CHAPTER 3 SYSTEMS DEVELOPMENT AND DOCUMENTATION TECHNIQUES

SUGGESTED ANSWERS TO DISCUSSION QUESTIONS 3.1 Data Flows: merchandise, payment, cash and register tape Dat So!"# : customer P"o# ss s: capture sales and payment, give cash and register tape to manager Sto"a$ : sales file (register tape), cash register 3.% 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 flo charts are employed to understand physical system activities including inputs, outputs, and processing. In contrast, data flo diagrams provide a graphic picture of the logical flo of data ithin an organi!ation. Each alternative is appropriate for a given aspect of the system. "s a result, they or# together to fully document the nature and function of the information system. 3.3 $imilar design concepts include the follo ing:

%oth methods require an initial understanding of the system &efore actual documentation &egins. 'his insures that the system is properly represented &y the diagram. %oth measures require the designer to identify the elements of the system and to identify the names and relations associated ith the elements. %oth methods encourage the designer to flo chart only the regular flo s of information and not to &e concerned ith unique situations. %oth approaches require more than one (pass) through the diagramming or flo charting process to accurately capture the essence of the system.

'he product of &oth methods is a model documenting the flo of information and*or documents in an information system. %oth documentation methods are limited &y the nature of the models they employ, as ell as &y the talents and a&ilities of the designer to represent reality.

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.h. +: $ystems /evelopment and /ocumentation 'echniques

3.&

'he major flo charting sym&ols and their respective categories are sho n in Fig. +.0 in the text. 1ith respect to ho the sym&ols are used, student ans ers ill vary. 2ossi&le examples include the follo ing:

Input*3utput $ym&ols Do#!' (t) an employee time card, a telephone &ill, a &udget report, a par#ing tic#et, a contract D*s+la,) student information monitors, "'4 monitors, the monitor on your microcomputer. Ma(!al *(+!t) cash registers, "'4 machines 2rocessing $ym&ols P"o# ss*($) processing a student payroll program, assessing late fees Ma(!al o+ "at*o() riting a par#ing tic#et, preparing a report, collecting and entering student payments $torage $ym&ols Ma$( t*# -*s.) alumni information data &ase, a report stored on your 2. hard dis# Ma$( t*# ta+ ) archival student information O(/l*( sto"a$ ) a student information data &ase or an airline reservation data &ase stored on,line. F*l ) purchase order file for a department, a student housing contract file Flo (4iscellaneous) Co''!(*#at*o( l*(.) a telephone lin#age that connects you to 2rodigy or some other on,line data &ase.

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SUGGESTED ANSWERS TO THE PRO0LEMS 3.1 "ssorted Flo charting $egments: a.

"rans# actions

Old Master File

File !date

New Master File

&.
"rans# actions File !date $ata base

c.
O%& 'ource $ocu(ents %on)ersion o* $ocu(ents to "a!e b+ O%& 'ource $ata

d.
O%& 'ource $ocu(ents !date $ata base $ata base

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.h. +: $ystems /evelopment and /ocumentation 'echniques

3.1 (continued) e.

"ssorted Flo charting $egments

$ata File

&e!ort ,eneration

&e!ort

f.

g.
In)oices 'ort In)oices

File

h.
Online Processing '+ste( $ata base

"er(inal

'ource $ata

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3.1 (continued) i.

"ssorted Flo charting $egments

j.

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3.1 (continued) #.

"ssorted Flo charting $egments

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3.1 (continued) l.

"ssorted Flo charting $egments

m.

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3.% a.

