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Chapter Three AIS

The document discusses documentation, data flow diagrams, and flowcharts used in system development processes. It provides examples of: 1) Why documentation is important, including for understanding how a system works and meeting regulatory requirements. 2) The key elements of data flow diagrams, including processes, data sources and destinations, and data stores. Basic guidelines are provided for creating DFDs. 3) The basic components of flowcharts, including inputs, outputs, data storage, processing, and decision points. Types of flowcharts and guidelines for drawing them are described.

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mohammed
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Download as PDF, TXT or read online on Scribd
54 views

Chapter Three AIS

The document discusses documentation, data flow diagrams, and flowcharts used in system development processes. It provides examples of: 1) Why documentation is important, including for understanding how a system works and meeting regulatory requirements. 2) The key elements of data flow diagrams, including processes, data sources and destinations, and data stores. Basic guidelines are provided for creating DFDs. 3) The basic components of flowcharts, including inputs, outputs, data storage, processing, and decision points. Types of flowcharts and guidelines for drawing them are described.

Uploaded by

mohammed
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Chapter three

The system development process


Documentation
 Documentation is a set of documents provided on paper, or online, or on digital or analog
media, such as audio tape or CDs. Examples are user guides, white papers, on-line help,
and quick-reference guides. Paper or hard-copy documentation has become less common.
Documentation is often distributed via websites, software products, and other on-line
applications.
The procedures of documentation vary from one sector, or one type, to another. In general, these
may involve document drafting, formatting, submitting, reviewing, approving, distributing,
reposting and tracking, etc.,
Documentation is certainly a process in and of itself, and it is also a process within the educator.
The following is the development of documentation as it progresses for and in the educator
themselves:
Why Document Systems

 Accountants must be able to read documentation and understand how a system works
(e.g., auditors need to assess risk)
 Sarbanes-Oxley Act (SOX) requires management to assess internal controls and auditors
to evaluate the assessment
 Used for systems development and changes

Data Flow Diagrams (DFD)


Focuses on the data flows for:
 Processes
 Sources and destinations of the data
 Data stores

DFD are visually simple, can be used to represent the same process at a high abstract or detailed
level.

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Basic Data Flow Diagram Elements

Basic Guidelines for creating a DFD


 Understand the system that you are trying to represent.
 A DFD is a simple representation meaning that you need to consider what is relevant and
what needs to be included.
 Start with a high level (context diagram) to show how data flows between outside entities
and inside the system. Use additional DFD’s at the detailed level to show how data flows
within the system
 Identify and group all basic elements of the DFD.
 Name data elements with descriptive names, use action verbs for processes (e.g., update,
edit, prepare, validate, etc.).
 Give each process a sequential number to help the reader navigate from the abstract to the
detailed levels.
 Edit/Review/Refine your DFD to make it easy to read and understand
Flowcharts
Describe an information system showing:
 Inputs and Outputs
 Information activities (processing data)
 Data storage
 Data flows

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 Decision steps
Key strengths of flowcharts are that they can easily capture control via decision points, show
manual vs. automated processes.
Flow chart symbol

Types of Flowcharts
 Document: shows the flow of documents and data for a process, useful in evaluating
internal controls
 System: depicts the data processing cycle for a process
 Program: illustrates the sequence of logic in the system process
Guidelines for Drawing Flowcharts
 Understand the system you are trying to represent.
 Identify business processes, documents, data flows, and data processing procedures.
 Organize the flowchart so as it reads from top to bottom and left to right.

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 Name elements descriptively.
 Edit/Review/Refine to make it easy to read and understand.
Document Management Procedure Flowchart
How to make a document management procedure flowchart? Look at the following tips and
examples, from which you might get a clue.

Every company must have a standardized procedure for issuing and managing documents. In
order to let every individual of the company know the clear process on how to issue a document
and where to get a certain document, the following flowcharts are presented. They can be
downloaded and used as templates for making your own document management procedure
flowchart.
How to Draw Document Management Procedure Flowchart?

1. Before drawing, make these things clear:

 Identify which functional department is responsible for drafting documents.


 Make it clear who has the authority to sign and approve the documents.
 Know where the documents will be archived.
 Know what to do if the document needs to get obsoleted.
2. it’s essential to draft your flowchart on a paper before designing with software.

3. Find a flowchart drawing program if you don't have one.

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Program flowchart
 Program flowchart is a diagram that uses a set of standard graphic symbols to represent
the sequence of coded instructions fed into a computer, enabling it to perform specified
logical and arithmetical operations. It is a great tool to improve work efficiency.
 There are four basic symbols in program flowchart, start, process, decision and end. Each
symbol represents a piece of the code written for the program.
 Program flowchart is the simplest way to figure out the bugs in a program before carrying
out, which saves a lot of time, labor, and money.

Start event symbol signals the first step of a process.


Process is a series of actions or steps taken in order to achieve a particular end.
Decision is the action or process of deciding something or of resolving a question.
End event symbol stands for the result of a process.
Steps to Create Program Flowcharts
1. Drag relevant symbols of program flowchart and drop them on the page.
The purpose of program chart is making complex program easy and readable, which
means you should confirm your core topic and state it simply with several steps.
2. Drag relevant vector symbols and drop them on the page.
Each symbol has its own function within the program, flowchart will not work if there is
a wrong symbol.
3. Text information into right symbols.
Single key words or short phrases will make flowchart much clear and concise.
4. Connect the steps with arrow according to their correct order.
You can connect the shapes one by one or click the floating button which saves a lot of
time.
5. Complete and check the programming flowchart.

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After completing the program flowchart, check it before carrying it out to find if there is
any bug.

Computer system flowchart?

 System flowcharts are a way of displaying how data flows in a system and how decisions
are made to control events.
 Note that system flow charts are very similar to data flow charts. Data flow charts do not
include decisions, they just show the path that data takes, where it is held, processed, and
then output.
 The flowchart shows what the outcome is if the car is going too fast or too slow.
 The system is designed to add fuel, or take it away and so keep the car's speed constant.
 The output (the car's new speed) is then fed back into the system via the speed sensor.

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Input and output

 For the system to work there is an input and an output. The process is taking the input
and doing something with it - modifying it in some way - and producing an output.
 In a computer system the processing will be done by a microprocessor of some kind.
 Feedback is the output fed back to the input. The cruise control flowchart is an example
of negative feedback because the speed is always kept at the same value. Positive
feedback would push the speed away from the desired value.
Inputs
Here are some examples of inputs:
 keyboard

 mouse

 microphone

 scanner

 camera

 pressure sensor

 temperature sensor

 magnetic sensor

 moisture sensor

 light sensor

Outputs
Here are some examples of outputs:
 printers

 speakers

 motors

 monitors

 heaters

 electromagnets

 bulbs/LEDs

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Computer flow chart symbol

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