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AIS 200 Lect3 2013
AIS 200 Lect3 2013
Documentation
explains how AISs operate Vital part Example: Describe tasks for recording data, procedures that users must perform to operate computer applications, logical and physical flow of accounting data through the system
5. 6. 7.
Depicting how system works Training users Designing new system Controlling system development and maintenance costs save time & money Standardizing communications with others Auditing AISs Documenting business processes
Types of Techniques
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Data flow diagrams Context diagram System flowcharts Document flowcharts Program flowcharts Decision Table
graphically describes the flow of data within an organization. Helps users to conceptualize the relationship between data items, inputs, process, outputs and data storage It is used to document existing systems and to plan and design new ones. There is no ideal way to develop a DFD. A data flow diagram (DFD) is composed of the following four basic elements:
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Data sources and destinations Data flows Transformation processes Data stores
Understand the system. Ignore certain aspects of the system. Determine system boundaries. Develop a context diagram. Identify data flows. Group data flows. Identify transformation processes. Group transformation processes.
Cont..
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Identify all files or data stores. Identify all data sources and destinations. Name all DFD elements. Subdivide the DFD. Give each process a sequential number. Repeat the process. Prepare a final copy.
Data Flows
Internal entity (physical DFD) or Transformation Processes (logical DFD) Data Stores
A data source or data destination symbol on the DFD represents an organization or individual that sends or receives data that they system uses or produces. A data flow represents the flow of data between processes, data stores and data sources and destinations. A transformation process represents the transformations of data. A data store is a temporary or permanent repository of data. A data dictionary contains description of all the elements, stores, and flows in a system.
Bank (J)
Data flow diagrams are subdivided into successively lower levels in order to provide increasing amounts of detail.
CONTEXT DIAGRAMS
The highest-level DFD is referred to as a context diagram. Shows major data flows in and out of a system Detailed inflow data normally hidden Shows a subsystem as a process - interrelationship of subsystems and their relationship to main system Level zero data flow diagram when each of the processed involves is referred to on the diagram by number 1.0, 2.0, 3.0 etc. Decomposition of a data flow diagram expanding each process with a more detailed data flow diagram exp 1.1, 1.2,1.3 Eg: What is the context diagram for payroll processing?
Employees
Human resources
Bank
Management
FLOWCHART
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. Flowcharting symbols can be divided into the following four categories:
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Input/output symbols Processing symbols Storage symbols Flow and miscellaneous symbols
Symbol
2 1 3
Name
Multiple Document
Paper or Permanent file of manual documents (letter inside symbol indicates file sequence order) A= alphabetically N=numerically D=chronologically
Processing Symbols
Symbol Name
Storage Symbols
Symbol Name
Magnetic disk
On-page connector
Off-page connector Terminal = start/stop Decision
Miscellaneous Symbols
Symbol Name
Telecommunications link
Annotation symbol for comments or further descriptions Flow of physical goods (ie: inventory shipment)
1. Document Flowcharts
illustrates the flow of documents and information between areas of responsibility within an organization. Traces the physical flow of documents through an organization. Constructing a document flowchart begins by identifying the different departments or groups that handle the documents of a particular system. A document flowchart is particularly useful in analyzing the adequacy of control procedures. Auditors and accountants may use document flowcharts when analyzing a current system for weaknesses in controls and reports. Flowcharts that describe and evaluate internal controls are often referred to as internal control flowcharts.
Requesting Department
A
1 Goods requisition form (GRF)
A
File
2. System Flowcharts
Describe logical flows of data and processing steps in an AIS that is the relationship among the input, processing, and output of an AIS. Each processing phase of a system flowchart usually involves preparing one or more control reports. These flowcharts illustrate an electronic job stream of data through processing phases of an AIS, and therefore illustrate audit trails. 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.
Enter document into computer via keyboard, edit input, record input User queries the computer Update sequential data store Preparation and Later Manual Reconciliation of Control Totals Key And Key Verify Inputs Enter document into computer using a scanner Enter document into computer using scanner & manual keying
3. Program Flowcharts
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.
Yes
Perform calculation Update record
No
Reject order
Yes
Inventory available? Yes No Backorder
Fill order
Stop
identify entities to be flowcharted i.e. department/person or external parties. Also identify process involved, data and documents storage used and data flow within the system.
ii.
divides the flowchart into several column and label each column with the respective entity. It is recommended to create column for internal entities ONLY. No specific column will be provided for external entities such as customer, bank, supplier and etc. Terminator/terminal symbol will be used to represent external entity.
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Put document number on top right corner of the document for multiple documents.
The number should accompany the symbol as it passed through the system. 2 1
vi.
Flowchart columns should be laid out so that the flowchart activities flow from left to right,
BUT you should locate columns so as to minimize crossed lines and connectors.
vii.
Flowchart logic should flow from top to bottom and from left to right.
viii.
Each manual processing activities should have an input and output (sandwich principle).
Do not directly connect two documents except when moving document from one entity to another. Input/Output can be either document or storage
Input
Input
Input
Process
Process
Process
Output
Output
Output
ix.
Use on-page connector to avoid flow lines that go all over the page.
A
x.
If you cant, use multiple pages and connect the pages with offpage connectors. Do not glue, tape, staple, or otherwise extend your flowchart to get it one one page. Use off-page connector to move from one page to another
A, 2
A, 1
xi.
Within each column, there must be at least one manual process, keying operation, or data store between documents.
That is, do not directly connect documents within the same column.
xii.
xiii.
Documents or reports printed in data processing (DP) should be shown in the DP column first.
You can then show the document or report going to the destination unit.
xiii.
Documents or reports printed by a centralized computer facility on equipment located in another organizational unit (warehouse, shipping dept.)
xv.
xvi.
Processing within an organizational unit on devices such as a PC or computerized cash register should be shown within the unit or as a separate column next to that unit, but not in the central computer facility column. Sequential processing steps (computerized or manual) with no delay between them can be shown as one process or as a sequence of processes.
xvii.
xviii.
The only way into a computer data storage unit is through a computer processing rectangle. A manual process is not needed to show the sending of a document.
The sending of the document should be apparent from the movement of the document itself.
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xx.
include the letter A for alphabetical order, N for Numerical (number) order or C/D for chronological order/sort by date.
DFDs vs Flowcharts
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emphasize the flow of data and what is happening in a system represents the logical flow of data make use of only four symbols used primarily to document existing systems.
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emphasizes the flow of documents or records containing data. represents physical flow of data. use many symbols and thus can show more detail primarily used in the design of new systems and do not concern themselves with the physical devices used to process, store, and transform data.
Disadvantages The creation of a flow chart can be time consuming Numerous symbols can cause confusion A process may not be completely presentable using symbols
DECISION TABLE
A table of conditions and processing tasks that indicates what action to take for each possibility Alternative to program flowchart; when computer program involves large number of conditions & subsequent action, program flowchart tends to be large and complex
X
X X X
action entries
Advantage
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Summarize processing tasks with complex conditions into compact, easily understood format Increase understandability Reduce possibility of omitting important process More accurate & complete processing financial data Do not show the order in which program test data condition or processing action take place Need knowledge of documentation technique beyond flowchart Extra work to prepare and may cost ineffective
Disadvantage
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SOFTWARE TOOLS
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Microsoft Word and Excel CASE tools front end and back end