:appy ;alley <tility .ompany %illing operations

%usto(er Master File

Meter For( Pre!aration

Meter For(s

Enter %urrent &eading

%o(!leted Meter For(s

'ort .+ %ust /

%usto(er Meter $ata

Mar-#'ense $ocu(ent &eader

%usto(er Meter $ata

%usto(er Master File

File !date and .illing

Error 0ist 1 'u((ar+ &e!ort

%usto(er .ills

Mail to %usto(ers

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3.%

&.
%hec-s &e(ittance 'tubs

.ustomer payments processing

%o(!are 1 'e!arate %hec-s "o %ashier

%orrect 'tubs

Incorrect 'tubs

0ist o* Other &ecei!ts

"+!e %orrect 'tubs

"+!e %orrect 'tubs

%orrected 'tubs

%orrected 'tubs

O%& $ocu(ent &eader

Pa+(ents Posting &un

&e!ort o* Past#$ue 2ccounts

Error 0ist 1 'u((ar+ &e!ort

%usto(er Master File

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3.3

2ayroll 2rocessing for /e ey .onstruction .ompany:

3ob "i(e "ic-ets

4e+ to "a!e Encodings

3ob "i(e &ecords "a!e

Pa+roll Master File

Pa+roll Processing '+ste(

5or- in Process Master File

Earnings 'tate(ent Pa+roll &egister Pa+chec-

Error "ransactions and 'u((ar+

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3.&

/ocument Flo chart: Insurance .laims 2rocessing

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2$3 '"E&

%02IM' $EP2&"MEN"
'"2&" Fro( %lai(ant Pre!are !roo* o* loss, clai( recored Notice o* 0oss

$2"2 P&O%E''IN,

8 Proo* o* 0oss For( 2 7 6

Fro( %lai(ant

8 Proo* o* 0oss For( 2 7 6 2ssist %lai(ant with For( Pre!are 'e!arate &e!ort

Notice o* 0oss

Notice o* 0oss %lai( &ecord

%lai( &ecord

2 Proo* o* 0oss N "o %lai(ant 2d9uster:s &e!ort

2d9uster:s &e!ort Pre!are %hec- 1 $isburse(ent list $isburse(ent 0ist

8 Proo* o* 0oss 2 7 6

8 Proo* o* 0oss 2 2uthori;e %lai( Pa+(ent 2 Proo* o* 0oss

"o 2ccounting 8 Proo* o* 0oss 2d9uster:s &e!ort %hec-

"o %lai(ant

2 "o %lai(ant

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3.1 "dapted from the ?une -=0> .4" Exam (2art 7, @uestion 5) Aote: this flo chart does not follo the conventions discussed in the chapter. 1hen the authors use this pro&lem they have the students critique the .4" exam solution, &ased upon the conventions discussed in Focus +.5.

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3.2

a.

.ontext /iagram for the payroll processing system at Ao,1ear 2roducts

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3.2

a. (continued.) Bevel > /ata Flo /iagram for the payroll processing system at Ao,1ear 2roducts.

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&.

/ocument Flo chart for the payroll processing system at Ao,1ear 2roducts

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3.3

a.

.ontext /iagram of $C$ "ccounts 2aya&le

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3.3

a. (continued.)

Bevel > /ata Flo /iagram of $C$ "ccounts 2aya&le

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3.3

&.

/ocument Flo chart of $C$ "ccounts 2aya&le

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3.4 a. .ompany:

.ontext /iagram for the "cquisition*2ayment $ystem at 3riental 'rading

Purchase &e=uisition Purchase Order

<endor

<endor 2c-nowledge(ent

2c=uisition> Pa+(ent '+ste(

In)entor+ '+ste(

Purchase In)oice

&ecei)ing Pa+(ent

<endor Pa+(ent

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a. (continued) Bevel > /ata Flo /iagram: "cquisition*2ayment $ystem at 3riental 'rading:

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In)entor+ File

<endor File

8.0 Pre!are Purchase Order 1 Noti*ication Purchase Order <endor 2c-nowledge(ent P.O. Noti*ication <endor In)oice Purchase &e=uisition In)entor+ '+ste(

<endor

&ecei)ing &e!ort 2.0 !date 2ccounts Pa+able

2ccounts Pa+able Master File %hec-

Pa+(ent 2uthori;ation

7.0 Pa+ <endor ,eneral 0edger

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3.4 &. .ompany:

/ocument Flo chart for the "cquisition*2ayment $ystem at 3riental 'rading

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3.5

a.

