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USER’S

MANUAL

ProjectorSystemName

U.S.DepartmentofHousingandUrbanDevelopment

Month,Year

RevisionSheet

ReleaseNo.

Date

RevisionDescription

Rev.0

5/30/00

User’sManualTemplateandChecklist

Rev.1

4/10/02

ConversiontoWORD2023format

User’sManual

AuthorizationMemorandum

IhavecarefullyassessedtheUser’sManualforthe(SystemName).ThisdocumenthasbeencompletedinaccordancewiththerequirementsoftheHUDSystemDevelopmentMethodology.

MANAGEMENTCERTIFICATION-Pleasechecktheappropriatestatement.

______Thedocumentisaccepted.

______Thedocumentisacceptedpendingthechangesnoted.

______Thedocumentisnotaccepted.

Wefullyacceptthechangesasneededimprovementsandauthorizeinitiationofworktoproceed.Basedonourauthorityandjudgment,thecontinuedoperationofthissystemisauthorized.

_______________________________ _____________________

NAME DATE

ProjectLeader

_______________________________ _____________________

NAME DATE

OperationsDivisionDirector

_______________________________ _____________________

NAME DATE

ProgramArea/SponsorRepresentative

_______________________________ _____________________

NAME DATE

ProgramArea/SponsorDirector

USER'SMANUAL

TABLEOFCONTENTS

Page#

TOC\o"1-4"

1.0 GENERALINFORMATION

GOTOBUTTON_Toc

1-1

1.1 SystemOverview

GOTOBUTTON_Toc

1-1

1.2 ProjectReferences

GOTOBUTTON_Toc

1-2

1.3 AuthorizedUsePermission

GOTOBUTTON_Toc

1-2

1.4 PointsofContact

GOTOBUTTON_Toc

1-2

1.4.1 Information

GOTOBUTTON_Toc

1-2

1.4.2 Coordination

GOTOBUTTON_Toc

1-2

1.4.3 HelpDesk

GOTOBUTTON_Toc

1-2

1.5 OrganizationoftheManual

GOTOBUTTON_Toc

1-2

1.6 AcronymsandAbbreviations

GOTOBUTTON_Toc

1-2

2.0 SYSTEMSUMMARY

GOTOBUTTON_Toc

2-1

2.1 SystemConfiguration

GOTOBUTTON_Toc

2-1

2.2 DataFlows

GOTOBUTTON_Toc

2-1

2.3 UserAccessLevels

GOTOBUTTON_Toc

2-1

2.4 ContingenciesandAlternateModesofOperation

GOTOBUTTON_Toc

2-1

3.0 GETTINGSTARTED

GOTOBUTTON_Toc

3-1

3.1 LoggingOn

GOTOBUTTON_Toc

3-1

3.2 SystemMenu

GOTOBUTTON_Toc

3-1

3.2.x [SystemFunctionName]

GOTOBUTTON_Toc

3-1

3.3 ChangingUserIDandPassword

GOTOBUTTON_Toc

3-1

3.4 ExitSystem

GOTOBUTTON_Toc

3-1

4.0 USINGTHESYSTEM(ONLINE)

GOTOBUTTON_Toc

4-1

4.x [SystemFunctionName]

GOTOBUTTON_Toc

4-1

4.x.y [SystemSub-FunctionName]

GOTOBUTTON_Toc

4-1

4.2 SpecialInstructionsforErrorCorrection

GOTOBUTTON_Toc

4-1

4.3 CaveatsandExceptions

GOTOBUTTON_Toc

4-1

5.0 USINGTHESYSTEM(BATCH)

GOTOBUTTON_Toc

5-1

5.x [SystemFunctionName]

GOTOBUTTON_Toc

5-1

5.x.y [SystemSub-FunctionName]

GOTOBUTTON_Toc

5-1

5.2 SpecialInstructionsforErrorCorrection

GOTOBUTTON_Toc

5-1

5.3 CaveatsandExceptions

GOTOBUTTON_Toc

5-1

5.4 InputProceduresandExpectedOutput

GOTOBUTTON_Toc

5-2

6.0 QUERYING

GOTOBUTTON_Toc

6-1

6.1 QueryCapabilities

GOTOBUTTON_Toc

6-1

6.2 QueryProcedures

GOTOBUTTON_Toc

6-1

7.0 REPORTING

GOTOBUTTON_Toc

7-1

7.1 ReportCapabilities

GOTOBUTTON_Toc

7-1

7.2 ReportProcedures

GOTOBUTTON_Toc

7-1

1.0 GENERALINFORMATION

NOTETOAUTHOR:highlighted,italicizedtextthroughoutthistemplateisprovidedsolelyasbackgroundinformationtoassistyouincreatingthisdocument.Pleasedeleteallsuchtext,aswellastheinstructionsineachsection,priortosubmittingthisdocument.ONLYYOURPROJECT-SPECIFICINFORMATIONSHOULDAPPEARINTHEFINALVERSIONOFTHISDOCUMENT.

