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October 2010
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Author Emily Chorba Contributors and Reviewers Chuck Jones, Mary Keane This book was published using:
oracletutor
Table of Contents
The Tutor Solution ...........................................................................................................................................1-1 The Tutor Solution..........................................................................................................................................1-3 Learning Tutor............................................................................................................................................1-4 Tutor Integration.............................................................................................................................................1-7 Tutor Components .........................................................................................................................................1-9 Tutor Methodology .........................................................................................................................................1-10 Model Documents - Process Documentation .................................................................................................1-11 Model Documents - Courseware....................................................................................................................1-13 What Tutor Document Type Should You Use? ..........................................................................................1-14 Document Integration.....................................................................................................................................1-18 Guidelines for Documenting Your Processes.................................................................................................1-19 The Tutor Cycle Overview..............................................................................................................................1-22 Tutor Project Manager Job Description ......................................................................................................1-23 Document Owner Job Description..............................................................................................................1-24 Document Administrator Job Description ...................................................................................................1-26 Document Specialist Job Description .........................................................................................................1-27 Implementation...............................................................................................................................................1-28 Training ..........................................................................................................................................................1-30 Document Audit and Maintenance .................................................................................................................1-31 End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK ................................2-1 End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK......................................2-3 End User Documentation, Adoption, and Learning Project Phasing ..........................................................2-8 End User Documentation, Adoption, and Learning Method - Planning Phase ...........................................2-9 End User Documentation Method - Development Phase ...........................................................................2-16 End User Documentation Method - Publication Phase ..............................................................................2-22 End User Documentation Method - Maintenance.......................................................................................2-25 Tutor Software Overview .................................................................................................................................3-1 Tutor Software Overview................................................................................................................................3-3 New Features in Oracle Tutor ....................................................................................................................3-5 Tutor System Requirements.......................................................................................................................3-7 Setting Options...........................................................................................................................................3-9 Installing Tutor Author ................................................................................................................................3-10 Customized Installations ............................................................................................................................3-14 Installing Tutor Publisher............................................................................................................................3-15 Tutor Publisher Client/Server Installation in Detail .....................................................................................3-16 Installing Oracle Business Process Converter ...........................................................................................3-17 Known Issues in Oracle Tutor 14.0 ............................................................................................................3-23 BPA Import Issues .....................................................................................................................................3-26 Setup and Test Activities............................................................................................................................3-28 Test Author Software .................................................................................................................................3-29 Test PowerPoint Software..........................................................................................................................3-30 Test Publisher Software .............................................................................................................................3-31 Test Acrobat Software................................................................................................................................3-33 Test Oracle Business Process Converter with BPA ...................................................................................3-34 Test Oracle Business Process Converter with BPM ..................................................................................3-35
Copyright Oracle, 2009. All rights reserved.
Tutor Directory Structure ............................................................................................................................3-36 Using Office 2007 with Tutor ......................................................................................................................3-42 Tutor Model Documents Overview .................................................................................................................4-1 Tutor Model Documents Overview .................................................................................................................4-3 Finding Tutor Products on Oracle Support (formerly Metalink) ......................................................................4-5 Installing Tutor document patches .................................................................................................................4-7 Tutor Implementation Support Documents ...................................................................................................5-1 Tutor Implementation Support Documents.....................................................................................................5-3 Tutor Implementation Checklist..................................................................................................................5-4 Job Titles by Department ...........................................................................................................................5-9 Tutor Document File Naming Rules ...........................................................................................................5-12 Reviewing Model Documents.....................................................................................................................5-13 Integrating Tutor and UPK Content ................................................................................................................6-1 Integrating Tutor and UPK Content ................................................................................................................6-3 Deploy Content ..............................................................................................................................................6-5 Link Content ...................................................................................................................................................6-6 Link from a Tutor Procedure to a UPK Topic (Web Server) .......................................................................6-7 Link from a Tutor Procedure to a UPK Topic (EBS Help System)..............................................................6-10 Link from a Tutor Document to a UPK Player Package .............................................................................6-14 E-Business Suite (EBS) courseware content and UPK content .....................................................................6-17 Convert a UPK Job Aid to a Tutor Navigation Instruction...........................................................................6-18 Tutor Glossary of Terms .................................................................................................................................7-1 Tutor Glossary of Terms ................................................................................................................................7-3 Tutor Glossary of Terms.............................................................................................................................7-4
Documentation Accessibility
Our goal is to make Oracle products, services, and supporting documentation accessible, with good usability, to the disabled community. To that end, our documentation includes features that make information available to users of assistive technology. This documentation is available in HTML format, and contains markup to facilitate access by the disabled community. Standards will continue to evolve over time, and Oracle Corporation is actively engaged with other marketleading technology vendors to address technical obstacles so that our documentation can be accessible to all of our customers. For additional information, visit the Oracle Accessibility Program Web site at http://www.oracle.com/accessibility/ . This documentation may contain links to Web sites of other companies or organizations that Oracle Corporation does not own or control. Oracle Corporation neither evaluates nor makes any representations regarding the accessibility of these Web sites.
Learning Tutor
There is more to Tutor than the software. There is a wealth of user documentation to help you become expert on the methodology that shaped the model documents, the courseware, and the software. Here is a brief description of the user documentation and where you can find it.
Support. Each patch contains a spreadsheet that lists the source files that make up the course.
Document Registers
These are simple Excel spreadsheets that list the Tutor model documents contained in a specific process document or courseware patch. The Document Register should be used to track the implementation and on going maintenance of the Tutor document repository and any additional Tutor documents you create. The simple layout is intentional. You may enhance it as you wish. The DOCREG.XLS files are contained in various document patches and should be copied to the \Tutor\User Manuals directory.
My Oracle Support
My Oracle Support is the primary vehicle for delivering new software releases and current documentation on Oracle products to customers. The site contains user manuals, white papers, alerts, articles, hints, tips, customer forums, and FAQs. Oracle Tutor has an active site on My Oracle Support. Users are highly encouraged to become familiar with My Oracle Support and to check it regularly as it is updated with new information and patches. Tutor articles on My Oracle Support can be found by navigating from the My Oracle Support home page > Knowledge Tab > type Oracle Tutor in the search field.
Tutor Integration
Tutors strength is in providing content and software tools to easily modify, create and maintain business process documentation the what and when level that is above how to use a business application (people to people). There are a few other Oracle Products that compliment and integrate with Tutor. Oracle User Productivity Kit (UPK) UPK picks up where Tutor leaves off, providing content and software tools to capture and play back the exact steps a user would use to enter data in a formal business application (people to system). System transaction documentation, job aids, user acceptance test scripts, instructor led and online training, and online performance support are valuable content pieces that can all be created from one recording. As part of online training, users can use the simulation playback to be trained and tested on their understanding of how to complete activities that are part of their daily job. Tutor and UPK can be instrumental to companies who are: Migrating from a legacy system to Oracle applications (E-Business Suite, PeopleSoft Enterprise, JD Edwards EnterpriseOne, or JD Edwards World), Upgrading to newer releases of the Oracle applications, or Documenting business practices for various compliance initiatives. By documenting business processes and procedures with Tutor and capturing application data entry steps with UPK, you can provide employees with the exact information they need at the exact point they need it. You will also be able to provide transparency of your business practices to any other concerned audience (executive staff, internal auditors, external auditors, customers) and for formal regulatory requirements such as ISO9000, Sarbanes-Oxley, HIPPA, and SAS70). Oracle Governance Risk and Compliance (GRC) It is the role of the Internal Audit team to formally identify risks and suggest mitigating controls. No business or organization operates in a risk-free environment. Oracle Governance Risk and Compliance will not create such an environment. Nevertheless, by using Tutor to document procedures across the organization, internal and external auditors can identify, test, monitor, and evolve mitigating controls for business environments that are inherently full of risk. This will allow for compliance with corporate governance regulations such as the Sarbanes-Oxley act of 2002 and International Accounting Standards (IAS). Oracle iLearning Tutor documents can be loaded, as content, into Oracle iLearning. Each content object in iLearning is the equivalent of a document in Tutor. Each document must be loaded and set up individually. Tutor content can be played by any Learning Management system that can handle HTML, Word, PPT, and PDF file formats. In fact, much of the Oracle eSeminar content is first created using the Tutor methodology and document types. Oracle E-Business Suite (EBS) Online Help The EBS Online Help HTML files that describe how to complete specific Oracle EBS forms are easily customized with Tutor. In addition, all Tutor process documents may be loaded into the applications online help, putting customized help and procedures literally at an employee's fingertips.
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
Oracle Business Models and AIM Tutor documents work with other Oracle applications implementation tools such as Oracle Business Models (OBM) and AIM Advantage. OBM is an integrated suite of business process models, implementation methods, Oracle Applications, and service offerings. AIM Advantage is based on Oracles Applications Implementation Method (AIM). It is a comprehensive implementation tool kit for implementing any Oracle Applications product. Tutor, AIM, and OBM include content, tools, and techniques that address the need for fast implementations and a unified source of documented practices. Tutor content supplements AIM and OBM. This is because Tutor procedures include policy, job, and task-level detail not provided in AIM and OBM. Tutor also includes select versions of the Oracle Applications courseware. Ultimately, Tutors approach results in tighter integration of business processes with applications because it shows how business needs are met by the applications. This integration also ensures that individuals know their role in the overall process, and that they know when and how to use the application.
Tutor Components
Oracle Tutor is comprised of three components: the documentation methodology model documents software The Tutor methodology defines all aspects of the documentation process: the content and format of the different document types, as well as the relationship between documents; the process by which documents are created and maintained; and the methods by which documents are distributed and used for training and reference purposes. Tutors model documents are complete process documents and courseware documents that provide a starting point -- document owners edit the models instead of creating documents from scratch. Also see the Model Documents Overview section in this guide. Tutors software includes tools for keeping documents up to date and distributing them on a need to know basis. Author is used to create and edit documents quickly and easily. Publisher is used to (1) ensure document integrity through the generation of special cross-reference reports for impact analysis (2) package and distribute procedures by job title (desk manuals), and (3) build student and instructor guides by job title or topic.
Tutor Methodology
The Tutor methodology is based on the following principles: Process documentation refers to all documents that employees need to perform their jobs, including procedures, instructions, forms, coding conventions, reference documents, etc. The primary reason to create and maintain process documentation is to enhance and support the performance of individual employees. Process documentation is useful only if it is up-to-date, easy to understand, easy to access, and relevant to the user. Process documentation is dynamic -- that is, it requires regular auditing, updating, and distribution. Process documentation is central to training and is often supplemented by other training documents. Job skills are most effectively learned when taught in the context of the activity in which the skills are used.
Instruction
Reference document
Each of these documents provides different information, but the intent of all documents is the same: to support the successful completion of activities. In the Tutor environment: The procedure focuses on the tasks required to complete an activity. Instructions, forms, coding conventions, and reference documents focus on a specific task within an activity. A procedure may include references to other types of process documents (such as forms or instructions) that are used to complete tasks within the activity. The procedure clarifies when and how these documents are used.
An activity may be supported by any combination of documents: a procedure alone, a procedure and support documents, or by support documents alone. For example, if only one task in an activity is complex, that activity may be supported by an instruction only (and no procedure).
Stand alone company, global, entity, policies that do not require a formal procedure to ensure they are enforced System build standards, Router configuration standards, etc Definition of Terms Procedure to Procedure: A higher-level document than a procedure. A business flow or process map shows how procedures interact--how an entire process from start-tofinish is completed. Does not define WHO does what. People to people: The steps various employees must complete in a logical and precise sequence to complete an activity from a clear starting point to a distinct ending point. Like a relay team, where one employee does a few steps, then hands off the activity to the next employee, and so on, till the activity is complete The steps an individual employee must complete in a logical and precise sequence to complete an activity from a clear starting point to a distinct ending point. A formal business application is not used.
Procedure
PRxxxxxx
Work Instruction
Instruction
INxxxxxx
What do you want to document? Test Scripts Data entry System instructions TE.040 Demo Script
Description
People to system: The steps an individual employee must complete, using a formal Business Application (data entry), in a logical and precise sequence to complete an activity from a clear starting point to a distinct ending point. People to system: Similar to test scripts. A step-by-step instruction to help assist the sales consultant demonstrate the navigation throughout the application. The Script should demonstrate a specific scenario. Most business forms fall into one of three categories: An approval form is used to document a specific request (for example, check requests) and its subsequent approval/rejection. An approval form includes all information required to determine the validity of the request, as well as the signatures required to implement the request. A control form is used to record, track, and distribute important information. A Shipping Authorization form, for example, is used to record and track the movement of material; a Discrepant Material Report form is used to notify the appropriate personnel that a material receipt has been rejected. A log provides historical information of a specific nature--for example, the last supplier code assigned or all sales order shipments made on a certain date. Logs are unique in that they are not distributed and filed; furthermore, they include multiple entries with minimal detail. A Form abstract includes all pertinent information regarding the use of the business form--in particular, information that cannot be included on the form itself (such as owner). The abstract provides an audit trail so that a forms use can be reviewed and verified.
