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Documentation Process - Problems and Resolutions

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DocTeam More details are being filled in as time permits. Please feel free to add or comment, but please be aware that this is not being posted as "complete" as there are more details already created, but waiting to be entered. Suggestions should be made by utilizing one of the "Talk" pages at the end of this document. Thanks.

notice - Draft

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Introduction

There are various cliches about how hard it is to get things done by committee. In fact others have made repeated statments which give a clue to the very side-effects of trying to operate in this manner... that it is okay to talk about things, but at some point we need to start doing. In my humble opinion, I don't think a free-for-all will accomplish anything, at least not quickly and/or efficiently. There needs to be a system or "rules of order" in discussing, adopting, and implementing changes. There are many advantages to things that are free-form and "open"-- but unfortunately also there are also many disadvantages.
It is some of those disadvantages that affect TYPO3 as an application, and now even the documentation process as well. Below are some parallel examples, which I mention as a way to help better define the problem. Below is a summary of the problems, and finally followed by some suggestions.

Parallel Examples

The Application

TYPO3 has a tremendous amount of documentation, extensions, power, and flexibility — but for someone who comes in at the later stages of it's life (for example 3.6.1) it is much harder to understand and follow, than if you were involved with TYPO3 from the beginning or at least much earlier stages. It is often this way, especially with technology... often if you have seen the natural progression, you see how things have been built-upon and improved... and sometimes if an improvement doesn't work... you know the old way, and so can either work around it or spot the problem... the new features don't seem difficult, because you have past experience to draw upon.
For a new person exploring TYPO3, they have no past TYPO3 experience to depend on, and consequently most work with "what is", and not "what used to be". Unfortunately, it has become so huge and complex, that it is much harder to grasp because your only source is the documentation... which currently exists in it's own world outside of the application, and is not in-synch with the code.

The Existing Documentation

There is so much documentation... and for the sake of this discussion, let's call the sources a "knowledge base". These sources include the SXW documents in the Document Matrix. SXW documents attached to the extensions, PDF Documents, many Newsgroup postings, Bug Database, Wiki(s), and the many other TYPO3 websites with their own documentation, tutorials and other TYPO3 material.
If you were involved in the early documentation process, then it may seem like a natural progression... you know what items are old, new, useful and not useful. You know what was built on top of what. You have seen things that have worked and things that have failed. In short, you know where to go for what you need... The earlier you were exposed to all of these sources, presumably, the more "knowledge" you acquired.
The only way for a new person to truly advance to the same level, would be to go back to the beginning and and read all the sources. In fact, newbies are strongly encouraged to search the list archives, FAQs and so on before posting their questions (sometimes scolded if they don't). This is seen as a necessity because nobody wants to read the same question over and over again. However, I think what many TYPO3 veterans fail to realized is that what we are asking is almost unfair to a new person. There are so many sources to check, all of which exist in their own world. There is no reasonable way for a person with limited knowledge of what is "correct", reconcile and understand the relationship between these sources... in concept or in chronology.

The New Documentation Team Process

While much newer than than TYPO3 and the Existing Documentation, already this process is beginning to see the same effects as the application and existing documentation. In other words, it is starting - even in its infancy to emulate the very same structure as the above two items:
It is hard for new people to efficiently contribute to the documentation team, because what they lack is the history of the group and what has already been discussed. This problem can be even further compounded if it is someone new to TYPO3 (me for example) where lack of application history adds to the inability to easily contribute -- even though that person may be able to contribute in some meaningful way.
Just like the application and the existing documentation... the Document Team Server, Newsgroup postings (this one and others), Wiki, and private e-mails are all part of a growing "knowledge base" related to resolving the documentation process. This knowledge base includes past discussions on things like: the best way to use the Wiki, how to collaborate on documents, what the CSS code should be for the Wiki, and on-and-on.
This knowledge base is growing, just like the application, because it is "open". However, just like the application it represents a great opportunity - but one that is wrought with complexity and can quickly become overwhelming. And again, it is only in its infancy stage. Can you imagine one year from now what the hurdle will be like for a new person wanting to contribute to the documentation team? At the rate things are currently being "decided" can you even picture how much (or little) work will be done in that time? And how will the rate of the documentation compare to the rate that new code is developed?


