ࡱ> ikhmM Jbjbj== WWClffff ???*ALvA z2fBIIII5K X\wwwwDwxy$:{ Z}y^K"5K^^yiffIIyiii^4f8IIwi^wi is:uu?vIZB F 5?a+v ?v\y0z5v }e}?vi ffff EMBED Word.Picture.8  MAINTENANCE MANUAL Project or System Name U.S. Department of Housing and Urban Development Month, Year Revision Sheet Release No.DateRevision DescriptionRev. 05/30/00Maintenance Manual Template and ChecklistRev. 16/26/00Revisions in section 4.5 and 5.x.5, and 5.x.8Rev. 27/6/00Revisions in section 4.5Rev. 34/10/02Conversion to WORD 2000 format Maintenance Manual Authorization Memorandum I have carefully assessed the Maintenance Manual for the (System Name). This document has been completed in accordance with the requirements of the HUD System Development Methodology. MANAGEMENT CERTIFICATION - Please check the appropriate statement. ______ The document is accepted. ______ The document is accepted pending the changes noted. ______ The document is not accepted. We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based on our authority and judgment, the continued operation of this system is authorized. _______________________________ _____________________ NAME DATE Project Leader _______________________________ _____________________ NAME DATE Operations Division Director _______________________________ _____________________ NAME DATE Program Area/Sponsor Representative _______________________________ _____________________ NAME DATE Program Area/Sponsor Director MAINTENANCE MANUAL TABLE OF CONTENTS Page #  TOC \o "1-4" 1.0 GENERAL INFORMATION  GOTOBUTTON _Toc484949636  PAGEREF _Toc484949636 1-1 1.1 System Overview  GOTOBUTTON _Toc484949637  PAGEREF _Toc484949637 1-1 1.2 Project References  GOTOBUTTON _Toc484949638  PAGEREF _Toc484949638 1-1 1.3 Authorized Use Permission  GOTOBUTTON _Toc484949639  PAGEREF _Toc484949639 1-2 1.4 Points of Contact  GOTOBUTTON _Toc484949640  PAGEREF _Toc484949640 1-2 1.4.1 Information  GOTOBUTTON _Toc484949641  PAGEREF _Toc484949641 1-2 1.4.2 Coordination  GOTOBUTTON _Toc484949642  PAGEREF _Toc484949642 1-2 1.4.3 Help Desk  GOTOBUTTON _Toc484949643  PAGEREF _Toc484949643 1-2 1.5 Organization of the Manual  GOTOBUTTON _Toc484949644  PAGEREF _Toc484949644 1-2 1.6 Acronyms and Abbreviations  GOTOBUTTON _Toc484949645  PAGEREF _Toc484949645 1-2 2.0 SYSTEM DESCRIPTION  GOTOBUTTON _Toc484949646  PAGEREF _Toc484949646 2-1 2.1 System Architecture  GOTOBUTTON _Toc484949647  PAGEREF _Toc484949647 2-1 2.2 Security  GOTOBUTTON _Toc484949648  PAGEREF _Toc484949648 2-1 3.0 ENVIRONMENT  GOTOBUTTON _Toc484949649  PAGEREF _Toc484949649 3-1 3.1 Equipment Environment  GOTOBUTTON _Toc484949650  PAGEREF _Toc484949650 3-1 3.2 Storage Requirements  GOTOBUTTON _Toc484949651  PAGEREF _Toc484949651 3-1 3.3 Support Software Environment  GOTOBUTTON _Toc484949652  PAGEREF _Toc484949652 3-1 4.0 SYSTEM MAINTENANCE PROCEDURES  GOTOBUTTON _Toc484949653  PAGEREF _Toc484949653 4-1 4.1 Responsibilities  GOTOBUTTON _Toc484949654  PAGEREF _Toc484949654 4-1 4.2 Conventions  GOTOBUTTON _Toc484949655  PAGEREF _Toc484949655 4-1 4.3 Performance Verification Procedures  GOTOBUTTON _Toc484949656  PAGEREF _Toc484949656 4-1 4.4 Error Conditions  GOTOBUTTON _Toc484949657  PAGEREF _Toc484949657 4-1 4.5 Maintenance Procedures  GOTOBUTTON _Toc484949658  PAGEREF _Toc484949658 4-1 4.5.x [Maintenance Procedure Name]  GOTOBUTTON _Toc484949659  PAGEREF _Toc484949659 4-2 5.0 SOFTWARE UNIT MAINTENANCE PROCEDURES  GOTOBUTTON _Toc484949660  PAGEREF _Toc484949660 5-1 5.1 Consolidated Unit List  GOTOBUTTON _Toc484949661  PAGEREF _Toc484949661 5-1 5.x [Software Unit Identifier]  GOTOBUTTON _Toc484949662  PAGEREF _Toc484949662 5-1 5.x.1 Description  GOTOBUTTON _Toc484949663  PAGEREF _Toc484949663 5-1 5.x.2 Functions  GOTOBUTTON _Toc484949664  PAGEREF _Toc484949664 5-1 5.x.3 Input  GOTOBUTTON _Toc484949665  PAGEREF _Toc484949665 5-1 5.x.4 Processing  GOTOBUTTON _Toc484949666  PAGEREF _Toc484949666 5-1 5.x.4.1 Initiation Procedures  GOTOBUTTON _Toc484949667  PAGEREF _Toc484949667 5-1 5.x.4.2 Core Processing Procedures  GOTOBUTTON _Toc484949668  PAGEREF _Toc484949668 5-1 5.x.4.3 Branching Conditions  GOTOBUTTON _Toc484949669  PAGEREF _Toc484949669 5-2 5.x.4.4 Restrictions  GOTOBUTTON _Toc484949670  PAGEREF _Toc484949670 