Many companies take the easy option with documentation. Analysts design the system, programmers code it and, after testing, whoever seems to have least to do gets the job of documenting it — no wonder staff disappear when projects start to wind down. This may appear to be the cheapest way, since development staff are familiar with the system and the cost is absorbed within the overall development budget. But is it the best way?

Development staff:

• generally do not like to produce documentation or do any sort of writing (except, of course, for expense claims and overtime forms)

• are probably better employed doing what they are paid to do — develop new systems and maintain existing ones

• are usually too close to the system to document it thoroughly. They tend to gloss over features that they know, but which really should be explained to users.

Documentation is better produced by a separate person, either an employee of the company or an external resource. Such a person will specialise in the production of documentation and will, therefore, do a professional job.

Production Method

The first stage in the production cycle, once the approach and required level of detail is established, will be a thorough investigation of each module. Information will be obtained from:

1. 'Hands on' use of the system. This is generally the most important source of information. It requires unrestricted access to a test or demonstration database, preferably one that has reasonable data for use in sample screens and reports.

2. Existing documentation. It may be that no documentation exists for the system. If any does, it may provide some useful background information.

3. Development staff. A degree of guidance and advice is always required from staff, particularly in the early stages and especially if certain features require emphasis. However, this involvement should be kept to an absolute minimum so that staff are not diverted from their main tasks.

An approved house style must be established before drafts of topics or chapters can be supplied. Various sample layouts, with different typefaces, bullet points, heading styles, and so on, will be supplied so that a preference can be determined.

Once the investigation is complete, all writing and layout work can be undertaken. Drafts will be provided for proofreading as soon as they become available. This should ensure a reasonably quick turn-round and conversion to a final version. Where appropriate, an index can be added after approval of the draft.