Document Management Plan

(1)

Developed exclusively for:

Insert graphic or Insert client name

Document version: 1.16

Document Date: 03/04/2015

(2)

Revision History

Date Version Change Description

01/03/2014 1.00 Released document

01/08/2014 1.01 Updated to reflect decisions made in 1/7 Project Manager meeting during presentation of new Document Management Plan.

1/09/2014 1.02 Document updated based on discussion in 1/8 BA meeting. Added section to Appendix B titled “Removing Specific Versions of Confluence Attachments.”

2/24/2014 1.03 Document updated based on new and changed features in Confluence 5.4 upgrade. Sent to James Reese and Amy Zader for perusal.

2/25/2014 1.04 Updated document appendices.

2/26/2014 1.05 Updated document to explain how to insert macros to display document within the Confluence page.

3/11/2014 1.06 Updated document to include new feature use for Confluence 5.4

3/17/2014 1.07 Updated document to include instructions in “How to Create and Edits Page on Confluence” to include information on how to include the attachments macro.

3/17/2014 1.08 Updated document numbering scheme description. 4/3/2014 1.09 Updated document to include a new chapter for the Client

Document Review and Approval Process.

Made minor updates to enhance document readability.

4/4/2014 1.10 Based on meeting with Jenn, Heidi, and Gaylene, updated Client Document Review and Approval Process in preparation for review by project managers.

5/21/2014 1.11 Minor updates to Chapter 6 in preparation for BA meeting. 6/3/2014 1.12 Updated document based on Business analyst walkthrough of

the client review and approval process.

6/4/2014 1.13 Updated with Samuel’s comments/suggestions.

6/26/2014 1.14 Added instructions on how to create a new Confluence space copying the Project Page Template.

8/15/2014 1.15 Added link in Chapter 6 to Appendix C: Sample Approval and Signoff Form.

03/04/2015 1.16 Minor updates. Added note in Client Approval Process section to link to new FJA Client Approval Process for BRD’s.

Distribution

(3)

About This Document... 5

Purpose ... 5

Audience ... 5

1 Executive Summary ... 6

2 Tools for Document Development ... 7

2.1 Marketing Style Guide ... 7

2.2 Document Templates ... 7

2.3 Documentation Resources ... 7

2.4 Software Tools ... 7

3 Document Storage and Version Control ... 8

3.1 Document Storage Locations ... 8

3.2 Maintaining Document Version Control ... 9

3.2.1 Uploading (or Checking In) a File to Confluence ... 9

3.2.2 Adding Comments to a File ... 9

3.2.3 Locking a File for Editing ... 10

3.2.4 Finalizing a Document ... 10

4 File Naming Conventions ... 11

4.1 Client Name Abbreviation ... 11

4.2 Software Abbreviation ... 12

4.3 Document Name ... 12

4.4 Numbering and Naming Scheme (Use Cases only) ... 12

4.5 Release Number ... 14

4.6 Filename Character Restrictions ... 14

4.7 File Naming Conventions for Documents not in Confluence ... 15

5 Document Review and Approval Process ... 16

5.1 Prerequisites to Creating & Updating Documents in Confluence ... 16

5.2 Document Approval Workflow ... 16

5.3 Version Numbering Scheme ... 20

5.4 Notifications Emails ... 20

5.4.1 Email Requesting Edit ... 20

5.4.2 Email Notification of Final Document ... 21

6 Client Document Review and Approval Process ... 22

6.1 Client Version Numbering Scheme ... 22

6.2 Document Client Approval Workflow... 22

6.3 External Approval Sign-off Workflow... 25

6.4 Sample Client Notification Emails ... 27

6.4.1 Requesting External Approval ... 27

(4)

Creating a New Confluence Space ... 28

Moving Files by Downloading and Uploading Files-not recommended ... 28

Moving Attachments to a New Confluence Location ... 29

Appendix B: Tips for Using Confluence ... 30

Creating an “Edits” Page on Confluence ... 30

Deleting Specific Versions of Confluence Attachments ... 32

Displaying a Powerpoint Document within Confluence Page ... 32

(5)

About This Document

This section defines the purpose and audience for the document.

