Documentation

In the development process, the documentation phase, sadly, often gets the least attention. In today’s environment, documentation frequently takes the form of online help. I am especially fond of online help because it can be tested and adjusted easily without reprinting and redistributing. Hyperlinks containing cross-references that guide the user to related topics can be easily inserted.

Online help offers another advantage. Software simulation programs, such as RoboDemo, allow you to create an online demonstration of the steps needed to complete a task. It is my experience that this greatly increases the user’s understanding and, as a result, averts many potential problems down the road.

Any discussion of documentation must also include a discussion of training. While training provides the ongoing support, it is, for many, the first introduction to the database application. Today’s technology allows for two approaches in training: stand-up “live” training and online computer-based training programs. Each offers advantages and disadvantages.

Stand-up, or instructor-led, training allows students to ask questions and get clarification of issues. In addition, a qualified instructor will know how to spot recurring problems and advise their liaisons on the development team. The downside of instructor-led training is cost. Classroom space must be reserved, training manuals must be developed and printed, an instructor must be paid, and an administrator must handle the scheduling of students. It also requires that students be away from work for the duration of the training.

Online computer-based training (CBT) is considerably less expensive to deliver than instructor-led training. All that students need is an Internet connection. They can take the training anytime they want, stop and start as time permits, and review lessons they may be confused about. Programs such as RoboDemo allow software simulation to be developed. This means that students can use the software as if it was the actual system.

However, if they make a mistake, they will be corrected and shown the correct techniques. In addition, online testing can measure students’ skills and report the scores to a central administrator. The downside of this method of training is that the student cannot ask questions. In addition, students need to be frequently reminded that they need to complete the training.

In most situations, you will need a combination of training and ongoing documentation in order to have successful use of the database application.

Assuming everything is done and the system is now “live,” you will need to consider ongoing maintenance of the system.