Systems Development and Documentation Techniques: Formatted: Font: 12 PT
Systems Development and Documentation Techniques: Formatted: Font: 12 PT
Systems Development and Documentation Techniques: Formatted: Font: 12 PT
com
CHAPTER 3
Processes: capture sales and payment, give cash and register tape to manager
3.2 It is usually not sufficient to use just one documentation tool. Every tool documents a
uniquely important aspect of a given information system. For example, system
flowcharts are employed to understand physical system activities including inputs,
outputs, and processing. In contrast, data flow diagrams provide a graphic picture of the
logical flow of data within an organization.
Each alternative is appropriate for a given aspect of the system. As a result, they work
together to fully document the nature and function of the information system.
Both measures require the designer to identify the elements of the system and to
identify the names and relations associated with the elements.
Both methods encourage the designer to flowchart only the regular flows of
information and not to be concerned with unique situations.
Both approaches require more than one “pass” through the diagramming or
flowcharting process to accurately capture the essence of the system.
The product of both methods is a model documenting the flow of information and/or
documents in an information system. Both documentation methods are limited by the
nature of the models they employ, as well as by the talents and abilities of the designer to
represent reality.
3-1
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3.4 The major flowcharting symbols and their respective categories are shown in Fig. 3.8 in
the text.
With respect to how the symbols are used, student answers will vary. Possible examples
include the following:
Input/Output Symbols
Document: an employee time card, a telephone bill, a budget report, a parking ticket,
a contract
Display: student information monitors, ATM monitors, the monitor on your
microcomputer.
Manual input: cash registers, ATM machines
Processing Symbols
Processing: processing a student payroll program, assessing late fees
Manual operation: writing a parking ticket, preparing a report, collecting and
entering student payments
Storage Symbols
Magnetic disk: alumni information data base, a report stored on your PC hard disk
Magnetic tape: archival student information
On-line storage: a student information data base or an airline reservation data base
stored on-line.
File: purchase order file for a department, a student housing contract file
Flow (Miscellaneous)
Communication link: a telephone linkage that connects you to Prodigy or some
other on-line data base.
3-2
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a.
Formatted: Font: 12 pt
Trans- Formatted: Font: 12 pt
actions
Old New
File
Master Master
Update
File File
b.
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Trans- File Data
actions Update base
c.
Formatted: Font: 12 pt
OCR Source Conversion of
Documents Source Formatted: Font: 12 pt
Documents to
Data
Tape by OCR
d.
Formatted: Font: 12 pt
OCR Source Formatted: Font: 12 pt
Documents Update Data
Data base base
3-3
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e.
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Data Report Report
File Generation
f.
Formatted: Font: 12 pt
Source
Documents Store data on disk Data File
Key Data
Formatted: Font: 12 pt
g.
Formatted: Font: 12 pt
Invoices Invoices Formatted: Font: 12 pt
Sort
File
h.
3-4
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Formatted: Font: 12 pt
Formatted: Font: 12 pt
Online
Terminal Data
Processing
base
System
Source
Data
i.
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Internal Scheduled External
Hard Automatic Hard
Drive Backup Drive
j.
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Display
Query
Customer Database
Sales Data
Enter Query
3-5
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k.
3-6
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Formatted: Font: 12 pt
Formatted: Font: 12 pt
Payroll
Transaction
File
Payroll
Master File
l.
3-7
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Formatted: Font: 12 pt
Formatted: Font: 12 pt
Purchase Order
(paper)
m.
Formatted: Font: 12 pt
3-8
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a. Billing operations
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Customer Enter Completed
Meter Form Meter Forms
Master Current Meter Forms
Preparation
File Reading
Customer Mark-Sense
Sort By Document
Meter
Cust # Reader
Data
Customer
Meter
Data
Error List
Customer
& Summary
Bills
Report
Mail to
Customers
3-9
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Formatted: Font: 12 pt
Checks Compare
Checks To
&
Cashier Formatted: Font: 12 pt
Remittance Separate
Stubs
List of
Correct Incorrect
Other
Stubs Stubs
Receipts
Type Type
Correct Correct
Stubs Stubs
Corrected Corrected
Stubs Stubs
Report of
Past-Due
Accounts
OCR Payments
Document Posting
Reader Run
Error List
& Summary
Report
Customer
Master
File
3-10
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Formatted: Font: 12 pt
Job Time
Tickets
Key to
Tape
Encodings
Job Time
Records
Tape
Work in
Payroll Payroll
Process
Master Processing
Master
File System
File
Earnings
Statement Error
Payroll Transactions
Register Paycheck and Summary
3-11
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Notice of Loss
START
From
Claimant
Prepare
proof of
1 From loss, claim
Proof of Claimant
2 recored
Loss Form
3
4
1 Notice of Loss
Proof of Notice of Loss
2
Loss Form
3 Claim Record
Claim Record
4
Assist Prepare
Claimant Separate
with Form Report 2
N Proof of
Loss
To Adjuster's Report
Claimant
Adjuster's Report
Prepare Disbursement
1 Check & List
1 Proof of Disbursement
Proof of 2 2 list
2 Loss Authorize
Loss Proof of
Claim
3 Loss
Payment
4
To Accounting
N
To
Claimant
A
To
Claimant
Formatted: Font: 12 pt
3-12
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3.5 Adapted from the June 1980 CMA Exam (Part 5, Question 2) Note: this flowchart does
not follow the conventions discussed in the chapter. When the authors use this problem they
have the students critique the CMA exam solution, based upon the conventions discussed in
Focus 3.2.
