DOCUMENTATION AND

ITS TOOLS
CONVERSION
METHODS

Submitted By:
Anshul Gupta
Nimisha
 CONVERSION
It is the process of changing from the
old system( manual system in most
cases) to modified or new one.
CONVERSION PROCEDURES
 Conversion begins with the review of project
plan and system test documentation.
 The data in existing files is converted into a
form acceptable to the new system.
 Outputs generated and operations by the new
system are recorded on a special form which
are documented for future reference.
 If any discrepancies arise,daignose and
correct discrepancies.
 The conversion is completed and plans for the
post-implementation review are prepared.
CONVERSION METHODS
 Direct Cutover method
 Parallel Conversion method
 Phase-In-Method of Conversion
 Pilot System
DIRECT CUTOVER METHOD
 In this method, the old system( whether
manual or computerised) is completely
dropped out on a particular date & new
system is implemented.
 This method is preferred when:
a)Changeover time is very less.
b)Available manpower is very less.
c)New system is not a very critical to the
business operations.
PARALLEL CONVERSION
 In this method, the old method is not
dropped out at once, but both old & new
systems are operated in parallel. When new
system is accepted and successfully
implemented, old system is dropped out.
 Main advantage of parallel run is the
availability of old system as backup. Hence
this system is secure.
PHASE-IN-METHOD OF
CONVERSION
 In this method, the new system is
implemented in many phases. Each phase is
carried out only after successful
implementation of previous phase. Hence old
system is gradually phased out while the new
one is being phased in.
 In this changeover process is gradual which
can be easily handled with existing
manpower and equipment resources.
 The users get sufficient time to get
acquainted with the new system.
PILOT SYSTEM
 In this method, a working version of the
system is implemented in just one part of
the organization, for eg: in a particular dept.
 The users are told that it is pilot testing and
they can experiment to improve the system.
 When the system is considered complete and
fully functional, it can be implemented
throughout the organization either by direct
cutover method or by phase-in- method.
 DOCUMENTATION
It is the process of collecting ,
organizing , storing and maintaining
historical record of programs and other
documents prepared during different
phases of life cycle of the software.
 SYSTEM
DOCUMENTATION
It means coordinated effort, to communicate
the information of the system in written form.
Its purpose is to ensure that details of the
system are understood by all persons
concerned during the development process.
CHARACTERISTICS OF A GOOD
DOCUMENTATION
 Availability
 Objectivity
 Cross-referable
 Easy to maintain
 Completeness
FORMS OF DOCUMENTATION
1. Comments: are natural language
statements put within a program to assist
anyone reading the source program listing
in understanding the logic of the program.
2. All high level languages provide the facility
to write comments along with the source
code of a program.
USER’S MANUAL
It is the training guide that contains
complete description on how to implement
and operate the new system. It must contain
the following:
a) Hardware Requirement Specifications
b) Software requirement Specifications
c) Installation and uninstallation procedures
d) Menus and sub menus
e) Data file layouts
f) Guidelines to operate the system
SYSTEM MANUAL
 Defining the objectives of developing the
software and its usefulness.
 The environment in which it functions.
 Its limitations.
 Detailed system flowcharts and program
flowcharts.
 Specific program names along with their
description and purpose.
 Source code with documentation.
 File layout.
DOCUMENTATION TOOLS

 Templates
 Flowchart
 Matrix
 Cookbook