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The Information Systems Documentation - Another Problem for Project
Management
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Managing Information in the Digital Economy: Issues & Solutions 332
The Information Systems Documentation – Another Problem
for Project Management
Prof. Dumitru Oprea, PhD, "Alexandru Ioan Cuza" University, Iasi, Romania, E-mail doprea@uaic.ro
Assoc. Prof. Gabriela Mesnita, PhD, "Alexandru Ioan Cuza" University, Iasi, Romania, E-mail gabim@uaic.ro
Abstract
generated at the end of each stage, as a partial project
result.
We see important trends for information systems
that influence their development, including that of
the specific documentation. As a result, the ways to
approach systems from the perspective of IT
project management, responsibilities and resource
allocation and also from the perspective of the
importance of the documentation change to ensure
the success of a development project.
The plot thickens when the developing team is
scattered geographically, the implementation
characteristics of the new system differ from one
company location to others, and the users have more
and more requirements and claims regarding the
documentation quality.
The documentation of information system is a
component of communication, control and
monitoring of the development, operation and
maintenance project. At the same time, the
documentation should be regarded as one of the
results of the stages of the system life cycle. This is
why, the system documentation is important from
the viewpoint of the project management and of its
development and operation. Unfortunately, one can
find that most often in practice the documentation
is either incomplete or totally missing.
This paper attempts after a revision of the
documentation typology, to present the causes and
the effects generating the lack or the
incompleteness of the system documentation and
the identification of the persons that are
responsible for its developing and upgrading.
1. Introduction
We are not hearing rarely from the information
system specialists statements like: "we cannot
change the program, because we don't know how it
was conceived", "we cannot modify the database
scheme, because the way in which it was designed
is not clear", "we cannot include another module in
the application, because there is nothing linked to
the application structure" and so forth. Such
circumstances occur when the system that is being
operated requires changes and improvements,
difficult to perform these, making in most cases the
decision to initiate a new development project,
knowing that it is much easier to do something
from the very start than to change something
existing. Yet, what is the reason for which a new
systems starts to be developed in the presented
context? One of the answers is the documentation,
meaning that it does not exist or is incomplete or
not upgraded and therefore it cannot be used in the
process of system maintenance. Moreover, the
system documentation can be transformed in a
factor of project failure, having regard to the
passage from one stage to another, within the
development cycle, takes place on the basis of the
information collected within the specifications
The documentation is often regarded only as an
additional volume of information that is available to
the organization and to the project team that, as some
think, slows down the performance of a project. This
opinion can be accepted if we consider the speed and
the necessity of system changing or replacement
[10], [9], [1]. Yet such a position may have an
expensive effect in the long term, as revealed in the
following paragraphs.
Let us not forget, for the work's sake, the problem we
started with. Trying to complete the chapter on
documentation of the book Information System
Design, we found no structured approach or, as
Fitzgerald says [3], formalised approach, but there
are not many materials with a clear point of view and
no common one. Hence the idea of project in project
to which we might refer later.
2. Typology of information system documentation
The documentation of a project is an instrument for
recording various decisions and actions involved by
the life cycle of a project and the means by which
decisions and actions are documented and justified.
The creation of documents may help the project team
in conducting activities and reaching the fixed
objectives, representing the support for obtaining the
approvals necessary for the stage performance,
resource allocation, and the performance of the
control from the part of the project manager or of the
sponsors.
Hence, any project including the information system
developing project is based on a documentation made
up of a series of documents designed during the
project life cycle. Any project stage normally should
end with a set of documents used as starting point in
making decisions for continuing the project, for
establishing how the activities specific to the next
stages are to be performed and what measures are
necessary for observing the project schedule and
budget if they are exceeded or for changing the initial
project specifications. In other words, the
documentation of each stage enables on the one hand
to monitor and control the project and on the other
hand, to conduct the stages provided initially.
Electronic copy available at: http://ssrn.com/abstract=946785
Managing Information in the Digital Economy: Issues & Solutions 333
The project documentation may be structured
depending on the project stage to which it refers,
that is [13], [9], [8], [20], [16]:
For the conception stage of the specific project
plan, there is a project plan, an official document
approved and used for the management and the
control of the project performance, being a
collection of documents that may be changed in
time as more pieces of information are obtained.
The project plan is a quite elaborate structure,
being the essential element in conducting it.