5-2 5.x.4.5 Exit Requirements  GOTOBUTTON _Toc484949671  PAGEREF _Toc484949671 5-2 5.x.4.6 Communications  GOTOBUTTON _Toc484949672  PAGEREF _Toc484949672 5-2 5.x.4.7 Output  GOTOBUTTON _Toc484949673  PAGEREF _Toc484949673 5-2 5.x.4.8 Unique Features  GOTOBUTTON _Toc484949674  PAGEREF _Toc484949674 5-2 5.x.5 Data Structures  GOTOBUTTON _Toc484949675  PAGEREF _Toc484949675 5-2 5.x.6 Verification Procedures  GOTOBUTTON _Toc484949676  PAGEREF _Toc484949676 5-2 5.x.7 Listings  GOTOBUTTON _Toc484949677  PAGEREF _Toc484949677 5-3 5.x.8 Interfaces  GOTOBUTTON _Toc484949677  PAGEREF _Toc484949677 5-3 6.0 DATABASE MAINTENANCE PROCEDURES  GOTOBUTTON _Toc484949678  PAGEREF _Toc484949678 6-1 6.x [Database Identifier]  GOTOBUTTON _Toc484949679  PAGEREF _Toc484949679 6-1 6.x.1 General Characteristics  GOTOBUTTON _Toc484949680  PAGEREF _Toc484949680 6-1 6.x.1.1 Permanency  GOTOBUTTON _Toc484949681  PAGEREF _Toc484949681 6-1 6.x.1.2 Storage  GOTOBUTTON _Toc484949682  PAGEREF _Toc484949682 6-1 6.x.1.3 Restrictions  GOTOBUTTON _Toc484949683  PAGEREF _Toc484949683 6-1 6.x.2 Organization and Detailed Description  GOTOBUTTON _Toc484949684  PAGEREF _Toc484949684 6-1 6.x.2.1 Structures  GOTOBUTTON _Toc484949685  PAGEREF _Toc484949685 6-1 6.x.2.2 Elements  GOTOBUTTON _Toc484949686  PAGEREF _Toc484949686 6-1 6.x.2.3 Expansion  GOTOBUTTON _Toc484949687  PAGEREF _Toc484949687 6-2 6.x.2.4 Contingencies  GOTOBUTTON _Toc484949688  PAGEREF _Toc484949688 6-2 6.x.2.5 Partitioning  GOTOBUTTON _Toc484949689  PAGEREF _Toc484949689 6-2  1.0 GENERAL INFORMATION NOTE TO AUTHOR: Highlighted, italicized text throughout this template is provided solely as background information to assist you in creating this document. Please delete all such text, as well as the instructions in each section, prior to submitting this document. ONLY YOUR PROJECT-SPECIFIC INFORMATION SHOULD APPEAR IN THE FINAL VERSION OF THIS DOCUMENT. The Maintenance Manual presents information on the system. It is written for personnel who are responsible for the maintenance of the system and who need to understand the operating environment, security, and control requirements. It describes the programs in technical detail to assist the maintenance programmer. GENERAL INFORMATION 1.1 System Overview Major functions performed by the system Describe the architecture of the system in non-technical terms (e.g., client/server, web-based, etc.) User access mode (e.g., graphical user interface) Responsible organization System name or title System code System category: Major application: performs clearly defined functions for which there is a readily identifiable security consideration and need General support system: provides general ADP or network support for a variety of users and applications Operational status: Operational Under development Undergoing a major modification General description System environment or special conditions 1.2 Project References Provide a list of the references that were used in preparation of this document in order of importance to the end user. 1.3 Authorized Use Permission Provide a warning regarding unauthorized usage of the system and making unauthorized copies of data, software, reports, and documents, if applicable. If waiver use or copy permissions need to be obtained, describe the process. 1.4 Points of Contact 1.4.1 Information Provide a list of the points of organizational contact (POCs) that may be needed by the document user for informational and troubleshooting purposes. Include type of contact, contact name, department, telephone number, and e-mail address (if applicable). Points of contact may include, but are not limited to, development/maintenance POC and operations POC. 1.4.2 Coordination Provide a list of organizations that require coordination between the project and its specific support function (e.g., installation coordination, security, etc.). Include a schedule for coordination activities. 1.4.3 Help Desk Provide help desk information including responsible personnel phone numbers for emergency assistance. 1.5 Organization of the Manual Provide a list of the major sections of the Maintenance Manual (1.0, 2.0, 3.0, etc.) and a brief description of what is contained in each section. 