Document of this system is divided into two sections, the technical documentation and user documentation. The technical documentation is used by computer operators to execute the program and also used computer analysts and programmers in case there are problems with the program or if the program needs modifications. This documentation further explains how the user will get to, or work with the program.
The program will be installed as other application programs in the computer systems this means that the newly developed system will be included in the program menu of the system.
The users can get the program by clicking start button on the taskbar and pointing at the all program the drop down menu will appear.
The user will get to ”PETROLEUM MONITORING” and click then the new system will load for use. The user documentations developed for the user of the program it shows the user how to use the program effectively. It makes the system easy to use and shows the user how to use the program effectively, it make the system easy to use and shows the hardware and software requirement.
• HARDWARE REQUIREMENT: This refers to the physical component of the computer system which is needed to implement the new monitoring system, these include the choice of minicomputer and their adapters. The new system will be best fitted in a computer system with high configuration.
The system will need at least Pentium 111 or inter 2 Duo processor/ with the RAM (Random Access Memory) size of at least 512MB to 3GB memory, hard disk size from 40GB to 250GB. Other components are UPS (Uninterrupted Power Supply), stabilizers, surge protectors.
• SOTFWARE REQUIREMENT: this refers to the necessary software needed for the easy take off of the new petroleum products monitoring system, these includes the communication software, operating system, and application programs. The newly developed system will be best fitted in window 2000 to the latest widow vista operating system. The system will not require other lower version of windows like window 95 or window 97.
HOW TO INSTALL THE SOFTWARE
Power on the system unit and the monitor, allow the system to boot, when the system come up to ready mode, load Visual Basic 6.0 in the system, slot in you flash drive into the USB(Universal Serial Bus ). From the desktop select my computer double click on removable disk and select monitoring petroleum and click open. The program will load and display. “MONITORING AND EVALUATION OF PETROLEUM PRODUCT DISTRIBUTION AND ALLOCATION.” After which you copy the software to the desktop.
TRAINING OF OPERATORS AND APPLICATION DETAILS
In other to achieve the desired aims and objectives of the new system which is (effectiveness and efficiency), the staff or operator will undergo data processing training since the eventual success of any data processing system depends on how the system is being used by people within the ministry. A training program is considered necessary for the employee of the ministry who will be the operators of the computer system.
The program comprises of several modules, each module carries out different tasks and terminate after execution and transfers control to the next module for execution. The breakdown of the module is stated as follows:
• MODULE ONE; This module display the main menu, which option can be selected.
• MODULE TWO: This module is the sub menu selected from main menu which could be Data Entry(Lifting and Arrival or Exit)
• MODULE THREE: This module is the submenu selected from main menu which could be View(Lifting, Arrival or Exit)
• MODULE FOUR: This module is the submenu selected from main menu which could be Report(Defaulters, Summary or Exit)
• MODULE FIVE: This is the last module which is the Quit
To enhance the operational source of the new system reasonable amount of training is required for various categories of personnel. System failure, which often crop up as a result of fear and ignorance on the side of the staff is nullified through proper enlightens of staff. The following aids would be used as appropriate for training for staff.
• Handout and instructional manuals
• Course which staff can enroll either full-time or part time and should be run by computer school or colleges
• Lecture general background knowledge of specification areas could be covered by means of lecture.
The following educational measure can be taken to enhance operation successfully.
• Organizing a forum where views, ideas and questions can be exchange by the user and the implementation teams.
• Article relevant to the functioning of the new system should be included in the staff magazine.
• Frequent visit to a computer center for practical demonstration is necessary.
System implementation is the time the system is put to use. In other to properly implement the newly designed system, the details and method of implementation will affect the following areas.
• The top management who may be directly affected.
• The people that are involved in the change over.
• The user department.
The stages involved in putting all the activities of the new system to work includes;
• Training of staff.
• Master file convention.
• System testing.
• Change over procedure.
