Revision Markup User Guide

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Ashlee Watts
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1 Holocentric Modeler 7.3 Revision Markup User Guide FINAL

2 Table of Contents 1 Introduction Purpose of this Document What is Revision Markup? How does Revision Markup Work? Reviewing Standard Operating Procedures with Revisions Markup Update Standard Operating Procedures Publish Library as Draft Generate MS Word Report Review Published Content Change Published Library Status to Final Roles Content Author Content Manager Content Reviewer August 2015 Page 2 of 13

1 Introduction 1.1 Purpose of this Document This document provides detailed work instructions and functional knowledge to enable and use the Revision Markup feature in Holocentric Modeler 7.

3 1 Introduction 1.1 Purpose of this Document This document provides detailed work instructions and functional knowledge to enable and use the Revision Markup feature in Holocentric Modeler 7.3 and Modelpedia What is Revision Markup? Revision Markup is a feature that allows Content Reviewers and Consumers to identify changes in Standard Operating Procedures made since the last published Final version of a library. The changes are shown in Modelpedia and in generated reports using change bars and text highlights. The change bar indicates that something from the paragraph to which it is related has been removed, changed or added, while highlighted text indicates that that text has been added. 1.3 How does Revision Markup Work? Revision Markup always shows changed made since the last published Final version of the library. This happens regardless of how many times the library has been published with a Draft or Proposed status since the last published Final version. 3 August 2015 Page 3 of 13

4 2 Reviewing Standard Operating Procedures with Revisions Markup This process describes how Content Authors and Managers may update and publish Standard Operating Procedures that show Revision Markups to Content Reviewers and Content Consumers. The outcome of this process is that Content Reviewers and Content Consumers are able to identify changes in Standard Operating Procedures since it was last published. A prerequisite for this process is that the Standard Operating Procedures must have been published as least once as a Final version. 3 August 2015 Page 4 of 13

5 Revision Markup Process Reviewing Standard Operating Procedures with Revisions Markup Level 1 Content Author Update Standard Operating Procedures [Holocentric Modeler] Content Manager Publish Library Content as Draft Reviewer [Holocentric Modeler] If MS Word Report is required Content Author Generate MS Word Report [Holocentric Modeler] If content is ready for consumption Review Published Content [Holocentric Modelpedia] Content Manager Change Published Library Status to Final [Holocentric Modeler] If content requires revision Content Consumer 3 August 2015 Page 5 of 13

6 2.1 Update Standard Operating Procedures Update Standard Operation Procedures (E.g. policies, processes, process steps and work instructions) as required. Enabling System: Holocentric Modeler 2.2 Publish Library as Draft Check in and publish the library with a Draft status and enable Revision Markup. A unique URL specific to the Draft published library will be send to you via . This URL can then be distributed to Content Reviewers for review and feedback. Enabling System: Holocentric Modeler NOTE Draft Published library can only be accessed via the URL provided in the the publishing notification from the Modelpedia Server Work Instruction: Publish Library for Review This work instruction details how to publish a library with a Draft status and with Revision Markup for the purpose of reviewing Standard Operating Procedures. 1. Proceed to check in the library as you normally would. 2. Proceed to the Publish Library Wizard. 3 August 2015 Page 6 of 13

7 3. In the Publish Library Wizard, select Publishing Options. 4. In the Release drop down list, select "Draft". 3 August 2015 Page 7 of 13

8 5. Tick the check box "Show revisions from previous Final version" 6. Click OK and proceed with publishing as per normal. 7. As a result, an containing a unique URL to the Draft published library will be sent to you from the Modelpedia Server. 2.3 Generate MS Word Report If an MS Word Report is required, generate the procedure or process report with Revision Markup. This report can then be distributed to Content Reviewers for review and feedback. Enabling System: Holocentric Modeler Work Instruction: Generate a SOP MS Word Report This Work Instruction details how to generate a Standard Operating Procedure MS Word Report. 1. Click on the "Publishing Report Wizard" button on the application tool bar. 2. Select the correct type of report and click Next. The Process Report can be created based on a selected Business Process Diagram, and shows the selected Business Process Diagram and all the encompassed Process Steps and Process Performers. 3 August 2015 Page 8 of 13

The Procedure Report generator can be created based on a selected Business Process Area Diagram, and and shows the selected Business Process Area Diagram, all

9 The Procedure Report generator can be created based on a selected Business Process Area Diagram, and and shows the selected Business Process Area Diagram, all contained Business Process Diagrams, and all Process Steps and Process Performers contained in those Business Process Diagrams. 3 August 2015 Page 9 of 13

The progress and result will be displayed in the wizard, along with the

10 3. Select the specific item to report on and click Next. 4. The wizard will send the report request to the Modelpedia server. The progress and result will be displayed in the wizard, along with the address to which the completed report will be sent. 3 August 2015 Page 10 of 13

5. You will then receive an email that contains the requested report from the Modelpedia Server in a few minutes.

11 5. You will then receive an that contains the requested report from the Modelpedia Server in a few minutes. For your review and distribution convenience, the report is generated in two document formats: MS Word ad PDF. 2.4 Review Published Content The Content Reviewer reviews the Draft Standard Operating Procedures in Modelpedia via the unique URL or the generated Word report. Enabling System: Holocentric Modelpedia 2.5 Change Published Library Status to Final If the Draft Standard Operating Procedures are ready for consumption, the Content Manager changes the status of the Published Library to Final. This will publish the Standard Operating Procedures to all Content Consumers. Enabling System: Holocentric Modeler Work Instruction: Set Published Library Status to Final and Show Revision Markup This work instruction details how to set the status of a Published Library to Final. 3 August 2015 Page 11 of 13

As a result, the properties of the published library will open in the main working area.

12 1. Using Modeler, edit the properties of the published library in the Repository Workspace by right clicking on the published library and clicking on "Properties...". 2. As a result, the properties of the published library will open in the main working area. In the Release field, select "Final" from the drop down list. 3 August 2015 Page 12 of 13

13 3. Check that the check box for "Show Revisions from previous Final version" is ticked. 4. Click on the "Save" button to save the changes. 5. As a result, the published library is "Final" to Content Consumers and shows Revision Markups. 3 Roles 3.1 Content Author A Content Author is any person who creates or revises Standard Operating Procedures content e.g. policies, processes and work instructions. 3.2 Content Manager A Content Manager is any person who is responsible for managing the library and its administration e.g. setting up user permissions, library check in, check out and publishing. 3.3 Content Reviewer A Content Reviewer is any person who is reviews Standard Operating Procedures content for the purpose of providing feedback and/or approving content. 3 August 2015 Page 13 of 13

HUG038. Change Management User Guide. Holocentric User Guide

HUG038. Change Management User Guide. Holocentric User Guide HUG038 Change Management User Guide Holocentric User Guide Document Control Document Status Item Title Document Type Information Change Management User Guide (HUG038) Holocentric User Guide Issued Version