Besides the project plan, after it is conceived, other
supporting details are obtained, that comprising the
documentation obtained during project conception
(for instance, assumptions that have not been
provided earlier), technical specifications and
projects if any, the documentation for the standards
used in appreciating the project quality.
Within the project performance stage, several
reports will be generated emphasizing the way in
which activities were performed, how the quality
standards required were followed, how the
schedule and budget were keep on limit, the
requests to make changes to the projects, the
licenses needed for performing works etc. To these
are added the forms and the documents used to
emphasize the resource allocation and use, the
achieved results, the contract follow-up etc.
For the change control stage, the specific elements
are the upgraded project plan and the forecasts on
the future of the project as documents.
Upon project completion, there occur some
contractual adjustments, including decisions for
some problems that remained unsolved and the
project completion report that contains a synthesis
of how the project was conducted, of the changed
coming on the way, of the achieved results.
The contents of the project documentation differ
also depending on the categories of the involved
persons, such as [14], [22], [1], [7]:
•
•
•
the approval committee or the project sponsor
should have the project proposal, with the
justification of its necessity, the feasibility
study, the project plan, the reports on project
evolution;
for the organization that will implement the
project results, the analysis cost/benefit, the
project draft and plan, the documentation of
how to use the results are necessary;
for the project team, there are necessary the
following pieces of documentation: the project
plan, the documents of evidence of the
resources used, the reports on project evolution,
the documentation related to the achievement of
the project results, the contracts with the
suppliers or the consulting companies, the
approved requests for changing certain aspects of
the basic plan and so forth.
The system documentation is a product/result of the
performance of a project, the purpose of which is to
communicate the project and system information to
all the interested parties, from sponsors, users,
specialists and up to the management of the
organization where the new system will be
implemented.
Although there are similitude between the project
documentation and the information system
documentation, it is important to make a distinction
between them, even if the latter is integral part of the
former.
As for the information system documentation as well
one can resort to the two classification criteria,
namely the stages performed for it's developing and
the categories of persons that request or that has to
receive information on the development stage.
According to the stages of the system life cycle, we
can identify:
1. the documentation of the system microanalysis,
which contains a set of documents obtained
during the initiation of the project or already
existing, the most important ones being: the
strategic plan of system development at the level
of the organization, the request of system
development, the pre-feasibility and the
feasibility reports, the detailed plan of the
initiated project, the calendar planning of the
project, the managerial and communication plan
and procedures, the plan of resources, the project
preliminary budget;
2. the specifications or the analysis documentation,
that formalize the results achieved at this stage.
Its purpose is to communicate the results to the
interested ones, also serving as a milestone for
the following stages, first for the design stage.
Therefore, a very precise description, even a
mathematical one, is preferred in most cases, but
we have to take into account the fact that the
specification should be easily understandable by
the system users as well, which means that usage
to a natural language and to a series of images is
more easily grasped and understood;
3. the design documentation, by which the way the
system will be developed in order to meet the
requirements, introduced in the analysis
specifications. In the set of documents of this
stage, the description or the model of all system
inputs and outputs, of the processing processes,
of the user-interfaces should be found. It is
recommended to include any time possible
examples of screens/forms for collecting data,
control procedures or procedures related to the
user's interaction with the system. Furthermore,
the elements regarding the organization manner
of the program and application modules, of the
control and security procedures of applications
and data, the database structure, the procedures of
Electronic copy available at: http://ssrn.com/abstract=946785
Managing Information in the Digital Economy: Issues & Solutions 334
ADVERTISING and
MARKETING
Documentation
OTHER
INTERNAL AND
EXTERNAL
STAKEHOLDERS
Documentation
IMPLEMENTATION
Documentation
DESIGN
Documentation
Information System Documentation
OPERATION and
MAINTENANCE
Documentation
OTHER
POTENTIAL
CLIENTS
Documentation
USERS
Documentation
DEVELOPMENT
TEAMS
Documentation
BENEFICIARY
Documentation
ANALYSIS
Documentation
MICROANALYSIS
Documentation
A project should solve problems, not create them.
Therefore, against this background, the problem
that should be solved is that of communication
quality at any moment of the system development
cycle.
To be brief, our overview of the documentation of an
information system is rendered in figure 1.
