. Organisation to be Development teams write draftdocumentation Terminology Documentation team supports,moderates CoP, collects, Release110101corrects and publishes final Reuse 110101110101 documentation KANBAN board fed by the110101 110101 development teams ? Publica- Tools XYZ Hand in hand with process tion110101 110101Doc as 110101110101feature 110101StyleArchitecture15 16. Process Development Documentation process ? process VSM16 17. Process: value stream mapping Cycle time Loops Repetitions Waiting times NVA, BVA, CVA17 18. Process Cycle time Facts 4-5 months for high priority stories 12 months for low priority stories Solutions Create draft documentation during sprints Finalize and publish documentation the sprint after Realisations Done for 30% of teams KPI from mgt to finalize 2-3 sprints after18 19. Process Loops Fact Rework because of GUI or terminology changes dependency on other teams Solutions Eliminate waterfall subprocess Link terminology validation to user stories Integrate GUI localisation during sprints Realisations GUI validation upfront Term fishing during epic grooming Monthly integration meeting19 20. Process - Repetitions Facts Check databases, find source, check source, was repeated several times in our process by several people on the team Solutions Create DoR for user stories Trust on other team members Realisations DoR partly respected (databases, links to source info) Team improvement through retrospectives20 21. Process Waiting time Facts Wait for input or review from a subject matter expert (SME) Wait for approval to start translations Solution Online validation (meeting, phone) instead of offline (send e-mail) Set up regular communication and SPOC system Add documentation to DoD Realisations SPOCs for all development teams Active 2-way communication between SME and SPOC21 22. Process NVA, BVA, CVA Facts 7,3% process cycle efficiency Several habit steps: checks, sending, changing statuses Solutions Integrate in the software development process no separate BVA steps Realisations Fully integrated in software development process Awareness of CVA22 23. Conlusions SCRUM works great for user documentation Software and user documentation should be one Chunked content to be lightweight VSM is a good tool to analyse and improve processes even regularly23 24. Q&A24