Know and understand components of user documentation including purpose of the system, limitations of the system, hardware and software requirements, how to load/run/install software, how to save a file, how to print data, how to add records, how to d

The Systems Life Cycle – User Documentation

This set of notes outlines the essential components that should be included in user documentation for any ICT system. The material is aligned with the Cambridge IGCSE ICT (0417) syllabus and can be used as a reference when preparing manuals, help files or online guides.

1. Purpose of the System

A clear statement of what the system is intended to achieve. It should answer the questions:

• What problem does the system solve?
• Who are the intended users?
• What are the main functions?

2. Limitations of the System

Identify any constraints that users need to be aware of, for example:

• Maximum number of records that can be stored.
• Supported operating systems or hardware platforms.
• Known incompatibilities with other software.

3. Hardware and Software Requirements

4. How to Load / Run / Install the Software

1. Insert the installation media or download the installer from the official website.
2. Double‑click the setup.exe (Windows) or .dmg (macOS) file.
3. Follow the on‑screen wizard:

   1. Accept the licence agreement.
   2. Choose the destination folder (default is C:\Program Files\MyApp).
   3. Select additional components if required.

4. Click Install. When the progress bar reaches 100 %, click Finish.
5. To run the program, double‑click the desktop shortcut or launch it from the Start menu.

5. How to Save a File

Saving follows a standard pattern across most applications:

1. Choose File → Save or press Ctrl+S (Windows/Linux) / ⌘+S (macOS).
2. In the dialog box, navigate to the desired folder.
3. Enter a file name. Ensure the correct extension (e.g., .txt, .csv) is selected.
4. Click Save. If the file already exists, you will be asked whether to overwrite it.

6. How to Print Data

1. Select the data or report you wish to print.
2. Choose File → Print or press Ctrl+P (Windows/Linux) / ⌘+P (macOS).
3. In the print dialog:

   • Select the printer.
   • Set the number of copies.
   • Choose page orientation (Portrait/Landscape).
   • Adjust any scaling options if required.

4. Click Print.

7. Adding, Deleting and Editing Records

8. Input Format

Specify the required format for each field. Example for a customer database:

• Customer ID: 6‑digit numeric (e.g., 001234)
• Name: Alphabetic characters, max 30 characters
• Email: Standard email pattern user@example.com
• Phone: International format +44 1234 567890
• Join Date: YYYY‑MM‑DD (e.g., 2025‑11‑01)

9. Output Format

Describe how data will be presented to the user or exported:

• Screen display: Tabular view with column headings.
• Export options: CSV (comma‑separated values), PDF, or Excel (.xlsx).
• Printed reports: Header with company logo, footer with page number.

10. Sample Runs

Below are two typical interactions with the system.

=== Sample Run 1 – Adding a New Customer ===
Enter Customer ID: 004567
Enter Name: Alice Johnson
Enter Email: alice.j@example.com
Enter Phone: +44 2071 234567
Enter Join Date (YYYY-MM-DD): 2025-11-10
Record saved successfully.
=== Sample Run 2 – Searching for a Record ===
Enter Customer ID to search: 004567
Record found:
ID: 004567
Name: Alice Johnson
Email: alice.j@example.com
Phone: +44 2071 234567
Join Date: 2025-11-10

11. Error Messages and Handling

12. Troubleshooting Guide / Helpline

1. Problem: Application fails to start.

   • Check that the operating system meets the minimum requirements.
   • Ensure the Java Runtime Environment is installed.
   • Re‑install the application if the problem persists.

2. Problem: Unable to save a file.

   • Confirm you have write permission for the selected folder.
   • Check that there is sufficient disk space.
   • Try saving with a different file name.

3. Problem: Printout is blank.

   • Verify the printer is powered on and connected.
   • Check the print queue for paused jobs.
   • Update or reinstall the printer driver.

For further assistance call the help desk at 0800‑123‑456 (Mon‑Fri, 09:00‑17:00) or email support@example.com.

13. Frequently Asked Questions (FAQ)

1. Can I import data from an existing spreadsheet?
   

   Yes. Use File → Import → Excel and follow the mapping wizard.

2. Is there a limit to the number of users who can log in simultaneously?
   

   The system supports up to 20 concurrent users; beyond this you may experience slower response times.

3. How do I reset my password?
   

   Click Forgot Password on the login screen and follow the email verification steps.

14. Glossary of Terms