Instructions For Users

Document Request Form

Completing the Document Request Form is the first step in the Document Development Life Cycle.This section explains how to complete and submit the Document Request Form.

A blank Document Request Form is stored behind this web page. Clicking the BIG BUTTON below will open the form in MS Word. To complete the form, follow the simple instructions on this page. You may toggle between the form and these instructions by pressing Alt + Tab on your keyboard.

Instructions

1. Use Netscape as your browser.
   
   This works best if you are using Netscape as your browser. We have noticed that MS Internet Explorer may default to a previously installed read-only viewer, such as QuickView Plus, and open the form as a read-only document. If this happens, you will not be able to fill out the form on-line.
   
   If you encounter difficulties, it may mean that your browser is not configured with a helper program for MS Word documents. Netscape may recommend that you download a helper program. DO NOT download a helper program from Netscape. Instead, follow these directions:
   1. Click Options on the Netscape menu bar.
   2. Select General Preferences.
   3. Click on the Helpers tab.
   4. Under the heading File type scroll down until you highlight application/winword.
   5. In the File Extensions field enter doc,dot,txt,rtf (standard MS Word extensions).
   6. Under Action click the Radio Button for Launch the Application.
   7. In the last field enter the complete path for MS Word. Use the browser button to confirm the path on your computer. Most computers will have this path: C:\MSOFFICE\WINWORD\WINWORD.EXE.
   8. Click the OK button, and you're in business.
   
   Select Help while in the Helpers dialog box for detailed, context-sensitive help.
   
   
2. Press the BIG BUTTON above to open the Document Request Form in MS Word.
   
   
3. Fill out the Document Request Form on-line.
   1. Fill in only the middle column titled User Supplied Information. The text area will expand to accommodate your entries.
   2. Refer to the Explanation of Fields, below, for assistance.
   3. Complete all fields.
   
   
4. Send the completed DRF to Technical Publications.
   1. When you have completed the form, click File on the menu bar, then click on Send. This will open your e-mail application. MS Word will assign an arbitrary file name to your completed DRF, and will automatically attach it to the e-mail form. Your hard drive may chatter for several seconds while MS Word performs this process (Be patient).
   2. In the address field type: c4lemke.
   3. In the subject field type: Document Request Form.
   4. Press the Send button.
   
   
5. Finally, save a copy of the completed Document Request Form for your records.

Explanation of Fields

Working Title:

Select a descriptive working title. You can change the title at any time.

Requester:

This should be the Project Team Leader or key steward of the document.

Phone Number:

Of the Requester.

E-mail Address:

Of the Requester.

Document Type:

Select from the defined list of document types in Saros. The Technical Publications Manager can help you select the correct document type.

Resource Person(s):

Give the names of team members and others who will contribute time, knowledge, and intellectual property to the document development project.

Are These People Readily Available On Site?:

Provide phone numbers, e-mail addresses and physical locations of resource persons.

Titles and Locations of Available Resource Documents:

If appropriate, conduct a keyword search in Saros to locate relavent documents.

Target Audience:

Who will read the document? Will it be developers, general users, power users, executive management, production personnel, etc? Who?

Purpose of Document:

Will the document inform, instruct, promote interest, document a process? Why is the document needed? What will it accomplish?

Estimated Level of Effort:

What is your time frame? How many pages, how many original diagrams, how many screen captures, etc.?

Outline or Summary of Content:

List section titles. Attach a rough draft or outline if one is available.

Requested Completion Date:

Have you budgeted enough time and resources on your side to safely produce the document on time?

Additional Comments:

Use this space to add information not included in the previous fields.

Assigned Writer:

Do you prefer a specific writer on the team? The Technical Publications Manager will make every attempt to assign a writer with the skill sets, experience, and availability to successfully complete your writing project.

Document Development Life Cycle

The following overview of the DDLC illustrates the steps involved in the documentation development process, and clarifies the roles and responsibilities of you and your assigned Tech Writer during each stage of the process.

The table below outlines the general steps involved in the documentation development process, as well as who is responsible for completion of each part of the process. (Not all projects will necessarily include all of these steps.)

Once a request for documentation support has been made, the Technical Publications Manager determines if resources are available and assigns a resource to the project. It is important to budget sufficient time to complete all applicable stages of the life cycle. It is equally important that the technical writer join the document development process as early as possible. Once a writer has been assigned, the following process begins.

Saros Document Management System

A Brief Overview
The Saros Document Management System stores documents in an electronic library called the Saros Mezzanine library system. The Saros DMS ensures accuracy, manageability, and security while providing enterprise-wide access to legacy documents through the Pacific Bell Intranet.

The Saros DMS provides the ability to:

• Find, access and save any kind of document-text, spreadsheets, graphics, electronic forms, CAD drawings, even videos-plus workflows and document images.
• Securely store documents, workflows, and document images in the Saros Mezzanine library system, whether located centrally or distributed.
• Monitor the progress of time-critical action items and work activities through the e-mail system.
• Create time-saving workflows without writing code or conducting complex business analysis.
• Track documents through their life cycles using version control.

Saros is a client-server application. The client side can be either the full Saros Document Manager (SDM) application or web-based Intranet access (@mezzanine). The server part is an SQL database that is referred to as Mezzanine.

The Saros DMS employs a powerful search engine that allows you to conduct sophisticated document searches based on key words and a variety of document properties such as title, author(s), date and status.

Data Warehouse Document Library