6 Part 6: V-Modell Reference Activities

6.3 Activities

6.3.11 Logistic Elements

6.3.11.2 Defining In-Service Documentation

Purpose

The »In-Service Documentation will enable the user of a system to use this system in accordance with the regulations. It will be directed at persons who will usually differ in their level of education, professional qualification and background knowledge, familiarity with the system (beginner, advanced student, expert) and job profile within the organization. When preparing the documentation, it will therefore be necessary to take into account the needs of the addressees. Even if only the documentation is used, the system will have to disclose itself to every user. In case of addressee groups with large differences in their profiles, several in-service documentations shall to be prepared, for example a tutorial for beginners and a reference manual for experts.

The definition of In-Service Documentation is briefly illustrated by the example of a documentation for installation and operation. First the structure will be designed, e.g., by means of a table of contents. Then the information required for filling the structure with contents will be collected. Afterwards the existing information will be revised editorially according to customer demand. Finally, the portions belonging to installation and operation will be integrated into the respective layout or the selected medium.

6.3.11.2.1 Defining In-Service Documentation

For each document a table of contents shall be prepared, taking into consideration norms and standards requested by the acquirer or generally applicable.

For military technical manuals, special standards will apply, which shall be defined together with the acquirer before the start of the project. For an Interactive Electronic Technical Documentation (IETD) for example the standards ASD Spec 1000D and »AECMA Simplified English will be specified. For documentations on paper, for example, standards such as »GAF T.O. C-2-1 or »H011 shall be used.

For multimedia documentation scripts or other suitable »Templates shall be prepared. Title pages, front matter, style sheets, DTDs and layouts shall be defined as templates.

6.3.11.2.2 Acquiring Data for In-Service Documentation

The collection of information required for the preparation of the documentation (such as texts, pictures, wiring diagrams, internal wiring and assembly diagrams and block diagrams) will precede the preparation of the manuscript.

Information sources will include existing documents, logistic and other databases, drawings generated with CAD systems and all relevant documents produced in the development process. In case documents required for the preparation of the documentation are lacking, they shall be requested immediately.

If required, interviews shall be conducted to obtain additional information. If the documents are prepared in connection with the preparation of training, data collection activities shall be linked. Data acquisition will also include making pictures and procuring multimedia contributions (videos, sound recordings).

6.3.11.2.3 Editing In-Service Documentation

When editing »In-Service Documentation, existing texts shall be formulated so that they will meet the requirements of the acquirers. They also shall be adapted to the required information depth. The wordings used shall be unambiguous, comprehensible and so that they will meet the requirements of the users. Depending on the medium used for publication, information shall be processed in a way that it is text- or picture-oriented.

Existing drawings, block diagrams, diagrams and photographs shall be adapted to the requirements of the documentation and standardized. If required, position numbers shall be inserted and drawings and graphs that are not available shall be prepared. Animations, simulations, interactive presentations, audio and video parts used in electronic multimedia documentation shall be prepared.

Finally safety warnings and security references and references to assemblies exposed to electrostatical hazards shall be incorporated.

6.3.11.2.4 Compiling and Integrating In-Service Documentation

The prepared documentation shall be integrated into the planned layout in accordance with the existing table of contents - in manuals or electronic documentation, depending on the medium. Components supplied by »Sub-Suppliers or partners in a consortium shall be brought in line with the standards used and also integrated into the documentation.

Animations, simulations, interactions and audio and video parts used in multimedia electronic documentation shall be incorporated as required by the script.

The homogeneity of the presentation of text and graphics shall be ensured. Numberings and numbers of figures shall be included so that they will be consistent, and cross-references and hyperlinks shall be prepared or updated.

After integrating the contents, they shall be compared with the realized system hardware/software. In this process in particular the safety warnings and security references shall be checked. Then the final editing will be done.