SPONSOR
Documentation
The answers to questions and the parallelism with
the stages of the system development lead us to an
identical approach per life-cycle stages.
From the perspective of the participants to the
system development project, we identify two great
categories of specifications [14], [15], [17]:
1. the user documentation contains the documents
that laid at the basis of the determination of the
system requirements and for the approval of
various prototypes or design specifications, and
the user manual drafted for each functional
component, having the role of presenting the way
of system operation;
2. the technical documentation contains the
presentation
manual
addressed
to
the
management showing the overall picture of the
system, accompanied by a brief description of
each functional component and the operation
manual described previously.
Information System Documentation
Furthermore, we have to take into account that the
documentation of a system depends quite largely
on the methodology used, if used, in system
developing. Amongst other things, resorting to a set
of methodology or other - the more the system
developers, the more the systems methodologies does not solve the problem of documentation. The
problem is the approach of the analysis and design
of system as a project, and this puts an emphasis on
the communication issue. Certain questions appear:
Who communicates with whom? By what means?
If we look at a CHAOS report [19], out of the 10
factors of success or failure, many are tightly
connected to communication, which in our
understanding means the system documentation.
Actually, this would be another project, like the JIT
(Just-In-Time) systems, this time it is not about the
factory in the factory but about the project in the
project. This new project, of the documentation
itself, has its own decompositions depending on the
solved problems, something like the Matrioshka of
the end of the 19th century, when the doll
contained a smaller doll, this one another even
smaller doll and so on.
The problem is solved by the identification of its
solution, which means a good documentation (a new
project) for what should be done (the project itself),
how, by whom, when, with which resources and
most important for whom and what it should be done
for each beneficiary of the new products, that is
documentation itself.
Technical and/or Financial Documentation
distributed processing etc are presented. Many
of the component parts of the design
documentation are necessary to the specialists
that will participate in the performance of the
following stage, having a noticeable technical
character, yet they are meant also for users,
because they can show many of the system
facilities and the way in which one can interact
with it;
4. the documentation of implementation, which
comprises the elements specific to the
implementation planning, the comments on
program code generation, the types of tests and
the test results, the procedures of system
conversion etc;
5. the instruction manual, describes the main
elements regarding system operation, the way
of interacting with it, the particularities of every
application module, the help system, the way of
resolving any error, the access levels of various
categories of users etc;
6. the operation manual presents the system
operation and maintenance conditions that lay
at the basis of any intervention to eliminate any
bug found during system testing, to add new
items or to improve the existing ones.
Fig. 1 Different documentation categories depending
on stakeholders and stages of life cycle development
Managing Information in the Digital Economy: Issues & Solutions 335
With regard to the previous figure, we have to
mention that not all documentations specific to the
stages of the system development cycle address to
all categories of interested persons. These is, for
instance, the case of the potential clients or other
in-house or out-house stakeholders for which only
the advertising and marketing documentation
presents interest, any other kind being useless.
Based on our brief analysis of the typology made,
we can see that the documentation volume of a
system is considerable. Hence, there results that it
is necessary to observe certain standards and
drafting procedures and to make a rigorous control
on upgrades during operation and maintenance,
having regard to the fact that the new systems are
subject to a great pressure of changing and
adaptation to the dynamics of the technological and
economic environment.
3. The role of the information systems
documentation
The drawing up of the system documentation is
considered as one of the project activities that
involve a high costs level and are great timeconsumers, which often results, at the end of the
projects, into a form of this documentation that is
no longer extremely useful [18], [6], [15].
Although specialists have different opinions on the
role of the system documentation, we shall list here
possible uses of this component of the structure of
a system [21], [11], [6]:
• a means of clarification of certain aspects
during system development, namely finding
answers for various problems that may occur
during the project;
• a sort of contract between the project team
members and the system beneficiaries or
between the team and the management of the
organization or of the department where the
system is to be implemented. Specifications,
and especially analysis specifications, become,
most of the times, contract clauses, following
talks with the users, on the continuation of the
system development, which makes it impossible
for the user to alter certain requirements
stipulated in the approved specifications;
• a means of communication between the project
team members, that is the essential component
for the performance of the various activities
specific for each stage of the development
cycle. The team members often initiate certain
activities only after having clarified all the
problems of the previous stages and after
having documented the solutions that they had
identified;
• a support when making decisions on the choice
of the design alternatives, as, due to the details
provided by the analysis documentation, the
•
•
team together with the project manager and the
organization management may decide on the best
solution for the further system development;
the analysis and design documentation is a
starting point for system implementation,
verification and validation;
the final system documentation is the keyelement for insuring its proper operation and
maintenance; the documentation shall be updated
whenever the initial operation components are
altered.
