Worksheets for the eDocumentation Process Tasks. The Worksheets guide and verify the Policy, Process, or Procedure being developed.

1. eDocumentation™ Process
Selection of Worksheets

2. Audience Evaluation Worksheet
Audience Evaluation Worksheet
Date:
Purpose: To evaluate the audiences and determine their needs and characteristics.
Functional Area:
Owner:
eDoc Phase: Plan
eDoc Prerequisites:
Deliverables: Completed Supplemental Audience Evaluation Worksheet, identifying all audiences.
Cpt Task Notes Initials
Describe required content and subject matter for each
Audience
Policies, Processes, and Procedures document set.
Primarily require the following document types:
Policies
Processes
Procedures
Checklists
Job aides
Identify the following for each Audience
Location of each Audience
Size of each Audience for each location
Languages used by each Audience
Primary or secondary Audience
Identify Audience individual needs
Percentage of the total materials that the Audience will use
Audience job description
Materials critical to their job
Worksheet - Audience Evaluation - Master.doc Page 1 of 3

3. Audience Evaluation Worksheet
Cpt Task Notes Initials
Use of materials (reference, job aid, etc.)
Required level of detail
Support of Audience after training
How the Audience receives updates
Determine how the Audience locates documents
Search criteria
Metadata
Manual books
Folder system
Determine how the Audience solves problems
Ask another person or subject matter expert
Center of Excellence
Existing Policies, Processes, and Procedures
Online help
Notes
Biggest problem-solving issue
Other methods
Determine the Audience work environment
Customers on phones
Transaction driven work
Group work
Individual work
Critical deadline dates
Control point
Other methods
Worksheet - Audience Evaluation - Master.doc Page 2 of 3

4. Audience Evaluation Worksheet
Notes:
©2010 by Knowledge Process, Inc. All rights reserved
Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy Policy
Worksheet - Audience Evaluation - Master.doc Page 3 of 3

5. Content Audit Worksheet
Content Audit Worksheet
Date:
Purpose: To determine Content and documentation that is currently available, who uses it, and its age.
Use the Content Audit.xls.
Areas: Enterprise Functional Area Department Other:
Function:
Owner:
Boundaries: Start: End:
eDoc Phase:
eDoc Prerequisites: Plan
Deliverables: 1. Completed Content Audit Worksheet. Use Content Audit.xls.
2. Inventory of existing documentation.
Cpt Task Notes Initials
PART 1: Determine any existing documentation
1. Determine available Content
Legacy documentation
Existing notes
Job descriptions
Organization charts
Policies, Processes, and Procedures
Process maps
System functionality
System requirements
Training materials
Vendor manuals
Other
New documentation
Existing notes
Job descriptions
Worksheet - Content Audit - Master.doc Page 1 of 4

6. Content Audit Worksheet
Cpt Task Notes Initials
Organization charts
Policies, Processes, and Procedures
Process maps
System functionality
System requirements
Training materials
Vendor manuals
Other
PART 2: Evaluate existing Documentation / Content
2. Procedure evaluation
Content designed for:
Primary audience
Secondary audience
Gap analysis.
Requires new Content
Missing information
Duplicate or overlap
Requires consolidation
Obsolete or unnecessary
Able to be converted to new Process / Procedure
Identify Complexity.
High – If the complexity is high, how was the
Content simplified (for example, graphic, process
flow of major steps)
Medium
Low
3. Determine writing style of existing Content and the
amount of rewrite required to meet standards
Proper detail level required for audience
Document template and styles
Document is easy to read
Worksheet - Content Audit - Master.doc Page 2 of 4

