Year 10 · ICT · Spring 2
The systems life cycle; presentations · Lesson 3 of 5
Documentation and evaluation
Theory7.5 Documentation7.6 Evaluation
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
You will learn to
- Explain the difference between technical documentation and user documentation.
- List what goes in each type of documentation.
- Evaluate a system against the original user requirements.
- Suggest improvements based on user feedback.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Success criteria
You have got it when you can say:
- I can sort ten items into technical or user documentation.
- I can write three evaluation points about efficiency, ease of use and appropriateness.
- I can link each improvement to a limitation that users found.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Retrieval starter
Questions from before. Write your answers, then show them.
- Last lesson
Double data entry is…
A ValidationB VerificationC Proof-reading
B. Verification
- Last unit
A calculated field…
A Works out a value from other fields when the query runsB Must be typed by handC Is a primary key
A. Works out a value from other fields when the query runs
- Earlier this year
A phablet is…
A A printerB Between a phone and a tablet in sizeC A server
B. Between a phone and a tablet in size
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Key words (1 of 3)
- Questionnaire
- A set of written questions given to many people to collect their views.
- System specification
- A list of the hardware and software the new system needs.
- Field
- One item of data in a record, such as Surname.
- Coding of data
- Storing short codes such as M or F instead of whole words.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Key words (2 of 3)
- Validation
- An automatic computer check that data is sensible and allowed.
- Check digit
- An extra digit calculated from the other digits, used to detect input errors.
- Data capture form
- A paper or on-screen form used to collect data.
- Test plan
- A table listing each test, its data, the expected and actual outcomes and any remedial action.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Key words (3 of 3)
- Live data
- Real data from the organisation, used to test the system with known results.
- Evaluation
- Judging the finished system against the original requirements after it has been used.
7.5 Documentation · The explanation · step 1 of 4 · part 1 of 2
Technical documentation
Technical documentation is written for programmers and analysts who maintain, repair or upgrade the system later.
It explains how the system was built, so someone new can understand it without asking the original team.
7.5 Documentation · The explanation · step 1 of 4 · part 2 of 2
Technical documentation (continued)
| Technical documentation contains | Why it is needed |
|---|---|
| Purpose of the system and its limitations | To know what it does and does not do |
| Program listing / coding and the programming language used | To find and change code |
| Program flowcharts or algorithms, and system flowcharts | To see the logic quickly |
| Hardware and software requirements | To install it on new machines |
| File structures (field names, data types, lengths) | To change or extend the data |
| List of variables and validation rules | To understand checks and avoid breaking them |
| Input and output formats | To change forms or reports |
| Sample runs and test results (test plan) | To retest after changes |
| Known bugs, meaning of error messages | To fix faults |
| Minimum memory and storage, operating system | To check compatibility |
7.5 Documentation · The explanation · step 2 of 4 · part 1 of 3
User documentation
User documentation is written for the people who use the system every day. It avoids technical words.
It may be a printed guide, a help file, a video or an online FAQ page.
7.5 Documentation · The explanation · step 2 of 4 · part 2 of 3
User documentation (continued)
| User documentation contains | Example (library system) |
|---|---|
| Purpose of the system and its limitations | Records loans; cannot order new books |
| Hardware and software needed | Windows PC, barcode reader |
| How to load, run, save, print, log in and log out | 'Click Start loan, scan the student card' |
| Input formats and output formats, with screenshots | What the loan screen looks like |
| How to add, delete, sort and search records | 'To find a member, type the surname' |
| Meaning of error messages | 'ID not found' means the card is not registered |
| Troubleshooting guide | 'If the scanner beeps twice, rescan' |
| Frequently asked questions (FAQs) | 'How do I extend a loan?' |
| Glossary of terms and an index | 'Overdue: past the return date' |
| Tutorials | Step-by-step first loan |
7.5 Documentation · The explanation · step 2 of 4 · part 3 of 3
User documentation (continued)
Some items appear in both lists, such as purpose, limitations and hardware needs. In an exam, if asked for user documentation, avoid items only a programmer would need, such as program listings.
7.6 Evaluation · The explanation · step 3 of 4 · part 1 of 2
What evaluation checks
Evaluation happens after the system has been in use for a while. It asks: does the new system do the job well?
Efficiency: is it faster or cheaper than the old system? Does it use fewer resources?
Ease of use: can staff use it with little training? Do they make fewer mistakes?
Appropriateness: is it the right solution for this organisation and its problems?
7.6 Evaluation · The explanation · step 3 of 4 · part 2 of 2
What evaluation checks (continued)
7.6 Evaluation · The explanation · step 4 of 4 · part 1 of 2
How it is done and what comes next
The analyst compares the final system with the original user requirements from the analysis stage, one by one.
The analyst gathers user feedback by interviews and questionnaires, and compares results from the test plan.
Any limitations found are listed, with improvements to fix them. This may start the life cycle again.
7.6 Evaluation · The explanation · step 4 of 4 · part 2 of 2
How it is done and what comes next (continued)
The requirements written in analysis are the yardstick. Without them, there is no fair way to say whether the system succeeded.
Evaluation is not testing. Testing happens before the system goes live. Evaluation happens after it has been used for real.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Quick quiz · 1 of 3
A widow or orphan is…
- A A blank page
- B A spelling mistake
- C A single line of a paragraph left alone at the top or bottom of a page
C. A single line of a paragraph left alone at the top or bottom of a page
Fix it before you save in the exam.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Quick quiz · 2 of 3
A format check on a postcode…
- A Checks only the length
- B Checks the pattern of letters and numbers
- C Checks the postcode exists
B. Checks the pattern of letters and numbers
The shape, not the truth.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Quick quiz · 3 of 3
Parallel running means…
- A Old and new systems run together for a while
- B Switching over in one go
- C Testing in one branch first
A. Old and new systems run together for a while
Safe but twice the work. Direct changeover is quick but risky.
Year 10 · ICT · The systems life cycle; presentations · Lesson 3 of 5
Exit ticket
Answer on paper before you go. Then check.
Extreme test data is…
A At the edges of the allowed rangeB Outside the rangeC Typical data
A. At the edges of the allowed range 0 and 120 for an age field. 150 would be abnormal.
User documentation includes…
A The program codeB How to use the systemC The database design
B. How to use the system Technical documentation is for the programmers.