All the above-mentioned aspects refer strictly to the
system development cycle, but one should consider
that system documentation also provides an efficient
management of the development project. Based on
its contents, the project may be supervised and
monitored, there can be required changes of the basic
project plan, the project sponsor may be provided
with different reports and there can be coordinated
the meetings with the system users or beneficiaries.
From the viewpoint of the project management, this
documentation is useful when analyzing the
fulfillment by the team members of their
assignments, when identifying possible problems that
may arise and prevent the team from reaching their
goals, the approval of the financial resources needed
for the following stages.
Despite these possible uses of the documentation of
an information system development project, one can
notice great deficiencies, both at the level of the
systems developed in-house, and of those developed
by specialized companies. The following paragraph
will be focusing on the causes and effects of the
absence or incompleteness of this documentation.
4. Causes and effects of the information system
documentation deficiencies
The importance of documentation in system
development projects has not been yet fully
understood. Many specialists emphasize on the
importance of documentation, without pointing out,
however, its qualitative features. In fact, most of the
times, documentations are incomplete and rarely
updated, which diminishes its quality and reliability.
Furthermore, starting from the works of Fitzgerald
[3], [4], [5] in which the problem of system
development
methodologies
is
approached,
containing references to other materials of the other
authors, we find that in system development, the
documentation plays a very important role.
Translating the problems tackled by Fitzgerald, we
may come to the assumption that documentation is
not approached in a formalised way that would
provide it a status of critical factor in the success of
developing a system, assumption that we want to
validate in a future study.
Managing Information in the Digital Economy: Issues & Solutions 336
Nevertheless, resuming our initial opinions, let us
try to identify the reasons and people responsible
for the failure of most of the system documentation
to provide satisfactory information both to the users
and to the team project or to the sponsor.
First, here are some of the most frequent causes:
• failure to observe the initial timetable, but the
need to observe the date of completion, by
reducing the time allocated to certain activities
considered less important, among which
documentation drawing up and updating;
• failure to observe the project budget, knowing
that the documentation drawing up and
updating involve additional costs, which means
that a first step taken to observe the budget is to
give up the efforts and costs required by this
activity;
• lack of interest of the people directly using the
documentation, since reading it takes time, and
verbal communication is easier and less timeconsuming. However, according to the Latin
saying, "verba volant, scripta manent";
• drawing up of a single documentation for all
those involved in the system development
project, using a language that is not always
understood by all those interested in reading the
documentation;
• absence of clear formalisms concerning the
contents of the documentation;
• there have not been established the dates when
the documentation is supposed to be issued and
updated;
• absence of policies, standards and procedures to
be followed during system development, and
implicitly for the documentation drawing up
and updating;
• there is nobody, neither a person, nor a group of
persons, with assignments for the drawing up
and updating of the project documentation.
At a first glance, an absent or an incomplete
documentation does not seem to affect to much the
performance of the project or the system operation.
This is however a false statement, as its effects are
numerous, namely:
• during the talks with the users, due to the
absence of a written document including the
requirements, rules, restrictions and other items
needed for the determination of the functional
and nonfunctional system components, debated
on and approved by the users, the latter may
change their initial requirements whenever they
want. This may result into a longer
requirements assessment time, hence a delay of
the whole project;
• a longer period of time needed for the analysis
of the existing system, based on interviews,
questionnaires, observation, due to the lack of
documentation, which may be used to identify
that items that should be preserved from the
legacy system;
•
•
•
•
•
as is the case with the previous effect, the design
stage may also fail to use or alter existing
programs or applications, due to the lack of
documentation;
difficulties in defining and evaluation the design
alternatives, due to a superficial documentation,
especially as regards the requirements of the new
system, of the components of the old system that
should be incorporated;
problems in establishing the system testing and
conversion plans, due to the absence of the
analysis and design documentation, which means
they are unable to establish the precise types of
test required, the data test, the items that should
undergo conversion, as well as the methods of
conversion;
difficulties related to the system maintenance,
due to the lack of guidance required for the
change or replacement of certain components,
especially when the project team members have
left the organization as well;
increase of the costs with the redesign of certain
components of the system and even the costs with
the development project of the new systems, as it
is impossible to reuse some system components.
