Question

the best document to use to obtain information in order to make a decision on a system. As a systems analyst, explain to management the two types of documents available and what they are used for

Answer 1

Ans

There are two type of document used by system analyst :-Process document and user document

Process Document:-It provides outline and steps for the task or process. It tells us that how of implementation that what of process impact. It provide guide to employee as well as managers.

It provides roadmap to your organization-it helps to identify current state, allows you to monitor and revise process. It allow you to know what people are doing and gain insight into the inner working of the company. Its goal are

• Eliminate flow
• Reduce time spent on tasks
• Decrease cost
• Decrease resources associated with tasks
• Improve efficiency
• Improve overall quality
• Increase customer as well as employee satisfaction

Advantage of process document:

• Allows for continual and timely changes in processes to increase productivity
• Prevents procedures from going unused due to lack of understanding
• Preserves knowledge even when those involved in the process leave the company
• Helps determine if processes are efficient or if certain steps need to be eliminated/revised
• Assists all members of an organization in understanding processes and knowing who to contact with problems
• Improves security
• Makes it easier to maintain standards and consistency, follow external rules and regulations and support due diligence efforts
• Serves as on-hand teaching tools for new hires
• Offers context for individual projects
• Encourages debate about current processes
• Allows for outsourcing because you can easily transfer knowledge

Tools Used:

• For capturing process ,such as interviews, group discussion ,videos, photographs, observation of users,field diaries it covers all information.
• For organizing information it use article, case studies ,video bites.
• For visualizing lucid chart(software)
• For distributing information- email ,newspaper ,internet.

User Document:-It provides knowledge to the current users of the system and to the new user. It helps the users to solve problem like trouble shooting .It provides systematic information to articulate the intervenation strategies and develop the flow chart of the system.

Tools we used for user documentation are:

Use case diagram: It provides graphical representation of the interaction among the elements of a system.It used in system analysis to identify,clarify and organiza system requirement.Use case diagram are employed in UML(Unified modelling language)

User Story:This tool used in agile methodology to capture description of a software feature from end user perspective.it defines the type of user ,what they want and why.It creates a simplified description of a requirement.

System analyst also used mock-ups and layout for input and output. Mockup is sample of input and output containing data which is given to user. And layout is description which is provided by system analyst to the programmer who are working on it.