ICT Class Twelfth Meeting

Documentation and Evaluation

A. DOCUMENTATION

Documentation needs to be done once implementation is done. This needs to be produced: 

• for the end user
• for the people who wanted to develop the system

1. User Documentation - to tutor people who want to use the system

•  the purpose of the system/program/software package
•  how to log in/log out
•  how to load/run the software
•  how to save files
•  how to do a search
•  how to sort data
•  how to do printouts
•  how to add, delete or amend records
•  screen layouts (input)
•  print layouts (output)
•  hardware requirements
•  software requirements
•  sample runs (with test data and results)
•  error handling/meaning of errors
•  troubleshooting guide/help lines/FAQs
•  tutorials.

2. Technical Documentation - to help programmers and analysts who need to make improvements to the system or repair the system.

• purpose of the system/program/software
•  program listing/coding
•  programming language used
•  flowchart/algorithm
•  input formats
•  hardware requirements
•  software requirements
•  minimum memory requirements
•  known bugs in the system
•  list of variables used (and their meaning/description)
•  file structures
•  sample runs (with test data and results)
•  output formats
•  validation rules
•  meaning of error messages.

B. EVALUATION

• Evaluation needs to be done to maintain the system and improve it. This can also be used for making another new system in the future. 
• In evaluation, analysts will:
• compare the final solution with the original requirement
•  identify any limitations in the system
•  identify any necessary improvements that need to be made
•  evaluate the user’s responses to using the new system
•  compare test results from the new system with results from the old system
•  compare the performance of the new system with the performance of the old system
•  observe users performing set tasks, comparing old with new
•  measure the time taken to complete tasks, comparing old with new
•  interview users to gather responses about how well the new system works
•  give out questionnaires to gather responses about the ease of use of the new system.
• Hardware may be updated because: 
• of feedback from end users
•  new hardware comes on the market, making change necessary
•  there are changes within the company which require new devices to be added or updated.
• Software may be updated because: 
• of feedback from end users
•  changes to the company structure or how the company works may need modifications to the software
•  changes in legislation may need modifications to the software.

ICT Class Eleventh Meeting

Development and Testing,

Implementation

A. DEVELOPMENT AND TESTING

1. Development Stages

• File structure needs to be finalized if the system contains file. 
• what type of data is being stored in each field
• length of each field
• which field will be the key field
• how the data files will be linked
• etc.
• After file structure is finalized, system needs to be tested so that it is robust when the system goes live.
• There are 2 ways in which data could be correctly placed in files: 
• validation routine
• ensure they do trap unwanted data 
• to make sure any data transferred from a paper-based system to an electronic system has been done accurately.
• verification method
• How these are used to interface with the final system now needs to be identified.
• How these devices are used with the system when it is implemented needs to be finalized if a special hardware is needed. Therefore, testing strategies are needed to ensure that the system can work well in any type of condition.

2. Testing Strategies

• Once development stage is done, testing strategy for the entire system needs to be done, although a single module can work well. This is to ensure the system will work well.
• These strategies will lead to improvements in many aspects, thus it will be very time consuming. However, these improvements are very essential so that the system can work at its best.
• There are 3 types of data testing. For example, the field is dd/mm/yyyy and that they have to be in numeric form
• normal: acceptable/valid data (month 1-12)
• extreme: at limits of acceptable/valid data (2 months (1 or 12))
• abnormal: outside the limits of acceptable/valid data that will be rejected
• negative numbers 
• value >12
• non numeric data
• non integers value

B. IMPLEMENTATION

• Implementation needs to be done once testing strategies are done.
• Implementation is called changeover for the whole system.
•  Changeover can be done in some ways:
• direct: stop the system and change it overnight to a new system
• advantage: immediate, reduced cost and less malfunction
• disadvantage: can be disastrous
• parallel running: both old and new systems are run together
• advantage: old system as back up, staff training gradually
• disadvantage: more expensive than direct
• pilot implementation: new system is introduced to a part of the company
• advantage: only one part of the company is affected, faster staff training, less expensive than parallel running
• disadvantage: more expensive than direct
• phased implementation: new system is introduced gradually in every part
• advantage: failure is not disastrous, may ensure system works properly
• disadvantage: more expensive than direct