3-13
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Formatted: Font: 12 pt
3.6 a. Context Diagram for the payroll processing system at No-Wear Products Formatted: Font: 12 pt
3-14
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Formatted: Font: 12 pt
Employee
Time Card Data
Employee
Operating Paychecks
Documents
Payroll
Processing Management
System Internal
Reports
Human
Resources
Department
Personnel Data
Governmental
Withholding Agencies
Reports
3-15
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3.6 a. (continued.)
Level 0 Data Flow Diagram for the payroll processing system at No-Wear Products.
Formatted: Font: 12 pt
Time Formatted: Font: 12 pt
Operating Human Resources
Card
Departments Department
Data
Personnel
Changes
1.0
Process
2.0
Employee
Update
Timecards
Payroll File
Payroll File
4.0
3.0 Generate
Generate Payroll
Paycheck Reports
Withholding
Internal
Reports
Reports
Pay
check
Employee
Governmental
Management
Agencies
3-16
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3.6 b. Document Flowchart for the payroll processing system at No-Wear Products
Formatted: Font: 12 pt
No-Wear Products-Payroll
Formatted: Font: 12 pt
Employees in Functional
Payroll
Department
Time Card
Record
Time
Enter Time Data
Process Payroll
Changes Enter Payroll
Changes
Process Payroll,
Prepare Checks
and Reports N
Paycheck
Employee
Management
Report Management
Federal Tax
Report
3-17
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3-18
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Formatted: Font: 12 pt
Formatted: Font: 12 pt
Purchasing Receiving
Purchase Order
Receiving Report
Invoice
3-19
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Formatted: Font: 12 pt
Formatted: Font: 12 pt
Vendor Purchasing Receiving
Invoice
Purchase Order
1.0
Record Payable 2.0
Collect & Store Receiving Report
Purchase Orders &
Receiving Reports
Purchase Orders
Accounts
Payable Vendor Invoices Receiving
Reports
Cash
3.0 Disbursements
Make Payment Journal
Accounts Payable
Report 4.0
Prepare Payment &
Management Remittance Advice
Reports
Paid
Management Vendor
Invoices
3-20
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Receiving Report
A A Record Accounts
Review
Accounts Payable
and Sign
Payable Ledger
Checks
Prepare
Vendor
Checks Check 1
Vendor Invoice Prepare
Monthly
Accounts
Payable
Match Purchase Cash
Order, A Disburseme To Vendor
Receiving nts Journal
Accounts Payable
Report,
Report
Invoice
Purchase Order
Receiving Report
Purchase Order Invoice
C D
Receiving Report Check 1
Invoice
Purchase Order
Check 1
Purchase Order
Receiving Report Check 2 C
A
A
Review
D
Accounts
Payable
Report
3-21
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Inventory
Acquisition/
Vendor Acknowledgement System
Vendor Payment
System
Vendor Payment
3-22
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3-23
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Formatted: Font: 12 pt
Inventory Vendor Formatted: Font: 12 pt
File File
1.0
Prepare
Purchase
Order &
Notification
Purchase Order
Purchase Requisition
Vendor
Acknowledgement Inventory
Vendor
System
P.O. Notification
Vendor
Invoice
Receiving Report
2.0
Update
Accounts
Payable
Check 3.0
Pay Vendor
General
Ledger
3-24
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Formatted: Font: 12 pt
Oriental Trading Acquisition/Payment System
Formatted: Font: 12 pt
Purchasing Accounts Payable Accounting Department
B
From Inventory
From Receiving
A From Vendor
Department
Purchase D Inventory
Requisition File
Purchase Order Payment D
Receiving Report Invoice Authorization
Notification
D D D
Prepare Purchase
Order Prepare Check,
Update Accounts
Enter Purchase Payable and
Requisition Enter payment General Ledger
Authorization
Match Purchase
Order, Receiving
Payment
Purchase Order Vendor Report, and
Authorization
File Invoice. Prepare
Payment
Authorization
To Vendor
Check
From Vendor
Purchase Order
Update Accounts
Enter Vendor Payable Master
Acknowledgment File
D
3-25
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Formatted: Font: 12 pt
Formatted: Font: 12 pt
Bank
Deposit
Payment at
Sale
Credit and
Collections
3-26
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3.9 a. (continued) Level 0 Data Flow Diagram of the Cash Receipts System at S&S:
Formatted: Font: 12 pt
Remittance
Customers File
Payments at
Sale
Remittances
on
Account
Remittance
Slips 2.0
1.0
Update
Process
Customer
Payments
Accounts
Endorsed
Checks &
Cash, Deposit
Slip
3.0
Accounts
Bank Prepare
Receivable
