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Grade
9

TLE- ICT
COMPUTER PROGRAMMING I
QUARTER 4 – MODULE 4

DOCUMENTATION TOOLS
 What Do You Need To Know?

I. INTRODUCTION
In this module, we are going to recognize the purpose of documentation and identify the use of
the following documentation tools:
- Word processing software
-Visio
-Smart draw
-CASE tools
II. MODULE CONTENT
Reliable documentation plays a big and essential role in programming. The existence of
documentation allows the programmer to keep himself on track regarding the various features
involved in the application process and generally provides a software product that is in good
quality and satisfies all of the software standards. There are three main ideas why reliable
documentation is necessary in programming; it is used in developing the software project,
maintaining the good quality of the software project, and providing information to other software
developers. The documentation should be valid in order for the information about the software to
be accessible to both the developer and the user. This helps the user to understand the process
more effectively and decreases support costs.

DOCUMENTATION TOOLS
1. Word processing software
Word processing software are computer programs that let the user to input, edit, format
and output text presented in a virtual document on a computer screen which can be printed or
sent electronically. Microsoft Word and Google Docs are two of the most common word
processing software applications.
2. Microsoft Visio
Microsoft Visio is a software tool used in creating simple diagrams as well as complex
diagrams and vector graphics. It has built-in templates and symbols that enable the user to
virtually create detailed diagrams such as flowcharts, organizational charts, Gantt charts, floor
plans, mind maps, infographics, network diagrams and more.

VISIO FILE FORMAT

• .VSD (Visio Drawing): This file extension is associated with Visio binary file format. It is
used for storing flowcharts and diagram document files.
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 • .VSS (Visio Stencil): This file extension is associated with Microsoft Visio. The file
contains smart shapes (stencils). The file is in binary Visio document format.
• .VST (Visio Template): The VST file extension is associated with Microsoft Visio
templates.
• .VDW (Visio Web drawing): The VDW extension is associated with Microsoft Office
Visio. It contains web drawing which is created in Microsoft Office Visio.
Applications of Microsoft Visio
Below are the essential applications and functions of Microsoft Visio:
USAGE DESCRIPTION
Business Process Diagram Visio lets you illustrate the business process.

Organization Charts These charts are commonly used in illustrating the diagram for your
business.
Brainstorming Diagram Brainstorming diagram allows you to document and improve any group of
associated concepts, ideas, and information such as techniques and
strategies in your business, framework, proceedings, minutes of meetings,
etc.
Building Plan This feature allows you to construct precise and exact building plans. It
also supplies details and an elevated view of walls, doors, windows, and
furniture.
Flowchart Flowchart can be used to document, analyze a process and standardize
the process to become effective, efficient, and high quality. It is also used
for coaching or comprehending the various parts of the organization.
Analysis Visio offers focus approach to create professional Data Flow Diagrams
(DFDs) for all types of project.
In business Visio allows the user to draw a Business Process Modeling and Notation
(BPMN). This is used to target participants and stakeholders involved in
the business process.
In Chemical Engineering Visio allows you to draw a Process Flow Diagram (PFD) – a kind of
flowchart that shows and discusses the relevance between various
components at an industrial plant.

3. SmartDraw
It is one of the diagram tools and a visual processor that can be used in creating and constructing
flowcharts, organizational charts, mind maps, project charts, and other essential business visuals.

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It has two different versions: an application available online and a downloadable application for
Windows desktop. SmartDraw is the most common alternative application that can be used
instead of Visio and is only compatible with the Windows Operating Systems (OS).
SMARTDRAW FILE FORMAT
The following file extensions are specific to SmartDraw:

• .SDR (SmartDraw Documents) - a binary file format used for saving SmartDraw
documents.
• .SDT(SmartDraw Templates)- a binary file format used for saving SmartDraw reusable
document templates.
• .SDL (SmartDraw Libraries) - a binary file format used for saving symbol libraries in
SmartDraw.
• .SCZ (SmartDraw Collections) - a binary file format used for saving SmartDraw
collections.
4. CASE tools
Computer-Aided Software Engineering (CASE) tools are set of software applications that provide
automated support for software development process. The implementation of computer-aided
tools ensures defect-free and high-quality software. The use of CASE tools speeds up the
development of the software project to produce desired result and helps discover errors before
moving to the next stage in software development. These tools are usually used by software
project managers, analysts, and engineers in developing software system.

