Documentation and Evaluation Stage

Documentation Stage

There are 2 kinds of Documentation:

• User Documentation
• Technical Documentation

User Documentation

          The user documentation is intended to help the users of the system. The users usually do not really understand about the techniques of the system. User documentation is provided to give an overview on how to use the system. There are two forms of User Documentation:

•          Paper-Based User Documentation which includes:

-          Table of Contents

-          Introduction

-          Hardware & Software technical details

-          User Guide

-          Vocabulary Terms of the technical terms

-          Simple list to check for the anticipation of problems (Troubleshoot)

-          Index

•         Online Help Files User Documentation

 Basically, User Documentation includes:

•          List of minimum hardware and software required to use the system
•          How to install the system
•          How to start / stop the system
•          How to use the features of the system
•          Screenshots showing the system in typical use
•          Example inputs and outputs
•          Explanations of any error messages that might be shown
•          A troubleshooting guide

   Technical Documentation

          Technical Documentation is usually used by engineers and software developers to make changes to the installed system. This kind of documentation is more complex compared to the User Documentation. The content of Technical Documentation is:

•          Source Codes
•          Data Structures
•          File Formats used
•          Validation Ranges
•          Hardware and Software details
•          Navigation Layout
•          Diagrams and Flowcharts
•          Security Details
•          How to install the system
•          How to restore and backup the system
•          Output Formats
•          Sample Runs
•          etc.

   Evaluation Stage

          The Evaluation Stage looks at the overall project and considers how things went. The purpose of an evaluation is to assess the system to see if it does what it was supposed to do, that it is working well, and that everyone is happy with it. Evaluation Stage will need:

•          A client
•          Project Manager
•          System Analyst
•          Designers
•          Developers
•          Examiners
•          Trainers
•          A selection of end-users

Important Points that need to be checked during this stage:

•          Efficiency
•          Compatibility
•          Whether it’s appropriate or not

Some results from the evaluation may require changes to either hardware or software.

Hardware may need to 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 need to 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
• 
  

          The outcome of the evaluation will be to identify any limitations or problems with the new system.The system analyst will then need to begin the task of system analysis from the beginning, but this time analyzing the new system, and then designing, testing and implementing improvements.Thus the whole process repeats.

Thank you for reading this blog.

References:

http://www.igcseict.info/theory/8/docs/

http://www.teachict.com/as_a2_ict_new/ocr/A2_G063/331_systems_cycle/slc_stages/miniweb/pg20.htm#

http://www.teachict.com/as_a2_ict_new/ocr/A2_G063/331_systems_cycle/slc_stages/miniweb/pg22.htm

http://www.igcseict.info/theory/8/eval/

http://www.teachict.com/as_a2_ict_new/ocr/A2_G063/331_systems_cycle/slc_stages/miniweb/pg23.htm

Development, Testing and Implementation Stage

Development Stage

Development stage is the second step after the design stage is done. If the system contains files then the file structure needs to be finalized at this stage. Once the file structure has been determined, it is then created and fully tested to make sure it is robust when the system actually goes live.

There are 4 stages of development:

•          Creating a file structure to store data

Data is stored in the system with 4 parts:

-          Tables

-          Fields

-          Field Properties

-          Record

•          Creating Validation Rules/Checks

The use of validation checks is to make sure that only the correct data will be entered to the system. Validation checks are tested in two ways:

-          Entering data that should be accepted

-          Purposely entering data that should not accepted

•          Creating Input Methods

To input the data in the system, user-interface is needed. To enter the data into the system, users type it in the Data Entry Form which include:

-          Entries for all of the required files

-          Appropriate Form Controls

-          Clear instructions

-          Adequate text boxes

-          Well-designed and easy to use

•          Creating Output Formats

Output like bills has 2 systems to be created:

-          On screen outputs

-          Printed outputs

Outputs should be clear, easy to read, complete and correct

Testing Stage

                After a system is developed, it should be tested to ensure that it works like how the users expect the system to work. Testing avoids data clashes, incompatibility and memories issues. There are three categories of testing:

·         Normal

The data will normally be entered to the system which will accept, process and check the data whether it is correct or not.

·         Extreme

The data is still considered as normal but it is in the limit line. This is to ensure that the normal data are acceptable.

·         Abnormal

The data is outside the limits and are considered as rejected. The values are invalid and this helps to test and ensure that invalid data will not break the system.

There are two stages of testing which are used primarily in the technology industry (software and hardware):

·         Alpha Testing

Alpha testing is the stage before Beta Testing. This stage improves the quality of the product. Usually, this test is performed by test engineers.

Advantages:

-          Provides better view about the reliability of the software at an early stage

-          Detects a lot of errors

Disadvantages:

-          May lead to dissatisfied

-          In depth functionality cannot be tested as software is still under development stage

·         Beta Testing

Beta testing is the stage after Alpha Testing. It integrates customer input on the complete product. There are 4 types of it:

-          Traditional (product is distributed to the target market)

-          Public (product is publicly released to the outside world via online channels)

-          Technical (product is released to the internal group of an organization)

-          Focused (product is released to the market for gathering feedback on specific features of the program)

-          Post Release (product is released to the market and data is gathered to make improvements for the future release of the product)

Advantages:

-          Reduces product failure risk

-          Improves product quality

-          Cost saving

Disadvantage:

-          Finding the right beta users and maintaining their participation could be a challenge

Implementation Stage

                        Once the system is fully tested, the next stage is to fully implement it.

There are 4 methods to carry out the new stages:

·         Direct Changeover

The old system is immediately changed to the new system.

                                    Advantages:

-          Very simple

-          Cost saving

Disadvantages:

-          Risky

-          May turn out to be a disaster

·         Parallel Running

Running both the old and new system until you are certain the new system is working correctly.

