The purpose of this procedure is to prepare an "Administrative Procedure Manual" suitable for review with User Management.  

OVERVIEW

Prior to the preparation of the "Administrative Procedure Manual," Systems Engineering assures that examples have been prepared for each input and output in the procedures. This should have been a natural by-product from Phases 2 and 3. If not, Systems Engineering prepares suitable examples to illustrate how each ID and OD will physically appear.

The actual preparation of the manual is based on the degree of definition required. Normally, an "Administrative Procedure Manual" reflects all of the procedures in a single sub-system. However, the application may be such that the user requires a manual reflecting the whole system, or, rather, requires a simple "Playscript" instruction for a single procedure.

Most of the elements of the "Administrative Procedure Manual" were built up over the preceding phases. A robust manual consists of the following deliverables:

• Phase Cover Page - including a Table of Contents, along with a distribution/approval list.

• System Concept Diagram - as prepared in Phase 1.

• System Logic Narrative - as prepared in Phase 1.

• System Flowchart - as prepared in Phase 2.

• Sub-System Concept Diagram - as prepared in Phase 2.

• Sub-System Logic Narrative - as prepared in Phase 2.

• Sub-System Flowchart - as prepared in Phase 3.

• Procedure Logic Narrative - as prepared in Phase 3.

• Playscript Instructions - as prepared in this phase.

• Input Discussion & Examples - as prepared in Phase 3.

• Output Discussion & Examples - as prepared in Phase 3.

• Procedure Index by Function - to provide a cross-reference between users and procedures.

• Procedure Index by ID/OD - to provide a cross-reference between inputs/outputs and the procedures they are used in.

• Phase Review Checklist - specifying acceptance criteria for the deliverables mentioned above.

If required, Help text for interactive computer processing is prepared during this activity. Such instructions are normally written in accordance with the computer manufacturer's help guidelines (standards).  

STEPS IN EXECUTION

1. Systems Engineering assembles or prepares examples of all inputs and outputs in the procedures. These examples are normally prepared as a by-product of Phases 2 and 3.

2. Systems Engineering prepares a formal Phase 4-I "Administrative Procedure Manual."

3. Systems Engineering assures that all of the Phase 4-I activities and deliverables have been prepared correctly.

4. Quality Assurance reviews the "Administrative Procedure Manual" for consistency. Systems Engineering implements changes accordingly.

5. If required, Systems Engineering develops "help" text for interactive computer processing.

6. Systems Engineering schedules a Phase 4-I review meeting with management. Copies of the "Administrative Procedure Manual" are distributed to User Management prior to the review meeting.