Stating the Problems

Separation between Code and Documentation

Automotive Analogy

Imagine if you walked into a bookstore to purchase a book that would help you repair a problem with your car (this of course assumes you are bypassing the option of paying someone else to repair it for you.) How granular would you want that book to be? Would you want just a general book that talked about things like tool safety, dealing with hazardous waste, and basic automotive theory? Those things are certainly useful - and serve their place, but most likely will not be the most efficient at resolving your particular problem... they may help you isolate where the problem is, but will not give you specifics about your vehicle.
So again, how granular? Well, you will most likely want to purchase a book that deals with your particular vehicle manufacturer make, model, and year. Can you imagine if the document were only for your manufacturer? What about if it was even your make and model - but was only for the current year? If the book was for the 2004 model, and you have the 2003 model the book may or may not help you in your situation. Some items will have undergone major changes, others minor, and still others not at all. In fact, unless you were privy to all of the engineer's conversations (in their newsgroup :-) ) that took place over the span of the year since the last model release- you most likely will not know what items have changed.
So what are your options? Well... you could buy the latest version of the car. In fact, what if that is what the manufacturer required before they would support you? You could attempt to resolve your problem using the 2004 manual and just assume (or hope) it is correct and that the procedures listed will not be different for your model. For argument's sake let's explore that approach. You have tried to fix the problem, you followed the steps exactly (at least as you understood them) but the problem still remained? Now, if you have been a mechanic for a long time or it comes naturally to you - you may be able to resolve it still and infer the subtle differences. But what if you were new to repairing this manufacturer or model car? Even if you were, say gifted, with the knowledge of a different manufacturer you may still be perplexed by the problem. Would you know if it was your understanding of the directions? What if somehow the procedure was modified to reflect changes that had been made - which work perfectly on the 2004 model, but not on the older model? And what if went to the support site of the manufacturer and there was a sign that said, "Read all of the engineer's discussions before asking your question!"... or "Consider paying someone else to do it for you!".


Relating the Automotive Example to TYPO3

Hopefully the automotive analogy was enough for you to apply this to TYPO3. But for the sake of completeness, let me expound further.
  1. It can not, and should not be assumed that everyone has the latest version of the CMS or extensions. Especially with the complexity of the application, and the currently difficulty in finding solutions to fix problems when they occur - I believe there are many who are sticking with what works. As a consultant who will be offering TYPO3 websites, I think it would be a Best Practices idea to install only stable extensions, and even give new patches - no matter how seemingly minor (e.g., 3.6.2) time to be released, debugged, documented and repaired before installing them on a live production machine used for income.
  2. I applaud those who have the vision of a living document (e.g., Wiki-ized); but without proper provisioning for being able to clearly identify what version a particular step applies (or does not apply) to then the document may be rendered useless - and worse still, someone new to TYPO3 may not know that it is useless. Instead, they may spend countless hours searching for a solution to problem that may or may not exist.
  3. There are an overwhemling number of Knowledge Base sources. This presents a difficult challenge for the newcomer who is trying to be self-sufficient and research a particular problem. There are so many sources that are not reconciled to a particular version -- let alone to each other, that this task can prove frustrating. And to further complicate matters, the solution may be their but they may be looking in the wrong place, or may not recognize how one person's problem that seems unrelated to theirs is actually the very solution they need-- but they are just too new to see it.
Can you name any other successful application that has this problem? MySQL? PHP? No. Microsoft? Linux? Having documentation that is directly tied to a specific version is essential. Can you imagine trying to administer PHP version 4.2.2 with a manual that only dealt with 4.3.8, and left out any reference to what has changed? Or administer RedHat Linux 9 with a manual for RedHat Linux 7, and trying to read through newsgroups to see what has changed? Of course not... we purchase books that help us with the version of application that we are using. And if it covers a new version, but references or annotates changes for older versions than that is acceptable as well.
TYPO3 has the potential to become as ubiquitous as PHP and MySQL (it appears to be almost that way in Europe, but not yet in the United States) if the application and the documentation can make better strides. Of course, that is, if the community as a whole even desires to obtain that level.