Purpose

The FJA Documentation Management Plan describes processes used by the FJA team to create and

manage documentation projects and deliverables consistently.

This plan is subject to change as processes are modified and enhanced.

Audience

The intended audiences for this document are FJA personnel who manage, develop, review, and approve FJA documentation.

(6)

1 Executive Summary

A streamlined document management process reaps monetary benefits and supports employee productivity. It also supports audit compliance and contributes to organizational maturity.

The FJA Documentation Management Plan describes repeatable processes to be used by FJA

personnel to create and manage documentation projects and deliverables. This plan is subject to change as processes are modified and enhanced.

Three main document types that support FJA products:

 Marketing Documentation, including sales collateral, company templates, logos, and icons.

 Project and Release Documentation, including documents for requirements, use cases, design, implementation, testing, deployment, training, and project management.

 End-user Documentation, a part of product and release documentation, including release notes, user guides, online help, and installation guides.

After a document is created or modified, document version control is critical. The components of version control include using common repository for documents, tracking version history of a document, and using standard file naming conventions.

 Common Repository - As an integral part of version control, storing project documents on Confluence facilitates company-wide access and to prevents re-work.

 Version History – Each document contains a Version History table listing the date of the document revision, the document’s version number, the author’s name, and a description of changes made to the version—including the related release number. In addition, a document’s version history is tracked in Confluence in the Comments field, upon document check-in.

 File Naming Conventions – As documents are created, uniform file naming conventions assist the FJA staff in identifying document types and facilitate consistent document naming practices. As a result of diligent attention to creating repeatable document management processes, FJA personnel can learn common processes and work across project boundaries with ease.

As we move forward to refine our processes, we strive to attain one common method for document management that is used by all who create documentation.

(7)

2 Tools for Document Development

This chapter defines the tools that FJA uses for creating and updating documentation and the FJA resources and the software tools FJA uses to develop documentation.

2.1 Marketing Style Guide

The FJA Styleguide defines the styles, conventions, rules, procedures, and guidelines that FJA personnel follow to write and produce hard-copy documentation for our customers.

The Marketing Central page on Confluence contains a link to the FJA Styleguide and to all document templates that include the appropriate FJA styles, logos, and icons. Refer to

http://ny-s-conf01.dslocal.com/display/ASSETS/Marketing+Central+Home

2.2 Document Templates

The document templates contain styles, logos, and formatting to create a consistent look for all FJA documents. The Marketing Central page on Confluence contains a link to the document templates that include the appropriate FJA styles, logos, and icons. Refer to

http://ny-s-conf01.dslocal.com/display/ASSETS/Marketing+Central+Home

2.3 Documentation Resources

Beth Buonanno is the technical writer in the Denver, Co. office.

2.4 Software Tools

FJA uses the following software tools to develop documentation: Microsoft® Word RoboHelp® Adobe® Acrobat Microsoft® Visio SnagIt® Microsoft® Excel Wordpress® Microsoft® Project

(8)

3 Document Storage and Version Control

FJA uses Confluence for documentation storage and version control. Each project has a Confluence page where documents are stored by project phases, and by draft or final version. To learn how to migrate a project to the new Confluence template shown below, refer to Appendix A.

3.1 Document Storage Locations

Project pages are standard across FJA projects. Each page uses the following template for their project page:

The left navigation panel contains link to document repositories by project phase. Within each phase, documents are stored in a Drafts folder while development is still in process, and a Final folder after the documentation is approved and released. Refer to Chapter 5 Document Review and Approval Process.

The main panel contains the following tables:

 Projects Environment table contains links to Basecamp, SVN locations, server names, URLs, and generic login user IDs and passwords.

 Milestones Summary table links to JIRA for high-level release milestones.

