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Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA Jones Rama.

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Presentation on theme: "Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA Jones Rama."— Presentation transcript:

1 Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA Jones Rama

2 LOGO Amal alharthi Documenting Accounting Systems

3 Contents Unified modeling language Characteristics of Unified modeling language Understanding and Preparing Overview Activity Diagrams Understanding and Preparing Detailed Activity Diagrams

4 Unified modeling language A modeling language for specifying, visualizing, constructing and documenting an information system.

5 UML activity diagram A diagram that shows the sequence of activities in a process

6 ACIVITY DIAGRAM SYMBOLS" Solid circle. Start of a process in an activity diagram Rounded rectangle. Event, activity, or trigger Continuous line. Sequence from one event or activity to the next. Dotted line. Flow of information between events Document. Represents a source document or report Diamond. A branch Table. A computer file from which data may be read from or recorded during business events. Note: refers the reader to another diagram or document for details Bull's eye. End of process See f.3

7 UML activity diagrams and maps have characteristics Both maps and activity diagrams provide graphical representations of information that are easier to comprehend than narrative descriptions Maps use standard symbols to convey information Maps and activity diagrams are prepared by experts but can be read by users with little training.

8 Continue … Both maps and activity diagrams can provide high-level, as well as low-level, views. The overview diagram presents a high-level view of the business process by documenting the key events, the sequence of these events, and the information flows among these events. The detailed diagram is similar to a map of a city or town. it provides a more detailed representation of the activities associated with one to two events shown on the overview diagram

9 Understanding Overview Activity Diagrams Before explain how to draw an activity diagram, you should learn how to read one.

10 Example The customer arrives and sits at a table or at the counter. If a table is not available, the customer waits in the waiting area. When a table becomes available, the customer sits at the table. When the customer is ready to order, he calls the server. The server records the customer's order on a prenumbered sales ticket. When the meal is ready, it is placed on the shelf between the kitchen and dining area. The server picks up the meal and the sales ticket from the shelf and serves the food. While the customer is eating, the server enters the prices on the sales ticket and leaves it at the customer's table. The server gives the sales ticket to the kitchen staff. The kitchen staff prepares the meal using the information on the sales ticket. The customer gives the cash and the completed sales ticket to the cashier. The cashier enters the code of each item. The register uses the price lookup tables stored in the register to display the price. After all the items have been entered, the register displays the total. The register stores the information about sales of various items during the day. The cashier puts the cash in the drawer and gives the customer the appropriate amount of change. Angelo's Diner:

11 Continue …. At the end of each shift, the cashier closes the register. He prints the sales summary. the cashier gives the sales summary to the manager. The manager checks that all prenumbered sales tickets issued during the day have been collected. He then computes the total dollar amount of these tickets. Next, the manager counts the cash and compares this amount with the total shown on the sales summary and the total of the sales tickets.

12 Event Event 1 : Order food Event 2: Take order Event 3: Prepare food. Event 6: Ring up sale Even 7: Close register Event 8: Reconcile cash Event 4: Serve food Event 5: pay cash

13 CustomerServer Kitchen staff CashierManagerregister Order food Prepare food Serve food Pay cash Ring up sale Close reg Reconcile cash Take order Overview activity diagrams for Angelo's Diner S: sale ticket In progress S: sale ticket completed S: sale ticket completed S: sale ticket completed SS: sale summary P: Price Lookup S: Sales

14 Preparing Overview Activity Diagrams: Preliminary Steps Preliminary Steps Step for Preparing the Activity Diagram

15 Preliminary Steps: Step 1 Step 2 Read the narrative and identify key events. Annotate the narrative to clearly show event boundaries and event names.

16 Preparing the Activity Diagram Step 3 Step 4 Represent agents participating in the business process using swim lanes Diagram each event. Show the sequence of these events. Step 5 Draw documents created and used in the business process. Show the flow of information from events to documents and vice versa.