Navigation Instruction
NAxxxxxx
Form
Foxxxxxx M Not really a Tutor document. If you are going to create a form abstract, for the form, use same file name as the abstract and add an M at the end of the actual form filename. M stands for Master. FOxxxxxx
Description of a form
Form
What do you want to document? Numbering schemes used by applications for Buyer, Vendor, part number, etc. Tables, charts, graphics, checklists, lists. Job Descriptions
Description
Describe the rules governing how a specific code or numeric identifier is formatted, assigned, controlled, and used.
Reference
RExxxxxx
Convey guidelines or parameters required to complete a task or activity; includes specifications, checklists, tables, charts, etc. A brief summary of the job.Lists the specific responsibilities associated with this job title, employment standards, education/experience, performance criteria. Use Publishers Job Title to Responsibility report as a source document
Reference
RExxxxxx
The curriculum lists the relevant education documents in the order in which they need to appear in the student guide. The script used by Tutor Publisher to build a student guide from education documents. Material developed to teach a specific job skill or topic; usually developed for use in a classroom. A document containing high-level training information focusing on a specific skill or concept. Material developed (in PowerPoint) to teach a specific job skill or topic; usually developed specifically for use in a classroom. PowerPoint containing high-level training information focusing on a specific skill or concept. A document that prompts the student to work through the steps based on a task performed by the instructor. The solution is located after the practice with detailed steps included.
Education Overview
EDxxxxxx
Education PowerPoint
EDxxxxxx
Education Practice
LAxxxxxx
Description
A step-by-step instruction to help assist the instructor demonstrate the navigation throughout the application
Document Integration
Process documents, as well as courseware, must be fully integrated. Integrated means that documents contain noncontradictory, nonredundant information; it also means that documents reference each other when appropriate. In this way, critical information has a single source, and each source points to all related information. In the Tutor environment: A process is documented once. Documents cross-reference each other, providing access to related information. Documents reflect a consistent format. To ensure consistency and accurate tracking, a single individual (or group) is responsible for publishing and distributing documents.
Maintenance
In order for documents to provide real value to the end user, they must be kept up to date. To this end, the system through which documents are maintained must be efficient and easy to use. In the Tutor environment: Process documents are audited regularly. Centralized publishing allows for reliable modification and immediate distribution of updated documents. The Tutor format and tools simplify the word processing and distribution tasks.
documentation. On the other hand, your company may have critical activities not covered by Tutors models. In this case, you will want to create new documents to cover these activities. Either way, you should strive to document only those activities that require it.
Assign Ownership
It is virtually impossible to keep process documentation simple and meaningful if employees who are far removed from the activity itself create it. It is impossible to keep documentation upto-date when responsibility for the document is not clearly understood. Key to the Tutor methodology, therefore, is the concept of ownership. Each document has a single owner, who is responsible for ensuring that the document is necessary and that it reflects actual practice. The owner must be a person who is knowledgeable about the activity and who has the authority to build consensus among the persons who participate in the activity as well as the authority to define or change the way an activity is performed. The owner must be an advocate of the performers and negotiate, not dictate practices. In the Tutor environment, a documents owner is the only person with the authority to approve an update to that document.
Minimize Documentation
One way to keep it simple is to document at the highest level possible. That is, include in your documents only as much detail as is absolutely necessary. When writing a document, you should ask yourself the following questions: What is the purpose of this document? That is, what problem will it solve? By focusing on this question, you can target the critical information. What questions are the end users likely to have? What level of detail is required? Is any of this information extraneous to the documents purpose? Short, concise documents are user friendly and they are easier to keep up to date. In writing documents, therefore, remember: if in doubt, leave it out.
Centralize Publishing
Although it is tempting (especially in a networked environment) to decentralize the control of all documents -- with each owner updating and distributing his own -- Tutor promotes centralized publishing for most documents.
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
With centralized publishing: Updated documents are distributed only with the proper authorization. Updated documents are distributed to all affected employees (that is, no one is left out of the loop). All process documentation reflects a consistent format and structure. Integration between documents is easier to achieve. Most importantly, the time and effort required by an owner to update and distribute his/her documentation is dramatically reduced. This last advantage is especially important in a busy environment where many document owners are likely to view documentation as a low priority or too time-consuming. Not all documents, of course, need centralized publishing. Some documents, especially those that are unique to a single department or esoteric in information, are best maintained at the department level. Nevertheless, documents that involve multiple employees, documents that cross department lines, and documents that address key activities should be centrally controlled.
Keep it Simple
Process documents dont have to be complex and unfriendly. In fact, the simpler the format and organization, the more likely the documents will be used. And the simpler the method of maintenance, the more likely the documents will be kept up-to-date. Keep it simply by: Minimizing skills and training required Following the established Tutor document format and layout No other rule has as major an impact on the success of your internal documentation as -- keep it simple.
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
Training
Responsibilities
The Tutor Project Manager is responsible for: Developing the Tutor implementation schedule Working with the Document Owners and the Document Administrator to implement process documents covering all of the basic business functions Hiring and coordinating the work of training specialists or consultants to help the Tutor team implement process documents Tracking completion of assignments by each Document Owner Supporting Document Administrator in resolving issues with Document Owners Reporting project status to the President
Employment Standards
Skill At Leadership and working with other employees at all levels Managing cross functional projects (team members do not report to the Tutor Project Manager) Knowledge of Relationships between basic business functions Company policies Business issues Performance Criteria Meets Tutor implementation milestones
Responsibilities
Each Document Owner is responsible for: Knowing what is critical about a process or activity. They must understand what about the output is important to customers of the process and to the business, and must have a thorough understanding of how his or her process fits into the overall scheme of the business: What processes feed into this process? What processes rely on output from this process? What is strategically important about this process? Does it contribute to or support a particular product or service? Does it affect overall operational effectiveness? Working with other Document Owners until a set of process documents exist for all of the basic business functions and activities. They must make sure the process is documented, and that the documentation is used and updated regularly. They must not allow too much variation in how a process is performed, where each employee has their own particular way of doing business. It is up to the document owner to champion an effort to identify the best-known process methods, particularly what parts of the process must be standardized so that output quality and service to customers do not suffer. Those best-known methods must be documented (with flowcharts and other visual displays) and referenced constantly. (Work groups that do not refer to process documentation usually show more erratic performance than those that do.) Editing existing or writing new process documents to reflect actual business practices and to support corporate policies. If the process changes for good reason, the documentation must change as well. Editing existing or writing new courseware material Ensuring that interactions between departments are correctly documented and that affected managers are aware of the documentation. Forwarding edited or new documents to the Document Administrator for distribution
Employment Standards
Skill At Leadership Working with other employees at all levels
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
Knowledge of Relationship between basic business functions and activities Company policies Performance Criteria Meets implementation plan due dates Audits documents according to company policy
Responsibilities
The Document Administrator is responsible for: Coordinating and tracking the implementation and maintenance of process documents Keeping master copies of all published process documents Learning and using Tutor's methodology and software Updating or inputting documents on the publishing PC Creating and distributing desk manuals Notifying each employee affected by a document change Maintaining the archive of all process document changes
Employment Standards
Skill At Touch typing skills (speed not required, but helpful) Using Microsoft Windows file structure Word processing using Microsoft Word Using templates and styles Organizing business records Following-up Working with other employees at all levels
Knowledge of Relationship between basic business functions and activities Company policies Procedure writing standards Performance Criteria Updates process documents within one working day of receipt from the Document Owner All documents run error free with Tutor software Document Master List is complete and current
Responsibilities
The Document Specialist is responsible for: Learning and using Tutor's methodology and software Performing word processing functions to create/update Tutor documents Updating and maintaining documents on the publishing PC
Employment Standards
Skill At Touch typing skills (speed not required, but helpful) Using Microsoft Windows file structure Word processing using Microsoft Word Using templates and styles Organizing business records Following-up Working with other employees at all levels
Knowledge of Relationship between basic business functions Procedure writing standards Performance Criteria All documents run error free with Tutor software Updates process documents within one working day of receipt from the Document Owner
Implementation
Implementation begins when you receive your Tutor products and ends when all required documents have been edited or created. The primary steps for implementing Tutor are: 1. The Tutor Project Manager and the management staff identify each critical activity and its corresponding owner. This step allows managers to identify which activities will require documentation and the person who will be responsible for that documentation. 2. Document Owners edit model process documents to reflect actual practice. This step allows managers to evaluate processes before they incorporate Oracle applications into those processes. 3. Instructors edit the Oracle courseware. This allows instructors to integrate Oracle courseware with the process documentation that has been produced. 4. The designated Document Administrator (and Document Specialists) complete an in depth publisher training and then create training materials. 5. The Document Administrator produces and distributes desk manuals (which comprise process documentation by job title). This allows end users to understand their roles before attending Oracle training.
Implementation Workshops
A successful Tutor implementation will include the completion of the following events: Tutor Orientation is for company executives and all the identified Tutor team members and covers: An overview of Tutor tools, content, and methodology Identifying document owners Clarifying Procedure Editing event participants and activities Identifying Job Titles for use in Tutor documents Planning the Tutor implementation events time line Author Training is for the Document Administrator, Specialists, select Document Owners (must be savvy Word users), and subject matter experts who will create and update Tutor documents. Author Training covers: Tutor procedure formatting rules Select Word and Author features Flowcharting Basic HTML Procedure Editing Workshop is for ALL Document Owners, Document Administrator, and Specialists, and covers: Tutor's procedure methodology and edit process Editing the first draft of procedures and other process documents Verifying consistent job titles to be used in documents Formalizing a strategy for keeping documents up-to-date Setting a schedule for completing procedure editing event tasks Help Editing Workshop is for Document Owners, Document Administrators, and Specialists, and covers: Tutor's online help methodology and edit process
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
Identifying and editing the online help files requiring customization Creating help files (Navigations) for other software applications How to create/maintain links to other help files Setting a schedule for completing help editing event tasks Publisher Training I, II, and III is for Document Administrators and Specialists and covers: Creating select Publisher reports Interpreting Publisher Reports Learning key elements for document integration Validating job titles Creating Desk and Owner Manuals Making HTML versions of the manuals and process document files Integrating process and courseware document content Creating Student and Instructor Guides by Topic or Role Customizing the guides Making PDF versions of the guides Defining and finalizing the document maintenance process Courseware Editing Workshop is for Course Developers, Document Administrators, and Specialists, and covers: Tutor's courseware methodology and edit process Editing the courseware files Editing/creating practice and quiz material Creating a curriculum Setting a schedule for completing courseware editing event tasks
Training
Employee training occurs after all process documentation has been published and all Oracle courseware has been updated. The steps in training are: 1. Managers are responsible for providing activity-level training for employees. 2. Instructors build custom training classes, incorporating Oracle courseware and process documentation. 3. Instructors train end users on the use of the Oracle system within the companys unique environment. Because the environment has already been defined (via the process documentation), the context in which the Oracle applications are used is covered in the training.
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK
Chapter 2
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK Chapter 2 - Page 1
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK Chapter 2 - Page 2
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK
Introduction
A successful end user documentation project requires a comprehensive plan, and Oracle has developed the End User Documentation, Adoption, and Learning Method for Tutor & UPK, version 3. It combines the long-standing Tutor Method with the structure of Oracle Unified Method (OUM), and also integrates the development of User Productivity Kit (UPK) deliverables. The resulting approach can be integrated into an existing applications implementation project using OUM or previous versions of the method such as the Oracle Applications Implementation Method (AIM) or AIM for Business Flows (ABF). In addition, it can be used as a guide for a stand-alone documentation project. The focus of the approach will be on user documentation efforts associated with an Oracle Applications implementation. End user documentation is a critical factor in the success of applications implementations projects. A crucial project event is the development of an effective future state model by the project team. This future state model is a carefully defined prototype, which enables the business software to be configured to work most effectively for the implementing organization. It is crucial to communicate this to-be model to the people who will be using the applications to perform their work once the system goes live. Oracle Tutor and UPK, along with this method, provide an effective means to address this challenge. This approach combined with Tutor and UPK, prepare the end user community to be productive on day one of go-live. It is strongly recommended that users of this document read and become familiar with The Tutor Solution, the first chapter in the Tutor Implementation Guide, as well UPK 3.1 Best Practices.