7. Content Audit Worksheet
Cpt Task Notes Initials
Simple writing
Consistent writing syntax and style
Active voice and present tense
Proper headings
4. Template and styles
Proper use of template
Proper use of styles
If numbered steps, use of SEQ field
Template and styles meets your requirements
5. Metadata - Determine tasks for the following
Enterprise metadata
Audience
Compliance
Country / department / enterprise / functional area
Expiration date
Government / Legal requirement
Title and department owner
Priority (high, medium, low)
Related Policy
Responsibility
Review date
Functional area or department metadata required
6. Determine age of Content
Note the age of each set of Documentation / Content in Step
1.
Is Content over 5 years old?
Is Content based on legacy systems?
Part 3: Determine audiences for existing Content
7. Determine audience for Content
Determine each audience that may be able to use the
Content.
Worksheet - Content Audit - Master.doc Page 3 of 4

8. Content Audit Worksheet
Notes:
©2010 by Knowledge Process, Inc. All rights reserved
Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy Policy
Worksheet - Content Audit - Master.doc Page 4 of 4

9. Content Research Worksheet
Content Research Worksheet
Date:
Purpose:
Areas: Enterprise Functional Area Department Other:
Subject Matter:
Owner:
Boundaries: Start: End:
Audience:
eDoc Phase: Build
eDoc Prerequisites: Project Scope and Objectives, Content Audit and Evaluation, Audience Evaluation, Content
Classification
Deliverables: Determine what is to be researched
Determine method and tool used for research
Researched content
Cpt Task Notes Initials
Determine project dynamics
Enterprise implementing new strategic plan for the
organization.
Research has been performed that outlines new Policies,
Processes, and Procedures.
Extensive new Policy will be or has been developed and I
created.
Note: Documentation developer does not establish Policy
but reviews Processes and Procedures to determine if they
adhere to Policy.
Existing Processes and Procedures require review and/or
updating.
Determine the level of knowledge that exists among subject
matter experts for the new Policies, Processes, and
Procedures.
Conduct audience evaluation
Verify eDocumentation Process™ Audience Evaluation
task completed.
Determine research tools and methods for audience
Worksheet - Content Research - Master.doc Page 1 of 4

10. Content Research Worksheet
Cpt Task Notes Initials
Determine research tools
Collaboration (e.g. SharePoint)
Document workspaces
Teleconferencing
Web conferencing (Webex)
Web meeting tools
Company portals / web sites
Determine available research methods
Warroom
Questionnaires
Surveys
Focus groups
Face-to-face meeting
Web based or public sources
Hands on research
Walk-thrus
Determine audience knowledge of tools and methods
Comfortable using tools and methods
Familiar and able to use tools and methods
Match tool to method (e.g. Focus group (method)
uses Web conferencing (tool).
Organize existing documentation and materials
Policies, Processes, and Procedures
Systems / Transactions
Management documentation
Design and requirements documents
Test plans and scripts
Training curriculums and programs
Other:
Review existing documentation for value
Worksheet - Content Research - Master.doc Page 2 of 4

11. Content Research Worksheet
Cpt Task Notes Initials
Existing Documentation / Content gathered during the
eDocumentation Process™ Content Audit task.
Determine if there is anything of value that is usable as
source material for new Policies, Processes, and
Procedures.
Determine if there are significant gaps in the existing
documentation.
Determine if the existing documentation consists mainly of
generic vendor documentation.
Gather content from other sources
Attend training sessions.
Attend design and requirements meetings.
Other:
Prepare research plan
Prepare Content Research Plan/Approach
Functional Areas
Audience
Approach
Subject matter
Timeline
Based on gathered data, perform research for new Policies,
Processes, and Procedures, based on the following:
Policy research
Process research
Procedure research
System / Transaction research
Review Process Flow worksheets
Validate and test
Conference room pilot
Scenarios used for CRP
Policy requirements
Process revisions
Worksheet - Content Research - Master.doc Page 3 of 4

12. Content Research Worksheet
Notes:
©2010 by Knowledge Process, Inc. All rights reserved
Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy Policy
Worksheet - Content Research - Master.doc Page 4 of 4

