Computer Systems

Servicing 11
Quarter 2
Self-Learning Module 18
Reporting & Documentation Procedures
 EXPECTATIONS

At the end of this module, learners should be able to:

A. explain reporting and documentation procedures;
B. follow reporting and documentation procedures;
C. appreciate the importance of Reporting and documentation procedures.

PRETEST

Directions: Read carefully the following questions. Choose the letter of the best
answer and write it on your notebook.

1. Any communicable material used to define, clarify or advise certain

characteristics of an entity, device or process, such as its materials,
assembly, installation, maintenance and usage, is communicable.
A. Report C. Reporting
B. Document D. Documentation

2. Any communicable material used to define, clarify or advise certain

characteristics of an entity, device or process, such as its materials,
assembly, installation, maintenance and usage, is communicable.
A. User documentation C. Media documentation
B. Technical documentation D. Material documentation

3. A It aims to teach people how to use a software application, typically a

computer system. It can be used as a guide for self-study or by a
teacher as a resource.
A. User documentation C. Media documentation
B. Technical documentation D. Material documentation

4. The User documentation usually includes the following except one.

A. Guide to installation C. Inputs and Outputs

B. How to get the system started D. Reference

5. Intended This implies items such as user manuals, release notes,

online assistance systems, training programs, or operating procedures,
everything that allows the product to be used by consumers.
A. Marketing support C. Media support
B. End-user support D. Technical support
 RECAP
In the previous module, you have learned about 3 Rs environmental policies.
You were made aware that the primary purpose of the 3R principle is to reduce the
use of new resources and energy, making resource use more efficient. By utilizing
the resources already available that are used several times, reprocessed, or
completely reduced, it encourages resource quality. It may be possible to recover
materials or energy from waste, such as electricity, heat, fuel and compost, through
thermal and biological means after the application of 3Rs, which cannot be reduced,
reused or recycled. This module is the last topic of the second quarter wherein you
will know reporting and documentation procedures.

LESSON

Documentation is a series of records intended to assist people with the management

operation or repair of computers. software or hardware. Any communicable material
used to define, clarify or advise certain characteristics of an entity, device or process,
such as its materials, assembly, installation, maintenance and usage, is
communicable. Documentation, such as audio cassettes or CDs, may be given on
paper, digitally or on digital or analog media. User manuals, white papers, online
support, and quick-reference guides are examples. Documentation on paper or hard
copy has become less common. Websites, software items, and other online
applications also distribute documentation.

Computer documentation can generally be divided into two broad categories:

User documentation - This is meant for end-users of the hardware

or software of a computer. A computer professional might not be the
customer. You would have seen a huge amount
of user documentation, in different forms and of varying quality, as a
computer user yourself. Manuals, on-line support, wizards and on-line
guides are examples of user documentation.

User documentation refers to the documentation given to the end-users for a

product or service. The user documentation is intended to help end-users
make use of the product or service. This is also referred to as support from
users. A part of the total product supplied to the consumer is the device
documentation.
User documentation has historically been provided as a user guide,
instruction manual or online support. User documentation, however, is being
rapidly delivered online today. This has made it possible for technical authors
to be more creative about how they support consumers.
A mixture of text and diagrams typically consists of documentation. User
documentation forms include:

 Instructional material - The computer system, be it hardware or

software, typically accompanies it and offers information about how to
operate the system or basic aspects of it.
 Training Material - It aims to teach people how to use a software
application, typically a computer system. It can be used as a guide for
self-study or by a teacher as a resource.
 Policies or procedures documents - Describe the rules and guidelines
for organizations and clarify how to perform a specific task or work. As
a verification that standard protocols are being followed, they also
assist in quality assurance.
 Reference documentation - It does not have either an instructional or
training role; it is simply an information repository. Users who are
already educated use it to remind them of complicated knowledge that
they should not be expected to recall. Reference documents would be
at the fingertips of the customer when the item is being used.

Evaluating user documentation

METHOD ADVANTAGES DISADVANTAGES

Help Files  User friendly  you might not get
 really fast level of detail you
 easy to use want
 can be accessed  the user might not
offline know what to
search for
 Might be hard to
find
Online Support  larger amount of  can't be accessed
information offline
 easier to update  if you have slow
 can access from internet
any device connection, it's
 can be faster bad.
Printed Manuals  easy to find  slower
 you can browse  if you lose it, you're
through them going to have a bad
 work without a day
computer  harder to search
 cannot be updated
 prone to physical
destruction
User documentation usually includes:

 Minimum specifications for hardware and applications

 Guide to installation
 How to get the system started
 How to use various device characteristics
 Screenshots that illustrate the system's key features
 Example outputs and inputs
 Error message examples and troubleshooting guides
 Details for contacting the device creator if an undocumented query exists

Technical documentation - This is meant for the people responsible

for manufacturing the hardware or software or maintaining it. You usually
get a certain amount of technical hardware documentation when you
purchase a new device, so that you (or a technician you employ) know what
modifications are relevant to your device and so on. Users of computers
almost never see software technical documentation, which is normally
limited to the organization(s) where the software is created. Design and
construction are represented by technical documentation of a commodity
with hardware or software. It is not intended for the product's consumers,
but for the people who create and manage the product. Therefore,
technical documentation appears to be more comprehensive and
structured than documentation for users. For example, it is normally
written and maintained by the same individuals that it serves: computer
engineers and programmers.

