Maintenance

A small business has purchased a new computer system which is supplied with documentation.

The documentation includes:

• User documentation

• Maintenance documentation

• Back up and recovery procedures

• Health and safety risks arising from computer use and reducing the risks.

The typical contents of each of the above pieces of documentation are outlined below. 

User documentation

User documentation would describe how to use the system to the new users of the system.

Contents of user documentation include:

·         Detailed instructions on how to navigate (find features), input data, produce reports etc…

·         Actions to take when error messages are produced.

·         Installation guide.

Maintenance Documentation

A systems analyst produces maintenance documentation. 

Maintenance documentation would be used by the original developer or by different programmer at a future date.

Contents of maintenance documentation include:

·         Algorithms for all code which are an unambiguous list of instructions to solve a problem (is the code in pseudo code or flowcharts)

·         Annotated listing which is the program code with comments.

·         Data dictionary is a file or printout containing descriptions of, and other information about, the structure of the data (held in a database) used in the system.

·         System testing.

The typical contents of this maintenance documentation would include:-

•  Any form of diagrams used in analysis and design.

•  Descriptions of procedures and subroutines used.

•  The data structure:

  • • What data structures have been used, database table designs and any other information about what data needs to be stored.

•  Algorithm designs:

  • • Algorithms will normally be presented in pseudo-code or flowchart form.

•  Annotated code listings:

  • • Code listings that abide by the coding standards set out by the development company. Normally self-documenting and/or annotated.

•  Variable lists:

  • • Lists of the key variables listing their data types and purpose. More temporary variables, such as loop counters, would not be included.

•  Data dictionary:

  • • This will describe all of the fields that need to be stored in the data structure including data type, size, relationship with other tables and a description.

•  Design documents:

  • • Any relevant documentation from design phase.

•  Hardware and software requirements.

  • • Performance

    • Storage

    • Networking

    • Compatibility

    • Operating system

•  Configuration guide and options:

  • • How the system can be configured, which could be through a menu system or by editing configuration files.

Back up and recovery procedures

Describe how and when data is (or should) be backed up and how to recover the data in event of loss.

Contents of back up and recovery procedures documentation include:

·         When data is backed up

·         Where data is backed up

·         Clerical procedures to follow after back up, for example how to securely store backed up data

·         Instructions or steps to recover data after loss

Health and safety issues arising from computer use

Describes health and safety issues arising from computer use and how to avoid them

Contents of health and safety issues arising from computer use documentation include:

·         Risk of RSI – use ergonomically / well designed keyboard / wrist rest or straps

·         Risk of Eye strain or headaches - frequent eye checks / safety screen / correct lighting / correct distance from monitor / looking at something else other than monitor regularly

·         Risk of Back or neck problems – sitting correctly / ergonomically / well designed chair, desk, etc…

·         Risk of Radiation from monitors - use of safety screens / frequent breaks (fears of radiation from monitors)

·         Risk of Possible epileptic seizure – warnings on software or avoid games, web sites, packages etc… that could trigger a seizure.