Reports
Ledger Aged Trial
Balance
Cash
Receipts
Report
Credit and
Management
Collections
Formatted: Font: 12 pt
3-27
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Formatted: Font: 12 pt
S&S Cash Receipts System
Formatted: Font: 12 pt
From Customer A B
Remittance Slip
B Deposit Slip
Update
Accounts
Accounts
To Bank Receivable
Receivable
Ledger/File
Ledger/File
Endorse
Checks and
Prepare
Deposit Slip for
Cash & Checks
Remittance Slips
Generate
Weekly
Reports
Deposit Slip
Cash Receipts
Aged Trial Balance
Report
To Management
To Credit &
Collections
3-28
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Mail Order
Customer Customer
System
Order Inquiry
Order Inquiry Response
3-29
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billed
order
Customer
File
payment
Accounts inquiry
Receivable Customer
File
billed
order
payment
3.0
Process
Payment payment
Transaction inquiry
response
Formatted: Font: 12 pt
3-30
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Formatted: Font: 12 pt
Formatted: Font: 12 pt
Customer
order
cancellation
1.2
1.1
cancelled Process cancellation
Process valid order order order response
Order
cancellation
order
Order File
Customer
order
details
Product File
order inquiry
product
details
1.4
1.3
Process
Process
product
order inquiry
inquiry
product product
inquiry inquiry
inquiry response
response
Customer
3-31
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Formatted: Font: 12 pt
Registration request
Course enrollment
reports
Course
Student Registration Instructor
System
Fees notice
Prerequisite notice
Course closed notice
Student acceptance
notice
Formatted: Font: 12 pt
Formatted: Font: 12 pt
accounts receivable file
Formatted: Font: 12 pt
Instructor
student records file
course enrollment
Registration
class lists file report
details
2.0
1.0 Prepare
Student Register course records file course
fees student enrollment
notice reports
prerequisite
notice
course closed
notice
student
acceptance
notice
3-32
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Formatted: Font: 12 pt
accounts receivable file
Formatted: Font: 12 pt
1.3
Check
class
accepted
availability
registration
closed course details
notice
1.4
Student Register
student student
acceptance
notice
3-33
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3-34
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Formatted: Font: 12 pt
Registration System
Formatted: Font: 12 pt
Registrar
Registration N
From Student Request Form
Enter Registration
Request
Check course
availability and Class
add student to Enrollment
class
Print Student
Course Enrollment Registration Report,
Report Update Accounts
Receivable, Print Course If fees are owed, registration is
Enrollment Reports cancelled and the registration report
becomes a bill for unpaid fees. If a
requested class is full, the report
indicates “course closed.” If the
student is accepted into the
Student course(s): course day, time, and
Instructors
Registration room are printed next to the course.
Report Fees and tuition are printed on the
report.
To Student
Formatted: Font: 12 pt
Formatted: Font: 12 pt
3.12a (Continued)
3-36
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Formatted: Font: 12 pt
3-37
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3.12 b.
The flowchart in Fig. 3.12. violates the General Guidelines for Preparing Flowcharts in the
following ways.
1. The text uses the Terminal symbol (the oval) to indicate an external party. Figure 3.12
uses a large arrow to indicate items coming into the system (mail, cash, and items
received from the bank). It uses a line with an arrow that stops in a small vertical line,
accompanied by To customer (or To Bank), to indicate items exiting the system.
2. The solution has all clerks in one column. Three columns would be better.
4. Each manual processing symbol does not have an input and an output. For example, the
symbols under mail clerk do not have an input.
5. The file symbol (the triangle) does not need the word File in it. The symbol itself
conveys that it is a file.
6. The numbers on documents do not always accompany the documents as they move
between columns. For example, Sales Invoice 1 is missing the one when it moves to the
Cashier column. This is corrected on the solution.
7. Some of the solid lines in the problem are correctly changed to dotted lines in the
solution. For example, under Inventory control clerk the lines from Sales Invoice to Post
to the control cards are correctly changed to dotted lines.
