ICTICT408 - Create Technical Documentation - Information Technology Project - Determine and Confirm Client Business Requirements - IT Assessment Answer

Assessment Task:

ICTICT408:  Create Technical Documentation IT Assessment Answer

PART A

Question 1: Organisation structure
Create an organisation chart to show the new management structure of Do it Now Deliveries. Identify the new staff on the organisation chart and their positions within the organisation.  Create or paste your organisation chart in the space provided at Appendix B.

Question 2: Business problem summary
Write a summary identifying the business problem. Your summary should contain no more than three sentences.
Write your summary in the space provided at Appendix C.

Question 3: System boundaries
Create a system context diagram to show the following features:
•    the system that is the focus
•    the external entities
•    the relationships and data flow between the system and the external entities.
Create or paste your system context diagram in the space provided at Appendix D. 

 
Question 4: Information gathering
A.    Create a list of resources including the stakeholders you want to gather more information from. 
B.    Include the method you would use to gather this information, the reason why you chose this method and the type of information you would gather. 
Complete Appendix E with this information. 

Question 5: Questionnaire and cover letter
A.    Create a questionnaire for accounting staff to complete so that you can gather information about:
•    how they currently back up their work
•    whether they have access to the shared network drive on the accounts server
•    what size files they generally work with in the accounting system
•    what files they need to back up.
The questionnaire must be presented professionally. It will probably be used again if the solution turns out to be effective and is rolled out to the entire company. You could create the questionnaire as a word processed document or use an online questionnaire tool. If an online questionnaire tool is used, submit images of the questionnaire or include a link to the questionnaire. 

B.    Create a cover letter that: 

1.     clearly states the purpose of the questionnaire
2.     assures confidentiality 
3.     specifies a deadline for the return of the completed questionnaire.

Complete Appendix F with this information.

Question 6: Oral interview (audio recording required)
Role play 1
You need to interview Gary Jazger (IT Manager) to obtain further details that might not have been provided in the case study. For example, you need to ask him how often the backups should occur. 
A.    Create a list of questions you need to ask Gary (maximum five).
B.    Ask a friend, family member, fellow student or colleague to participate in a role play. She or he will play the part of Gary Jazger. Tell them it will take 30 to 60 minutes of their time. You need to give them the role play 1 instructions in Appendix G. Allow them enough time to read the instructions to prepare for the role play. 
C.    Perform the role play and make an audio recording of the conversation. The recording should be no more than five minutes. 
In your conversation you need to demonstrate the following skills:
•    The use of plain English
•    Effective listening techniques
•    Questioning techniques 
D.    When you have finished your audio recording, listen to it and make sure you have demonstrated the three skills above. 
E.    Name your file as ‘3239301RolePlay1_yourname’ and Upload your file to OpenSpace with your assessment document.
 

Question 7: Business problem statement and substantiation
A.    Write an email to Gary Jazger and Lyn Sunge documenting the business problem statement for the Do it Now Deliveries company. Request their substantiation of the business problem within two business days.

B.    When you send this email, you notice that it has not left your outbox. Provide a list of at least three steps you would take to troubleshoot this problem.  
Complete Appendix H with this information. 

Question 8: Identify requirements
Write three user stories to cover the needs of the bookkeeper, IT team leader and IT support technician. Use this format:
As a <type of user>, I want <some goal> so that <some reason>. Complete Appendix I with this information.

Question 9: Requirements document 
A.    Write a requirements document for the Do it Now Deliveries Company. Refer to some of the information in previous questions, e.g., the system context diagram, to help you with this question. Then complete Appendix J with the following:
•    information about two different commercial backup software applications for servers; include the operating system the software runs on and a link to the information
•    write a short management summary (two or three paragraphs) including:
-    what the application will be used for
-    who will use the application and the features they will use
-    which application you recommend for the solution
•    at least two functional requirements for the application, and two non-functional requirements
•    two paragraphs outlining the training and support requirements including how the training will be provided
•    a glossary of three or more technical terms
•    a sign-off sheet
•    details of version control in a table. 

B.    Explain (up to 200 words) the process you would follow for gaining client approval for your requirements document. Also explain how you would gather and track feedback from your client that would enable you to provide a record of the changes you have made.

C.    You must submit this version of the requirements document. You will also submit a final version after completing Question 10. 
Complete Appendix J with this information.

Question 10: Update requirements document
A.    Gary Jazger has reviewed your requirements document. He wants you to create a new version and make the following changes:
•    Update the budget amount to $1500.
•    List the departments that are out of scope (excluded) for this project.
•    Identify the intent to eventually extend the solution to additional applications (and all teams in Do it Now Deliveries) in the future. Consider the licence implications for the product you have selected.

B.    Complete these updates, including the version control table and submit this new version of the document for final approval.
Complete Appendix K with this information.
 
PART B
Create a technical document (up to three pages) to provide the Accounting team with information about how the new backup utility software works and the team’s requirements for naming and saving their files. 

Question 1: Oral communication (audio recording required)

Role play 2
You need to talk to Gary Jazger (IT Manager) to clarify the documentation requirements and the needs of the target audience. 
A.    Before you talk to Gary, write down your own ideas about the documentation requirements and needs of the target audience. Complete Appendix L with this information.   
B.    Ask a friend, family member, fellow student or colleague to participate in a role play. She or he will play the part of Gary Jazger. You need to give them the role play 2 instructions in Appendix L. Allow them enough time to read the instructions to prepare for the role play. 
C.    Perform the role play and make an audio recording of the conversation. The recording should be no more than five minutes. The purpose of the conversation is to tell Gary your approach and to seek his feedback. 
In your conversation you need to demonstrate the following skills:
•    The use of simple and relevant language to confirm understanding of requirements, present information and obtain feedback 
•    Effective listening techniques
•    Questioning techniques 
D.    When you have finished your audio recording, listen to it and make sure you have demonstrated the three skills above. 
E.    Name your file as ‘3239301RolePlay2_yourname’ and Upload your file to OpenSpace with your assessment document.
 

Question 2: Industry standards and policies
A.    List three industry standards and three policies you should comply with before designing this document. 
B.    Explain why the standards and policies you listed are important.
Complete Appendix M with this information.

Question 3: Document and confirm the scope
A.    Complete a scope statement for the documentation required using these headings:
•    Aim 
•    End result 
•    Parameters 
•    Resources 
•    Exclusions 

B. Write an email to Gary Jazger and Lyn Sunge requesting them to confirm the scope of work within two business days. Complete Appendix N with this information.

Question 4: Identify information requirements and layout

A.    Use a technique you have learnt, e.g., brainstorming or mind mapping, to identify information requirements for the technical document. 
B.    Submit images of the output from the technique you used with your work. 
C.    Describe the approach (approximately one page) you will take to design the structure of the document making sure you apply the principles of good documentation. List the search and reference features you might include. Complete Appendix O with this information.

Question 5: Create template and style sheet
A.    Create a template and style sheet for the technical document. 
The template can use styles similar to what you see in the Do it Now Deliveries ‘Order Notification Quick Reference Guide’. The template must include font face, font size and indentation styles for these elements:
•    heading 1
•    heading 2
•    bullet list
•    numbered list
•    footer
The style sheet must include a section of general information about the style, and guidelines for how you would standardise the writing of five key terms. 
B.    Discuss (up to 100 words) the importance of these tools. What would you do to you convince a team of technical writers to use your template and style sheet. 
Complete Appendix P with this information

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