Primary Deliverables
Oracle Tutor, and the Oracle User Productivity Kit, provide four primary categories of documentation deliverables which can be utilized to train end users during an applications implementation. The primary deliverables are: Business Process Documentation. This includes Tutor Procedures and UPK documents. Tutor Procedures are role based work instructions that guide the end user in the proper use of business systems in their organization. Procedures are deployed as html and can be linked to from within the Application environment, creating a living set of business process documentation easily accessible to the end user community. Tutor also provides a hierarchy of process flows and sub processes that drill down into the procedures. The UPK documents are MS Word based outputs of simulations, and include system process and test documents. Simulations. UPK develops annotated transaction recordings that depict how Oracle Applications can be executed on a field by field basis. The implementing organization develops the simulations to show exactly how a user would perform a transaction in their environment. MS Word based System Process Documents, Test Documents, Job Aids, Instructor Manuals and Training Guides are co-products of the simulations. Like procedures, simulations can be linked to from the Application environment, and procedures and simulations can link to each other. Oracle Applications Help Documents. Oracle Applications contain Help documentation deployed as context sensitive html. When an end user is in a specific transaction and presses the help button, a help document opens which applies to that transaction. Oracle Tutor can be used to modify the MS Word editable version of the
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK Chapter 2 - Page 3
Help document to add links to procedures and simulations, making the business process documentation available to end users on a context sensitive basis as well. Courseware. Courseware and Curriculum documents are Microsoft PPTs and Word documents assembled into Instructor and Student Guides through Oracle Tutor to be used in instructor led training. Project teams can download baseline content for Tutor and UPK to use as a starting point, then customize it to map to the intended use of the application in the specific organizational environment. Contact your Oracle representative for information on access and pricing for this content.
Approach
The Method is intended to be used by experienced project managers as a guide to manage a user documentation project. There are typically three types of user documentation projects associated with Oracle Tutor: Documentation developed in conjunction with an Oracle Applications implementation Documentation developed as stand-alone projects in association with Oracle Applications Documentation developed in association with non-Oracle applications Because Oracle Tutor and UPK have features integrating with Oracle Applications, this document will focus primarily on the first two project types, although the concepts certainly apply to the non-Oracle documentation project as well. Tutor and UPK Documentation Project in conjunction with an Oracle Applications Implementation Oracle Tutor should be employed as the user documentation tool to build business procedures for any Oracle Applications Implementation, no matter the scope of the Oracle Applications products being implemented. The OUM approach to implementing applications calls for the development of procedures to be used in training end users. In order to effectively integrate the development of user documentation into Oracle Method based projects, this Method has been assembled using OUM based tasks. Additional detail has been provided where the OUM task description does not contain enough information to be helpful in describing a documentation project. This makes the integration of the task content into implementation project plans very straightforward. The implementation project manager should review the notes and guidelines given herein. Then the equivalent tasks in the master implementation plan should be revised to reflect the documentation project resources, effort, deliverables, and additional detail. The following table shows the relationship between Tutor and UPK build documents and OUM, AIM and ABF Tasks and associated deliverables or work products: Document Tutor Business Flow (REnnnnnn) OUM Task RD.011, RD.030, RD.080 Current
& Future Process Model
RA.055.1
Business Procedure
BP.090
Business Procedure
DO.070
User Guide
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK Chapter 2 - Page 4
Documents
Documents
AP.150
User Learning Ware
AP.150
User Learning Ware
AP.150
User Learning Ware
DO.070
User Guide
DO.070
User Guide
DO.070
User Guide
Courseware
AP.150
User Learning Ware
AP.150
User Learning Ware
AP.150
User Learning Ware
The UPK MS Word documents can supplement other project deliverables. Tutor Documentation Project as a stand-alone project in association with Oracle Applications Oracle Applications customers regularly if not frequently have a need to develop user documentation after the Applications implementation has been completed. This Method can be used to manage such a project. The project manager should review and use the tasks as appropriate to a smaller scaled project. A key difference from a documentation project during an implementation is that in this case, the to-be model already exists and is in use. The effort in this case is to document the current state model.
Resources
Documentation projects require specialized expertise and dedicated resources. The tools are easy to learn, although not all resources in a project need to learn the complete tool set. Project teams may be composed of resources from consulting organizations, from the client organization, and from contractors hired for the effort. The client organization is advised to take on as many of these execution roles as resources allow, ensuring a higher degree of success in the long term. The following resources are needed for such a project. Executive Sponsor - Client executive providing vision and authority. Project Manager - Project manager from the consulting organization. Client Project Manager - Project manager from the client organization. Applications Specialist - Oracle Applications functional expert. Tutor & UPK Consultant Tutor and/or UPK experts from the consulting organization or Oracle University. Document Owner - Subject matter expert from the client user community who has the authority to determine how a process operates, and the responsibility to make sure it continues to meet business needs today and into the future. Document Administrator - Tutor Publisher expert who manages QA and publishing. Document Specialist - Tutor Author expert. UPK Developer - Oracle UPK expert. Course Developer - Courseware and curriculum development expert. Instructor - Oracle University Tutor or UPK expert. Department Manager - Client manager whose organization is being impacted by change.
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End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK Chapter 2 - Page 5
Auditor - External or internal auditor. Certain basic assumptions will support an effective documentation project: The organization has designated a (Client) Project Manager Under the direction from the Executive Sponsor, the Project Manager manages the Tutor project team to develop process documents and Oracle courseware. See the Tutor Project Manager Job Description. The organization has designated a Document Administrator The Document Administrator will have ongoing responsibility for keeping documents up-to-date and distributed. See the Document Administrator Job Description. The organization has designated Document Owners Document owners are recruited from the user community and have the expertise and authority to make decisions about procedure tasks. They will be responsible for the accuracy of user documentation. See the Document Owner Job Description. Tutor and UPK consultants will conduct the implementation events Tutor Orientation UPK Orientation Procedure Editing Online Help Editing Simulation Development Courseware Editing Tutor Software Training (Author and Publisher)
Reference Documents
The following documents are baseline material used in preparing for a documentation project. The Oracle Unified Method material referenced is provided by Oracle Consultants, which can only be found on Oracle's intranet on the Methods page of My.Oracle.Com. Tutor User Manuals User Manuals are installed with the Tutor products. Once Tutor has been downloaded and installed, Manuals can be located in the Tutor*\User Manuals directory. Tutor Implementation Guide Author User Manual Procedure Style Guide Publisher User Manual Tutor Document Register [DOCREG*.XLS] Tutor Content Supplemental Tutor content is installed with the Tutor products. Once Tutor has been downloaded and installed, this content can be located in the Tutor*\US\Orig directories \INS or \REF. Tutor Glossary of Terms Job Titles by Department Instructions for developing the various Tutor content types [INS*]
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK Chapter 2 - Page 6
UPK Reference Manuals UPK Reference Manuals are installed with UPK and are located in the User Productivity Kit/UPK Developer */Documentation/EN/Reference directory. Content Development Content Deployment Content Player Installation & Administration Usage Tracking Administration & Reporting OUM Content OUM Content is available through the Oracle implementation services provider. OUM 5.0 & subsequent releases Oracle Method Project Management Process & Task Reference AIM Foundation V3.0 Process and Task Reference Manual, Vols 1-3 AIM for Business Flows Solution Delivery Guide v1.1
End User Documentation, Adoption, and Learning Method for Oracle Tutor & UPK Chapter 2 - Page 7
Publication Phase
Publish content & train users. (3)
End User Documentation, Adoption, and Learning Project Phasing Chapter 2 - Page 8
Activity Preface
This activity is performed when a documentation or Oracle Applications implementation project has been authorized.
Prior Activity
Method Process Map [RETM0001] Project Planning
End User Documentation, Adoption, and Learning Method - Planning Phase Chapter 2 - Page 9
3.
4.
5.
6.
7.
documents will be used to communicate the defined future state model to the documentation effort? Tool deployment approaches. Will the UPK environment be collaborative and server based or single user? Define control and reporting strategies, standards and procedures. Address risk and issue management with respect to degree of client participation. If the user documentation and adoption and learning activities are being performed by other than the implementing project team, address integration into the project plan, control, and issue management. Define resource management strategies. Documentation resources can come from the implementation delivery organization, external consulting organizations, contract and temporary hires, and from within the client organization. Make sure an approach to managing resources from these potentially disparate entities is addressed. Establish staffing and organization plan. Key resource skills include Tutor and UPK expertise, client business expertise, Applications functional expertise, and technical writing skills. If separate consulting organizations will be involved in the project, establish an approach to integrate potentially differing sets of model documents. It is quite feasible to train client users to become document owners during the course of the project, teaching them Tutor Author skills and writing content in conformance with document standards. This is the preferred approach, as it provides skills into organization that it will need to maintain process documentation once the implementation is finished. It can be useful to contact the Human Resources department of the implementing organization to review the documentation approach with any current employee training group which may exist. Current standards, approaches to employee communications, and policies should be reviewed in light of the impending documentation effort. Implement organization. Confirm availability of all resources for the documentation activity, particularly the document owners. Establish a Document Control office or program for the entire organization. This will be the best way to manage the process going forward. Refer to the Tutor white paper Tutor Top Ten List: Implement a Sustainable Document Management Environment. Establish work plan. The documentation work plan must be integrated with the project plan if an implementation is under way. It is preferable to perform the actual procedure development during one of the later conference room pilots, as the applications specialists, business specialists, and document specialists can be more easily assembled. It is less preferable to develop the procedure content after the applications specialists have departed.
Project Manager, Executive Sponsor, Client Project Manager, Document Administrator, Tutor Consultant, UPK Developer
8. Establish physical resource plan. Server, desktop, network, and classroom provision must be made for the Tutor procedure development, the UPK development environment (multi-user or single-user), the user training environments, and the production environment. UPK developers require access to
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End User Documentation, Adoption, and Learning Method - Planning Phase Chapter 2 - Page 10
the Applications test or training environment to develop simulations with organizational appropriate data.
Project Manager, Executive Sponsor, Client Project Manager, Document Administrator, Tutor Consultant, UPK Developer
11. Define documentation requirements and strategy. Define the detailed scope and schedule of the documentation project. It is important to formally define the relationship of the documentation effort to the development of the future state model. During Conference Room Pilot (CRP) or its equivalent workshop in a project, the official approach to using the Application in the implementing organization is developed. This must be communicated effectively to the resources developing the procedures. The best approach is to have the documentation effort performed in concert with the CRP activity. A less effective approach is to manage the documentation development after CRP, but in that case, it is crucial to identify in advance the means to communicate the future state model to the document developers, using use cases, test scripts or an equivalent. Further, it is important to let the documentation team know in advance how this approach will be managed, to avoid attempts to execute a second CRP activity. Another key issue is whether the effort will include the Help Documents and Courseware as well as procedures and simulations. The list of deliverables is: Procedures. People to People work instructions. Simulations. People to System navigation instructions. If Simulations are developed with the User Productivity Kit, additional MS Word based documents are available automatically, as is the potential for using the output from UPK Developer exported into Mercury Quality Center, to create system process test scripts of the pre go live applications. Help Document Modifications. If the project supports an Oracle Applications environment, modification of Oracle Help Documents creates more effective access to procedural instructions for the users. If procedures are to be deployed into the Applications instance, Help Documents must be modified to link to the Procedures which apply to the individual screens. Tutor Author will do this automatically, but the effort must be managed. Courseware. Procedures provide instructions to users down to the screen level. Courseware is educational material from Oracle University, modified to instruct
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End User Documentation, Adoption, and Learning Method - Planning Phase Chapter 2 - Page 11
users how to use screens for their business. It is intended for use in a classroom environment, as a supplement to procedures. Oracle Tutor maintains baseline procedures known as Tutor Model Documents which are available to use as a starting point for procedure editing. Other baseline content is available which maps to Oracle Accelerators, or which may be produced by outside parties. It is advisable to communicate which set or combination of documents has been chosen to all involved in the documentation effort, so that all parties will understand in advance which content will be the baseline. UPK content is also available for sale to customers. The scope of content is expanding, and the project team should research what is available at the time of the project. Note that the scope of business procedures to be documented will be greater than the scope of Tutor Model Documents. Not all business processes requiring documentation reside in the business flows. If using Tutor Model Documents, use the Tutor Document Register (docreg.xls) found in the Tutor folder as a baseline for this. If using AIM or ABF, use the OBM Business Flow Process Cross Reference (OBM Business Flow Process Xref.xls).
Project Manager, Client Project Manager, Document Administrator, Tutor Consultant, UPK Developer, Document Owner, Auditor, Instructor
15. Define documentation standards and procedures. While the Tutor Model Documents define a standard which is used as-is by many organizations, the content can be modified to suit the implementing organization. This applies to simulations and courseware documentation formats as well. Various issues are to be considered: Management must define how policies will be documented in the procedures. Document owners must define the degree of detail required to appropriately inform users. Auditors guide how the documents must be composed to meet compliance requirements (to eliminate duplicate efforts on the part of an audit team). Instructors must define courseware requirements working with users.
