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

7 The Systems Life Cycle (SLC)

The SLC gives a systematic, step‑by‑step framework for creating, installing, evaluating and maintaining an information system. At each stage decisions are recorded, reviewed and, where necessary, revised before moving on.

Key Stages

1. Planning & Feasibility

   • Define the problem, set clear objectives and scope.
   • Analyse costs, benefits, risks and resource requirements.
   • Produce a feasibility report and obtain stakeholder approval.

2. Analysis

   • Gather detailed user requirements (functional & non‑functional).
   • Create use‑case diagrams, data‑flow diagrams and a requirements specification.

3. Design

   • Develop logical designs (data models, algorithms) and physical designs (hardware, network, UI mock‑ups).
   • Produce a technical design document that will guide development.

4. Development

   • Write code, configure hardware, set up databases and integrate components.
   • Document source‑code comments, build scripts and configuration settings.

5. Testing

   • Unit, integration, system and acceptance testing against the specifications.
   • Record defects, retest after fixes and produce a test‑summary report.

6. Implementation

   • Install the system, migrate data, train users and provide support material.
   • Choose an implementation method (see table below).

7. Evaluation

   • Compare the delivered system with the original brief.
   • Assess efficiency, usability, reliability and security.
   • Identify limitations and suggest improvements.

8. Maintenance (ongoing)

   • Provide user support, apply updates/patches and implement enhancements.
   • Maintain change logs and version‑controlled documentation.

Implementation Methods (Syllabus 7.5)

Evaluation of a Solution (AO3)

1. Check every functional and non‑functional requirement has been met.
2. Measure efficiency (speed, resource use) and usability (ease of learning, satisfaction).
3. Identify any limitations – missing features, performance bottlenecks, security gaps.
4. Suggest realistic improvements – upgrades, additional training, process changes.

Example: A school‑management database is evaluated by confirming it records attendance, grades and timetables (requirements), returns results in ≤ 2 seconds per query (efficiency), can be used by teachers after a 30‑minute induction (usability), and noting the lack of a mobile app (limitation). An improvement could be to develop a simple mobile interface.

Technical and User Documentation (Syllabus 7.5)

Technical Documentation

• Characteristics

  • Highly detailed and precise.
  • Uses technical terminology, standards and conventions.
  • Contains diagrams, code listings, API specifications, configuration settings.
  • Structured for quick reference (indexed, searchable, version‑controlled).

• Uses

  • Guide coding, integration and system configuration.
  • Support installation, deployment and migration.
  • Provide a basis for test‑case design.
  • Aid troubleshooting, upgrades and future development.

• Purpose

  • Ensure consistency and quality in system creation.
  • Facilitate knowledge transfer within the technical team.
  • Reduce errors, re‑work and downtime.
  • Supply legal/compliance evidence (e.g., data‑handling procedures).

User Documentation

• Characteristics

  • Clear, concise and written in plain language.
  • Task‑focused – “how to” perform a specific activity.
  • Includes step‑by‑step instructions, screenshots, mock‑ups or short videos.
  • Organised by user role, workflow or feature set.

• Uses

  • Training new staff.
  • Reference for routine operations.
  • Self‑service support and help‑desk assistance.
  • 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.
  • Provide legal or safety instructions where required.

Documentation Checklist – Required Components (Syllabus 7.5)

Version Control & Document Indexing

• Adopt a consistent naming convention, e.g. DocNamev1.02025‑12‑01.pdf.
• Include a revision‑history table at the start of each document (date, author, changes).
• Store documents in a controlled folder structure or a wiki with appropriate access rights.
• Number sections, provide a table of contents and use cross‑references for easy navigation.

Comparison of Technical and User Documentation

Creating Effective Documentation

1. Identify the target audience and their specific information needs.
2. Choose an appropriate format (printed manual, online help, wiki, video tutorial).
3. Use consistent headings, numbering, terminology and style.
4. Include examples, screenshots, diagrams or short videos where they aid understanding.
5. Test the documentation with a sample of the intended users and revise accordingly.
6. Maintain version control, record revisions and keep an index or table of contents.

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.
• Evaluation – Evaluation report (requirements match, efficiency, user feedback, improvement suggestions).
• Maintenance – Change log, support procedures, backup & recovery documentation.

8 Safety and Security

Physical Safety

• Keep cables tidy and away from walkways.
• Use proper lifting techniques for heavy hardware.
• Ensure adequate ventilation for servers and avoid overheating.
• Follow electrical safety rules – do not plug/unplug equipment while powered.

e‑Safety (Health & Well‑being)

• Maintain correct posture; keep monitor at eye level.
• Take regular breaks (e.g., 5 minutes every hour) to reduce eye strain and repetitive‑strain injury.
• Adjust screen brightness and use anti‑glare filters.
• Use headphones at a safe volume and keep the workstation ergonomically sound.

Data Protection & Legal Requirements

• Store personal data securely – use strong passwords, encryption and access controls.
• Comply with data‑protection legislation (e.g., GDPR): obtain consent, keep data only as long as needed, provide a right to access and delete.
• Maintain a data‑retention schedule and regular backups.
• Document any data‑handling procedures for audit purposes.

Threats to ICT Systems

• Malware (viruses, ransomware, spyware).
• Phishing and social engineering attacks.
• Unauthorised access (hacking, insider threats).
• Denial‑of‑service (DoS) attacks.
• Physical theft or loss of devices.

