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

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Siemens Corporate Technology | May 2015 Changing the Mode of Software Documentation with Lean Model of Software Development

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

Analysis

Publishing and Design Final Release Documentation Development Life Cycle Content Translation Development

Review

DDLC SDLC

Audience Project Planning Profiling

User-task Requirements Analysis Definition

Information Design Architecture

Content Development Development

Technical and Integration and Editorial Review Testing

Formatting and Installation and Publishing Acceptance

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

Page 4 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

Waterfall Model V Model

Sequential design process, which is seen as flowing Extension of the waterfall model, which steadily downwards through the phases of Conception, demonstrates the relationships between each Initiation, Analysis, Design, Construction, Testing, phase of the development life cycle and its Production/Implementation, and Maintenance. associated phase of testing in a V-shape.

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

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

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

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

Page 7 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

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

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.

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

Inputs received at the end of • Completing the documentation of the feature within the same sprint of every Sprint development in a short duration

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

Translation • Translating documents during the development sprints

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

Page 11 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

Page 12 May 2015 Corporate Technology Unrestricted use only / © Siemens AG 2015. All rights reserved. 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

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

Value • Removes waste from end to end value streams Streaming

Flow • Flow cleanly from start to finish

Perfection • Seek perfection through continual improvement

• Focus of simulation Pull • What pulls the customer

Team structure

Expert Team CPO member

PO 1 PO 2 Architecture STT PPO 1 PPO 2 PPO 3 STA

Quality TTS 1 TTS 2 TTS 3 TTS 4 TTS 5 TTS 6 Usability Developers (Representatives for Central Function processes) CM Configuration User Architecture Usability UDoc Management Documentation

CPO – Chief Product Owner STT – System Testing PO – Product Owner STA – System Test Automation PPO – Part Product Owner CM – Configuration Management TTS – TAKT Team Speaker UDoc – User Documentation

Release Development TAKTS Hardening TAKTS

Backlog Requirement Document (BLRD)

TAKT Kick-off meeting

TAKT Analysis Review meeting

Stand up meeting

Release criteria board

Functional Document for User Documentation (FDUD)

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

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

Analysis

Create Documentation Review BLRD Release Kick-off requirements backlog

Content Development in every TAKT

Review FDUD and Review UI message Authoring Technical review Understanding requirement

Content Development in every TAKT

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

Defect Fixing

Analyze defects Fix defect Review

Review

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

Translation management tasks

Pre-translation tasks Post-translation tasks

Content Development in Hardening TAKT

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

Document Delivery

Integrated documents to INT Publish Final Documents Generate CMP label Build

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.

Page 21 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

- 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 stress Lean model: - Time bound stress - Constant improvisation in processes to eliminate waste

For more information, you can reach me:

Jaya Choudhury Documentation Engineer

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

Phone: +80 3313 1817 Mobile: +91 9740085602

E-mail: [email protected]