Project Documentation Standards - User Manual

User Manual

Aamir Siddiqui

Shaishiv

George Maslennikov

Ryan O’Malley

Fall 2002

Table of Contents

User Manual 1

1. Introduction 1

1.1. Purpose 1

1.2. Scope of Project 1

1.3. Glossary 2

1.4. References 3

1.5 Overview of Document 3

2. Instructional Manual 3

2.1. Normal System Usage 4

2.2. Unusual Events 12

3. User Reference Manual 13

3.1. Listing of Services 13

3.2. Error Messages and Error Recovery 13

4. Installation Information 14

User Manual

1. Introduction

1.1. Purpose

This document will provide guidance for users of the Googolplex Library System. This system is resident on a remote web server, accessible by any machine with an internet connection and web browser.

User documentation is about finding the best way of putting across technical information in a non-technical way to non-technical people. The user of this system will be Librarian and the online user only on campus.

This document will help the user needs to learn about the software (i.e. tutorials and introductory manuals).

1.2. Scope of Project

The Googolplex Library System is designed to aid Librarians, staff, faculty and students whose needs tend to differ greatly from students to the librarians. As the stack of holdings is huge and often complex, users are often unsure whether the holdings are available in the library or not, and the librarian who wants to manage holding information and view the patron’s information. This product provides a thorough examination of current holding information and the user’s account. As of the current stage of production, this product will not hold 2000 holdings.

A login screen prompts for a user name and password, and then grants access to the system as either patron or librarian, based upon login.

The Library system consists of the data archive, summary information, access programs and computer. The Library is supposed to contain about 2000 holdings that include books, CD-ROMs, journals, and on-line electronic books. The users of the library are librarian, faculty, staff, and students at the University. Library system will allow users to search for holdings by title, author name, ISBN number, and/or call number. The users will be able to search for holdings according to one or more of those criteria. Since the system is available on-line, users can find the holding they are interested in without leaving their office or dorm room.

Readers are assumed to have a login on the database of Googolplex Library System. The computer is accessible on the internet; login procedures are described in Appendix 3.1

1.3. Glossary

Web – World Wide Web

Menu – Displayed screen on the monitor

Cancel – Exit without any change

Summit – Forward the data with command to database

Remove – Take data out of database

Fields – Area’s to enter data

PDF – Portable Digital files, they are cross-platform files

Button - an object in an html form, which performs an action, as, encoded in the form

Check – act of testing or verifying

Click – pointing mouse pointer over a link or a button and pressing the mouse button

Client - the person using the system

Database - an implementation for storing large amounts of data

Display – a setting or presentation of something on a computer screen

Error – an act that through deficiency or accident departs from or fails to achieve what should be done

Error Message – a message that indicates an occurrence of an error

Exist – an item is currently on the system

Logout - exit the system

Message – electronic correspondence between a user and a computer

Modify - to change information stored in a database

Password – a sequence of characters required for access to a computer system

Receive – to acquire possession of something

Request – to ask a computer to perform an operation

Requirement Definition – short description of what the system is supposed to do

Requirement Specification – detailed description of what the system is supposed to do

Server - A computer that serves files and/or shared resources to other computers that request them

Submit – entering information into a computer system

System - the new scheduling software described in this document

Title – the official name of something

User - see client

User ID – a name under which a user is recognized on the system

Valid Login – username and password is accepted by the system, and a user is granted the access into the system

Validation – checking if the user’s username and password are correct

Verification – checking if the user is allowed to access the system, and the user level.

Electronic Holding – See PDF

1.4. References

1. Software Requirements Specification, http://www.cs.scranton.edu/~bi/2002f-html/se516/team1-srs.doc

2. Software Design Description, http://www.cs.scranton.edu/~bi/2002f-html/se516/team1-sdd.doc

3. Implementation, http://www.cs.scranton.edu/~bi/2002f-html/se516/team1-coding.doc

4. Test Plan, http://www.cs.scranton.edu/~bi/2002f-html/se516/team1-test.doc

1.5 Overview of Document

The remainder of these web pages contains a thorough instruction manual detailing the system, including a guide to proper usage in a simplified language. The final section is an error section, in the event that the system reacts in an unusual way to any command issued to it.

2. Instructional Manual

This system will be a stand-alone system available on-line but only for users on campus. This instruction is for Librarian. The instruction manual assumes that the user is familiar with using a web browser to view html (web-based) documents. In order to access the system, a user must type in the correct URL. Upon successful connection, user ID and password text boxes will be displayed. Once logged in, a dynamic main menu will appear, containing different options for either other patrons including students, faculty or staff or librarian.

2.1. Normal System Usage

Once on the website the user is presented with the Login Menu.

