TUTOR Implementation Guide

Tutor Implementation Guide
Oracle Tutor R14
October 2010
Copyright 1994 - 2010, Oracle. All rights reserved.

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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 Implementation Guide Table of Contents i
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
Tutor Implementation Guide Table of Contents ii
Documentation Accessibility
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Tutor Implementation Guide Table of Contents iii
Send Us Your Comments

Oracle Tutor
Oracle welcomes your comments and suggestions on the quality and usefulness of this publication. Your input is an important part of the information used for revision. Did you find any errors? Is the information clearly presented? Do you need more information? If so, where? Are the examples correct? Do you need more examples? What features did you like most about this manual? If you find any errors or have any other suggestions for improvement, please indicate the manual, chapter, section, and page number (if available). You can send comments to us via Email to tutorsupport_us@oracle.com If you would like a reply, please provide your name, company or organization that owns the Tutor license, address, email, and telephone number with your correspondence. If you have problems with the software, please contact your local Oracle Support Services or log a support request on line using your Customer ID at http://support.oracle.com
Tutor Implementation Guide Table of Contents iv
The Tutor Solution

Chapter 1
Copyright 2010, Oracle and/or its affiliates. All rights reserved.
The Tutor Solution Chapter 1 - Page 1
The Tutor Solution

Overview
The Tutor Implementation Guide contains the information necessary to install Tutor software, to prepare for Tutor services, and to begin editing and creating process documentation. This guide is a reference document to use as you continue to create and publish Tutor process documentation. Oracle Tutor provides a system for: creating and maintaining process documentation -- procedures, instructions, forms, coding conventions, reference documents, etc. customizing Oracle Applications Online Help integrating process documentation with Oracle Application courseware building customized Oracle training materials based on job title or topic distributing process documentation to employees on a need-to-know basis auditing process documentation to ensure accuracy and effectiveness
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.
Tutor Implementation Guide

Use the Tutor Implementation Guide to plan for and complete the initial implementation of Tutor in your company. It contains a high-level description of the Tutor methodology and lists the various documents you will need to get started. This manual is installed with Tutor Author, and it is located in your \Tutor\User Manuals directory.
Tutor Model Documents

Tutor model documents are comprehensive process and courseware documents that cover a vast majority of core business activities and reflect generally accepted business practices. They are not just templates. Model documents can be downloaded from My Oracle Support. See My Oracle Support information below. Process documents Tutor process documentation consists of over 25 business process flows, 260 procedures, plus 260 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. This substantial repository of model documents provides a starting point -- document owners edit the models instead of creating documents from scratch. Why is process documentation so important? Tutor process documents (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 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 out side regulatory requirements (such as ISO9000 and Sarbanes-Oxley), through the use of model documents and flowcharts is made simple with Oracle Tutor. In addition to the prewritten procedures, the model document repository also contains user documentation on the overall Tutor method and implementation process. Courseware documents for Select Oracle e-Business Applications Licensed Tutor customers modify the courseware files to create company specific Student and Instructor Guides. Courseware files are released as separate patches on My Oracle
Learning Tutor Chapter 1 - Page 4
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.
Tutor Author User Manual

The Tutor Author User Manual contains detailed descriptions of each feature in Tutor Author. In addition, you will find instructions on how to write each one of the Tutor document types (for example, Writing a Procedure). This manual is installed with Tutor Author, and it is located in your \Tutor\User Manuals directory.
Tutor Author Online Help

The Tutor Author Online Help is accessed from the Tutor Author toolbar or the Help menu in Microsoft Word. The Tutor Author Online Help is an online, linked version of the Tutor Author User Manual.
Tutor Procedure Style Guide

This is where you will find more detail on writing directives, notes, and all other Tutor procedure elements. This manual is installed with Tutor Author, and it is located in your \Tutor\User Manuals directory.
Tutor Publisher User Manual

The Tutor Publisher User Manual contains detailed descriptions and instructions of each feature in Tutor Publisher. In addition, you will find information on installing the Tutor model documents, as well as a detailed discussion of how to use the Tutor software tools. In addition, this manual contains a detailed description on the Help System Utility. This manual is installed with Tutor Publisher, and it is located in your \Tutor\User Manuals directory.
Tutor Publisher Online Help

The Tutor Publisher Online Help is accessed from the Tutor Publisher Help menu or from the help buttons on various Publisher screens. The Tutor Publisher Online Help is an online, linked version of the Tutor Publisher User Manual.
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 (SIG) Special Interest Group

The Oracle Application Users Group (OAUG) has many special interest groups. You may join the Tutor/UPK SIG at no charge via the OAUG web site: http://www.oaug.com/ or the direct link to the Tutor/UPK SIG at http://tutorsig.oaug.org/ In the USA, SIG meetings are typically held at Oracle OpenWorld (fall) and at OAUG conferences (spring).
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.
Tutor Integration Chapter 1 - Page 7
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 Integration Chapter 1 - Page 8
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 Components Chapter 1 - Page 9
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.
Tutor Methodology Chapter 1 - Page 10
Model Documents - Process Documentation

Procedures - the Cornerstone of Your Documentation
The well-trained employee understands the activities in which he or she has a role. Since virtually everything an employee does revolves around specific, predictable activities, the documentation of those activities provides the foundation of the Tutor system. In the Tutor environment: An activity is a process (or series of tasks) that: has a specific goal or output has a specific start and end point is predictable and definable A procedure is the documentation of a single activity. An effective procedure reflects actual, not preferred, practice describes the sequence of tasks performed in the completion of an activity, even if those tasks cross departmental lines includes only as much detail as is necessary to eliminate risk
Other Process Documents

Procedures are key to effective process documentation. Other types of documents, however, augment the information contained in procedures. The other types of process documents included in the Tutor system are: Business form Coding convention A document used to record and track dynamic data required to complete a task or activity A document describing the rules governing how a specific code or numeric identifier is formatted, assigned, controlled, and used A detailed description of how to complete a specific task in an activity; similar to a procedure, but involving a single performer A document used to convey guidelines or parameters required to complete a task or activity; includes specifications, checklists, tables, charts, etc.
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.
Model Documents - Process Documentation Chapter 1 - Page 11
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).
Model Documents - Process Documentation Chapter 1 - Page 12
Model Documents - Courseware

Often, formal training requires documents specifically designed for the content of the course -documents that are not part of the standard process documentation. Typically, such courseware is used to teach a specific job skill (such as entering a purchase requisition in the Oracle system). Ideally, the courseware document supplements the information provided in process documentation. In the Tutor environment: Courseware refers to documents used exclusively to support formal training with Oracle software. Courseware documents are designed for one-time distribution -- that is, employees receive these documents only when they attend a training session. Courseware includes: Education documents: focuses on particular Oracle functionality or topic; provides overview information Practices and Solutions documents: used to test skill level and competency Student Guide refers to the compilation of documents used by an instructor to teach a class. Courseware is used to teach specific job skills. Procedures and support process documents are used to teach activities (or the context in which job skills are used). The instructor is responsible for developing and maintaining courseware. Courseware is distributed exclusively to those employees who attend training sessions.
Model Documents - Courseware Chapter 1 - Page 13
What Tutor Document Type Should You Use?

What do you want to capture in your document? The Tutor method involves various document types. Author comes with a selection of 'skeletons' that you can use to create process and courseware documents from scratch. Use the first column in the table below to decide the type of content you wish to document. When you create your new document using Tutor Author, you will know which skeleton to choose from the Author > Document Types menu. References to document IDs such as BP.090 refer to AIM or ABF document types as defined by Oracle Method.
Process Documents Category

What do you want to document? Policies: Company, Global, entity, etc. Standards Specifications Glossary Business flow OR Process map AIM BP.080 ABF BP.015 Procedure SOP BP.090 Tutor Skeleton Reference Tutor Filename RExxxxxx Description
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.
Reference Reference Process Sub process
RExxxxxx RExxxxxx RExxxxxx
Procedure
PRxxxxxx
Work Instruction
Instruction
INxxxxxx
What Tutor Document Type Should You Use? Chapter 1 - Page 14
What do you want to document? Test Scripts Data entry System instructions TE.040 Demo Script
Tutor Skeleton Navigation Instruction
Tutor Filename NAxxxxxx
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
Paper or Nonsystem form
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
Tutor Skeleton Coding Convention
Tutor Filename COxxxxxx
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
Courseware Documents Category

What do you want to document? Course Table of contents by Topic Tutor Skeleton Curriculum Tutor Filename CUxxxxxx Description
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.
Topic Overview to use for training
Education Overview
EDxxxxxx
Slide Presentation for classroom or online training purposes Hands On Practice
Education PowerPoint
EDxxxxxx
Education Practice
LAxxxxxx
What do you want to document? Guided demonstration
Tutor Skeleton Education Guided Demonstratio n or Navigation Instruction
Tutor Filename LAxxxxxx NAxxxxxx
Description
A step-by-step instruction to help assist the instructor demonstrate the navigation throughout the application
From the Tutor Developers

