Taking SMEsfrom Word-based narrative

totopic-based structure

Cross-references between documents

Multi-level numbering

No subheadings

Unexplained subheading nomenclature

Different list numbering styles

Offline (outside CDB)

Current process for managing requirements

Microsoft Word / Quark

Create / amend

document

Output Requirements

for review

Controls Database

Draft and review

Upload new or revised requirement information (not all document content) to CDB

Word / Quark

templates

Formatting . presentation,

and PDF

Enter Requirement

Current process for managing requirements

Key issues

• CDB is a legacy system which is difficult to support and expand to meet the requirements of this project

• CDB doesn’t capture enough information to recreate the RGS document in its entirety, not just the measures and controls

• Microsoft Word and Quark templates don’t validate the document structure which allows the author to potentially deviate

• The published RGS content and format is dependent upon the individual Microsoft Word or Quark document

• Potential multiple repositories of the source information

Project vision

Within three years, RSSB will enable: • the provision of discrete, assessable requirements to the GB

mainline rail industry;• the efficient authoring of requirements and less on-going

change; and• single source of validated information for standards produced

by RSSB, accessible to both RSSB and stakeholders, by adopting a new authoring culture and technology for creating and managing discrete requirements which can be associated with relevant related information.

Source: Project Vision version 1.0 16/04/2013

Project background

This project will specify, procure, install and implement new requirements management processes and tools for the S&TS directorate to support improved change control and management of requirements, standards and associated documents. This project will also address training and migration of existing data to the new tool.

Proposed replacement process

Requirements Management Database

*Enter requirements

Requirements Review

Create / amend

document(s)

Capture corporate memory

Publish document build

Draft, review and approve

PDF(Web) (HTML/Media)? Data

Create document build

Postscript(Print)

*All content required to create a document will be created, stored and managed new system

Proposed replacement process

Structured Authoring

• All data required to create a document will be stored within the Requirements Management Database

• All corporate memory relating to a document lifecycle (drafting, review, publication) will be retained

• An authoring process driven by creating validated small discrete and reusable chunks of information

• Adoption of an open authoring standard such as Darwin Information Typing Architecture (DITA), if feasible within the project constraints

• Version control and build/release management for all information stored within the system

Proposed replacement process

Structured Authoring – How will it work at RSSB?

• Technical authors can focus on creating, organising and reusing the relevant information

• Potentially replace the off-line A3 print-off with a review process that allows commenting and editing conducted within the system

• The system will constrain how a requirement is structured• All history relating to information used to produce a

document is stored and visible within one system

Authors

Technical authors get to spend more time creating or editing content, and less time battling with document templates

Project plan and timescales

March 2013 to Jan 2014 Detailed requirements gathering workshops and review sessionsExpression of interest to potential supply baseCreate and approve detailed requirements documentationUpdate existing Outline Business Case to Detailed Business Case for review and approval February 2014 to April 2014 Supplier tendering and selectionRevise Detailed Business Case to reflect detailed costs from preferred supplierContract award and kick-off  April 2014 to July 2014 Develop technical writing training materialTechnical writing training sessions Training feedback and review 

NEXT STAGE

Requirements gathering workshops

• Defined existing workflows and processes• Including what was broken: controls database• Developed requirements for a new system:

– Authoring needs– Access for reviewers– Version control– Outputs to multiple formats

9 workshops

Requirements gathering workshops

• Identified issues and concerns– Would the tools be suitable?– Would this go the way of other projects?– Would this be son of CDB?– What of the SMEs that can’t write?– What’s in it for me?– Backlash

9 workshops

So what worked?

Issues must be raised and addressed

• Find a very good project manager• Examined current processes: involved and engaged • Requirements gathering exercise• Show the current system is broken• Establish a strong business case• Identify WIIFMe• Communicate often

So what worked?

Don’t rush

Project plan and timescales

July 2014 to October 2014 Develop prototype systemPresentation and consultation with usersCollect feedback for incorporation to final design October 2014 - December 2014 Implementation planning and design December 2014 - March 2015 User trainingIT infrastructure deploymentRegression testingData migrationNew and updated management proceduresWarranty period and go-liveProject close and hand-over to business unit

Introduction to new concepts

Any questions?