System Analysis and Design

System Implementation

- Mr. Ahmad Al-Ghoul

 learning Objectives

 Differentiate between program,

system, operations, and user
documentation

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 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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 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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 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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 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
 E-mail and report distribution lists

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 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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 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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 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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 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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 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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 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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 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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 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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 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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 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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 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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