Documentation

Systems Documentation



 

 

 

 

The system is made, it's been successfully implemented and the project is effectively complete. Before you can move on to the final stage, however, documentation must be produced.

System documentation is extraordinarily important. Without it, users won't know how to use the system to its potential. Worse, should the system need to be repaired, maintained or extended in the future, a developer wouldn't know where to start - and this is expensive.

There are two types of documentation

• User Documentation
• Technical Documentation

 

 

Technical Documentation

 

What is it?

It's documents that describe how the system works and how it was built. It is used by Analysts and Programmers (or Developers)

What does it contain?

In no particular order:
–Program code
–Flowcharts
–List of variables
–File structures
–Screen layouts
–Print formats
–Hardware requirements
–Software requirements
–Known issues/bugs
–Error messages and meanings
–Validation routines
–Purpose of the system
–Contact details

That's a LOT of stuff, right?

If I were you, I would try to nail down at least 5 things that belong solely to technical documentation. My recommended list would be:

–Program code
–File structures
–Hardware requirements
–Error messages and meanings
–Validation routines

These should never feature in User Documentation. This will really help if you get a "What's in Technical Documentation that's not in User Documentation" question.

What is it's purpose?

Often, a system needs to be upgraded, repaired or updated. Usually, the people who originally made the system have moved on and, therefore, new people must undertake the repair or upgrade jobs. Without technical documentation this job would be difficult at best and sometimes impossible, leading to the whole system needing to be replaced.
Technical documentation ensures that any future developer can understand exactly how the system works and how to make any repairs or upgrades as efficiently as possible.

User Documentation

What is it?

A guide which describes how to use the system. It's written for non-experts, to enable them to learn the new system.

What does it contain?

–How to load or run the program
–How to save files
–How to search
–How to sort
–How to print
–How to add/delete/amend records
–Trouble shooting guide
–Tutorials
–Purpose of the system
–Hardware and software requirements
–Contact details 

What is it's purpose?

 Without User Documentation, it's fairly safe to assume that users would not be able to operate or use the system. Usually, people are trained to use systems by other people. However, there is still a need for full documentation in case experts move on, training is too expensive or users simply need an occasional point of reference for the system.