Once you start using Tutor to create process documents, you will want to use it for many other documents types. And, we encourage you to use it for other documentation purposes. However, please keep in mind that our mission is to create tools and a body of model process documents that: Will enhance the performance of the company employee Are easy to find, follow, and understand Are easy to maintain and keep up to date There are many bells and whistles we could add to documents, but in doing so, it makes it harder to accomplish our mission. Also, the Tutor documents must be ADA compliant, and therefore, the use of tables and graphics are kept to a minimum. Be aware that as you add complexity to your documents, they will become harder to follow, understand, and maintain.
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.
Document Integration Chapter 1 - Page 18
Guidelines for Documenting Your Processes

The guidelines for creating and maintaining effective process documents are: Document critical activities only Assign ownership Document actual practice Minimize documentation Centralize publishing Support continuous improvement Keep it simple
Document Critical Activities Only

The best way to keep your documentation simple is to reduce the number of process documents to a bare minimum and to include in those documents only as much detail as is absolutely necessary. The first step to reducing process documentation is to document only those activities that are deemed critical. Not all activities require documentation. In fact, some critical activities cannot and should not be standardized. Others may be sufficiently documented with an instruction or a checklist and may not require a procedure. A document should only be created when it enhances the performance of the employee performing the activity. If it does not help the employee, then there is no reason to maintain the document. Activities that represent little risk (such as project status), activities that cannot be defined in terms of specific tasks (such as product research), and activities that can be performed in a variety of ways (such as advertising) often do not require documentation. Sometimes, an activity will evolve to the point where documentation is necessary. For example, an activity performed by single employee may be straightforward and uncomplicated -- that is, until the activity is performed by multiple employees. Sometimes, it is the interaction between co-workers that necessitates documentation; sometimes, it is the complexity or the diversity of the activity. Before documenting an activity, you should ask: What are the risks if this activity is performed in a variety of ways? Is there a high probability for error if this activity is not taught consistently? Do interactions between personnel make this activity complex? Does this activity involve employees in different departments? Has this activity historically been a problem area? Is there a right way (or best way) to perform this activity? Does this activity represent a consensus that needs to be documented? Once you determine that an activity requires documentation, you should ask: What is the minimum amount of documentation required? Do I need to write a procedure to cover the entire activity, or do I simply need to document certain tasks within the activity? Remember: a procedure describes an activity; an instruction, business form, or reference document focuses on a task within an activity. The Tutor model documents reflect those activities that generally require documentation. Comparable activities in your company may be less complex, however, requiring no formal
Guidelines for Documenting Your Processes Chapter 1 - Page 19
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.
Document Actual Practices

The only reason to maintain process documentation is to enhance the performance of the employee performing the activity. And documentation can only enhance performance if it reflects reality -- that is, current best practice. Documentation that reflects an unattainable ideal or outdated practices will end up on the shelf, unused and forgotten. Documenting actual practice means (1) auditing the activity to understand how the work is really performed, (2) identifying best practices with employees who are involved in the activity, (3) building consensus so that everyone agrees on a common method, and (4) recording that consensus. Process documentation should reflect reality. Therefore, Tutor provides model documents for you to customize, rather than canned procedures for you to implement. Each Tutor document reflects generally accepted business practices, but none of these documents reflects your environment precisely. A critical part of the Tutor solution is the customization of the model documents to reflect your companys best practices.
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.
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.
Support Continuous Improvement

Employees who perform an activity are often in the best position to identify improvements to the process. In other words, continuous improvement is a natural byproduct of the work itself -- but only if the improvements are communicated to all employees who are involved in the process, and only if there is consensus among those employees. Traditionally, process documentation has been used to dictate performance, to limit employees actions. In the Tutor environment, process documents are used to communicate improvements identified by employees. How does this work? The Tutor methodology requires a process document to reflect actual practice, so the owner of a document must routinely audit its content -- does the document match what the employees are doing? If it doesnt, the owner has the responsibility to evaluate the process, to build consensus among the employees, to identify best practices, and to communicate these improvements via a document update. Continuous improvement can also be an outgrowth of corrective action -- but only if the solutions to problems are communicated effectively. The goal should be to solve a problem once and only once, which means not only identifying the solution, but ensuring that the solution becomes part of the process. The Tutor system provides the method through which improvements and solutions are documented and communicated to all affected employees in a cost-effective, timely manner; it ensures that improvements are not lost or confined to a single employee.
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.
The Tutor Cycle Overview

The three phases of the documentation cycle are: Implementation This phase covers the initial edit of the model process documents and the creation of new documents (for which there are no models). It also covers the initial edit of Oracle courseware. This phase covers distributing process documentation to employees, generating training manuals, and delivering Oracle training. This phase covers (1) auditing documents on a regular basis to ensure their effectiveness and (2) requesting document updates, as needed. This facet also covers updating documents in response to corrective action.
Training
Document audit and maintenance
Tutor Team Members

To obtain the most benefit from Tutor, your company must identify qualified individuals to perform the following roles. Tutor Project Manager Document Owners (one for each functional area) Document Administrator Document Specialist The following pages contain detailed job descriptions for each required role.
The Tutor Cycle Overview Chapter 1 - Page 22
Tutor Project Manager Job Description

Summary Description
Under the direction of the President, the Tutor Project Manager manages the Tutor team to develop process documents and Oracle courseware.
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
Tutor Project Manager Job Description Chapter 1 - Page 23
Document Owner Job Description

Summary Description
Under the direction of the Tutor Project Manager, a document owner is the person who has the authority to determine how a process operates, and the responsibility to make sure it continues to meet customer and business needs today and into the future. Each Document Owner edits existing process documents and develops new process documents for their designated area of expertise. Authority and responsibility are used to describe a document owner's role. However, that does not mean document owners should be dictators. Quite the contrary, good document owners know they will get better results if they include all, or a representative subset, of the employees who perform the activities to help manage the process. It is the document owner's decision about when, why and to what extent to share authority.
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
Skill At Leadership Working with other employees at all levels
Document Owner Job Description Chapter 1 - Page 24
Knowledge of Relationship between basic business functions and activities Company policies Performance Criteria Meets implementation plan due dates Audits documents according to company policy
Document Owner Job Description Chapter 1 - Page 25
Document Administrator Job Description

Summary Description
Under the direction of the Tutor Project Manager, the Document Administrator supports the development and maintenance of process documents.
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
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
Document Administrator Job Description Chapter 1 - Page 26
Document Specialist Job Description

Summary Description
Under the direction of the Tutor Project Manager and/or the Document Administrator, the Document Specialist supports the development and maintenance of process documents.
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
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
Document Specialist Job Description Chapter 1 - Page 27
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
Implementation Chapter 1 - Page 28
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
Implementation Chapter 1 - Page 29
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.
Training Chapter 1 - Page 30
Document Audit and Maintenance

Perhaps the most critical phase in the documentation process -- and the greatest challenge to owners -- is the maintenance of published documents. Documents must reflect current practice and they must be accurate. The most effective way to ensure this is through the regular audit of documents. In the Tutor environment, a Document Owner must audit each of his/her documents once every six months to verify that the document reflects actual practice. If it does not, the document is updated or employees are retrained (depending on the nature of the discrepancy). If a document update is required, the Tutor system enables the owner to modify and redistribute the document within one work day. This is possible because: Documents contain a minimum of detail, thereby reducing the edits. Document format and structure are simple, so changes are easy to identify. The software tool Author enables the Document Owner or the Document Administrator to update the file quickly. The Document Administrator verifies the document format and integration, publishes the document, and distributes it to all affected employees, thereby freeing the Document Owner of the more tedious tasks.
Document Audit and Maintenance Chapter 1 - Page 31
Document Audit and Maintenance Chapter 1 - Page 32
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
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
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
AIM Task BP.040 & BP.080

Current & Future Process Model
ABF Task BF.015 & BF.020

Future Process Model
Tutor Procedure (PRnnnnnn)
RA.055.1
Business Procedure
BP.090
Business Procedure
DO.070
User Guide
Documents
Documents
UPK Simulation Topic
AP.150
User Learning Ware
AP.150
User Learning Ware
AP.150
User Learning Ware
Tutor Desk Manual
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.
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*]
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 Project Phasing

Project Phasing
The End User Documentation, Adoption and Learning Method has been developed with four phases of activity Planning, Development, Publication, and Maintenance. Each phase is briefly defined below. Follow the Navigation instructions to review the detail.
Planning Phase [RETM0011]

1. Plan the documentation approach for the project.
Development Phase [RETM0012]

2. Develop Procedures, Simulations, Help Documents, and Courseware.
Publication Phase [RETM0013]

3. Publish content and train users.
Maintenance Phase [RETM0014]

4. Manage ongoing training and document accuracy. End of activity.
Start Maintenance Phase Planning Phase
Plan documentation approach for project. (1) Manage ongoing training & document accuracy. (4)
End Development Phase

