1. System Implementation
System Analysis and Design
System Implementation
- Mr. Ahmad Al-Ghoul
In this sequence we will discuss the documentation process

2. System Analysis and Design System Implemantation
learning Objectives
Differentiate between program, system, operations, and user documentation
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System Analysis and Design System Implemantation

3. System Analysis and Design System Implemantation
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
Documentation includes program documentation, system documentation, operations documentation, and user documentation.
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System Analysis and Design System Implemantation

4. System Analysis and Design System Implemantation
Documentation
Program Documentation
Describes the inputs, outputs, and 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, who construct modules that are well supported by internal and external comments and descriptions that can be understood and maintained easily
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System Analysis and Design System Implemantation

5. System Analysis and Design System Implemantation
Documentation
System Documentation
Describes the system’s functions and how they are implemented
Includes data dictionary entries, data flow diagrams, object models, screen layouts, source documents, and the systems request that initiated the project
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
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System Analysis and Design System Implemantation

6. System Analysis and Design System Implemantation
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 where they originate; and output files and destinations
and report distribution lists
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System Analysis and Design System Implemantation

7. System Analysis and Design System Implemantation
Documentation
Operations Documentation
Includes the following information:
Special forms required, including online forms
Error and informational messages to operators and restart procedures
Special instructions, such as security requirements
Operations documentation should be clear, concise, and available online if possible
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System Analysis and Design System Implemantation

8. System Analysis and Design System Implemantation
Documentation
User Documentation
User documentation, Written or other visual information 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
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
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System Analysis and Design System Implemantation

9. System Analysis and Design System Implemantation
Documentation
User Documentation
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
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
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System Analysis and Design System Implemantation

10. System Analysis and Design System Implemantation
Documentation
User Documentation
Includes the following:
Security and audit trail information
Explanation of responsibility for specific input, output, or processing requirements
Procedures for requesting changes and reporting problems
Examples of exceptions and error situations
Frequently asked questions (FAQs)
Explanation of how to get help and procedures for updating the user manual
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System Analysis and Design System Implemantation

11. System Analysis and Design System Implemantation
Documentation
User Documentation
Online documentation
Online documentation provides immediate help when users have questions or encounter problems.
Many users are accustomed to context-sensitive help screens, hints and tips, hypertext, on-screen demos, and other user friendly features
System developers must determine whether the documentation will be available from within the program, or as a separate entity in the form of a tutorial, slide presentation, reference manual, or Web site
Effective online documentation is an important productivity tool
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System Analysis and Design System Implemantation

12. System Analysis and Design System Implemantation
Documentation
User Documentation
Written documentation material also is valuable, especially in training users and for reference purposes
The time between finishing software coding and the time when a complete package can be released to users is entirely dependent on how well the documentation is thought out in advance
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System Analysis and Design System Implemantation

13. System Analysis and Design System Implemantation
Documentation
User Documentation
Neglecting user documentation issues until after all the program is complete often leads to one of two things: 1) the documentation will be thrown together as quickly as possible just to get it out the door on time, and it more than likely will be inadequate or 2) it will be done correctly, and the product release will be delayed considerably
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System Analysis and Design System Implemantation

14. System Analysis and Design System Implemantation
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 no technical, economical, or operational problems, management determines a schedule for system installation and evaluation
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System Analysis and Design System Implemantation

15. System Analysis and Design System Implemantation
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
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System Analysis and Design System Implemantation

16. System Analysis and Design System Implemantation
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
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System Analysis and Design System Implemantation

17. System Analysis and Design System Implemantation
Reference
[1] System Analysis and Design, Sixth Edition
Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt
Publisher: SHELLY CASHMAN SEWIES.
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System Analysis and Design System Implemantation