17 Preparing the Activity Diagram Step 6 Draw tables (files) created and used in the business process. Show the flow of information from events to tables and vice versa

18 CustomerServer Kitchen staff CashierManagerregister Step 3 : people/ devices Swim lanes

19 CustomerServer Kitchen staff CashierManagerregister Order food Prepare food Serve food Pay cash Ring up sale Close reg Reconcile cash Take order Step 4 : Events

20 CustomerServer Kitchen staff CashierManagerregister Order food Prepare food Serve food Pay cash Ring up sale Close register Reconcile cash Take order Step 5: Documents S: sale ticket In progress S: sale ticket completed S: sale ticket completed S: sale ticket completed SS: sale summary

21 CustomerServer Kitchen staff CashierManagerregister Order food Prepare food Serve food Pay cash Ring up sale Close reg Reconcile cash Take order Step 6: Tables S: sale ticket In progress S: sale ticket completed S: sale ticket completed S: sale ticket completed SS: sale summary P: Price Lookup S: Sales

22 Understand Detailed Activity Diagrams 1. arrives at the diner 2. sits at a counter/table 3. waits in waiting area if table is not available. 4. sits at a table when one is available. 5. calls server 6. Records customer's order on a prenumbered sales ticket 7. gives the sales ticket to the kitchen staff.

23 Continue …. 14. gives cash and completed sales ticket to cashier. 8. Prepares the meal 9. places meal on shelf. 10. picks up meal and sales ticket. 11. Serves food. 12. enters prices on sales ticket. 13. leaves sales ticket at customer;s table.

24 Continue …. 19. puts the cash in the drawer. 20. gives change to customer 21. closes register 22. prints sales summary. 23. gives the sales summary and cash to the manager` 15. enters item code. 16. displays price. 17. displays total 18. stores sales data

25 Continue … checks prenumbered sales tickets. 25. computes dollar amount of sales tickets 26. counts cash 27. compares cash receipts with sales summary and sales ticket totals.

26 Activity Diagram For Take Order Event Arraves Waits for table Calls server Sits down at table Records Order Not available available Customerserver

27 serverKitchen Staff Detailed Activity Diagram for Prepare food and Serve food events. Gives Sales Ticket Prepare Food Places Food On Shelf Pick Up Food Serves FOOD Enter prices Leaves Ticket at Customer Table S: Sales ticket In progress S: Sales ticket Completed

28 customer cashier Register Detailed Activity Diagram for Ring up Sales Event. Gives cash/ Sales Ticket Enters Item Code & quantity Display Prices Displays Total Stores Sales Data Puts Cash In Drawer Gives change S: Sales ticket completed P: Price Lookup S: Sales

29 cashier manager Detailed Activity Diagram for Close Register and Reconcile Cash Events. Closes Register Prints Sales Summary Gives Cash/ Summary to Manager Checks Prenumbered Tickets Computes Total of Sales Tickets Counts Cash Checks Cash And totals S: Sales ticket completed SS: Sales Summary S: Sales ticket In Progress SS: Sales Summary

30 CustomerServer Kitchen staff CashierManagerregister Order food Prepare food Serve food Pay cash Ring up sale Close register Reconcile cash Take order S: sale ticket In progress S: sale ticket completed S: sale ticket completed S: sale ticket completed S: sale ticket completed SS: sale summary P: Price lookup S: Sales (and record) See Fig 3.6 See Fig 3.7 See Fig 3.9 See Fig 3.8

31 Preparing Detailed Activity Diagram Step 1 Step 2 Step 3 Annotate narrative to show activities identify necessary detailed diagrams. prepare a workflow table.

32 Continue …… Step 4 for each detailed diagram, perform the following substeps 4a. set up swimlanes for the agents participating in the event or events represented in the detailed diagram. 4b. add a rounded rectangle for each activity in the events being documented in that detailed diagram. 4c Use continuous lines to show the sequence of the activities. 4d. set up any documents created or used by the activities in that diagram. 4e. use dotted lines to connect activities and documents. 4f. Document any tables created, modified, or used by the activities in the diagram in the computer column. 4g. use dotted lines to connect activities and tables.

33 Copyright COPYRIGHT©2003 BY SOUTH-WESTERN, A DIVISION OF THOMSON LEARNING. THOMSON LEARNING IS A TRADEMARK USED HEREIN UNDER LICNSE. Printed in Canada from more information, contact south- western, 5191 natorp boulevard, mason, Ohio Or you can visit our internet site at All rights reserved. No part of this work covered by the copyright hereon may be reproduced or used in any form or by any meansgraphic, electronic, or mechanical, including photocopying, recording, taping, web distribution or information storage and retrieval systemswithout the written permission of the publisher. For permission to use material from this text or product, contact us by Tel:(800) Fax:(800)

34 LOGO


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