Who is responsible for this kind of problems? As
usual, the guilt is thrown back and forth, that is the
project managers say that the technical team of the
project is in charge with the drawing up of the
documentation, and the latter consider that the
project manager is the one who should insure the
coordination and control of the documentation
drawing up. The truth lies somewhere in the middle,
since both the project manager and the technical
team should be directly involved in drawing up and
updating the documentation.
A brief survey of literature [12], [6], [2], [9] and our
experience led to the following conclusions:
• the analysis specifications should be created and
updated by the project manager and the analysis
team;
• the design and programming team is in charge
with the design documentation;
• the implementation specifications are the
responsibility of a mixed team, made of analysts,
designers, programmers, supervised by the
project manager;
• the instructions manual should be mainly the
responsibility of the analysts (as they are the
closest to the users), but also the designers and
programmers;
• the operation manual should be the result of the
efforts of the designers, programmers.
One may notice that it is impossible for one person
or one group of person to take full responsibility,
since the whole team should be involved in the
drawing up of the documentation. However, why are
there problems related to the documentation, when
these responsibilities are supposed to be clearly
defined.
Managing Information in the Digital Economy: Issues & Solutions 337
As mentioned above, the project manager is
interested rather in completing the project on time
and observing the allocated budget, than in
satisfying the requirements of the system
beneficiary, failing to give the proper importance to
the system documentation and, as it is often the
case, failing to even include these activities in the
project plan. Moreover, this is made worse by the
lack of a well defined policy, with standards and
rules to observe at the organization level (that is the
system beneficiary or supplier), which should
compel the project manager to plan, control and
monitor the drawing up and updating of the system
documentation, like any other activity of the
development cycle.
On the other hand, the specialists team think that it
is rather time consuming to participate in writing
the documentation, as they consider that the team
communicate anyway the results and problems that
occurred during the project development, forgetting
however that the contents of the documentation are
useful not only during the carrying out of the
project, but also for the operation and maintenance
of the developed system.
There is also the issue of the contents, form and
language used to create the documentation,
considering that there are enough differences as
concerns the knowledge of the future users. Most
of the times, the documentation is not structured
according to the needs of those who will use it and
who are unhappy that they do not understand too
much of a documentation written in an abstract
language, containing many formalisms and charts,
while the specialists are unhappy with this very
informal language, which leaves room for
interpretation, the lack of formalization and
abstractions of the documentation. One solution
would be to divide the documentation in two
distinct components, one addressing to the users
and the other to the specialists, but this solution is
hard to accept as well, since it involves increased
documentation drawing up efforts.
5. Conclusion
The development of the information system
documentation is a complex issue, both from the
viewpoint of the components that it should include
and of the time when it should be drawn up, but
also from the viewpoint of the responsibility of the
people in charge with achieving this result.
A system may have the fate of the famous cathedral
Sagrada Familia for which, as Gaudi's project
documentation is incomplete, other designers'
attempts to complete it face the discontent or the
rejection of its "users".
One could spend a rather long time debating on the
system documentation, and such a problem will
probably never be fully solved, as there are several
factors to be considered, among which, the most
important is the human factor, since it is the one that
has the greatest influence. One is free to approach the
issue of the quality of the documentation, of the
automatic means used for its drawing up and
updating, of its role in assessing the quality of the
developed systems, but one finally reaches the same
conclusion: it is up to the project manager, the
development team and the beneficiary to established
how detailed, precise and well structured the
documentation will be at the end of the project.
The limit of our research consist in the theoretical
literature study and own experiences concerning
documentation issues and it is not based on different
models or tools to test and to demonstrate part of our
hypothesis or conclusions. Also, we do not approach
the quality factors of documentation, the versioning
system, and the automation tools to generate the set
of system and project documents. The paper is a
work in process so these limits represent ones of the
goals of our next researches. Also, based on the
analysis in this paper, a future research will be aimed
at identifying the approach and the importance given
to the system documentation, if actually serve a
rational role or it is just a means of defense for
development teams. Therefore, we shall use surveybased research as an analysis tool which will be
applied to the Romanian software companies.
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