Develop Procedures, Simulations, Help Documents, & Courseware. (2)
Publication Phase
Publish content & train users. (3)
End User Documentation, Adoption, and Learning Project Phasing Chapter 2 - Page 8
End User Documentation, Adoption, and Learning Method - Planning Phase

Scope
The Planning Phase of an end user documentation project identifies the preparation for documentation development and deployment. If the documentation effort is part of an Oracle Applications implementation, the tasks will be managed within the framework of the Oracle Unified Method project plan. Project planners need only consider the additional suggested guidelines to effectively develop documentation and train users. The project manager should determine the degree to which formal adherence to the included tasks and deliverables is appropriate. The project manager should be familiar with the OUM and PJM Project and Task Reference. Note that only the issues pertinent to a documentation project will be included in the task notes.
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
Project Manager, Executive Sponsor, Client Project Manager

1. Define executive project strategy. Executives should be briefed on the critical nature of end user documentation and its relation to productivity. Their support of the documentation effort is essential to success. Executive authorization of resource utilization in developing documentation, and for end user training, must be communicated to organizational managers. Define organizational change management strategy at the executive level, including vision, risk mitigation, resource utilization, timing, and process management.
Project Manager, Executive Sponsor, Client Project Manager

2. Establish project scope, objectives, approach. Key issues to consider: The scope of the business processes being documented. The scope of the client organization being covered including locations and network. Potential risks related to the degree of document ownership and client involvement. Documentation project management. Documentation resources, including implementors, consultants, project team members, and end users. Availability and source of prebuilt content. Scope of documentation deliverables. Coordination of documentation development with other efforts, including Applications implementations or compliance activity. Will procedures and simulations be developed during Conference Room Pilots or later? If later, what
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
the Applications test or training environment to develop simulations with organizational appropriate data.
Document Administrator, Tutor Consultant, UPK Developer

9. Establish infrastructure. Schedule, set up or verify hardware, network and facility infrastructure availability.
Document Administrator, Tutor Consultant, UPK Developer, Document Specialist

10. Prepare documentation environment. Install the Tutor software as appropriate on individual PCs and the development server. Install the UPK Developer software as appropriate. Test document collection and backup mechanisms. Note that formal document management is provided by software made available by the implementing organization.
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
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, Department Manager

12. Develop organizational change management plan. The deliverable for this task is the Project Readiness Roadmap. It captures key findings and recommendations that drive the development of a change readiness strategy, a communication strategy, a learning strategy for users, and a validation of previous organizational implementation decisions. AIM Foundation V3.0 Process & Task Reference Manual (Vol.3). 13. Develop business managers readiness plan. Present documentation project strategy, resource requirements, schedule, and change management approach to business managers so they may prepare their organizations. Point out that the most effective approach is to have the document owners come from within their organizations, in order to improve accuracy and uptake. 14. Develop communication plan. This plan manages the communication of the organizational change management approach, requirements, and schedule to the manager and user communities. Standards Development
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.
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.
Team Learning
Project Manager, Client Project Manager, Tutor Consultant, UPK Developer

18. Develop project team learning plan. Schedule Tutor and UPK Classes and Workshops. Confirm delivery of event kits.
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]
Method Process Map
Start Project Mgr, Executive Sponsor, Client Project Mgr

Define executive project strategy. (1)
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, Executive Sponsor, Client Project Mgr

Establish project scope, objectives, approach. (2)
Doc Admin , Tutor Consultant, UPK Developer

Establish infrastructure. (9)
Project Mgr, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer, Doc Owner , Auditor, Instructor
Produce documentation prototypes & templates. (16)

Define control & reporting strategies, standards & procedures. (3)
Doc Admin , Tutor Consultant, UPK Developer, Doc Specialist

Prepare documentation environment. (10)

Define resource management strategies. (4)
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)

Establish staffing & organization plan. (5)
Project Mgr, Client Project Mgr, Dept Mgr

Develop organizational change management plan. (12)
Project Mgr, Client Project Mgr, Tutor Consultant, UPK Developer

Develop project team learning plan. (18)

Implement organization. (6)

Develop business managers readiness plan. (13)

Establish work plan. (7)
Project Mgr, Client Project Mgr, Doc Admin , Tutor Consultant, UPK Developer, Doc Owner , Doc Specialist , Instructor
Conduct project team learning events. (19)

Develop communication plan. (14)
End
Method Development Phase
End User Documentation Method - Development Phase

Scope
The Development Phase of an End User Documentation project controls the following: Modification and development of process documents: process flows, procedures, instructions, simulations, and support documents Modifications to the Oracle Applications Help documents which creates the two way links between Help and Procedures Creation of Simulations Modification and creation of Courseware for training purposes
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]
Tutor Consultant, Document Owner, Applications Specialist

1. Develop current/future process model. This activity is a crucial step in developing the right approach for the use of generic software for a specific organization. During the conference room pilot (CRPs), experts in the Oracle Applications and experts in the organizations business should develop the future process model. Typically, test scripts executed in a controlled environment are used and modified, as the organization specific system activity is refined. Since the procedures must reflect the developed future state model, best practice is to manage the development of procedures in conjunction with CRP activity. One of the deliverables of this activity will be high to mid level process flow diagrams, which map the business activity and related systems support contained within the scope of the effort. Tutor supports the creation of this deliverable through Reference documents, or Tutor built business flows. This activity is an essential step that may be carried out in a variety of ways. In an Oracle Applications implementation, it may be appropriate to develop both a detailed current and future business process model with a map to guide the organizational movement from current to future. This may happen early in the course of the project. Or the project may be starting with predefined future business process models. The baseline business flows will be modified to map to organization specific requirements after conference room pilot one. In an implementation independent project, there may or may not be business flow models available. If not, it is up to the project to determine the need for these and develop them in during the course of the project. The value of developing business flow models is twofold: Business Flow Models illuminate the end-to-end business activity, making it clear what activities are performed, both upstream and downstream. This fosters an internal customer atmosphere within the organization.
End User Documentation Method - Development Phase Chapter 2 - Page 16
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
Project Manager, Client Project Manager, Document Administrator

For those following OUM, the OUM task 'Document Business Procedures' is spelled out in more detail in the following tasks. Define and manage procedure development scope. Document the scope of procedure development using the Tutor Document Register or the OBM Business Flow Process Cross Reference. The end result of your edits should show which model process documents are to be updated and the document owner of each. If the documents are being developed supporting compliance, the organizational control points will have been developed and mapped to business process. Determine how the Audit Mode will be used in Tutor Author. For each document listed: Determine whether the document is relevant to your environment. Read each procedure Scope statement to determine what each procedure covers. Refer to Tutor Procedure Scope Statements in the Tutor Implementation Guide When in doubt, leave the document in. When the document is unnecessary, cross it off the list. Record the job title and name of the person who is likely to own the document. A Document Owner is the individual who is responsible for ensuring the document reflects actual practice and that it conforms to corporate policy. Document Owners are listed by job title. You will need to map Tutor's roles or job titles to your organization's job titles. The Publisher Actor to Screen Report can be useful in this effort. This is a preliminary edit only. The purpose is to compile a list of participants for the orientation and editing events. Annotate the Document Register to reflect the required coding convention documents.
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.
UPK Developer, Document Owner, Applications Specialist

Conduct UPK Developer Workshop. During scope definition, an initial list of the simulation topics should have been developed and owners assigned. The list of topics may have been further refined during the procedure editing process, with priority going to the complex or critical transactions which support key procedures. In this workshop, additional review of topics and owners should be done with the UPK developer team. It may be appropriate to use the Document Register as a procedure/topic cross-reference and tracking mechanism. 7. Develop UPK Simulations. Simulations are best developed once the CRP environment contains organization data, and the organization business processes have been defined to the point where the simulations are depicting the valid future state model. This is typically CRP 2 or later. End users in training will more easily understand simulations that contain data they are familiar with. 8. Map Simulations to Procedures. During standards definition, the linking approach will have been defined. Typically a procedure will have a transaction contained in a task, and there will be a link to the appropriate simulation. Adding links to procedures and simulations should occur after the deployment environments have been defined for both training and the Applications instance, so that the links are accurate. Review the documentation, Link from a Tutor Procedure to a Specific UPK Topic Mode for information on appropriate setup of production environments to ensure accurate linking. Best practice is to deploy the simulations into the production environment and use absolute links between from the procedures to the simulations. In this way, procedures can be deployed into both a training environment and into the Applications instance without breaking the links. If links are required from simulations to procedures, a similar scenario must be developed. If Linking to Oracle Applications Help, goto task #9. Otherwise, goto task #12. Applications Help Document Development 6.
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
Tutor Consultant, Document Owner, Document Administrator, Document Specialist, Instructor

12. Conduct Courseware Edit Workshop. This may be a component of the original team learning event. 13. Edit Courseware per defined standards.
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]
B Method - Planning Phase
Start Tutor Consultant, Doc Owner , Apps Specialist

Develop current/future process model. (1)
UPK Developer, Doc Owner , Apps Specialist

Develop UPK Simulations. (7)
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Instructor

Conduct Courseware Edit Workshop. (12)

Map Simulations to Procedures. (8)
Project Mgr, Client Project Mgr, Doc Admin

Define & manage procedure development scope. (2)

Edit Courseware per defined standards. (13)
Linking to Oracle Applications Help?
N B
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist , Instructor
Conduct Procedure Editing Workshop. (3)

QA Courseware edits. (14)
Conduct Applications Help workshop. (9)
End
Method Publication Phase
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist
Edit Procedures. (4)
Edit Help Documents. (10)
Tutor Consultant, Doc Owner , Doc Admin , Doc Specialist , Apps Specialist
QA Procedure edits. (5)
QA Help edits. (11)
UPK Simulations being developed?
N A
Building user courseware?

