EDU016TR

8/8/2019 EDU016TR

1/32

Copyright Oracle Corporation, 2005. All rights reserved.

Oracle Tutor Overview

8/8/2019 EDU016TR

2/32

2 Copyright Oracle Corporation, 2005. All rights reserved.

Agenda

Business Pressures Eased by Documenting

Procedures

Operational Challenges to Document Procedures

Oracle Tutor Solution

Implement And Maintain Process Documentation

Tutor Benefits and Summary

8/8/2019 EDU016TR

3/32


Business Pressures That Can Be Eased by

Documenting Procedures

What are your company's objectives?

Consolidate multiple documentation efforts?

Reengineer or improve business practices?

Implement new or upgrade existing applications?

Train new hires or new users?

Comply with regulatory/quality programs

(Sarbanes-Oxley, ISO 9000, etc.)?

Reduce audit costs?

8/8/2019 EDU016TR

4/32


Traditional Operational Challenges

Lack of sponsorship / commitment

Procedure writing requires time and expertise

Can't agree on document format and layout

Poor communication between departments

Ineffective document distribution

Documents dont help users do their job

Documents are out of date, not current

8/8/2019 EDU016TR

5/32


Solution Features

The solution needs to help your company

Save on process document development time

Easily maintain and deploy process documentation

Train employees based on their role in the

organization

Provide employees with role specific and up-to-date

procedure manuals

Lower cost of applications implementations Reduce applications implementation timeframes

Modify Oracle applications online help

8/8/2019 EDU016TR

6/32


Oracles Solution

Oracle Tutor is a documentation tool that

companies use to document and maintain their

business practices.

Tutor comprises three components.

ModelDocuments

Software Tools

Proven Method

8/8/2019 EDU016TR

7/32


Overcome Operational Challenges With

Oracle Tutor

Model Document Library

Author and Publisher Software Tools

Methodology

Principles

People Resources

Implement

Audit & Maintain

8/8/2019 EDU016TR

8/32


Tutor Model Documents

The model documents are divided into the following

categories

Process and Support

Application Help

Courseware

8/8/2019 EDU016TR

9/32


Process Documentation Types

Process documents describe business activities

(what happens, what people do)

Process documents

Process maps Procedures

Instructions

Support Documents

Forms

References

Coding Conventions

8/8/2019 EDU016TR

10/32


Process Documentation Hierarchy

Process map >Sub process >

Procedure >Instruction >

Online Help

8/8/2019 EDU016TR

11/32


Application (online) Help

A library of HTML documents that describe how to

complete specific Oracle 11i Application forms

Accessed from the application window when you

click on the question mark

8/8/2019 EDU016TR

12/32


Courseware

Often, formal training requires documents specifically

designed for the content of the course.

Typically, such courseware is used to teach a specific

job skill (such as entering a purchase requisition in anOracle Application).

8/8/2019 EDU016TR

13/32


How Do Model Documents Help?

Provide actual content, not a blank template

FIN, HR, MFG, OM, SCM, SLS, etc

Modifying is faster than writing from scratch

Format is consistent across all document typesand departments

Define healthy department relationships in a "walk

through" or "play script" method of writing

How individuals work together (how they proceed)

Eliminate redundancy - an activity is covered in

only one place, and other documents link to it

Templates to add your own content

8/8/2019 EDU016TR

14/32


How Do The Software Tools Help?

Process Documents

Application Help

Courseware

Model Documents Software

A

U

T

H

O

R

A

U

T

H

O

R

P

U

BL

I

S

H

E

R

P

U

BL

I

S

H

E

R

8/8/2019 EDU016TR

15/32


How Do The Deliverables Help?