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End User Documentation, Adoption, and Learning Method - Planning Phase Chapter 2 - Page 12
Gather, define, and agree upon requirement for the various document types. One component of content standards in procedures is company policies. It can be useful to contact the HR or Finance departments within the implementing organization to review existing policies, and map them to business processes. In this way, policies such as purchasing dollar limits can be identified and prepared for inclusion in the proper procedures. The Tutor Report Policy to Procedure (POL2PRO) is a useful tool for this activity. It is recommended that if simulations are being developed, the UPK Course Development Standards Guide be studied to assist the implementing organization in defining their templates for simulations in their organization. An approach to linking Tutor Procedures to UPK Topics should be defined. Key standards items to address include: Organization Role name standards Approach to integrating policies to procedures Approach to specifying department or division specific policies or instructions Document Owner responsibilities Procedure to Simulation and Procedure to Applications Help linking Document storage, backup, and backup schedule Note that standards may be continued to be refined through the early development activity, but should be settled prior to significant documentation effort. 16. Produce documentation prototypes and templates. Once the document requirements are signed off and standards defined, templates are created to be used as starting points for the Build Phase.
Project Manager, Executive Sponsor, Client Project Manager, Document Administrator, Tutor Consultant, UPK Developer, Document Owner, Applications Specialist, Document Specialist
17. Conduct initial project team orientation. Present scope, objectives, approach, schedule, training, standards, and work requirements to project team. Confirm the following: the company's financial investment in documentation the importance to the company's future of having current practices clearly defined and distributed relevance to compliance efforts document categories to be developed team work (it is important that all team members work with each other regularly) progress (it is important that document owners complete their work on all required documents by the assigned due dates) importance of an effectively trained end user community to be productive on day one of go-live Review the Document Register and assigning owners to each required document. UPK topics and owners can be added to the Document Register for tracking purposes as well.
End User Documentation, Adoption, and Learning Method - Planning Phase Chapter 2 - Page 13
Team Learning
Project Manager, Client Project Manager, Document Administrator, Tutor Consultant, UPK Developer, Document Owner, Document Specialist, Instructor
19. Conduct project team learning events. Project teams, consisting of both internal and external resources, need to learn key sets of knowledge: Oracle Applications (when appropriate), Oracle Tutor and UPK. If there is Applications education scheduled for the project team, it should be scheduled before CRPs begin, so that the internal team is familiar with the software as the future state model is developed. If UPK delivered content is available to the project, this content is an excellent source for applications training, especially as it does not require an instance be set up yet simulates the application environment. Project teams need to be educated with Tutor software as well. Project team members can conduct self-guided learning by reading the Tutor11i Implementation Guide, and familiarizing themselves with additional Tutor supplied reference material. Based on the project team learning plan, Tutor classes or workshops from Oracle University or Oracle Consulting are presented to the project team to ensure that all team members have the Tutor skills necessary to develop content in the Build Phase. This activity may segue directly into the Procedure Editing Workshop described in the Build Phase. In fact, it is preferable to conduct a joint class and procedure editing workshop where the documentation project team learns to use the software and initial edits or revisions are conducted under the eye of the instructor. In this fashion, everyone learns the correct approach together, and a more homogeneous set of procedures is developed. In this case, the Procedure Editing Workshop task in the Build phase would be combined with this task. UPK Simulation development typically occurs during or after CRP 2, once the training Applications instance contains test data of the implementing organization. Training for UPK can take place at any time after simulation standards are set and before CRP 2. End of activity. Goto Method Development Phase [RETM0012]
End User Documentation, Adoption, and Learning Method - Planning Phase Chapter 2 - Page 14
Project Mgr, Executive Sponsor, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer
Establish physical resource plan. (8)
Project Mgr, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer, Doc Owner , Auditor, Instructor
Define documentation standards & procedures. (15)
Project Mgr, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer, Doc Owner , Auditor, Instructor
Produce documentation prototypes & templates. (16)
Project Mgr, Executive Sponsor, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer
Define documentation requirements & strategy. (11)
Project Mgr, Executive Sponsor, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer, Doc Owner , Apps Specialist , Doc Specialist
Conduct initial project team orientation. (17)
Project Mgr, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer, Doc Owner , Doc Specialist , Instructor
Conduct project team learning events. (19)
End
Method Development Phase
End User Documentation, Adoption, and Learning Method - Planning Phase Chapter 2 - Page 15
Activity Preface
This activity is performed after project planning has been completed and in conjunction with project team learning events.
Prior Activity
Method - Planning Phase [RETM0011]
Business Flow Models provide a top down review of business process activity, supporting an audit friendly perspective. This can help reduce duplicate modeling activity by the training and audit teams. Procedure Development
2.
Tutor Consultant, Document Owner, Document Administrator, Document Specialist, Applications Specialist, Instructor
3. Conduct Procedure Editing Workshop. This should be an extension of the Learning Event(s) described in the Definition Phase. It is very useful to develop the first set of procedures in a group environment with an instructor who can provide answers to frequently asked questions, and critique the initial set of revised procedures. This leads to more uniform content produced by the entire team. This workshop can last from 1-2 days up to 2-4 weeks, depending on the project environment. In some cases, the procedure editing may also be a component of one of the Conference Room Pilots or workshops within an OUM Implementation. The document owner works with the applications specialist to develop the proper combination of policy, business, and application content.
If Model Documents are being used, it may be appropriate to initiate editing by conducting a 'redline' editing session. In this case, paper copies of the procedures are distributed and team members modify them with a red pen. Documentation specialists then make the changes in the softcopy documents and redistribute. As part of this process, the group may want to create a list of valid job titles in the organization. Refer to Job Titles by Department.
Tutor Consultant, Document Owner, Document Administrator, Document Specialist, Applications Specialist
Edit Procedures. Once the workshop has run its course, the team develops the remaining procedures. It is wise to have the team members post their content daily to Oracle Files, or another repository, for protection. See the following Tutor instructions for additional guidance: Reviewing Model Documents Writing a Process Flow Writing a Procedure Review Edited or Audited Procedures Update a Procedure Capturing Application Help Targets Capturing Screen Images Writing an Instruction Writing a Reference Document Link from a Tutor Procedure to a Specific UPK Topic Mode 5. QA Procedure edits. QA is managed in two ways: Compare modified procedures with the standards list and templates to ensure compliance. The Document Administrator runs all documents through Tutor Publisher and prints out key reports. The reports will identify anomalies such as inaccurately named roles, which can be fed back to the procedure development team for correction. See the Reports section in the Tutor Publisher User Manual for a description of the reports. Key report usage and issues include: ACR2SCRN: Actor to Screen Report can be used to validate the accuracy of job role titles and access to key transactions. DISCDOC: Discrepant Document Report is used to ensure that all crossreferences to other procedures are accurate. POL2PROC: Policy to Procedure Report identifies all policies (indicated by bold text in the policy section) referenced for guiding behavior in the procedures. The QA cycle is performed until the content meets standards. For the verification of complete two-way referencing of procedures to Help documents, the QA must be coordinated with the Help Document QA process. If UPK Simulations are being developed, goto task #6. Otherwise, goto task #9. 4.
Tutor Consultant, Document Owner, Document Administrator, Document Specialist, Applications Specialist, Instructor
9. Conduct Applications Help workshop. This may be a component of the original team learning event. 10. Edit Help Documents. For additional guidance, see Capturing Application Help Targets in the Author User Manual. 11. QA Help edits. If building user courseware, goto task #12. Otherwise, end of activity. Courseware Development
See the following Tutor Documents for additional guidance: Writing an Education Overview Creating a Curriculum Writing a Lab Create an Education Abstract Create an Education PowerPoint 14. QA Courseware edits. End of activity. Goto Method Publication Phase [RETM0013]
N B
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist , Instructor
Conduct Procedure Editing Workshop. (3)
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist , Instructor
Conduct Applications Help workshop. (9)
End
Method Publication Phase
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist
Edit Procedures. (4)
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist , Instructor
Edit Help Documents. (10)
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist
QA Procedure edits. (5)
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist , Instructor
QA Help edits. (11)
N A
End
Activity Preface
This activity is performed after the QA on required process documents, simulations, and courseware has been completed.
Prior Activity
Method - Development Phase [RETM0012] Publication
Document Administrator
1. Publish Procedures. See the following Tutor Documents for additional guidance: Building the Tutor Index Publishing Approved Tutor Documents Link from a Tutor Procedure to a Specific UPK Topic Mode Capturing Application Help Targets See also the Tutor Publisher User Manual for specific How-To instructions. Publish Tutor Desk Manuals. Generate Desk Manuals with Tutor Publisher. Desk Manuals are role based indices of the Procedures, automatically created by Publisher. Compile and Publish Courseware into manuals.
2.
3.
UPK Developer
4. Publish Simulations and related MS Word or PDF based documents. Review the Instruction INS1080Y, Linking a Procedure to a Simulation, for information on appropriate setup of production environments to ensure accurate linking. See the following UPK Manuals for How-To instruction: Content Development Content Deployment
Training
An Oracle Applications Training instance with the procedures and modified Help documents loaded will enable users to use the procedures and courseware to generate training transactions without impacting a production instance. A classroom environment with access to either or both of the above to facilitate Instructor lead training. In either event, if Procedures and Simulations are linked, provision must be taken to insure accurate document linking between the two sets of content.
Instructor
11. Conduct User Training
Document Administrator
12. Prepare learning management tool environment.
End Users
13. Take self-paced training. End of activity. Goto Method - Maintenance Phase [RETM0014]
Doc Admin
Publish Tutor Desk Manuals. (2)
Doc Admin
Compile & Publish Courseware into manuals. (3)
UPK Developer
N Publish Simulations & related MS Word or PDF based documents. (4) Learning Management software deployed? N A
Instructor
Conduct User Training (11)
Doc Admin
Prepare learning management tool environment. (12) A
End Users
Take self-paced training. (13)
End
Method - Maintenance Phase
Activity Preface
This activity is performed after production readiness has been verified.
Prior Activity
Method Publication Phase [RETM0013] Training
Employee
1. Participate in new hire learning events. Provide information to new hires regarding role(s) and access to the Tutor Desk Manual Index. New hires can learn the details of their work through self-service study of their role in the desk manual. Note also that when Procedures and Simulations are deployed in the Applications Help environment, end users have continuous access to this content for production support purposes. If New Organization acquired, goto task #2. Otherwise, goto task #3.
Instructor
2. Conduct new organization learning events. Provide information to new organization employees regarding role(s) and access to the Tutor Desk Manual Index. When large groups of employees require training, it may be appropriate to conduct learning events.
Audit
Start Employee
Participate in new hire learning events. (1)
N A
Instructor
Conduct new organization learning events. (2) N
End
End
Method Process Map
Tutor Author
Author simplifies the procedure writing process by providing additional functionality to Microsoft Word. Proprietary toolbars and buttons are installed over Microsoft Word and allow you to do many documenting tasks with one click. Use Author to: Write a variety of process and courseware document types Consistently format paragraphs in a procedure or other process document with hierarchical, logical, pre-defined styles Renumber procedure tasks and directives Create a flowchart of a process or procedure (this feature allows you to keep your narrative text and flowchart graphic of the procedure in sync with one easy click of a toolbar button no more duplication of effort to update a procedure and its corresponding flowchart) Create an HTML version (includes drop down menus for quick access to the desired section of a document, hyperlinks to other documents, and hypersensitive flowcharts) Import PowerPoint content into a Word document Convert HTML files into a Tutor formatted Word document Author also provides 1) a writing methodology that helps you identify and organize procedures and their corresponding support information, and 2) predefined document types that support the organization of this information.
Tutor Publisher
Publisher reads and compiles text information in your Tutor documents for various reporting and distribution outputs. Use Publisher to: Create an index of Tutor documents Generate cross-reference reports based on information contained in the Tutor documents these reports are used to verify document integration Build printed Owner Manuals Build printed or online (HTML) Desk Manuals Build printed or online training guides Batch HTML Tutor documents for online Desk Manuals Generate web pages for easy access to the online Desk Manuals
Tutor system requirements Installing Author Installing Publisher Installing the Oracle Business Process Converter Known Issues in Oracle Tutor 14.0 Verify Tutor Software Installation Setting Options Tutor directory structure Using Word 2007 with Tutor Software
Visio Model to BPA Visio Model to BPM XPDL Model to Tutor XPDL Model to BPA XPDL Model to BPM
Tutor Author
Tutor Publisher X X
Adobe Acrobat 8.0/9.0 (this is a full default installation of Adobe Acrobat, not simply an installation of Acrobat Reader) Any antivirus program capable of detecting Word macro viruses; for example, Symantec AntiVirus A java-compliant web browser that supports cascading style sheets, for example Firefox 2.0 or higher or Internet Explorer 6.0 or higher Oracle Business Process Management Suite 11.1.1.4 Oracle Business Process Architect 11.1.1.3 Java v6.0 or greater
Note: Oracle Tutor supports documents written in the following languages, as well as these language versions of Windows and Microsoft Office: English Western European Eastern European Simplified and Traditional Chinese (Tutor Authors user interface is available in these languages) Japanese (Tutor Authors user interface is available in this language) Korean (Tutor Authors user interface is available in this language) When writing Tutor documents in other languages and interfaces, both Windows and Office must be in the same language as the documents you are writing. Do not mix languages.
