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Unrestricted use only / © Siemens AG 2015. All rights reserved.

Siemens Corporate Technology | May 2015

Changing the Mode of Software Documentation with Lean Model of Software Development

May 2015 Corporate Technology Unrestricted use only / © Siemens AG 2015. All rights reserved.

Changing the mode of software documentation with Lean model of software development –A case study of adaptations and improvements

Table of contents

Understanding DDLC

Aligning DDLC with Waterfall and V Model

Aligning DDLC with Agile Model

Implementing Lean Model of Software Development

Lessons Learnt


DDLC is a methodology for creating structured documentation

Analysis

Design

Content Development

Review

Translation

Publishing and Final Release Documentation

Development Life

Cycle


Synchronizing DDLC with SDLC is a must

DDLC

Audience Profiling

Information Architecture

User-task Analysis

Content Development

Technical and Editorial Review

Formatting and Publishing

SDLC

Project Planning

Design

Requirements Definition

Development

Integration and Testing

Installation and Acceptance

• Each of the steps in the DDLC is always synchronized with each steps in the SDLC.



Table of contents

Understanding DDLC




Lessons Learnt


DDLC was initially synchronized with Waterfall and V model

Waterfall Model V Model

Sequential design process, which is seen as flowing steadily downwards through the phases of Conception, Initiation, Analysis, Design, Construction, Testing, Production/Implementation, and Maintenance.

Extension of the waterfall model, which demonstrates the relationships between each phase of the development life cycle and its associated phase of testing in a V-shape.

http://www.google.co.in/url?sa=i&source=images&cd=&cad=rja&uact=8&ved=0CAgQjRw&url=http://www.buzzle.com/articles/waterfall-model-diagram.html&ei=84kvVd_ROZCXuASzy4HwCQ&psig=AFQjCNEfdCe0rPuRJllQj9IB-wdNb_CH4Q&ust=1429265268024020

http://www.google.co.in/url?sa=i&source=images&cd=&cad=rja&uact=8&ved=0CAgQjRw&url=http://blog.sei.cmu.edu/post.cfm/using-v-models-testing-315&ei=1IovVa_dBdfkuQSjyIH4CQ&psig=AFQjCNHcCqsz4eZt773E_Fa6PGPVRDuWpw&ust=1429265492179089


Synchronizing DDLC with sequential models of product development leads to critical challenges

Inadequate support from development team

• Absence of either any dedicated resources or time allocation to the developers for discussion with the documentation team.

Less time, more tasks

• Completion of most of the tasks encapsulated in the DDLC during the testing and acceptance phase of the software development.

Last minute updates

• Incorporation of last minute customer critical updates in multiple documents at a short notice in a short duration.

On time translation

• Selection of an appropriate translation technology , process, and resource to translate the documents prior to the release of the product.



Table of contents

Understanding DDLC




Lessons Learnt


Advent of Agile model minimized drawbacks of the sequential development models

Incremental model of software development

Customer satisfaction by rapid and continuous delivery of useful software

Emphasis on people and communication instead of process and tools

Frequent delivery of working software (weeks instead of months)

Close and daily cooperation between business people and developers

Continuous attention to technical excellence and good design

Regular adaptation to changing circumstances and requirements


Projects started getting aligned gradually to Scrum model of development

Scrum is an iterative and incremental Agile software model of development. Software is developed in incremental, rapid cycles resulting in small incremental releases with each release building on previous functionality.

http://www.google.co.in/url?sa=i&source=images&cd=&cad=rja&uact=8&ved=0CAgQjRw&url=http://mariolucero.cl/scrum/scrum/&ei=Obo0VfWWO8ijugTFnYDYBQ&psig=AFQjCNHIeHzon24G1dYUzNY9fRv_COdOVg&ust=1429605306064727


Agile model of development also had its share of challenges in DDLC

Translation • Translating documents during the development sprints

Usable Documentation • Creating an usable documentation at the end of every sprint

Inputs received at the end of every Sprint

• Completing the documentation of the feature within the same sprint of development in a short duration

