MIS Policies Manual

Chapter 2: Documentation

Section 3: Applications Documentation

An applications documentation binder is maintained for each project (This may be on-line). Forms exhibited in this section are examples of standard formats to be used as needed. The applications documentation binder is maintained by the lead developer for the project and contains:

1. Title Page
   The title page contains the project name and identification number, effective dates, the lead developer's name and title and the names and titles of all persons assigned to the applications project.

2. Table of Contents
   This reflects the specific contents in the applications binder and requires updating as changes and/or additions are made.

3. Revision Sheet
   A revision sheet is included in every applications binder. It contains columns providing information on:
   • Number of Revisions
     Numbers are entered sequentially starting with 1.

   • Revision Date

   • Effective date of the revision.

   • Portion Revised
     The specific part of the application under revision, including all areas of documentation such as procedures, flowcharts, reports, etc.

   • Name
     The name of the developer making the revision is posted.

   • Authorization
     The name of the person authorizing the revision is noted.

4. Applications Concept
   The applications concept is prepared by the lead developer from specifications provided by the requesting authority. This section should include copies of the written request or correspondence which outline the requirements of the application. Once the applications concept document is approved, it serves as a guide for developers to design the technical specifications of the application and includes:
   • Approval
     The first page lists the project name, the requesting authority's name and the title of the person approving the project.

   • Project History
     This section states the background which justifies the project.

   • Project Objectives
     The details of the project objectives are presented. All functional areas affected by this project are listed and any problems requiring coordination are indicated. In addition, anticipated results from the successful completion of the project are detailed.

   • Requirements
     The requirements necessary for proper completion of the project are listed and include:
     
     • A brief explanation of the work to be done during each phase.
       
     • A schedule for inception and completion dates of each phase and the key tasks within each phase.
       
     • For complex projects, projects charts generated using Microsoft Project are required.
       
     • Special requirements for outside acquisitions such as equipment, consultants, contract programming, and/or vendor services.
       
     • MIS staff-hour resources (by name and titles) to be committed to the project.
       
     • Non-MIS IT staff-hour resources (by name and titles) to be committed to the project.
       
     • Resources to be provided by the requesting authority during the implementation of the application.
       
     • Any hardware, system or utility software, and/or networking resources that will be required by the project.

5. Applications Specifications
   Applications specifications provide a means of communication between the designer and the software providers who can be in-house staff or vendors. These specifications provide a record of the structure, functions, flow, documentation and control of the application and include:
   • Application Narrative
     
     • Current date.
     • Descriptive title of the application.
     • General requirements with a description of each requirement and sources of the requirements cited.
     • Source, expected schedule and volume of input data.
     • Size and characteristics of the data.
     • Sample exhibits of input documents.
     • Primary outputs indicating volume and due dates.
     • Sample exhibits of outputs.
     • References to additional information (including vendor supplied information).

   • Application Flowcharts
     Each process to be performed and the sequence of those processes will be identified by flowcharts. The application flowchart will be contained on one document. If more detail is required, a subapplication flowchart will be drawn for that purpose.

   • Program Specifications
     These define the environment in which a subapplication or single program operates within a system and describe:
     • Inputs and outputs, including source, format, disposition, retention method and time period.
     • Process, controls, functions, and limitations. These specifications are prepared by the lead developer for communicating with programming staff.

   • File/Database Specifications
     A complete and detailed specifications of the files and/or database used in the application is identified. If a database is employed for storing data elements, the applications project will comply with the database procedures in place. Refer to the Natural 2 Standards document, chapter 5 and chapter 13, section 2 for additional information.

   • Input Description
     This provides the format for all the data going into the application. The description provides the following information for each input record:
     
     • Name of input
     • Date
     • Status of input (unedited input or output from another process).
     • Each field within a record, its type and length.
     • Approximate number of records per cycle for batch processing.
     • Disposition of input.

   • Output Definition
     The layout of each output should be displayed in a screen or hard copy format. Documentation should include the following:
     
     • Name of the report (screen).
     • Number of the report (screen).
     • Location and length of each item with the report (screen) layout.