Aardvark Enterprises

Technical Communicaton Group Proposal Records Portfolio

Version 1.0 July 22, 2013

Organized by: Kenda E. McClimon, Manager

Table of Contents
Technical Communication Memorandum3-5
Goal 1: Staffing3 Goal 2: Removing Technical Communication from Engineering Dept..3 Goal 3: Focusing on the Write Projects..4 Goal 4: Community Outreach.4-5

Hiring Recommendation Memorandum.6

Staffing6 Job Description Details.6-7 Benefits..7 Conclusion7

Midas Software Proposal Plan.8

Introduction9 Current Situation9 Solution.9-11 Costs.12 Conclusion.12

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TECHNICAL COMMUNICATION MEMORANDUM TO: UPPER MANAGEMENT FROM: KENDA MCCLIMON, MANAGER OF TECHNICAL COMMUNICAITON GROUP SUBJECT: TECHNICAL COMMUNICATION MANAGEMENT IDEAS DATE: JUNE 28, 2013 CC: ARDMORE, BRUCE; CHU, DAN; KELLOG, REBECCA; OSHEA, MAUREEN; VARCONE, GINA Before I begin, I would like to thank everyone for the encouraging words regarding my promotion, Im looking forward to serving the company by managing our new Technical Communication Group. On that note, I have a few ideas that I would like to discuss with all of you that I believe would benefit Aardvark as a whole. The mission statement for the Technical Communication Group is going to be Writing for the Write Reasons, where we focus on exceptional customer dedication and staying task-focused. If you find these ideas fitting, then we can arrange a meeting in person to discuss them further. Writing for the Write Reasons Writing for the Write Reasons is more than just a mission statement; it is a guarantee that the Technical Communication Group stands behind. As the newest group at Aardvark, it will be our purpose to take over and control product documentation. With a few capable goals and objectives, our group has the potential to drastically improve the engineering development community. Goal 1: Staffing Objectives: Make hiring announcements; begin the interviewing process; acquire the necessary equipment for new employees; hire four technical communicators; and begin 2-week training sessions Hiring a staff is the most important goal because there currently arent any employees in the Technical Communication Group. Human Resources will be posting job positions on Monster.com for two entry-level, and two senior-level technical communicators. Phone interviews will first be conducted with qualified individuals, and those who move on will be interviewed in person by Maureen OShea and me. During this process, I will be acquiring the desks, computers, and everything else that will be needed for these four new employees. Ideally, four new employees will be hired in four weeks, and trained in an additional two. Goal 2: Removing Technical Communication from the Engineering Department Objectives: Have a staff of dedicated technical communicators; have all of the technical documentation transferred from the Engineering Department to the Technical Communication Group; have the technical writing responsibilities of the entry-level engineers passed on to the newly trained technical communicators The next goal will be to collect all of the technical writing documentation that has been completed and is in progress in the Engineering Department into our possession. Once a staff is hired and trained, it will no longer be the responsibility of the entry-level engineers to do any further technical writing; instead it will be our duty to write technical documentation based on the work that the Engineering Department conducts. This goal should be achieved in the next six weeks.

