7.5 Documentation

2026 Syllabus Objectives 📋

Understand the characteristics, uses and purpose of technical and user documentation
Identify components of technical documentation including:
- Purpose of the system/program
- Limitations of the system
- Program listing
- Program language
- Program flowcharts/algorithms
- System flowcharts
- Hardware and software requirements
- File structures
- List of variables
- Input format
- Output format
- Sample runs/test runs
- Validation routines
Identify 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 delete/edit records
- Input format
- Output format
- Sample runs
- Error messages
- Error handling
- Troubleshooting guide/helpline
- Frequently asked questions
- Glossary of terms

Once a new system is fully developed, a considerable amount of documentation needs to be produced. Documentation serves two primary purposes:

For end users - to help them learn and use the system effectively
For developers and maintainers - to support future modifications, improvements, and system maintenance

There is some overlap between these two types of documentation, but each serves distinct audiences with different needs.

User documentation is designed to help users learn how to use the software or system effectively.

User documentation can consist of any of the following components:

Component	Description
Purpose of the system	Explains what the system/program/software package does
Limitations of the system	Describes what the system cannot do or restrictions
Hardware requirements	Specifies minimum hardware needed to run the system
Software requirements	Lists required operating systems, dependencies, or support software
How to log in/log out	Instructions for accessing and exiting the system
How to load/run/install software	Step-by-step installation and startup procedures
How to save files	Procedures for saving work and data
How to do a search	Instructions for finding information within the system
How to sort data	Methods for organizing information
How to do printouts	Procedures for printing data
How to add records	Steps for entering new data into the system
How to delete records	Instructions for removing data
How to edit/amend records	Procedures for modifying existing data
Input format	Screen layouts showing how data should be entered
Output format	Print layouts showing how results will appear
Sample runs	Examples with test data and expected results
Error messages	Explanations of error messages that may appear
Error handling	What to do when errors occur
Troubleshooting guide/help lines/FAQs	Common problems and solutions
Glossary of terms	Definitions of technical terms used in the system
Tutorials	Step-by-step learning guides for new users

Important: User documentation focuses on how to use the system, not how it works internally.