(9)

3.2 Maintaining Document Version Control

Authors of documents should use the following guidelines while using Confluence:

3.2.1 Uploading (or Checking In) a File to Confluence

To upload or check-in a document, simply drag and drop a file from Windows Explorer to your Confluence window.

Note: You can also browse for files using the Attach Files section of the screen.

To upload a file:

1. Navigate to the desired Confluence page.

2. Select files from Windows Explorer and drag them to the desired Confluence page.

Note: If the document is already on the Confluence page and you are uploading a current version,

the document that you drag and drop becomes the current document version.

Important:For existing files, ensure the file name is the same to achieve version control. 3. Add comments to the file—see Section 3.2.2 Adding Comments to a File.

3.2.2 Adding Comments to a File

When checking in a document to Confluence, descriptive comments assist users in finding the correct version of a document. You should add comments in the Comments field including:

 Release number—for example Rel 4.5.0.0

 Words that define the state of the document—for example obsolete, not used, old, do not implement, approved, final, updated draft for internal review, updated draft with track changes, or deferred.

To add comments to a file:

1. Click to expand the file detail.

2. If not already locked, click Lock to Edit. 3. Click Properties.

4. In the New Comment field, type a comment for this file—see examples above.

5. Click Save. 6. Click Unlock.

(10)

3.2.3 Locking a File for Editing

Good practice when updating an existing Confluence document is to Lock to Edit (or checkout) the document. Once locked, other users accessing the same document can be notified that you are working on the document. Clicking Lock to Edit ensures that others are aware the document is being worked on.

To lock a file for editing:

1. Click to expand the file detail. 2. Click Lock to Edit.

The file is locked.

3. To download the latest version for edit, click the filename. 4. Save the file to your hard drive.

3.2.4 Finalizing a Document

Once a document is approved and finalized, the pdf version of the document is stored in the Final

folder.

To finalize a document:

1. Lock the file for editing. See Section 3.2.3Locking a File for Editing. 2. Make any final content and formatting changes.

3. Create a .pdf file.

4. In the Drafts folder, upload the source file—.doc for example—to Confluence, and add the

comments Final.

(11)

4 File Naming Conventions

To label files so that they can be readily identified and consistent across projects, FJA has implemented specific rules for naming files.

Filenames should consist of the following information:  Client Name Abbreviation (as needed)

 Software Abbreviation (as needed)

 Document Name

 Numbering and Naming Scheme (Use Cases only)  Release Number (as needed)

For non-Confluence documents, refer to additional information needed as described in Section 4.7 File Naming Conventions for Documents not in Confluence.

Examples

Use cases: WLP-PC-UC203 Find Plan.doc

Release Notes: WLP Release Notes R4.5.0

User Guide: PM User Guide R4.0.0

Note: Certain characters should not be used when naming files. Refer to Section 4.6 Filename Character Restrictions for a list of characters that should not be used in filenames.

4.1 Client Name Abbreviation

If the documentation was developed for a specific client, include the client name abbreviation.

Client Abbreviation

American Association of Insurance Services AAIS

Anthem Anthem

Blue Shield of California BSC

Blue Cross Blue Shield Kansas BCBSKS Horizon Blue Cross Blue Shield New Jersey HZN

Chubb Chubb CIGNA CI Humana Humana Mass Mutual MM National Suisse NS Sovereign SOV Suncorp Suncorp

(12)

4.2 Software Abbreviation

Exception: Release Notes would not necessarily include a product name abbreviation.

Software Abbreviation Benefit Query BQ Group Configurator GC Plan Configurator PC Product Machine PM Rating Configurator RC

4.3 Document Name

Note: For documents not listed, ensure your document filenames follow the other standards for file

naming conventions as shown in samples filenames above.

Document Name Abbreviation for Filename

Features and Functionality none

Release Notes none

Requirements REQ

Service Interface Design none Master Test Plan none

Use Case UC

Training presentation Training

User Guide none

4.4 Numbering and Naming Scheme (Use Cases only)

Use the following numbered and naming scheme for use case filenames across projects.

