Table of Contents | Appendix C-24 | Appendix C-26
1.0 INTRODUCTION
The User Manual contains all essential information for the user to make full use of the information system. This manual includes a description of the system functions and capabilities, contingencies and alternate modes of operation, and step-by-step procedures for system access and use. Use graphics where possible in this manual. The manual format may be altered if another format is more suitable for the particular project.
1.1 Purpose and Scope
This section provides a description of the purpose and scope of the User Manual.
1.2 Organization
This section describes the organization of the User Manual.
1.3 Points of Contact
This section identifies the organization codes and staff (and alternates if appropriate) who may assist the system user. If a help desk facility or telephone assistance organization exists, describe it in this section.
1.4 Project References
This section provides a bibliography of key project references and deliverables that have been produced prior to this point in the system development process. References might include the QA Plan, CM Plan, FRD, or Systems Design Document.
1.5 Primary Business Functions
This section discusses the business perspective of the user's primary responsibilities and tasks as they are supported by the system. Introduce the business functions so that the focus may rest on the systematic steps to support the business functions in later sections.
1.6 Glossary
This section provides a glossary of all terms and abbreviations used in the manual. If the glossary is several pages or more in length, it may be placed as an appendix.
2.0 SYSTEM CAPABILITIES
This section provides a brief overview of the system and its capabilities.
2.1 Purpose
This section describes the purpose of the application system.
2.2 General Description
This section provides an overview of the system's capabilities, functions, and operation, including the specific high-level functions performed by the system. Use graphics and tables, if appropriate.
2.3 Privacy Act Considerations
If the system is protected by the Privacy Act, include this notification of the Privacy Act's "Civil and Criminal Penalties" found in U.S. Code Section 552a, Records Maintained on Individuals, concerning the unauthorized use and disclosure of system data:
Criminal Penalties - (1) Any officer or employee of an agency, who by virtue of employment or official position, has possession of, or access to, agency records which contain individually identifiable information, the disclosure of which is prohibited by U.S. Code Section 552a or by rules or regulations established thereunder, and who knowing that disclosure of the specific material is so prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000. (2) Any officer or employee of any agency who willfully maintains a system of records without meeting the requirement to publish a notice in the Federal Register regarding the existence and character of the system of records, shall be guilty of a misdemeanor and fined not more than $5,000. (3) Any person who knowingly and willfully requests or obtains any record concerning an individual from an agency under false pretenses shall be guilty of a misdemeanor and fined not more than $5,000.
3.0 DESCRIPTION OF SYSTEM FUNCTIONS
This section describes each specific function of the system. In this high-level section, describe any conventions to be used in the associated subsections.
Each of the subsequent sections should be repeated as often as necessary to describe each function within the system. The term "Function X" in the subsection title is replaced with the name of the function.
3.1 Function X Title
This section provides the title of the specific system function.
3.2 Detailed Description of Function
This section provides a description of each function. Include the following, as appropriate:
• Purpose and uses
of the function
• Initialization of
the function, if applicable
• Execution options
associated with this function
• Description of function
inputs
• Description of expected
outputs and results
• Relationship to
other functions
• Summary of function
operation
3.3 Preparation of Function Inputs
This section defines required inputs. These inputs should include the basic data required to operate the system. The definition of the inputs include the following:
• Title of each input
• Description of the
inputs, including graphic depictions of display screens
• Purpose and use
of the inputs
• Input medium
• Limitations and
restrictions
• Format and content
on inputs, and a descriptive table of all allowable values for the inputs
• Sequencing of inputs
• Special instructions
• Relationship of
inputs to outputs
• Examples
3.4 Results
This section describes expected results of the function. Include the following in the description, as applicable:
• Description of
results, using graphics, text, and tables
• Form in which the
results will appear
• Output form and
content
• Report generation
• Instructions on
the use of outputs
• Restrictions on
the use of outputs, such as those mandated by Privacy Act and Computer
Security Act restrictions
• Relationship of
outputs to inputs
• Function-specific
error messages
• Function-specific
or context-sensitive help messages associated with this function
Examples
4.0 OPERATING INSTRUCTIONS
This section provides detailed, step-by-step system operating instructions.
4.1 Initiate Operation
This section contains procedures for system logon and system initialization to a known point, such as a system main menu screen. This initialization procedure should describe how to establish the required mode of operation and set any initial parameters required for operation. Software installation procedures should be included if the software is distributed on diskette and should be downloaded before each use.
4.2 Maintain Operation
This section defines procedures to maintain the operation of the software where user intervention is required.
4.3 Terminate and Restart Operations
This section defines procedures for normal and unscheduled termination of the system operations
and should define how to restart the system.
5.0 ERROR HANDLING
This section should address error message and help facilities. Additional information and subsections may be added as necessary. Included in this section should be a list of all possible error messages, including the following:
• Any numeric error
codes associated with the error message
• A description of
the meaning of the error message
• A discussion of
how to resolve the error
6.0 HELP FACILITIES
This section describes any resident help software or any Service or contractor help desk facility that the user can contact for error resolution. Help desk telephone numbers should be included.
User Manual Outline
Cover Page
Table of Contents
1.0 Introduction
1.1 Purpose
and Scope
1.2 Organization
1.3 Points
of Contact
1.4 Project
References
1.5 Primary
Business Functions
1.6 Glossary
2.0 System Capabilities
2.1 Purpose
2.2 General
Description
2.3 Privacy
Act Considerations
3.0 Description of System
Functions
3.1 Function
X Title
3.2 Detailed
Description of Function
3.3 Preparation
of Function inputs
3.4 Results
4.0 Operating Instructions
4.1 Initiate
Operation
4.2 Maintain
Operation
4.3 Terminate
and Restart Operations
5.0 Error Handling
6.0 Help Facilities