Systems Techniques and Documentation

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Systems Techniques and Documentation
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Use of Systems Techniques in Systems Development

• What are the three phases of a systems
  development project?
• Systems analysis
• Systems design
• Systems implementation

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Systems Analysis

• Systems analysis involves collecting and
  organizing facts.
• Systems techniques assist the analyst in
  performing these tasks.
• What are some of these techniques?
• matrix techniques
• logical data flow diagrams

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Systems Implementation

• Systems implementation involves the actual
  carrying out of the design plan.
• Documentation is one of the most important parts
  of systems implementation.
• What systems techniques serve as a documentation
  tool?
• program flowcharts
• decision tables

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Systems Techniques

• What is a flowchart?
• A flowchart is a symbolic diagram that shows the
  data flow and sequence of operations in a system.
• Flowcharts are probably the most common systems
  technique.

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Basic Symbols
Input/Output
Process
Flowline
Annotation
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Specialized Input/Output Symbols
Punched Card
Punched Tape
On-Line Storage
Magnetic Disk
Magnetic Tape
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Specialized Input/Output Symbols
Document
Communication Link
Manual Input
Off-Line Storage
Display
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Specialized Process Symbols
Auxiliary Operation
Decision
Predefined Process
Merge
Extract
Preparation
Collate
Manual Operation
Sort
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Additional Symbols
Connector
Transmittal Tape
Off-page Connector
Terminal
Parallel Mode
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Symbol Use in Flowcharting

• Symbols are used in a flowchart to represent the
  functions of an information or other type of
  system.
• Normal direction of flow is from left to right
  and top to bottom.
• Open arrowheads should be used on
  reverse-direction flowlines

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Symbol Use in Flowcharting
Normal Direction of Flow
Review and Approve
Invoice
Approved Invoice
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Symbol Use in Flowcharting
Reverse Flow Shown with Arrowheads
Review and Approve
Invoice
Approved Invoice
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Symbol Use in Flowcharting
Use of Connector Symbol
Purchasing
Stores
Requisition
A
Requisition
A
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Symbol Use in Flowcharting
Bidirectional Flow Shown with Arrowheads
Requisition
Prepare Purchase Order and Update Vendor Files
Vendor Files
Purchase Order
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Learning Objective

• Define common systems techniques, such as HIPO
  charts, systems flowcharts, and logical data flow
  diagrams.

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IPO and HIPO Charts

• These charts are used primarily by systems
  development personnel.
• At the most general level of analysis only the
  basic input-process-output relations in a system
  are of concern.
• Additional processing detail is provided by
  hierarchy plus input-process-output.

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IPO Chart
System Payroll Description Calculate Gross Pay
Author Mr. Foxx Chart Number 3.1
Date 6/9/0X
Input
Process
Output
Accumulate hours worked Find correct pay
rate Compute gross pay
Payroll job record Payroll master file
Gross pay records Payroll master file Error
messages
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Hierarchy Chart
1.0
Payroll System
2.0
3.0
4.0
Data Preparation
Processing
Review
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Hierarchy Chart
3.1
3.2
Calculate Gross Pay
Calculate Net Pay
3.11
3.12
3.13
Accumulate Hours Worked
Compute Gross Pay
Find Correct Pay Rate
Each numbered module would be detailed in an IPO
chart.
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Systems and Program Flowcharts

• A systems flowchart identifies the overall or
  broad flow of operations in a system.
• The focus of systems flowcharting concerns media
  and processing functions rather than the detailed
  logic of individual processing functions.

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Logical Data FlowDiagram Symbols
Terminator
Process
Data Flow
Data Store
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Data Flow Diagram
Process Payroll Data
Timekeeping
Employees
Payroll Data
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Data Flow Diagram
Employee Data
Current Status
Verify Payroll Data P1
Data Valid
Payroll Data
Timekeeping
Valid Payroll Data
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Data Flow Diagram
Employee Data
Net Pay and Deductions
Calculate Pay P2
Data to Process
Employees
Paychecks
Valid Payroll Data
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Data Flow Diagram
Update Employee Files
Process Payroll Journal
Journal Data
Details
Current Amounts
Net Pay and Deductions
Compute Net Pay
Employees
Paychecks
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Analytic, Document, and Forms Distribution
Flowcharts

• An analytic flowchart identifies all significant
  processing in an application, emphasizing
  processing tasks that apply controls.
• In an analytic flowchart the flow of processing
  is depicted using symbols connected with
  flowlines.

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Analytic, Document, and Forms Distribution
Flowcharts

• A document flowchart is similar in format to an
  analytic flowchart but contains less detail about
  the processing functions of each entity shown on
  the chart.
• The only symbol used in a document flowchart is
  the document symbol.

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Analytic, Document, and Forms Distribution
Flowcharts

• The forms distribution chart illustrates the
  distribution of multiple copy forms with an
  organization.
• The emphasis is on who gets what forms rather
  than on how these forms are processed.

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Analytic Flowchart
Purchasing Suppliers
Approve Vendor List
Select Vendors
Request for Quotation
Prepare Quotation
Request for Quotation
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Analytic Flowchart
Purchasing Suppliers
Quotations
Quotations
Prepare Purchase Order
Select Bid
Purchase Order
Purchase Order
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Document Flowchart
Controller Vice President Manufacturing
Accounts Payable Purchasing Agent Receiving
Stores
Purchase Requisition 1
Purchase Requisition 1
Purchase Requisition 2

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Purchase Order 3
To Vendor
Purchase Order 1
2
Purchase Order 4
Purchase Order 5
3
4
5
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Forms Distribution Chart
Purchasing Inventory Payables Production
Accounting Purchase Order Copy
1
1
1
2
2
2
3
3
4
4
5