TheUser’sManualprovidestheinformationnecessaryfortheusertoeffectivelyusetheautomatedinformationsystem.

GENERALINFORMATION

1.1 SystemOverview

Explainingeneraltermsthesystemandthepurposeforwhichitisintended.Thedescriptionshallinclude:

Majorfunctionsperformedbythesystem

Describethearchitectureofthesysteminnon-technicalterms,(e.g.,client/server,Web-based,etc.)

Useraccessmode,(e.g.,graphicaluserinterface)

Responsibleorganization

Systemnameortitle

Systemcode

Systemcategory:

Majorapplication:performsclearlydefinedfunctionsforwhichthereisareadilyidentifiablesecurityconsiderationandneed

Generalsupportsystem:providesgeneralADPornetworksupportforavarietyofusersandapplications

Operationalstatus:

Operational

Underdevelopment

Undergoingamajormodification

Generaldescription

Systemenvironmentorspecialconditions

1.2 ProjectReferences

Providealistofthereferencesthatwereusedinpreparationofthisdocumentinorderofimportancetotheenduser.

1.3 AuthorizedUsePermission

Provideawarningregardingunauthorizedusageofthesystemandmakingunauthorizedcopiesofdata,software,reports,anddocuments,ifapplicable.Ifwaiveruseorcopypermissionsneedtobeobtained,describetheprocess.

1.4 PointsofContact

1.4.1 Information

Providealistofthepointsoforganizationalcontact(POCs)thatmaybeneededbythedocumentuserforinformationalandtroubleshootingpurposes.Includetypeofcontact,contactname,department,telephonenumber,ande-mailaddress(ifapplicable).Pointsofcontactmayinclude,butarenotlimitedto,helpdeskPOC,development/maintenancePOC,andoperationsPOC.

1.4.2 Coordination

Providealistoforganizationsthatrequirecoordinationbetweentheprojectanditsspecificsupportfunction(e.g.,installationcoordination,security,etc.).Includeascheduleforcoordinationactivities.

1.4.3 HelpDesk

Providehelpdeskinformationincludingresponsiblepersonnelphonenumbersforemergencyassistance.

1.5 OrganizationoftheManual

ProvidealistofthemajorsectionsoftheUser’sManual(1.0,2.0,3.0,etc.)andabriefdescriptionofwhatiscontainedineachsection.

1.6 AcronymsandAbbreviations

Providealistoftheacronymsandabbreviationsusedinthisdocumentandthemeaningofeach.

2.0 SYSTEMSUMMARY

SYSTEMSUMMARY

Thissectionprovidesageneraloverviewofthesystemwritteninnon-technicalterminology.Thesummaryshouldoutlinetheusesofthesysteminsupportingtheactivitiesoftheuserandstaff.

2.1 SystemConfiguration

Brieflydescribeanddepictgraphicallytheequipment,communications,andnetworksusedbythesystem.Includethetypeofcomputerinputandoutputdevices.

2.2 DataFlows

Brieflydescribeordepictgraphically,theoverallflowofdatainthesystem.Includeauser-orienteddescriptionofthemethodusedtostoreandmaintaindata.

2.3 UserAccessLevels

Describethedifferentusersand/orusergroupsandtherestrictionsplacedonsystemaccessibilityoruseforeach.

2.4 ContingenciesandAlternateModesofOperation

Onahighlevel,explainthecontinuityofoperationsintheeventofemergency,disaster,oraccident.Explainwhattheeffectofdegradedperformancewillhaveontheuser.

3.0 GETTINGSTARTED

GETTINGSTARTED

Thissectionprovidesageneralwalkthroughofthesystemfrominitiationthroughexit.Thelogicalarrangementoftheinformationshallenablethefunctionalpersonneltounderstandthesequenceandflowofthesystem.Usescreenprintstodepictexamplesoftextundereachheading.

3.1 LoggingOn

Describetheproceduresnecessarytoaccessthesystem,includinghowtogetauserIDandlogon.Ifapplicable,identifyjobrequestformsorcontrolstatementsandtheinput,frequency,reason,origin,andmediumforeachtypeofoutput.

3.2 SystemMenu

Thissectiondescribesingeneraltermsthesystemmenufirstencounteredbytheuser,aswellasthenavigationpathstofunctionsnotedonthescreen.Eachsystemfunctionshouldbeunderaseparatesectionheader,3.2.1-3.2.x.

3.2.x [SystemFunctionName]

Provideasystemfunctionnameandidentifierhereforreferenceintheremainderofthesubsection.Describethefunctionandpathwayofthemenuitem.Provideanaverageresponsetimetousethefunction.

3.3 ChangingUserIDandPassword

DescribehowtheuserchangesauserID.Describetheactionsausermusttaketochangeapassword.

3.4 ExitSystem

Describetheactionsnecessarytoproperlyexitthesystem.