Plan Configurator Number Name 200 Login 201 View Homepage 202 Create Plan 203 Find Plan

204 View Pan Header 205 Configure Mandates 206 Configure Plan Options 207 Configure Benefit Options 208 View Benefit Overview 208.1 Configure Benefit Details

(13)

Plan Configurator Number Name

209 View Documents 210 Copy Plan

211 Edit Production Plan

212 Work Flow, Action Rights, State Transitions 213 View Plan History

213.1 View History Details

213.1.1 View Benefit Details History 214 View Plan

215 Discontinue Plan 216 Reinstate Plan 217 Terminate Plan 218 Reactivate Plan 219 Delete Draft Plan

220 Schedule Mass Maintenance Impact Assessment 220.1 Process Mass Maintenance Impact Assessments 220.2 Process Mass Maintenance Plan Updates 221 Mass Maintenance Review Impacts 222 View Mass Maintenance History 280 Configure Benefit Policy

281 View UM Rules Group Configurator Number Name 400 Login 402 Create Contract 403 Find Contract 410 Copy Contract 411 Edit Contract

412 Contract Workflow and State Transitions 415 Discontinue Contract 416 Reinstate Contract 417 Terminate Contract 418 Reactivate Contract 419 Delete Contract 420 Integration Submission 421 Integration Response 424 Configure Contract

(14)

Group Configurator Number Name

425 Configure Admin 426 Configure MRC

427 Configure Contract Info 428 Configure Waiting Periods

Benefit Query Number Name 501 Login 502 Quick Links 503 Find Plan 504 Plan Information 505 Audit Logging 506 View Audit Logs

Rating Configurator Number Name

tbd

4.5 Release Number

For release-driven documents, type the release number as follows with underscores in between numbers.

Rx_x_x

4.6 Filename Character Restrictions

When naming documents to be stored in Confluence, do not use the following characters within the filename: Character Character Name < less than > greater than : colon “ double quote / forward slash \ backslash | vertical bar or pipe

(15)

4.7 File Naming Conventions for Documents not in Confluence

For documents not managed in Confluence, use the following additional naming conventions:

 Type a document version to identify the document as a draft or final version. Use the table below to determine the document version.

Example: PM User Interface Standards 01

Document Version Version Number in filename

Draft 1 01

Draft 2 02

Draft 3 03 and so on

Released document for first time 1_00 Draft 1 of document for next release 1_01

Draft 2 1_02

Released document for second time 2_00

 For draft edits, editor should append initials to the end of the filename—to identify who has reviewed and updated the document.

(16)

5 Document Review and Approval Process

For all client-facing documents at a minimum, follow the defined review and approval procedures as depicted below. Refer to Appendix C: Sample Client Approval and Signoff Form.

5.1 Prerequisites to Creating & Updating Documents in Confluence

Prior to creating or updating a document in Confluence, authors should consider the following:

 Define the internal reviewers and approvers for the document.

 If a document is being created for the first time or is supporting a major release, set up a walkthrough meeting prior to sending the document through the review and approval process.

5.2 Document Approval Workflow

Figure 1 below depicts the document approval workflow process. This workflow involves three parties—the author, reviewer, and approver. Table 1 provides a detailed description of each step within the workflow.