1.6 Acronyms and Abbreviations Provide a list of the acronyms and abbreviations used in this document and the meaning of each. 2.0 SYSTEM DESCRIPTION SYSTEM DESCRIPTION 2.1 System Architecture Provide a description of the system, subsystems, communications, etc., in terms of their overall relationships. Accompany the description with a graphic representation that depicts the interrelationships of the major components of the system. Show the communications network for systems that are networked or that support distributed processing. 2.2 Security Present a discussion of the security considerations associated with the system. 3.0 ENVIRONMENT ENVIRONMENT This section defines the general characteristics of the system. 3.1 Equipment Environment Describe the equipment configuration. 3.2 Storage Requirements Describe the amount and types of storage required to operate the system, the broad parameters of the storage locations and resources that are required, and any algorithms used to determine that amount. 3.3 Support Software Environment List the support or special purpose software used by the system including DBMS utility software and CM software. Identify the current version or release number under which the system is being maintained. 4.0 SYSTEM MAINTENANCE PROCEDURES SYSTEM MAINTENANCE PROCEDURES This section provides information about the specific procedures necessary for the programmer to maintain the collective software units that make up the system. 4.1 Responsibilities Identify the organizations and personnel responsible, including telephone numbers and email addresses, for system maintenance. 4.2 Conventions Explain rules and conventions that have been used within the system and database. Include information such as the following: Design of mnemonic identifiers and their application to the labeling of software units, sub-units, data structures, data elements, storage areas, etc. Describe provisions for unique naming or renaming at different sites if contingency processing at alternate sites requires separation of the resources named by the identifiers Procedures and standards for graphic representations, listings, abbreviations used in statements and remarks, and symbols appearing in charts and listings The appropriate standards, fully identified, may be referenced in lieu of a detailed outline of conventions Standard data elements and related features 4.3 Performance Verification Procedures Identify the procedures necessary to verify the performance of the system. 4.4 Error Conditions Provide a consolidated list of all error messages produced by the software. Include an identification of the error, a description of the error, an explanation of the source of the error and recommended methods to correct the error. 4.5 Maintenance Procedures This section provides a detailed description of system maintenance procedures, which may include utilities, verification methods, and other procedures necessary to maintain the system input-output components (such as the database) or to perform special maintenance runs. Each procedure should be under a separate section header, 4.5.1 - 4.5.x. 4.5.x [Maintenance Procedure Name] Provide a maintenance procedure identifier here for reference in the remainder of the subsection. Describe the maintenance procedure and appropriate sequencing for setting up, running, and terminating it. 5.0 SOFTWARE UNIT MAINTENANCE PROCEDURES SOFTWARE UNIT MAINTENANCE PROCEDURES This section provides a detailed description of maintenance procedures for each software unit. 5.1 Consolidated Unit List Provide the consolidated software unit list. Each software unit in the following sections should be under a separate section header, 5.2 - 5.x. 5.x [Software Unit Identifier] Identify and describe the system software unit. 5.x.1 Description Provide detailed characteristics of the software unit and its relationship to other software units. 5.x.2 Functions List and describe the functions being performed by the software unit. 5.x.3 Input Identify and describe the input, if applicable. Include the following information: Input data format (data record layout) Source and medium of each type of input 5.x.4 Processing 5.x.4.1 Initiation Procedures Describe the initiation procedures, such as software calls and parameters, as well as job control statements. 