TYPES OF CASE TOOLS

The following are some of the CASE tools available in simplifying various stages of SDLC:
Diagram Tools are used to represent system components, data, and control flow among various
software components and structure in a graphical form. For example, Flow Chart Maker tool for
creating state-of-the-art flowcharts.
Process Modeling Tools are used to help managers in choosing or modifying process models
as per requirement of the software product. The process modeling is a method of creating
software process model used in developing any software product. An example of a process
modelling is the EPF composer.
Project Management Tools
These are used for project planning, cost and effort estimation, project scheduling and resource
planning. Project management tools help in storing and sharing project information in real-time

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throughout the organization. Examples of project management tools are: Creative Pro Office, Trac
Project, and Basecamp.
Documentation Tools are used in generating documents for technical users and end users of
the system. Installation manual and training manual are examples of technical user documents.
A user manual is an example of an end user document which describes the functionality and how-
to of the system. Examples of documentation tools are Doxygen, DrExplain, and Adobe RoboHelp
for documentation.
Analysis Tools are used to help in gathering requirements, automatically check for any
inconsistency, inaccuracy in diagrams, or data redundancies. For example, accept 360, Accompa,
CaseComplete for requirement analysis, and Visible Analyst for total analysis.
Design Tools are used by software designers to design the block structure of the software. It
provides detailing of each module and interconnections among modules. For example, Animated
Software Design.
Programming Tools are used in providing comprehensive aid in building software product and
include features for simulation and testing. Programming tools consists of programming
development like Integrated Development Environment (IDE) such as Eclipse.
Prototyping Tools
A software prototype is a simulated version of the intended software product. Prototype provides
initial look and feel of the product and simulates few aspects of actual product. Prototyping tools
help developers to build rapid prototypes based on existing information. With its built-in graphical
libraries, it can create hardware independent user interfaces and design. Examples are Serena
prototype composer and Mockup Builder.
Web Development Tools
These are used for assistance in designing web pages with all allied elements like forms, text,
script, graphic, and so on. Web tools also provide live preview of what is being developed and
how will it look after completion. For example, Fontello, Adobe Edge Inspect, Foundation 3, and
Brackets.

Listed below are the best practices for writing documentation from
guides.lib.berkeley.edu/how-to-write-good-documentation:
1. Include A README file that contains

o A brief description of the project

o Installation instructions
o A short example/tutorial

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 2. Allow issue tracker for others
3. Write an API documentation An example for code documentation.

o What a function do
o What the function's parameters or
arguments are
o What a function returns
4. Document your code
5. Apply coding conventions, such as file
organization, comments, naming conventions,
programming practices, etc.
6. Include information for contributors
7. Include citation information
8. Include licensing information
9. Link to your e-mail address at the end
10. List all the version of the files along with the
major edits you did in each version

An important tip: Naming files should be descriptive and consistent!

III. ACTIVITIES

A. TRUE OR FALSE
Directions: Write T if the statement is TRUE, otherwise write F. Write your
answer on a separate sheet of paper.

1. Software documentation is not required in any software development process.

2. The documentation should be valid for the information about the software to be accessible to
both the developer and the user.
3. Microsoft World and Goggle Docs are two of the most common word processing software
applications.
4. .VST is a binary file format used for saving SmartDraw reusable document templates.
5.. SDL is a binary file format used for saving symbol libraries in SmartDraw.
6. Brainstorming diagram allows you to document and improve any group of associated
concepts, ideas, and information.
7. Visio allows the user to draw a Business Process Modeling and Notation.
8. Flowcharts can also be used for coaching or comprehending various parts of the
organization.
9. SmarkDraw is the most common alternative application to Visio.