• Evaluation and maintenance.
Training of Staffs
To enhance the operation source of the new system reasonable amount of training is require for various categories of personnel. System failure which often occur as a result of fear and ignorance on the side of the staff could be avoided through proper enlighten staff. The following aids would be used as appropriate tools for training of staff.
• Handout and instructional manual.
• Organizing a forum where views, ideas and question can be exchange by the user and the implementation teams.
Master File Conversion
This involves converting the exiting conventional master file into magnetic form like, disk, tape or drum. The use of disk which is a direct access media is recommended for the following reasons;
• It offers low access time which enables processing of data to be accomplished within an acceptable time and is suitable for ad-hoc inquiries.
• Storage capacity: there is sufficient storage space to hold all the data during any processing.
• Interchangeability: the output of the storage device is capable of being reloaded with the data required for a particular task.
• Cost: the cost per unit of stored data is low enough and this make the system more economical.
• The data transfer rate is high this enables efficiency in meeting the time restriction on work.
This entail running the new system to ensure that all codes have been written correctly and that the system as a whole will work.
To achieve this, the necessary test data is provided as below;
(a) Program Testing: this is done by making use of test data (data which output is already known) to ensure that all possible contingences (as specified in the system specification) have been taken care of. Erroneous data is also used to ensure that the program can trap errors incorporated into the procedure. Data validation is achieved using expected results of the test done before hand for comparison purposes. Proper documentation is necessary for smooth running of the program. Several types of documentation necessary are outline below;
• Program documentation: this is the detailed account of how each module of a program works. It is for the use of anyone who wishes to understand the detailed working of a program in order to test it or modify it.
• User Documentation: Is an account of how a program is to be used, it is written in non-technical language and does not contain any detail of how the program works
• Operator Documentation: Is a description for computer operators on how a program is run. It state which devices are needed and which data file must be loaded and any special stationary required. It also specifies what is to done should the program fails.
(b) Procedure Testing: This ensures that the whole system fit together as planned. This will involved clerical procedure, which precedes input; the actual machine processes themselves and the output procedure which follows. Overall timing and the ability of staff to handle the new system will be scrutinized.
Change Over Procedures
The switch from an old system to a new system which is a computer based system involves not only the change in the current mode of processing input data but also changes in some equipment used also in clerical procedure such as, collection, processing, storage and retrieval of input data. The group of people involved in this change over is;
• The user department which is directly affected.
• The people who develop, operate and maintain the system.
• The top management who will be indirectly affected
For the new system to work there is a need to highlight the detail and method of implementation. This is worthwhile so as to enable a different group to be aware of there responsibility regarding the system operation and of what they can and cannot expect from it.
Several approaches could be adopted to accomplish the change over or conversion process. These include;
• PARALLEL CHANGE OVER
In the parallel change over the new and old system run or are operated concurrently, using the same input. The output is compared and reasons for difference are resolved. Output from the system continues to be distributed until the new system has proved to be satisfactory. This may require additional personnel and can be expensive but it is the best approach. However, it does provide for verification of the old one, it also makes provision for a standby should the new system breaks down
• PILOT CHANGE OVER
In the pilot change over both direct and parallel change over are adopted that is, it involves converting only a small part of the procedure to the new system. This is useful in discovering problems in the new system while only a small part of the whole is affected, this will enable these system “bugs” to be corrected before other areas adopt the system.
• PHASED CHANGE OVER
In the phased change over the old system is gradually replace by the new ones over a period of time. This method can be used to replace part of the old system with modules of the new system. Old data recording procedures may be update using terminals instead of input forms. The gathered data will be input to the old system processing program while new ones are developed.
• CRASH CHANGE OVER
This is also referred to a direct change over. The old system is discontinued all together and the new system becomes operational at once. This is adopted when a fast adoption of the new system is required or when new procedures are radically different from the old. This is a risky change over method, reasons being that there is no old system to fall back on should the new system fail.