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.
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