Know and understand characteristics, uses and purpose of technical and user documentation

7. The Systems Life Cycle

The Systems Life Cycle (SLC) provides a structured approach to developing, implementing and maintaining information systems. It ensures that each stage is planned, documented and evaluated before moving to the next.

Key Stages of the Systems Life Cycle

1. Planning and Feasibility – Identify the problem, set objectives and assess whether the project is viable.
2. Analysis – Gather detailed user requirements and produce functional specifications.
3. Design – Create logical and physical designs, including data models, system architecture and user interfaces.
4. Development – Write code, configure hardware and integrate components.
5. Testing – Verify that the system meets specifications and is free of critical defects.
6. Implementation – Install the system, train users and migrate data.
7. Maintenance – Provide ongoing support, updates and enhancements.

Why Documentation Is Essential in the SLC

Documentation records decisions, procedures and knowledge at each stage. It supports communication, training, maintenance and future development.

Technical and User Documentation

Technical Documentation

Technical documentation is produced for people who design, develop, install, test and maintain the system.

• Characteristics

  • Detailed and precise
  • Uses technical terminology and standards
  • Often includes diagrams, code listings and configuration settings
  • Structured for easy reference (e.g., indexed, version‑controlled)

• Uses

  • Guides developers during coding and integration
  • Assists technicians in installation and configuration
  • Supports testers in creating test cases
  • Provides a basis for future upgrades and troubleshooting

• Purpose

  • Ensure consistency and quality in system creation
  • Facilitate knowledge transfer between team members
  • Reduce errors and re‑work
  • Provide legal and compliance evidence

User Documentation

User documentation is aimed at the end‑users and other non‑technical stakeholders who interact with the system.

• Characteristics

  • Clear, concise and written in plain language
  • Focused on tasks the user must perform
  • Includes step‑by‑step instructions, screenshots or mock‑ups
  • Organised by user role or workflow

• Uses

  • Training new staff
  • Providing reference material for routine operations
  • Supporting help‑desk and self‑service support
  • Ensuring compliance with operational procedures

• Purpose

  • Enable users to operate the system efficiently and safely
  • Minimise user errors and support calls
  • Promote consistent use of system features
  • Document any legal or safety instructions

Comparison of Technical and User Documentation

Creating Effective Documentation

1. Identify the target audience and their information needs.
2. Choose an appropriate format (e.g., manual, online help, wiki).
3. Use consistent headings, numbering and terminology.
4. Include examples, screenshots or diagrams where they aid understanding.
5. Review and test the documentation with a sample of the intended users.
6. Maintain version control and record revisions.

Documentation Checklist for Each SLC Stage

• Planning – Project charter, feasibility report, stakeholder analysis.
• Analysis – Requirements specification, use‑case diagrams, data flow diagrams.
• Design – System architecture, database schema, interface mock‑ups, technical design document.
• Development – Source code comments, build scripts, configuration guides.
• Testing – Test plans, test cases, defect logs, test summary report.
• Implementation – Installation guide, migration plan, training materials, user manual.
• Maintenance – Change log, support procedures, backup and recovery documentation.

Key Take‑aways

• Technical documentation supports the creation and upkeep of the system; user documentation empowers the people who use it.
• Both types must be accurate, up‑to‑date and tailored to their audience.
• Good documentation reduces errors, saves time and adds value throughout the system’s life.