What Do You Need To Know?

Read Information Sheet 1.1 very well then find out how much you can
remember and how much you learned by doing Self-check 1.1.

Information Sheet 1.1

Flowchart

A flowchart is a diagram that uses graphic symbols to depict the nature and flow of the
steps in a process. Another name for this tool is "flow diagram."

What Are the Elements of a Flowchart?

A flowchart is commonly used by systems analysts to visualize the series of processes in a

business system. A flowchart is a useful tool to design an efficient business system and to
troubleshoot or improve an existing system. A flowchart consists of elements, such as the
terminator, process, sub process, decision, arrow lines, and connectors.

1. Terminator

A terminator is represented by a small rectangle with curved corners. A terminator

appears at the start and at the end of a flowchart. The end terminator appears only once
on a single flowchart.

2. Process

A process is represented by a rectangle. It refers to an action in a business process. It

must be described clearly and concisely. A process can be described using a single verb-
noun phrase; for example, "Order Office Supplies." The same level of detail must be kept
in processes on a single flowchart.

3. Sub-process

A sub-process is represented by a rectangle with double lines on each side. A sub-

process is a major process that could be broken up into simpler processes developed
into another flowchart.

4. Decision

A decision is represented by a diamond. A process that can answer a decision of

"yes" or "no" requires a decision box.

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 5. Connector

A connector is represented by a small circle or a connector box and is labeled using

letters. A flowchart written on a single page is clearer than a flowchart on several pages.
A connector ensures that the processes are connected logically and correctly on several
pages.

6. Arrow Lines

Arrow lines drawn in one direction, preferably from top to bottom, keep a flowchart clear.
Avoid arrow lines that loop because this could indicate redundancy in the business
process.

When should teams use flowcharts?

At the beginning of your process improvement efforts, an as-is flowchart helps your team
and others involved in the process to understand how it currently works. The team may find
it helpful to compare this as-is flowchart with a diagram of the way the process is supposed
to work. Later, the team will develop a flowchart of the modified process again, to record how
it actually functions. At some point, your team may want to create an ideal flowchart to show
how you would ultimately like the process to be performed.

Benefits of Using Flowcharts

1. Promote understanding of a process.

People may have differing ideas about how a process works. A flowchart can help you gain
agreement about the sequence of steps. Flowcharts promote understanding in a way that
written procedures cannot do. One good flowchart can replace pages of words.

2. Provide a tool for training employees.

Because of the way they visually lay out the sequence of process steps, flowcharts can be
very helpful in training employees to perform the process according to standardized
procedures.

3. Identify problem areas and opportunities for process improvement.

Once you break down the process steps and diagram them, problem areas become more
visible. It is easy to spot opportunities for simplifying and refining your process by analyzing
decision points, redundant steps, and rework loops.

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Basic Flowchart Symbols

The symbols that are commonly used in flowcharts (Viewgraph 3) have specific meanings
and are connected by arrows indicating the flow from one step to another:

1. Oval. Ovals indicate both the starting point and the ending point of the process steps.

2. Box. A box represents an individual step or activity in the process.

3. Diamond. A diamond shows a decision point, such as yes/no or go/no-go. Each path
emerging from the diamond must be labeled with one of the possible answers.

4. Circle. A circle indicates that a particular step is connected to another page or part of
the Flowchart. A letter placed in the circle clarifies the continuation.

5. Triangle. A triangle shows where an in-process measurement occurs.

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 Fig 1. Example of a Simple Flowchart

Start

Process

Process NO Yes
Decision

YES

Process

End

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 How Much Have You Learned?

Self-Check 1.1

A. Directions: Match Column A with Column B. Write only the letter of the correct
answer on a separate sheet of paper.

Column A Column B

1. Indicates that a particular step is connected to a.

another page or part of the flowchart

2. Shows a decision point, such as yes/no or go/no-

go.
b.

3. Indicates both the starting point and the ending

point of the process steps

c.
4. Shows where an in-process measurement occurs

d.

5. Represents an individual step or activity in the

process

e.
f.

Refer to the Answer Key. What is your score?

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 How Do You Apply What You Have Learned?

Show that you learned something by doing this activity.

Operation Sheet 1.1

Directions: Using the basic symbols used for flowchart, make your own simple flow
chart to illustrate the process of cleaning the computer parts and peripherals
properly. Include the given activities below.

1. Preparation of cleaning tools

2. Identifying the parts to be clean
3. Cleaning the different peripherals

How Well Did You Perform?

Find out by accomplishing the Scoring Rubric honestly and sincerely.

