Work Breakdown Structure Template – Resource Requirements and Scheduling.

Scoping

• Before you get into the actual planning, some things to consider are:
  Can any existing documentation set be reused?
• Does it require updating or revising?
• Have the other tech writers worked on the previous doc set?
• Do you need to hire and train new writers? For what?
• Do you have a budget / daily rate for these writers?
• Is the solution you’re planning to document ready?
• If not, is it sensible to start documentation? My opinion says it does not have to be!

Deliverables

List the deliverables that you will provide. Highlight if any of these are critical and/or mandatory for the solution’s delivery.

• Online Help
• User guide
• Reference guide
• Video Tutorials.
• Admin Guide
• Product Guide
• Release Notes

Estimating Costs

When estimating the associated costs for this project, consider the following factors:

• Who is responsible for non-writing tasks, for example, translation, production, circulation etc.
• Will Subject Matter Experts and Users available? No travel, all remote!
• Will tech writers need to attend training sessions and/or workshop in order to understand the software?

Identifying Resources Requirement

To plan successfully, you will need to capture all resources that will be required throughout the project lifecycle. At first glance, this includes TW (Me!), SME and developers. And also software, hardware, security, passwords, and other resources you may need.

And also those involved but not writing.

• Software Manager
• Graphic Designers
• Software Testers

If possible

• Identify how many person-months from the [start date] to [end date] are required for the project. This helps estimate costs involved in producing the documents, especially if you need to localize material

Software

Identify the software required for content development:

• Madcap Flare
• Microsoft Word
• Intercom.com
• WordPress KB Theme – Knowall
• TechSmith Camtasia
• TechSmith SnagIt
• Microsoft PowerPoint
• Microsoft Visio

Writer’s requirements

Describe the writer’s requirements, for example:

• Access to other documentation and specifications
• Access to software
• Access to subject matter experts
• Access to developers, if necessary

Project Scheduling

Outline the project’s goals and reporting structure. After this, identify your assumptions and dependencies.

If these are NOT met, the project is at risk and unlikely to meet its objectives.

Assumptions

Examples of assumptions for a Doc project include:

• Changes to schedules will affect the software availability
• Changes to resources will impact the quality of products as new hires will have to be skilled up
• Changes to specifications will mean that content will have to be re-evaluated and adjusted accordingly.
• Reviewers will be available and provide feedback on schedule.

Dependencies

Examples of dependencies for a project include:

• Availability of Subject Matter Experts and Developers
• Availability of system, network access, password, physical access to buildings if required, access rights
• Access to specifications, project plan, test scripts as required
• Review and feedback is received on time

Remember – If these are NOT met, the project is at risk and unlikely to meet its objectives.