DocumentationSystems Life Cycle – Ch 29

Objectives

Know that there are two types of documentation produced for a new system

Understand the different information requirements of users and analysts

Be able to describe the contents of the different types of documentation

There are two types of documentation that should be produced when creating a new system:

User documentationTechnical

documentation

User Documentation The user documentation is

intended to help the users of the system.

The users are usually non-technical people, who don't need to know how the system works. They just need to know how to use it.

User documentation usually includes: List of minimum hardware and software

required to use the system How to install the system How to start / stop the system How to use the features of the system Screenshots showing the system in typical

use Example inputs and outputs Explanations of any error messages that

might be shown A troubleshooting guide

Maintenance

Once a system is running correctly it can still need maintenance. This may be because a bug is found or because the company needs a new feature.

Technical Documentation The technical documentation

is intended to help the people who will maintain the system (the people who need to keep the system running smoothly, fix problems, etc.)

It is also for future analysts to use when modifying or expanding the system

All these are usually technical people, who need to know exactly how the system works.

Technical documentation usually includes Details of the hardware and software

required for the system Details of data structures (data types, field

names, etc.) Details of expected inputs Details of validation checks Details of how data is processed Diagrams showing how data moves through

the system (DFDs) Flowcharts describing how the system

works

If you buy a car, you wouldn't normally want the technical documentation for it.

Your mechanic would be the person who would need the technical documents. If the car needed servicing, or fixing, the mechanic would look in the document to understood how the various systems in the car worked.

Data Flow Diagrams

Normally produced during the analysis phase

Show how the flow of data takes place during an operation

SummaryUser manual Technical manual

The purpose of the program The purpose of the programLoading and running the program

Hardware and software requirements

How to use the program: entering data, saving, editing, sorting, printing...

Limitations of the program

Input and output formats File structuresHardware and software requirements Program codingLimitations of the program VariablesError messages Dataflow diagramsTroubleshooting Validation routinesFrequently asked questions Program and system

flowcharts

Task:

Read chapter 28 and 29 of your text book.

Copy the Data Flow Diagram into your book, along with the explanation.