Hardware Requirements A minimum 1 Ghz Pentium personal or multimedia computer 2 GB of RAM minimum 5 GB free hard disk space CD-ROM VGA or higher-resolution video adapter (Super VGA, 256-color or higher recommended) Mouse or compatible pointing device X
Tutor Author
Tutor Publisher X
X X Optional X
Using Tutor and Oracle E-Business Suite Online Help One of the Tutor features allows you to customize online help files that reside in the E-Business Suite applications. You can also link the help file to related procedure documents or do the reverse and link Tutor procedures to a particular help file. The E-Business Suite online help files are written in HTML code and are stored in the database. Oracle standards prohibit writing data directly to the database, hence the use of Oracle forms to add and maintain entries to the database. The Online Help works in a similar format. The Oracle Applications Help System Utility has specifically been designed for this Tutor feature that allows the conversion of the HTML online help to Word for editing. This program will extract the online help by product, store the HTML documents in a middle tier (server) and allow conversion to Word and editing to Word documents. Your System Administrator will need to initialize the configuration of the Help System Utility so that it is downloading to and uploading from the correct server. The System Administrator and Document Administrator will need to maintain the language directory and the appropriate product subdirectories while downloading and uploading files. Clients will determine the placement of their documents at installation time. For example, Author and Publisher software tools will be loaded on a PC and the documents loaded on a server. In this instance, the system administrator will need to allocate space to store the downloaded HTML help files. The Document Specialists will need privileges to this server to convert the documents to Word, edit documents and convert the documents to HTML. The Document Administrator (uses Publisher software) may be the designated person at the client site to download the documents to the server. Proper system administration privileges will be required for access to the server. If the middle tier server is a UNIX server, files cannot be directly accessed. The UNIX server will require use of FTP (File Transfer Protocol) to move the files from the middle tier to the database. The Help System Utility is available in Oracle EBS Applications release 11.5.2 and above.
Setting Options
All options in Microsoft Word that would adversely affect the Tutor software if they were not set correctly will be set automatically when the user opens Tutor Author. Below are some required options and recommended options you may want to set in Microsoft Office and Adobe Acrobat. These recommendations are based on many years of using Microsoft and Adobe tools, as well as Oracle Tutor. Microsoft Windows Required before installing Tutor: Turn on the file extensions when viewing files in Windows Explorer. Microsoft Word Viewing: Print layout when reading documents for content and Normal layout when formatting and updating documents Set the Style area width to 0.5 (Tools > Options > View > Outline and Normal Options > Style area width > 0.5) Turn on the Style Bar when in Normal view (Edit > Style Bar) Microsoft PowerPoint From the Tools > Options menu Select the Edit tab Clear Replace straight quotes with smart quotes Select the Print tab Clear Background Printing Select the Save tab Clear Allow Fast Saves (uses system resources) Clear Prompt for file Properties Verify that the Save PowerPoint files as displays PowerPoint Presentation. Warning: do not select any other "save as" option such as PowerPoint 95 & 97 Presentation. Adobe Acrobat 6.0 and higher Each time you generate a student guide, you will be prompted to clear Do Not Send Fonts to Distiller. You can choose to turn off that option each time before you run the student guide, or you can save the conversion options to Print1 so that you do not need to update the setting each time. Internet Explorer From the Tools menu Select Internet Options Select the Advanced tab Select Printing > Print background colors and images
2.
3.
4.
Determine the appropriate location for non-shared files. There are a few intermediate files that should NOT be shared. In addition, the system administrator should consider whether each user needs a separate file location for Tutorgenerated output such as student guides and reports. It is recommended that an environment variable be used for the non-shared files. For example, each user could have a \Tutor directory in his/her USERPROFILE location. This directory could contain the Tutor system files as well as the reports and manuals. Change initialization file to point to non-shared file location. Open \Tutor\Author\Tutor.ini in a text editor Change the WDir key to the appropriate location For example, the key could look like this: WDir=%USERPROFILE%\Tutor Add the following MDir key just below the WDir key (assumes Tutor Author is installed to the C drive) MDir=C:\Tutor\Author Change the Desk Manual, Owner Manual, and Student Guide keys to reflect the appropriate location. DeskDir=C:\Docume~1\%USERNAME%\Tutor\Manuals\Desk OwnerDir=C:\Docume~1\%USERNAME%\Tutor\Manuals\Owner StGuideDir=C:\Docume~1\%USERNAME%\Tutor\Manuals\Student Guide Note that the Publisher configuration fields can only contain 60 characters or less, so you may need to use the Windows short names as shown above. Change the report directory key if appropriate. RepDir= %USERPROFILE%\Tutor\REPORTS Save file. Install a Tutor directory structure for each user. Each system administrator completes this task differently, so there is no installation program for this task. Some customers create a batch file that a user runs the first time they want to use Tutor. Remember, if you choose to have a common location for the manuals and reports, then you do not need to create an individual location for these files. If you choose to have each user create their own directory structure, here is an example batch file: set echo off REM this will move the command line to the appropriate location C: cd \ cd %USERPROFILE% REM this will copy the entire Tutor directory structure as well as appropriate files to the %USERPROFILE%\Tutor location REM it's important that the directory structure is located under Tutor
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
xcopy C:\Tutor\Tutor\*.* /E The directory structure needs to contain Blank.doc as well as the db directory. Here is the minimal directory structure that needs to be copied to each person's individual file location: Tutor Db Blank.doc (simply copy from the \Tutor\Author directory) If you are using the individual file location for the reports and manuals, then the directory structure should appear as such: Tutor Db Reports Manuals Desk Student Guides Owner Blank.doc (simply copy from the \Tutor\Author directory) Create a batch file for the Tutor Publisher icon. You will need to create a batch file for Publisher to run in a shared environment, and then you will need to point the desktop icon for Publisher to this batch file. Change the environment variable and the location of Publish.exe as appropriate. set pddir=%USERPROFILE%\Tutor start C:\Tutor\Publish\Publish.exe Determine which system settings need to be changed. Unfortunately, each system is configured differently, and thus this task is a bit of a challenge. However, here are some system configurations that often need to be set by users in order for Author and Publisher to work correctly. In Windows Explorer, navigate to Tools > Folder Options. Select the General tab. Select Use Windows classic folders. Select the View tab. Select Show hidden files and folders. Deselect Hide extensions for known file types Deselect Hide protected operating system files. In Microsoft Word, navigate to Tools > Options > File Locations. Double-click on Workgroup Templates. Navigate to C:\Documents and Settings\All Users\Templates Click OK. Exit from Word. Double-click on Author icon to test
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
5.
6.
Installation on a network
At this time, Oracle Tutor does not support the installation of Tutor Author on a network due to the traffic between the client and the network required by Microsoft Word. We are working on an alternative architecture that would allow this type of installation in the future. Microsoft Office on a Network Drive Tutor Author will work with a network installation of Microsoft Office, but it is critical that the user have full read/write privileges to the template directory on the network (this location would be set as the "workgroup template" location in Word). The user will need a local template directory as well that is set as the "user template" location in Word. All Author files must be installed locally, and it is possible that a manual installation of Author will need to be performed. Oracle's Support web site (http://support.oracle.com) contains an instruction on how to install Author without using the installation program.
Customized Installations
The installation for Tutor has been made more flexible so that users can edit key files such as the language tables, abbreviation table, flowchart preferences, options, skeletons, and then deploy these customized files to other users. The installation will do the following: 1. Copy any file and/or directory under \Tutor in the installation directory to the selected destination. If you find that you want to use the installation to install just a patch consisting of a few files, simply copy those files in the appropriate directory structure to the installation directory under \Tutor and they will be installed. 2. Copy any template file in the Templates directory to the appropriate template directory as determined by the registry. 3. Copy any DLLs in the DLLs directory to the Windows directory. 4. Allow the user to control the title of the installation. 5. Allow the user to determine specific items to be initialized in the initialization file to overwrite the defaults. 6. Allow the user to change the default directory location for Tutor. Please note that the installation will always install to a Tutor directory. This cannot be altered. The install.ini file in the installation directory controls the installation. For more information on how to edit install.ini in order to customize the installation, please open the file in a text editor and read the instructions at the beginning of the file. The following files and/or directories must always be present for the installation to operate correctly: Tutor directory Readme.txt this file can be customized by the user Install.ini this file can be customized by the user
Network Installer
1. 2. Install Publisher on network server. Tutor Publisher requires a mapped network drive. Note the location of the client installation files. The client installation files will be installed into the Publisher directory: \Tutor\Publish\Publisher Client Installation. Notify the users of the client installation files location.
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User
4. Navigate to the client installation files location. The default client installation location is <network drive>:\Tutor\Publish\Publisher Client Installation\Setup.exe. Install Publisher. This installation will Create the necessary directory structure on your system (these directories will be empty) Create a Publisher icon on your desktop Ask you to reboot your system You will not be able to use Publisher on your system until you have rebooted your system.
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Prerequisites
Desired Functionality Import Tutor procedure to BPA Required Software Tutor Author 14, Microsoft Office 2003 or 2007, Oracle Business Process Architect 11.1.1.3, Oracle Business Process Converter Tutor Author 14, Microsoft Office 2003 or 2007, Oracle Business Process Management Suite 11.1.1.4, Oracle Business Process Converter Tutor Author 14, Microsoft Office 2003 or 2007, Oracle Business Process Architect 11.1.1.3, Oracle Business Process Converter Tutor Author 14, Microsoft Office 2003 or 2007, Oracle Business Process Management Suite 11.1.1.4, Oracle Business Process Converter Tutor Author 14, Microsoft Visio 2003 or 2007 Microsoft Visio 2003 or 2007, Oracle Business Process Architect 11.1.1.3, Oracle Business Process Converter Microsoft Visio 2003 or 2007, Oracle Business Process Management Suite 11.1.1.4, Oracle Business Process Converter Tutor Author 14 Oracle Business Process Architect 11.1.1.3, Oracle Business Process Converter Oracle Business Process Management Suite 11.1.1.4, Oracle Business Process Converter
Import Visio model to Tutor Import Visio model to BPA Import Visio model to BPM
Import XPDL model to Tutor Import XPDL model to BPA Import XPDL model to BPM
Installation information for Tutor Author and Tutor Publisher is located in the Tutor Installation Manual. Please note that there is no auto installer for the Oracle Business Process Converter. 1. Verify Java is installed. If you have previously installed Java, goto task #3. Otherwise, goto task #2. 2. Install Java. Navigate to java.com Install Java 3. Unzip the install package to a temporary folder. If you are installing the converter for BPA, goto task #4. If you are installing the converter for BPM, goto task #15. 4. Make sure that BPA Suite is not running.
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5. 6. 7.
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Locate your BPA Suite directory. The default is C:\Program Files Oracle BPA Suite11g Navigate to \Program Files Oracle BPA Suite11g\LocalServer Copy the installation files to BPA Suite Locate the installation files in the temporary folder Copy all files and subfolders in the BPA\LocalServer directory to the :\Program Files\Oracle BPA Suite<version>\LocalServer Overwrite files if asked Start BPA Import the filter BPA Suite Administration Module (left panel) > LOCAL > Configuration > Conventions > Filter Right-click on Filter Choose Import
Browse to the location of Oracle Tutor BPA Filter.amc This file is located at the same level as the bpa directory within the installation files. Check all the boxes in the dialog box
Click OK 10. Import the Template BPA Suite Administration Module (left panel) > LOCAL > Configuration > Conventions > Template Right-click on Template. Choose Import
Browse to the Oracle Tutor BPMN.act file. This file is located at the same level as the bpa directory within the installation files. Check all the boxes in the dialog box Click OK 11. Verify the reports have been installed.
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Oracle BPA Suite Script Editor (left-side panel) > Local > Reports > Tutor Verify Tutor reports have been installed. 12. Verify the macros have been installed. Oracle BPA Suite Script Editor (left-side panel) > Local > Macros > Tutor Verify Tutor macros have been installed. 13. Add the Macros to the user interface. Oracle BPA Suite Evaluate > Configure Macros Locate Import Tutor Procedure Choose an icon Check the box in the Toolbar column Check the box in the Menu column
Repeat for the following macros, choosing different icons for each macro if desired. Export Tutor Procedure Import Visio Diagram Import XPDL Link imported models 14. Configure user preferences Oracle BPA Suite View > Options > Log In Set the Filter choice to Oracle Tutor BPA Filter You will need to change the server to LOCAL to see the filters.
Oracle BPA Suite View > Options > Model > For New Models > Representation Set Current template to Oracle Tutor BPMN Click on Model type-specific templates Choose Business process diagram (BPMN) and expand the list of available templates Select Oracle Tutor BPMN Click OK from both dialogs to save your changes Oracle BPA Suite View > Options > Model > For New Models > Connections Set Bridge height to 0 Set Rounding intensity to 25 Check the box New connections only right-angled
Oracle BPA Suite View > Options > Model > For New Models > Grid Check Use grid Set both Grid settings to 2 Click OK to close the Options dialog If you are also installing the integration for BPM, goto task #15. Otherwise, end of activity. 15. Install Tutor Integrator for BPM. The appropriate bundles to run BPM must be installed before continuing. Open JDeveloper Navigate to Help > Check for Updates Navigate through the wizard, choosing to add tutor_bpm_integrator.zip from the installation files. End of activity.
