What is the difference between a procedural guide and system documentation?

Question

I just finished coding& building a database system for a company (and a school project). I did all the proper documentation in designing the system however, at this point we are required to do a user guide and procedural guide. I started doing the user guide (explaining how to use the different functions in the system) however I'm having issues with doing a procedural guide because i dont even know what it is, far less what it contains in it. is it like a part of system documentation (along with flowcharts etc)and if it is, what else should i put in it? (I already just put in what database utility the system was built on (i.e. Access 2003) and that's all i have. any aid would be greatly appreciated.

Answer 1

Hi Leigh, thank you for your question. I found myself in a similar situation a couple of years ago when I designed an interface for a multi-user Access database. I had to not only design how the system could be used by more than one person, and actually sell the database to each individual in the company. I'm not sure if I was successful or not but at any rate to answer your question, I have found, in more recent years, examples of documentation that may suit you for this project.



There is a difference between taking a user by the hand, and, in step-by-step instructions, illustrate for them how they are to use the program. This is your basic User Guide. In it, an author would specify the different elements of the program; e.g., Forms and Tables and Queries and how they relate. You would explain that all information is stored in Tables in a database, and each time they run a Query, it takes space on the hard drive to save the Query, and therefore that the database will grow in size, etc. and this eventually will tax the system until its usefulness is questionable. You would explain that Access 2003 is a relational database, and perhaps throw in how the relationships between the tables are governed by rules which the programmer defines. You would show how practical and dynamic your database is and how it should benefit the company and on-and-on. OK?



The System Documentation is a little more complex because it has to show the relationship of the different data types and structures and how they relate to one another: the architecture of the software, and how the parts fit together to form a whole package, capable of supplying all the needs of the organization. At this point I would tend to delegate, because it would take at least a Master Degree to explain all of this, Developer, Programmer, User, Interface Designer, they all have to work together. Microsoft hires thousands of programmers to design their systems, and so do other software companies, depending on the scope of their product.



Developer Documentation would explain Interface Guidelines and how applications software is supposed to work the the Operating System Software; Programmer Documentation might contain C++ tips (or Visual Basic in the case of Microsoft Access 2003); User Documentation contains all the how-to's for the computer operators; Interface Design is a whole subject in and of itself.



In any case, I want to wish you Good Luck with your project and Best Wishes as well. In any case, I might point out that you can show initiative at this point, by defining YOUR terms any way you want. This is YOUR project and YOU get to design the docs as well as the software. It's almost too much for any one person.



I'm here for you if you need me you can send me an email, you know.

Answer 2

A procedure guide (or standard operating procedures guide) is a list of processes that the specific organization would use on a daily or semi-daily basis. Where system documentation details how to use the system, the procedure guide will detail point-by-point how to perform a specific task tailored to how that organization does things based on that organization's specific requirements or business rules.



As an example: Organization A sells a software CDROM. A business rule is defined that says a customer is allowed to return the software for a full refund as long as the software has not been activated (via an activation code of some sort). The procedure guide might detail how to determine if the software has been activated including what questions to ask the customer as well as what buttons to press in the application in order to service the customer.



In summary, system documentation is usually very general as it can be applied to ANYONE using the application where a procedure guide is specific to the company and/or user of the application.

Answer 3

Ah, you're a little confused. Procedural guides, system documentation, and user guides are quite different.



A procedural guide, usually gives a step by step breakdown of how a user should operate a system. Note that in this case "system" refers not specifically to you database, but the environmental inputs and their collection etc.



A user guide, may contain procedural guides, but should explain what the system (again in its entirety not just software) does, and how users should effect interactions to get desired outcomes.



System Documentation. This is mostly designed for those who follow you. It should describe data through the software, data formats, give flow charts etc. It's there so that should changes need to be made in future, whoever is making those changes understands where and how their changes should be Made. It cuts down on ad-hoc changes being made that have un-anticipated effects on outcomes. If the system is properly structured, then this should be the easiest of the documentation to produce as you should already have the diagrams and specs to hand.

Answer 4

Merry Ye Meet lower back, Did I not already permit you already know this in the past?? Wiccans do not sacrifice as like Satanists and Voodoo Spirit classes are people who channel spirits to help instruction manual a individual down their stunning direction! Satanists are people who worship devil and themselves. Wiccans don't have faith in Voodoo We call it Voodoo 'reason that's what this is observed as interior the people who call it this is faith - in simple terms like we call jesus Jesus nonetheless... Satanists have faith interior the devil and in step with threat that there is a God yet they do in contrast to him. Neither of those teach something on Jesus - basically the Satanists if something, and that they might teach that he's evil! not the rest is taught yet what they suspect in! there's a extensive difference IN those RELIGIONS!!!!!!! they are not the comparable because of the fact i'm Wiccan, and nonetheless a sort soul: *)O(* Blessed Be *)O(*