The purpose of this activity is to define the operational steps for each administrative procedure in the sub-system.  

OVERVIEW

Prior to Phase 4-I, Systems Engineering has established the Business Purpose of each procedure, along with the inputs, outputs, and files used in the procedures. The intent of Phase 4-I is to decompose the procedure into the lowest level of the system hierarchy, operational steps, which represent individual instructions for the human being to perform.

Before the operations are defined for each procedure, Systems Engineering reviews the specifications for each procedure as maintained in the Phase 3 "Sub-System Design Manual." Any questions in reference to this design should be resolved with the sub-system designer.

Systems Engineering should assume the role of the individual who will perform the procedure. For example, if the procedure is related to data entry, Systems Engineering should be knowledgeable in the operation of key entry equipment. Further, the engineer should visualize the keying environment and its day-to-day operation and mentally execute the required operations.

At all times, Systems Engineering considers the environment where the procedure will operate. Since administrative procedures are executed by people, Systems Engineering should develop the procedure with user capabilities and skills in mind. The procedure may be obvious to the Systems Engineer, but it will not necessarily be obvious to the people charged with performing the procedure. How would someone prepare a procedure for use in a foreign country? How about procedures where the individuals involved cannot read or write? These may be extreme examples, but Systems Engineering should be aware of the procedural environment and take the human factor into consideration.

Preparing instructions for the human being to follow is much more difficult than to prepare instructions for the computer to follow. The computer will perform whatever it is instructed, right or wrong. In contrast, the human will not always implement instructions correctly. The objective, thereby, is to prepare instructions in terms the user will be able to easily understand and execute.

PLAYSCRIPT

One of the most effective techniques for the preparation of procedures, is the "Playscript" technique as developed by Leslie H. Matthies. There are basically three parts to a Playscript procedure:

1. PURPOSE SECTION - Containing the Business Purpose of the procedure. This was to have been prepared during Phase 3.

2. SETUP SECTION - Listing all of the inputs, outputs, and files that will be used during the execution of the procedure. This should have also been established in Phase 3.

3. OPERATION SECTION - This lists all of the instructions required to perform the procedure. Each operation is described using action verbs and nouns. Use the following guidelines when preparing the instructions:

   • Avoid needless complexity in word choice and sentence structure. Express an idea in the simplest possible way.

   • Begin each Operation with a verb; samples include:

   Accept		Establish		Perform
   Analyze		Estimate		Place
   Assign		Evaluate		Prepare
   Assist		Execute		Print
   Attach		File		Process
   Authorize		Finish		Receive
   Begin		Forward		Recommend
   Check		Gather		Record
   Change		Get		Report
   Compare		Give		Retain
   Complete		Identify		Return
   Conduct		Indicate		Review
   Correct		Initial		Schedule
   Count		Insert		Select
   Create		Install		Sign
   Define		Interview		Sort
   Delete		List		Start
   Describe		Locate		Store
   Design		Log		Submit
   Determine		Maintain		Survey
   Develop		Mark		Terminate
   Direct		Move		Total
   Discuss		Notify		Verify
   Distribute		Obtain		Write
   Enter		Order

   • DO NOT begin the first sentence of the operational step with a conditional clause, such as "if," "when" or "should." Begin the sentence with "compare" or "evaluate" as a verb, followed by sub-clauses; for example:
   COMPARE THE VALUE OF DD-1 TO DD-2: A. IF DD-1 IS GREATER THAN DD-2, GO TO STEP 4. B. IF DD-2 IS GREATER THAN DD-1, GO TO STEP 16.

   • To make the narrative more understandable to the reader, minimize the number of references to outside narratives.

   • Avoid colloquial expressions (jargon-e-z-e).

   • Use present tense. Avoid future tense (using "shall" or "will") unless you are actually referring to a future event, or you want to make a strong promise or threat.
   Incorrect: Systems Engineering will then prepare a cost/benefit analysis. Correct: Systems Engineering next prepares a cost/benefit analysis.

   • Use functional titles rather than personal pronouns. For example:
   Systems Engineering vs. Systems Engineer Project Management vs. Project Manager

   • Include references to numbered examples whenever possible.

STEPS IN EXECUTION

1. Systems Engineering reviews the procedure specifications as prescribed by the Phase 3, "Sub-System Design Manual."

2. Systems Engineering prepares a Detail estimate and schedule for the activities of Phase 4-I, which is reviewed with Project Management for approval.

3. Systems Engineering defines all of the operational steps required to perform each administrative procedure in the sub-system.