5.x.4.2 Core Processing Procedures Describe the core processing procedures of the software unit. Include descriptions of input acceptance, accessing a database, decision points, and output production. 5.x.4.3 Branching Conditions Describe major branching conditions provided in the software unit. 5.x.4.4 Restrictions Describe restrictions that have been designed into the system with respect to the operation of this software unit, such as any limitations on the use of the software unit and any timing requirements. 5.x.4.5 Exit Requirements Describe exit requirements concerning termination of the operation of the software unit. 5.x.4.6 Communications Describe communications or linkage to the next logical software unit. 5.x.4.7 Output Describe output produced by the software unit for use by related software units. 5.x.4.8 Unique Features Describe any unique features for executing the software unit code, such as diagnostic modes that are not described in the Users Manual, End Users Manual or System Operations Manual. 5.x.5 Data Structures List data structures described in the next section, used within the software unit, if applicable. If the data description of the software unit provides sufficient information, the software listing may be referenced to provide some of the information. Include at a minimum, the following types of information: Structure name, label, or symbolic name Purpose Other software units that use this data structure Logical divisions within the data structure Data structure description access paths (these may be represented graphically) 5.x.6 Verification Procedures Describe the requirements and unique procedures necessary to verify the performance of the software unit. 5.x.7 Listings Provide a reference to the location of the software listing. Comments appropriate to particular instructions may be included to understand and follow the listing. 5.x.8 Interfaces Describe the software unit interfaces with other software units. 6.0 DATABASE MAINTENANCE PROCEDURES DATABASE MAINTENANCE PROCEDURES This section provides the information necessary to maintain the databases of the system. Each database maintenance procedure should be under a separate section header, 6.1 6.x. 6.x [Database Identifier] Specify the database name and mnemonic ID reference. List the software units using the database. Include a complete description of the purpose and content of each database used by the system, including security considerations. Specify the database structure (e.g., relational, object-oriented, flat file). 6.x.1 General Characteristics Provide the logical and physical schemas for the database (reference location). 6.x.1.1 Permanency Document whether the database contains static data that a software unit can reference, but may not change, or dynamic data that may be changed or updated during system operation. Indicate whether the change is periodic or random, as a function of input data. 6.x.1.2 Storage Specify the media for the database and the amounts of storage required. 6.x.1.3 Restrictions Explain any limitations on the use of the database by the software units in the system. 6.x.2 Organization and Detailed Description This section identifies and defines the internal architecture of the database. 6.x.2.1 Structures Document the physical records. Identify the structure parts, such as control segments (keys) and the body of the record (physical storage schema). 6.x.2.2 Elements Identify each element in the structure, and if necessary, explain its purpose. Include for each segment the following items: Labels: Indicate the label assigned to reference each element. Size: Indicate the length and number of characters/bits that make up each data element. 6.x.2.3 Expansion Document provisions, if any, for adding to the structure. 6.x.2.4 Contingencies Document provisions, if any, for extracting subsets of the database to permit operation in degraded modes or at alternate sites. 6.x.2.5 Partitioning Document where the database physically resides. 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