Depending on the client's needs and the complexity of the application, system documentation may take on many forms. It may be as simple as a how-to user's guide or as complex as a multivolume documentation of data entry functions, reports, data structures, table relationships, and database maintenance. The medium for documentation may vary also from printed volumes to electronic files or context-sensitive help tools.

DPRA recognizes the importance of system documentation, both in ensuring effective adoption and use of new applications and in supporting long-term systems maintenance, enhancements, and migration. DPRA application developers work in tandem with technical writers to provide documentation of the highest quality.

Successful DPRA system documentaion projects include:

Interactive Tutorial for Administrative Records

The Interactive Tutorial for Administrative Records is a multimedia help function containing images, voice make-overs, and animations, which enable the end-user to navigate the Administrative Records CD-ROM (ARCD) system. Several tools were used to create this tutorial, including Macromedia Director, Photo Shop, Sound Forge, and DBText Works.

RCRAInfo On-Line Help System

DPRA used RoboHelp 2000 to create the RCRAInfo On-Line Help System, which provides complete documentation for the Environmental Protection Agency's hazardous waste tracking system RCRAInfo.

Independent Government Cost Estimate System

DPRA developed a context-sensitive windows-style help function for the Independent Government Cost Estimate System, a tool used by EPA to estimate and manage site cleanup costs. The application system currently resides in a client-server environment with future plans to migrate to a web-based application. DPRA designed the help file solution to be compatible with both the client-server and web-based environments.

DPRA's System Documentation Capabilities

Using WordPerfect and MS Word, DPRA has developed system documentation incorporating a change management process whereby only changed pages are distributed, saving time and money in paper and distribution. Whenever possible, DPRA takes advantage of the cost efficiencies offered by modern software authoring tools such as RoboHelp 2000 by BlueSky Software, which automate and improve the accuracy of the system documentation effort.

DPRA has also implemented online and context-sensitive help and multimedia solutions. Online help is an effective way to disseminate information to users. Updates are instantly available to all users eliminating costly distribution. Table of contents, index, and electronic searches simplify locating information.

DPRA tests system documentation by asking novice staff to review the application and documentation to determine if the documentation effectively answers their questions and supports their use of the system.

DPRA has seen the benefits of these approaches to system documentation in improved efficiency of use, system administration, and maintenance in our clients' work environments.