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However, guidelines exist for improvingquality. The major criteria for quality are: Will the document communicate well to itsintended audience? Does it accomplish its purpose? Is it factually correct and accurate,given the bounded context? The following are overall guidelines for commenting:1.Make notes brief, thorough, and specific. As long as the analyst understandsthat niceties are dropped for conciseness, communication is easier and lesscluttered.2.Use the n notation to identify comments. To write a n -note, check the nextnumber off the NOTES list, number the note, circle the number, and connect thenote to the appropriate part with a squiggle “~.”3.Make constructive criticisms. Try to suggest solutions rather than just makingnegative comments.4.Take time to gather overall comments.
These may be placed on the cover or aseparate sheet. (Don’t gather specific points on this sheet if they belong on theindividual pages.) Agenda items for analyst/commentor meetings may besummarized. Make agenda references specific.The time spent critiquing depends on several different factors: familiarity with thesubject, the number of times something has been reviewed, the experience of thecommentor and analyst, etc. An IDEF3 kit returned to an analyst with no commentsmeans that the commentor is in total agreement with the analyst. The commentor shouldrealize that there is a shared responsibility with the analyst for the quality of the work.Analyst/Commentor InterchangesWhen a commentor returns an IDEF3 kit, the analyst responds by putting a “Ö” or“X” by each n -note.
A “Ö”means the analyst agrees with the commentor and willincorporate the comment into the next version of the IDEF3 kit. An “X” means theanalyst disagrees and requires a reason to be noted where the comment appears. After theanalyst has responded to all comments, the IDEF3 kit is returned to the commentor.137After reading the analyst’s responses, the commentor identifies remaining points ofdisagreement and requests a meeting with the analyst.
This specific list of issues formsthe agenda for the meeting.Meeting RulesUntil comments and reactions are on paper, commentors and analysts are discouragedfrom conversing.When a meeting is required, the procedure is as follows.1.Each meeting should be limited in length.2.Each session must start with a specific agenda of topics to be considered;discussions must not deviate from these topics.3.Each session should terminate when the participants agree that the level ofproductivity has dropped and individual efforts would be more rewarding.4.Each session must end with an agreed list of action items which may include thescheduling of follow-up sessions with specified agendas.5.In each session, a “scribe” should be designated to take minutes and noteactions, decisions, and topics.6.Serious, unresolved differences should be handled professionally (i.e.,documenting both viewpoints).The result of the meeting should be a written resolution of the issues or a list of issuesto be settled by appropriate managerial decision.
Resolution can take the form of morestudy by any participant.Contents of IDEF3 KitsAn IDEF3 kit is a technical document. It may contain schematics, text, glossaries,decision summaries, elaborations, background information, or other relevant materialpackaged for review and comment.General Guidelines for Kit PreparationTo avoid oversights, review the IDEF3 kit as if it were the only information available.Add points of clarification as brief notes on the IDEF3 kit.
Glossary definitions for termsthat appear in the IDEF3 kit should always be appended as support material.138Gather helpful materials and append these for the commentor’s benefit. Never usethis supplemental material to convey information which should properly be conveyed bythe schematic itself. Whenever possible, use the most natural means of communication toshow details that are important for the reader in understanding the concepts. Combine allmaterial with a completed cover sheet and submit to the librarian.The Kit Cover SheetThe Kit Cover Sheet distinguishes the material assembled with it as an IDEF3 kit.The cover sheet has fields for analyst, date, project, document number, title, status, andnotes.
The following describes what information should be provided in the fields of anIDEF3 Kit Cover Sheet (see Figure 4-16).DOCUMENT DESCRIPTIONLIFE-CYCLE STEP:IDEF METHOD:COPY FORCOMMENTREADPROJECT INFORMATIONDATE:KIT INFORMATIONANALYST:TITLE:SYSTEM:NAMEOBJECT KITCOMPANYTASK NO.:COPY FORCOMPROJECT MENTNUMBERREADREVIEWERDATEANALYSTDATESCENARIO KITCOMPANY:PROJECT NO.:REVIEWERSREVIEW CYCLEDESCRIPTION KITSUPERSEDED OR REVISEDDOCUMENT NUMBERLOGREVIEWERSNAMECOMPANYFILEPROJECTNUMBERAUTHORKIT CYCLE DATESRECEIVED BY LIBRARYKIT TO REVIEWERCOMMENTS DUE BACK TO LIBRARYCOMMENTS TO ANALYSTANALYST RESPONSE DUE BACK TO LIBRARYANALYST RESPONSE TO COMMENTERKIT CYCLE COMPLETECOPYING INSTRUCTIONScopies ofPg.IDEF3 ElementINDEX/CONTENTSTitlePagepages =totalCOMMENTS/SPECIAL INSTRUCTIONSStatusReturn Kit to LibraryKIT NAME:DOCUMENT NUMBERFigure 4-16IDEF3 Kit Review Cover SheetThe following sections and their contents are provided on the IDEF3 kit review coversheet.1391.2.IDEF3 Process Description/Document Description:a.Title – Should be descriptive of the IDEF3 kit.b.Life-Cycle Step – “AS-IS” or “TO-BE” (does the kit contain a descriptionof something that is or something that might be).c.System – Acronym for System or Subsystem.Project Information:a.Analyst – Name of person submitting the IDEF3 kit.b.Date – Date sent to library.c.Company – Name of the company submitting the IDEF3 kit.3.IDEF3 Kit Information: Check Description Kit, Scenario Kit, or Object Kit.Indicate document number assigned by the librarian.4.Review Cycle: To be signed and dated after review by commentor and analyst.5.Index/Contents: List the Scenario, Decomposition, Object, and Object State (ifrelevant) names along with the page number where they can be found in thedocument.