.ontext /iagram of the .ash Deceipts $ystem at $C$:

.an$e!osit

Pa+(ent at 'ale %usto(ers &e(itances on 2ccount %ash &ecei!ts '+ste( %ash &ecei!ts &e!ort Manage(ent

2ged "rial .alance %redit and %ollections

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3.5

a. (continued) Bevel > /ata Flo /iagram of the .ash Deceipts $ystem at $C$:

%usto(ers

Pa+(ents at 'ale &e(ittances on 2ccount &e(ittance 'li!s 2.0 !date %usto(er 2ccounts

&e(ittance File

8.0 Process Pa+(ents Endorsed %hec-s 1 %ash, $e!osit 'li!

.an-

2ccounts &ecei)able 0edger

7.0 Pre!are &e!orts

2ged "rial .alance

%ash &ecei!ts &e!ort

Manage(ent

%redit and %ollections

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3.5

&.

/ocument Flo chart of the .ash Deceipts $ystem at $C$:

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.h. +: $ystems /evelopment and /ocumentation 'echniques

3.16

.ontext /iagram for a mail order company:

%ou!on Order Phone Order %ancellation Pa+(ent %usto(er Order In=uir+ Product In=uir+ Pa+(ent In=uir+ Mail Order '+ste(

In)oice 'hi!!ing Notice %ancellation &es!onse %usto(er Order In=uir+ &es!onse Product In=uir+ &es!onse Pa+(ent In=uir+ &es!onse

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3.16.

Bevel > /ata Flo /iagram for a mail order company:

!hone order cou!on order order in=uir+ %usto(er

cancellation res!onse !roduct in=uir+ res!onse

8.0 Process Order "ransaction order cancellation !roduct in=uir+

%usto(er

order in=uir+ res!onse )alid order in)oice

!roduct details

Order File %usto(er )alid order shi!!ing notice

custo(er details Product File !roduct details 2.0 Process 'hi!(ent

%usto(er File

billed order

2ccounts &ecei)able File billed order

!a+(ent in=uir+ %usto(er

7.0 Process Pa+(ent "ransaction

!a+(ent !a+(ent in=uir+ res!onse

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.h. +: $ystems /evelopment and /ocumentation 'echniques

3.16.

Bevel - /ata Flo /iagram for a mail order company:

%usto(er order cancellation 8.2 Process order cancellation

order

8.8 Process Order

)alid order

cancelled order

cancellation res!onse

Order File %usto(er order details Product File order in=uir+ !roduct details 8.6 Process !roduct in=uir+

8.7 Process order in=uir+

!roduct in=uir+ in=uir+ res!onse

!roduct in=uir+ res!onse

%usto(er

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3.11

a.

.ontext /iagram for a course registration system:

&egistration re=uest %ourse &egistration '+ste( Fees notice Prere=uisite notice %ourse closed notice 'tudent acce!tance notice %ourse enroll(ent re!orts Instructor

'tudent

Bevel > /ata Flo /iagram for a course registration system:

accounts recei)able *ile

student records *ile

Instructor

&egistration details 8.0 &egister student

class lists *ile

course enroll(ent re!ort 2.0 Pre!are course enroll(ent re!orts

'tudent

*ees notice

course records *ile

!rere=uisite notice course closed notice student acce!tance notice

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3.11

a. (continued)

Bevel - /ata Flo /iagram for a registration system:

accounts recei)able *ile

8.8 %hec*ees due

student record *ile !aid registration details

course *ile

*ees notice registration details 8.2 %hec!rere=uisites )alid registration details 8.7 %hecclass a)ailabilit+ closed course notice 'tudent student acce!tance notice class list *ile

!rere=uisite notice

acce!ted registration details 8.6 &egister student

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3.11

&.

