Process Documentation

Contents Definition - Process What notation to use ETVX notation description Example of a process description Supplier Agreement Management 5. Examples Swim lane IDEF 9/10/2018

Definition of Process A process is a set of practices performed to achieve a given purpose; it may include tools, methods, materials, and/or people. Procedures and methods defining relationships between tasks B A D C PROCESS Tools and equipment People with skills, training and motivation 9/10/2018 Source: SEI

Spectrum of Formalism (Kroll, 2003) 9/10/2018 Kroll, P.; Kruchten, P.; The Rational Unified Process Made Easy – A Practionner’s Guide to the RUP.; Addison-Wesley, 2003, ISBN0-321-16609-4

What Notation Should You Use ? Wide range of opinions among process experts regarding preferences for modeling methodologies and notations when describing processes. The trade-offs can include Ease of use Expressive power of the notation Understandability of the notation To untrained eyes (management, other disciplines, customer) The capacity to convey complex process perspectives and interactions Cost to develop and maintain Supported by a tool Be careful about selecting a modeling methodology. Selecting the wrong notation may result in attending to the modeling methodology more than describing the process. 9/10/2018

Process Notations Structured Analysis and Design Technique (SADT or IDEF0*) Entry-Task-Validation-Exit (ETVX) STATEMATE Information Mapping Flowcharts and data flow diagrams Decision trees/tables Activity networks (e.g., PERT/CPM charts) Checklists/templates Process Block Diagram (Harris) Process stage table Swim lanes * IDEF (Integration Definition), IEEE Std 1320 9/10/2018

Package the Process Description Organize the information into a document that can be reviewed by colleagues. The document should be Hierarchical Modular (cohesive steps, loosely coupled between them) A combination of narrative text, diagrams, and tables. Provide enough background and context to facilitate understanding. Include the process model artifacts as appendices to the main section of the document. 9/10/2018

ETVX Notation Développée par IBM 1980s Modélise les activités des processus Peut être appliquée à tout niveau 9/10/2018

ETVX Notation 9/10/2018

ETVX Notation Entrée(s) Sortie(s) Activités Mesure(s) Critère(s) d’entrée Critère(s) de sortie 9/10/2018

ETVX Notation Process Identification - Step Number - Step Title (active verb and noun) Step Description A description of the purpose of a process step and a description of the context of the step. The description provides guidance for the interpretation of the activities listed. Entry Criteria Condition(s) that will allow activities to be performed within a step. Entry criteria, as opposed to inputs, are not meant to be adaptable. Input (s) Documents or documentable items that will be acted upon. The inputs are adaptable in principle, however great care must be taken when an activity is started with missing inputs. The adaptation of the inputs is documented in the project plan. 9/10/2018

ETVX Notation Activities Exit Criteria Output (s) A set of actions that have to be performed within a process step. Adaptation of the activities must be documented in the project plan. Each activity starts with an active verb. Exit Criteria Condition (s) that will allow work products to exit a process step. The exit criteria are not adaptable. Output (s) Work products, e.g. documents or documentable items that are a result of the process step. Adaptation of the outputs must be documented in the project plan. 9/10/2018

ETVX Notation Measure(s) List of measures and metrics that will be captured in a process step, e.g. effort measured in staff-hours. Measures will be captured in a database, analyzed, and used for the planning and management of new projects. Measurement is started once entry criteria are met or, if there are no entry criteria, once activities listed in the step are started. Similarly, measurement is stopped when exit criteria are met or when all activities are completed. 9/10/2018

ETVX Notation Reference(s) - Optional Reference used to describe the process or reference to methods in order to describe the ‘how’ of the process step e.g. Guidelines, procedures. Method(s) and Tools(s) – Optional Method(s) and tool(s) used to perform the activities of this step 9/10/2018

ETVX Notation Niveau 2 CMMI GE PP SC GF AQ GC MA 9/10/2018 Politique Formation Procedures outils Normes Processus Resources Audit Rôles Revue Intrants Extrants Critère Critère d'entré de Sortie Activités Mesures Tâches 9/10/2018

Gestion des accords avec les fournisseurs Intention: Gérer l’acquisition des produits des fournisseurs Établir les accords avec le fournisseur Désigner un gestionnaire de contrat DESIGN BUILD TEST Cahier de charges (SOW) Réviser les réalisations et les produits du fournisseur Plan Définir un cahier de charges; sélectionner un fournisseur qualifié Approuver le Plan du fournisseur pour suivre ses activités 9/10/2018 Source: Software Engineering Institute, Carnegie Mellon University