(17)

Author Internal Reviewer Approver 1) Create document 3) Upload to Confluence 4) Send notification email with review request 5) Copy document from Confluence 6) Edit document on your hard drive

with Track Changes turned on or write email containing changes 7) Send changed document to author 8) Create updated draft 9) Send email approval to author 10) Create final document 11) Create pdf of final document and upload to the

Final folder 12) Send email notification of final document New document walkthrough necessary? Approve with changes? yes no 13) Create Edits folder and upload all edited versions to Confluence 2) Conduct Walkthrough and update document yes no External Approval Required? no Go to Figure 2: Client Approval Workflow yes End

(18)

Table 1: Document Approval Workflow Description

Step Role Description

1 Author Create document.

 Create document using as standard FJA template available on http://ny-s-conf01.dslocal.com/display/ASSETS/Marketing+Central+Home

 Name the document using FJA approved file naming conventions as stated in Chapter 4 File Naming Conventions

2 Author If new document, conduct walkthrough as needed.

3 Author Upload the draft document to the Confluence Draft folder. 1. Navigate to the desired Confluence page.

2. Select files from Windows Explorer and drag them to the desired Confluence page.

Note: You can also browse for files.

Note: If the document is already on the Confluence page and you are

uploading a current version, the document you drag and drop becomes the current document version. For these existing files, ensure the file name is the same to achieve version control.

3. Add comments to the file—see Section 3.2.2 Adding Comments to a File. 4. For author’s draft, type Draft x.

4 Author Send an email notification to reviewers and approvers that the document is on Confluence and ready for edit. Refer to Section 5.4.1 Email Requesting Edit. 5 Internal

Reviewer

Copy the document from Confluence—do not lock to edit. 1. Click the filename.

2. Save the document to your hard drive.

Note: Ensure you back up your hard drive files nightly.

6 Internal Reviewer

Edit document on your hard drive with Track Changes turned on or write email to the author containing requested changes.

Approver Approve with changes? YES go to step 8. NO go to step 6. 7 Internal

Reviewer

Send changed document back to author via email. Append your initials to the filename—for example FJA Doc Mgmt Plan BB.doc.

If you have only a few comments you can type your comments in an email.

8 Author 1. Review each document received.

2. Address and inconsistences or conflicting information with reviewers. 3. Create updated draft.

Follow steps 1, 2, and 3 above.

9 Approver Send email with approval. In this step you can send an edited draft (from step 7)

(19)

Table 1: Document Approval Workflow Description

Step Role Description

10 Author 1. Create final document.

a) On Confluence, below the document, click Lock to Edit. b) Click the document and save it to your hard drive.

The document is locked by you.

c) Review and apply all tracked changes from drafts received, regenerate Table of Contents (TOC) and links, and update version control table to reflect only rows for a released version (X.00).For details about document versioning, refer to Section 5.3Version Numbering Scheme.

2. Upload the document to the current document location with a comment. Refer to Section 3.2.1 Uploading (or Checking In) a File to Confluence and Section 3.2.2 Adding Comments to a File.

Author External approval required? No-go to next step. Yes, go to Figure 2: Client Approval Workflow.

11 Author Create a.pdf version of the final document and upload the .pdf document to the

Final folder.

To upload the.pdf to Confluence.

1. In Confluence, navigate to the page where you want to upload the final document.

2. Select files from Windows Explorer and drag them to the page. 3. Type the comment Final x.xx.

12 Author Send an email notification to reviewers and approvers that the document is finalized and available for distribution to the client. Refer to Section 5.4.2 Email Notification of Final Document.

13 Author Upload all reviewer document versions.

1. Create a page to store edited files. Refer to Creating an Edits Page on Confluence.

2. Check in edited document versions. Refer to Creating an Edits Page on Confluence, Step 11.

(20)

5.3 Version Numbering Scheme

Use the table below as a guideline to determine the version number that should be noted in the Confluence Comments field when checking in a document.

Note: Documents approved to be released to an external audience should have a X.00 version

number.

Document Version Version Number

Internal Draft 1 .01

Draft 2 .02

Draft 3 .03 and so on

Released document to external audience 1.00 Draft 1 of document for next release 1.01

Draft 2 1.02

Released document to external audience for second time

2.00

Note: Documents requiring external client review and approval should follow the document versioning

scheme as defined in Chapter 6 Client Document Review and Approval Process.

5.4 Notifications Emails

This section includes two email templates to facilitate notifications to reviewers and approvers.

