Chapter 6. Designing, Building, Using, & Revising Subprocesses

In this Chapter, we look at Designing, Building, Using, & Revising Subprocesses. In Section 6.1, we outline the binders or data produced. In Section 6.2, we outline the roles. In Section 6.3, we outline the steps of the subprocess. In Section 6.4, we outline the files of the subprocess. In Sections 6.4 thru 6.8, we examine many of these steps in more detail. In Section 6.9, we outline some sample Subprocess Developments. The subprocesses described in Chapters 2 - 7 strongly interact and iterate with one another.

6.1 Designing, Building, Using, & Revising Subprocesses- Binders

We outiine here the key web items or binders that result from the Designing, Building, Using & Revising Subprocesses subprocess-namely, Requirements Capture Tools (RCTs). These will be described in more detail further in the chapter.

Requirements Capture Tools (RCTs). Requirements Capture Tools (RCTs) facilitiate subprocess development and are the repository of all of the documentation for EHBs development for that subprocess. Requirements Capture Tools are comprised of several elements:

Outlining, Designing, Building,Using, Revising EHBs corresponds to putting on a production of a play- Outlining/Playwriting, Example/Rehearsal, Implementation/Staging, Utilization/Performance, and Revision/New Production.

Exercises.

1. Browse around the Requirements Capture Tools (RCTs)link on the EHBs home page http://ehbs.org/.

Figure 6.1 (a) . NASA SBIR Requirements Capture Tool (RCT).

Figure 6.1 (b). NASA SBIR Binders

Figure 6.1 (c). NASA SBIR Example Process/Play

Figure 6.1 (d). NASA SBIR Implemented Process/Play

Figure 6.1 (e). NASA SBIR Example User EHBs

Figure 6.1 (f). NASA SBIR Implemented User EHBs

Figure 6.1 (g). NASA SBIR Example Home Pages

Figure 6.1 (h). NASA SBIR Implemented Home Pages

Figure 6.1 (i). NASA SBIR Example Files

Figure 6.1 (j). NASA SBIR Implemented Files

Figure 6.1 (k). NASA SBIR Suggestion Files

6.2 Designing, Building, Using, & Revising Subprocesses- Roles

We look at some of the types of roles the Designing, Building, Using, & Revising Subprocesses subprocess.

Development Lead. This is the chief player who manages the Designing, Building, Using, & Revising Subprocesses Subprocess.

Developer. This is the player who develops the EHBs and updates the Requirements Capture Tool.

Demonstrator is the key player of this process who peforms most of the steps above in Demonstrating EHBs. During this subprocess, the Demonstator reads the Suggestions forms to make changes to the Demonstration Tool and its components.

Customer. This is the chief player for which the Requirements Capture Tool is built. He or she is the one with the money for development. During this subprocess,the Customer also uses the Suggestions form to make suggestions on changing the Requirements Capture Tool and its components.

User. This is a player for which the Requirements Capture Tool is also demonstrated. During this subprocess, the User also uses the Suggestions form to make suggestions on changing the Requirements Capture Tool and its components.

Exercises.

1. Browse around the home White Paper link on the EHBs home page http://ehbs.org.

6.3 Designing, Building, Using, & Revising Subprocesses- Subprocess

We outline here, the Designing, Building, Using & Revising Subprocesses subprocess. The key steps form the major part of the rest of this chapter.

Exampling/Rehearsal. This task involves the developer, customer, and user who perform the example or rehearsal phase of the development. (See Section 6.5.)

Implementation/Staging. This task involves the developer, customer, and user who perform the implementation or staging phase of the development. (See Section 6.7.)

Utilization/Performance. This task involves the developer, customer, and user who perform the utilization or performance phase of the development. (See Section 6.8.)

Revision/New Production. This task involves the developer, customer, and user who perform the revision or new production phase of the development. (See Section 6.9.)

6.4 Designing, Building, Using, & Revising Subprocesses- Files

We look at some of the types of files used in the Designing, Building, Using & Revising Subprocesses subprocess. See Figure 6.2. These represent the files for the NASA SBIR Requirements Capture Tool for Contract Administration and Closeout. Notice that there is a subdirectory corresponding to each of the pieces of the Requirements Capture Tool.