Conduct UPK Developer Workshop. (6)
End
End User Documentation Method - Publication Phase

Scope
The Publication Phase of a documentation project controls the publishing of content and training the end user community.
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
Instructor, Document Administrator, Document Specialist, Applications Specialist, UPK Developer

5. Prepare user learning environment. It may be appropriate to prepare different environments for the user community as people learn in different modes: A server based Desk Manual Repository without access to an Oracle Applications instance can be useful for regular deployment of Work in Process content for review by key members of the user community.
End User Documentation Method - Publication Phase Chapter 2 - Page 22
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.
Document Administrator, Document Specialist, UPK Developer

6. Migrate Procedures and Desk Manuals to the Oracle Applications training and production instances. 7. Migrate Simulations to production environment. 8. Migrate Applications Help Documents to the Oracle Applications training and production instances. 9. Migrate Courseware to appropriate environment. 10. Verify Training and Production readiness. If Instructor led training, goto task #11. If Learning Management software deployed, goto task #12. Otherwise, goto task #13.
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]
Method - Development Phase
Start Doc Admin

Publish Procedures. (1)
Doc Admin , Doc Specialist , UPK Developer

Migrate Courseware to appropriate environment. (9)
Doc Admin
Publish Tutor Desk Manuals. (2)

Verify Training & Production readiness. (10)
Doc Admin
Compile & Publish Courseware into manuals. (3)
Instructor led training?
UPK Developer
N Publish Simulations & related MS Word or PDF based documents. (4) Learning Management software deployed? N A
Instructor, Doc Admin , Doc Specialist , Apps Specialist , UPK Developer

Prepare user learning environment. (5)
Instructor
Conduct User Training (11)

Migrate Procedures & Desk Manuals to Oracle Applications training & production instances. (6)
Doc Admin
Prepare learning management tool environment. (12) A

Migrate Simulations to production environment. (7)
End Users
Take self-paced training. (13)
End
Method - Maintenance Phase

Migrate Applications Help Documents to Oracle Applications training & production instances. (8)
End User Documentation Method - Maintenance

Scope
The Maintenance Phase of a documentation project focuses on keeping the procedural content active in the business community. New hires and organization acquisitions learn to perform their jobs correctly using the procedures and courseware. Regular audits ensure that procedures are kept accurate to reflect changing business conditions and to retrain users as necessary.
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
Document Owner, Document Administrator

3. Conduct regular document audits. Procedures that support the document audit and maintenance activities: Auditing Process Documents Modifying a Process Document Adding a Process Document Review for accuracy or respond to changes in the business environment. See the following Tutor Documents for additional guidance: Writing a Procedure for Oracle Internal Controls Manager Review Edited or Audited Procedures
End User Documentation Method - Maintenance Chapter 2 - Page 25
Update a Procedure Capturing Application Help Targets
Document Owner, Document Administrator, Auditor

4. Participate in compliance activity and reporting. When content is designed to conform to audit requirements, transparency can be efficiently achieved. This means that the documents used by the auditors for verification of business activity standards are the same as documents used by the user community to guide their work. If Applications Upgrades are planned, goto task #5. Otherwise, end of activity. 5. Establish scope of upgrade 6. Identify Procedures and Simulations requiring revision. 7. Incorporate End User Documentation tasks into the Upgrade Plan. End of activity. Goto Method Process Map [RETM0001]
A Method Publication Phase
Doc Owner , Doc Admin

Conduct regular document audits. (3)
Doc Owner , Doc Admin , Auditor

Establish scope of upgrade (5)
Start Employee
Participate in new hire learning events. (1)

Participate in compliance activity & reporting. (4)

Identify Procedures & Simulations requiring revision. (6)
New Organization acquired?
N A
Applications Upgrades planned?

Incorporate End User Documentation tasks into Upgrade Plan. (7)
Instructor
Conduct new organization learning events. (2) N
End
End
Method Process Map
End User Documentation Method - Maintenance Chapter 2 - Page 26
Tutor Software Overview

Chapter 3
Tutor Software Overview Chapter 3 - Page 1
Tutor Software Overview

Tutor products include software tools for keeping documents up to date and distributing them on a need to know basis. Author is used by individual document owners to create and edit documents quickly and easily. Publisher is used to (1) ensure document integrity through the generation of special cross-reference reports (2) package and distribute procedures by job title (desk manuals), and (3) build student and instructor guides by topic or job title.
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
This chapter provides information on:

Whats New in Oracle Tutor
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
New Features in Oracle Tutor

Oracle is pleased to announce Oracle Tutor 14. With this release, Oracle has incorporated exciting new features based on customer and partner requirements, technology, and domain expertise.
Tutor Business Process Converter (OBPC)

This new feature is a significant enhancement to Oracle Tutor, which enables importing and exporting of business process models between diagram and text based modeling tools. Models developed in Visio or any tool which provides an XPDL export can be imported into the Oracle Tools: Oracle Tutor, Oracle Business Process Architect 11g (BPA), and Oracle Business Process Management Suite 11g (BPM). In addition, models can be exchanged between Tutor, BPA, and BPM. The capabilities of the Oracle Tools provide a scope of process model development, management, and deployment which is beyond the typical usage of stand-alone diagramming tools. Oracle BPA has significant enterprise process model architecture capability. Oracle BPM enables process model software development and execution. Oracle Tutor is used to create easy-to-understand procedures with text and diagram for end user training and productivity purposes. When used together, especially as enhanced by Tutors integration capability, the tools provide significant value to an organizations management of its business processes. Tutors integration capability has significant benefit during two phases of business process management. The first is during process discovery, the initial phase of developing process models or procedures. Many organizations have a large number of Visio diagram artifacts which describe the way the organization does (or would like to do) its business. These can be imported directly into Tutor to accelerate the procedure development cycle. Whether new procedures are being used for end user training in an implementation or for process documentation in general, importing existing Visio diagrams can provide a significant acceleration. This is also true for any process model artifacts created in a modeling tool which has XPDL export capability, such as Provision or Bizagi. The second area of benefit applies to organizations which are using a formal process modeling tool for generation of executable process driven applications or integrations. Importing models from Tutor, Visio, or an XPDL capable source into BPA or BPM provides an initial process framework for developing executable models. It also gives organizations the ability to keep IT oriented process models and end user process models in sync, allowing for a single enterprise process model to be used for dual purposes.
Supported Oracle Tool Conversions

Process model conversion capability is provided between Oracle Tutor and Oracle BPA, and between Oracle Tutor and Oracle BPM. Tutor Procedure to BPA Tutor Procedure to BPM BPA Model to Tutor BPM Model to Tutor
Supported non-Oracle Tool Conversions

Process model conversion capability is provided for Microsoft Visio models and for the models created by tools which are capable of exporting content in the XPDL format. Models are only converted into Oracle tools formats; no export to Visio or XPDL is provided by OBPC. Visio Model to Tutor
New Features in Oracle Tutor Chapter 3 - Page 5
Visio Model to BPA Visio Model to BPM XPDL Model to Tutor XPDL Model to BPA XPDL Model to BPM
Support for parallel tasks in the narrative procedure format

This new feature allows writers to designate a set of tasks, in the narrative text of the procedure, which can be performed concurrently by different participants. Consequently, when the narrative procedure is imported into the Oracle tools BPM or BPA, the resulting swim lane diagram will show the tasks in parallel.
New Features in Oracle Tutor Chapter 3 - Page 6
Tutor System Requirements

