CHAPTER (3)

Systems Documentation Techniques

Systems Documentation Techniques:

1. Data Flow Diagrams (DFD).
2. Flowcharts, include:
A. Document flowchart.
B. System flowchart.
C. Program flowchart.
3. Business Process Diagrams (BPD).
Document Flowchart: describes the flow of documents and information
among areas of responsibility in an organization, it uses two symbols:
Symbol

Name
Document
Flow of document

Example: Refer to the following sales system description:

When a customers purchase order is received by the sales department, it
prepares a sales order of five copies; the copies are distributed as follows:
Copy NO 1: to billing department.
Copy NO 2: to shipping department.
Copy NO 3: to credit department.
Copy NO 4: to customer.
Copy NO 5: to be kept in sales department.
Required: prepare document flowchart.

Customer

Sales Dep.

Purchase
Order

Purchase
Order

Sales
Order

Billing Dep.

Shipping Dep.

Credit Dep.

Sales
Order
Sales
Order

Sales
Order

Sales
Order

Data Flow Diagrams (DFD): Graphically describes the sources and

destinations of data (or flow of data in and out), it uses four symbols:
Symbol

Name
The sources and destinations of data
Flow of data
The process

The data store

DFDs are subdivided into lower levels to provide increasing amounts of detail.
The highest (First) level of DFD is called: a context diagram:
Example: Refer to the following payroll processing system:
1. Receives:
A. Time card data from timekeeping.
B. Payroll change data from human resources.
2. Provides (or produces):
A. Paychecks to employees.
B. Payroll report to management.
Required: prepare context diagram for payroll processing system.

Timekeeping

Employees

Payroll
Processing
System

Human
Resources

Management

The second level is called: level-zero DFD:

Example: Refer to the above context diagram for payroll processing system:
1. The sub-processes are as follow:
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A. Process employees hours worked.

B. Process Payroll change data.
C. Process paycheck.
D. Process payroll reports.
2. Needed data stores: payroll master file.
Required: prepare a level-zero DFD for payroll processing system.
Time card
data
1.0
Employees
Hours
Worked

Timekeeping

Employees

3.0
Paycheck

Payroll master file

Human
Resources

Payroll
change
data

4.0
Payroll
Reports

2.0
Payroll
Change
Data

Management

System Flowchart: describes the relationship among the inputs, processes,

and outputs of AIS.
Program Flowchart: describes the sequence of logical operations performed
by a computer in executing a program.
Business Process Diagrams (BPD): is a visual way to describe steps or
activities in a business process.
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The relationship between document flowchart and DFD:

DFD (context diagram) is prepared directly after (and from) document
flowchart.
E.g.: Refer to the following document flowchart:
Customer

Sales Dep.

Purchase
Order

Purchase
Order

Sales
Order

Billing Dep.

Shipping Dep.

Credit Dep.

Sales
Order
Sales
Order

Sales
Order

Sales
Order

Required: prepare context diagram for sales processing system.

Billing Dep.

Customer

Sales
Processing
System

Credit Dep.

Shipping
Dep.
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Q. Multiple Choices:
1. The diagrams, charts, and other written materials that explain how a
system works are collectively called:
a) Documentation. b) Data flows. c) Flowcharts. d) Schema
2. The graphic description of the flow of data within an organization is
called a:
a) Systems flowchart. b) Data flow diagram. c) Context diagram.
d) Document flowchart.
3. A graphical representation of the flow of documents and information
between departments or areas of responsibility within an organization
is called:
a) A data flow diagram. b) A document flowchart. c) A system
flowchart. d) A program flowchart.
4. A graphical representation of the relationship among the input,
processing and output in an information system is called:
a) A data flow diagram. b) A document flowchart.
c) A system flowchart. d) A program flowchart.
5. A graphical description of the sequence of logical operations that a
computer performs is called:
a) A data flow diagram. b) A document flowchart.
c) A system flowchart. d) A program flowchart.
6. In a DFD, a square box represents:
a) Data sources and destinations. b) Data flows.
c) Transformation processes. d) Data stores.
7. In a DFD, an arrow represents:
a) Data sources and destinations. b) The direction of data flows.
c) Transformation processes. d) Data stores.
8. In a DFD, a circle represents:
a) Data sources and destinations. b) The direction of data flows.
c) Transformation processes. d) Data stores
9. In preparing a DFD, when data are transformed through a process, the
symbol used should be:
a) A circle. b) An arrow. c) A square. d) Two horizontal lines.
10. Is a visual way to describe steps or activities in a business process:
a) Business Process Diagrams. b) Data Flow Diagram.
c) System Flowchart. d) Program Flowchart.
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