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Professor Merle Martin Professor Yan Xiong College of Business CSU Sacramento
2/6/023
Agenda
Why Document System Data Flow Diagrams Flowcharts Difference between DFDs and Flowcharts
User confidence that you understand system Successive refinement of detail down to programming level Ease of Program Maintenance, System Modification, Reengineering, and Replacement
Problem Solving Humans solve complex problems by breaking them into smaller and smaller modules until they fit into the human mind solving the modular sub-problems aggregating small solutions into total solution
Agenda
Why Document Accounting Information Systems Data Flow Diagrams (DFDs) Flowcharts Difference between DFD
Data flow diagram (DFD) graphically describes flow of data within any system Used to document existing systems and to plan and design new ones No ideal way to develop a DFD judgment within standard rules
DFD composed of only four elements: Data sources and destinations: External Entities Another organization/organization unit which exchanges data with the focal system A person who interacts with the system (customer of a banking system) Another information system Data Flows Processes Data Stores: Temporary or permanent repository of data
DFD Symbols
INPUT
External Entity Source
PROCESS
Data Data Process Flow Flow Data Flow
OUTPUT
External Entity Sink
Data Store
DFD Symbols
Payment
1.1 Process Payment
Customer
deposit
Bank
Source
Remittance data
Customer File
Sink
Context Diagram
Includes only External Entities Data Flows All elements included on Context Diagram must be included somewhere on lower level diagrams Data stores rarely included!
Context Diagram
Why discourage Data Stores on Context Diagram? Author includes them Context Diagram shows interaction of your system with outside world Data Stores are INSIDE your system, not in outside world
Purchase Order
Vendor
Special Order
0 Purchasing
Receiving System
Context Diagram
Also includes all data flows and external entities Now data stores are added Excellent means of confirming understanding of system between analyst and client Each process will be exploded into lower level DFDs
Order Entry
Vendor
P.Order
Draft P.O
P.O. Copy 3 Prepare P.O. P.O.Notification
Vendor Receiving
Must be consistent with parent DFD Same external entities Same data stores Same data flows
Order Entry
Log-in #s
Logged-in Order
Inventory
Problem Orders
Approved Order
Process 2.1
A. No process can have only outputs (a miracle) B. No process can have only inputs (a black hole) C. Verb phrase labels
D. Data cannot move directly from one data store to another data store -- it must be moved by a process. E. Data cannot move directly from an outside source to a data store -- it must be moved by a process. F. Data cannot move directly to an outside sink from a data store -- it must be moved by a process. G. Noun phrase label
I.
Data cannot move directly from a source to a sink. It must be moved by a process. Noun phrase label
J. A data flow has only one direction of flow between symbols; a data flow may flow in both directions to and from a data store (usually two symbols) K. A fork in a data flow means that exactly the same data goes to two different processes or data stores.
L. A data flow cannot go directly back to the same process it leaves M. A data flow to a data store means update (delete or change) N. A data flow from a data store means retrieve or use O.Noun phrase label
to a process are different from outputs of that process Every process in a DFD has a unique name
Exercise
Draw a Context Diagram and a 1st level explosion Current System Description for the payroll system at No-Wear Products. Time data are recorded in each department using time cards and clocks. The time data are sent to the payroll by different departments. Payroll clerks review the time data for their completeness. Human resources send the payroll data on personnel changes, such as increases in pay rates and new employees. Payroll clerks update the payroll file based on these changes. At the end of the period, payroll clerks enter the time card data into the payroll file for processing. The payroll supervisor reviews the file and makes necessary corrections. Payroll clerks send the direct payments to the bank and also the direct deposit slips to the departments.
Agenda
Why Document Accounting Information Systems Data Flow Diagrams Flowchart Difference between DFD and Flowchart
Flowcharts
A flowchart is an analytical technique used to describe some aspect of an information system in a clear, concise, and logical manner. Flowcharts use a standard set of symbols to pictorially describe transaction processing procedures.
Flowchart Symbols
Flowcharting symbols can be divided into the following four categories: 1 Input/output symbols 2 Processing symbols 3 Storage symbols 4 Flow and miscellaneous symbols
Document
Magnetic disk
Magnetic tape
Off-page connector
Terminal Decision
A document flowchart illustrates the flow of documents and information between areas of responsibility within an organization. A document flowchart is particularly useful in analyzing the adequacy of control procedures. Flowcharts that describe and evaluate internal controls are often referred to as internal control flowcharts.
System flowcharts depict the relationship among the input, processing, and output of an AIS. A system flowchart begins by identifying both the inputs that enter the system and their origins. The input is followed by the processing portion of the flowchart.
The resulting new information is the output component. System flowcharts are an important tool of system analysis, design, and evaluation.
Storage
Process
Output
A program flowchart describes the specific logic to perform a process shown on a systems flowchart. A flow line connects the symbols and indicates the sequence of operations. The processing symbol represents a data movement or arithmetic calculation.
The input/output symbol represents either reading of input or writing of output. The decision symbol represents a comparison of one or more variables and the transfer of flow to alternative logic paths. All points where the flow begins or ends are represented by the terminal symbol.
No
Reject order
No
Backorder
Stop
Example-Flowcharts
The Dewey Construction Company processes its payroll transactions to update both its payroll master file and its work-in-process master file in the same computer run. Both the payroll master file and the work-in-process master file are maintained on disk and accessed directly. Data to be input to this system are keyed onto a tape using a key-to-tape encoder. This tape is then processed to update the files. This processing run also produces a payroll register on magnetic tape, employee paychecks and earnings statements, and a printed report listing error transactions and summary information. Prepare a system flowchart of the process described.
Agenda
Why Document Accounting Information Systems Data Flow Diagrams Flowchart Difference between DFD and Flowchart
DFDs emphasize the flow of data and what is happening in a system, whereas a flowchart emphasizes the flow of documents or records containing data. A DFD represents the logical flow of data, whereas a flowchart represents the physical flow of data.
Flowcharts are used primarily to document existing systems. DFDs, in contrast, are primarily used in the design of new systems and do not concern themselves with the physical devices used to process, store, and transform data.