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Goal 3: Focusing on the Write Projects Objectives: Achieve customer feedback through surveys on sample designs; use customer feedback to continuously improve our design formats; stay task oriented and organized; focus on whats important and avoid getting sidetracked; establish a budget 1. Before we begin any new projects, we should be sending out customer surveys pertaining to our current user manuals. Surveys can be distributed to our current customers through email. The surveys will focus on how convenient, understandable, and appealing our manuals are. Getting feedback on these surveys will help steer us towards making the changes we need to make. Receiving feedback on at least 10% of the surveys within 30 days of their distribution will help us edit our formatting accordingly to design better layouts within the next year. 2. We will also need to stay focused on the project(s) that is the most important for the company and the customers. This means that we will avoid getting sidetracked with less important projects, and focus on them only when the timing is appropriate. To stay focused, we need to be: task oriented and organized above all things. Establishing communication methods, keeping each other informed, and working together on a daily basis will be necessary to make sure that we succeed in completing our work. 3. Once we focus on updating our layouts and begin working on new projects, we will need to establish a budget based on our allowance (approved by finance), for research, training, usability testing, etc. These changes will be put into effect immediately and will be measured over the next two years through project results and customer feedback. Goal 4: Community Outreach Objectives: Create a partnership with East Carolina Universitys Technical and Professional Communication concentration to provide a student internship each semester, promote the field of technical communication by attending local high school and college career fairs, and provide each member of the Technical Communication Group with an annual classic membership with the Society for Technical Communication 1. Once the Technical Communication Group is fully functioning and is well on its way towards the first three goals, the final goal will be to reach out to our community. Each member of our staff will receive an annual classic membership with the Society for Technical Communication. This will help our technical communicators stay current with trends, information, and other news in our field. Staying informed with other technical communicators will inspire us to try new things and continue to better ourselves for Aardvark and for our customers. 2. The next plan of action will be to form a partnership with East Carolina University by giving one student in the Technical and Professional Communication concentration an internship position in the fall, spring, and summer semesters. Consistently having an intern will provide additional assistance to focus on the less important projects, at a low cost. It also shows that we are dedicated to working with the Greenville community by showing our ECU pride by providing opportunities for local students. 3. Lastly, we will be promoting the technical communication field by attending local high school and college career fairs. This will give us the opportunity to establish our value to students and inspire them to consider technical communication as a career possibility. This is another way of getting involved with the local community because it shows that we care about our childrens futures and
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wish for them to pursue a higher education. This is the last goal that we will focus on, and ideally it will be operational within the next two years. Doing whats Write for Aardvark As the newest addition to the Aardvark family, the Technical Communication Group is committed to furthering the companys success. Now that our work will be extended from the Engineering Department, both areas will be able to focus on the different types of work, and the result will be providing better products and information to our customers. I have no doubt that our group will be able to reach all of the goals and objectives listed above within the next two years. By having a specialized group of trained employees in technical communication, Aardvark will be able to provide the absolute best documentation for our customers, and in return increase the amount of satisfied customers that will remain loyal for years to come. At your convenience, I am available to discuss these ideas with you further in person, and to begin preparations immediately if you see these goals fitting for the company. If you have any questions regarding this memorandum in the meantime, please feel free to contact me at (555) 555-5454 ex. 5, or by email at kenda.mcclimon@aardvark.com. Thank you for your consideration on this matter.