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call activities), and Tutor (by editing the "stop and complete" directive to point to the referenced procedure filename). The connector line of some annotation symbols do not correctly import. The text of the annotation will import, but the connector between the annotation and the target symbol will be missing. BPMN Models created from the Trisotech template will import as basic tasks, gateways, and events (i.e. the types denoted by symbols inside each shape will not be converted). The converter will attempt to associate line endpoints that are not glued to the shape that they are close to. However, if the line end is too far from the edge of the shape, it will not be linked and the resulting flow will be treated as disconnected. Such flows will not import into BPA or BPM and will result in discontinuity in a Tutor procedure. BPMN message flows can connect to the boundary of a pool, but not a lane. In some models, a pool boundary and the boundary of a lane inside the pool may be superimposed. As a result, a message flow can easily be mistakenly glued to the lane boundary instead of the pool boundary. The importer will import such flows successfully, but they will be rejected by BPA as invalid connections (BPM and Tutor don't support message flows).
BPA/BPM Conversion Issues 1. If input model contains subprocesses, and when this model is imported into BPM, these subprocesses in BPM are not editable. Here editable means adding any new activity (can be task or event or gateway or subprocess) to subprocesses. This is due to a bug (bug in auto layout algorithm) in BPM. 2. It is not advised to run multiple import/export conversions at the same time in BPM (for example, attempting to import a model while another import is in progress (i.e. status dialog box of one import is still on the screen showing the conversion status. This leads to unexpected results or errors. 3. If input models contain grouped data objects, these objects will not be rendered into BPM. 4. While importing Tutor documents into BPM, upstream and downstream pools of Tutor documents will not be rendered into BPM. 5. As BPM supports only horizontal oriented models, trying to import vertical oriented models will yield unexpected results or errors in BPM. XPDL models can be modified by setting Orientation attributes value to VERTICAL on pool xpdl element and OBPC will convert the pool to horizontal oriented pool. Check xpdl tips and tricks section of the Oracle Business Process Converter manual to set this attribute on XPDL pool element using XSLT. 6. If a user has chosen merge pools option while importing, in the resulting model all pools will be shown as merged pools and all message flows will be converted as sequence flows in BPM. Any extraneous flows will be deleted. 7. Since BPM does not support all types of intermediate / boundary events, all unsupported intermediate / boundary events of BPM will be rendered as None Intermediate / boundary events. 8. BPM Studio has some conditions and rules that are enforced while modeling. Examples include not supporting parallel flows from a task or subprocess unless the task or subprocess is followed by a parallel split gateway. Thus is a model is imported into BPM Studio with non-supported structures and objects, the converter will report the errors on the model. See example below.
It is highly recommended to check models carefully after import before attempting to execute as some BPM conditions may have generated errors. 9. Implementation details will not be captured from the input model. The user will need to provide these details again in BPM to make the model executable. 10. For xpdl issues look at the xpdl tips and tricks section of the Oracle Business Process Converter manual. More workarounds are provided there for some of the known issues.
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14. When importing a model from the Navigator view, BPA may not automatically switch to the Modeler view to display the model when the import is complete. To view the newly imported model, click on the Modeler module icon. 15. If you invoke Export Tutor Procedure when a group (i.e. folder) is selected in the Navigator tree, all models in the selected group will be exported a separate Tutor procedures. If the group contains other groups, all models in all sub-groups (recursively to the lowest level) will be exported.
Testing Installation Verify that the Author icon appears on the desktop Verify that the Author icon is available from Start > Programs > Tutor 2. Select Create a new procedure. 3. Set Word settings according to the "Setting Options" section of the Author user manual (also in Tutor Author's online help). 4. Add a few tasks and actors and directives. 5. Format a paragraph using every button on the toolbar. 6. Renumber. 7. Flowchart. 8. Update Distribution. 9. Add Module Test to the Distribution Section. 10. Save file to the appropriate Draft folder. 11. HTML the file with Enable Support for Online Help turned off. 12. View the HTML version for correct paragraph formats. 13. Open a few large EDU files and Import PPT. Try EDU1043Y in particular EDU1016Y EDU1019Y EDU1332Y Add Module Test to the Distribution section in each document. Save each document. 14. Test Author toolbar formatting buttons. 15. Open two of each doc type and add Module Test to the Distribution section. 16. Save these files to the appropriate Draft folder.
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HTML Options Select: Enable Support for Oracle Applications Online Help 10. Build an index. 11. Create and view all reports. 12. Test Desk Manual menu items. Create Online Desk Manual for Module Test Create Online Desk Manual Index Save Manual TOC for Module Test View Table of Contents for Module Test 13. Create Tutor HTML files (Batch) on all process document folders. 14. View HTML files in APPSHTML folder. 15. Test Owner Manuals menu items. Save Manual TOC for Module Test View Table of Contents for Module Test 16. Test Curriculum menu items. Update Distribution Create a Curriculum by Job Title for Module Test 17. Publish the curriculum.
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18. Rebuild index. 19. Test Student Guides menu items. Build Student Guide from the Model Test curriculum. Build Instructor Guide View guides Build Student Guide from one of the EDUCs Build Instructor Guide from one of the EDUCs View guides
Example: Directory Structure with French (F) and English Documents (US)
Tutor
Author Audit Doc Types HeaderFooter Resource F (French) APPSHTML AP FND PO Draft CODE CURR EDUC PPT FORM HELP AP FND PO INS LABS NAV PROC REF Visio XPDL Final
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CODE CURR FORM EDUC PPT HELP AP FND PO INS LABS NAV PROC REF Visio XPDL Orig CODE CURR EDUC PPT FORM INS LABS NAV PROC REF Visio XPDL HTML Manuals Desk Owner Student Guides Network Publish db Template Reports Tables US APPSHTML AP FND PO Draft CODE CURR EDUC PPT FORM HELP AP
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FND PO INS LABS NAV PROC REF Visio XPDL Final CODE CURR EDUC PPT FORM HELP AP FND PO INS LABS NAV PROC REF Visio XPDL Orig CODE CURR EDUC PPT FORM INS LABS NAV PROC REF Visio XPDL User Manuals
D:\Tutor
HTML
G:\Documentation\North America\Tutor
US APPSHTML AP FND PO Draft CODE CURR EDUC PPT FORM HELP AP FND PO INS LABS NAV PROC REF Visio XPDL Final CODE CURR EDUC PPT FORM HELP AP FND PO INS LABS NAV PROC REF Visio XPDL Orig CODE
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CURR EDUC PPT FORM INS LABS NAV PROC REF Visio XPDL
J:\Documentation\Europe\Tutor
F (French) APPSHTML AP FND PO Draft CODE CURR EDUC PPT FORM HELP AP FND PO INS LABS NAV PROC REF Visio XPDL Final CODE CURR EDUC PPT FORM HELP AP FND PO INS LABS NAV PROC REF Visio XPDL Orig
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
CODE CURR EDUC PPT FORM INS LABS NAV PROC REF Visio XPDL
Requirements
All files in the repository of Tutor process documents must have the same extension across the entire library; either doc or docx. The repository may not contain a mixture of both. In an organization where earlier versions of Word are being used, Office 2007 users must save their documents with a *.doc extension so others may open the documents. Scenario 1 Where some or all users in the organization use Office 2007 All employees install Tutor R12.1 or higher Set Author software to .docx mode by setting the option in the Author > Options > Word > Word 2007 > .docx Publisher user set Tools > Configuration options > Word path and version > 07 Convert all software .doc files (except for blank.doc) to a .docx extension (use ConvertDoc.exe tool located in the Tutor\Author directory) Document Skeletons Student Guide TOC, Chapter, and EDU Convert all documents in the Tutor repository to .docx extension (use ConvertDoc.exe tool located in the Tutor\Author directory) Scenario 2 Where Document Writers use Office 2007 and the Document Administrator uses Word 2003/XP/2000 Document Writers use Tutor R12.1 or higher and save all documents with a .doc extension. Document Administrator uses Tutor R12.0 or R12.1 or higher. If the Document Administrator uses R12.1 or higher, set the following fields: Author > Options > Word > Word 2007 > .doc Publisher > Tools > Options > Word path and version > 03 or XP or 2K as appropriate
Scenario 3 Where Document Writers use Word 2003/XP/2000 and the Document Administrator uses Office 2007 Document Writers use Tutor R12.0 or R12.1 or higher and save documents with .doc extension. Document Administrator uses Tutor R12.1 or higher and sets the following fields: Author > Options > Word > Word 2007 > .doc Publisher > Tools > Options > Word path and version > 03 Note: the Document Administrator sets Publisher to Word 2003 even if he/she is using Word 2007. This is because the files are in .doc form. Scenario 3 Where all employees use Word 2003/XP/2000 to write Tutor documents Users may use Tutor R12.1 or higher and set Author software to .doc mode Author > Options > Word > Word 2007 > .doc Publisher > Tools > Options > Word path and version > 03 or XP or 2K as appropriate
Process Documentation
Tutor process documentation consists of over 25 business process flows, over 250 procedures, plus 260 support documents (forms, instructions, and reference documents.) This integrated repository of model operating procedures covers business activities such as Accounts Payable, Accounts Receivable, Cost Accounting, Credit & Collections, Customer Service, Engineering, Fixed Assets, General Ledger, Human Resources, Information Services, Inventory Control, MRP, Process Manufacturing, Production Control, Product Marketing, Purchasing, and Quality. Why is process documentation so important? Process documentation plays a critical role in the growth of any company. Without standard methods for implementing procedures, a company will soon find that expansion brings complications that can literally be crippling. Establishing standard processes, particularly to meet outside regulatory requirements (such as ISO9000 and Sarbanes-Oxley), through the use of model documents and flowcharts is simply not optional. It must be done. Tutor model policies and procedures: help solve critical software implementation issues are complete documents, including flowcharts are easy to customize to reflect your business practices accelerate the writing process (you don't start with a blank screen) are fully integrated (e.g. purchasing is mapped to AP) reflect a standard, easy-to-read format Tutor provides the following sets of model process documentation EBS specific model process documents are for companies who primarily use the EBusiness Suite of applications along with a mix of other applications. EBS Process Manufacturing specific procedures Applications Unlimited model process documents are for companies who use a mix of other business applications, where none of the applications are the EBS. Positioning and Using the Model Process Documents Tutor model process documents are supplied to customers as baseline material. The process document models are not intended to be used as-is. The expectation is that each customer will modify them to reflect the actual business process to be deployed at their site. While covering a large portion of standard business processes described by Oracle Applications, Tutor model process documents do not claim to cover the Applications completely and are written at a level above the applications "point" or "family pack" releases. Unlike the courseware documents, the
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
process model documents do not reflect Applications point or family pack releases, though customers may certainly add point or family pack details as they modify the process document models. Tutor model process documents provide significant value to customers as both models of well-developed procedures and as an accelerant in developing customer specific documents. Additionally, Tutor's core procedure models are intended to assist the process owners in learning how to write a good procedure. Then the Tutor tools assist in easily creating the additional content needed.
To find EBS COURSEWARE patches only: Select the Description Filter Enter "courseware" in the Description field. 7. Click the Search button. If your search is successful, you may save the search parameters to avoid having to enter the information the next time. You may want to create a few saved searches: one for all Tutor patches, one for software, and one for model documents. Also note that the column headings in the patch search form are active. You can click on one of the column headings to sort the list of patches by that column heading. It is recommended that you do NOT sort by date - a number of old Tutor patches were re-uploaded to My Oracle Support in order to consolidate under the same platform, and this changed the upload date of some patches that were originally uploaded in 2001 and 2002. The patch number is a better indicator of whether a patch is recent or not - the higher the number, the more recent the patch was created.
Consultant Infrastructure
Facility Tools Other Scope of work understood? Timetable agreed? Consultant role defined? Client manager identified? Status reports required? Status report format provided? Expense parameters identified? Consultant added to project e-mail distribution? Telephone installed? Voice mail established? E-mail established? Client-owned PC provided? LAN account established? Multiple LAN logins possible? Multiple LAN connections available? Permission to use consultant PC on client LAN? Permissible to add portable hub or switch to LAN? Personal firewall permissible? 24-hour access to facility obtained? Company or client ID badge provided? Office or cubicle provided? Are working conditions acceptable?
Human Factors
Leadership Executive sponsor identified? Executive sponsor briefed? Project leader identified?
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Document Owners identified? Document Administrator identified? Document Specialists required? If Document Specialists required, how many and have they been identified?