The requirements for a users PC with an installation of Tutor Author, Publisher, Oracle Business Process Converter, and model documents are as follows. Tutor Business Process Converter X Required for conversion to Tutor
Software Requirements Windows XP/Vista Microsoft Office 2003/2007 X X
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
Required only for PDF conversion X
Required only for PDF conversion X
Required for conversion to BPM Required for conversion to BPA X
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.
Tutor System Requirements Chapter 3 - Page 7
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
Tutor Business Process Converter X
1 GB required Optional Optional X
1 GB required 1 GB required Optional 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.
Tutor System Requirements Chapter 3 - Page 8
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
Setting Options Chapter 3 - Page 9
Installing Tutor Author

This document covers the following types of installations: New Installation to a client system Upgrade installation to a client system Installation on a shared system such as Tarantella, Terminal Server, or Citrix Installation on a network Customized Installations
New installation to a client system

It is recommended that you accept the defaults during installation. You can select a different drive and subdirectory, such as D:\Program Files, and Tutor will be appended to the path you select. The Tutor Author default location is not Program Files, although users can install to that location if desired. The Oracle Tutor methodology highly recommends that all Tutor files--software, model documents, and courseware--be installed to the same location. If the Tutor file directory structure is installed to \Program Files, often users cannot find their model documents because they do not expect to find documents in the Program Files directory. In addition, some users do not have full read/write access to their Program Files directory, and it is critical to the successful operation of Oracle Tutor that users can edit and save all Tutor documents located on their system. The Author installation will write to your registry, add a configuration file and DLLs to your Windows directory, and copy templates into your Word template directory, so you must have write-privileges to those areas of your computer. It is also critical that the user have read/write privileges to \Tutor and all subdirectories. If you are installing to a computer running Windows NT, it is suggested that you log in with administrator privileges prior to installing Tutor Author. During installation, the user will need write privilege to the \Windows directory. After installation, that is no longer necessary.
Upgrade installation to a client system

It is always recommended that you uninstall any previous version of Tutor. This includes performing a search on your system for Author templates (*.dot) and renaming or deleting them prior to installing a new version of Tutor Author. If you are upgrading from Tutor 11x to Tutor 14, you will notice that all files are now installed to \Tutor, instead of \Tutor11i. You will need to manually copy your files from \Tutor11i to \Tutor. If you are upgrading to Tutor or reinstalling Author, the user will be given the option to have the installation make a copy of any file that will be overwritten during installation. If you have customized any of these files, you will need to merge your changes into the newly installed files. Special Note: See Setting Options in the Tutor Author User Manual and Tutor Author online help for required and recommended PC settings.
Installation on a shared system such as Tarantella, Terminal Server, or Citrix

The system administrator of the shared system will need to be involved with the installation as there are manual steps requiring knowledge of the shared system settings. 1. Install Tutor Author on the shared server.
Installing Tutor Author Chapter 3 - Page 10
2.
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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
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
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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
Customized Installations Chapter 3 - Page 14
Installing Tutor Publisher

Tutor Publisher can be installed to a local drive or a network drive. You can install a full version of Tutor Publisher on a network drive for one concurrent user, or a server version of Publisher can be installed and multiple concurrent users can install a client version of Publisher. When a client version of Publisher is installed, the installation files must reside in the Publisher directory on the network in order for the desktop shortcuts, icons, and configuration files to be installed correctly.
Installing Tutor Publisher Chapter 3 - Page 15
Tutor Publisher Client/Server Installation in Detail

Overview When Publisher is installed on the network, it is a wholly functional install. All the files that are needed for Publisher are installed into a \Tutor directory on the network. In order for multiple users to be able to access the Publisher executable files, the users need to perform a local installation of Publisher as well. This local installation does the following: Creates the needed directory structure Creates the icons on the desktop Adds an environment variable to autoexec.bat Asks the user to reboot the system
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.
3.
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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Tutor Publisher Client/Server Installation in Detail Chapter 3 - Page 16
Installing Oracle Business Process Converter

This document covers installing the components that will enable the user to import files into Oracle Business Process Architect (BPA) and/or Oracle Business Process Management Suite (BPM).
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 Tutor procedure to BPM
Export BPA model to Tutor
Export BPM model to Tutor
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.
Installing Oracle Business Process Converter Chapter 3 - Page 17
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.
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.
Known Issues in Oracle Tutor 14.0

Below is a detailed list of known issues in the Oracle Tutor 14.0 release. Workarounds for these issues are provided below, and these issues are planned to be fixed in a future release.
Oracle Business Process Converter

Visio conversion issues 1. Blank pages will produce a blank model in BPA and BPM. Blank pages imported into Tutor may generate an exception. For best results, remove blank pages from the source Visio file before importing. 2. The importer will attempt to import background pages as separate models. Very often, background pages in Visio only contain company logos or banners, which may result in a blank model in the target tool. 3. Large Visio files or files with multiple pages may generate an Out of Memory error. For best results, break up a multi-page Visio file into separate files before importing. The easiest way to do that is to copy the original file, then open the copy and delete all the pages except the page that you want to import. 4. Grouped symbols will import as a single object. Many Visio masters are created as a group, which is the normal way to create a compound symbol (such as a task with a task type icon in the corner). However, if the model creator manually groups some symbols together, the importer will treat this as a single object. Since manually-grouped objects have no master, the group will most likely be converted to a task. The new task may not have a name depending on how the objects in the group are "stacked" since Visio uses the topmost object in a group for the group's text. If a group contains several objects that should be independent symbols (such as grouping two tasks and a gateway), the original three tasks will not be converted and a single task will be created instead. To fix this issue, open the original Visio file and ungroup the grouped shapes. 5. Connecting lines formed by drawing multiple smaller lines end-to-end will not import correctly as a single line. 6. Some Visio stencils do not support swimlanes, but since swimlanes are a popular modeling approach, some users create their own swimlanes out of rectangles. The importer will only generate lanes (and actors in Tutor) if the lane objects are created from a Visio master with a name recognized as a lane (or added to the VisioUserMap.xml file). Any other objects will be converted into either a group object (dotted line rounded rectangle in BPA) or an expanded subprocess. Note that BPM and Tutor do not support the group object. 7. If a diagram has swimlanes created from one large rectangle with horizontal dividers created using the line tool, the converter may import the rectangle as an expanded subprocess and the dividers as sequence flows. 8. Objects that are made to appear invisible in Visio such as objects with no line and no fill or white objects on a white background will still import as BPMN objects even though you cannot see them in the source model. 9. Some visio masters allow the user to delete members of the grouped symbol without deleting the group object itself. The result is an empty (and invisible) group. The converter will still import such groups based on the master name of the groups, which results in objects seemingly appearing out of nowhere. 10. Visio allows you to link shapes to other pages via a hyperlink. This is often used to create a drill-down model where subprocess objects on a parent model link to the detailed model of the subprocess. The converter will not reestablish these links when importing pages with links. You will need to manually restablish the links in BPA (using associations), BPM (using
Known Issues in Oracle Tutor 14.0 Chapter 3 - Page 23
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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.
BPA Import Issues

1. Some connections that can be drawn in Visio and other tools are not valid in BPA. For example, BPA does not allow association flows between an event and a task. When importing a model with such flows, the importer will display a list of warning describing the connections that it was not able to establish. BPA does not support more than one flow of the same type between the same two objects. For, example, a gateway with three outflows, two of which lead to the same task will result in two of the flows having the same name (because they share a common definition). Flows in the source model that are not connected to an object on both ends will not be imported. When importing Visio models, flows may appear to be connected in Visio, but are actually not glued or are not close enough to the target symbol. BPA does not support lanes nested inside other lanes. If you import a model containing nested lanes, they will be displayed correctly, but all lanes will "belong to" the parent pool. When importing BPMN models with attached intermediate events, the relationship between the event and the task or subprocess that it is attached to will not be established in the BPA database until the imported model is saved. In other words, the "can trigger" relationship will not appear in the Relationships tab of the Properties Panel until the model is saved. This is important if you import a model and then immediately try to export it to Tutor without saving it. It is valid in BPMN to associate a data object with a message flow by connecting them with an association flow. BPA does not support the connection of one flow to another flow. Importing a complex Tutor model may result in many flows that are routed on top of one another or are routed in a less-than-ideal way. You will need to manually clean up the model after importing the model into BPA so that the line routing is clear to a human reader. Some visual attributes (such as zoom level, grid visibility, line corners, etc.) are set to fixed settings during import even if your global default preferences for these settings are different. Models imported from BPM do not preserve the original line routing for flows. Symbol positions are preserved, but flows are always rerouted using the same algorithm used to layout Tutor models. When symbols are close together, this can cause some strange line routing results. If you are an Oracle AIA customer and have installed the Oracle AIA filter and template for BPA, the Oracle Tutor filter and template will overwrite the AIA filter and template. To keep both sets of filters and templates, you should copy the AIA filter and template from within BPA before importing the Tutor filter and template. The Tutor BPMN template has two group symbols. The importer uses the one named "Group (freeform)", which can be moved and resized without any restrictions (unlike the other symbol named "Group"). However, "Group (freeform)" does not support the "belongs to" relationship with other objects. A side effect of this is that when the group symbol is on top of other objects in the z-order stacking (the default) clicking on an object that appears inside of a group will select the group. To select an object inside a group, you must either move the group out of the way first, or send it back several times by clicking on the "Send Back" icon in the toolbar. When importing a Tutor procedure containing a task with multiple system references, only the first system reference will be populated into the System Application, System Navigation, and System Screen attributes. When importing a Tutor procedure containing a task with multiple UPK links, only the first UPK link will be populated into the UPK Topic ID, UPK Topic Name, and UPK Topic URL attributes.
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BPA Import Issues Chapter 3 - Page 26
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.
BPA Import Issues Chapter 3 - Page 27
Setup and Test Activities