Protection Measures

• Install and regularly update firewalls and anti‑virus software.
• Apply operating‑system and application patches promptly.
• Use strong, unique passwords and enable two‑factor authentication.
• Implement role‑based access control and least‑privilege principles.
• Encrypt sensitive files and communications (e.g., TLS/SSL for web traffic).
• Maintain regular backups and test restoration procedures.

9 Understanding the Audience

• Analyse who will read the document (technical staff, end‑users, managers) and what they already know.
• Adapt language, tone and level of detail accordingly – avoid jargon for non‑technical users.
• Consider accessibility (large fonts, clear contrast) for users with disabilities.
• Respect copyright: obtain permission for third‑party images, code snippets or diagrams, or use openly licensed resources and provide proper attribution.

10 Communication (Email, Internet & Evaluating Information)

Email Etiquette

• Use a clear subject line and professional greeting.
• Keep the message concise; use bullet points for readability.
• Check spelling and tone before sending.
• Attach files using appropriate formats and mention them in the body.
• Use “Reply‑All” only when necessary.

Internet Use & Netiquette

• Distinguish between intranet (internal), extranet (partner) and the World Wide Web.
• Observe organisational policies on acceptable use, bandwidth and content.
• Protect personal information; avoid sharing passwords or confidential data.
• Use secure connections (HTTPS) for sensitive transactions.

Evaluating Information Sources

• Check the author’s credentials and the site’s domain (.gov, .edu, .org are usually reliable).
• Assess the purpose – is it to inform, persuade, sell, or entertain?
• Look for citations, dates and evidence of peer review.
• Cross‑reference with at least two other reputable sources.
• Beware of bias, outdated data and sensational headlines.

11 File Management

• File Types – .doc/.docx (documents), .pdf (portable), .xls/.xlsx (spreadsheets), .ppt/.pptx (presentations), .jpg/.png/.gif (images), .html/.css/.js (web files).
• Naming Conventions – use meaningful, consistent names (e.g., Report2025Q1_v2.docx) and avoid spaces/special characters.
• Compression – zip files to reduce size for transfer; remember to label compressed archives.
• Backup – regular automated backups to external drives or cloud storage; verify restore capability.

12 Images

• Common formats: JPEG (photographs, lossy), PNG (transparent backgrounds, lossless), GIF (simple animations).
• Resolution: 72 dpi for web, 300 dpi for print.
• Basic editing – cropping, resizing, adjusting brightness/contrast – can be done with built‑in tools or free software (e.g., GIMP, Paint.NET).
• Use alt‑text for accessibility and SEO.

13 Layout, Styles & Proofreading

Layout & Styles

• Apply consistent paragraph styles (Heading 1, Heading 2, Normal) to enable automatic tables of contents.
• Use page margins, headers/footers and page numbers for professional appearance.
• Employ templates or master pages for repeated design elements.

Proofreading Tools

• Spell‑check and grammar check (built‑in or add‑ins).
• Readability statistics (Flesch‑Kincaid) to gauge audience suitability.
• Peer‑review – ask a colleague to read the document for clarity and errors.

14 Graphs & Charts

• Choose the right type: bar charts for comparisons, line graphs for trends, pie charts for parts‑of‑a‑whole, scatter plots for relationships.
• Label axes, include units, and provide a clear title.
• Use colour or shading consistently; avoid 3‑D effects that distort data.
• Provide a data source note underneath the chart.

15 Document Production (Word Processing)

• Create, edit and format text documents; insert tables, images, hyperlinks and footnotes.
• Use mail‑merge for bulk letters or labels.
• Apply automatic spelling/grammar checks and track changes for collaborative editing.
• Export to PDF for secure distribution.

16 Databases

• Key Concepts – tables, fields (columns), records (rows), primary key, foreign key, relationships.
• Design a logical data model (entity‑relationship diagram) before creating tables.
• Use queries (SELECT, WHERE, JOIN) to retrieve and manipulate data.
• Create forms for data entry and reports for presenting results.
• Maintain data integrity with validation rules and referential integrity constraints.

17 Presentations

• Structure: title slide, agenda, main content slides, conclusion, references.
• Design principles – keep slides uncluttered, use high‑contrast text/background, limit to 6‑bullet points per slide.
• Incorporate multimedia (images, video, audio) where it adds value.
• Practice delivery: speak clearly, maintain eye contact, use a remote clicker.

18 Spreadsheets

• Cells, rows, columns, worksheets – basic navigation.
• Formulas (e.g., =A1+B1) and functions (SUM, AVERAGE, VLOOKUP, IF).
• Use absolute vs. relative cell references.
• Data analysis tools – sorting, filtering, pivot tables, conditional formatting.
• Create charts directly from data ranges.

19 Website Authoring

• HTML basics – tags for headings (<h1>–<h6>), paragraphs (<p>), links (<a href="...">), images (<img src="..." alt="...">).
• CSS for styling – selectors, properties (colour, margin, font), external style sheets.
• Linking pages together (internal navigation) and to external resources.
• Test in multiple browsers and ensure responsive design for different devices.
• Publish using a web host or a school intranet server; maintain a change log.

Key Take‑aways

• The Systems Life Cycle guides a project from idea to ongoing support, with clear documentation at each stage.
• Technical documentation underpins development and maintenance; user documentation empowers safe, efficient operation.
• Accurate, version‑controlled documentation reduces errors, saves time and provides legal/compliance evidence.
• Safety, security, audience awareness and effective communication are integral to responsible ICT practice.
• Mastery of file management, image handling, layout, proofreading, graphs, and the core ICT applications (word processing, databases, presentations, spreadsheets, web authoring) completes the IGCSE 0417 syllabus.