Figure 6.2 (a). NASA SBIR Process Library (PL) files.

Figure 6.2 (b). NASA SBIR Requirements Capture Tool (RCT) Classifications files.

Figure 6.2 (c). NASA SBIR Product Realization Subprocesses Requirements Capture Tool (RCT) files.

Figure 6.2 (d). NASA SBIR Contract Administration and Closeout RCT files.

6.5 Example/Rehearsal

We show here how to update a Requirements Capture Tool for exampling or reheasing a subprocess.

Problem. Example/rehearse the NASA SBIR Contact Administration and Closeout subprocess.

Solution.

All these steps are performed on the local and server computers.

1. Edit the RCT Title.The file rct_main.htm contains the title of the Requirements Capture Tool. Edit this file so that it reflects the name of the subprocess and the fact that it is in the Example/Rehearsal stage of development. See Figure 6.3 (a). Browse the Subprocess Requirements Capture Tool on your local computer in a web browser.

2. Edit the Binders. A binder in the example/rehearsal stage is represented by a set of web pages which illustrates the contents of that binder. See Figure 6.1 (b). The binders subdirectory contains files corresponding to the binders that result from subprocess. The left.htm file contains names of the different binders. Each binder name is linked to an access file having the name of that binder. Each access file provides instructions on how to access that binder. Browse the Subprocess Requirements Capture Tool on your local computer in a web browser.

3. Edit the Process/Play. A Process/Play in the example/rehearsal stage is represented by a set of web pages which points to the Example EHBs below. See Figure 6.1 (c). The process subdirectory contains files corresponding to the Process/Play which defines the subprocess. The left.htm file contains the Process/Play and the names of the different EHBs.. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access that EHB. .Browse the Subprocess Requirements Capture Tool on your local computer in a web browser.

4. Edit the Example EHBs. An Example EHB in the example/rehearsal stage is represented by a set of web pages which illustrates the steps in that EHB. See Figures 6.3 (b) and 6.1 (e). The example_uehbs subdirectory contains files corresponding to the example User EHBs for the subprocess. The left.htm file contains names of the different EHBs.. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access that EHB. Browse the Subprocess Requirements Capture Tool on your local computer in a web browser.

5. Edit the Example Home Pages. A home pages for an EHB is the location in the subprocess where the user's role is initiated. See Figure 6.1 (g). This could be a public home page or the EHB of another role that registers the user to an EHB. An Example Home Page in the example/rehearsalstage is represented by a set of example web pages which illustrates either the public home page or the EHB of the role of the initiator. The example_home_pages subdirectory contains files corresponding to the Home Pages for the subprocess. The left.htm file contains names of the different EHBs. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access that home page for that EHB. Browse the Subprocess Requirements Capture Tool on your local computer in a web browser.

6. Edit the Example Files. An Example Files in the example/rehearsal stage is represented by a set of web pages which illustrates the contents of the files for that EHB. See Figure 6.1 (i). The example_files subdirectory contains files corresponding to the User example internal filesfor the subprocess. The left.htm file contains names of the different EHBs.. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access the example files for that EHB. Browse the Subprocess Requirements Capture Tool on your local computer in a web browser.

7. Create Zip File. Create a zip file corresponding to the entire RCT for the subprocess and transfer it to the server. Unzip the zip file so that the RCT is replicated on the server. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.Browse the Subprocess Requirements Capture Tool on your local computer in a web browser.

8. Browse the Remote Subprocess Requirements Capture Tool. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

9. Update the Subprocess Document Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

10. Update the Subprocess Checklists Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

11. Have Organizations Revise their Organization Views and Provide Feedback. Have each of the organizations effected by the Subprocess Requirements Capture Tool examine and modiify their Organization View (Chapter 4). Have each of the organizations effected by the Subprocess Requirements Capture Tool provide feedback based on their perspective.

Exercises.

1. Follow the above steps to example/rehearse Contact Administration and Closeout subprocess for the NASA SBIR Process Library.