13. Accessible Policies, Processes, and Procedures
Accessible Policies, Processes, and Procedures
Date:
Purpose: To ensure users can quickly and easily access desired Policies, Processes, and Procedures..
Document Name:
Document Number:
Owner:
eDoc Phase: Plan Phase and Implement Phase
eDoc Prerequisites:
Deliverables: 1. Plan for how users will access to Policies, Processes, and Procedures.
2. Training and documentation that points out where and how to access Policies, Processes,
and Procedures.
Cpt Task Notes Initials
Access
Policies, Processes, and Procedures have clear file name,
title, description.
Policies, Processes, and Procedures are located on shared
drive or Content Management system, and is accessible to
the audience.
Users notified of new and changed Policies, Processes, and
Procedures.
Correct keywords and categories in Content Management
system.
User does not have to open the Policies, Processes, and
Procedures to determine if they contain the needed
information.
Will different audiences use different access methods?
Technology
What is the search capability available to users? Robust or
simple?
Is search technology available to every audience?
Is there security associated with accessing Policies,
Processes, and Procedures?
Are version controls available?
Categories and keywords
Worksheet - Accessible PPP - Master.doc Page 1 of 2

14. Accessible Policies, Processes, and Procedures
Cpt Task Notes Initials
Are categories and keywords defined?
Are the categories and keywords evaluated for the Policies,
Processes, and Procedures?
Are categories and keywords appropriate for the project?
Have categories and keywords been verified and tested with
users?
Do categories and keywords locate specific Policies,
Processes, and Procedures accurately and quickly?
Ability to notify users of changes.
Email users notified with link to new or changed
documents.
Provide alerts on company and/or department
portal ‘Home Page’ of new or changed documents.
User Functionality
Provide meaningful Policies, Processes, and Procedures
titles to identify document.
Provide overview descriptions of Policies, Processes, and
Procedures with the automatic notification.
Provide map to proper locations for Policies, Processes, and
Procedures.
Provide capability to sort Policies, Processes, and
Procedures by category, department, function, review date,
author, or owner.
Security
Totally separate what the user views and accesses from the
source documents.
Does change management functionality include reporting
needed changes, errors, issues, or suggestions?
Notes:
©2010 by Knowledge Process, Inc. All rights reserved
Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy Policy
Worksheet - Accessible PPP - Master.doc Page 2 of 2

15. Policy Worksheet
Policy Worksheet
Date:
Purpose: Verify Policy meet standards of format and content.
Standards: Enterprise Functional Area Department Other:
Policy Type: Umbrella Stand-alone Sub Policy Other:
Dependencies: Umbrella Sub Policies Requires Other:
Procedures
Compliance Type and
Description:
Owner:
Audience:
eDoc Phase: Plan and Build
eDoc Prerequisites: Content Research, Writing Style, Templates and Skeletons
Deliverables:
Cpt Task Notes Initials
Define Policy characteristics and qualities
Type of Policy - Select appropriate type(s) of Policy.
Law
Guideline
Objective
Best practice
Culture / Value
Strategic goal / Objective
Scope - Select and describe the scope of one of the
following: Why just one?
Enterprise
Country / Location
Functional area
Department
Purpose – Select all appropriate purposes.
Worksheet - Policy-Master.doc Page 1 of 4

16. Policy Worksheet
Cpt Task Notes Initials
Understanding
Quality
Accuracy
Metric
Control
Risk Assessment
Potential Penalties
Responsibility
Owner
Compliance
Review team
Other
Required Actions
Passive or stand-alone
Policy evaluation
Who is the primary audience?
Who is the secondary audience?
What is the purpose of the Policy?
Is the Policy cross-functional?
Is the Policy dependent on other Policies?
Is the Policy an ‘umbrella’ Policy?
Is the Policy missing information?
Are there Policies that duplicate or overlap?
Are there Policies to be consolidated?
Are there Policies conflicting with this Policy?
Is the Policy obsolete or unnecessary?
Are there steps detailed in the Policy that would make it a
Process or Procedure?
Does this Policy require a Process or Procedure to be
effective?
Outline metadata
Worksheet - Policy-Master.doc Page 2 of 4