5.4.1 Email Requesting Edit

(21)

5.4.2 Email Notification of Final Document

Use the following template to notify reviewers and approvers that a document is FINAL and posted to Confluence.

(22)

6 Client Document Review and Approval Process

For documents requiring client review and approval, follow the defined review and approval procedures as depicted below.

The following documents require external client review and approval.

 Statement of Work

 Business Requirements

 Refer to the Client Approval Process for BRD’s document for a detailed list of the Client and FJA sign-off process

http://ny-s-conf01.dslocal.com/download/attachments/28576709/FJA%20Client%20Sign%20Off%20Approv al%20Process.docx?version=1&modificationDate=1425403926619&api=v2

6.1 Client Version Numbering Scheme

To denote internal and external draft and final document versions for client facing documents, use the following version numbering scheme:

Internal Draft Number Release to Client for Review Additional Internal or External Updates

Release Final Signed Off Document to Client 0.00.01 0.00.02 0.00.03 and so on 0.01.00 0.01.01 0.01.02

With Track Changes on 0.01.03 and so on With Track Changes on (cumulative)

0.02.00

1.00.00

Signed off Document (pdf) Send with approval sheet

Note: Client walkthroughs may be optional based on document type.

6.2 Document Client Approval Workflow

Figure 2 below depicts the document approval workflow process. This workflow involves three parties—the author, project manager (optional depending on document), and external approver. Table 2 provides a detailed description of each step within the workflow.

(23)

11) Go to Figure 3: External Approval Workflow 4) Upload to Confluence 1) Optional Walkthrough document with client 2) Make changes to document Approve document? 5) Create final document (with Track Changes on) and a pdf for

final review. yes 3) Create updated redline draft no Author External Approver

6) Send the pdf for final review

9) Retrieve Sign-off Form and customize as

needed

10) Complete fields, sign, scan,

and email form

Project Manager or Author 8) Notify Project Manager that document is ready for approval 7) Create X.00.00 document version .doc and pdf yes Approve redline? no

(24)

Table 2: Client Approval Workflow Description Step Role Description

1 Author Optional walkthrough the document with the client. Make changes to the internally approved version. Refer to Section 6.1 Client Version Numbering Scheme.

2 External Approver

Working with the author, make changes to the document.

External Approver

Approve document? YES, go to step 5. NO go to step 3.

3 Author Create updated redline draft version. Refer to Section 6.1 Client Version Numbering Scheme.

4 Author Upload all edited document versions to Confluence.

5 Author Create final document for external review. This version should display cumulative redline changes from last version released to client.

Note: This version is not the X.00.00 version. 1. Retrieve the latest draft.

a. On Confluence, below the document, click Lock to Edit. b. Click the document and save it to your hard drive. The document is locked by you.

2. Review and apply all tracked changes from drafts received, regenerate TOC and links, and update version control table to reflect only rows for a client-released version. For details about document versioning, refer to Section 6.1 Client Version Numbering Scheme.

3. Create a pdf version.

4. Upload the .doc to the DRAFTS document location with the comment FINAL 0.XX.00. See step 4 above.

Refer to Section 3.2.1Uploading (or Checking In) a File to Confluence and Section 3.2.2Adding Comments to a File.

6 Author Send the pdf document displaying redlines to the external approver for review. External

Approver

Approve document redline? YES, go to step 7. NO go to step 3.

7 Author Create the X.00.00 document version.

1. Create the pdf to be sent for external sign-off.

2. Post the .doc to the DRAFTS folder and the pdf to the FINAL folder in Confluence—add the comments FINAL SIGNED OFF

8 Author Optional - Notify Project Manager via email that document is ready to be approved. Send link to the final pdf.

9 Project Manager or Author

1. Retrieve the Sign-off Form from Confluence.

Note: This document is in Word format.

(25)

Step Role Description

10 Project Manager or Author

1. Complete form fields. 2. Print and sign the form. 3. Scan the form to your email. 11 Project

Manager or Author

Go to Figure 3: External Approval Workflow.