3-38
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b. Fig. 3.13 violates the General Guidelines for Preparing Flowcharts in the following ways:
1. The text uses the Terminal symbol (the oval) to indicate an external party. Figure 3.13
uses the off page connector symbol.
2. Document numbers should be placed in the top right hand corner of the document
symbol.
3. Sales order 2 is not shown passing through manual symbols labeled g and i so that it can
end up in the file shown at the bottom of the shipping column. The same thing happens
in the other columns.
4. Sales order 4 is filed in the finished goods department, yet the shipping column (third set
of symbols in the column) shows sales order 4. This should be sales order 2, not 4.
5. The line showing information being posted to the accounts received ledger should come
out of symbol g and should be a dotted line. The line to the sales journal (below symbol
o) should also be a dotted line.
6. In the shipping column, when the three Bills of Lading are created, the arrow downward
to symbol i should come from copy 2 of the Bill of Lading, not copy 3. The same applies
to the sales invoice in the Billing Column (arrow from copy 1).
7. Instead of using annotation symbols to tell how documents are filed, use the letter D for
date, N for numerically, and a for alphabetically. When more than one document is being
filed (symbols j, l, and bottom of Billing Column) or the method of filing is unclear
(symbol r, file sales invoice by payment due date) an annotation symbol can be used.
3-39
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3.14
a.
Context
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Withholding Form Prepare
Taxes IRS 1040 Form
Employer IRS
Level 0
Formatted: Font: 12 pt
1.0 Formatted: Font: 12 pt
Collect Tax IRS
Documents
Withholding Form
3-40
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3.14 (continued)
b.
Context
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Payment Deposit
Cash
Receipts Bank
Customer
Level 0
Formatted: Font: 12 pt
2.0 Formatted: Font: 12 pt
Record
Customer Accounts
Payment Data Payment Receivable
1.0
Record Cash
Payment Receipts
Payment
Customer Bank
Cash
Receipts
si t
po
3.0
De
Prepare
Deposit
3-41
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3.14 (continued)
c.
Context
Formatted: Font: 12 pt
Order Entry
Customer System
Invoice
Level 0
3-42
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Formatted: Font: 12 pt
Customer
Invoice 2.0
Approve Order
Sent Invoice
Copies
4.0
Prepare
Invoice
Approved
Orders
Shipped Orders
3.0
Fill and Ship
Order
3.14 (continued)
d.
Context
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Inventory Inventory Request Purchasing
Vendor
Department System
Purchase Order
3-43
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Level 0
Formatted: Font: 12 pt
1.0
Formatted: Font: 12 pt
Record
Purchase Purchase Order
Inventory Request Request
2.0
Prepare
Purchase Vendor
Inventory
Order
Department
Open Purchase
Requests Approved
Vendor List
3-44
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3.14 (continued)
e.
Context
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Invoice
Vendor Cash
Disbursements
Payment
Level 0
Formatted: Font: 12 pt
Vendor
2.0
Approve
Invoice
Payment Open
Purchase
3.0
Orders
Prepare
Payment
3-45
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3.14 (continued)
f.
Context
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Bill of Lading
Receiving
Vendor
System
Level 0
Formatted: Font: 12 pt
Formatted: Font: 12 pt
Bill of Lading
Open Purchase
Orders
3-47
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3 .15
3-49
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Formatted: Font: 12 pt
Start
Formatted: Font: 12 pt
Input Weight
(W), Height (H)
Weight Status
BMI <
Yes (WS) =
18.5
Underweight
No
Print W, H,
BMI, WS
End
3-50
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3.16
1. K
2. D
3. G
4. H
5. I
6. C
7. A
8. J
9. B
10. E
11. F
3.17 Students are to replicate the flowchart presented in the problem using a documentation
software such as Visio, Microsoft Word, Microsoft Excel, etc.
3.18 Students are to replicate the data flow diagram presented in the problem using a
documentation software such as Visio, Microsoft Word, Microsoft Excel, etc.
3-1 Answers to this case will vary based upon the company the student selects. Make sure
that the student is thorough in addressing all the requirements of the case.
3-51
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Order
Customer 1.0 Credit file
Credit
Review
Order Rejection
Approved
orders
2.0
Enter
customer
orders
Customer Inventory
3.0
Check Warehouse
Open Orders Inventory &
Prepare
Packing Slip
Packing Slip
Shipping Notice
4.0
Invoice Copy Prepare
Invoice
Accounting
Invoice Invoice
Customer
3-52
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Credit File
1.1
Check Credit Customer
Approved Order Account
Rejected Order
Customer
1.2
Check Current
Order against Over Credit Limit
Credit Limit Notice
Credit Application
Note: The Order Rejection notice shown on the context level diagram and the level 0 diagram can take
two forms: The Over Credit Limit Notice or the Credit Application. These two items are shown on the
level 1 DFD.
3-53
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