17. Policy Worksheet
Cpt Task Notes Initials
Enterprise metadata
Audience
Compliance
Country / department / enterprise / functional area
Expiration date
Government / Legal requirement
Owner title and department
Priority (high, medium, low)
Related Policy
Responsibility
Review date
Scope
Functional area or department metadata required?
Writing
Refer to the eDocumentation Process™ Writing Style
Worksheet
Is there the proper level of detail for the audience?
Is the Policy template used?
Is the document easily read?
Is the writing simple?
Is the writing syntax and style consistent?
Are active voice and present tense used?
Headings
Refer to the eDocumentation Process™ Writing Style
Worksheet
Do the Headings ‘tell the story’? Refer to eDocumentation
Process™ Heading Worksheet.
Are they consistent in form and syntax?
Verification
Refer to eDocumentation Process™ Verification
Worksheet.
Has the Policy been reviewed properly to ensure it is
complete and correct?
Worksheet - Policy-Master.doc Page 3 of 4

18. Policy Worksheet
Cpt Task Notes Initials
Training
Refer to eDocumentation Process™ Training Worksheet.
Who needs to be trained?
How will this Policy be communicated and trained?
Meeting
Email
Formal training
Require acknowledgment that the Policy has been read.
Are there Processes and/or Procedures required to support
the Policy?
Notes:
©2010 by Knowledge Process, Inc. All rights reserved
Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy Policy
Worksheet - Policy-Master.doc Page 4 of 4

19. Modular Writing Worksheet
Modular Writing Worksheet
Date:
Purpose: To verify Policies, Processes, and Procedures are using Modular Writing by writing the content
once.
Although, it is probably not feasible to write 100% modular Policies, Processes, and Procedures
unless you have the proper software, the basic concepts can be used. All attempts to ‘write it
once’ should be practiced.
Standards: Enterprise Functional Area Department Other
Usage: Policy Process Procedure Checklist Other
Owner:
Audience:
eDoc Phase: Build
eDoc Prerequisites: Writing Style, Headings, Templates and Skeletons
Deliverables: Modular content that is written using the format, structure, and style standards.
Cpt Task Notes Initials
Determine documents that have been written or are under
development that may utilize the same content.
Determine authoring software capabilities for Modular
Writing.
Planning
Determine that the content format, structure, and writing
style are the ‘same’.
Verify usability. Use eDocumentation Process™
Usability Worksheet.
Verify audience. Use eDocumentation Process™
Audience Evaluation Worksheet.
Content classification
Verify Subject Matter Breakdowns. Use eDocumentation
Process™ Subject Matter Breakdown Worksheet.
Verify content categories. Use eDocumentation
Process™ Content Classification Worksheet.
Determine the content that might be shared.
Worksheet - Modular writing - Master.doc Page 1 of 3

20. Modular Writing Worksheet
Cpt Task Notes Initials
Verify that the proper content is in the proper document
type (Policy, Process, Procedure). Note: Do not repeat
content type between document types.
Ensure all writing standards have been established
regardless of author.
Classify types of content, and structure documents
so that the content cannot be reused between
different types of documents.
Module writing
Verify template and skeletons. Use eDocumentation
Process™ Templates and Skeletons Worksheet.
Verify writing styles. Use eDocumentation Process™
Writing Style Worksheet.
Do not ‘cut and paste’ content between multiple documents.
Policy modules qualities
Stand-alone document
‘Umbrella’ policy or supporting policy
Complete and not abbreviated for audience
Process map modules qualities
Unique Level 1, 2, and 3. Process detail is not
duplicated between levels. Higher level uses a sub
process shape to refer to lower level process detail.
Procedure modules qualities
Each audience has the proper level of detail.
Subject matter is an individual task - report, screen,
transaction, other.
Task may be manual, automated, or combination of
the two.
Notes:
Worksheet - Modular writing - Master.doc Page 2 of 3

