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The project documentation may be structured approved requests for changing certain aspects of
depending on the project stage to which it refers, the basic plan and so forth.
that is [13], [9], [8], [20], [16]:
The system documentation is a product/result of the
For the conception stage of the specific project performance of a project, the purpose of which is to
plan, there is a project plan, an official document communicate the project and system information to
approved and used for the management and the all the interested parties, from sponsors, users,
control of the project performance, being a specialists and up to the management of the
collection of documents that may be changed in organization where the new system will be
time as more pieces of information are obtained. implemented.
The project plan is a quite elaborate structure, Although there are similitude between the project
being the essential element in conducting it. documentation and the information system
Besides the project plan, after it is conceived, other documentation, it is important to make a distinction
supporting details are obtained, that comprising the between them, even if the latter is integral part of the
documentation obtained during project conception former.
(for instance, assumptions that have not been
provided earlier), technical specifications and As for the information system documentation as well
projects if any, the documentation for the standards one can resort to the two classification criteria,
used in appreciating the project quality. namely the stages performed for it's developing and
the categories of persons that request or that has to
Within the project performance stage, several receive information on the development stage.
reports will be generated emphasizing the way in
which activities were performed, how the quality According to the stages of the system life cycle, we
standards required were followed, how the can identify:
schedule and budget were keep on limit, the 1. the documentation of the system microanalysis,
requests to make changes to the projects, the which contains a set of documents obtained
licenses needed for performing works etc. To these during the initiation of the project or already
are added the forms and the documents used to existing, the most important ones being: the
emphasize the resource allocation and use, the strategic plan of system development at the level
achieved results, the contract follow-up etc. of the organization, the request of system
development, the pre-feasibility and the
For the change control stage, the specific elements feasibility reports, the detailed plan of the
are the upgraded project plan and the forecasts on initiated project, the calendar planning of the
the future of the project as documents. project, the managerial and communication plan
and procedures, the plan of resources, the project
Upon project completion, there occur some preliminary budget;
contractual adjustments, including decisions for 2. the specifications or the analysis documentation,
some problems that remained unsolved and the that formalize the results achieved at this stage.
project completion report that contains a synthesis Its purpose is to communicate the results to the
of how the project was conducted, of the changed interested ones, also serving as a milestone for
coming on the way, of the achieved results. the following stages, first for the design stage.
Therefore, a very precise description, even a
The contents of the project documentation differ mathematical one, is preferred in most cases, but
also depending on the categories of the involved we have to take into account the fact that the
persons, such as [14], [22], [1], [7]: specification should be easily understandable by
the system users as well, which means that usage
the approval committee or the project sponsor to a natural language and to a series of images is
should have the project proposal, with the more easily grasped and understood;
justification of its necessity, the feasibility 3. the design documentation, by which the way the
study, the project plan, the reports on project system will be developed in order to meet the
evolution; requirements, introduced in the analysis
for the organization that will implement the specifications. In the set of documents of this
project results, the analysis cost/benefit, the stage, the description or the model of all system
project draft and plan, the documentation of inputs and outputs, of the processing processes,
how to use the results are necessary; of the user-interfaces should be found. It is
for the project team, there are necessary the recommended to include any time possible
following pieces of documentation: the project examples of screens/forms for collecting data,
plan, the documents of evidence of the control procedures or procedures related to the
resources used, the reports on project evolution, user's interaction with the system. Furthermore,
the documentation related to the achievement of the elements regarding the organization manner
the project results, the contracts with the of the program and application modules, of the
suppliers or the consulting companies, the control and security procedures of applications
and data, the database structure, the procedures of
distributed processing etc are presented. Many The problem is solved by the identification of its
of the component parts of the design solution, which means a good documentation (a new
documentation are necessary to the specialists project) for what should be done (the project itself),
that will participate in the performance of the how, by whom, when, with which resources and
following stage, having a noticeable technical most important for whom and what it should be done
character, yet they are meant also for users, for each beneficiary of the new products, that is
because they can show many of the system documentation itself.
facilities and the way in which one can interact
with it; From the perspective of the participants to the
4. the documentation of implementation, which system development project, we identify two great
comprises the elements specific to the categories of specifications [14], [15], [17]:
implementation planning, the comments on 1. the user documentation contains the documents
program code generation, the types of tests and that laid at the basis of the determination of the
the test results, the procedures of system system requirements and for the approval of
conversion etc; various prototypes or design specifications, and
5. the instruction manual, describes the main the user manual drafted for each functional
elements regarding system operation, the way component, having the role of presenting the way
of interacting with it, the particularities of every of system operation;
application module, the help system, the way of 2. the technical documentation contains the
resolving any error, the access levels of various presentation manual addressed to the
categories of users etc; management showing the overall picture of the
6. the operation manual presents the system system, accompanied by a brief description of
operation and maintenance conditions that lay each functional component and the operation
at the basis of any intervention to eliminate any manual described previously.
bug found during system testing, to add new
items or to improve the existing ones. To be brief, our overview of the documentation of an
information system is rendered in figure 1.