2.1.1 Login Menu

1. Enter the correct web site address,

2. Enter User ID and Password (given to user by the University),

3. Then select Login Button.

As shown below with example;

2.1.2 Welcome Menu

Welcome Menu is the default page. When we exit out of any Librarian Menu, it will come to this page. As shown below with example;

2.1.3 Add New User

1. Select Add New User from the Librarian menu (in blue),

2. Enter all the necessary fields under “General information” taken from the User,

3. Enter all the fields (by Librarian) under “Account information”

4. Then select Submit Button, or Cancel Button.

As shown below with example;

2.1.4 Remove User

1. Select Remove User from the Librarian menu (in blue),

2. Enter User ID,

3. Then select Remove Button, or Cancel Button.

As shown below with example;

2.1.5 Modify User

1. Select Modify User from the Librarian menu (in blue),

2. Enter User ID,

3. The system will display all the information in about the selected user,

4. Re-enter the information if desired,

5. Then select Submit Button, or Cancel Button.

As shown below with example;

2.1.6 View User Account

1. Select View User Account from the any user menu (in blue),

2. Enter User ID,

3. The system will display all the information in about the selected user,

As shown below with example;

2.1.7 Change User’s Password

1. Select Change User’s Password from the any user menu (in blue),

2. Enter User ID, New Password and Re-enter Password

3. Then select Change Button.

As shown below with example;

2.1.8 Add New Holding

1. Select Add New Holding from the Librarian menu (in blue),

2. Enter all the fields to add (by Librarian)

3. Then select Submit Button, or Cancel Button.

As shown below with example;

2.1.9 Remove Holding

1. Select Remove Holding from the Librarian menu (in blue),

2. Enter Holding ID,

3. Then select Remove Button, or Cancel Button.

As shown below with example;

2.1.10 Modify Holding

1. Select Modify Holding from the Librarian menu (in blue),

2. Enter Call Number,

3. Enter all the fields to modify (by Librarian)

4. Then select Save Button, or Cancel Button.

As shown below with example;

2.1.11 Search for Holding

1. Select Search for Holding from any user menu (in blue),

2. Enter required fields to search, for example either ISBN or title or author or all (by Librarian)

3. Then select Search Button, or Cancel Button.

As shown below with example;

4. Search Result displays (below) with example;

5. New Search Button will go to Step 3

2.1.12 Check Out Holding

1. Select Check Out Holding from the Librarian menu (in blue),

2. Enter Call Number and User ID (by Librarian)

3. Then select Check Out Button, or Cancel Button.

As shown below with example;

2.1.13 Check In Holding

1. Select Check In Holding from the Librarian menu (in blue),

2. Enter Call Number and User ID (by Librarian)

3. Then select Check In Button, or Cancel Button.

As shown below with example;

2.1.14 Log Out

1. Select Log Out from any user menu (in blue),

2. System takes us back to 2.1.1 Login Menu.

As shown below with example;

2.2. Unusual Events

2.2.1. Mysterious system crash or freezes? Restart your system, if still same problem then call your in-house computer repair center.

2.2.2. Error Messages? Refer to 3.2, but if this error is not in the list then call your in-house computer repair center.

2.2.3. Web browser problems? Try to re-start, or re-install your application, if problem persists then call your in-house computer center.

2.2.4. Web connection? This event is a hardware issue concerning the local area network. Check your Internet connection, and if problems persist contact the network administrator or ISP.

2.2.5. Application not found to run PDF file? Download Acrobat Reader from Adobe.com

2.2.6. Crazy slow typing? Something opens in the background or web connection slow. Try to re-start.

3. User Reference Manual

3.1. Listing of Services

Welcome Menu page 3

Add New User page 3

Remove User page 4

Modify User page 4

View User Account page 5

Change User’s Password page 5

Remove Holding page 6

Modify Holding page 6

Search for Holding page 7

Check Out Holding page 8

Check In Holding page 8

Log Out page 8

3.2. Error Messages and Error Recovery

Problem: “electronic holding” does not exist

Solution: The electronic holding is uploaded by Librarian. It is possible however that the file could be temporarily moved or unavailable. Under these

circumstances, search your computer using search utility.

Problem: “electronic holding” Invalid Format

Solution: If an error occurs while loading from server, the PDF file could be in an invalid format. These circumstances are sometimes due to data loss over a bad connection. The user will receive a message saying that the “File can’t be open”. Download it again.

Problem: Invalid Login

Solution: If a user uses an invalid login the system will return to the login screen, with a message explaining that the login is invalid. The user can then re-enter their username and password. But if the invalidation continues then check with your Librarian

Problem: User Does Not Exist in the System

Solution: The Student List is created and maintained by University. It is possible however that the name of the user could be temporarily moved or unavailable due to certain reasons. Under these circumstances, the user is assumed to contact the university.

Problem: Librarian accidentally deleted the User

Solution: Librarian will be prompted to make sure if S/he is deleting the desired person if still deletes the person then Re-enter through Add New User (3.1.2)

Problem: User Password can’t be changed

Solution: Make sure that you enter the same password in both fields (Password and Re Enter Password), ref to 2.1.7

Problem: Tried to save but it doesn’t save?

Solution: Exit out of the system, re-enter. Try it again, if still problem, call the system administrator.

Problem: Search gives out different results?

Solution: Make sure all the fields are filled out according to the search.

Problem: System doesn’t logout?

Solution: Make sure you are in Welcome Screen, and then try it from there to logout. If still can’t logout then close the browser.

4. Installation Information

This product will be uploaded to a remote web server by the web server administrator, and the source code will be updated whenever necessary. The holding information and user account will be created and managed by the Googolplex Librarian. The Web browser has to be installed on the system, with Acrobat Reader.