Remember it is your learning at stake!

Scoring Rubrics
Preparation of 4 3 2 1
Flowcharts

Drawing All assigned Almost all Almost all Fewer than 85%
details and assigned details / assigned details of the assigned
elements have elements (at and elements (at details and
been added. The least 85%) have least 85%) have elements are
details are clear been added. The been added. A present OR most
and easy to details are clear few details are details are
identify. and easy to difficult to difficult to
identify. identify. identify.

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 LEARNING OUTCOME 2

Interpret technical drawing

PERFORMANCE STANDARDS

1. Dimensions of the key features of the objects are depicted in the drawing
correctly identified.
2. Symbols used in the drawing are identified and interpreted correctly.
3. Drawing is checked and validated against job requirements or equipment in
accordance with standard operating procedures.

Materials

1. Workshop
2. Tables and Chairs
3. Computers
4. USB Flash Drive
5. LCD
6. Drawing Tools

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 What Do You Already Know?

Let us determine how much you already know about interpreting of technical
drawing. Take this test.

Pretest LO 2

Directions: Interpret the flowchart.

Begin

OPEN FILE

READ RECORD

A
Yes
NOT ! NO PRINT BLANK PRINT NAME
EOF LINE PRINT STREET
PRINT CITY
YES

CLOSE FILE PRINT TWO

BLANK LINES A

End

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 What Do You Need To Know?

Read the Information Sheet 2.1 very well then find out how much you can
remember and how much you learned by doing Self-check 2.1.

Information Sheet 2.1

How do you interpret flowcharts?

A Flowchart will help you understand your process and uncover ways to improve it only if
you use it to analyze what is happening. Interpreting your Flowchart will help

you to :

Determine who is involved in the process.

Form theories about root causes.
Identify ways to streamline the process.
Determine how to implement changes to the
process.
Locate cost-added-only steps.
Provide training on how the process works or
should work.

Below is a sequence of steps that will help you through

an orderly analysis of your flowchart. Examine
Step 1 - Examine each process step for the following conditions that indicate a need to
improve the process:

Bottlenecks. These points in the process where it slows down may be caused by redundant
or unnecessary steps, rework, lack of capacity, or other factors.

Weak links. These are steps where problems occur because of inadequate training of
process workers, equipment that needs to be repaired or replaced, or insufficient technical
documentation. "Inform the drill leader and improvise" is one of the weak links.

Poorly defined steps. Steps which are not well-defined may be interpreted and performed in
a different way by each person involved, leading to process variation. "Improvise" is a poorly
defined step in the weak link cited above.

Step 2 - Examine each decision symbol. You may want to collect data on how often there
is a "yes" or "no" answer at decision points marked by a diamond shaped symbol. If most
decisions go one way rather than the other, you may be able to remove this decision point.

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Step 3 - Examine each rework loop. Processes with numerous checks generate
rework and waste. Examine the activities preceding the rework loop and identify those
that need to be improved. Look for ways to shorten or eliminate the loop.

Step 4 - Examine each activity symbol. Does the step help build a key quality
characteristic into the end product? If not, consider eliminating it.

Types of flowchart

Besides the three levels of detail used to categorize Flowcharts, there are three main
types of flowcharts namely , linear, deployment, and opportunity. The level of detail
can be depicted as macro, mini, or micro for each of these types.

1. Linear Flowchart. A linear flowchart is a diagram that displays the sequence of

work steps that make up a process. This tool can help identify rework and
redundant or unnecessary steps within a process.

2. Deployment Flowchart. A deployment flowchart shows the actual process flow

and identifies the people or groups involved at each step. Horizontal lines define
customer-supplier relationships. This type of chart shows where the people or
groups fit into the process sequence, and how they relate to one another
throughout the process.

How do we construct a linear flowchart?

Following are the seven steps for developing a linear flowchart

1. Define the process to be flowcharted, and the purpose for flowcharting it.
2. Assemble the right people to develop the flowchart those operators, technicians,
or office workers who are actually involved in the process.
3. Establish process boundaries the starting and ending points.
Identify the major activities or sub processes that are included in the process.
Determine what is not included in the scope of the process to remove any
doubt or confusion about the boundaries. This may also help establish the
scope of related processes.
4. List the steps, activities, and decisions to be charted. If your team is not sure
about a step, mark it to be investigated later.
5. Put the steps in chronological sequence. Sometimes it's easier to start with the
last step and work back to the first step.
6. Assign flowchart symbols such as boxes, diamonds, and triangles.
7. Review and title the Flowchart.

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