21. Modular Writing Worksheet
©2010 by Knowledge Process, Inc. All rights reserved
Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy Policy
Worksheet - Modular writing - Master.doc Page 3 of 3

22. Flow Chart Standards Worksheet
Flow Chart Standards Worksheet
Date:
Purpose: Create a Flow Template by setting project standards.
Owner:
Template: Name: Path:
Standards: Enterprise Functional Area Department Other
Usage: Policy Process Procedure Checklist Other
Flow level: Level 0 Level 1 Level 2
Final page size: Letter (8.5 x 1) Legal (8.5 x 14) Portrait Landscape Other
If other, give reason:
Drawing size: Letter (8.5 x 1) Legal (8.5 x 14) Portrait Landscape Other
If other, give reason:
eDoc Phase: Plan
eDoc Prerequisites:
Deliverables Document the Flow standards established in this document.
Document the Flow standards using the Flow software (for example, MS Visio ®).
Distribute the standards to the Project team for approval. The standards should be available on
the project web or in a project folder, whichever is available.
Define color palette.
Define Flow template.
Cpt Task Notes Initials
Define page layout
Define background page.
Logo
Header
Footer
Title
Define the maximum number of pages per flow.
Define page size.
Define maximum and minimum drawing size and scale.
Worksheet - Flow Standards - Master.doc Page 1 of 5

23. Flow Chart Standards Worksheet
Cpt Task Notes Initials
Define shapes
Define basic shapes.
Process
Decision
Connector
Set jump parameter
Terminator
Divided process
Sub process
Display
Document or report
On-page connector
Callout design
Other
Define shapes not to be used.
Define range of shape sizes. Examples:
Height 1 inch x Width .75 inch
Height .75 inch x Width .5 inch
Width size (.75 point, 1.5 point)
Update template (stencil) with standard shapes.
Define colors
Create color palette.
Establish RGB values for the color palette.
Define functional area and department colors.
Test colors in final format. Are the colors as expected?
Update template with standard color palette.
Define icons and summarize the usage.
Shape content
Define content abbreviations that are consistent with Policy
and Procedures.
Worksheet - Flow Standards - Master.doc Page 2 of 5

24. Flow Chart Standards Worksheet
Cpt Task Notes Initials
Determine shapes to be associated with types of
information.
Non value added
Value added
Controls
Sub process
Roles
Cycle time
Other, as defined
Define text content for shapes.
Font
Font size
Conditions for italics and bold. Note: They are rarely
used.
Auto Correct
Departments
Titles
Transaction ID
Verbs
Properties
Title
Subject – Create standard list of subjects. This field can be
used for searches.
Author
Category – Use standard categories
Keyword – Use standard keywords
Description
If using MS Visio, select the Save Preview Picture to have a
Thumbnail when using Windows Explorer
(Properties => Summary => Save Preview Picture)
Note: If using MS Share Pointe, the Document Properties
fields are used for the browse and search capability.
Create template
Worksheet - Flow Standards - Master.doc Page 3 of 5

25. Flow Chart Standards Worksheet
Cpt Task Notes Initials
Based on the standard set in the previous sections:
Define the maximum number of pages per flow.
Define master key. The key will be a separate
document and will not be part of each document but
will be attached to the drawing.
Using the established values, create a project template.
Page layout
Shapes
Colors
Text
Font
Subjects
Categories
Keywords
Determine file format for drawings to be embedded in the
final document. Some file formats (for example, .vsd) do not
display clear and correct in .doc and .html files.
png
emf
jpeg
Illustrations and drawings
Use basic color palette.
Use basic icon set.
Use basic design.
Master key
Define master key to be used by users.
Visio
Custom properties
Notes:
Worksheet - Flow Standards - Master.doc Page 4 of 5

26. Flow Chart Standards Worksheet
©2010 by Knowledge Process, Inc. All rights reserved
Use of this site/document indicates approval and acceptance of our Terms of Use and Privacy Policy
Worksheet - Flow Standards - Master.doc Page 5 of 5