System documentation
I'm computer terminology, system documentation is a description of how an information system carry out it's operation from both a technical and also users standard point. It is a collection of any documents that explains the system, it's elements, the data, and the records of changes made to the system.
They are support provided for understanding the structure and intended uses of an information system or it's components unlike a flow chart, textual material, and user manual meaning. A comprehensive documentation will always include the requirements, capabilities and the limitations, design, operation and maintenance guides for the system.
The term documentation simply means a wide range of reference materials used in the running and maintenance of a computer systems. Documentation also include a wide range of technical and non-technical books, manuals , descriptions and diagrams relating to the use and operations of a computer system.
Details of all changes to the system must be recorded and documented to the same standard as the the original. Copies of all documentation must be updated when changes occurred. The following are must objectives of good system documentation.
Objectives of good system documentation
(1) To enable analysts, programmers, users and computer operators to communicate effectively.
(2) To facilitate revision or modification of systems.
(3) For use in training of system operation workers/ staffs.
(4) To assist in the detection and correction of errors in the system.
(5) To make sure consistent application of system throughout the organization.
(6) To assist the authors in the computer audit process
A technical manual is well designed to be used by future projects team who may need to fix, modify or upgrade the system. For this reason, it's language will be far more technical than that of the user manual and the contents will differ from content of a technical manual.
Technical manual contain the these
(1) System objectives
(2) System overview
(3) Performance specifications
(4) Technical specifications
(5) Appendices
(6) Data dictionary.etc...
File Conversion
As we all know, file Conversion is any process of moving data from files in the existing system into files in the new method system. These files could contain different information, and may be in a different format.
These complex file Conversion may be from manual system to a computer systems or form an existing computer system to a new computer system.
This is the main part of system implementation and must be fully controlled to make sure that errors are not allowed to creep into the new files.
System Changeover
(a) Direct Changeover : This can be define as a system technique where the old system is discorded and replaced by the new system in one move. In a twinkling of an eye , all the new procedures given, programs , data files, and inputs are made operational by the user. Experience has shown that direct changeover is a popular in real life application. How ever, certain condition/ factors may be favour it's adoption.
Factors favouring direct changeover
Advantages of direct Changeover
I. It makes the new system immediately available and can be utilized.
ii. It's saves cost in the long run, provided major problem aries.
iii. It's is relatively cost effective as resources are utilized on the new system while the old system is discontinued.
Disadvantages of direct changeover
I. It may disturb stability and order in the organization when users are learning and adapting to the new system.
ii. The downside risk is high, sa in the event of failure, the whole process must be repeated with double disruption.
(b) Parallel Changeover
In parallel Changeover, the old and the new system are operated simultaneously for good period of time, crosschecking the results from the new system with the old, to make sure that any new system brought should meets up the requirements needed like that the old system has been meeting all along. It is therefore a safe side, cautious and less risky approach. This approach is practically appropriate for system that produce routine output that users expect regularly.
Advantages of parallel Changeover
i. It creates opportunity to detect the hidden defects and problems of the new system, to correct them and bring the system to efficient standard expected of the system.
ii. The outputs of both old and the new system are available for comparison and evaluation.
iii. It gives the user personal enough time to get familiar with the new system.
Disadvantages of parallel changeover
I. The other once like after the other system is running of that the old and new system with the amounts to duplication taken during the procedure operation.
ii. The duration of parallel run can very considerable between systems , from two weeks to seven months.
iii. The new and old organization structure may be incompatible, this means foreclosing parallel approach has feasible.
Phase changeover
This can be define as a form of approach where the new system is implemented bit by bit. In this changeover a module, is implemented as a unit in the new system. Note, if the output of the piecemeal run is satisfied, more confidence is established and full scale conversation of the remaining parts will flow and follow very well
Pilot Changeover
Pilot Changeover approach implements the new system at different departments/ station of the organization at different times. Here the changeover is being carried out in another places , so that while the new system implementation is on at on branch, the business operations of other branches are done with the old system. If you are a computer students,v you need article time to time. This is from Brainimatic Series.
){kind=link}
0 Comments