Before testing of Tutor software and model documents can occur, it is critical that you verify that Author, Publisher, and the associated software products (Word, PowerPoint, Adobe Acrobat, etc.) are installed correctly and ready to be used. Much time is wasted trying to debug problems that turn out to be incorrect installation, so this process is invaluable to making sure that the testing and development process is efficient. This document can also be used to test the installation of Author and Publisher. The next few pages cover the following activities: Test Author Software Test PowerPoint Software Test Publisher Software Test Acrobat Software Test Oracle Business Converter with BPA Test Oracle Business Converter with BPM
Setup and Test Activities Chapter 3 - Page 28
Test Author Software

1. Open Author. If Author simply opens a blank document, you will need to set the Tools > Options > File Locations > User Templates location to the same directory where Author.dot was installed.
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.
Test Author Software Chapter 3 - Page 29
Test PowerPoint Software

Open PowerPoint. Set PowerPoint settings according to the "Setting Options" section of the Author user manual (also in Tutor Author's online help). Create a new PowerPoint file using the sample template from the Doc Types directory. Add a few slides with text. Format paragraphs using the promote/demote button on the toolbar. Add student note text using all paragraph levels. Format paragraphs using the promote/demote button on the toolbar. Add instructor note text in all paragraph levels. Format paragraphs using the promote demote button on the toolbar. Save the document to the appropriate Draft folder.
Test PowerPoint Software Chapter 3 - Page 30
Test Publisher Software

1. Open Publisher. Installation testing Verify that the Publisher icon appears correctly on the desktop. Verify that the Publisher icon appears in Start > Programs > Tutor. 2. Check tools menu. Configuration Options Check double sided master for paper option. File Locations Verify draft and final folder paths. HTML Options Deselect: Enable Support for Oracle Applications Online Help. Publish all of the documents that were saved previously in each Draft folder. Build an index. Create and view all reports possible. 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 Create Tutor HTML files (Batch) on all process document folders. View HTML files in HTML folder Check tools menu.
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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.
Test Publisher Software Chapter 3 - Page 31
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
Test Publisher Software Chapter 3 - Page 32
Test Acrobat Software

1. 2. Set Adobe Acrobat settings according to the "Setting Options" section of the Author user manual (also in Tutor Author's online help). Create a PDF version of the guides. Open the TOC of the Instructor Guide and press the PDF button. Open and verify the PDF guide (Acrobat) Test the book marks and pagination.
Test Acrobat Software Chapter 3 - Page 33
Test Oracle Business Process Converter with BPA

1. 2. 3. Open BPA Select a group. Navigate to the macro menu on the toolbar that you created during the OBPC installation. Import Tutor Procedure Select Import Tutor Procedure Browse to a Tutor procedure Select a file name Select OK Navigate to the Tutor procedure and open. Import Visio Diagram Select Import Visio Diagram Browse to a Visio diagram Select OK Import XPDL Select Import XPDL Browse to an XPDL model Select OK
Test Oracle Business Process Converter with BPA Chapter 3 - Page 34
Test Oracle Business Process Converter with BPM

1. 2. 3. 4. Open JDeveloper Studio. Create an application and project. Right-click on the project and select Import Models Select either a Tutor procedure, a Visio Diagram, or an XPDL file.
Test Oracle Business Process Converter with BPM Chapter 3 - Page 35
Tutor Directory Structure

The Tutor directory structure is a key element of the methodology and the functionality of the software of Tutor. Note that all Tutor documents are located under the appropriate language code. Thus, if your company uses both English and French documents, you will have a set of Tutor documents under US (for U.S. English documents) and F (for French). If you are uploading all your Tutor documents into the Oracle Applications Online Help database, your documents will be copied to the appropriate product directory under AppsHTML and the appropriate language directory. If you are using a webserver, your HTML documents will be copied to the HTML directory directly under the Tutor directory. WARNING: It is critical that you do not change the names or locations of any of the Tutor subdirectories. You may place different document types on different drives (for example, placing all EDUC documents on a network server and the remaining documents on a local drive), but you must maintain the same directory structure. There are two reasons for this: one, the software relies on this directory structure for some features, and, two, all user documentation and implementation instructions presume that this directory structure is maintained. Below are two examples of the Tutor directory structure. In the first example, all directories for Tutor are shown for a customer using both French and English documents. The second example shows a customer who has placed different document types on different drives.
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
Tutor Directory Structure Chapter 3 - Page 36
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
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
Example: Different Document Types Placed on Different Drives C:\Program Files\Tutor

Author Audit Doc Types HeaderFooter Resource Manuals Desk Owner Student Guides
Network Publish db Template Reports Tables 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
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
CODE CURR EDUC PPT FORM INS LABS NAV PROC REF Visio XPDL
Using Office 2007 with Tutor

How Office 2007 is different from earlier versions of Office
Office 2007 uses Office Open XML formats with .docx and .docm filename extensions. Docx is an Office Open XML word document. Docm is a macro enabled Office Open XML document. This means the file structure behind the scenes is quite different from the binary file formats used prior to Office 2007 such as .doc, .dot, .xls, and .ppt.
Office 2007 is supported only by Tutor R12.1 and higher

Only people using Office 2007 need to install Tutor R12.1 and higher. Though Tutor Release 12.1 and higher can be used with earlier versions of MS Office, people using Office 2000, XP, and 2003 can continue to use Tutor R12.0.
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
Using Office 2007 with Tutor Chapter 3 - Page 42
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
Open a Word 2007 document in an earlier version of Word

To open Microsoft Office Word 2007 .docx or .docm files with Microsoft Office Word 2003, Word 2002, or Word 2000, you need to install the Microsoft Office Compatibility Pack for 2007 Office Word, Excel and PowerPoint File Formats and any necessary Office updates. By using the Compatibility Pack for the 2007 Office system, you can open, edit some items, and save Office Word 2007 documents in previous versions of Word.
Document element differences in previous versions

Although you can open Office Word 2007 files in previous versions of Word, you may not be able to change some items that were created by using the new or enhanced features in Office Word 2007. For example, equations will become images that cannot be changed. For a complete list of differences, see the Microsoft Office web site. In addition to the changes listed on the Microsoft Office web site, the following features behave differently when you open an Office Word 2007 .docx or .docm file in Word 2003: Macros and macro signatures will be removed. Mail merge data will be lost and you will not be able to connect to data sources. You will not be able to open password-protected files, even if you know the password.
Note about Compatibility Mode

Microsoft released a compatibility pack for Office 2003 and XP users so that they can import docx files from Office 2007. As long as all users of Oracle Tutor are using either all .doc or .docx files, the compatibility pack should not cause a problem.
Tutor Model Documents Overview

Chapter 4
Tutor Model Documents Overview Chapter 4 - Page 1
Tutor Model Documents Overview

Introduction
This section describes the model documents that you are able to use with your Tutor license. The model documents are available as patch sets from the Oracle support web site. There are various sets of model document patches, and each patch includes an excel spreadsheet that lists the documents contained in each patch. Tutor model documents are comprehensive process and courseware documents that cover a majority of core business activities and reflect generally accepted business practices. They are not just templates. This substantial repository of model documents provides a starting point -document owners edit the models instead of creating documents from scratch.
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
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.
Oracle Courseware Documents

Tutor customers who have kept their Tutor Support license current, may download the select eBusiness Suite courseware content that has been packaged for licensed Tutor customers.
Courseware Documentation for the E-Business Suite (EBS)