False Assumptions about Current Documentation

All document formats are the same version

This may not be the perception by experienced TYPO3 users or members of the Documentation Team, but despite the initial disclaimer at the bottom of the main Documentation page of http://www.typo3.org/documentation which indicates that the SXW documents are considered to be the "Source" documents, I don't think that it is obvious to some that the SXW is not necessarily the same as the PDF; and of course the PDF does not have the user comments that have been added to the HTML version. Especially since PDF is much more of a document standard on the Web than is SXW. Many others may also not wish to download OpenOffice, the fact that it is free should not make it a requirement for someone to install it on their computer to learn TYPO3 when other formats are more readily available. In addtion, the documents that are downloaded as part of installing extensions through the Extension Manager can also vary from what is in the Documentation Matrix.

Older documentation is more "Stable"

There seems to be a prevaling thought (though most likely not by the Documentation Team) that the older documents are more stable. For example, people often point Newbies in the direction of the various tutorials - such as GoLive Template Integration, Modern Template Building Part1, and Part 2 & 3. However, for example, the MTB Part I tutorial was last modified in December of 2003. And clearly there has been some major code changes since then. This creates problems, especially for the newbies who are trying to learn TYPO3. When the new person then tries to seek help with the tutorial in the newsgroups, their request is often overlooked because it assumed (as stated above) that the document, which was written by a knowledgeable TYPO3 person (e.g., Kasper) so it must be a problem with
When someone is trying to newly learn TYPO3, and they try out a tutorial and it doesn't work, the natural tendency would be to spend time figuring out what they did wrong. The natural tendency would also be to make the assumption that the document is correct - because it is not likely that if the document has been around for a long time that any bugs would most likely have been found with it fairly quickly.

Tutorials equals teaching concept

Step-by-step tutorials may help to accomplish a task, and some may help with understanding application. While tutorials are certainly neccessary and a great way to learn, they do not replace more conceptual learning that is missing from some of the tutorials and/or documentation. For example, key TS code elements are used, but with no explanation or just a general reference to TSref. Upon turning to TSref, many of those elements are used in a code snippet example, but the underlying principal is not necessarily imparted to the reader. Summarized this way: there is an assumption that listing a code example give the reader the ability to apply practical application.

Miscellaneous Documentation Issues

  • Innaccurate Table of Content page numbering (e.g., PDF Version of TSref)
  • Items discussed in newsgroups, bug database, or other source equals documentation

Culture is hard to change

No lengthy analogy here; the TYPO3 culture is continuing in the same way it always has, as evidenced by the repeating of the same patterns mentioned above in the Parallel Examples. If the TYPO3 community wants to continue to keep the same problems it has now, then it should keep doing the same things. But if it desires to change and improve- then there is no way around, it must change. I'm sure we have all heard the saying that the definition of "insanity" is to keep doing the same thing over-and-over again, and expecting different results.