Advantages:

-          Safest of all methods

-          There is a backup data (the old system)

Disadvantages:

-          Very expensive

-          Needs extra staff to work on

·         Pilot Implementation

The new system is introduced into one part of the company. It is a method of changing over in a small part of the company to start with.

Advantages:

-          If the new system fails, only one part of the company is affected

-          Cost saving

Disadvantages:

-          No back-up system

-          Pilot scheme needs to be evaluated before the next stage is introduced

·         Phased Implementation

A compromise between parallel and direct changeovers. It gradually replace the old system.

Advantages:

-          Low cost

-          Isolated errors

Disadvantages:

-          Long time process

-          It is necessary to evaluate each phase before moving to the next stage

References:

http://www.ictlounge.com/html/development_and_testing.htm

http://www.bbc.co.uk/schools/gcsebitesize/ict/system/1implementingrev3.shtml

http://www.centercode.com/blog/2011/01/alpha-vs-beta-testing/

http://smallbusiness.chron.com/changeover-techniques-34890.html

http://www.teachict.com/as_a2_ict_new/ocr/A2_G063/331_systems_cycle/slc_stages/miniweb/pg15.htm

http://www.igcseict.info/theory/8/test/

http://www.guru99.com/alpha-beta-testing-demystified.html

http://www.igcseict.info/theory/8/implem/

Thank you for reading this blog

System Analysis and Design

System Analysis

A system analysis team is often brought in to review an existing system and suggest a number of improvements. The existing method used may be either a manual paper-based system or a computer-based operation that is no longer regarded as adequate for the task.

The systems that we are talking about are the systems within organizations and businesses - systems of communication, financial systems, manufacturing systems, etc. - basically the systems that make the organization or business work.

Example of System Analysis:

Paper Based System

            Paper based system is a manual system that some companies still use nowadays. Even though there is a computer, some still take advantage of paper system rather than trusting the computers.

Advantages:

•         Easy to use
•          Cost saving
•          They do not crash like computers do

Disadvantages:

•         Limited by physical storage space available
•          Very difficult to analyze the data
•          Records can be lost or misfiled

 

Computer Based System

            Computer based system is an information system that is based on computer hardware and software technology for processing and disseminating information.

Advantages:

•          Can hold a vast amount of data
•          The database can be kept secure by use of passwords
•          Records are stored safely

Disadvantages:

•          Computers may crash
•          Depends on electricity
•      More expensive than paper-based system because it requires electricity

Analysis Stage

                Analysis stage is the stage where current system is looked in detail in order to figure out what changes need to be made to improve the system. Below are the steps:

•          Collecting data from the current system
•          Identifying the description of the current system
•          Figuring out the problems with the current system
•          Solving the problems
•          Identify the requirements of the new system
•          Producing a cost-benefit analysis
•          Producing a data flow diagram

There are four methods in order to find the facts:

Questionnaires

     Questionnaires are research instrument consisting of a series of questions for users to complete.

Advantages:

•          Practical
•          Large amount of information can be gathered
•          Results can be checked quickly

Disadvantages:

•          Lacks validity
•          Nobody knows whether the respondent is honest while filling in the questionnaire
•          Different questions interpretation

 

Observation

                Observation is the process of observing something or someone carefully or in order to gain information.

Advantages:

•          Not expensive
•          A very direct method
•          Problem of depending on respondents is decreased

Disadvantages:

•          Problems of the past cannot be studied
•          Attitudes cannot be studied
•          More time is wasted

Interviews

            An interview is a conversation between two or more people where questions are asked by the interviewer to elicit facts or statements from the interviewee.

Advantages:

•          Time and cost saving
•         Sufficient information collected
•          Depth analysis occurs

Disadvantages:

•          Lack of attention
•          No record/evidence
•          Interviewer’s biases

Looking At Existing Paper Works

            The existing paper works include the information needed to improve to a better new system. Data are recorded to be analyzed to do the improvements needed.

Advantage:

•          Complete record of data about the current system

Disadvantages:

•          Time consuming
•          Very expensive

 

Design Stage

Design is the second stage after the analysis stage is clear. It doesn’t matter what type of design is created. What is important is a clear design. Below are the steps:

•          Designing data entry forms/input forms
•          Designing screen layouts
•          Designing printed outputs/reports
•          Producing system flowcharts
•         Designing data validation methods
•          Designing structures to store data
•          Selecting and designing hardware and software requirements
•          Designing data verification methods
•          Designing a testing strategy/plan

More depth two of these tasks are:

Verification

            Verification is the act of reviewing, inspecting or testing, in order to establish and document that a product, service or system meets regulatory or technical standards.

Two common ways of verification checks:

•          Double Entry

In this method, data is entered twice, using two different people. The computer compares the two entries, either after data entry or during the data entry process, and identifies any differences.

•         Visual Check

Checking for errors by comparing entered data on the screen with the data in the original document

Validation 

            Validation is to check the accuracy of the system. It is also to check to see if it satisfies certain criteria when input into a computer.

Types of Validation Checks:

References:

http://www.igcseict.info/theory/8/what/

http://www.teach-ict.com/ks3/year7/data_handling/miniweb/pg3.htm

http://www.ictlounge.com/html/analysis.htm

http://libweb.surrey.ac.uk/library/skills/Introduction%20to%20Research%20and%20Managing%20Information%20Leicester/page_51.htm

http://www.mbaofficial.com/mba-courses/research-methodology/features-advantages-and-disadvantages-of-observation/

http://thebusinesscommunication.com/advantage-and-disadvantage-of-interview/

http://www.ictlounge.com/html/design.htm

Thank you for reading this blog.