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Aardvark Enterprises

Hiring Recommendation Memo

To: Maureen OShea, Manager, Human Resources From: Kenda McClimon, Manager, Technical Documentation Group cc: Ardmore, Bruce:, Varcone, Gina Date: July 5, 2013 Re: Developing a Team Now that the Technical Documentation Group has been established at Aardvark, our first goal is to hire a well-equipped team of staff members. Since this is an unfamiliar profession within our company, I have been asked to supply a brief compensation plan to Human Resources. Human Resources will ultimately have the final decisions in the hiring process, but I have some recommendations that I believe would best benefit the new group and company. With this memo I have included my recommendations for staffing, job description details, and benefits. If you find these recommendations appropriate, then we can decide on a time to speak further about them in person. Staffing Since the Technical Documentation Group is brand new, we should begin with a full-time base staff consisting of four technical communicators. All four employees would be divided into one of two teams: 1. Writing and 2. Research and Development. Each group would have a senior-level technical communicator and an entry-level one. As the organization grows, we could eventually add interns and specialists such as editors and trainers to the group that would be hired on a contractual basis based on projects. We could also hire other entry-level employees later on, giving the other employees opportunities to move up. The purpose of hiring entry-level employees is the opportunity to pay lower wages while bringing in a fresh and vibrant atmosphere open to new ideas. The senior-level employees would manage over the entry-level ones, and oversee the final products of the work. Promotions and advancement opportunities will be up for consideration annually. Ads should be posted immediately for these available positions on our website and on Monster.com. Job Description Details The job descriptions will each consist of a short list of education and experience requirements, job requirements, and salaries. Applicants must have at least a bachelors degree to be considered. Details can be elaborated later. Senior-Level Technical Communicator, Writing Team Member: An experienced individual in technical communication is needed for an emerging technical communication group. Applicant must have 6+ years of related experience, and hold at least a bachelors degree in Technical Writing, Technical and/or Professional Communication, English, or a similar discipline. Job requirements include overseeing the Writing Team and writing product manuals, editing, and training. The starting salary is $60,000 a year with a separate benefits package. Entry-Level Technical Communicator, Writing Team Member: An employee with little or no job experience in technical communication is needed for an emerging technical communication
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group. Applicant must hold at least a bachelors degree in Technical Writing, Technical and/or Professional Communication, English, or a similar discipline. Job Requirements include writing product manuals, editing, and assisting with similar tasks accordingly. The starting salary is $35,000 a year with a separate benefits package. Senior-Level Technical Communicator, Research and Development Team Member: An experienced individual in technical communication is needed for an emerging technical communication group. Applicants must hold at least bachelors degree in Technical W riting, Technical and/or Professional Communication, Computer Programming, Web Development, or a similar discipline. Job requirements include overseeing the Research and Development Team, graphic design, multimedia development, document design, and training. The starting salary is $60,000 a year with a separate benefits package. Entry-Level Technical Communicator, Research and Development Team Member: An employee with little or no job experience in technical communication is needed for an emerging technical communication group. Applicant must hold at least a bachelors degree in Technical Writing, Technical and/or Professional Communication, Computer Programming, Web Development, or a similar discipline. Job requirements include graphic design, multimedia development, document design, and assisting with similar tasks accordingly. The starting salary is $35,000 a year with a separate benefits package. Benefits Lastly, including an appealing benefits package will ensure employee satisfaction and incentive. Tuition reimbursement can be awarded to employees who complete a graduate certificate or degree program with a GPA of a 3.0 or higher. Work can be conducted part-time on a telecommuting basis. Senior-level employees should receive three weeks of paid vacation a year and entry-level employees should receive two and a half weeks of paid vacation a year. Technical packages will be provided to each employee that includes a lap top with broadband internet service. Spot bonus awards should be given to employees who make achievements that deserve special recognition. A missions bonus should be provided when certain milestones have been achieved in projects, and lastly a 3% holiday bonus should be awarded every December. Conclusion Hiring a staff is our most important goal right now, and we want to do it effectively with a phenomenal staff that will direct the Technical Documentation Group towards success. Offering competitive salaries and benefit packages will allow us to hire the best staff available. Hopefully these recommendations are sufficient enough to serve as a foundation for the overall compensation plans. If you have any questions, suggestions, or concerns that you would like to address with me, then we can arrange a time to meet in person to further discuss this information. Until then, please feel free to contact me at (555) 555-5454 ex. 5, or by email at kenda.mcclimon@aardvark.com. Thank you for your consideration with this matter.

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Aardvark Enterprises
Midas Software: A Proposal Plan for the Technical Communication Group
Presented by Kenda McClimon on July 12, 2013

User Access:
Bruce Ardmore, President and CEO Maureen Varcone, VP Professional Services Andrew Goodman, VP Development Rebba Kellog, VP Engineering Dan Chu, Engineering Manager

CONFIDENTIAL For Private Office Use Only

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Introduction Aardvark Enterprises is a company dedicated to providing the best software to our customers throughout the eastern United States. We are proud to provide financial software for professionals in both institutions and small establishments. Our latest software in development will benefit small investors by offering features such as tracking stock portfolios, buying and selling equities, obtain detailed reports, and making future decisions about purchasing. Midas runs under Microsoft Windows and will launch in the fall 2014. Current Situation Aardvark is currently developing the Midas software program for small investors to use for management. This is a new financial software program for Aardvark that will specifically benefit smaller establishments. The Technical Communication Group is responsible for creating a getting-started document that is 50 pages long. The project begins on January 1, 2014 and will be 6 months long. Solution The Technical Communication Group will follow this Information Development Project Plan as the primary communication tool for this project. 1. Know the Audience This software is designed with small business in mind. Our market for this software is small financial estbalishments and individual investors. Our target age group is between 25-65. Our writng style will need to be business savvy and professional. 2. Goals Supply a help system of 200 help topics Complete a getting-started document of 50 pages Allow a sample group to test the alpha version after April 1, 2014 Allow a sample group to test the beta version after May 15, 2014 Have the final version completed by July 1, 2014