2. Follow the above steps to example/rehearse subprocess Organization Documents in your organization's Process Library.

Figure 6.3 (a). NASA SBIR Example/Rehearsal RCT

Figure 6.3 (b). A NASA SBIR Example/Rehearsal User EHB

6.6 Implementation/Staging

We show here how to update a Requirements Capture Tool for implementation or staging of a subprocess..

Problem. Implement/stage the NASA SBIR Contact Administration and Closeout subprocess.

Solution.

All these steps are performed on the local and server computers.

1. Edit the RCT Title. The file rct_main.htm contains the title of the Requirements Capture Tool. Edit this file so that it reflects the name of the subprocess and the fact that it is in the Implementation/Staging stage of development. See Figure 6.4 (a).

2. Edit the Binders. A binder in the implementation/staging stage is represented by a set of web pages which implements the contents of that binder. See Figure 6.1 (b). The binders subdirectory contains files corresponding to the binders that result from subprocess. The left.htm file contains names of the different binders. Each binder name is linked to an access file having the name of that binder. Each access file provides instructions on how to access that binder.

3. Edit the Process/Play. A Process/Play in the implementation/staging stage is represented by a set of web pages which points to the Implemented EHBs below. See Figure 6.1 (c). The process subdirectory contains files corresponding to the Process/Play which defines the subprocess. The left.htm file contains the Process/Play and the names of the different EHBs.. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access that EHB. .

4. Edit the Implemented EHBs. An Implemented EHB in the implementation/staging stage is represented by a set of web pages which implements the steps in that EHB. See Figures 6.4 (b) and 6.1 (f). The implemented_uehbs subdirectory contains files corresponding to the example User EHBs for the subprocess. The left.htm file contains names of the different EHBs.. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access that EHB.

There are several key steps in editing implemented EHBs. The order and the details of each of these is dependent on the type of middleware (e.g., Cold Fusion, DBGenie, Microsoft SQL, etc. ) used to implement the EHBs. A first step is to edit the HTML files/code that represent the EHB itself. A second step is to edit the HTML files/code for the steps of the EHBs. A third step is to edit the HTML files/code for the security and access privileges of the EHBs steps. A fourth step is to edit the database definitions files/code for the database itself.

5. Edit the Implemented Home Pages. A home pages for an EHB is the location in the subprocess where the user's role is initiated. See Figure 6.1 (h). This could be a public home page or the EHB of another role that registers the user to an EHB. An Implemented Home Page in the implementation/staging is represented by a set of web pages which implements either public home pages or the EHB of the role of the initiator. The implemented_home_pages subdirectory contains files corresponding to the Home Pages for the subprocess. The left.htm file contains names of the different EHBs. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access that home page for that EHB.

6. Edit the Implemented Files. An Implemented Files in the implementation/staging stage is represented by a set of web pages which implements the contents of the files for that EHB. See Figure 6.1 (j). The implemented_files subdirectory contains files corresponding to the User example internal filesfor the subprocess. The left.htm file contains names of the different EHBs.. Each EHB name is linked to an access file having the name of that EHB. Each access file provides instructions on how to access the example files for that EHB.

7. Update the EHBs Libraries. A Library for an EHB is a set of sample documents that are asked for in the EHB itself. EHBs. See Figure 6.4 (c) Libraries are particularly useful for users who are using the EHB since it provides good examples to compare with when they fill out the forms or upload documents required in the EHB.. A library for an EHB is generally access thru a link in the EHB itsled. See Figure 6.4 (i)

8. Test the Implemented EHBs. Implemented EHBs should be tested in several ways. First, each EHB should be individually tested using the data in the EHBs Libraries or in the example EHBs. Second, the EHBs should be subprocess tested by following the steps in the subprocess using the data in the EHBs Libraries or in the example EHBs. Third, the home pages should be tested by following the path users would take thru the home page using the data in the EHBs Libraries or in the example EHBs..

9. Update the Example EHBs, Home Pages, and Files. Update the Example EHBs, Home Pages, and Files as described in the previous section. See Figure 6.1 (e), (g) (i). This can be done by pointing to the Implemented EHBs created above each with a specially reserved id and password that can be provided in the Access files. This would enable users to explore the EHBs without causing damage.

