Packet System

Everyone who develops classroom courses in-house faces a number of problems.  First, it is difficult to make up a quality control system that will work the first time.  Second, it is difficult to avoid changes and slippage when new people are added to the writing team.  And third, it is difficult to complete the writing process on time because of subject-matter expert review delays and rewriting issues.Our packets are designed to cope with these issues.

What Does the Packet System Do?

• Design - it ensures that design decisions are not forgotten and that design documents are not lost before development begins.
• Development - it ensures that each document goes through sufficient, thorough, and appropriate quality control checks.
• Post-project - it provides an archive system, where masters and diskettes can be kept together for easy access and updating.

• It ensures that writers with different backgrounds use the same system and terminology.
• It ensures that recommendations and edits are made efficiently.
• It enables reviewers to verify that their recommendations were implemented.

• It keeps all the pages of a unit together and easy to keep track of.
• It structures writing activities so different work can be kept track of and done concurrently.

What is in the System?

1. Print Materials Development Packets hold draft copies during the writing process. The front of the packet contains the checklist of review items and blocks for dates and signatures. The back flaps contain job aids for proofreading and quality control.

2. Lesson Design Documents are completed during the design process and are filed in the packets until development begins on the unit to be written.

3. Content Quality Checklists are review sheets to be used by the subject-matter experts. They also serve to train SMEs on their responsibilities.

How Are Packets Used?

• The details of the course are described in a course map.  Each unit, chapter, video, etc., shown on the map will require development.
• The design details of the units are described in design documents. 

• Administrative information (client, module, unit, etc.) from the design documents are entered on the front of the packets.
• Each design document is then stored in its individual packet until the writer is ready to begin. 
• Packets are stored in hanging folders.
• Design quality is maintained because the design details are not forgotten during the time (weeks or months) between design and actual development.

• The writer reviews the objectives, resources, and design for the unit, and then gathers and studies resources to prepare to write the unit.
• The writer then designs the unit by developing a content outline.
• Others (project manager, SMEs, client, etc.) review the outline.

4. The writer continues to write until the unit is finished and approved.

• Up to three drafts may be written. 
• Each is reviewed by appropriate reviewers during the quality control process.  

5. Two dated versions are kept in the packet.

• The most recent version is kept in it while it is being written and during the reviews.
• One previous version is also kept so reviewers can verify that suggested changes were completed. 

• Specified reviewers complete content or instructional quality checklists. 
• Reviewers also enter specific comments on the draft’s pages and general comments on the inside of the packet’s flaps.  
• Each reviewer uses a different colored pen for comments, initials, and date so the writer and project manager knows the sources of the comments.

7. Packets are durable card stock, colored and sized for easy access.

• Yellow packets are easy to find and keep track of.
• Packets are sized to keep in hanging files when not actually being worked on.  
• A central file system allows the writers and reviewers to access them when they are available for the next activity without having to ask for them.

8. Units are completed, tested, revised, and approved.

• Signed acceptance by the client minimizes un-budgeted redesign. 
• The materials are readied for production and delivery.

• Photocopy masters and diskettes are kept together in the packets.
• They are easily located later for use in course maintenance.