Courseware for the EBS is created and compiled using the Tutor software and method. Source courseware files include MS PowerPoint and Word documents. This material is the same courseware used by Oracle University to teach the Oracle implementation team members how to use the features and functionality of the various EBS applications. Select EBS courseware files are released as separate patches on My Oracle Support. Each courseware patch contains a spreadsheet that lists the source files that make up the course. Positioning and Using the E-Business Suite (EBS) Courseware Documents The Tutor product team does not create the courseware files. The product development teams for the various application products create the courseware files. That means the Finance product writers create the course material for the Finance applications. The HR product writers create the course materials for the HR products. Course material is not updated with every point release. As a result, the courseware patches provided with the Tutor license cover varying application point releases making it very difficult to track which course covers which application point release. As course files are updated, the older course material is replaced with the new. The Tutor team does not maintain multiple versions of the courseware for download on My Oracle Support. Much like the positioning of the model documents, the courseware is provided with the expectation that each company will modify it to reflect the features they use of that application. "Can courseware created for release 11.5.4 and 11.5.6 be used to train on the 11.5.10 apps release?" Yes. But the content will have to be reviewed and modified to reflect the 11.5.10 features that the company chooses to implement. What courses are packaged for Tutor? The Tutor product includes select EBS 11i and some EBS R12 course files. Please note, not all EBS courseware is available. EBS R12.1 model content is available with the Oracle UPK model content license. Tutor does not package courseware for the Core Technologies such as Database, Development Tools, Enterprise Manager, Application Server, Collaboration Suite, Customer Data Hub) or the other brands of business applications (E, E1, JDE, SBL, etc).
Finding Tutor Products on Oracle Support (formerly Metalink)

The recommended method for obtaining Tutor products is to download patches from the My Oracle Support web site. Patches for Oracle Tutor There are three categories of downloadable Tutor products: Software Model Documents (Policies & procedures, Instructions, Forms, and references) EBS Courseware documents This content is deployed on My Oracle Support as Patches for Oracle Tutor. There are over 100 individual Patches for Tutor, so if you are searching for a specific category of content, it is best to refine your search using the filter feature of the Patch Search. Software patches, such as installations and patches of Tutor Author and Tutor Publisher. These patches are always preceded by the word "SOFTWARE" in the title of the patch. Tutor model documents such as procedures and other process documents. These patches are always preceded by the words "MODEL DOCUMENTS" in the title of the patch. Select EBS courseware documents. These patches are always preceded by the word "COURSEWARE" in the title of the patch.
Searching for Tutor Patches on My Oracle Support

1. 2. 3. 4. 5. Click on the Patches & Updates tab In the Patch Search region, select the Search tab Select the link for Product or Family (Advanced Search) Type Tutor in the Product is field. Select the correct Release. You must do this to find Tutor patches. For Tutor 12 software and documentation patches Select: Applications 12 (other) For Tutor 11i documentation patches Select: Applications 11i 6. Click the plus button to add a search filter. Decide whether you want to narrow the scope of your search. To find all Tutor patches: Do not select a filter To find SOFTWARE patches only: Select the Description Filter Enter "software" in the Description field. To find PROCESS document patches only: Select the Description Filter Enter "model documents" in the Description field.
Finding Tutor Products on Oracle Support (formerly Metalink) Chapter 4 - Page 5
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.
Finding Tutor Products on Oracle Support (formerly Metalink) Chapter 4 - Page 6
Installing Tutor document patches

Before installing Tutor document patches, make sure you read and understand the section on Tutor Directory Structure. 1. Open the zip file and locate Setup.exe. 2. Open Setup.exe. 3. Choose the appropriate language. 4. Follow the prompts in the installation. 5. Read the readme file at the end.
File Security and Permissions

After installing the model documents to a shared location, protect them by assigning the appropriate access. ORIG read-only access for everyone (write-protect the files) DRAFT Write access for document owners, Document Adminisrators, document specialists FINAL Write access for Document Adminisrator ONLY HTML Write access for Document Adminisrator ONLY APPSHTML - Write access for Document Adminisrator ONLY To prevent folders from being changed or moved, grant Full Control status on Tutor and below. Back up documents daily Keep working files on a network rather than on personal PC drives
Installing Tutor document patches Chapter 4 - Page 7
Installing Tutor document patches Chapter 4 - Page 8
Tutor Implementation Support Documents

Chapter 5
Tutor Implementation Support Documents Chapter 5 - Page 1
Tutor Implementation Support Documents

The following support documents are provided to help implement the desired Oracle Tutor products and features. Soft copies of these documents and also the Document Register spreadsheet (DOCREG*.xls) are installed when you install the Tutor model documents. Tutor Implementation Checklist (in the REF folder) Job Titles by Department (in the REF folder) Tutor Document File Naming Rules (in the CODE folder) Instruction on how to Review Model Documents (In the INS folder)
Tutor Implementation Checklist

Introduction
Many implementation elements can be grouped logically from project startup to completion of training. Most of the important ones -- from the perspective of the facilitator (Oracle University consultant, Oracle Implementation Consultant, Oracle Partner, or any other outside consultant who is very familiar with Tutor features and methodology) -- are listed below.
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?
Tutor Implementation Checklist Chapter 5 - Page 4
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?
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?
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?
Document Maintenance Environment

Executive Management Has a document audit cycle been identified? Will each document be audited every 3, 6, or 12 months? Is ongoing document maintenance tied to each Document Owners performance evaluation? Project Leader and Document Administrator Have the Document Control model documents been modified? Company Employees Do all Document Owners and end users of the procedure documents understand the document change request process?
Job Titles by Department

This document shows the job titles and the reporting structure assumed in the Tutor model procedures. PRESIDENT VICE PRESIDENT OF OPERATIONS Director of Materials Production Control Manager Material Control Coordinator Production Control Planner Master Scheduler Purchasing Manager Buyer Purchasing Clerk Inventory Control Manager Shipping/Receiving Supervisor Receiving Clerk Shipping Clerk Stockroom Supervisor Stockroom Clerk Manufacturing Engineering Manager Manufacturing Engineer Director of Manufacturing Production Supervisor Manufacturing Clerk Assembler Rework Supervisor Rework Technician Service Center Manager Service Center Representative Service Center Technician Facilities Manager Facilities Technician Director of Quality Document Control Manager Quality Manager Receiving Inspection Supervisor Receiving Inspector Final Inspection Supervisor Quality Inspector
Job Titles by Department Chapter 5 - Page 9
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
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
Tutor Document File Naming Rules

Definition
An eight-character alphanumeric code used to identify Tutor document types.
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.
Tutor Document File Naming Rules Chapter 5 - Page 12
Reviewing Model Documents

Scope
This instruction covers the initial review of model process documents by document owners. This instruction does not cover the initial review of courseware.
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.
2. 3. 4.
5. 6.
Reviewing Model Documents Chapter 5 - Page 13
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.
Reviewing Model Documents Chapter 5 - Page 14
Integrating Tutor and UPK Content

Chapter 6
Integrating Tutor and UPK Content Chapter 6 - Page 1
Integrating Tutor and UPK Content

Introduction
When implementing any of the Oracle applications, Oracle recommends using Tutor to write policies, processes, and procedures and using UPK to create transaction simulations. There are a few ways to integrate and use the outputs of the Tutor and UPK products. This chapter will explore the recommended options and assumes readers have a strong working knowledge of both products.
Lay the Foundation

When creating end user output with Tutor and UPK, a company must consider the following: Where to deploy the Tutor and UPK player content for easy access by the end user community? Web Server OR E-Business Suite (EBS) help system on the middle tier What Tutor and UPK content to use in a complimentary fashion? Link from a Tutor document to UPK content (the Index.html) Link from a Tutor procedure task to a specific UPK topic (See It, Try It, Know It) Convert UPK Job Aids to Tutor Navigation format What type of link to use, relative or absolute links 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.
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
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.
Deploy Content Chapter 6 - Page 5
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.
Link Content Chapter 6 - Page 6
Link from a Tutor Procedure to a UPK Topic (Web Server)

Scope
This instruction covers creating a relative hyperlink from a Tutor HTML document to a related UPK topic, where both Tutor HTML content and UPK player content reside on a web server. For creating links from Tutor procedures to a UPK topics residing on the e-Business Suite help system, see Link from a Tutor Procedure to a UPK Topic (EBS Help System) [../FND/@INS1083Y] This instruction does not cover creating absolute links to UPK content. Absolute links are difficult to maintain if content is moved to a different location or if anything (for example use of VM ware) happens to cause a server name change. Therefore, absolute links are not recommended.
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
Document Owner or Document Specialist

1. Ask the Document Administrator for the location of a copy of the UPK Player content that is to be uploaded to the production instance. The UPK content should be stored on a central web server to which Document Owners have access. The links will not work when content is stored on a laptop or desktop. See the UPK reference manuals for more information on UPK. In particular look for the chapter on Launching UPK from other Applications. Find the kp.html file of the published player. The kp.html file lists the topics contained in the published player. The kp.html file is located in the \PlayerPackage folder when created with UPK 3.x 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.
2.
3.
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.
4. 5.
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
16. 17. 18. 19.
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 (EBS Help System)

Scope
This instruction covers creating a relative hyperlink from a Tutor document to launch related UPK topic content, where the Tutor HTML content resides in the e-Business Suite help system and the UPK player content resides in the OA_Media directory application server. For creating links from Tutor procedures to a UPK topics residing on a web server, see Link from a Tutor Procedure to a UPK Topic (Web server) [../FND/@INS1080Y] This instruction does not cover creating absolute links to UPK content. Absolute links are difficult to maintain if content is moved to a different location or if anything (for example use of VM ware) happens to cause a server name change. Therefore, absolute links are not recommended.
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

