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Flowcharting Tips For Manual and Computer-based Systems Created by TerryAnn Glandon 2006, 2007, 2008.

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Presentation on theme: "Flowcharting Tips For Manual and Computer-based Systems Created by TerryAnn Glandon 2006, 2007, 2008."— Presentation transcript:

1 Flowcharting Tips For Manual and Computer-based Systems Created by TerryAnn Glandon 2006, 2007, 2008

2 Document Flowcharts illustrate relationship among processes and documents that flow between them clearly shows separation of functions in the organization Document Flowcharts are used for MANUAL systems.

3 Manual process Journal Or Ledger document Common Document Flowchart Symbols Terminator - Used to start and stop processes On page connector - Avoid long lines across flowchart Off page connector - Use when flowchart requires multiple pages. Files - Use for storage of paper documents Directional arrow

4 Flowcharting Conventions 1/4 Avoid drawing long lines –Use on-page connectors instead On-page connectors have numerals Off-page connectors have destinations (Shipping Dept., A/P, A/R, etc.) Do not cross lines

5 Flowcharting Conventions 2/4 Documents stored in a temporary file are retrieved upon some trigger, such as –Invoice arrives from Vendor –Credit is approved by Credit Dept. –Validated deposit slip is returned by Bank All documents must be –filed, or –sent to another department not being flowcharted, or –sent to an outside party (customer, vendor, bank, shipper, etc.)

6 Flowcharting Conventions 3/4 Arrowheads show direction: –When you get information from a file or journal, the arrowhead points away –When you update/record/post data to a file or journal, the arrowhead points toward it. In Systems Flowcharts, there may be an arrowhead on both ends of the line.

7 Flowcharting Conventions 4/4 Avoid violating the "sandwich rule" –Think of a document symbol as a slice of bread and a manual process as baloney. –The sandwich rule says you must have bread (documents) above and below the baloney (manual process) Be sure to “Copy/paste” documents so they appear before/after a manual process or before/after a Temp. file

8 1 SO1 A B Approved SO1 2 Credit records Violates the sandwich rule! Two pieces of baloney. A – check customer credit B – approve credit

9 Put 2 “actions” in one manual process. Only 1 piece of “baloney” SO1 1 Credit Records A Approved SO1 2 A – check credit and approve

10 System Flowcharts used to represent relationship between key elements of computer systems –input sources, processes, and output shows type of media being used –Paper (documents), disks, and screens/monitors Usually there will be some paper documents in a System flowchart

11 Common System Flowchart Symbols Computer process document database Display (screen) keyboard/ printer Directional arrow Terminator - Used to start and stop processes On page connector - Avoid long lines across flowchart Off page connector - Use when flowchart requires multiple pages. Files - Use for storage of paper documents

12 Conventions for Connectors On page connector - Use numerals--one set of each number per flowchart. So you would have two 1s, two 2s, two 3s, and so on. Off page connector - Use destination—example: Shipping Dept., A/R, A/P, and so on Only used when there is a multiple page flowchart.

13 Excerpt from Revenue Flowchart. Note that SO1 goes from Sales to Credit, using the (1). The (1) is not used again on this page of the flowchart. Sales Dept.Credit Dept. A – prepare Sales order B – check credit & approve

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