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 note outlines the essential components that should be included in user documentation for any ICT system. Each component is described and, where appropriate, illustrated with examples.

1. Purpose of the System

A brief statement explaining why the system exists and what problem it solves.

2. Limitations of the System

Any constraints, such as data size limits, supported operating systems, or functionality that is not provided.

3. Hardware and Software Requirements

4. How to Load / Run / Install the Software

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

   1. Accept the licence agreement.
   2. Choose the installation folder (default is C:\Program Files\MySystem).
   3. Click Install.

4. When installation completes, click Finish. The program can now be started from the desktop shortcut or the Start menu.

5. How to Save a File

1. Click the File menu and select Save (or press Ctrl+S).
2. In the dialog box, navigate to the desired folder.
3. Enter a file name and choose the appropriate file type (e.g., .txt, .csv).
4. Click Save. A confirmation message will appear.

6. How to Print Data

1. Select the data you wish to print.
2. Press Ctrl+P or choose File → Print.
3. In the Print dialog, select the printer, number of copies, and page orientation.
4. Click Print. A status window will show when printing is complete.

7. How to Add Records

To add a new record to the database:

1. Open the Records module.
2. Click the New Record button.
3. Enter data into each field (e.g., Name, ID, Date).
4. Click Save. The system will display “Record added successfully”.

8. How to Delete / Edit Records

Deleting a record:

1. Select the record in the list.
2. Click the Delete icon.
3. Confirm the deletion when prompted.

Editing a record:

1. Select the record and click Edit.
2. Modify the required fields.
3. Click Update. A message “Record updated” will appear.

9. Input Format

All data must be entered according to the following format:

• Dates: YYYY-MM-DD (e.g., 2025-11-22)
• Phone numbers: +CC-XXXX-XXXX (e.g., +44-1234-5678)
• Currency: numeric value with two decimal places (e.g., 1234.56)

10. Output Format

Reports are generated in the following formats:

• PDF – for official printing.
• CSV – for data import into spreadsheets.
• HTML – for quick web preview.

11. Sample Runs

Below is a typical interaction when adding a new customer record:

> Open Customer Module
> Click “New Record”
> Enter: Name = “Alice Brown”
> Enter: ID = “C1023”
> Enter: Join Date = “2025-10-01”
> Click “Save”
[System] Record added successfully.

12. Error Messages

13. Error Handling

• All input fields are validated before submission.
• If an error occurs, the system highlights the offending field in red.
• A tooltip explains the correction required.
• Critical errors trigger a log entry in system.log and display a “Contact support” message.

14. Troubleshooting Guide / Helpline

1. Problem: Application fails to start.
   

   Solution: Verify that the Java Runtime is installed and that the system meets the minimum RAM requirement.

2. Problem: Unable to save a file.
   

   Solution: Check that the destination folder has write permission and enough free space.

3. Problem: Printout is blank.
   

   Solution: Ensure the correct printer is selected and that the printer driver is up to date.

For further assistance call the helpline: 0800‑555‑1234 (Mon‑Fri 08:00‑18:00) or email support@mysystem.com.

15. Frequently Asked Questions (FAQ)

• Q: Can I import data from Excel?
  

  A: Yes, use the “Import CSV” function after saving the Excel file as CSV.

• Q: Is there a mobile version?
  

  A: A limited web‑based version is available for tablets and smartphones.

• Q: How often are backups performed?
  

  A: Automatic backups occur nightly at 02:00 am.

16. Glossary of Terms