User Guide Checklist

Use this checklist to write your User Guide. The checklist will help reviewers determine if the specifications meet the quality criteria and comply with development methodology requirements.

Download 4 MS Word User Guide Templates

General Information

  • System Overview – introduce the system at a high-level and its relationship to others, if necessary.
  • References – list reference materials used in preparation of this document.
  • Use Permission – provide warnings regarding unauthorized usage of the system and making unauthorized copies of data, software, reports, and documents, if applicable.
  • Points of Contact – identify the contacts that may be needed for informational and troubleshooting purposes.
  • Coordination – list any organizations or groups that require coordination between the project and its support function. Include a schedule for coordination activities.
  • Help Desk – provide email and phone numbers for emergency assistance
  • Organization of the User Guide – outline the major sections of the User Guide with a brief description of each section.
  • Acronyms and Abbreviations – list and describe the acronyms and abbreviations used in this document.
  • System Configuration – describe and depict graphically the equipment, communications, and networks used by the system.
  • Data Flows – describe or depict graphically, the overall flow of data in the system.
  • User Access Levels – describe the different users and/or user groups and the restrictions placed on system accessibility or use for each.
  • Contingencies – describe the continuity of operations in the event of emergency, disaster, or accident.  Explain what the effect of degraded performance will have on the user.
  • Logging On – describe the procedures to access the system.
  • System Menu – identify each system function under a separate header. Generate new subsections as necessary for each system function.
  • Provide a system function name and identifier here for reference in the remainder of the subsection.
  • Describe the menu items.
  • Log off and Exit System – describe the procedure to exit the system.

System Summary

Batch Processing

If relevant, describe each system function under a separate header.

  • Provide a system function name and identifier for reference in the remainder of the subsection
  • Describe the function with accompanying screenshots
  • Generate new subsections as necessary for each system sub-function
  • Describe all recovery and error correction procedures
  • Describe error conditions and corrective actions
  • Describe special actions the user must take to insure data is saved or procedures are executed properly

Input Procedures and Expected Output

Describing inputs procedures and expected outputs.

Querys

  • Describe ad hoc query capabilities provided by the system. Include query name or code the user would invoke to execute the query.
  • Develop detailed descriptions of the procedures necessary for file query including the parameters of the query and the sequenced control instructions to extract query requests from the database.
  • Describe all reports available to the end user.  If user is creating ad hoc reports with special formats, please describe here.
  • Provide instructions for executing and printing the different reports available.

Download 4 MS Word User Guide Templates