6.3 External Approval Sign-off Workflow

As depicted in Figure 3 and explained in Table 3, here’s how the approval signature process works:

Figure 3: External Approval Workflow Project Manager or

Author

External Approver

1) Send approval request email with

final sign-off doc version (x.00.00) and Sign-off Form

attached

2) Sign the Sign-off Form

6) Send email notification to internal contacts

End

3) Fax the Sign-off Form 4) Upload Sign-off

Form to Confluence

5) Upload the final signed document version X.00.00 to

(26)

Table 3: External Email Approval Workflow Description Step Role Description

1 Project Manager

Send the email approval request to the external approver primary contact. Refer to Section 6.4.1 Requesting External Approval. Attach the final signed off X.00.00 version.

2 External Approver

Complete and sign the Sign-off Form.

3 External Approver

Fax the completed Sign-off Form to the Project Manager or Author.

4 Project Manager

Upload the completed Sign-off Form to the Final folder in Confluence.

1. Navigate to the page where the author uploaded the final pdf document. 2. Select the file from Windows Explorer and drag it to the page.

Note: You can also choose to browse for the file.

3. On the Properties page, type the comment X.00.00 FINAL SIGNED OFF.

5 Project Manager

Send an email notification to internal reviewers and approvers that the final, signed .pdf document is available on Confluence. Refer to Section 6.4.2 Email Notification to Internal Contacts.

(27)

6.4 Sample Client Notification Emails

This section includes two email templates to facilitate notifications to external approvers.

6.4.1 Requesting External Approval

Use the following template to request external client approval.

6.4.2 Email Notification to Internal Contacts

Use the following template to notify the internal reviewers and approvers that the document has been approved, signed-off, and posted to Confluence.

(28)

Appendix A: Migration to New Project Template

To set up your new Confluence page, you will need to move all files residing on your current Confluence page to the new page. The procedures below define tasks required to get your new project site up and running. There are two ways to accomplish this task—each with their drawbacks.

Creating a New Confluence Space

This procedure details how to copy the Project Page Template to create a new Confluence space for your project.

1. From the Confluence Home page http://ny-s-conf01.dslocal.com/display/FJAUSHome/Home, under Spaces, click Project Page Template.

2. From the menu bar, click Browse > Space Admin. The Edit Space Details view displays.

3. On the left bar, click Copy Space. The Copy Space view displays. 4. Type the Name for the new space.

5. Type the Key. Ensure that this key contains no spaces and no characters. 6. Keep the default check boxes checked.

7. Your space is created and is visible on the Confluence Home page under Spaces.

Moving Files by Downloading and Uploading Files-

not recommended

This procedure instructs you how to download files from old location and upload files to the new location.

Important: The drawback to using this feature is that previous versions and comments are not moved to the new location.

1. Create a folder on your hard drive to house the files you are about to download. 2. Open the Confluence page where the attachments reside.

3. Download all attachments. a) Click Tools > Attachments.

The list of all attachments displays. b) Select Download All.

The files are grouped into a .zip file. c) Click the file.

The WINRAR window displays.

d) Click Extract To, and navigate to the hard drive location. e) Click OK.

f) Navigate to the location on the hard drive. Your files are ready to be uploaded.

(29)

a) Open the destination Confluence page. b) Click Tools > Attachments.

c) Click Attach more files.

You can upload a maximum of 5 files at a time. d) Click Choose file for each row.

e) Click Attach.

The files are uploaded.

f) As needed, click Edit to add comments to the file. 5. Repeat the steps above for each Confluence page.

Moving Attachments to a New Confluence Location

This procedure describes how to move an attachment from one location to another.

Important: Though the comments are moved with the file, the drawback to this procedure is only one file can be moved at a time.

To move a document to a new location:

2. Open the Confluence page where the document resides. 2. Click > to expand details, and click Lock to Edit. 3. Click Properties.