/ocument Flo chart for a registration system:

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3.1%

a. "dapted from the -=8= .2" Exam

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%H2&"IN, IN%. F0O5 %H2&" FO& '20E' 2N$ %2'H &E%EIP"' '20E' $EP2&"MEN" %0E&4' M2I0 %2'HIE& ' PE&<I'O&

Mail %ler-

OPEN M2I0

%HE%4' %HE%4' &EMI""2N%E 2$<I%E &E<IE5 &EMI""2N%E 2$<I%E

P&EP2&E &EMI""2N%E 2$<I%E IF NEE$E$

'ales %ler5&I"E IN<OI%E FO& % '"OME& O&$E& 7 2 8 '20E' IN<OI%E

&E"2INE$ IN '20E' .OO4

2 8 '20E' IN<OI%E

2PP&O<E 2N$ <20I$2"E '20E' IN<OI%E F&OM %2'H % '"OME& 8 <20I$2"E$ '20E' IN<OI%E &E%2P '20E' 2N$ %2'H

"O % '"OME&

In)entor+ %ontrol %ler2 '20E' IN<OI%E

FI0E N PO'"

IN<EN"O&? %ON"&O0 %2&$'

3.1%a (.ontinued)
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' PE&<I'O&

2%%O N"IN, $EP2&"MEN" 2%%O N"' &E%EI<2.0E %0E&4

%HE%4' &E<IE5 FO& P2'" $ E 2%%O N" P2?MEN"' 2&&2N,E IN 20PH2.E"I# %20 O&$E& &EMI""2N%E 2$<I%E FI0E $

%HE%4' &EMI""2N%E 2$<I%E

2%%O N"' &E%EI<2.0E 0E$,E&

PO'"

FI0E $ %2'H &E%EIP"' 3O &N20 PO'" %HE%4 "O"20 %2'H EN$O&'E %HE%4' "O"20 %2'H 2N$ %HE%4' 2N$ P&EP2&E $EPO'I" '0IP %HE%4' 7 2 .2N4 '20E' 3O &N20 8 $EPO'I" '0IP

"O

PO'"

FI0E $

&E%ON%I0E PO'"

$2I0? '20E' ' MM2&?

FI0E $

MON"H0? .2N4 '"2"EMEN" 2 '20E' IN<OI%E FI0E $ %2'H

.202N%E %2'H 5I"H '20E' IN<OI%E' 2N$ P&EP2&E $2I0? '20E' ' MM2&?

2 <20I$2"E$ $EPO'I" '0IP

F&OM .2N4

MON"0? .2N4 '"2"EMEN"

F&OM .2N4

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3.1%

&.

'he flo chart in Fig. +.-5. violates the Eeneral Euidelines for 2reparing Flo charts in the follo ing ays. -. 'he text uses the 'erminal sym&ol (the oval) to indicate an external party. Figure +.-5 uses a large arro to indicate items coming into the system (mail, cash, and items received from the &an#). It uses a line ith an arro that stops in a small vertical line, accompanied &y 'o customer (or 'o %an#), to indicate items exiting the system. 'he solution has all cler#s in one column. 'hree columns ould &e &etter. "dditional comments (2repare remittance advice if needed) are not enclosed in an annotation &ox. Each manual processing sym&ol does not have an input and an output. For example, the sym&ols under mail cler# do not have an input. 'he file sym&ol (the triangle) does not need the ord File in it. 'he sym&ol itself conveys that it is a file. 'he num&ers on documents do not al ays accompany the documents as they move &et een columns. For example, $ales Invoice - is missing the one hen it moves to the .ashier column. 'his is corrected on the solution. $ome of the solid lines in the pro&lem are correctly changed to dotted lines in the solution. For example, under Inventory control cler# the lines from $ales Invoice to 2ost to the control cards are correctly changed to dotted lines.

5. +. 6. 7. 8.

9.

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.h. +: $ystems /evelopment and /ocumentation 'echniques

3.13 a.

