AIS PowerPoint Presentations

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ACCT341, Ch. 3, NotesWhy Documentation Is
Important

1. Depicting how the system works
2. Training users
3. Designing new systems
4. Controlling system development
   and maintenance costs
5. Standardizing communications
   with others
6. Auditing AISs
7. Documenting business processes
8. Complying with SOX
9. Establishing accountability

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Types of Documentation

• Document Flowcharts (most relevant to this
  course)
• Systems Flowcharts (similar to document
  flowcharts, but focuses more on electronic
  communications)
• Process Maps Data Flow Diagrams

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Document Flowcharts

• A document flowchart 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.
• Should read from top to bottom and left to right.
• Use appropriate symbols.

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Common Document Flowcharting Symbols
Off-page Connector , between flowchart and
external party
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Common Document Flowcharting Symbols
Permanent file of documents
Information flow (dotted line)
Document flow (solid line)
Annotation for additional explanation
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A Sample Document Flowchart
Requesting Department
Purchasing Department
2
A
1
Purchase Requisition
2
A
Purchase Requisition
File
Two options to show document flow (1) use arrow
lines, but not across more than two departments,
or (2) internal/external connectors (circles).
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A Sample Document Flowchart
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Documentation of Systems

• A wide variety of software is
  available for documenting AISs.
• Commonly available MS Visio, Excel, or Word
• Other software iGrafx, allCLEAR, SmartDraw, App
  Factory, Excelerator II, Pacbase, etc.

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Some tips for using Visio

• We will be dealing with basic flowcharts (U.S.).
• It is best if your page is landscape (see Design,
  Orientation).
• Use a simple container to separate departments
  (see menu Insert, Container to format, click on
  container, see Format menu). You may need to
  squish the container horizontally to break the
  proportional lock before you can make it longer
  vertically.
• The text inside flowchart shapes can be placed at
  the top of the shape by formatting text, text
  block, and choosing top vertical alignment.
• You can block with your cursor a group of objects
  and then hit the control key to move or resize
  all the objects at once.