Document Writers Who will help Document Owners create or modify model documents (SMEs or consultants, or Document Owners themselves)? Who will help Document Owners create or modify courseware (SMEs or consultants, or Document Owners themselves)? Trainers Who will deliver the Oracle Applications end user training prior to implementation? If SMEs will be trainers, what is plan for developing their training skills? Other How will knowledge transfer be performed between consultant(s) and SMEs? Are job titles identified? Policy on location of draft or working process documents and courseware files?
Technical Issues
Network Network space adequate? Network speed adequate? Do project leader and Document Administrator have Full Control status on Tutor folders? Can Tutor documents be installed to T:\Tutor, where T: is a mapped network drive? Has ORIG folder been set to read only status? Do all end users have read only access to ORIG folder? Do all end users have write permissions to Draft folder? DOCREG.XLS password protected for all but project leader and Document Adminisrator? Are all Tutor documents backed up daily? Tutor Software License number of Tutor content viewers identified? License is this number adequate? Software on site? Software current? All relevant patches downloaded, reviewed and deployed? Each end users Author and Publisher (as applicable) programs work as expected? If passwords will be used to protect key files, are the passwords documented? Full version of Adobe Acrobat installed on the Publisher PC? If so, does it work as expected?
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DOCREG.XLS updated with relevant documents from applied patches? Other Software Operating system acceptable? Word version acceptable? Security patches and service packs applied? Adobe Acrobat software license obtained? Will Acrobat work with Word version on site? Screen capture software determined? If so, is it available to all process document and courseware writers? Hardware Each end user PC platform adequate (OS, Word, etc.)? Training platform the same as the end user PC platform? Dedicated Publisher PC available? HTML-Related Will modifications to the tutor.css file be required to conform to company intranet requirements? Will Oracle Applications On-Line Help be used? Does Publisher have full permissions to publish HTML files to intranet location?
Customizations
Advanced Installation Will any changes to Author.dot be made? Will language-specific model documents or courseware be required? Will language-specific .rul tables be required? Will language-specific document skeletons be required? Will there be any changes to the abbreviation tables? Have default Document Properties been identified and rolled out to all end users? Have default headers and footers been identified and rolled out to all end users? Are these changes, if any, applied to each end users PC during software installation? Has a company style guide been consulted for any unique requirements? Additional Features Is there a requirement for unique display of standard fields in headers or footers? Is there a requirement for graphics in headers or footers? Will other Word variables be required in documents? Is specific copyright wording for document or HTML-based footers desired or required?
Client Deliverables
User Manuals Have the model process documents been reviewed for suitability to this implementation? Will printed user manuals be required? Does the client have a print shop available? If so, can the print shop produce adequate student guides? If not, how will manuals be printed? HTML-Based Documents Will there be intranet delivery of user manuals? Courseware Have the model courseware documents been reviewed for suitability to this implementation? Will printed student guides be required? Does the client have a print shop available? If so, can the print shop produce adequate student guides? If not, how will manuals be printed? Other Documents Has the Key Events document been modified to include any unique client or company requirements for this implementation? Has the Software Installation document been reviewed and modified for this implementations unique PC platforms?
Training Environment
Facility Is a classroom setting available for Tutor user training? Will each participant have his or her own PC? Is an overhead projector available? Does it work? Does it work with the trainers PC?
Hardware Are the PCs in the classroom adequate for training? Is the software installed on the PCs? Can the instructor slave the PCs or will each user have full control of his or her PC? Can the instructor limit internet or e-mail access during class sessions? Tutor Users Have all document owners been identified? Have all courseware owners been identified?
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Has Tutor training courseware been created or modified for this company? Are student guides printed and available for Tutor user training? Courseware Recipients Have courseware recipients been identified? Are company-specific PowerPoint templates required for delivery of training?
VICE PRESIDENT OF ENGINEERING Director of R&D Sustaining Engineering Manager Sustaining Engineer Component Engineering Manager Component Engineer Engineering Services Manager Document Control Clerk Draftsperson VICE PRESIDENT OF HUMAN RESOURCES Director of Human Resources Human Resources Manager Site/Group Human Resources Representative Recruiting Manager Staffing Analyst Human Resources Specialist Human Resources Administration Manager Employee Activities Supervisor Site/Group Human Resource Information Supervisor Site/Group Human Resources Specialist Director of Compensation and Benefits Benefits Manager Domestic/International Benefits Analyst Compensation Manager Domestic/International Compensation Analyst Position Control Analyst Director of Labor Relations Labor Relations Representative Director of Training and Development Training Manager Employee Training Specialist Director of Facilities Facilities Manager Site/Group Security Manager Site/Group Security Officer Manager of OSHA and Risk Management VICE PRESIDENT OF MARKETING Product Marketing Manager Marketing Support Clerk Customer Service Manager Customer Service Representative
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Marketing Services Manager Business Analyst VICE PRESIDENT OF SALES Regional Manager District Manager District Sales Manager Sales Representative Sales Administrator VICE PRESIDENT OF FINANCE Controller General Accounting Manager Payroll Administrator Accountant Accounting Clerk Accounts Payable Supervisor Accounts Payable Clerk Accounts Receivable Supervisor Accounts Receivable Clerk Cost Accounting Manager Cost Accountant Credit Manager Credit Analyst Director of Financial Planning Financial Analyst Corporate Treasurer Director Investor Relations DIRECTOR OF INFORMATION SERVICES Applications Systems Analyst Information Services Administrative Assistant Computer Operations Supervisor EXECUTIVE COMMITTEES/BOARDS Board of Directors (Chairman of the Board presiding) Change Control Board (managed by Engineering Services Manager) Close Review Board (managed by Controller) Executive Staff Material Review Board (managed by Quality Manager) Tutor Project Team Production Status Board Supplier Quality Board
Format
Tutor documents reflect an eight-character alphanumeric filename composed of a required two mnemonic (indicating document type) and a non-significant, six-character alphanumeric identifier. For example: ??###### ?? = document type ###### = unique alphanumeric identifier A filename may not contain the following characters / \ : * ? " < > | Variations of this naming convention may result in filenames such as PR12345Y, PR123456 or PR_12345, all of which are acceptable.
Values
File Name CO###### CU###### ED###### FO###### HE###### IN###### LA###### NA###### PR###### RE###### coding conventions curriculum education documents form abstracts with optional graphic of form Online help files (not indexed by Tutor Publisher) instructions Practices, guided demonstrations, lab documents navigation instructions procedures reference documents, process maps Description
Additional Information
Filenames may not be reused. Filenames for controlled Tutor documents are assigned by the Document Administrator. This file naming convention should only be used for Tutor documents.
Activity Preface
This activity is performed immediately after the Tutor Orientation and prior to the Procedure Editing event.
Document Owner
1. Verify that each procedure received is required and that the ownership is correct. At this point you are only interested in whether the activity described is performed in your company and whether you are the owner of that activity. Although your owner manual contains support documents (forms, etc.) as well as procedures, you should review procedures first. Once you have determined which procedures are needed, you will have an easier time determining which support documents are needed. Review the Scope of each procedure. Review the flowchart of each procedure, as needed. Determine whether you own the procedure. The following factors may indicate that a procedure is NOT owned by you: the procedure primarily affects another department most of the actors in the procedure are in a department other than yours most of the actors in the procedure report to someone other than you Determine whether the procedure is required. Sort each procedure as it is verified. The procedures are sorted into three piles: procedures that you own procedures owned by other employees procedures not required Procedures that you own Retain for editing at the first workshop. Procedures owned by other employees Attach a note to each procedure indicating probable ownership. Procedures not required Attach a note to each procedure explaining why the procedure is not required. 7. Return the procedures owned by others and procedures that are not required to the Tutor Project Leader. It is critical that you return the procedures not belonging to you as soon as possible. 8. Read each retained procedure for content. Read each procedure in its entirety. 9. DO NOT edit the documents at this point.
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
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Often, questions regarding a particular procedure will be resolved as you read subsequent procedures. 10. Make notes on a separate sheet of paper regarding any questions or issues. 11. Determine the order in which to edit procedures at the Procedure Editing Workshop. Begin with a procedure that covers a familiar and simple activity. End of activity.
Planning
Key to effective content linking is proper planning. During the planning phase, these activities must be coordinated to set up the best approach: Critical path procedures should be identified as subjects for procedure-topic linking. A procedure-topic map should be created to manage the task. If the plan is to link from applications Help files, the same process should be followed. Key transactions within the procedures should be identified for linking. Document standards should include an accurate example of the links. Procedure development should start with Conference Room Pilot (CRP) 1. Links can be added to procedures only after the UPK files containing the related topic have been moved into the production environment. Topic development should start with CRP 2. This is so that customer data will be included in the topics. Context information will by that time be organization specific. Note that the recommended method is to create UPK Player content per application module. Early in the content creation process, you must determine where the Tutor and UPK content will reside for easy access by your employee end users. The UPK production web server should be established as a permanent production environment. This is so that links from procedures will work whether the procedures are deployed on a training server or in an Applications instance. Once all the UPK
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
Topics have been created, published, and stored in the production environment, you can link to them from the appropriate task in the Tutor procedure. The Document Administrator should provide an access standard to the document owners, identifying the file structures of the topics by name. Security should be established to allow all users viewing access.
Deploy Content
Tutor recommends storing Tutor and HTML content in a folder structure that will support relative links. Relative links (as opposed to absolute links) require very little maintenance. Tutor's standard hyper linking method uses relative links. To support relative links from Tutor to UPK content, the Tutor HTML and UPK player folders MUST reside at the same level. For E-Business Suite users, Tutor HTML content can be stored in the help database (which resides on the middle tier) and UPK content can also reside on the middle tier of the EBS application. This means relative links can be used when storing Tutor and UPK web content on the EBS middle tier. Recommended storage and deployment folder structure: On a Web Server: Path to Tutor HTML content = \WebServer\TutorHTML Path to UPK player content = \WebServer\UPKPlayer On the middle tier of the E-Business Suite: Tutor HTML content is stored in OA_HTML UPK player content is stored in OA_MEDIA The path levels where these two OA* directories reside may vary from company to company. However, in Oracle's example instance (Vision), the OA_MEDIA and OA_HTML directories reside at the level after the server name. Example path for the Tutor HTML file, PRO1180Y: http://<servername>/OA_HTML/help/topics/iHelp/HelpServlet/US/FND/@PRO1180 Y The Tutor HTML file resides after the FND directory that is seven directory levels from the OA_HTML folder. A relative link in the Tutor document to UPK content would require seven slashes ../ To deploy UPK content in the EBS help system, refer to the various user documentation manuals that are provided with the UPK developer software.
Link Content
Link from a Tutor procedure task to the corresponding UPK topic
This is the preferred method of linking Tutor and UPK content because it allows end users to "drill down" from the high-level procedure content to the specific "How To" complete a system transaction content. Your company must decide which mode (see it, try it, know it) to present to the end user accessing the link. For details, see the instruction Link from a Tutor Procedure to a Specific UPK Topic Mode. For more information on linking and launching UPK simulation topics from a other applications, please read the UPK reference manual on Content Deployment. Look for a chapter called Launch Content from Other Applications. This chapter will be in a different reference manual depending on the version of UPK developer installed.
Activity Preface
This activity is performed when an organization is implementing both Oracle Tutor and Oracle UPK for procedure documentation and application training. Assumptions: procedures have been written in Tutor format UPK topics have been created and published to a Player Tutor HTML content and UPK player content reside at the same folder level to enable relative hyper links UPK topics have been mapped to the appropriate Tutor format procedures and captured in a mapping document (any format you use, excel, word, what ever) Assumed folder structures on a web server or local PC Path to Tutor HTML content = \TutorUPK\HTML Path to UPK PlayerPackage content = \TutorUPK\Publishing Content
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Link from a Tutor Procedure to a UPK Topic (Web Server) Chapter 6 - Page 7
View the list of UPK topic titles. Determine which UPK topics can be mapped to the appropriate procedure task. Document Owners should be very familiar with the procedures they own and thus be able to do this mapping very easily. 6. Open the Tutor procedure requiring links to the UPK topic. 7. Scroll to the task where you wish to add a link in context. Add a system reference if one does not already exist. See the Procedure Style Guide or the instruction Formatting System References to correctly add system reference information. Add a blank line under the system reference and format the paragraph with Note 1, 2, or 3 paragraph style as defined by project standards. Type the text View Topic. You may want to include the topic name as a reference, such as Maintain Purchase Order. 8. With the procedure open, go back to the kp.html file that is opened in the browser. 9. Decide on the mode you want use (Tutor method recommend using the Try It mode). The kp.html document contains URLs for the various play back modes. 10. Right click the preferred mode link and select copy shortcut. Recommendation: Use Try it mode 11. Go back to the open procedure and place your cursor where you want to paste the link. 12. Paste the shortcut into the procedure. Web Server example of a complete URL to the Try It Mode http://<servername>/TutorUPK/Publishing Content/PlayerPackage/ORACLE/2366A61D/dhtml_kp.html?TpcFile=55D0953B/TOPI C.HTML&Mode=T&Back The tail end of the shortcuts will look different for each mode See it: /TOPIC.HTML&Mode=S&Back Try it: /TOPIC.HTML&Mode=T&Back Do it: /TOPICG.HTML&Mode=D&Back 13. Remove the beginning URL information up to the /Publishing Content folder.
