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    As a project leader, you’re often juggling tasks, from convincing stakeholders of your team’s work to solving technical issues when key personnel are unavailable. The common problem here is poor software documentation. Let’s address that.

    What is Software Documentation?

    Software documentation consists of documents detailing a software system’s purpose, architecture, and functionality. It serves as a shared reference for developers, stakeholders, and end-users to understand how to develop, deploy, and use the product.

    The main categories are:

    1. Software Development Documents: Include technical specifications, reference architectures, API documents, and troubleshooting guides. These are essential for developers to create software and for users to operate it.

    2. Software Project Documentation: Include project plans, design documents, test cases, and schedules. These guide the project through its lifecycle stages.

    Both types are crucial for a smooth project start and successful delivery. As Rory Burke noted in ‘Project Management Techniques,’ good documentation helps establish a solid structure for managing time, cost, resources, and human behavior in complex projects.

    Why Documentation is Important in Software Development

    Creating program documentation is fun…said no project leader ever. Especially, when the circumstances press for fast action. But doing the initial grunt work saves you more time at the later project stages. CERNfound that software engineering teams usually spend 27% of their time on understanding the project and then another 33% on reworking the existing program. Why? Because supporting project documentation was inadequate, not detailed enough, or outdated.

    Documentation is Important in Software Development

    Source: CERN

    Comprehensive software project documentation saves time and effort by avoiding architecture revisions, realigning roadmaps, and managing changes. It also enables all stakeholders to better manage expectations with accurate estimates of costs, time, and resources.

    It Helps Establish a Strong Project Vision and Scope

    Creating a strong project vision and scope is crucial. The project vision statement clarifies why the project is being undertaken, its relevance, and its importance to the business. This statement is the initial step in forming software requirements documentation, outlining key goals and planned actions.

    Understanding the purpose behind the project facilitates defining its scope, which sets the parameters for what will be achieved within a specified timeframe. A comprehensive project scope encompasses the project’s rationale, deliverables, and success metrics.

    Both the project vision statement and scope aid in garnering stakeholder support, managing expectations, and enhancing software requirements documentation.

    It Helps Implement Effective Project Management

    When you have a clear list of deliverables, paired with detailed system specifications and business requirements, you can break these down into individual project phases and specific activities for each phase.

    If you use the Agile methodology (like we do at UITC!), these will look like a set of Sprints and a set of prioritized product features for each. To avoid going into too many details on project management, let’s just say that without accurate software development documentation, your plans will be way beyond the schedule in the best case and fully detached from reality in the worst.

    Remember: 35% of projects are considered a failure because they didn’t meet end-users’ expectations due to vague specifications, lack of clear need, or high ambiguity.

    It Promotes Ongoing Knowledge Management

    It facilitates ongoing knowledge management. In the development phase, documentation serves as a definitive reference for engineering, design, and QA teams. When deliberating on decisions like the ideal query engine for data analytics or custom integrations for ecommerce, referencing specs resolves disputes and guides optimal solutions.

    In later stages, detailed documentation aids in prioritizing features and ensuring platform scalability. Understanding the system’s original design and decision-making process reduces the need for code reengineering and minimizes concerns about security oversights. Centralizing all software knowledge in one place streamlines access to up-to-date, precise information.

    It Improves Quality and Process Control

    Software engineering documentation enhances quality and process control by providing clarity and consistency. It helps teams understand processes and maintain best practices like “Don’t Repeat Yourself” and “Once and Only Once”. With clear guidelines, teams avoid unnecessary repetition, ensuring efficiency and adherence to quality standards. This allows for creativity where needed while maintaining consistency and quality throughout the development process.

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    5 Main Software Documentation Types

    Software documentation facilitates knowledge transfer to other teams, such as your operations unit or an external development team supporting the product. It serves as a reference for understanding the codebase, dependencies, and system integrations, reducing reliance on individual contributors for support and maintenance.

    Although we often refer to “documentation” as singular, a typical software project involves various types of documents: program documentation, software requirements specifications (SRS), IT service contracts, software engineering documents, and user documentation.

    Project documentation sets the foundation for the project by describing the business case, risks, constraints, and change management procedures. Comprehensive product documentation typically includes:

    1. Software Development Plan (SDP):

    Outlines the project’s approach, methodologies, resources, and timelines, including milestones, dependencies, estimated timelines, and resource allocation for each phase.

    2. Communication Plan:

    Establishes communication channels, schedules, and procedures for reporting or issue escalation.

    3. Risk Management Plan:

    Identifies potential risks and constraints and details risk management and mitigation strategies.

    4. Change Management Documents:

    Define procedures for initiating changes to project scope, requirements, or implementation processes.

    These documents are typically created internally by a project management office (PO), with involvement from a business analyst or in collaboration with a software development vendor.

    Software Requirements Specifications (SRS) Document

    The Software Requirements Specifications (SRS) document outlines the behavior, features, and performance standards for software development. It includes:

    1. Business Requirements: Summarizes project goals and expected commercial outcomes.

    2. Functional Requirements: Describes software features and behaviors in technical terms, often using use cases, user stories, and standard flows.

    3. Non-functional Requirements: Specifies security, reliability, and usability metrics, such as storage capacity or data encryption methods.

    A comprehensive SRS document details each feature and quality aspect to ensure the final product meets objectives and user needs effectively.

    IT Service Contracts

    IT service contracts are essential when partnering with external software development teams. These contracts ensure fair collaboration by outlining mutual obligations and terms. At United IT Consultants, we recommend three signed documents:

    1. Non-disclosure agreement (NDA): Facilitates transparent discussions while protecting sensitive corporate information.

    2. Master Service Agreement (MSA): Defines the scope of services and project roles for both parties, serving as a preliminary agreement open to further discussion.

    3. Statement of Work (SoW): Legally commits the vendor to deliver specified work, often including software requirements and project details like timelines, team roles, deliverables, and budget.

    Software Engineering Documentation

    Software engineering documentation encompasses all knowledge generated before and during a project’s development. It explains a system’s behavior, quality attributes, and essential parameters for operation, maintenance, or expansion.

    Common examples include:

    1. Technical Design File (Reference Architecture): Offers a conceptual framework and component overview, detailing structures, relationships, and integrations.

    2. Test Plan: Lists procedures, strategies, and objectives for ensuring software performance.

    3. Code Documentation: Captures functionality, logic, and implementation details of system components.

    4. API Documentation: Provides information on endpoints, methods, authentication, response formats, and error handling.

    5. Security Documentation: Describes data and user safety measures and protocols.

    6. Release Notes: Summarizes changes, updates, bug fixes, and new features in a software release.

    Thorough documentation enhances knowledge sharing among teams, reducing misunderstandings. Engineers use it to clarify requirements and understand decisions better.

    External Software Documentation

    External software documentation is what end-users use to understand a product’s features and troubleshoot issues. This includes:

    1. User Manuals: Provide step-by-step instructions and diagrams for maximizing product functionality.

    2. Technical Guides: Aimed at tech-savvy users, these documents offer details for fine-tuning, debugging, or extending product capabilities.

    Clear external documentation reduces the learning curve for users, ensuring they get the most value from the product. This leads to faster adoption and increased user satisfaction, aligning with common project goals.


    Software documentation is crucial for effective knowledge sharing within your company. Having a centralized reference point is essential for understanding the rationale behind decisions.

    To foster a culture of robust documentation, allocate time at the project’s outset to gather, analyze, and organize requirements. Translate these into user stories and flows for your product backlog. Throughout development, prioritize creating and updating software engineering documentation, and ensure alignment with initial requirements through cross-validation.

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