Doc Plan and Style Sheet

Documentation Plan

Goals

The reader should be able to successfully create a basic index in either Word 97 or FrameMaker 5.5 after reading this document.

This goal will be met by:

Providing a good overview of the basic concepts of indexing, the different types of index entries and when it is appropriate to use a particular style of index entry.

Providing easy to follow procedures for creating index entries and generating indexes in Word 97 and in FrameMaker 5.5.

Giving a brief introduction to some of the formatting issues inherent in indexing.

Providing resources that the reader can use to get more information on indexing such as books, web sites, organizations, etc.

Scope

The scope of this document is somewhat narrow. Only the major concepts of indexing will be addressed. Readers can go to the resources listed to get more in-depth indexing information or information that may be specific to creating an index for a particular type of document.

Limits

This document is limited by a tight time schedule. All attempts will be made to provide as thorough a document as possible within the goals and the scope that have been laid forth.

Audience

The main audience for this document is beginning to intermediate users of Word 97 and/or FrameMaker 5.5. It is expected that the reader has enough computer experience that they already know the basic concepts of working in a windows environment such as how to use a mouse and how to save files, etc.

The document will be presented assuming that the reader knows little of indexing and has not created indexes in Word 97 or FrameMaker 5.5 before.

Types of documentation styles

The major types of documentation styles that will be included in this document are: concepts, procedures, reference materials, and front matter.

Relationship between documentation styles

It is expected that the procedures sections will need to begin with some concepts. Besides this overlap, there will be an effort to keep the documentation styles in separate sections of the document.

Media

The document will be created in FrameMaker 5.5. It will be released as a FrameMaker book as well as a PDF file and a printed document presented in a three ring binder.

Document design

The document will be formatted for 8 ½ x 11" paper. The document will use a distinctive page design for the beginning of each chapter. Paragraph styles will be used to give quick visual cues for chapter names, section headers, procedure names, body text, and numbered procedures. Headers will include chapter number, page number, and chapter title. The document will be designed for single sided printing. See the sample page attached.

Document outline

Cover

Document Overview

Audience definition

Document goals

Concepts

What is indexing? (the idea of creating easy access to material within the document.)

How is indexing done? (a general discussion of creating index markers and generating indexes in Word 97 and FrameMaker 5.5.)

What type of index should I create? (focus mainly on the general index that is common to most types of books but introduce the concepts of subject, author, and other types of indexes.)

What type of index entry should I use? (introduce the major types of index entries including standard entry, sub entries, cross reference, and provide guidelines for using each type of entry.)

Procedures

Word 97

Overview – discuss the concepts of creating index entries and generating indexes in Word 97.
Procedures

Adding a standard index entry.

Creating a sub index entry.

Creating a cross reference index entry.

Generating the index.

Correcting an index entry.

Formatting the index.

Updating an index.

FrameMaker 5.5

Overview – discuss the concepts of creating index entries and generating indexes in FrameMaker 5.5.
Procedures

Adding a standard index entry.

Creating a sub index entry.

Creating a cross reference index entry.

Generating the index.

Correcting an index entry.

Formatting the index.

Updating an index.

Appendix

Sample indexes (show different index formatting styles).

Where to get more information (a resource list of books, web sites, associations, etc.).

Software indexing aids (a list of software products designed to work with either Word 97 or FrameMaker 5.5).

Glossary

Index

Stages of document preparation

Preparation of this document is broken down into 5 stages:

Document plan including outline

The plan describes the document including the goal, the intended audience, the media that the document will be released in, the timeframes estimated for completing the project, and a thorough outline of all sections of the document.

First draft

Every section of the outline is written out in draft form and includes all of the basic ideas that are to be included.

Second draft

Thorough revision of the first draft. Check for writing style and ensure that all necessary points are covered in each section. At this point the document should be close to its final form.

Editing

Thoroughly review the document for grammar and punctuation issues. Also check that the formatting is consistent throughout the document.

Production

Production includes all the steps that make the document ready to disburse including printing and assembling if necessary.

Target dates

Tuesday, October 6 The document plan is completed and submitted.

Tuesday, October 13 The first draft is 1/3 complete.

Tuesday, October 20 The first draft is 2/3 complete.

Tuesday, October 27 The first draft is completed.

Tuesday, November 3 The second draft is completed.

Tuesday, November 10 Editing is ¾ completed.

Tuesday, November 17 Editing and production are completed.

Document is ready for release.

Style Sheet (Converted from FrameMaker to HTML)

Chapter Name

Section Header

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Task Header

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Example of a table

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