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Link from a Tutor Procedure to a UPK Topic (Web Server) Chapter 6 - Page 8
From this: http://<servername>/Publishing Content/PlayerPackage/ORACLE/2366A61D/dhtml_kp.html?TpcFile=55D0953B/TOPI C.HTML&Mode=T&Back To this: /Publishing Content/PlayerPackage/ORACLE/2366A61D/dhtml_kp.html?TpcFile=55D0953B/TOPI C.HTML&Mode=T&Back 14. Add two periods in front of the first slash to create the relative link syntax. ../Publishing Content/PlayerPackage/ORACLE/2366A61D/dhtml_kp.html?TpcFile=55D0953B/TOPI C.HTML&Mode=T&Back 15. Put square brackets around the URL and underline the title and URL including the end square bracket. The underline turns it into a hyperlink when you use Tutor Author's convert to HTML feature. Web Server example
Create additional hyperlinks as identified in the procedure-topic mapping document. Save the procedure. Create an HTML version of the procedure. Upload the HTML procedure to the Web Server and test the links. Fix links as appropriate and retest if they do not work the first time. End of activity.
Link from a Tutor Procedure to a UPK Topic (Web Server) Chapter 6 - Page 9
Activity Preface
This activity is performed when an organization is implementing both Oracle Tutor and Oracle UPK for documentation and training. Assumptions: procedures have been written in Tutor format UPK topics have been created and published to a Player Tutor HTML content and UPK player content reside at the same folder level to enable relative hyper links UPK topics have been mapped to the appropriate Tutor format procedures and captured in a mapping document (any format you use, excel, word, what ever) Folder structures on the EBS help system The path levels where these two OA* directories reside may vary from company to company. However, in Oracle EBS, the OA_MEDIA and OA_HTML directories reside at the level after the server name. Path to Tutor HTML content: http://<servername>/OA_HTML/help/topics/iHelp/HelpServlet/US/FND/ Path to UPK player content: http://<servername>/OA_MEDIA/PlayerPackage/kp.html
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Link from a Tutor Procedure to a UPK Topic (EBS Help System) Chapter 6 - Page 10
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See your UPK User manuals to find where the kp.html file is located for your particular version of UPK. Open the kp.html file in a browser window. Following is an example of the contents of a kp.html file.
View the list of UPK topic titles. Determine which UPK topics can be mapped to the appropriate procedure task. Document Owners should be very familiar with the procedures they own and thus be able to do this mapping very easily. 6. Open the Tutor procedure requiring links to the UPK topic. 7. Scroll to the task where you wish to add a link in context. Add a system reference if one does not already exist. See the Procedure Style Guide or the instruction Formatting System References to correctly add system reference information. Add a blank line under the system reference and format the paragraph with Note 1, 2, or 3 paragraph style as defined by project standards. Type the text View Topic. You may want to include the topic name as a reference, such as Maintain Purchase Order. 8. With the procedure open, go back to the kp.html file that is opened in the browser. 9. Decide on the mode you want use (Tutor method recommend using the Try It mode). The kp.html document contains URLs for the four play back modes. 10. Right click the preferred mode link and select copy shortcut. Recommendation: Use Try it mode 11. Go back to the open procedure and place your cursor where you want to paste the link. 12. Paste the shortcut into the procedure. EBS help system example of a complete URL to the Try It Mode http://<servername>/OA_MEDIA/UPK/PlayerPackage/ORACLE/0B778FC6/dhtml_kp. html?TpcFile=F4ABD27A/TOPIC.HTML&Mode=T&Back The tail end of the shortcuts will look different for each mode See it: /TOPIC.HTML&Mode=S&Back Try it: /TOPIC.HTML&Mode=T&Back Do it: /TOPICG.HTML&Mode=D&Back 13. Remove the beginning URL information up to the /OA_MEDIA folder.
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
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Link from a Tutor Procedure to a UPK Topic (EBS Help System) Chapter 6 - Page 11
From this: http://la0076.oracleads.com/OA_MEDIA/UPK/PlayerPackage/ORACLE/2BB9EF6B/dht ml_kp.html?TpcFile=77FB6653/TOPIC.HTML&Mode=T&Back To this: /OA_MEDIA/UPK/PlayerPackage/ORACLE/2BB9EF6B/dhtml_kp.html?TpcFile=77FB6 653/TOPIC.HTML&Mode=T&Back 14. Add seven sets of ../ in front of the first slash to create the relative linking syntax. ../../../../../../../OA_MEDIA/UPK/PlayerPackage/ORACLE/2BB9EF6B/dhtml_kp.html?Tp cFile=77FB6653/TOPIC.HTML&Mode=T&Back The Tutor HTML file resides after the FND directory that is seven directory levels from the OA_HTML folder. A relative link in the Tutor document to UPK content would require seven slashes ../ NOTE: You will have to test to see how many sets of ../ are needed for links to work in your environment. It could be different.. 15. Put square brackets around the URL and underline the title and URL including the end bracket. The underline turns it into a hyperlink when you use Tutor Author's convert to HTML feature. EBS Help system example
16. Create additional hyperlinks as identified in the procedure-topic mapping document. 17. Save the procedure. 18. Create an HTML version of the procedure. WARNING: When creating the HTML version of Tutor documents that will reside in the EBS help system; use the correct HTML option in the Tutor Author or Publisher program. The correct HTML option is to check Enable Support for Oracle Applications Online Help. See the Author User Manual for more information on Author and Application Help. 19. Upload the HTML procedure to the EBS Help System and test the links. Fix links as appropriate and retest if they do not work the first time. End of activity.
Link from a Tutor Procedure to a UPK Topic (EBS Help System) Chapter 6 - Page 12
Link from a Tutor Procedure to a UPK Topic (EBS Help System) Chapter 6 - Page 13
Activity Preface
This activity is performed when an organization is implementing both Oracle Tutor and Oracle UPK for documentation and training. This activity assumes procedures have been written, in Tutor format, and the Tutor HTML content and UPK player content resides at the same folder level to enable relative hyper linking. Assumed folder structures on a web server Path to Tutor HTML content = \WebServer\TutorHTML Path to UPK player content = \WebServer\UPKPlayer Assumed folder structures on the EBS help system The path levels where these two OA* directories reside may vary from company to company. However, in Oracle's example instance (Vision), the OA_MEDIA and OA_HTML directories reside at the level after the server name. Path to Tutor HTML content: http://<servername>/OA_HTML/help/topics/iHelp/HelpServlet/US/FND/@PRO118 0Y Path to UPK player content: http://<servername>/OA_MEDIA/UPK/ORACLE/index.html
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With the procedure open, use Windows Explorer to navigate to the UPK player folder to which you plan to link. You do not want to invoke the player; you just want to get in the base file structure. For content residing on the EBS middle tier, you may not have permissions to access those folders. In that case, ask the system administrator to forward the path to the UPK player index.html file. If formatting links for content that resides on a Web Server, goto task #6. If formatting links for content that resides on the EBS help system, goto task #8. 6. Remove the beginning URL information up to the /UPKPlayer folder. From this: http://<servername>/UPKPlayer/index.html To this: /UPKPlayer/index.html 7. Add two periods in front of the first slash to create the relative linking syntax.
../UPKPlayer/index.html
Goto task #10. 8. Remove the beginning URL information up to the /OA_MEDIA folder. From this: http://la0076.oracleads.com/OA_MEDIA/UPK/Player/index.html To this: /OA_MEDIA/UPK/Player/index.html 9. Add seven sets of
../ in front of the first slash to create the relative linking syntax. ../../../../../../../OA_MEDIA/UPK/Player/index.html
The Tutor HTML file resides after the FND directory that is seven directory levels from the OA_HTML folder. A relative link in the Tutor document to UPK content would require seven slashes ../ 10. Put square brackets around the URL. Web Server example: [../UPKPlayer/index.html] EBS Help system example: [../../../../../../../OA_MEDIA/UPK/Player/index.html] 11. Add a title to the URL 12. Underline the title and URL. Web Server example:
13. Create additional hyperlinks as identified in the procedure-topic map. 14. Save the procedure. 15. Create HTML version of the procedure. WARNING: When creating the HTML version of Tutor documents that will reside in the EBS help system; use the correct HTML option in the Tutor Author or Publisher program. The correct HTML option is to check Enable Support for Oracle Applications Online Help. See the Author User Manual for more information on Author and Application Help. 16. Upload the HTML procedure to the Web Server or EBS Help System and test the links. Fix links as appropriate and retest if they do not work the first time. End of activity.
E-Business Suite (EBS) courseware content and UPK content Chapter 6 - Page 17
Activity Preface
These tasks are performed whenever a Tutor format version of a Job Aid is required. Reasons to convert a Tutor format version of a UPK Job Aid are as follows: To include Job Aid content in a Tutor generated Student/Instructor Guide To create Tutor Publisher impact analysis reports to track which UPK topics are referenced in various procedures.
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Actor
Conditional directive
Courseware Curriculum
Document Owner
Edit
A document type into which the Education PowerPoint content is imported for the eventual creation of student and instructor guides. Material developed to teach a specific job skill or topic; usually developed specifically for use in a classroom. A document containing high-level training information focusing on a specific skill or concept. Material developed (in PowerPoint) to teach a specific job skill or topic; usually developed specifically for use in a classroom. A PowerPoint document containing high-level training information focusing on a specific skill or concept. A document composed of the education overview or abstract itself plus all of the documents that it references, inserted at the point of the reference. Any reference (within a document) to another centrally controlled Tutor document. A graphic, abbreviated representation of a procedure or instruction. A document used to record, track, route, and retain information of a predictable, recurring nature; often used to support computer data entry. A document that describes the purpose and use of a business form, including the forms physical characteristics, its routing and retention, and employees (by job title) who use the form. A generic, descriptive job title (such as Requester) that is used when multiple actors are associated with a task. A step-by-step instruction to help assist the instructor demonstrate the navigation throughout the application. The documentation of a single task within an activity. The first section of a Tutor document, where Distribution and Ownership are identified. The introduction may also include other sections, such as Scope. An end-user training guide comprising one or more education overviews with Instructor notes. The specific data within Tutor documents that are identified and used by Publisher, including job titles, external references, system references, etc. A courseware document comprising exercises, labs, and/or proficiency tests that is specifically designed to support an education overview. A specialized instruction focusing on the use of a software application to complete a task. A Navigation Instruction contains point, click, and data or field entry details. See Document Owner.
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
Education PowerPoint
Form abstract
Labs
Navigation instruction
Owner
Owner manual
A compilation of all of the documents owned by a particular job title (e.g., all of the documents for which the Materials Manager is responsible). A statement of corporate goals, rules, or structure that (1) is binding and (2) affects the performance of an activity. A document that prompts the student to work through the steps based on a task performed by the instructor. The solution is located after the practice with detailed steps included. A statement that describes the high-level sequence of actions required to complete an activity. The complete documentation of an activity, including the policies governing the activity, the tasks performed in the completion of the activity, and the persons (by job title) who perform the tasks in the activity. A category of document that includes any document required by an employee to perform his/her job effectively; process documents reflect actual practice, are audited regularly, are kept up to date, and are distributed to all affected employees. A higher-level document than a procedure. A process flow shows how procedures interact--how an entire process from start-to-finish is completed. To initiate the distribution of an approved document. In the Tutor environment, to publish a document means to copy it into the Tutor repository. For a process document, this may also involve creating an HTML version of the document for electronic access. A phrase used to describe the conditions that affect secondary tasks. A document used to convey guidelines or parameters required to complete a task or activity - for example, checklists, tables, and charts. "Relative" means you don't include the whole URL; you just define the file you're linking to by its relative position to the current file. Summarizes the primary duties for each job title associated with tasks in the procedure. Defines what a document covers (and does not cover). A statement that describes the actions required to complete a primary task. (Secondary tasks provide the how to detail for a primary task.) A Word document provided in Tutor that serves as a template for creating a particular document type, such as a procedure. An end-user training guide comprising one or more education documents.
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
Policy Practice
Process document
Process Map
Publish
System box
A reference to an application software program that includes at a minimum, the product name and the screen/window or form name that is used to complete a task. The system box may also include the navigation path to the screen used to complete the task. A reference to an application software program and the screen/window or form name used to complete a task. Example: Oracle Payables > Expense Reports A single action performed by an employee in the completion of an activity. The portion of a procedure or instruction where the activity is described in detail. A formatting tool used by Microsoft Word to predefine font, paragraph, and page format. All of the Tutor\Final directories maintained on the central publishing system. A directive that points to a task or activity without specifying a condition. To modify a computer file; to incorporate edits by modifying the corresponding computer file.
System reference
The Tutor Glossary of Terms can be updated to include terms for your organization.