Easiest Course of Action

Part of the culture is what I would call the "engineer mentality" culture. I have managed programmers in software development, and often times there is a tendency to do what is easiest either from a coding perspective, or a GUI perspective. After all, if it makes sense to them - it should make sense to everyone else right? Fortunately this does not affect TYPO3 very much as an application. It does however seem to be prevalent when it comes to Documentation, Bug Reporting, etc. There is a focus on what is easiest-- coding, and not in working on documentation. This isn't any one's fault -- it is the (digital) age-old question of balancing new production versus reporting current status.
For example this affects IT help desk departments. Sometimes when there are major problems, managers and employees want to know exactly what the status is: when will it be fixed?, where are we at with it now?, etc. But the technicians working on the problem, want to continue to do so -- not stop and update a company website or voice mail message explaining the problem, who is or is not affected, what they are doing about it, and anticipated time frame. For the technician it is much easier to work on the problem, than it is to stop and document the problem. And if you are affected by the problem - do you want the technician working on it, or telling you what he is doing? In reality - we want both. So there must be some way to acheieve balance in matters such as these. And when it comes to TYPO3, sometimes the "bugs" in the documentation are just as critical as the bugs in the code.
Many corporations though have this problem, they view documentation as something developed after software is released - and not developed as part of the software. You show me a company with good documentation, I will show you a company that is most likely implementing some sort of version control, change management, and integrating technical writers as part of the software development team... and the earlier the better the documentation. The question is, what quality does the TYPO3 community desire for it's documentation? Some would say that the current documentation is better than a lot of other software applications... to which I whole heartedly agree. But does that mean there isn't room for improvement?

Natural Resitance to Change

And last but not least, is the "human" aspect. It is always much easier to live in the status quo - rather than to change. An object in motion, tends to stay in motion... it's not just a guideline... it's a law! :-) There is just a fundamental in-born resistance to change. And the more comfortable you are with way things are... the more likely you will be resitant to change.

Setting a New Path

Please see the author's note at the very top of this page. The items below have planned content, but due to a problem of saving, and problems with the wiki server, I was not able to complete the document; I have planned content to in the sections below; I am hoping for some courtesy in giving me time to fill it before it gets filled... this may be anti-wiki, but I want the opportunity to post my ideas and thoughts in their entirety. But please feel free to add if you must, and my preference is that contributions at this point be made on one of the "Talk" pages, or directly to me at Coby Pachmayr

Coding and Documentation Release Protocols

 The bullet items below are a work in progress that will ultimately include specific details
 on implementing these policies,including tools, workflow, etc.

Basic Fundamental Guidelines

  • A programmer decides to write new code: This code relates to the CMS, to an existing extension, or the creation of a new extension.
  • The code may contain fixes, feature changes, new features, and/or feature elimination. These are reflected within the Code Specification page.
  • The code will have various stages: planned, pre-release, alpha, beta, release candidate, and final.
  • Changes to the code plans constitute a Code Specification Update. Updates should be made to the Code Specification Page, and done in such a way as to make it clear what update was made. This can be accomplished in an Update section, or within the document itself, or both. Clarity and logging are the primary issue.
  • Each stage should follow appropriate versioning protocols for new releases, minor and major updates; as well as be associated with the appropriate stage.
  • The Code Specification Page also indicates all dependencies for the CMS and/or extensions and their appropriate versions.
  • Documentation begins with the release of a Code Specification page, modified with any Code Specification Updates, and is versioned in step with the status and versioning of the code itself.
  • Authority, responsibility and functionality of the documentation are equal to the authority, responsibility and functionality of the code. The documentation is a functional part of the code, not a separate entity. In this respect, either the documentation works or it does not work – in much the same was as the code either works or does not work. It also means that the programmer has the ultimate authority, responsibility to ensure that both the code and documentation are functional.
  • When reporting bugs, Code Specification Pages and Updates determine whether reported bugs are in fact included as part of the intended functionality. This indicates whether a bug is an error in documentation or with the code, since it can only be one of the following:
    • The code was never designed to operate in the manner reported
    • The Code Specification Page or Update indicates that the functionality should exist
    • The code itself works, but the information in the documentation is incorrect
    • The code itself works, but breaks the functionality of one of its dependencies, in which case the same process is undertaken with the dependent code and documentation

Proposed Workflow Diagram

Document Team Overview

Current Policy and Procedures

Proppsed Policy and Procedures

Proposed Workflow Diagram

Knowledge Base Implementation

Definition of Knowledge Base Items

Care and Feeding of the Knowledge Base

Knowledge Base Diagram

Summary