Activités de sous-traitance pendant la mise en service Premier niveau du processus de Gestion des accords avec les fournisseurs SSM 100 * SSM 200 SSM 300 Gestion de la sous-traitance logiciel Activités de sous-traitance pendant la préparation de la proposition Activités de sous-traitance pendant la mise en service Signature d’un contrat Mise en service Selon le SW-CMM 9/10/2018

Deuxième niveau du processus de Gestion des accords avec les fournisseurs SSM-100 SSM-110 SSM-120 * SSM-130 Effectuer l'analyse Planifier la Produire les WBS/ Préparer les des risques et le OBS estimations proposition plan de gestion et calendriers des risques SSM-140 SSM-150 SSM-160 Préparer la Recueillir les Réviser la proposition proposition leçons apprises préliminaire Vers SSM 200 Selon le SW-CMM 9/10/2018

Troisième niveau du processus de Gestion des accords avec les fournisseurs 2018-09-10 ÉTAPE SSM 120 - Préparer les estimations et le calendrier Plan de travail Approbation par le chef de projet Sorties Entrées RFP/SOW/SOR WBS/OBS Données historiques Procédure d'estimation Hypothèses Disponibilité des ressources Estimations Calendrier Liste des options Critères d'entrée Mesure Effort Critères de sortie WBS/OBS sont autorisés Documenter les hypothèses Consulter les données . historiques Préparer les estimations de taille Préparer les estimations d’effort Préparer le calendrier Préparer les estimations de coût Présenter les estimations Mettre à jour les estimations Quatrième niveau ? 9/10/2018

Swimlane Notation Change Request Flow PM N T T C M E PREPARE / E J E START SEND CUSTOMER NO IMPLEMENT CLOSE G VARIATION ACCEPTS COMMUNICATE END / O PROJECT CHANGE END R P N A A ORDER CHANGE ORDER M YES O N T I C REQUEST F U N / PROPOSE Y A CHANGE N A NO YES PREPARE ADV. COMPLETE / ADVISE END / BODY APPROVES CERTIFICATION CHANGE CLOSE CHANGE CERTIFICATION COMMUNICATE N G (IF RELEVANT) INSTRUCTIONS ORDER BODY I (IF RELEVANT) E R Engineering N E CHANGE G I YES E N ORDER NO CLOSED DESIGN NO EXECUTE ISSUE CHANGE CHANGE CHANGE CHANGE ORDER YES ORDER NOTIFICATION CLOSED YES CUSTOMER CCB NO Acme Inc. ANALYZE A ACCEPT A NO OPEN / CHANGE CHANGE COMMUNICATE END / CHARGE COST TO PREPARE DESIGN CHANGE ORDER CHANGE YES SUPPLIER Procurement ECR ACCEPTANCE MAY YES BE DELEGATED NEGOTIATE CHANGE WITH SUPPLIER IMPLEMENT SUPPLIER AGREES COMMUNICATE END / CHANGE END NO G Manufacturing N R I U C T IMPLEMENT F A CHANGE END A N U M N T O C I U C T O D U D IMPLEMENT END P R O CHANGE R N T I 9/10/2018 FAST TRACK UNDER EXCEPTIONAL CONDITIONS, THE PARALLEL ‘ FAST TRACK’ APPROACH MAY BE AUTHORIZED

Autre notation – IDEF Management Activities of a Systems Engineering Process 9/10/2018

Autre notation – IDEF STEP 120 - Analyze Risk SEP 121 Perform Risk Analysis SEP 122 Review Risk Analysis SEP 123 Plan Risk Aversion SEP 124 Commit to Strategies 9/10/2018

Autre notation – IDEF STEP 123 - Plan Risk Aversion Establish ... Estimate ... Recommend.. Systems Eng. Folder - Identified Risks - Risk Aversion Stra. - Technical Risks Risk Management Plan (D) Approved Identified Risks Cost, Schedule and Risk Aversion Strat. 9/10/2018

for Making Documentation Practical Strategies for Making Documentation Practical Focus documentation on the organization’s needs. Merge duplicate work products. Remove redundancy in templates. Simplify “best practice” (process) documentation. Consider one representation. Consider one page per process or sub-process. Merge documented procedures and related work product templates. Use process descriptions as audit checklists. Sakry, M., Potter, N.,, The Documentation Diet, CrossTalk The Journal of Defense Software Engineering, Octobre 2003. 9/10/2018