3. Approach This will be the Technical Communication Groups first project togeth er, so communication will be our most important asset. This is an important project for Aardvark, so the Technical Communication Group will have access to the subject matter experts and developers. The approach to this project will be to use two small subject teams that focus on different aspects.
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4. Benefits Customers will benefit from the Midas getting-started manual because it will be a carefully engineered document that will be perfected over six months. The Technical Communication Group will be conducting two sets of usability testing that will make the information as user-friendly as possible. By dividing the work into two small teams, the employees will be able to focus on different subjects in the manual so that they can specialize in specific information. 5. Implementation Plan Immediately separate the employees into two groups: Group A will consist of two employees, one that focuses on writing and the other on research and development for information on portfolios and equities. Group B will focus on the writing and research and development on the features that include detailed report topics and decision making information. 6. Methodology The most important information for this manual will be creating a step-by-step guide that leaves software users without any questions. Incorporating pictures and screen shots into the manual will keep users on track by visually assuring them that they are doing what they are supposed to. This document will only be distributed in the United States, so the instructions will include versions in English and Spanish. 7. Schedule There are three milestones that must be met. The first milestone will be to have an alpha version available on April 1 for testing. The second milestone will be to have a beta version available on May 15 for testing. The final milestone will be to have the final document completed on July 1. The testing will take place April 5, 2014 and May 17, 2013 at 10am in Section A of the Greenville Convention Center Campus in Greenville, NC. Usability testing will be conducted on two small sample groups consisting of investors for paid compensation of $250 a person. For the alpha usability testing, all subjects will be placed at a computer station and install the software with the manual we provide them. We will monitor their progress and have them rate their experience afterwards. The beta testing will consist of the same subjects, only this time they will use an updated manual that has been updated since the alpha testing. After the beta testing session, we will start working on the final changes to the manual. We are depending on using the same individuals for both of the tests so that we can progressively make changes. We are taking a risk by using the same subjects because there is always a chance that some of the individuals who participated in the first test will be unable to attend the second test. If this is the case, we will resort to using backup individuals. Unfortunately that puts us at the risk of having less-valuable results.

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8. Resources The total budget for the Technical Communication Groups portion of this project will be $134,824. Employee salary wages will total $110,824 of the costs, and each employee will be awarded two $500 milestone bonuses when the alpha and beta versions have been produced. when the $10,000 will be spent on usability testing, while the remaining $10,000 will be spent on research, translation costs (Spanish), oursourcing assitance, and other miscellaneous fees. Research and development for the software will be covered through the Engineering Department and the Development Group. Their budget will be $750,000. Upper management has asked that this project does not exceed $1,000,000.

Costs

Employee Salaries and Bonuses Usability Testing Other Costs

Table 1: Costs Distribution 9. Qualifications The Technical Communication Group is qualified to create the getting-started document for the Midas software program because it consists of communicators that are trained and experienced with working with software programs. These employees have also been trained and familiarized with other Aardvark software programs, so they understand what their expectations include. The Technical Communication Group will be able to create a flawless document because the plan of action includes two usability testing sessions and two groups of employees that will be specializing in different aspects of the manuals information.
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Costs The pricing strategy for this project is to be as effective as possible with an appropriate budget. The success of this project will determine budgeting strategies for future projects. The budget for this project is $140,000, and Table 2 below shows how the costs will be distributed. Cost Subject Alpha Testing Beta Testing Employee Salaries Milestone Bonuses Other Total Table 2. Cost Summary Conclusion Beginning this January, the Technical Communication Group will be prepared to complete our first project of designing a getting-started document for the new software program, Midas. By dividing the work among two qualified groups, the Technical Communication Group will specialize in different subject matters and prepare the appropriate document. Usability testing will further assist with making the document as user-friendly as possible. A reasonable budget and schedule will ensure that everything is completed on time, with customer satisfaction guaranteed. Cost Totals $2,500 $2,500 $110,824 $4,000 $10,000 $134,824 User Compensation $2,500 $2,500 NA NA NA $5,000

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