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10. Visio offers focus approach to create professional Data Flow Diagrams for all types of
project.
11. List only the latest version of your files in your documentation.
12. Documentation should not only be written by technical writers.
13. Users can also be developers.
14. Documentation is one of the most important parts of a software project.
15. User manual describes the functionality and how-to of a software system.

B. Identify the CASE tool being described in each item. Write your answer on a separate sheet
of paper.
1. A type of CASE tools used to help gather requirements, automatically check for any
inconsistency, inaccuracy in diagrams or data redundancies.
2. A type of CASE tools used in generating documents for technical users and end users of the
system.
3. These are tools used to create hardware independent user interfaces and design.
4. A type of CASE tools used to help managers to choose or modify process models as per
requirement of the software product.
5. These tools provide detailing of each module and interconnections among modules.

IV. SUMMATIVE ASSESSMENT

TEST I. IDENTIFICATION
Directions: Identify the word/words being described in each item.
Write your answer on a separate sheet of paper.

1. These are applications that enable users to input, edit, format and output text which shows
up in a virtual document on a computer screen.
2. These charts are commonly used in illustrating the diagram for your business.
3. A software tool which has built-in templates and symbols used to create simple diagrams
as well as complex diagrams and vector graphics.
4. The number one alternative application for Microsoft Visio.
5. A type of flowchart that shows and discusses the relevance between various components
at an industrial plant.
6. This can be used to document, analyze a process and standardize a process for efficiency
and quality.
7. These tools used to represent system components, data and control flow among various
software components and structure in a graphical form.
8. These are tools that provide comprehensive aid in building software product and include
features for simulation and testing.
9. These tools assist in designing web pages with all allied elements like forms, text, script,
and graphics.
10. These tools are used for project planning, cost and effort estimation, project scheduling
and resource planning.

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TEST II. Matching type
Directions: Match the following Microsoft Visio and SmartDraw file extentions in
column A with its corresponding definition in column B.

COLUMN A COLUMN B
1. .VSS A. A binary file format used for saving
SmartDraw documents.
2. . VDW B. A binary format used for storing Visio
flowcharts and diagram document files.

3. .VSD C. A file extension that contains web

drawing which is created in Microsoft
Office Visio.
4. . SDR D. A binary file format used for saving
SmartDraw collections.
5. . SCZ E. This file extension associated with
Microsoft Visio contains smart shapes
called stencils.

TEST III. Do what is asked.

1. Enumerate and define five (5) examples of word processor programs.
2. Define Computer-Aided Software Engineering (CASE).

KEY TO CORRECTION

A. B.
1. F 6. T 11. F 1. Analysis Tools
2. T 7. T 12. T 2.Documentation Tools
3. F 8.T 13. T 3. Prototyping Tools
4. F 9. F 14. T 4.Process Modeling tools
5. T 10. T 15. T 5. Design Tools

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REFERENCES:

https://www.altexsoft.com/blog/business/technical-documentation-in-software-development-
types-best-practices-and-tools/
https://filtered.com/blog/post/project-management/the-importance-of-documentation-in-software-
development#:~:text=For%20a%20programmer%20reliable%20documentation,knowledge%20t
ransfer%20to%20other%20developers.
https://en.wikipedia.org/wiki/Word_processor
https://www.yourdictionary.com/word-processing-software
https://www.guru99.com/microsoft-visio-tutorial.html
https://www.smartdraw.com/visio/
https://en.wikipedia.org/wiki/SmartDraw
https://findwords.info/term/smartdraw#:~:text=SmartDraw%20is%20a%20visual%20processor,t
o%20each%20type%20of%20diagram.
http://www.umsl.edu/~sauterv/analysis/F08papers/View.html
https://www.geeksforgeeks.org/computer-aided-software-engineering-case/
https://www.tutorialspoint.com/software_engineering/case_tools_overview.htm#:~:text=CASE%
20tools%20are%20set%20of,engineers%20to%20develop%20software%20system.
https://guides.lib.berkeley.edu/how-to-write-good-documentation
https://helpjuice.com/blog/software-documentation