Documenting AIS

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Documenting AIS

• Graphic representation of business processes /
  events
• Communication
• High light main components of processes
• Relatively easy to understand by all parties
• Understanding existing systems
• Designing new systems
• Easier to compare processes
• Forces discipline (if done correctly)
• SAS 94 suggests them, particularly for complex
  processes

2
Universal Modeling Language (UML)

• Designed for use in Object Oriented design and
  development
• Can be used to document any system
• Not the only choice, but popular and flexible
• Like a map UML
• Is Visual
• Uses standard symbols to convey information
• Is usually prepared by experts but can be read by
  anyone
• Can provide high or low levels of detail (globe
  vs. map of OSU campus)

3
Overview Activity Diagrams
S Sales Ticket
Customer
Order Food
Pay Cash
S (in progress)
Server
Take Order
Serve Food
S (completed)
Kitchen Staff
Prepare Food
SS Sales Summary
S (completed)
Ring Up Sale
Close Register
Cashier
Manager
Reconcile Cash
S (paid)
Register
S Sale
P Price lookup
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Diagram Components
D document
Document/ Report
Start of Process
Events/Triggers
Customer
Event A
Event D
Server
Event B
Event C
D (completed)
Sequence (triggers)
Kitchen Staff
Status
Swimlanes Separation based on role
S (completed)
Event E
Cashier
Files (tables)
Manager
Event F
Data flows
D (paid)
End of Process
Register
T Table 1
F File 1
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Preparing Overview Activity Diagrams

• Hard Part
• 1. Read the narrative and identify key events
• Likely candidates from Chapter 2
• 2. Annotate the narrative clearly
• Easy Part
• 4. Use swimlanes to represent agents in process
• 5. Diagram each event, including sequence
• 6. Draw documents created and used (information
  flow)
• 7. Draw tables created and used (information flow)

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Step 3 Agents and Swimlanes
Customer
Server
Kitchen Staff
Cashier
Manager
Register
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Step 4 Diagram Events
Customer
Order Food
Pay Cash
Server
Take Order
Serve Food
Kitchen Staff
Prepare Food
Ring Up Sale
Close Register
Cashier
Manager
Reconcile Cash
Register
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Step 5 Documents
S Sales Ticket
Customer
Order Food
Pay Cash
S (in progress)
Server
Take Order
Serve Food
S (completed)
Kitchen Staff
Prepare Food
SS Sales Summary
S (completed)
Ring Up Sale
Close Register
Cashier
Manager
Reconcile Cash
S (paid)
Register
9
Step 6 Tables
S Sales Ticket
Customer
Order Food
Pay Cash
S (in progress)
Server
Take Order
Serve Food
S (completed)
Kitchen Staff
Prepare Food
SS Sales Summary
S (completed)
Ring Up Sale
Close Register
Cashier
Manager
Reconcile Cash
S (paid)
Register
S Sale
P Price lookup
10
Detailed Activity Diagrams

• High level Overview Diagrams are helpful but we
  often need to see details also
• Driving directions from Cleveland to OSU state
  map and map of campus
• Overview find which processes to audit
• Detailed audit
• Typical activities in an Event
• Record information on a source document or
  transaction file
• Check information in computer files (in stock?)
• Compare documents
• Update information about entities
• Prepare a report

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Workflow Tables

• Event 1 Take Order. The customer arrives1 and
  sits2 at a table or at the counter .
• Event 6 Reconcile Cash. The cashier gives23 the
  sales summary to the manager and the total of
  the sales tickets.

Detailed Activities for Event
Actor Customer Cashier

• Activity
• Take Order
• Arrives at diner.
• Sits at counter/table
• Reconcile Cash
• 23. Gives the Sales summary and cash to manager

Events On Overview diagram
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Detailed Activity Diagram 2
Customer
Server
Arrives1
branch
Not available
Waits3
available
Sits Down2,4
Take Order
Customer Server
1. Arrives at diner 2. Sits at counter/table 3.
Waits if necessary 4. Sits at table when
available 5. Calls server 6. Records order on
prenumbered ticket
Calls Server5
Records Order6
Workflow Table
S Sales Ticket (in progress)
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Cross Referencing with Notes
S Sales Ticket
Customer
Order Food
Pay Cash
S (in progress)
Server
Take Order
Serve Food
S (completed)
Kitchen Staff
See Activity Diagram 2
Prepare Food
SS Sales Summary
S (completed)
Ring Up Sale
Close Register
Cashier
Manager
Reconcile Cash
S (paid)
Register
S Sale
P Price lookup
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Preparing Detailed Activity Diagrams

• 1. Annotate narrative to show activities
• Look for activities (verbs)
• 2. Prepare a workflow table
• 3. Identify necessary detailed diagrams
• 4. For each detailed diagram repeat basic steps
  from Overview Diagrams
• Swimlanes, events, sequence, documents, links to
  files/tables
• Include branching and other logic

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Context Diagram
Employee Tax Form
Employee
0
Payroll Report
Employee Payroll System
Time Sheet
Employee Payroll Check
Accounting Department
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Level-0 DFD
2.0
Employee Record
Paycheck Data
Employee
Compute Weekly Paycheck
S1
S2
Payroll Record
Hours Worked
3.0
1.0
Employee Payroll Record
Create Weekly Payroll Record
Prepare Weekly Payroll Summary
Time Sheet
Employee Paycheck
Payroll Report
4.0
Prepare Employee Tax Form
Employee Tax Form
Accounting Department
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Level-1 DFD
Employee Record
Employee
Payroll Record
Gross Pay Data
Hours Worked
Net Pay Data
Time Sheet
Sorted Records
Employee Paycheck
4.1
Calculate Payroll Deductions
Payroll Report
Employee Payroll Record
Payroll Deductions
Employee Tax Form
Accounting Department
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Part of Level-2 (n) DFD functional primitive