Furthermore, we have to take into account that the
documentation of a system depends quite largely
STAKEHOLDERS
ADVERTISING and
INTERNAL AND
Documentation
on the methodology used, if used, in system
Documentation
EXTERNAL
MARKETING
OTHER
developing. Amongst other things, resorting to a set
of methodology or other - the more the system
developers, the more the systems methodologies -
does not solve the problem of documentation. The
Documentation
OPERATION and
POTENTIAL
MAINTENANCE
Documentation
CLIENTS
OTHER
Documentation
IMPLEMENTATION
factors of success or failure, many are tightly
Documentation
USERS
Documentation
TEAMS
Documentation
MICROANALYSIS
SPONSOR
Documentation
With regard to the previous figure, we have to team together with the project manager and the
mention that not all documentations specific to the organization management may decide on the best
stages of the system development cycle address to solution for the further system development;
all categories of interested persons. These is, for the analysis and design documentation is a
instance, the case of the potential clients or other starting point for system implementation,
in-house or out-house stakeholders for which only
verification and validation;
the advertising and marketing documentation
presents interest, any other kind being useless. the final system documentation is the key-
element for insuring its proper operation and
Based on our brief analysis of the typology made, maintenance; the documentation shall be updated
we can see that the documentation volume of a whenever the initial operation components are
system is considerable. Hence, there results that it altered.
is necessary to observe certain standards and
drafting procedures and to make a rigorous control All the above-mentioned aspects refer strictly to the
on upgrades during operation and maintenance, system development cycle, but one should consider
having regard to the fact that the new systems are that system documentation also provides an efficient
subject to a great pressure of changing and management of the development project. Based on
adaptation to the dynamics of the technological and
its contents, the project may be supervised and
economic environment.
monitored, there can be required changes of the basic
3. The role of the information systems project plan, the project sponsor may be provided
documentation with different reports and there can be coordinated
The drawing up of the system documentation is the meetings with the system users or beneficiaries.
considered as one of the project activities that
involve a high costs level and are great time- From the viewpoint of the project management, this
consumers, which often results, at the end of the documentation is useful when analyzing the
projects, into a form of this documentation that is fulfillment by the team members of their
no longer extremely useful [18], [6], [15]. assignments, when identifying possible problems that
may arise and prevent the team from reaching their
Although specialists have different opinions on the goals, the approval of the financial resources needed
role of the system documentation, we shall list here for the following stages.
possible uses of this component of the structure of
Despite these possible uses of the documentation of
a system [21], [11], [6]: an information system development project, one can
a means of clarification of certain aspects notice great deficiencies, both at the level of the
during system development, namely finding systems developed in-house, and of those developed
answers for various problems that may occur by specialized companies. The following paragraph
during the project; will be focusing on the causes and effects of the
a sort of contract between the project team absence or incompleteness of this documentation.
members and the system beneficiaries or
between the team and the management of the 4. Causes and effects of the information system
organization or of the department where the documentation deficiencies
system is to be implemented. Specifications, The importance of documentation in system
development projects has not been yet fully
and especially analysis specifications, become,
understood. Many specialists emphasize on the
most of the times, contract clauses, following importance of documentation, without pointing out,
talks with the users, on the continuation of the however, its qualitative features. In fact, most of the
system development, which makes it impossible times, documentations are incomplete and rarely
for the user to alter certain requirements updated, which diminishes its quality and reliability.
stipulated in the approved specifications;
a means of communication between the project Furthermore, starting from the works of Fitzgerald
team members, that is the essential component [3], [4], [5] in which the problem of system
for the performance of the various activities development methodologies is approached,
specific for each stage of the development containing references to other materials of the other
cycle. The team members often initiate certain authors, we find that in system development, the
documentation plays a very important role.
activities only after having clarified all the
Translating the problems tackled by Fitzgerald, we
problems of the previous stages and after may come to the assumption that documentation is
having documented the solutions that they had not approached in a formalised way that would
identified; provide it a status of critical factor in the success of
a support when making decisions on the choice developing a system, assumption that we want to
of the design alternatives, as, due to the details validate in a future study.