Technical documentation allows the product to be used by an intended audience, to

understand the processes and to get unstuck. It doesn't really matter if the audience
is end-users, managers, coworkers, or technicians. What does matter is that for them
it is transparent, searchable, and helpful.

Great technical documentation empowers, not frustrates, the customers. Not just
customer service, but brand building and trust are an important part of it. When
they're most in need, consumers search it out. And if they don't have it there, they'll
start searching for alternatives.

Here are a few examples of where and how you can use technical documentation:

 End-user support: This implies items such as user manuals, release notes,
online assistance systems, training programs, or operating procedures,
everything that allows the product to be used by consumers.
 Marketing support: Anything that is product-focused and used to promote
your business (such as videos, presentations, or technical landing pages).
 Development support: This may be practical and technical requirements,
manuals for software development, or just processes and tools to help the
developers do their job.
  Organization support: To do their jobs, details about your company,
structure, processes, workflows, policies, and everything else teammates need
to know.

Documentation for Media

From conventional paper books to different computerized media, computer

documentation is provided in a broad variety of ways. It is usually possible to classify
these media into three groups:

 Paper documentation (print media)

 Static on-line documentation
 Dynamic on-line documentation

Documentation Procedure

This is a system that determines how information inside organizations is registered.

It takes multiple stages to correctly record some information:

 Drafting the paper

 To format
 Submission to the Senior Department
 Then the department would review it,
 The paper will then be accepted by them
 Then it will be assigned to the right department
 To ensure that it reaches the correct destination / s, it will be tracked.

Reporting Procedure
This is a framework that governs how individuals disclose problems, risks, injuries
or events within an organization. In order to record something, most companies have
a common type.

What might reporting require?

 Spills, which may be chemicals or some liquid,

 Hazards; such as stray cables that can cause a danger to activate, electrical
hazards such as bare cables, or other hazards of any sort.
 Various companies would have distinct potential threats.
 Injuries, such as an injured employee. It would still apply, because this is a
reporting form, but it would be submitted as a priority, meaning it would be
read and answered more quickly.
 DOCUMENTATION SAMPLE REPORT

PURPOSE
This Test Report provides a summary of the results of test performed as outlined
within this document.

TEST SUMMARY
[Include basic information about what was tested and what happened.]
TEST TYPE (FUNCTION, UNIT, SYSTEM, ETC.)

[Include basic information about what was tested and what happened.]
Person In-Charge: [Ronald Bobis]
Test Date: [mm/dd/yyyy] - [mm/dd/yyyy]
Test Results: [Enter a summary of the test conducted and results]
Additional Comments: [Enter any summary comments]

TEST RESULTS
[Summarize the test results. Include a detailed description of any deviations from
the original test plan, design, test case, or expected results. Include any issues or
bugs discovered during the test.]

ACTIVITIES

A. Essay. Minimum of 5 sentences.

1. What is the difference between user documentation and technical documentation?

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________

2. How do you explain documentation for Media?

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________

3. Briefly explain reference documentation.

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________

B. Explain
Explain each few example of where and how you can use technical documentation.

1. End-user support __________________________________________________________

2. Marketing support__________________________________________________________
3. Development support_______________________________________________________

4. Organization support_______________________________________________________

WRAP-UP

This module talked about reporting and documentation procedures.

Specifically, documentation procedures, two categories of documentation procedures
which are user and technical documentation. Also, how to evaluate user
documentation, documentation in media, examples of where and how you can use
technical documentation.

In addition, documentation on paper or hard copy has become less common.

Websites, software items, and other online applications also distribute
documentation.

Now, as learners, aside from the several points mentioned above. You can use
the blank spaces provided to answer and react to the following cases or scenarios:

 Would you be able to make use of this knowledge obtained in this module? In
what scenario would it be?

__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
  What are the challenges you encountered in learning this module?

__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

VALUING

DIRECTION: Read the following questions carefully. State your answer in two to
three sentences each number on the space provided.

1. What is the importance of learning reporting and documentation procedures?

_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

2. How will you use the knowledge you acquired about reporting and
documentation procedures?
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

3. Cite a situation in which you can apply the knowledge of understanding

reporting and documentation procedures?

_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
 POSTTEST

Direction: Write T on the line if the statement is correct and F if the statement is
wrong.

___1. Documentation is a series of records intended to assist people with the

management operation or repair of computers. software or hardware.

___2. Documentation, such as audio cassettes or CDs, may be given on paper,

digitally or on digital or analog media.

___3. The media documentation is intended to help end-users make use of the
product or service. This is also referred to as support from users.

___4. Technical documentation has historically been provided as a user guide,

instruction manual or online support. User documentation, however, is being
rapidly delivered online today.

___5. Training Material aims to teach people how to use a software application,
typically a computer system. It can be used as a guide for self-study or by a teacher
as a resource.

___6. In reference documentation it does not have either an instructional or training

role; it is simply an information repository.

___7. Great user documentation empowers, not frustrates, the customers. Not just
customer service, but brand building and trust are an important part of it.

___8. Users who are already educated use it to remind them of complicated
knowledge that they should not be expected to recall. Reference documents would be
at the fingertips of the customer when the item is being used.

___9. The marketing support to do their jobs, details about your company, structure,
processes, workflows, policies, and everything else teammates need to know.

___10. You usually get a certain amount of technical hardware documentation when
you purchase a new device, so that you (or a technician you employ) know what
modify.