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What are the best ways to document and communicate system evolution to stakeholders and users?

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System evolution is the process of changing and improving a system over time to meet changing requirements, needs, and opportunities. As a systems engineer, you need to document and communicate system evolution to stakeholders and users effectively, so they can understand the rationale, benefits, and impacts of the changes. In this article, you will learn some of the best ways to document and communicate system evolution, such as using diagrams, models, narratives, and feedback mechanisms.

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1 Use diagrams to visualize system evolution

Diagrams are powerful tools to illustrate system evolution in a clear and concise way. You can use different types of diagrams to show different aspects of system evolution, such as functional, structural, behavioral, or temporal. For example, you can use a functional flow diagram to show how the system performs its functions over time, or a state transition diagram to show how the system changes its states in response to events. Diagrams can help you communicate system evolution to stakeholders and users by highlighting the key changes, dependencies, and interactions of the system.

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Martin Brieger

???? Platinum SAP Sales and Distribution/Logistics Execution (OTC) Consultant, Strategic Project Manager at My Own
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"As a systems engineer, you need to document and communicate system evolution to stakeholders and users effectively, so they can understand the rationale, benefits, and impacts of the changes." Wow, AI gone stray? Last time I had my feet on the ground, the business community was responsible for business requirements, growth and business opportunity. IT is responsible for realization. If that isn't the case any longer, then the CIO doesn't need to report to the CFO any more and we get all the juice we can dream of. ??

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2 Use models to simulate system evolution

Models are representations of system evolution that can be used to analyze, test, and predict the behavior and performance of the system under various scenarios and conditions. You can use different types of models to capture different aspects of system evolution, such as physical, mathematical, logical, or conceptual. For example, you can use a physical model to demonstrate how the system operates in the real world, or a mathematical model to calculate the system outputs based on the inputs and parameters. Models can help you document and communicate system evolution to stakeholders and users by showing the results, outcomes, and implications of the changes.

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3 Use narratives to explain system evolution

Narratives are stories that describe system evolution in a coherent and engaging way. You can use different types of narratives to convey different aspects of system evolution, such as historical, futuristic, or hypothetical. For example, you can use a historical narrative to trace the origins and development of the system over time, or a futuristic narrative to envision the potential and possibilities of the system in the future. Narratives can help you document and communicate system evolution to stakeholders and users by providing the context, meaning, and purpose of the changes.

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Perry D. Alexander, MBA, PMP

Engineer | Program Manager
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Narratives or a written description of a system is critical. Having just a visual/pictorial representation may be fine for the creators but it offers zero context several years later for those who were not in the room. People learn information in different ways, so proper documentation should be words and images.

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4 Use feedback mechanisms to update system evolution

Feedback mechanisms are processes that enable you to collect, analyze, and respond to the feedback from stakeholders and users regarding system evolution. You can use different types of feedback mechanisms to obtain different kinds of feedback, such as surveys, interviews, reviews, or evaluations. For example, you can use a survey to measure the satisfaction and expectations of the stakeholders and users with the system evolution, or an interview to elicit the opinions and suggestions of the stakeholders and users on the system evolution. Feedback mechanisms can help you document and communicate system evolution to stakeholders and users by incorporating their inputs, needs, and preferences into the changes.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best ways to document and communicate system evolution to stakeholders and users?

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4

5

1 Use diagrams to visualize system evolution

2 Use models to simulate system evolution

3 Use narratives to explain system evolution

4 Use feedback mechanisms to update system evolution

5 Here’s what else to consider

Systems Engineering

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What are the best ways to document and communicate system evolution to stakeholders and users?

1

2

3

4

5

1 Use diagrams to visualize system evolution

2 Use models to simulate system evolution

3 Use narratives to explain system evolution

4 Use feedback mechanisms to update system evolution

5 Here’s what else to consider

Systems Engineering

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