Model Documents Software Deliverables

Reports (Doc)

Manuals (Html, Pdf, Doc)

- Desk Manual

- Owners Manual

- Student Guide

- Instructor Guide

Process Documents

Application Help

Courseware

A

U

T

H

O

R

A

U

T

H

O

R

P

U

BL

I

S

H

E

R

P

U

BL

I

S

H

E

R

8/8/2019 EDU016TR

16/32


Desk Manuals and Student Guides

Student Guide (HOW)Desk Manual (WHAT)

Process

Documents

CoursewareDocuments

Oracle

Application

Online Help

8/8/2019 EDU016TR

17/32


Tutor Principles

Document critical activities

Assign ownership

Document what you do

Minimize documentation Centralize publishing

Keep it simple

Establish a winning team

8/8/2019 EDU016TR

18/32


Documentation Team Members

Executive staff members must support the

documentation effort by assigning appropriate

managers and employees to the following roles:

Executive Champion Documentation Project Manager

Document Owners

Document Controller

Document Specialists

8/8/2019 EDU016TR

19/32


Documentation Project Manager

Works with the Tutor Private Event Manager to set the

schedule

Works with the Tutor Facilitator to deliver services

Monitors team progress Facilitates communication among all team members

Ensures successful implementation of Tutor

8/8/2019 EDU016TR

20/32


Document Owners

Take ownership for their area of expertise

Edit model documents and write new procedures

to support corporate policy

Verify that interactions between departments arecorrectly documented

Communicate with managers affected by

documentation

8/8/2019 EDU016TR

21/32


Document Controller

Inputs documents on the publishing PC

Tracks status of required documents

Manages the workflow

Manages controlled documents

Creates and distributes Desk Manuals and Student

Guides

Supervises Document Specialists

8/8/2019 EDU016TR

22/32


The Implementation Process

WHO WHAT

1. Executives and Identify critical activitiesDocument Owners

2. Document Owners Edit/collaborate cycle3. Document Controller Update documents

4. Document Owners Review/approve cycle

5. Document Controller Create manuals

6. Managers or Instructors Educate employees

8/8/2019 EDU016TR

23/32


The Implementation Events

Tutor Orientation

Procedure Editing

Author TrainingPublisher Training I Courseware Editing

Publisher Training II

Online Help

Editing

8/8/2019 EDU016TR

24/32


The Maintenance Process

ArchiveCurrentMaster

Document Controller

3. Process request4. Distribute and

implement improvement

1. Submit request for change

Employee

2. Review request

Document Owner

Document Controller

8/8/2019 EDU016TR

25/32


The Audit Process

3. Review document

with end users5. Distribute changes

to end users

1. Determine document to audit 2. Schedule the audit

Document OwnerDocument Controller

4. Update document

Document Controller

8/8/2019 EDU016TR

26/32


Challenges Solved by Tutor

Challenge

Time & expertise to

create

Inconsistent formats

Poor communication

between departments

Ineffective distribution

Documents dont help

users do their job Documents not

current

Solution

Models and software

Models and software

Models, software and

services

Software (Desk Manuals)

Software (all manuals)

Software & Principles

8/8/2019 EDU016TR

27/32


Critical Success Factors

Executive management sponsors the

documentation process and Tutor methodology

Assign roles/responsibilities for the

implementation and ongoing maintenance Establish single document ownership early in the

project

Centralize document housing and publishing

Abide by the Tutor Principles

8/8/2019 EDU016TR

28/32


Benefits: Tutor Software

Provides:

A short learning curve using Microsoft Word

Flowcharting in one click

HTML conversion in one click

Cross reference reports

Desk manuals and student guides in one click

Saves time

Saves money

8/8/2019 EDU016TR

29/32


Benefits: Tutor Methodology

Smooth roll-out following a proven method

Continuous improvement by scheduled audits and

as needed maintenance

Improvements broadcast to affected employeesvia updated formal documents

High return on investment due to

accurate process based training materials

reduced errors

less re-work devoted to document maintenance

8/8/2019 EDU016TR

30/32


What Tutor is Not

A bunch of Word documents

Just a flowcharting tool

Online help or a self-paced training tool

A replacement for Technology Based Training

A temporary / one time solution

Restricted to Oracle applications

8/8/2019 EDU016TR

31/32


Summary

Tutor is a product that provides a system to:

create and customize specific types of business

documentation

integrate process documentation with Oracle

Application Help and Oracle courseware

build customized company training manuals

distribute process documentation to employees on

a need-to-know basis

audit and maintain process documentation to

ensure accuracy and effectiveness

8/8/2019 EDU016TR

32/32


Don't let this happen to you

EDU016TR

Documents

Transcript of EDU016TR