Documentation and Evaluation Stage

Documentation Stage

In documentation stage there are two types: For the end user and for future developers

• User documentation is like the instruction manual book to let the user know how to use the software or system.

This can consist of the following :

1. the purpose of the system/program/software package
2. how to log in/log out
3. how to load/run the software
4. how to save files
5. how to do a search
6. how to sort data
7. how to do printouts
8. how to add, delete or amend records
9. screen layouts (input)
10. print layouts (output)
11. hardware requirements
12. software requirements
13. sample runs (with test data and results)
14. error handling/meaning of errors
15. troubleshooting guide/help lines/FAQs
16. tutorials

• Technical documentation

It is for the developers or programmers who will improve the system or make some future improvements to the system or mantaining the system

This can consist of the following :

1. purpose of the system/program/software
2. program listing/coding
3. programming language used
4. flowchart/algorithm
5. input formats
6.  hardware requirements
7.  software requirements
8.  minimum memory requirements
9.  known bugs in the system
10.  list of variables used (and their meaning/description)
11.  file structures
12.  sample runs (with test data and results)
13.  output formats
14.  validation rules
15.  meaning of error messages.

Evaluation Stage

It is the stage where the system has been running, and the user compares the new system with the old one. If the analyst finds any problem by the feedback from the customer, the system will have to be re design again.

To evaluate the system, the analyst will:

1. compare the final solution with the original requirement
2. identify any limitations in the system
3. identify any necessary improvements that need to be made
4. evaluate the user’s responses to using the new system
5. compare test results from the new system with results from the old system
6. compare the performance of the new system with the performance of the old system
7. observe users performing set tasks, comparing old with new
8. measure the time taken to complete tasks, comparing old with new
9. interview users to gather responses about how well the new system works
10. give out questionnaires to gather responses about the ease of use of the new system

Hardware may need to be updated because:

1. of feedback from end users
2. new hardware comes on the market, making change necessary
3.  there are changes within the company which require new devices to be added or updated

Software may need to be updated because:

1. of feedback from end users
2. changes to the company structure or how the company works may need
3. modifications to the software
4. changes in legislation may need modifications to the software.