Chapter 4 System Documents PDF

Faculty of IT Department of CIS Chapter 4 System Documents Asma'a Nawaiseh 1 MUT_IT_ CIS  learning Objectives  Differentiate between program, system, operations, and user documentation  Documenta...

Faculty of IT Department of CIS Chapter 4 System Documents Asma'a Nawaiseh 1 MUT_IT_ CIS  learning Objectives  Differentiate between program, system, operations, and user documentation  Documentation  Documentation – Describes an information system and helps the users, managers, and IT staff who must interact with it. – Accurate documentation can reduce system downtime, cut costs, and speed up maintenance tasks (‫يمكن أن يؤدي التوثيق الدقيق‬ ‫إلى تقليل وقت تعطل النظام وتقليل التكاليف وتسريع مهام‬ ‫الصيانة‬ – Documentation includes – Program documentation – System documentation. – Operations documentation. – User documentation.  Program Documentation – Describes inputs, outputs, processing logic for all the program modules. – The program documentation process starts in the system analysis phase and continue during implementation – This documentation guides programmers, construct modules that are well supported by internal and external comments And descriptions that can be understood and maintained easily Programs documentation  System Documentation – Describes the system’s functions and how they are implemented – Includes data dictionary entries – data about data (metadata). – what a specific data term means to different people in the organization data flow diagrams, – descriptive information and its composite structure or elements object models, – refer to data-centric classes which encapsulate closely related items. Data flow diagrams,  screen layouts, determine the overall structure a screen. source documents captures the key information about a transaction, such as the names of the parties involved, amounts paid Screen layout  Documentation – Most of the system documentation is prepared during the system analysis and system design phases. – During systems implementation, an analyst must review system documentation to verify that it is complete, accurate, and up-to-date, including any changes made during the implementation process System Documentation  Operations Documentation – Operations documentation contains all the information needed for processing and distributing online and printed output. – Includes the following information: Program, systems analyst, programmer, and system identification Scheduling information for printed output, such as report run frequency and deadlines Input files and source; output files and destinations E-mail and report distribution lists Special forms required, including online forms Operations documentation  Operations Documentation Error and informational messages to operators and restart procedures. Special instructions, such as security requirements - Operations documentation should be clear, and available online  Documentation User Documentation consists of instructions and information to users who will interact with the system. It includes user manuals, Help screens, and tutorials. Programmers or systems analysts usually create program and system documentation. You need someone with expert skills in this area doing the development, just as you need someone with expert skills developing the software. Next lecture 3\11\2020  User Documentation – Systems analysts usually are responsible for preparing documentation to help users learn the system. – In large companies, a technical support team that includes technical writers might assist in the preparation of user documentation and training materials. – User documentation must be clear, understandable, and readily accessible to users at all levels. – Includes the following: A system overview that clearly describes all major system features, capabilities, and limitations Description of source document content, preparation, processing, and samples. User Documentation  User Documentation Overview of menu and data entry screen options, contents, and processing instructions. Examples of reports that are produced regularly or available at the user’s request, including samples Explanation of responsibility for specific input, output, or processing requirements. Procedures for requesting changes and reporting problems. Frequently asked questions (FAQs)  User Documentation – Online documentation Online documentation provides immediate help when users have questions or encounter problems. System developers must determine whether the documentation will be available from within the program ‫يجب على مطوري النظام تحديد ما إذا‬ ‫ كانت الوثائق ستكون متاحة من داخل البرنامج‬، or as a separate entity in the form of a tutorial, slide presentation, reference manual, or Web site (‫أو كنموذج منفصل في شكل برنامج تعليمي أو عرض‬ ‫شرائح أو موقع ويب‬ Effective online documentation is an important productivity tool  Management Approval  After system testing is complete, you present the results to management  You must provide detailed time schedule, cost estimate, and staffing requirements for making the system fully operational  If system testing produced operational problems, management determines a schedule for system installation and evaluation  Sequence Summary  Program Documentation describes the inputs, outputs, and processing logic for all the program modules  System Documentation describes the system’s functions and how they are implemented  In addition to system documentation, analysts and technical writers also prepare operations documentation and user documentation  Operations documentation provides instructions and information to the IT operations group  User documentation consists of instructions and information for users who interact with the system and includes user manuals, help screens, and tutorials  Sequence Summary  In this Sequence we have – Defined and explained the documentation process – Defined and explained a program documentation – Defined and explained a system documentation – Defined and explained an operations documentation – Defined and explained a user documentation End of Presentation