10. Update Other Documentation. Although the steps here provide for sufficient documentation, the customer may require additional documentation for their needs. This may be include flow charts, gant charts, etc. In this step the implemented files and/ example files of the subprocess RCT should be supplemented with these additional documentations. Since they are part of the implemented files and/ example files of the subprocess RCT, they too will be accessible via the RCT.

11. Browse the Local Subprocess Requirements Capture Tool. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

12. Create Zip File. Create a zip file corresponding to the entire RCT for the subprocess and transfer it to the server. Unzip the zip file so that the RCT is replicated on the server.

13. Browse the Remote Subprocess Requirements Capture Tool. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

14. Update the Subprocess Document Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

15. Update the Subprocess Checklists Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

16. Have Organizations Revise their Organization Views and Provide Feedback. Have each of the organizations effected by the Subprocess Requirements Capture Tool examine and modiify their Organization View (Chapter 4). Have each of the organizations effected by the Subprocess Requirements Capture Tool provide feedback based on their perspective.

Exercises.

1. Follow the above steps to implement/stage Contact Administration and Closeout subprocess for the NASA SBIR Process Library.

2. Follow the above steps to implement/stage subprocess Organization Documents in your organization's Process Library.

Figure 6.4 (a). NASA SBIR Implementation/Staging RCT

Figure 6.4 (b). A NASA SBIR Implementation/Staging User EHB

Figure 6.4 (c). NASA SBIR Firms Library

Figure 6.4 (d). References to NASA SBIR Firms Library in the Firms EHB

6.7 Utilization/Performance

We show here how to direct and update RCTs for utilization or performance of a subprocess . See Figures 6.5 (a) - (c).

Problem. Utilize/perform the NASA SBIR Contact Administration and Closeout subprocess.

Solution.

All these steps are performed on the local and server computers.

1. Edit the RCT Title. The file rct_main.htm contains the title of the Requirements Capture Tool. Edit this file so that it reflects the name of the subprocess and the fact that it is in the Utilization/Performance stage of development. See Figure 6.5 (a).

2. Prepare Help Desk. The subprocess should have a trained help desk available for EHBs users via phone calls and email.

3. Register Top-Level Players. The subprocess usually begins with the key lead players having to be registered and assigned. See Figure 6.5 (b) .

4. Open Subprocess. The subprocess should be opened by announcements in public home pages, sentout email, or some other public vehicle.

5. Monitor Subprocess With Process/Play. The subprocess should be monitored using the Process/Play tool. One should also periodically email a Newsletter to the participants with EHBs in the subprocess. See Figure 6.5 (c) . The Process/Play should also have an indication of where we are in the process. See Figure 6.5 (d) .

6. Encourage and Support Web-Based Telcons. One should also send out to the participants a link to a web tutorial reminding the users how they can use the EHBs in a telephone conferenece. It would facilitate joint meetings in order to discuss and execute steps of the subprocess. See Figure 6.5 (e) - (f).

7. Collect Suggestions. As the subprocess is being executed, user suggestions should be collected. See Figure 6.5 (g)

8. Update EHBs/RCT, When Feasible. As the subprocess is being executed, user suggestions may be implemented when feasible. Also, be aware that numerous and frequent changes made to EHBs may be very disconcerting to the end-users.

9. Update the Subprocess Document Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

10. Update the Subprocess Checklists Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

11. Have Organizations Revise their Organization Views and Provide Feedback. Have each of the organizations effected by the Subprocess Requirements Capture Tool examine and modiify their Organization View (Chapter 4). Have each of the organizations effected by the Subprocess Requirements Capture Tool provide feedback based on their perspective.

Exercises.

1. Follow the above steps to utilize/perform Contact Administration and Closeout subprocess for the NASA SBIR Process Library.

2. Follow the above steps to utilize/perform subprocess Organization Documents in your organization's Process Library.

Figure 6.5 (a).NASA SBIR Utilization/Performance RCT

Figure 6.5 (b). NASA SBIR Utilization/Performance Play

Figure 6.5 (c). Email notifying the players of the status of the subprocess

Figure 6.5 (d). Play giving the status of the subprocess.