%ottom 4anufacturing .orporation .harge $ales $ystem FB31.:"D' $F4%3B BE''ED a. &. c. d. e. f. g. h. i. j. #. l. m. n. o. p. q. r. IA'EDA"B .3A'3DB 2D3.E/<DE 3D IA'EDA"B /3.<4EA' 2repare six,part sales order. File &y order num&er. "pprove customer credit and terms. Delease merchandise to shipping department. File &y sales order num&er. File pending receipt of merchandise. 2repare &ill of lading. .opy of &ill of lading to customer. $hip merchandise to customer. File &y sales order num&er. .ustomer purchase order and sales order. File pending notice of shipment. 2repare three,part sales invoice. .opy of invoice to customer. 2ost to (or enter in) sales journal. "ccount for numerical sequence. 2ost to customer accounts. File &y (payment due) date. (.2" Examination, adapted)

&.

Fig. +.-+ violates the Eeneral Euidelines for 2reparing Flo charts in the follo ing ays: -. 'he text uses the 'erminal sym&ol (the oval) to indicate an external party. Figure +.-+ uses the off page connector sym&ol. 5. /ocument num&ers should &e placed in the top right hand corner of the document sym&ol. +. $ales order 5 is not sho n passing through manual sym&ols la&eled g and i so that it can end up in the file sho n at the &ottom of the shipping column. 'he same thing happens in the other columns. 6. $ales order 6 is filed in the finished goods department, yet the shipping column (third set of sym&ols in the column) sho s sales order 6. 'his should &e sales order 5, not 6. 7. 'he line sho ing information &eing posted to the accounts received ledger should come out of sym&ol g and should &e a dotted line. 'he line to the sales journal (&elo sym&ol o) should also &e a dotted line. 8. In the shipping column, hen the three %ills of Bading are created, the arro do n ard to sym&ol i should come from copy 5 of the %ill of Bading, not copy +. 'he same applies to the sales invoice in the %illing .olumn (arro from copy -). 9. Instead of using annotation sym&ols to tell ho documents are filed, use the letter / for date, A for numerically, and a for alpha&etically. 1hen more than one document is &eing filed (sym&ols j, l, and &ottom of %illing .olumn) or the method of filing is unclear (sym&ol r, file sales invoice &y payment due date) an annotation sym&ol can &e used.
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"ccounting Information $ystems

"dditional items to improve efficiency of flo chart -. $ym&ols p and q could &e com&ined into one sym&ol. 3.1& a. .ontext

Bevel >

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3.1& 7#o(t*(! -8 &. .ontext

Bevel >

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3.1& 7#o(t*(! -8 c. .ontext

Bevel >

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3.1& 7#o(t*(! -8 d. .ontext

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Bevel >

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3.1& 7#o(t*(! -8 e. .ontext

Bevel >

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3.1& 7#o(t*(! -8 f. .ontext

Bevel >

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3 .11

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.h. +: $ystems /evelopment and /ocumentation 'echniques

3.12 -. 5. +. 6. 7. 8. 9. 0. =. ->. --. G / E : I . " ? % E F

3.13 $tudents are to replicate the flo chart presented in the pro&lem using a documentation soft are such as ;isio, 4icrosoft 1ord, 4icrosoft Excel, etc. 3.14 $tudents are to replicate the data flo diagram presented in the pro&lem using a documentation soft are such as ;isio, 4icrosoft 1ord, 4icrosoft Excel, etc.

SUGGESTED ANSWERS TO THE CASES 3/1 "ns ers to this case ill vary &ased upon the company the student selects. 4a#e sure that the student is thorough in addressing all the requirements of the case.

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3.%

L 9 l 6 /F/ for /u& 7:

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3/% L 9 l 1 /F/ for /u& 7:

Aote: 'he 3rder Dejection notice sho n on the context level diagram and the level > diagram can ta#e t o forms: 'he 3ver .redit Bimit Aotice or the .redit "pplication. 'hese t o items are sho n on the level - /F/.

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