provided by the analysis documentation, the
Managing Information in the Digital Economy: Issues & Solutions 336
Nevertheless, resuming our initial opinions, let us as is the case with the previous effect, the design
try to identify the reasons and people responsible stage may also fail to use or alter existing
for the failure of most of the system documentation programs or applications, due to the lack of
to provide satisfactory information both to the users documentation;
and to the team project or to the sponsor. difficulties in defining and evaluation the design
alternatives, due to a superficial documentation,
First, here are some of the most frequent causes: especially as regards the requirements of the new
failure to observe the initial timetable, but the system, of the components of the old system that
need to observe the date of completion, by should be incorporated;
reducing the time allocated to certain activities problems in establishing the system testing and
considered less important, among which conversion plans, due to the absence of the
documentation drawing up and updating; analysis and design documentation, which means
failure to observe the project budget, knowing they are unable to establish the precise types of
that the documentation drawing up and test required, the data test, the items that should
updating involve additional costs, which means undergo conversion, as well as the methods of
that a first step taken to observe the budget is to conversion;
give up the efforts and costs required by this difficulties related to the system maintenance,
activity; due to the lack of guidance required for the
lack of interest of the people directly using the change or replacement of certain components,
documentation, since reading it takes time, and especially when the project team members have
verbal communication is easier and less time- left the organization as well;
consuming. However, according to the Latin increase of the costs with the redesign of certain
saying, "verba volant, scripta manent"; components of the system and even the costs with
drawing up of a single documentation for all the development project of the new systems, as it
those involved in the system development is impossible to reuse some system components.
project, using a language that is not always
understood by all those interested in reading the Who is responsible for this kind of problems? As
documentation; usual, the guilt is thrown back and forth, that is the
absence of clear formalisms concerning the project managers say that the technical team of the
contents of the documentation; project is in charge with the drawing up of the
there have not been established the dates when documentation, and the latter consider that the
the documentation is supposed to be issued and project manager is the one who should insure the
updated; coordination and control of the documentation
absence of policies, standards and procedures to drawing up. The truth lies somewhere in the middle,
be followed during system development, and since both the project manager and the technical
implicitly for the documentation drawing up team should be directly involved in drawing up and
and updating; updating the documentation.
there is nobody, neither a person, nor a group of
persons, with assignments for the drawing up A brief survey of literature [12], [6], [2], [9] and our
and updating of the project documentation. experience led to the following conclusions:
the analysis specifications should be created and
At a first glance, an absent or an incomplete updated by the project manager and the analysis
documentation does not seem to affect to much the team;
performance of the project or the system operation. the design and programming team is in charge
This is however a false statement, as its effects are with the design documentation;
numerous, namely: the implementation specifications are the
during the talks with the users, due to the responsibility of a mixed team, made of analysts,
absence of a written document including the designers, programmers, supervised by the
requirements, rules, restrictions and other items project manager;
needed for the determination of the functional the instructions manual should be mainly the
and nonfunctional system components, debated responsibility of the analysts (as they are the
on and approved by the users, the latter may closest to the users), but also the designers and
change their initial requirements whenever they programmers;
want. This may result into a longer the operation manual should be the result of the
requirements assessment time, hence a delay of efforts of the designers, programmers.
the whole project;
a longer period of time needed for the analysis One may notice that it is impossible for one person
of the existing system, based on interviews, or one group of person to take full responsibility,
questionnaires, observation, due to the lack of since the whole team should be involved in the
documentation, which may be used to identify drawing up of the documentation. However, why are
that items that should be preserved from the there problems related to the documentation, when
legacy system; these responsibilities are supposed to be clearly
defined.
Managing Information in the Digital Economy: Issues & Solutions 337
[7] Hopkins, J.S., Jernow, J.M., "Documenting the [20] Stimely, G.L., "A Stepwise Approach to
Software Development Process", in ACM, 0- Developing Software Documentation", in ACM 0-
89791-414-7/90/1000-0125. 89791-414-7/90/1000-0121, 1990, pp. 122-123.
[8] IEEE, Standard for Software Project [21] Van Vliet, V., Software Engineering. Principles
Management Plans, The Institute of Electrical and and Practice, Second Edition, John Wiley & Sons,
Electronics Engineers, Inc., New York, IEEE Std LTD, Chichester, 2002, pp. 484-485.
1058-1998, pp. 2-3, 7-11.
[22] Project Management Guidelines, Retrieved
[9] Kallio, P., Niemela, E., Documented Quality of July 6, 2005,
COTS and OCM Components, 2001, Retrieved from://www.projectmanagement.tas.gov.au.
October 10, 2005,
from://www.sei.cmu.edu/pacc/CBSE4_papers/Kalli
o-CBSE4-2.pdf.