Figure 6.5 (e). Tutorial of how to use EHBs in a telephone conference.

Figure 6.5 (f). NASA SBIR Topic/Subtopic Development Web Conference.

Figure 6.5 (g). NASA SBIR Suggestions Tool.

6.8 Revision/New Production

We show here how to update a Requirements Capture Tool for revisions or new production of a subprocess.

Problem. Create a revision/new production for the NASA SBIR Contact Administration and Closeout subprocess.

Solution.

All these steps are performed on the local and server computers.

1. Updating Three Levels of Revisions. Once you have a subprocess RCT that has reached the Utilization/Performance stage, there are three levels of revision possible.

Minor Revisions. This where you make minor revisions to the binders, Process/Play, EHBs, Home Pages or files. To do this you simply repeat the Implementation/Staging subprocess described in Section 6.8.

Substantial Revisions. This is where you make substantial revisions to the binders, Process/Play, EHBs, Home Pages or files. To do this you repeat the Example/Rehearsal and Implementation/Staging subprocesses described in Section 6.8.

Extremely Substantial Revisions. This is where you make extremely substantial revisions to the binders, Process/Play, EHBs, Home Pages or files. To do this you repeat the Outline/Playwriting, Example/Rehearsal, and Implementation/Staging subprocesses described in Section 6.8.

2. Edit the RCT Title. The file rct_main.htm contains the title of the Requirements Capture Tool. Edit this file so that it reflects the name of the subprocess and the fact that it is in the Revision/New Production stage of development. See Figure 6.6.

3. Update the Subprocess Document Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

4. Update the Subprocess Checklists Library. Browse the Subprocess Requirements Capture Tool on your server computer in a web browser.

5. Have Organizations Revise their Organization Views and Provide Feedback. Have each of the organizations effected by the Subprocess Requirements Capture Tool examine and modiify their Organization View (Chapter 4). Have each of the organizations effected by the Subprocess Requirements Capture Tool provide feedback based on their perspective.

Exercises.

1. Follow the above steps to revise/new production Contact Administration and Closeout subprocess for the NASA SBIR Process Library.

2. Follow the above steps to revise/new production subprocess Organization Documents in your organization's Process Library.

Figure 6.6. NASA SBIR Revision/New Production Requirements Capture Tool (RCT).

6.9 Sample Subprocess

We outiine here a sample subprocess development. These are found in Appendix A2. See Figure 6.8. This sample represent the development of NASA's SBIR-STTR Contract Administration and Closeout subprocess.

NASA's SBIR-STTR Contract Administration and Closeout. The purpose of this subprocess is to manage the administration and closeout of NASA SBIR-STTR Contracts. The binders of this subprocess include the NASA SBIR-STTR Phase I and II: Contracts, Contract Award File Libraries, Deliverables Libraries, Users, Suggestions, and Reports. The Process/Play of this subprocess is divided into several acts: 1. Administrative Tools, 2. Deliverables, 3. Advisors, 4. Modifications, 5. Closeouts, and 6. Analysis. The roles of this subprocess include: Contract Specialist, Principal Investigator/Awardee Official, Contracting Officer Technical Representative (COTR), JPL Technical Monitor, Advisor, Field Center Program Manager, JPL Program Officer, Field Center Contracting Officer, Field Center Program Analyst, Field Center Accounting Officer, Field Center Closeout Specialist, Field Center New Technology Officer, Subtopic Manager, Topic Manager, Procurement Manager, Financial Manager, Strategic Enterprise Representative, Program Manager, CASI Officer, and TechTracs Officer.

Samples of the subprocess development of NASA's SBIR-STTR Contract Administration and Closeout subprocess are as follows:

Outlining/Playwriting,
Example/Rehearsal,
Implementation/Staging,
Utilization/Performance, and
Revision/New Production.

Figure 6.8 Subprocess Development Samples.

Related Reading

A number of sample Requirements Capture Tools can be in found in:

Requirements Capture Tools (RCTs) link on the EHBs home page http://ehbs.org.