Documentation is a continuous process, beginning with the problem definition. Documentation involves collecting, organizing, storing, and other-wise maintaining a complete record of the programs and other documents associated with the data processing system.

The Navy has established documentation standards to ensure completeness and uniformity for computer system information between commands and between civilian and Navy organizations. SECNAVINST 5233.1 (Series) establishes minimum documentation requirements.

Local minimum documentation requirements are usually established by the head of the data processing department/division. At most commands this function is delegated to the project manager. The key to the minimum amount of documentation required by local commands should be the amount that is required for replacement personnel to understand input, processing, and output for each program or system for which they will be responsible. A documentation package should include:

1. A definition of the problem. Why was the program written? What were the objectives? Who requested the program, and who approved it? These are the types of questions that should be answered.

2. A description of the system. The system environment (hardware, software, and organization) in which the program functions should be described (including systems flowcharts). General systems specifications outlining the scope of the problem, the form and type of input data to be used, and the form and type of output required should be clearly defined.

3. A description of the program. Programming flowcharts, program listings, program controls, test data and test results, storage dumpsthese and other documents that describe the program and give a historical record of problems and/or changes should be included.

4. Operator instructions. Items that should be included are computer switch settings, loading and unloading procedures, and starting, running, and termination procedures.

After the documentation has been completed, and the user has reviewed and accepted the test output, the project request is submitted to upper manage-ment, usually the ADP department head, for production approval. Once upper management has approved the program, it can be put into production. If a program is to replace a program in an existing system, it is generally wise to have a period of parallel processing; that is, the job application is processed both by the old program and by the new program. The purpose of this period is to verify processing accuracy and completeness. Once the program is in production it maybe necessary to make modifica-tions to the program to satisfy changing requirements. This is another important duty of the programmer, and it is not unusual to find programmers spending 25 percent of their time on this program maintenance activity. In some installations, there are programmers who do nothing but maintain production programs.

The first step in the solution of any problem involves a fundamental but often overlooked concepta thorough understanding of the problem. The second step in successful problem solving involves creating a flowchart showing the steps required to solve the problem.

Flowcharting is a pictorial means of representing a procedural solution to a problem in which different shaped symbols are used to represent opera-tions, data, flow, equipment and so forth. There are two types of flowcharts system (data) and programming. The tools of flowcharting are: (1) fundamental symbols; (2) graphic symbols; (3) flowcharting template; and (4) flowcharting worksheet.

The problem definition and flowchart development steps must be done prior to sitting down to code the computer instructions to solve a problem.Regardless of the language used, there are strict rules you must adhere to with regard to punctuation and statement structure when coding a program. Once the program is coded, there are several phases that must be done before it can be put into production. These are desk-checking, debugging, testing, documentation and finally, implementation.