4.0 USINGTHESYSTEM(ONLINE)

Thissectionprovidesadetaileddescriptionoftheonlinesystemfrominitiationthroughexit,explainingindetailthecharacteristicsoftherequiredinputandsystem-producedoutput.THISSECTIONISONLYTOBEUSEDFORONLINESYSTEMS.IFYOUAREDEVELOPINGABATCHSYSTEM,USESECTION5.0ANDOMITTHISSECTIONENTIRELY.

USINGtheSYSTEM(ONline)

Thissectionprovidesadetaileddescriptionofsystemfunctions.Eachfunctionshouldbeunderaseparatesectionheader,4.1-4.x,andshouldcorrespondsequentiallytothesystemfunctions(menuitems)listedinsubsections3.2.1-3.2.x.

4.x [SystemFunctionName]

Provideasystemfunctionnameandidentifierhereforreferenceintheremainderofthesubsection.Describethefunctionindetailanddepictgraphically.Includescreencapturesanddescriptivenarrative.

4.x.y [SystemSub-FunctionName]

Thissubsectionprovidesadetaileddescriptionofsystemsub-functions.Eachsub-functionshouldbeunderaseparatesectionheader,4.1.1.-4.x.y.Whereapplicable,foreachsub-functionreferencedwithinasectionin4.x,describeindetailanddepictgraphicallythesub-functionname(s)referenced.Includescreencapturesanddescriptivenarrative.

Thenumberingofthefollowingtwosectionswilldependonhowmanysystemfunctionstherearefrom4.1through4.x.Theyarenumberedhereas4.2and4.3onlyforthesakeofconvenience.Forexample,ifsystemfunctionsrunfromsections4.1through4.17,thenthefollowingtwosectionswouldbenumbered4.18and4.19.

4.2 SpecialInstructionsforErrorCorrection

Describeallrecoveryanderrorcorrectionprocedures,includingerrorconditionsthatmaybegeneratedandcorrectiveactionsthatmayneedtobetaken.

4.3 CaveatsandExceptions

Iftherearespecialactionstheusermusttaketoinsurethatdataisproperlysavedorthatsomeotherfunctionexecutesproperly,describethoseactionshere.Includescreencapturesanddescriptivenarratives,ifapplicable.

5.0 USINGTHESYSTEM(BATCH)

Thissectionprovidesadetaileddescriptionofthebatchsystemfrominitiationthroughexit,explainingindetailthecharacteristicsoftherequiredinputandsystem-producedoutput.THISSECTIONISONLYTOBEUSEDFORBATCHSYSTEMS.IFYOUAREDEVELOPINGANONLINESYSTEM,USESECTION4.0ANDOMITTHISSECTIONENTIRELY.

USINGtheSYSTEM(batch)

Thissectionprovidesadetaileddescriptionofsystemfunctions.Eachfunctionshouldbeunderaseparatesectionheader,5.1-5.x,andshouldcorrespondsequentiallytothesystemfunctions(menuitems)listedinsubsections3.2.1-3.2.x.

5.x [SystemFunctionName]

Provideasystemfunctionnameandidentifierhereforreferenceintheremainderofthesubsection.Describethefunctionindetailanddepictgraphically.Includescreencapturesanddescriptivenarrative.

5.x.y [SystemSub-FunctionName]

Thissubsectionprovidesadetaileddescriptionofsystemsub-functions.Eachsub-functionshouldbeunderaseparatesectionheader,5.1.1-5.x.y.Whereapplicable,foreachsub-functionreferencedwithinasectionin5.x,describeindetailanddepictgraphicallythesub-functionname(s)referenced.Includescreencapturesanddescriptivenarrative.

Thenumberingofthefollowingthreesectionswilldependonhowmanysystemfunctionstherearefrom5.1through5.x.Theyarenumberedhereas5.2,5.3,and5.4onlyforthesakeofconvenience.Forexample,ifsystemfunctionsrunfromsections5.1through5.17,thenthefollowingthreesectionswouldbenumbered5.18,5.19and5.20.

5.2 SpecialInstructionsforErrorCorrection

Describeallrecoveryanderrorcorrectionprocedures,includingerrorconditionsthatmaybegeneratedandcorrectiveactionsthatmayneedtobetaken.

5.3 CaveatsandExceptions

Iftherearespecialactionstheusermusttaketoinsurethatdataisproperlysavedorthatsomeotherfunctionexecutesproperly,describethoseactionshere.Includescreencapturesanddescriptivenarratives,ifapplicable.

5.4 InputProceduresandExpectedOutput

Prepareadetailedseriesofinstructions(innontechnicalterms)describingtheprocedurestheuserwillneedtofollowtousethesystem.Thefollowinginformationshouldbeincludedintheseinstructions:

Detailedprocedurestoinitiatesystemoperation,includingidentificationofjobrequestformsorcontrolstatementsandtheinput’sfrequency,reason,origin,andmediumforeachtypeofoutput

Illustrationsofinputformats

Descriptionsofinputpreparationrules

Descriptionsofoutputproceduresidentifyingoutputformatsandspecifyingtheoutput’spurpose,frequency,options,media,andlocation

Identificationofallcodesandabbreviationsusedinth

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