The Properties page displays.

4. In the Page field, type the name of the destination page.

Note for moving attachment to different Confluence space: Every Confluence space has a space key—found by clicking Browse > Space Admin > Space Operations in the Key field. This key name is assigned when a new space is created.

If you wish to move an attachment to a page in a different space, add the space key and : before the page name—for example, DOC:My Destination Page.

5. Click Save.

(30)

Appendix B: Tips for Using Confluence

Creating an “Edits” Page on Confluence

Authors that send documents for review will receive edited files from reviewers. These files must be stored on Confluence to maintain traceability of changes.

To create a new sub folder named Edits on Confluence: 1. Navigate to the appropriate Confluence page.

2. On the left navigation bar, drill down and select the drafts folder that will be the top level to the new page—in this example, 07Drafts is the top level.

3. On the menu bar, select Create. The Create Page displays.

4. Click Create.

The new page is displayed.

5. Overtype the name New Page with the name XX Edits. The new page is renamed.

To have attachments display when this page opens, insert the attachments macro on the page. In the body of the page, type {attachments}.

The attachment macro displays. 6. Click Save.

(31)

The Tree View displays.

8. Expand the tree and the branch where you will be dragging the new page, as shown in the example below.

9. Drag the new page to the new location in the tree. The folder is moved to the new location, as shown below.

(32)

Confluence.

Deleting Specific Versions of Confluence Attachments

Only Confluence administrators have the ability to delete a specific document version. Let’s say that you upload a file to Confluence, and then discover that you need to make another minor change to the document—like a typo—and want to replace the document version only. The “delete” feature in Confluence 5.4 provides this capability to assigned users only.

To delete an attachment:

1. Navigate to the page where the attachment resides. 2. On the top section of the page, click the paper clip .

Attachments are displayed with options for actions. 3. Click > to expand the versions for the document. 4. For the specific version, click Delete.

Caution: When deleting versions, ensure you do not delete the top row that includes the filename, as you will delete the entire document from the page.

The version is deleted from the Confluence page.

Displaying a Powerpoint Document within Confluence Page

In some cases you may want to display a Powerpoint document within the actual Confluence page. For example, you have a project team structure diagram created inVisio, and you want to have the diagram display when a users enters this Confluence page. To accomplish this task, insert a macro into that Confluence page where the document is attached.

To display a .ppt presentation on your Confluence page:

1. Upload the Powerpoint document to the Confluence page. Refer to Section 3.2.1Uploading (or Checking In) a File to Confluence.

2. On the Confluence page, click Edit > Insert > Other Macros. The Select Macro screen displays.

(33)

The Insert ‘Office Powerpoint’ Macro screen displays.

4. Do the following:

o

Filename - If there are multiple attachments on the page, select the appropriate file.

o

Slide Number – Optionally, tpe the slide number.

o

Height and Width – Optionally set a custom height and width of the display.

5. Click Insert.

You are returned to the Confluence page . The macro is inserted. 6. Click Save.

(34)

Appendix C: Sample Client Sign-off Form

Approval Sign-off Form

Name of Customer

[Client Name]

Name of Document Version Date

[Document Name] xx.xx.xx mm/dd/yyyy

The review of the above has been approved and accepted by [Client Name]. FJA will use this signed form as the final sign-off for the requirements needed to start development. If changes are requested to this document after this sign-off, FJA will reevaluate and provide a Change Request, if applicable, for incorporating, reviewing, processing feedback, and finalizing the document with this additional

information. Any changes requested after this document is approved will be reviewed to determine if a Change Request is needed.

FJA-US Name: Title: Signature: Date: [Client Name]

Approver Name: Approver Name:

Title: Title:

Approval Signature: Approval Signature:

Date: Date:

Approver Name: Approver Name:

Title: Title:

Approval Signature: Approval Signature:

Date: Date:

Additional Stakeholder Sign-off Signatures