1. Ask the Document Administrator for the location of a copy of the UPK Player content that is to be uploaded to the production instance. The UPK content should be stored on a central web server to which Document Owners have access. The links will not work when content is stored on a laptop or desktop. For content already residing on the EBS middle tier, you may not have permissions to access those folders. In that case, ask the system administrator to forward a copy of the kp.html file so you can view it on your local system. See the UPK reference manuals for more information on UPK. In particular look for the chapter on Launching UPK from other Applications. Find the kp.html file of the published player. The kp.html file lists the topics contained in the published player. The kp.html file is located in the \PlayerPackage folder when created with UPK 3.x
2.
Link from a Tutor Procedure to a UPK Topic (EBS Help System) Chapter 6 - Page 10
3.
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.
4. 5.
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 anywhere in a Tutor document to the UPK player package

You can link to an entire player package from a Tutor document. That choice allows users to see all the Modules, Lessons, and Topics in the player. For a detailed instruction on how to create the links, see the instruction, Link from a Tutor Document to a UPK Player Package.
Link from a Tutor Document to a UPK Player Package

Scope
This instruction covers creating a relative hyperlink from a Tutor document to launch related UPK player package. This instruction does not cover creating absolute links to UPK content. Absolute links are difficult to maintain if content is moved to a different location or if anything (for example use of VM ware) happens to cause a server name change. Therefore, absolute links are not recommended.
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

1. Ask the Document Administrator for the location of the UPK Player content on the production server. The UPK content should be stored on a central web server to which Document Owners have access. The linking will not work when content is stored on a laptop or desktop. Locate the index.html file of the published player. Make a note of the Path or URL. See the UPK reference manuals for more information on UPK. In particular look for the chapter on Launching UPK from other Applications. Open the Tutor document requiring links to the UPK topic. Scroll to the task where you wish to add a link in context. Add a system reference as necessary. 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 a Note 1, 2, or 3 paragraph style as defined by project standards. Type a descriptive title of the player in the blank paragraph.
2.
3. 4.
Link from a Tutor Document to a UPK Player Package Chapter 6 - Page 14
5.
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:
EBS Help system 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

E-Business Suite courseware developed by Oracle is packaged and compiled with Tutor. Courseware content is comprised of multiple files and file types assembled by Tutor in the form of Student and Instructor Guides. The Curriculum document type is used to assemble the Guides and the courseware writer creates it using Tutor Author. It can reference PowerPoint files and other Author composed documents, including Education (EDU), Lab (LAB) and Navigation (NAV) documents. Tutor Publisher handles each document type in a specific way during Guide assembly. The Tutor Publisher User Manual and key Instruction (INS) documents describe how to assemble this content. When developing training materials for deployment via a Student Guide, it can be useful to include NAV files to show students a step-by-step approach to executing a transaction. In this way, Tutor NAV files are similar to UPK Job Aids, which are one of the document outputs coproduced when publishing a simulation. When you want to include the contents from a UPK Job Aid in a Student Guide, you can copy and paste the job aid content into a Tutor Navigation skeleton and rename the file using Tutors standard file naming method. This approach creates blended content for use in courseware. For more detail, see the instruction Convert a UPK Job Aid to a Tutor Navigation Instruction
E-Business Suite (EBS) courseware content and UPK content Chapter 6 - Page 17
Convert a UPK Job Aid to a Tutor Navigation Instruction

Scope
This instruction covers converting a UPK Job Aid to a Tutor Navigation Instruction.
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.
Course Developer or Document Specialist

1. Publish Job Aid of desired topics using the UPK developer tool. You may publish just one topic to a Word file or multiple Job Aids to a single Word file. This instruction assumes you will publish multiple topics to a Word file. Open the Job Aid Word file and scroll to the desired topic. Make note of the Topic title, as this will also be the title of the Navigation Instruction. Leave the file open. Open Tutor Author and select the option to create a Navigation document. See the instruction, Writing a Navigation Instruction. When you get to the task for writing data entry instructions, do the next few steps. Leave the newly saved NAV file open and go to the Job Aid. Select and delete the first column of the job aid instructions that contain the step numbers. You may have to be in Word's Normal View to select the entire column. Select the whole table (you may have to be in Word's Normal View to do this.) Convert the table to text. Select the following options for conversion: Separate text with Paragraph marks Convert Nested tables Copy the resulting highlighted text. Paste the text into the appropriate point in the Tutor Navigation document that should still be open. Format all the highlighted text to the Task 1 paragraph style. Merge paragraphs as appropriate. Remove redundant graphics as appropriate. Some of the graphics are of blank fields and may be unnecessary. Make any other reasonable edits. Select the renumber button on the Author toolbar to renumber the tasks. See the instruction, Writing a Navigation Instruction Complete the remaining tasks. Close the original Job Aid file. It is not necessary to save changes made to the Job Aid file.
2.
3.
4. 5. 6. 7.
8. 9. 10. 11. 12. 13. 14.
15.
Convert a UPK Job Aid to a Tutor Navigation Instruction Chapter 6 - Page 18
End of activity. Example of a Job Aid
Example of Job Aid converted to a Tutor NAV
Maintaining NAV files created from a UPK job aid

You will need to create a DOCREG spreadsheet for the UPK Topics that were published to Job Aids that were then copied into a single Tutor NAV document. If you have to change a UPK topic, then the Job Aid can be regenerated. Simply open the existing NAV file and copy and paste the new Job Aid content in to the existing NAV, deleting the old content.
Tutor Glossary of Terms

Chapter 7
Tutor Glossary of Terms Chapter 7 - Page 1

This chapter contains a glossary of terms used in Tutor documentation that can be updated to include terms for your organization.

Term Activity Activity preface Description A process or series of tasks that serve a specific goal or purpose. That portion of a procedure or instruction that identifies the starting point of the activitythe trigger or circumstance that initiates the activity. Actor refers to a job title associated with tasks in a procedure or instruction. An actor is any employee who performs a task (or tasks) in a documented activity. A document that is published and distributed by a centralized publishing group for the purposes of ensuring document consistency and integrity. A document that describes the rules and parameters governing how a specific code or numeric identifier is formatted, assigned, controlled, and used. A statement that defines two or more distinct, mutually exclusive paths within a procedure, as well as the condition associated with each path. Any training material developed specifically for classroom use. Courseware documents are not centrally controlled. The script used by Tutor Publisher to build a student guide from education documents. The curriculum lists the relevant education documents in the order in which they need to appear in the student guide. A compilation of all process documents required by an employee to perform his/her job. A statement used in a procedure to specify the next task to be performed. Note: Since tasks are normally performed in numerical sequence, a directive is needed only when tasks are performed OUT of sequence. The section of a document that lists the employees (by job title) who need to receive the document. A file containing all current, centrally controlled documents, including a master table of contents. The Document Administrator maintains this file. The person who is responsible for ensuring that a document is necessary and that it reflects actual practice. Ownership of a document cannot be shared. To mark up a printed copy of a document, indicating all corrections and changes.
Actor
Centrally controlled document Coding convention
Conditional directive
Courseware Curriculum
Desk manual Directive
Distribution Document master file
Document Owner
Edit
Education Abstract Education Overview
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.
Education PowerPoint
Expanded education document External reference Flowchart Form (business)
Form abstract
Generic actor Guided Demonstration Instruction Introduction
Instructor guide Key elements
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.
Policy Practice
Primary task Procedure
Process document
Process Map
Publish
Qualifier Reference document
Relative Link Responsibility Scope Secondary Task
Skeleton Student guide
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
Task Task segment Template Tutor repository Unconditional directive Update
The Tutor Glossary of Terms can be updated to include terms for your organization.

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Tutor Implementation Guide Table of Contents i

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Tutor Implementation Guide Table of Contents iv

The Tutor Solution

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The Tutor Solution Chapter 1 - Page 1

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The Tutor Solution Chapter 1 - Page 2

The Tutor Solution

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Tutor Implementation Guide

Tutor Model Documents

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Tutor Author User Manual

Tutor Author Online Help

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Tutor Publisher User Manual

Tutor Publisher Online Help

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Learning Tutor Chapter 1 - Page 5

Tutor (SIG) Special Interest Group

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Tutor Integration Chapter 1 - Page 7

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Model Documents - Process Documentation

Other Process Documents

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Model Documents - Courseware

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What Tutor Document Type Should You Use?

Process Documents Category

Reference Reference Process Sub process

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What Tutor Document Type Should You Use? Chapter 1 - Page 14

Tutor Skeleton Navigation Instruction

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Paper or Nonsystem form

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Tutor Skeleton Coding Convention

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