Documentation Process

During the interviews sessions, the researchers asked several questions about the company documentation process as in appendix B and C. The purpose is to understand the issues of documentation process in VSEs which are related with KM process. From the analysis, the researchers identified 2 important categories that could explain the documentation process in VSEs namely the informal and individual documentation category and specific information and procedure category as in table 5.8. The analysis also shows that the documentation process in VSEs is influenced by same development tools and similar development method in every company software development activities as explained in part 5.5 and working and management style as described in part 5.6.

Table 5.8: Documentation Process

Sub Category Category Main Category

Standard technology and similar development method Working and Management Style

Team Structure and Process Informal documentation

Individual Documentation

Informal and Individual Documentation Technical Business related

document

Client related Document

Specific Information and Procedure

Documentation Process

In informal and individual documentation category, the analysis has indicated that in VSEs the documentation processes are very informal process and are individual initiatives. From the interviews open code data as in appendix E indicates that all interviewees agreed that they did not have a formal documentation process in software development activities and process. The analysis also shows in VSEs documentation process are not given high priority because of time constraints and small team size. The results from the analysis also indicate in VSEs most of the information is documented in an electronic format rather than a paper format. The interviewees also admit due to similar technology and development method applied in all development projects, details documentation process is not necessary and important. They claimed that staff is more focused to software development activities rather than the documentation process. Below answer quotes have explain the above situations.

“No we haven’t clearly defined and documented it yet. We considered our process to be evolving and are not finished. We started of with formal old style model then we change continuously until we are happy on it. We can improve it any more, so that kind of project of itself.”

“The documentation is only for our internal need, so there no general standard how we documented it.”

“We don’t have a formal documentation process. Basically the requirement gatherers put it in written and distribute to the team. Then they know what the processes need to be”

“I think documentation is more on electronic basis. We are more focusing on programming code mostly. Other than that is more personal or informal documentation. Time is the main constrains and we can’t get a good developer either.”

In additional from the analysis indicates that due to the autonomous work culture in VSEs, which based on person experience and skills, most of the documentation process in VSEs is individual and personal basis. Beside that, the analysis results as in appendix F, shows that programme source code, technical issues and business procedures are the main documentation in the VSEs which fall under specific information and procedure category. Below answer quotes have explain the above situations.

“We have decided that we have a library where we actually pick certain things. We also have a kind of code of conduct. How we actually write code, we put what ever possible explanation what we are doing with the source safe whenever we take something out or put something in, we production and set.”

“I think the most important thing which we have here is kind of source control software which is contain all the changes, even little changes of the software overtime, we produce 20-30 versions of the software of a major product, we need to have all the different changes that a major product, we need all the different changes that want over time, because our customer having different version of software, so we have to mind this.”

“The code is well written and that the documentation. That’s no activities that sit down and write a lot of documentation. Typically time doesn’t allow us to be comprehensive to that regards. But sometime people took their own initiative to document for themselves.”

In conjunction of the above, the knowledge loss issues also have been explored in order to understand the interviewees’ views and companies’ actions in order to mitigate this problem. Appendix B and C shows the interview and focus group questions that has been asked regarding these issues. The analysis indicates that due

to economy situation nowadays, standard technology, similar development and company nature in VSEs, indicates that knowledge loss problem due to the departure of staffs is not an important issue. In additional, the interviewees’ claimed that the informal and autonomous work environments creates an atmosphere that people in the company are more willing to share and work closely each others. The extracts illustrate the above situation.

“We follow the same tool, process and framework in every project. This really helps to secure the development knowledge in our company….So if anyone left the company, the company would not loss the knowledge seriously”

“We are a small tight team. We actually work well. A lot of people have a limited set of skill of new technology and we been expose them to the new technology. It is good for the people in career progression in experience of that.”

“Sometimes we make people working together and ensure that no one exclusively work in one project. But sometimes it is hard to apply due to our small size.”

In overall, this part is focused on the documentation process in VSEs. The analysis has shown that in VSEs documentation process is informal and individual basis. The analysis also indicates only technical and business related issues are documented. Beside that from the analysis, the researchers have identified 3 main categories that relate and influence the documentation process environment in VSEs. Figure 5.6 illustrate the learning and sharing process network diagram.

Figure 5.6: Documentation Process

MANAGEMENT

STYLE WORKING STYLE DOCUMENTATION

PROCESS SPECIFIC INFORMATION AND PROCEDURE INFORMAL/INDIVIDUAL

DOCUMENTATION

STANDARD TECHNOLOGY AND SIMILAR DEV PROCESS

TEAM STRUCTURE AND PROCESS

5.8 SPI: Improvement, Maintenance and Evolvement