An additional sheet called the IDEF3 Kit Contents Sheet (see Figure4-17) is also filled out if necessary along with the Kit Cover Sheet.6.Comments/Special Instructions: Any other information for the reviewers.This can also be used for special instructions to the librarian about handling thedocument. The library also uses this field for special instructions to therecipients of IDEF3 kits.140DOCUMENT NUMBERANALYST:DESCRIPTION KITSCENARIO KITOBJECT KITDATE:COMPANY:PROJECT NO.:Pg.IDEF3 ElementTitleTASK NO.:PageStatusPg.SUPERSEDED OR REVISEDDOCUMENT NUMBERIDEF3 ElementKIT NAME:REVIEW CYCLEREVIEWERDATEANALYSTTitlePageDATEStatusFORM TYPE:Kit Contents SheetFigure 4-17IDEF3 Kit Contents SheetThe Kit Schematic FormThe Kit Schematic Form, as shown in Figure 4-18, has minimum structure andconstraints.
The sheet supports only the functions important to the discipline ofstructured analysis: (1) establishing a viewpoint, (2) cross-referencing between sheets ofpaper, and (3) documenting notes about the contents of each sheet. The form is dividedinto three major sections: (1) Working Information (top), (2) Message Field (center), and(3) Identification Fields (bottom).141USED AT: ANALYST:DATE:PROJECT:NOTES:CONTEXT-SETTINGREFERENCE:1 2 3 4 5 6 7 8 9 10REV:WORKINGDRAFTRECOMMENDEDRELEASEDREVIEWER:ITEM DESCRIBED:DATE:FORM TYPE:Figure 4-18IDEF3 Kit Schematic FormThe form is designed so that the working information at the top of the form may becut off when a final “approved for publication” version is completed.
The schematicform should be used whenever printed documents are used.The following are the subfields of the Working Information field.1.Used At: This is a list of schematics, other than the immediate context, whichuse this sheet in some way.2.Analyst/Date/Project: This documents who originally created the schematic,the date it was first drawn, and the project title under which it was created. The“date” entry may contain additional dates, written below the original date.These dates represent revisions to the original sheet. If a sheet is re-releasedwithout any change, no revision date is added.3.Notes: This provides a check-off for n notes written on the schematic sheet.As comments are made on a page, the notes are successively crossed out.
This142provides a quick check for the number of comments, while the circled numberprovides a unique reference to the specific comment.4.5.Status: Four status classifications provide a ranking of approval: working,draft, recommended, and released.a.Working – The schematic is a major change, regardless of the previousstatus. New schematics are, of course, working copy.b.Draft – The schematic is a minor change from the previous schematic andhas reached some agreed-upon level of acceptance by a set of readers.Draft schematics are those proposed by a project leader, but not yetaccepted by the project team.c.Recommended – Both this schematic and its supporting text have beenreviewed and approved by the project team.
This schematic is notexpected to change.d.Released – This page may be forwarded as is for final release orpublication.Reader/Date: This area is for the commentor to initial and date each form.The Message Field contains the primary message to be conveyed. The field isnormally used for schematics, but the field can be used for any purpose (e.g., glossary,checklists, notes, sketches).The Identification Fields are as follows.1.Context-Setting Reference: The information provided in this field helps toestablish a context for interpreting the information in the message field.
Thatcontext is established with a reference identifier that is the unique IDEF3element number (e.g., Scenario 1, Decomp 1.1, UOB43, PL31, J5, O6, OS22).Use of the term “Global” for the reference identifier may be used to indicate aglobal context. For example, if a scenario elaboration were displayed in themessage field, the context-setting reference would be “global.” If, on the otherhand, a Process Schematic were displayed in the message field, the contextsetting reference would indicate a scenario number or a parent UOB number.2.Item Described: This field contains the name of the material presented in themessage field of the schematic form.
If the message field contains a schematic,the contents of the title field must precisely match the name written in the parentbox.1433.Form Type: The standard IDEF3 kit form may be used as the basic structurefor all forms other than the kit cover sheet used during description development.This field is used to establish how the standard IDEF3 kit form is being used.Recommended form types include the Description Summary form, the KitContents Sheet, the Process and Object Schematic Summary forms, the SourceMaterial Log, the Source Material Description form, individual pool forms, andIDEF3 element elaboration forms.Review Progress and Make AdjustmentsThroughout the description capture effort, the project team will find it necessary tofrequently review the purpose and scope of the project and assess progress. Adjustmentsrequiring some redefinition of scope often surface in projects with a purpose aimed atsolving some ill-understood problem situation.
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