Non-finalized screenshots

• Capturing of the screenshots multiple times owing to repeated changes in the user interface

Defect Tracking • Ensuring that the release criteria board for software documentation is green



Table of contents

Understanding DDLC




Lessons Learnt


Lean software development is a translation of lean manufacturing and lean IT principles and practices to the software development

• Originally called just-in-time production• Adapted from the Toyota Production System

• Understand how value is perceived by the customer• What adds value to the customer

• Removes waste from end to end value streams

• Flow cleanly from start to finish

• Seek perfection through continual improvement

• Focus of simulation• What pulls the customer

Value

Flow

Value Streaming

Perfection

Pull


CPO

PO 1

PPO 1

TTS 1 TTS 2

PPO 2

TTS 3 TTS 4

PO 2

PPO 3

TTS 5 TTS 6

STT – System TestingSTA – System Test Automation

CM – Configuration ManagementUDoc – User Documentation

CPO – Chief Product OwnerPO – Product Owner

PPO – Part Product OwnerTTS – TAKT Team Speaker

Expert Team member

Architecture

STT

STA

Quality

Usability

CM

UDoc

Team structure

Developers (Representatives for Central Function processes)

Architecture Configuration Management Usability User

Documentation

Product development structure is modified


Release

Development TAKTS Hardening TAKTS

TAKT Kick-off meeting

TAKT Analysis Review meeting

Backlog Requirement Document (BLRD)

Functional Document for User Documentation (FDUD)

New development model leads to new processes

Stand up meeting

Release criteria board


Modification of Documentation Development Life Cycle

Introduction of the role of User Documentation expert

Defined responsibilities of User Documentation expert

Increased responsibilities of User Documentation expert

Introduction of FDUD

Changes for software documentation


Plan and estimate the scope for UDoc

Review FDUD

Author in source language

Translate documents in target languages

Review and translate UI messages

Track and fix defects

Configuration Management tasks

Migration

Responsibilities of a User Documentation Expert


Content Development in every TAKT

Finalize source content Documentation in final feature demo Merge documents to INT build

Content Development in every TAKT

Review UI message Authoring Technical review

Analysis

Review BLRD Release Kick-off Create Documentation requirements backlog

Review FDUD and Understanding requirement

Methodology of creating software documentation in LEAN


Translation management tasks

Pre-translation tasks Post-translation tasks

Review

Online review with stakeholders Address review comments Merge documents to INT build

Defect Fixing

Analyze defects Fix defect Review



Document Delivery

Publish Final Documents Integrated documents to INT Build Generate CMP label

Content Development in Hardening TAKT

Authoring Final review with stakeholdersGather inputs for Readme and Product Information manuals from stakeholders



Created a streamlined process of creating a UI message by eliminating a wastage of 47 % of the effort and time of all the stakeholders using value-stream mapping.

Established the principles of passing a defect /test case on User Documentation on the basis of source language documentation.

Established the process of effective creation and review of FDUD to reduce the number of review comments during the online review of the meeting with all the stakeholders.

Case Study – Eliminating waste


Changing the mode of software documentation with lean model of software development –A case study of adaptations and improvements

Table of contents

Understanding DDLC




Lessons Learnt


- Global responsibility of software documentation- Adherence to Lean model- Distribution and delegation of tasks- Introduction of processes and technology- Improvement of processes and technology- On-time delivery- Availability of multilingual documents globally

Waterfall or V model:- Delay in delivering translated documents- Delayed review process- Time bound stressLean model:- Time bound stress- Constant improvisation in processes to eliminate waste

What went well and what did not go well


Questions and Answers

For more information, you can reach me:

Jaya ChoudhuryDocumentation Engineer

Siemens Technology and Services Pvt. Ltd.Corporate Technology Development CenterAsia Australia (CT DC AA)Technology Competency (TEC)Center of Competency for Technical Communication (TECOM)No. 84, Keonics Electronic cityBangalore, India

Phone: +80 3313 1817Mobile: +91 9740085602

E-mail:[email protected]

mailto:[email protected]