7 The systems life cycle (3)
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Information Communication Technology ICT
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1.
Question 2
A small business has implemented a new inventory management system. You are tasked with evaluating the system's performance. You conducted a series of tests, measuring the time taken to perform key tasks (e.g., adding a new item, updating stock levels, generating a stock report). The results are presented in the table below. Evaluate the system's performance based on the test results, identifying any limitations and suggesting improvements.
| Task | Average Time (seconds) |
| Add New Item | 15 |
| Update Stock Level | 8 |
| Generate Stock Report | 45 |
The test results indicate that the system performs adequately for updating stock levels, with an average time of 8 seconds. However, the time taken to add a new item (15 seconds) and generate a stock report (45 seconds) are relatively long. Limitations include slow report generation and potentially a cumbersome process for adding new items. Improvements could involve:
- Optimizing the database queries used for generating stock reports. This might involve indexing relevant fields or using more efficient query structures.
- Streamlining the process for adding new items, perhaps by using a wizard or pre-defined categories.
- Considering using a more powerful server or database to improve overall system performance.
2.
A small business is developing a new inventory management system. Describe the different types of information that should be included in both technical documentation and user documentation for this system. Consider the specific needs of both the developers and the business users.
For a new inventory management system, both technical and user documentation need to cover distinct sets of information tailored to their respective audiences.
Technical Documentation for the Inventory Management System should include:
- System Architecture Diagram: A visual representation of the system's components and their interactions.
- Database Schema: Details about the database tables, fields, and relationships used to store inventory data. This could be represented in a table format:
| Item ID |
| Item Name |
| Quantity |
| Reorder Level |
- API Specifications: Documentation on how different modules of the system can communicate with each other and with external systems (e.g., accounting software).
- Error Handling Procedures: Details on how the system handles errors and exceptions.
- Security Protocols: Information on how the system protects inventory data from unauthorized access.
User Documentation for the Inventory Management System should include:
- User Guide: Step-by-step instructions on how to perform common tasks, such as adding new inventory items, updating quantities, and generating reports.
- Search Functionality Guide: Explaining how to effectively use the search features to find specific inventory items.
- Reporting Guide: Details on how to generate and interpret various inventory reports (e.g., low stock reports, sales reports).
- User Interface (UI) Overview: A description of the different elements of the user interface and their functions.
- Troubleshooting Guide (User-focused): Addressing common user problems and providing solutions.
The business users need clear, concise instructions to perform their daily tasks efficiently. The technical documentation provides the developers with the necessary details to build, maintain, and troubleshoot the system effectively. Both are vital for the successful implementation and ongoing operation of the inventory management system.
3.
A software developer is creating a new application. Explain, with examples, why it is important to create both technical documentation and user documentation for this application. Consider the different audiences for each type of documentation.
Creating both technical and user documentation is crucial for a successful software application. They serve distinct but complementary purposes and cater to different audiences.
Technical Documentation: This is primarily for the developers and technical staff involved in the creation, maintenance, and troubleshooting of the software. Its purpose is to provide detailed information about the software's internal workings. Examples include:
- Design specifications: Outlining the system architecture, data structures, and algorithms.
- Code documentation: Explaining the purpose of different code modules and functions.
- API documentation: Describing how different software components interact with each other.
- Troubleshooting guides: Providing steps to diagnose and fix technical issues.
The importance of technical documentation lies in:
- Facilitating collaboration: Ensures all developers are on the same page regarding the software's design and functionality.
- Simplifying maintenance: Makes it easier to understand and modify the code in the future.
- Enabling debugging: Helps identify and resolve errors more efficiently.
- Knowledge transfer: Allows new developers to quickly understand the project.
User Documentation: This is designed for the end-users of the software. Its purpose is to guide them on how to use the application effectively. Examples include:
- User manuals: Providing step-by-step instructions on how to perform various tasks.
- Tutorials: Offering guided walkthroughs of the software's features.
- Frequently Asked Questions (FAQs): Addressing common user queries.
- Help files: Providing quick answers to specific questions.
The importance of user documentation lies in:
- Improving user satisfaction: Helps users learn the software quickly and easily.
- Reducing support costs: Enables users to find solutions to problems independently.
- Enhancing usability: Promotes a positive user experience.
- Ensuring consistent usage: Guides users to utilize the software's features correctly.
In summary, technical documentation ensures the software is well-built and maintainable, while user documentation ensures end-users can effectively utilize the software. Both are essential for a successful software project.